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Balranald Shire Council

Agenda – Ordinary Meeting – 19th November 2015. ……………………………………………………………………………………………………………

This is of the Business Paper of the Ordinary Monthly Meeting of Balranald Shire Council held in the Council Chambers, Market Street Balranald on Thursday 19th November 2015.

PRESENT:

APOLOGIES:

DISCLOSURE OF INTERESTS

CALENDAR OF EVENTS

Calendar of Events November - December

NOVEMBER

16 Cultural Committee Meeting @ 5pm

19 Council Meeting @ 5pm

20 Caravan Park Meeting @ 12noon

24 Community Safety Precinct Meeting @ 11am

DECEMBER

1 Tourism Meeting @ 5pm

3 Committee Christmas Party @ 6.30pm

7 Hostel Committee Meeting @ 5pm

15 Council Meeting in Euston @ 1pm

19 Mayors Christmas Party – Bistro on Nixon, Euston @ 6.30pm

CONFIRMATION OF MINUTES Recommendation: That: “The minutes of the Ordinary Meeting of Council held on Tuesday 20th October 2015 copies having previously been circulated to each Councillor be taken as read and confirmed.” “The minutes of the Ordinary Meeting of Council held on Wednesday 28th October 2015 copies having previously been circulated to each Councillor be taken as read and confirmed.” “The minutes of the Confidential Meeting of council held on Wednesday 28th October 2015 copies having previously been circulated to each Councillor be taken as read and confirmed.”




PRESENTATION/DELEGATIONS Carol Mayersbach – Intereach

MAYORAL MINUTE/REPORT COMMITTEE REPORTS FOR ADOPTION

COMMITTEE & OTHER REPORTS FOR INFORMATION

DELEGATES REPORTS

NOTICES OF MOTION/RESCISSION




GENERAL MANAGER’S REPORTS (Incorporating all

Staff Reports)

Corporate and Community Development Division

ITEM C - 1 STATEMENT OF FUNDS

File number: 085 Reporting Officer: Elizabeth White Director of Corporate and Community Development Operational Plan Objective: Pillar Six: Our Leadership – a community that values and fosters leadership, lifelong learning, innovation and good governance.

Officer Recommendation:

That Council receive and note the report.

Purpose of Report Funds Report for the Month Ending 31st October 15

Investment Held:

Bankwest 1,500,000

Bendigo 1,500,000

NAB 1,000,000

Westpac 1,500,000

5,500,000

FUNDS HELD Investment Bank Combined Restricted Balance General 3,200,000 -275,067 2,924,933 1,211,259 1,713,674 DWM 0 120,855 120,855 30,000 90,855 Water 500,000 237,138 737,138 271,585 465,553 Sewer 1,800,000 128,054 1,928,054 1,499,979 428,075

Total 5,500,000 210,979 5,710,979 3,012,823 2,698,157

For Councillor’s information: Council staff are still in the process of finalising the 2014-15 year end accounts for audit this could result in further changes to the “restricted” cash.

Report All investments shown have been made in accordance with Section 625 of the Local Government Act 1993, the regulations and Council’s investment policy.




Bank Reconciliation

Balance B/F From Previous Month

500,086

ADD Receipts for Month: Administration 830

Truck Wash 461 DWM 621 Caravan Park 51,916 DA Applications 2,809 Debtors 191,412

Discovery Centre

6,770 Grants 20,132 Hostel Fees 14,165 Hostel Grant 79,595 Interest 300 RMS Agency 9,669 Rates & Water 73,879 Rent 400 Sundry 2,714 Workers Comp 1,577

457,249

LESS Payments for the Month:

Administration 11,766 Bus Tickets 286 Caravan Park 30,239 Communication 10,522 Conferences 4,385 Contractor 44,672 Discovery Centre 5,131 Environmental & Development 197 Equipment 14,487 Freight 303 Fuel 26,234 Golf Club 14,651 GST/PAYG 69,294 Hostel 22,431 Lease 19,793 Licence 384 Licence & Support - Finance

System 1,327 Mech. Repairs 12,153 Parks, Gardens, Cemetery 18,682 Payroll 239,221 Postage 905 Power 611 Printing & Stationery 222 Repairs & Maintenance 10,769 RFS 45,823 Roads 63,674 Sewer 1,210




Street Lighting 1,912 Street Sweeping 1,262 Subs/Memberships 3,387 Training 2,472 Vehicles 54,525 Waste 10,230 Water 3,197

746,356

Cash Book Balance as at End of Month

210,979

Less Outstanding Deposits as at end of Month

-1,163

Plus Unpresented Cheques as at end of Month

7,368

Bank Balance as at End of Month

217,184




ITEM C – 2 TOURISM REPORT - OCTOBER 2015

File number: 771B

Reporting Officer: Director of Corporate & Community Development Operational Plan Objective: Pillar 3: Our Economy - 3.2.1 Tourism Officer Recommendation: That Council accept the October Tourism report for information.

Purpose of Report

To provide Council with a progress report on Tourism activities.

Report

Attached to this report is the Tourism Monthly Reporting Dashboard for the month of

October 2015.

The following is a summary of the Statistics provided in this report;

Walk-In increased by 256% compared to October 2014 and a slight decrease of 4.3%

compared to last month. We had record sales again in October with Income increasing by

349% compared to October 2014 and by 21% compared to last month. For the first time

since these reports were developed, the largest percentage of visitors in October came

from INTERSTATE visitors at 45% with visitors from N.S.W. being at 34%. Interstate

visitors were in the following order VIC, QLD, SA, WA, TAS and Northern Territory.

Coaches/Groups made up 19% of visitors with International visitors at 2%, coming from

Germany, France, Japan & the USA

Most popular merchandise: - Independence Studio Products, Koala Hill Products,

Robinvale Estates Products, Pens and Balranald Magnets.

Social Media is always a very popular and valuable marketing medium for both the

Council Facebook page now at 1,626 LIKES and the Balranald Discovery Centre

Facebook page now at 1,827 LIKES over the month of October. The Council page had a

total of reach of 26,079 from 7 promotional posts and the Discovery page a reach of

24,227 from 6 promotional posts.

Also of note in October was the announcement that the Balranald Discovery Centre was

successful in achieving finalist status in the NSW Tourism Awards.

Financial Implication Nil

Legislative Implication Nil

Policy Implication Nil

Attachments Tourism Monthly Reporting Dashboard




Item C - 3 FINANCIAL STATEMENTS 2014/15 File number: AD 001 Reporting Officer: Director of Corporate & Community Development Operational Plan Objective: Pillar Six: Our Leadership – 6.3.2 Provide good governance, prudent financial management and effective support services for all its activities.


1. That the Financial Statements for 2014/15 be referred for audit. 2. That the Council authorise the Mayor, Deputy Mayor, the General Manager

and the Responsible Accounting Officer to sign the statement by Councillors and Management.

Purpose of Report Audit of Financial Statements 2014/2015 Report The draft 2014/15 Financial Statements have been prepared for audit and a copy is provided for Councillor inspection. In accordance with Section 513(2) (c) of the Local Government Act 1993 the Financial Statements are required to be referred to the auditor by Council. A statement by Councillors and Management has been prepared and requires the Council and the responsible officers to sign the documents to refer the financial statements for Audit.

Financial Implication Auditors fees as per budget

Legislative Implication Sec. 513 (2) (c) Local Government Act 1993


Attachments Nil




ITEM C – 4 REVOTE OF EXPENDITURE FROM 2014/15 File number: 085 Reporting Officer: Elizabeth White Director of Corporate and Community Development Operational Plan Objective: Pillar 6 Our Leadership 6.3.2 Provide good governance, prudent financial management and effective support services for all its activities.

Officer Recommendation: That Council approve the revote of expenditure of $325,197 from the 2014/15 financial year to the 2015/16 financial year.

Purpose of Report Revotes of Expenditure for year ending 30th June 2016 Report Attached to this report is the list of carry forward Works in Progress as at 30/6/15 including.

Financial Implication Cary forward funds $325,197



Attachments List of carry forward works 30/6/2015




ITEM C - 5 QUARTERLY BUDGET REVIEW – SEPTEMBER 2015

File number: 085 Reporting Officer: Director of Corporate & Community Development Operational Plan Objective: Pillar 6: Our Leadership 6.3.2 – Provide good governance, prudent financial management and effective support services for all its activities.


1. That the Officers Report be received and noted. 2. That the proposed budget adjustments be endorsed. 3. That the Council endorses the Statement acknowledging the

financial position is considered satisfactory

Purpose of Report To provide Council of the Quarterly budget review and financial position as at 30th September 2015 Report The Local Government 9General) Regulation 2005 requires the Council to prepare and consider a budget review statement each quarter which shows: - Estimates of Income and Expenditure - Appropriate revision of these estimates

The statement must also include a report indicating changes in estimates for income and expenditure. This is completed in consultation with the responsible Director or Manager of the relevant department. The statement must comply with the Local Government Code of Accounting Practice and be considered by the Council no later than 2 months past the conclusion of the quarter. The attached financial reports comply with the Councils statutory responsibilities and are presented using the organisational structure approved by the Council. The Operational Plan and Budget Review Statement have been prepared on an Accrual Basis as required.




The Statement includes: - Budget Review Summary, including actuals to date, original budget,

revised estimates, if applicable and remaining balance - Summary of significant variations and budget adjustments - Reserves position Overall position In general terms the Council has achieved 32% of projected revenue (calculated on an accrual basis) to adjusted budget and 16% of projected expenditure to adjusted budget by the end of September 2015. Capital Expenditure at the end of September is currently at $747K representing 11 % of the revised budget. The Budget result at the end of the quarter, (Excluding Depreciation) currently stands at $ 2.3MIL The balance of Councils cash and investments held is around $6 MIL Summary The following statement is made in accordance with Clause 203(2) of the Local Government (General) Regulations 2005. As Councils Responsible Accounting Officer, it is my opinion that the Quarterly Budget Review Statement for Balranald Shire Council for the quarter ended 30th September 2015 indicates that Councils financial position at 30 September 2015 is considered satisfactory, having regard to the projected estimates of income and expenditure and the original budgeted income and expenditure. Signed: ----------------------- Date----------/-----------/-----------

Financial Implication

NIL To this report

Legislative Implication

Local Government (General) Regulations 2005


Attachments Budget Review Statement




ITEM C - 6 NSW TOURISM AWARDS 2015 File number: 771B Reporting Officer: Director of Corporate & Community Development Operational Plan Objective: Pillar 3: Our Economy - 3.2.1 Tourism.

Officer Recommendation: That Council receive & note the report.

Purpose of Report To provide Council with an update on the NSW Tourism Awards being held in Sydney on 26th November 2015. Report In May 2015 Council entered a submission for the Discovery Centre in the Inland NSW Tourism Awards, in the category of new tourism business. This award recognises excellence in the planning and development of new tourism infrastructure and/or services. The submission and judging criteria were comprehensive, including a site inspection by a judge who had various questions and a further set of judging criteria including first impressions, product, management & staff, customer services and facilities, risk and sustainability and professionalism. The benefits included, winning the Bronze Award, free publicity, and very positive feedback from the community, visitors, tourism agencies and surrounding towns as well as other LGA’S. As a result of this process new procedures and activities were created and implemented, including the Development of a mission & vision for the centre. Following our success in the Inland Tourism awards, after some encouragement we entered the NSW Tourism awards in the same category. Quite a bit of time and effort from the Tourism team went into the submission. The Discovery Centre is now a finalist in the NSW Tourism Awards. With the success of the Discovery Centre & Outback Geo adventures in both these awards, Balranald is one of just a couple with 2 finalists (and award recipients) in both awards. This is good news for the Balranald Tourism brand, and a positive foundation on which to build and develop our tourism credibility and name.

Financial Implication Staff attendance at the Awards Dinner

Legislative Implication NIL

Policy Implication NIL

Attachments NIL




Infrastructure and Development Reports

Item I - 1 CONSTRUCTION CERTIFICATES File number: 600 Reporting Officer: Director Infrastructure and Development – John Stevenson

Operational Plan Objective: Pillar 6

Officer Recommendation: That the report be noted.

Purpose of Report To advise Council of Certificates issued under delegated authority. Report The following Construction Certificates, Complying Development Certificates, Section 68 Certificates and / or Notices of Determinations have been issued since the October 2015 meeting of Council.

Application Owner/Applicant Locality Description

DA 26/2016 P. Coates 127 Harben Street, Balranald

Shed

DA 27/2016 Balranald Shire

Council

Four Main Road Approaches to Town

“5km to go”

Discovery Centre

signs

Financial Implication Nil.

Legislative Implication The approvals process.

Policy Implication Nil.

Attachments Nil.




Item I – 2 MAINTENANCE AND CONSTRUCTION PROGRAM File number: 726 Reporting Officer: Director Infrastructure and Development – John Stevenson

Operational Plan Objective: Pillar 5 – Our Infrastructure

Officer Recommendation: That the report be noted.

Purpose of Report To provide Council with a progress report on works, since the October meeting. Report 1. Road Maintenance

Maintenance grading has been carried out on the below roads: Euston Prungle Road (patchwork)

Prungle Marma Road (patchwork) Mildura Ivanhoe Road (patchwork) 2. Fixing Country Roads Program Euston Prungle Road Earthworks completed and pavement stockpiled on site. Final pavement laying and trim in readiness for seal delayed to do the above maintenance grading further north. Estimated completion still within the next four (4) weeks. 3. Roads to Recovery Program Gravel resheeting two sections in Leaghur and Gol Gol are continuing. Haul road section at Mandleman has also been patch repaired in conjunction with the above maintenance grading. 4. Miscellaneous Works

Maintenance grading of part MR67 North to crossroads, then Mildura Ivanhoe westerly to Carinya, then part Carinya Road commencing at this time.

New lawn cemetery access road approximately 50% complete. Gravel and kerb delayed to wet weather.

Tree lopping in several locations around town commencing at this time. A new boundary fence has been erected at the CWA / Library, Market St. New perimeter fence, Church St frontage to Greenham Park, completed in

readiness for race meeting.




Balranald Lawn Cemetery – New Road CWA / Library – New Boundary Fence

Greenham Park – New Perimeter Fence Euston Prungle Road – “Fixing Country Roads”

Financial Implication As per budgeted works program.

Legislative Implication Nil.

Policy Implication Rural Roads Policy.

Attachments Nil.




Item I – 3 EUSTON STATION REQUEST TO FURTHER SUBDIVIDE AROUND HISTORIC BUILDINGS

File number: Prop File 3641621 Reporting Officer: Director Infrastructure and Development – John Stevenson

Operational Plan Objective: Pillar 5 Our Infrastructure 5.3 Undertake key infrastructure improvements.

Officer Recommendation: 1. Council accede to the creation of lots B & C being a subdivision of lot 1 DP

1170452, subject to the registration of lot A on the above land vide approval DA 72/2011 and subject to the submission of a Development Application for the purpose.

2. Mrs Tyack be thanked for her offer to gift land and historic buildings to Council (proposed Lot D in subdivision of lot 1 DP 1170452) however the offer can only be accepted following further investigation on management details.

Purpose of Report To consider a request of the landowner to further subdivide the property including the creation of a small lot around Historic Buildings with an intention to gift this lot and buildings to the community.

Report Mrs Tyack, owner of Euston Station, has written to Council (see attached letter). In essence, Mrs Tyack wishes to subdivide the residue of Lot 1 DP1170452, following the consent to subdivide lot 5 on the attached plan, (vide D/A 72/2011, yet to be registered). This request is to create 3 additional parcels, 2 lots which would satisfy the requirements of Councils LEP in an RU1 zone (40ha). The third lot proposes to create a small parcel approximately 0.5ha in area encompassing a cluster of early settlers buildings reputed to be the first structures erected in the Euston area, for the then, Euston Station. Mrs Tyack wishes to gift this lot and its structures to the community for their future preservation. Council can accede to the request to create the two larger lots at this time, however the intent of a gift of historic buildings to the community would involve an appropriate budget to pay for the legal costs to register the land in Council’s name and a business plan / ongoing budget to manage and restore the site. Access to the site could be formalised via either a right of way over adjacent lands or a battle axe “handle “ shape to the lot.




An alternative may well incorporate a community organisation to adopt ownership of the project, such as “Friends of the Southern Cross” for the Southern Cross Replica restoration.

Financial Implication Nil.

Legislative Implication Nil.

Policy Implication Nil.

Attachments 1. Letter from Mrs Tyack 2. Plan of Proposal 3. Picture of Historic Buildings




Attachment 1: Letter from Mrs Tyack




Attachment 2: Plan of Proposal




Attachment 3: Picture of Historic Buildings




General Manager’s Reports ITEM G – 1 CHRISTMAS DECORATIONS File number: 779 Reporting Officer: Aaron Drenovski Operational Plan Objective: Pillar Two: Our Place – A liveable and thriving community that maintains lifestyle opportunities and addresses its disadvantages.

Officer Recommendation: That Council allocate $6,000 towards the provision of additional Christmas decorations.

Purpose of Report To obtain Council’s approval for $6,000 to be spent on Christmas decorations and incentives for businesses and residents to decorate their properties. Report We have seen a huge improvement in the appearance/atmosphere of the Shire with the Discovery Centre, mainstreet upgrade and new businesses establishing in the shire. Council has a small amount of Christmas decorations which are still able to be utilised this Christmas, however inadequate to make a statement. It is suggested that Council allocated $6,000 towards a few additions as follows:

$1,000 donation to the Mens Shed to construct a Manger Display that would be located on the lawns of the Discovery Centre (that could be utilised in future years)

$500 of local business vouchers for the best decorated residence within the Balranald Shire (with the intention that businesses donated the vouchers in future years).

$500 credit on Council rates/water for the best decorated business in Balranald Shire.

$4,000 towards the purchase of Christmas decorations to be placed in a number of the street trees in the main street with the Pine Tree adjoining the Bakery lit up as a Christmas Tree.

Financial Implication $6,000 to be accounted for in the December quarterly review



Attachments Nil




Item G - 2 ROBINVALE 80 SKI RACE SPONSORSHIP REQUEST File number: 56 Reporting Officer: Aaron Drenovski, General Manager Operational Plan Objective: Pillar 1: Our People – A Community that is proactive, engaged, inclusive and connected.

Officer Recommendation: That the Council endorse the actions of the Officer in approving program sponsorship of the Robinvale 80 Ski Race to the value of $700.

Purpose of Report To advise Council of a request for sponsorship of the 2016 Robinvale 80 Ski Race from the Robinvale 80 Ski Race Committee Inc. Report Council has received a request for sponsorship from the Robinvale 80 Ski Race Committee Inc. The Committee are keeping the requests for 2016 sponsorships the same as 2015.

The event attracts a few thousand competitors and visitors to the district over the weekend, and provides an economic boost to the Robinvale and Euston communities. Council has provided sponsorship in previous years.

Financial Implication $700 (donation budget currently has approx. $3,350 remaining)


Policy Implication In accordance with Council’s Donations Policy

Attachments Donation Application Form




ITEM G - 3 COMBINED CHURCHES REQUEST TO WAIVE THEATRE ROYAL HIRE FEES FOR COMMUNITY CAROLS

File number: 56 Reporting Officer: General Manager Operational Plan Objective: Pillar 1: Our People – A Community that is proactive, engaged, inclusive and connected

Officer Recommendation: That Council support the Combined Churches Christmas Carols Committee by waiving the theatre facility hire fees.

Purpose of Report To advise Council of a request from the Combined Churches Christmas Carols Committee to support this event Report Council received a donation application request from the Combined Churches Christmas Carols Committee dated 11 November 2015, seeking Councils support for the annual community carols. Carols will be held on Sunday 13th December 2015 at the Theatre Royal and the Committee has requested that Council consider waiving the facility hire fees. The event will commence at 6.00 p.m. followed by a light supper. Council has provided an annual budget in 2015/16 of $20,000 for Community Donations, and the request can be accommodation within that budget.

Financial Implication Waiver of fees for Hall Hire and Cleaning – Total $510.00

Legislative Implication

Nil


Attachments Nil




Item G - 4 CORRESPONDENCE File Number: 712 Reporting Officer: Aaron Drenovski, General Manager Operational Plan Objective: Pillar 1: Our People – A community that is proactive, engaged, inclusive and connected

Officer Recommendation: For information

Purpose of Report To advise Council of recent correspondence of interest. Report 1. Email from Kirsty Tilley. 2. Email from Jan Lawler.




Email from Kirsty Tilley

Email from Jan Lawler




Item G - 5 ACTION SHEET

Reporting Officer: Aaron Drenovski, General Manager File Number: 120

Officer Recommendation: For information

Purpose of Report To bring forward for Councillors information the Action Report with actions taken on previous council resolutions.

BALRANALD SHIRE COUNCIL

ACTION SHEET

OCTOBER 2015




MIINUTE DIRECTOR/ FILE NO

SUBJECT DATE COMPLETED

COMMENTS CURRENT STATUS

02.15.3498 DID Prepare lease for Balranald Motocross Club.

In Progress

03.15.3511 DID Relocate Bill Trough as a planter feature.

In Progress

08.15.3555 GM Provide donation of $5000 to 5 Rivers Outback Festival upon presentation of receipts.

In Progress

08.15.3538 &

10.15.3562

DID EUSTON BEAUTIFICATION * Medley Park Drive sign to be changed

*Engage Painter for Courthouse

* Investigate options of shade shelter over

table in Medley park

* Euston Cemetery, tree planting and options

for ashes and plaques, and painting of gateway

* Finalise Paddle Steamer Metal profile

raising and/or tilting

* Liaise with adjacent land owners re Berrett

Park

*Lake Benanee honesty Box to be installed.

In progress

In progress

In progress

In progress

In progress

In progress

In progress

08.15.3538 &

10.15.3562

DID BALRANALD BEAUTIFICATION * Purchase trees for next working bee

*investigate grants for amenities block at river

*reinstate old sealed surface in O’Connor St in

works program

* Dead tree on cnr River and Dowling Street

to be removed.

* Lions Park trees to be trimmed.

*Arrange notices of yard clean-ups on

ratepayers.

* Low Level weir cleanup and approach

Office of Water re missing plaque.

* leaking tap at old pound area to be repaired

In progress

In progress

In progress

In progress

In progress

In progress

In progress

05.15.3549 DID Discuss with Iluka Mining the road

maintenance agreement.

Meeting arranged

for early

November




10.15.3566 DID Affix the Common Seal of Council to the Turlee Station Bore Access Agreement.

In Progress

10.15.3572 GM Arrange for December Meeting to be in Euston

In Progress

10.15.3573 GM Advertise Office Closure over Christmas Period.

Advertising in newsletter

10.15.3580 GM Arrange donation & letter to Kobe Lloyd 6.11.2015 Completed

10.15.3561 GM Send registered post a letter to Minister re; Court closure in Balranald.

30.10.2015 Completed

CLOSED MEETING - CONFIDENTIAL MATTERS

present: apologies: disclosure of interests calendar … · calendar of events november - december...

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