GLEN INNES SEVERN COUNCIL BUSINESS PAPER...Glen Innes Severn Council – Open Ordinary Meeting –...

GLEN INNES SEVERN COUNCIL

BUSINESS PAPER

FOR THE COUNCIL MEETING

TO BE HELD ON THURSDAY,

27 JULY 2017

COMMUNITY CONSULTATION SESSION GUIDELINES 1. A period of 15 minutes before the start of any official Open Council Meeting is

available for members of the Public to address the Council Meeting or submit questions either verbally or in writing, on matters INCLUDED in the Business Paper for the particular Meeting, or matters deemed by the Mayor or Chair to be relevant.

2. A member of the public will be permitted a maximum of five (5) minutes to address

the Council Meeting. An extension of time may be granted by the Mayor or Chair if deemed necessary.

3. A member of the public seeking to represent or speak on behalf of a third party

must satisfy the Council Meeting that he or she has the authority to represent or speak on behalf of the third party.

4. Members of the public wishing to address the Council Meetings are encouraged to

contact Council either by telephone (02) 6730 2316 or in person at the Town Hall office prior to 12 noon the day before the Council Meeting and register their intention to address the Council Meeting.

5. The Mayor or Chair will be guided by Section 10A(2)(a) – (i) of the Local

Government Act 1993, in not allowing members of the public during community consultation sessions to deal with or discuss or disclose any information with regards to the matters mentioned in this section and subsections of the Act.

Local Government Act 1993 Section 10A(2) (a) – (i) The matters and information are the following:

(a) personnel matters concerning particular individuals (other than councillors),

(b) the personal hardship of any resident or ratepayer,

(c) information that would, if disclosed, confer a commercial advantage on a person with whom the council is conducting (or proposes to conduct) business,

(d) commercial information of a confidential nature that would, if disclosed:

(i) prejudice the commercial position of the person who supplied it, or

(ii) confer a commercial advantage on a competitor of the council, or

(iii) reveal a trade secret,

(e) information that would, if disclosed, prejudice the maintenance of law,

(f) matters affecting the security of the council, councillors, council staff or council property,

(g) advice concerning litigation, or advice that would otherwise be privileged from production in legal proceedings on the ground of legal professional privilege,

(h) information concerning the nature and location of a place or an item of Aboriginal significance on community land,

(i) alleged contraventions of any code of conduct requirements applicable under section 440.

Glen Innes Severn Council – Open Ordinary Meeting – 27 July 2017

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GLEN INNES SEVERN COUNCIL

Notice is herewith given of an

ORDINARY MEETING

That will be held at the Glen Innes Severn Learning Centre,

William Gardner Conference Room, Grey Street, Glen Innes on:

Thursday, 27 July 2017 at 6.00pm

ORDER OF BUSINESS

1 ACKNOWLEDGEMENT TO COUNTRY ........................................................ 5

2 OPENING BY MINISTER FROM THE FRATERNAL .................................... 5

3 APOLOGIES .................................................................................................. 5

4 DISCLOSURE OF CONFLICT OF INTERESTS / PECUNIARY AND NON-PECUNIARY INTERESTS ............................................................................. 5

5 MINUTES OF PREVIOUS ORDINARY MEETING - 22 JUNE 2017 TO BE CONFIRMED ................................................................................................. 5

6 MAYORAL MINUTE ...................................................................................... 5

7 NOTICE OF MOTIONS .................................................................................. 6

7.1 Notice of Motion - Naming of the Off Stream Water Storage ........... 6

8 NOTICE OF MOTION OF RESCISSION ....................................................... 8

9 REPORTS ...................................................................................................... 9

9.1 Delegation of Functions and Authorities to the General Manager .. 9

9.2 Adoption of the Mayoral Luncheon Policy ...................................... 19

9.3 Update: Safe in Our Town Committee ............................................. 22

9.4 Local Government NSW Annual Conference 2017 ......................... 25

9.5 Repeal of the Council Involvement in Projects Driven by Community Groups Policy ................................................................ 27

9.6 Review of the Community Consultation Guidelines (Pertaining to Council Meetings) .............................................................................. 29

9.7 Review of the Complaints Policy ...................................................... 31


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9.8 Review of the Policy Document Incorporating Guidelines for Councillor Workshops ...................................................................... 33

9.9 Review of the Secretarial Assistance to Section 355 Committees of Council Policy .................................................................................... 35

9.10 Election of New Committee: Aboriginal Consultative Committee 37

9.11 Election of New Committee: Minerama Committee ....................... 40

9.12 Local Government Procurement - Sustainable Choice .................. 43

9.13 Statement of Business Ethics .......................................................... 46

9.14 Finance Report - June 2017 .............................................................. 48

9.15 Rates and Charges Collections - June 2017 ................................... 54

9.16 Workplace Injury Management Report - June 2017 ........................ 57

9.17 Request to Amend Fees for Life Choices - Support Services and Children and Family Services ........................................................... 60

9.18 Review of Life Choices - Support Services Procedure Manual ..... 67

9.19 Library and Learning Centre Report - June 2017 ............................ 70

9.20 Department of Corporate and Community Services: Monthly Report - May and June 2017 ............................................................. 75

9.21 Review of the Limit of Delegated Authority in Dealing with Development Applications and Complying Development Certificates Policy .............................................................................. 84

9.22 Saleyards Fees and Charges - Sheep and Lambs Processing Charge ................................................................................................ 87

9.23 Economic Value of the 2017 Australian Celtic Festival and Minerama Fossicking, Gem and Jewellery Show ........................... 90

9.24 Tourism Signage Audit ................................................................... 102

9.25 Fencing at Bicentennial Park Glencoe ........................................... 110

9.26 Glen Innes and District Sports Council Annual Grants for 2017-18 ....................................................................................................... 114

9.27 Department of Development, Planning and Regulatory Services: Monthly Report - June 2017 ............................................................ 118

9.28 Proposed Training Facility Glen Innes Aggregates ...................... 138

9.29 Review of the Risk Management - Road and Carpark Policy ....... 141

9.30 Infrastructure Services: Capital Works Progress Report ............. 143


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9.31 Department of Infrastructure Services: Monthly Report - June 2017 ................................................................................................... 151

10 CORRESPONDENCE, MINUTES, PRESS RELEASES ........................... 159

10.1 Correspondence and Press Releases ............................................ 159

10.2 Minutes of Council Community Committee Meetings for Information ....................................................................................... 161

10.3 Minutes of Non-Council Community Committees for Information ....................................................................................... 162

10.4 Minutes of Other Organisations for Information ........................... 163

11 REPORTS FROM DELEGATES ............................................................... 164

11.1 Reports from Delegates .................................................................. 164

12 MATTERS OF AN URGENT NATURE ...................................................... 167

13 CLOSED COUNCIL REPORTS ................................................................. 168

13.1 Operation of the Glen Innes and Emmaville Swim Centres ......... 169

Hein Basson General Manager


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Council Meeting Date: 4th Thursday of the month commencing at 6.00pm.

Matters determined by Ordinary meetings will include all those non-delegable functions identified in Section 377 of the Local Government Act as follows:

“the appointment of a general manager the making of a rate a determination under section 549 as to the levying of a rate the making of a charge the fixing of a fee the borrowing of money the voting of money for expenditure on its works, services or operations the compulsory acquisition, purchase, sale, exchange or surrender of any land or other property (but not

including the sale of items of plant or equipment) the acceptance of tenders which are required under this Act to be invited by the council the adoption of a management plan under section 406 the adoption of a financial statement included in an annual financial report a decision to classify or reclassify public land under Division 1 of Part 2 of Chapter 6 the fixing of an amount or rate for the carrying out by the council of work on private land the decision to carry out work on private land for an amount that is less than the amount or rate fixed by the

council for the carrying out of any such work the review of a determination made by the council, and not by a delegate of the council, of an application for

approval or an application that may be reviewed under section 82A of the Environmental Planning and Assessment Act 1979

the power of the council to authorise the use of reasonable force for the purpose of gaining entry to premises under section 194

a decision under section 356 to contribute money or otherwise grant financial assistance to persons the making of an application, or the giving of a notice, to the Governor or Minister this power of delegation any function under this or any other Act that is expressly required to be exercised by resolution of the council.”

Other matters and functions determined by Ordinary Council Meetings will include:

Notices of Motion Notices of Motion of Rescission Council Elections, Polls, Constitutional Referendums and Public Hearings/Inquiries Ministerial Committees and Inquiries Mayor and Councillors Annual Fees Payment of Expenses and Provision of Facilities to Mayor and Councillors Local Government Remuneration Tribunal Local Government Boundaries NSW Ombudsman Administrative Decisions Tribunal Delegation of Functions by the Minister Delegation of Functions to General Manager and Committees Organisation Structure Code of Conduct Code of Meeting Practice Honesty and Disclosure of Interests Access to Information Protection of Privacy Enforcement Functions (statutory breaches/prosecutions/recovery of rates) Dispute Resolution Council Land and Property Development Annual Financial Reports, Auditors Reports, Annual Reports and Statement of the Environment Reports Performance of the General Manager Equal Employment Opportunity Powers of Entry Liability and Insurance Membership of Organisations Any matter or function not within the delegable function of Committees Matters referred from Committees for determination

Membership: Full Council - 7 Councillors.

Quorum: 4 members

Chairperson: The Mayor

Deputy Chairperson: The Deputy Mayor

http://www.legislation.nsw.gov.au/summarize/inforce/s/1/?xref=RecordType%3DACTTOC%20AND%20Year%3D1979%20AND%20Actno%3D203&nohits=y

http://www.legislation.nsw.gov.au/summarize/inforce/s/1/?xref=RecordType%3DACTTOC%20AND%20Year%3D1979%20AND%20Actno%3D203&nohits=y


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1 ACKNOWLEDGEMENT TO COUNTRY “I acknowledge the Ngoorabul people as the traditional custodians of this land and pay my respect to the Elders both past and present. I also extend that respect to Aboriginal people here today.”

2 OPENING BY MINISTER FROM THE FRATERNAL

3 APOLOGIES

4 DISCLOSURE OF CONFLICT OF INTERESTS / PECUNIARY AND NON-PECUNIARY INTERESTS

5 MINUTES OF PREVIOUS ORDINARY MEETING - 22 JUNE 2017 TO BE CONFIRMED

6 MAYORAL MINUTE


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7 NOTICE OF MOTIONS Clause 17.1 of Council’s Code of Meeting Practice states the following: A Council must not transact business at a meeting of the council:

(a) Unless a Councillor has given notice of the business in writing at least eight (8) days prior to the meeting.

7.1 Notice of Motion - Naming of the Off Stream Water Storage Author: Steve Toms - Mayor ANNEXURES Annexure A Signed Notice of Motion

ECM INDEXES Subject Index: WATER SUPPLY: Off-Stream Storage I, Councillor Steve Toms, give notice that at the next Ordinary Meeting of Council to be held on 27 July 2017, I intend to move the following motion: That Glen Innes Severn Council:

1. Adopts the name “Eerindii Ponds” for the Glen Innes water supply off-stream water storage, and

2. Registers the name “Eerindii Ponds” with the NSW Geographical Names Board. RATIONALE Council, at its Ordinary Meeting of 24 November 2016 considered the naming of the Glen Innes water supply off-stream water storage. At that meeting Council resolved: “That Council invites the Principals of all of the schools in the Glen Innes Severn Local Government Area to request their students to identify an appropriate single name per school for the Glen Innes Off-Stream Water Storage, for further consideration of Council at a future meeting.” On 15 March 2017, following summer school holidays the Mayor wrote to the Principals of the eight (8) primary schools and high school in the Local Government Area, inviting each school to provide a name for the off-stream water storage. In addition, the Mayor, spoke personally with the Principals of the three (3) main Glen Innes schools, being the Glen Innes High School, Glen Innes Primary School and St Joseph’s School, Glen Innes, inviting them to participate and learn about the Glen Innes water supply. The only response was from one Stage 3 class from Glen Innes Primary School offering three (3) names. Guru Glen, Tiddalik Quarry and Coolgardie Quarry. The offered names were said to be indigenous words, but there is no evidence that they are local words.


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Following consultation with the Manager of the Glen Innes Lands Council and several Elders, and after considering several local Ngoorabul names, “Eerindii Ponds” (Glen Innes Ponds) is proposed. The Ngoorabul name “Eerindii” is believed to mean Glen Innes or Furracabad. It is possible that the name was for the locality, including both current Glen Innes and Furracabad. A number of historical sources use different spellings for what is believed to be the same name. This is understandable considering the Ngoorabul language was not a written language. Variations include Erinde, Errin’dee, Eehrindi and Yiirn’dii. The Yiirin’dii spelling was included in a researched database of names compiled from various sources by Phillip Winzer, titled “English – Yugambal / Ngarabul Wordlist and Grammar”. It is said to mean “little hills without trees” and refer to Furracabad. Erinde meaning Glen Innes, is cited in hand written notes that were held at Deepwater Station and dating back to the 1800’s. It is also referenced in the publication “Speaking Our Way – A collection of Aboriginal languages of the Northern Tablelands of NSW” compiled by Bernadette Duncan and Harry White and published by Local Land Services Northern Tablelands. The name Eerindii has some familiarity in the general community and the Glen Innes High School Magazine was named “Eehrindian”. I commend this Notice of Motion to Council. Mover: Cr Steve Toms Mayor Date: 18 July 2017 Seconder: Cr Jeff Smith Councillor Date: 19 July 2017

MOTION

1. That Council adopts the name “Eerindii Ponds” for the Glen Innes water supply off-stream water storage.

2. That the General Manager registers the adopted name “Eerindii Ponds” with the NSW Geographical Names Board.


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8 NOTICE OF MOTION OF RESCISSION


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9 REPORTS

9.1 Delegation of Functions and Authorities to the General Manager REPORT FROM: GENERAL MANAGER’S OFFICE Authors: Hein Basson - General Manager

Debbie Duffell - Executive Assistant ANNEXURES Annexure A Instrument of Delegation: General Manager

ECM INDEXES Subject Index: GOVERNANCE: Authorisation PERSONNEL: Authorisation; Delegation of Functions PURPOSE The purpose of this report is for the recently elected Council to review the delegated functions and authorities to the General Manager, in terms of Sections 377 and 380 of the Local Government Act 1993. A copy of the current Instrument of Delegation from Glen Innes Severn Council to the General Manager is attached as an Annexure relating to this report. BACKGROUND At its Ordinary Council Meeting held on 28 July 2016, Council resolved the following: 1. That Glen Innes Severn Council of 265 Grey Street, Glen Innes in the State of

New South Wales (“the Council”) does hereby:

1. Delegate to the General Manager of the Council all of its functions except:

1.1 (a) the appointment of a general manager;

(b) the making of a rate;

(c) a determination under section 549 of the Local Government Act 1993 (NSW) as to the levying of a rate;

(d) the making of a charge;

(e) the fixing of a fee;

(f) the borrowing of money;

(g) the voting of money for expenditure on its works, services or operations;

(h) the compulsory acquisition, purchase, sale, exchange or surrender of any land or other property (but not including the sale of items of plant or equipment);

(i) the acceptance of tenders which are required under the Local Government Act 1993 (NSW) to be invited by the Council;

(j) the adoption of an operational plan under section 405 of the Local Government Act 1993 (NSW);


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(k) the adoption of a financial statement included in an annual financial report;

(l) a decision to classify or reclassify public land under Division 1 of Part 2 of Chapter 6 of the Local Government Act 1993 (NSW);

(m) the fixing of an amount or rate for the carrying out by the Council of work on private land;

(n) the decision to carry out work on private land for an amount that is less than the amount or rate fixed by the Council for the carrying out of any such work;

(o) the review of a determination made by the Council, and not by a delegate of the Council, of an application for approval or an application that may be reviewed under section 82A of the Environmental Planning and Assessment Act 1979;

(p) the power of the Council to authorise the use of reasonable force for the purpose of gaining entry to premises under section 194 of the Local Government Act 1993 (NSW);

(q) a decision under section 356 of the Local Government Act 1993 (NSW) to contribute money or otherwise grant financial assistance to persons;

(r) a decision under section 234 of the Local Government Act 1993 (NSW) to grant leave of absence to the holder of a civic office;

(s) the making of an application, or the giving of a notice, to the Governor or Minister;

(t) the power of delegation under section 377(1) of the Local Government Act 1993 (NSW);

(u) any function under the Local Government Act 1993 (NSW) or any other Act that is expressly required to be exercised by resolution of the Council;

(v) any other function which must not be delegated pursuant to section 377(1) of the Local Government Act 1993 (NSW).

1.2 any function designated in any Act of Parliament as a function which

must not be delegated; 1.3 the function of the determination of a development application made

under the Environmental Planning and Assessment Act 1979 ("EP&A Act") if:

(a) the development application is for development that has a capital investment value of more than $2 million; or

(b) the Council is the applicant for development consent; or

(c) the Council is the owner of any land on which the development is to be carried out; or

(d) the development is to be carried out by the Council; or

(e) the development application is for development declared to be designated development for the purposes of the EP&A Act


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unless it is declared not to be designated development by a provision of Part 2 or 3 of Schedule 3 of the Environmental Planning and Assessment Regulation 2000; or

(f) the development application is for development that would contravene a development standard imposed by Glen Innes Severn Local Environmental Plan 2012 or any other environmental planning instrument.

(g) five or more written submissions objecting to the development are received by the Council; or

(h) a single petition containing the names and signatures of five or more persons objecting to the development is received by the Council; or

(i) a member of the staff of the Council who:

(a) is a member of the senior staff; or

(b) is a member of the MANEX of the Council; or

(c) is employed within the Development, Planning and Regulatory Services section of the Council,

has disclosed a pecuniary interest (as defined in section 442 of the Local Government Act 1993) or a non pecuniary interest (as defined in the Code of Conduct adopted by the Council under section 440 of the Local Government Act 1993) in respect of the development application.

2. Sub-delegate to the General Manager of the Council all functions delegated to

the Council except any function designated in any Act of Parliament or the relevant instrument of delegation as a function which must not be sub-delegated.

2. That the Instrument of Delegation from Glen Innes Severn Council to the General

Manager as attached as Annexure A to this report be executed with the Seal of Council and signed by the Mayor and Deputy Mayor.

(a) Relevance to Integrated Planning and Reporting Framework

This report ensures that the strategic and specific actions contained in Delivery Program and Operational Plan can be pursued in an effective and efficient manner; streamlining the execution of Councils strategic objectives.

(b) Financial Considerations There are no financial considerations associated with this report.

COMMENTARY Section 377 of the Local Government Act 1993, makes provision for Council to delegate to the General Manager (or any other person or body – not including another employee of Council) any of the functions of Council, other than the following:

The appointment of the General Manager;

The making of a rate;

A determination under Section 549 of the Act as to the levying of a rate;


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The making of a charge;

The fixing of a fee;

The borrowing of money;

The voting of money for expenditure on its works, services or operations;

The compulsory acquisition, purchase, sale, exchange or surrender of any land or other property (but not including the sale of items of plant or equipment);

The acceptance of tenders to provide services currently provided by members of staff of the council; (The previous provision read as follows: “The acceptance of tenders which are required under this Act to be invited by the Council”);

The adoption of a Management Plan under Section 406 of the Act;

The adoption of financial statements included in an annual Financial Report;

A decision to classify or reclassify public land under Division 1 of Part 2 of Chapter 6 of the Act;

The fixing of an amount or rate for the carrying out by the Council of works on private land;

The decision to carry out works on private land for an amount that is less that the amount or rate fixed by the Council for the carrying out of any such works;

The review of a determination made by Council, and not by a delegate of the Council, of an application for approval or an application that may be reviewed under Section 82A of the Environmental Planning and Assessment Act 1979;

The power of the Council to authorise the use of reasonable force for the purpose of gaining entry to premises under Section 194 of the Act;

A decision under Section 356 of the Act to contribute money or otherwise grant financial assistance to persons;

The making of an application, or the giving of a notice, to the Governor or Minister;

This power of delegation;

Any function under this or any other Act that is expressly required to be exercised by resolution of the Council.

Council requested its legal representatives, Marsdens, to review and update the Instrument of Delegation from Glen Innes Severn Council to the General Manager (please refer to the Annexure relating to this report). This Instrument was adopted on 28 July 2016. With the commencement of further Phase 1 Amendments of the Local Government Act 1993 (the Local Government Amendment (Governance and Planning Act 2016) by proclamation on 23 September 2016, it has become necessary to further update this Instrument. (Please refer to dot point nine (9) above to view the applicable amendment.) Circular Number 16-35 dated 26 September 2016/A514402 received from the NSW Office of Local Government, inter alia makes provision for the following: “Councils may now delegate to the general manager the function of accepting tenders for services, where those services are not currently provided by Council staff”. An example in this regard is Council’s garbage removal service that is performed by contractors.


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Further, in terms of Section 380 of the Local Government Act 1993, it is necessary for the delegation of functions, duties and authorities to the General Manager to be reviewed by the newly elected Council within a period of 12 months after the election date; therefore before 10 September 2017. The updated Instrument of Delegation from Glen Innes Severn Council to the General Manager now reads as follows:

Glen Innes Severn Council of 265 Grey Street, Glen Innes in the State of New South Wales (“the Council”) does hereby:

1. Delegate to the General Manager of the Council all of its functions except:









(i) the acceptance of tenders to provide services currently provided by members of staff of the council;









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1.2 any function designated in any Act of Parliament as a function which

must not be delegated; 1.3 the function of the determination of a development application made

under the Environmental Planning and Assessment Act 1979 ("EP&A Act") if:





(e) the development application is for development declared to be designated development for the purposes of the EP&A Act unless it is declared not to be designated development by a provision of Part 2 or 3 of Schedule 3 of the Environmental Planning and Assessment Regulation 2000; or

(f) the development application is for development that would contravene a development standard imposed by Glen Innes Severn Local Environmental Plan 2012 or any other environmental planning instrument; or







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2. Sub-delegate to the General Manager of the Council all functions delegated to

the Council except any function designated in any Act of Parliament or the relevant instrument of delegation as a function which must not be sub-delegated.

The General Manager shall exercise the functions herein delegated in accordance with and subject to all policies of the Council adopted by resolution and current at the time of the exercise of the functions herein delegated. (a) Governance/Policy Implications

The delegation of functions/authorities to the General Manager by the previous Council has provided for a policy framework within which the General Manager was able to further delegate powers, functions, duties and authorities to the appropriate Directors. The delegations contribute to Council operating in an effective and efficient manner.

(b) Legal Implications The delegations provide for a legally enforceable framework within which the

Council operates.

Clause 400 of the Local Government (General) Regulation 2005 inter alia states the following in Sub clause four (4):

The seal of the council must not be affixed to a document unless the document relates to the business of the council and the council has resolved (by resolution specifically referring to the document) that the seal be so affixed.

(c) Social Implications There are no social implications arising from this report.

(d) Environmental Implications There are no environmental implications arising from this report.

(e) Economic/Asset Management Implications There are no economic/asset management implications arising from this report.

CONCLUSION With a new Council being elected on 10 September 2016, it is necessary for Council to review the delegation of functions, duties and authorities to the General Manager. The new Instrument of Delegation from Glen Innes Severn Council to the General Manager shall take effect on the date that the Seal of Council is affixed to it and will remain in force until revoked or varied by Council.


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In order to provide for the expedient exercise and performance of its powers, functions and duties and the efficient management of its businesses and responsibilities, it is recommended for Council to confirm the delegation to the General Manager of the functions and authorities, other than those specifically identified in the Local Government Act 1993 as non-delegable functions, subject to limitations, as described in detail in the recommendation below.

RECOMMENDATION

1. That Glen Innes Severn Council of 265 Grey Street, Glen Innes in the State of New South Wales (“the Council”) does hereby:

1. Delegate to the General Manager of the Council all of its functions

except:









(i) the acceptance of tenders to provide services currently provided by members of staff of Council;








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1.2 any function designated in any Act of Parliament as a function

which must not be delegated; 1.3 the function of the determination of a development application

made under the Environmental Planning and Assessment Act 1979 ("EP&A Act") if:





(e) the development application is for development declared to be designated development for the purposes of the EP&A Act unless it is declared not to be designated development by a provision of Part 2 or 3 of Schedule 3 of the Environmental Planning and Assessment Regulation 2000; or

(f) the development application is for development that would contravene a development standard imposed by Glen Innes Severn Local Environmental Plan 2012 or any other environmental planning instrument.



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2. Sub-delegate to the General Manager of the Council all functions

delegated to the Council except any function designated in any Act of Parliament or the relevant instrument of delegation as a function which must not be sub-delegated.

2. That the Instrument of Delegation from Glen Innes Severn Council to the

General Manager as attached as Annexure A to this report be updated in line with the amendment highlighted in the body of the report and in paragraph one (1) above, and executed with the Seal of Council and signed by the Mayor and Deputy Mayor.


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9.2 Adoption of the Mayoral Luncheon Policy REPORT FROM: GENERAL MANAGER’S OFFICE Authors: Hein Basson - General Manager

Debbie Duffell - Executive Assistant ANNEXURES Annexure A Mayoral Luncheon Policy

ECM INDEXES Subject Index: COMMUNITY RELATIONS: Celebrations, Ceremonies, Functions CORPORATE MANAGEMENT: Policy PURPOSE The purpose of this report is for Council to note that this year’s annual Mayoral Luncheon will be held on Wednesday, 4 October 2017 and to adopt the Mayoral Luncheon Policy. (Please refer to the Annexure relating to this report). BACKGROUND In previous years a Mayoral luncheon was held following the election of the Mayor at the September Council Meeting. This luncheon provided an opportunity to introduce the newly elected Mayor to key members of the community and presented Council with an occasion to boost the image of Council; communicating its achievements and other important information. Invitations were extended to the local Members of Parliament, representatives from Council’s Section 355 Committees, local Government agencies, local businesses, emergency services, community organisations, school principals, real estate agents, Bank Managers, Solicitors and key members of staff. The luncheon had not been held since September 2012, as Council’s focus has been on improving its finances. With the introduction of the Special Rate Variation in 2014, Council also did not want to fuel the community perception of wasting funds on ‘frivolous’ matters. Council meeting times were changed to occur during evenings, which created other problems in relation to the organisation of the function. Following the election of the new Council in September 2016, it was deemed timely to hold a Mayoral Luncheon to provide a good opportunity to introduce the new Council to key members of the community, as well as highlight achievements of Council and communicate other important information. At the September 2016 Ordinary Council Meeting, the new Council resolved to hold a Mayoral luncheon in November 2016, and then annually during the week following the September Ordinary Meeting of Council; based on the pretext that it is done as a fundraiser and invitees/attendees pay for their own tickets to attend this function – with profits being directed to Council’s donations fund and apportioned back to the community. (a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Community Strategic Plan goals STC 1 ‘Continue to improve Council communication with the community, including celebrating successes and achievements’, and STC 1.1 ‘Consistently communicate the role of Council to the Community (i.e. what Council does and does not do)’.


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(b) Financial Considerations

A provision of $2,500 for Civic Receptions and Mayoral Banquets is included in the 2017/18 Operational Plan.

COMMENTARY Council has previously resolved to hold an annual Mayoral Luncheon fundraiser during the week following the September Ordinary Meeting of Council. It is proposed for this year’s fundraiser to be held on Wednesday, 4 October 2017 from midday until 2.00pm at the Glen Innes and District Services Club. As a result of last year’s event, $2,330 was raised for donation back to the community. An amount of $1,000 was given to the Vegetable Creek Hospital Auxiliary to go towards the purchase of a palliative care bed, and the remaining $1,330 was given to the Crossroads Christian Church Soup Kitchen. A policy has been developed to formalise Council’s Resolution 9.09/16 of September 2016 and is attached as an Annexure to this report. (a) Governance/Policy Implications

The Mayoral Luncheon provides an opportunity for Council to communicate its achievements and important information to key members of the community and to introduce the newly elected Mayor. Once adopted by Council, the Mayoral Luncheon Policy will become a policy of Council.

(b) Legal Implications There are no legal implications associated with this report.

(c) Social Implications An annual Mayoral Luncheon provides a good opportunity to communicate Council’s aspirations and achievements to key members of the community – contributing to building pride and confidence in the community.

(d) Environmental Implications There are no environmental implications associated with this report.

(e) Economic/Asset Management Implications There are no economic / asset management implications associated with this report.

CONCLUSION Following the election of the new Council in September 2016, it was deemed timely to hold an annual Mayoral Luncheon to provide a good opportunity to introduce the new Council to key members of the community, as well as highlight achievements of Council and communicate other important information. A very successful fundraising event was held in November 2016, which saw $2,330 donated back to the community. Council resolved to hold future Mayoral luncheons during the week following the September Ordinary Meeting of Council, based on the pretext that they are held as a


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fundraiser and invitees/attendees pay for their own tickets to attend this function – with profits being directed to Council’s donations fund and apportioned back to the community. A policy has been developed to formalise this Resolution. It is proposed that this year’s Mayoral Luncheon be held on Wednesday, 4 October 2017 based on the same pretext as last year’s event.

RECOMMENDATION

1. That Council notes that the 2017 Mayoral Luncheon fundraiser will be held on Wednesday, 4 October 2017 at the Glen Innes and District Services Club with invitees/attendees paying for their own tickets to attend the function, and that the Mayor be delegated the authority to distribute the profits from this function to worthy community organisations.

2. That Council adopts the Mayoral Luncheon Policy as attached as Annexure A relating to this report.


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9.3 Update: Safe in Our Town Committee REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Anna Watt - Director of Corporate and Community Services ANNEXURES Annexure A NSW Bureau of Crime Statistics and Research 2012-2016: Glen Innes

Severn LGA Annexure B Glen Innes Domestic Violence Survey Results

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Local Community Meetings Customer Index: Glen Innes Family & Youth Support PURPOSE The purpose of this report is to inform Council of the Safe in Our Town Committee, and the Safe in Our Town Project, which is aimed at raising awareness and providing information on the issue of domestic and family violence. BACKGROUND Domestic and family violence is a serious issue across Australia. It impacts on children and families in profound ways and can cause devastating life-long consequences. The NSW Bureau of Crime Statistics and Research (2012 – 2016), shows the Glen Innes Severn Local Government Area (LGA) as having the third highest rate of domestic violence related incidents per capita in NSW. Please refer to Annexure A relating to this report. While these figures suggest that there are a high number of recorded incidents of family and domestic violence in Glen Innes, it says little about the prevalence, due to a tendency for it to go unreported, or a reluctance of victims to give evidence. For this reason, it remains, for the most part, a silent issue. The Glen Innes Safe in Our Town Project has emerged as the result of State and Federal policy initiatives, including the National Plan to Reduce Violence Against Women and their Children 2010 – 2022. It is one of 40 projects funded throughout Australia by the Department of Social Services: Building Safe Communities for Women. Each project is unique, however, each has the broader aim of developing and implementing safety and prevention strategies and learning from this process. The aim of the project in Glen Innes is to develop a more coordinated community response to the issue of domestic and family violence. Essentially, this means community members working together towards the common goal of raising awareness about the issue, and being more responsive to those who experience domestic and family violence. (a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective CS 3.1.2 'Advocate for family violence support including a women’s refuge service.'

(b) Financial Considerations There are no financial considerations arising from this report.


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COMMENTARY Since it was established in May 2016, the Safe in Our Town Project has achieved several major milestones:

The establishment of a Safe in Our Town network, with over 60 members, which includes senior staff from key government and non-government organisations, as well as community members who want to see positive change on this issue;

The establishment of several awareness raising activities, including the Largest Self Defence Class;

A Services Directory website;

A weekly walking group;

A crowd funding website;

‘Help in Glen Innes’ stickers, which have been placed at various locations throughout Glen Innes.

The above initiatives share the common theme of communicating that domestic and family violence is not acceptable and that there are better, more positive ways of resolving conflict with loved ones. This awareness raising is important in rural communities, where the issue is still likely to be perceived as a taboo topic for conversation. There is a scarcity of front-line services to assist victims, and as a result people experiencing the impacts of violence are likely to feel more isolated. A Safe in Our Town survey was conducted in the Glen Innes LGA to gauge community responses on a number of issues. In total, 72 people completed the survey. The questions and a summary of the responses can be found in Annexure B attached to this report. The Safe in Our Town Committee meets on a monthly basis. Councillor Sparks and Council’s Manager of Community Services attend these meetings as Council’s representatives. (a) Governance/Policy Implications

There are no governance or policy implications arising from this report.

(b) Legal Implications There are no legal implications arising from this report.

(c) Social Implications Domestic and family violence is a serious issue within the Glen Innes Severn LGA, with the LGA having the third highest rate of domestic violence related incidents per capita in NSW – as mentioned above. This violence impacts on children and families in profound ways and can cause devastating life-long consequences. Having readily available information within the community, will raise awareness about the issue and provide avenues for help for people in those situations.



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(e) Economic/Asset Management Implications There are no economic or assets management implications arising from this report.

CONCLUSION Domestic and family violence is a serious issue within the Glen Innes Severn LGA, with the LGA having the third highest rate of domestic violence related incidents per capita in NSW. This violence impacts on children and families in profound ways and can cause devastating life-long consequences. In May 2016, the Safe in Our Town Project started and the committee has achieved many positive initiatives in the community as discussed within the body of this report.

RECOMMENDATION

That Council notes the information contained in this report.


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9.4 Local Government NSW Annual Conference 2017 REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Debbie Duffell - Executive Assistant ANNEXURES Annexure A LG NSW Annual Conference 2017 Draft Program

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Conferences Customer Index: Local Government NSW PURPOSE The purpose of this report is for Council to consider nominating delegates to attend the Local Government NSW Annual Conference in Sydney from Monday, 4 December to Wednesday, 6 December 2017. BACKGROUND In past years it has been practice for a Councillor to attend this conference along with the Mayor and General Manager. At its Meeting held on 28 July 2016, Council inter alia resolved the following: 1. That Council nominates the newly elected 2016/17 Deputy Mayor to attend the

Local Government NSW Annual Conference in Wollongong from 16 to 18 October 2016, along with the newly elected 2016/17 Mayor and the General Manager.

2. That Council does not pay for the spouses of the above-mentioned Councillors and delegates to attend the Gala Conference Dinner with them.

Councillors Toms and Sparks attended the 2016 Conference along with the General Manager. (a) Relevance to Integrated Planning and Reporting Framework

This report has no relevance to the Integrated Planning and Reporting Framework, however, some of the policy matters discussed at the Conference may influence Council’s future strategic planning.

(b) Financial Considerations Funding is available for delegates to attend this Conference in the current Operational Plan. Registration for attendance at the 2017 Conference will open late August. In past years, Council has paid a registration fee of $899 including GST for each person attending the conference. Accommodation, travel and other incidental costs will be paid in terms of the Glen Innes Severn Council’s Payment of Expenses and Provision of Facilities to the Mayor and Councillors Policy and Human Resources Policy Statement Register. Adequate funding is available to cover the anticipated cost for three (3) representatives to attend the Conference.


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COMMENTARY This year the Local Government NSW Annual Conference will be held in Sydney from Monday, 4 December to Wednesday, 6 December, at the Hyatt Regency. The draft program includes discussion on a range of pertinent issues relating to the Local Government in NSW including addresses from the Premier of New South Wales and the Minister for Local Government. Dr Jonathon Carr-West, Chief Executive, Local Government Information Unit UK has been invited to present the keynote address: Transforming Local Government or the role of councils in economic development. Other keynote addresses include a short address from the Minister for Roads, Maritime and Freight, and the Secretary of the Department of Planning and Environment. Three concurrent information/discussion sessions will also be held: Environment and Planning, Infrastructure and Economics, and People and Communities. (a) Governance/Policy Implications

Payment of expenses to Councillors who attend the Local Government NSW Annual Conference will be in accordance with Council’s Policy “Payment of Expenses and Provision of Facilities to the Mayor and Councillors”, and payment of expenses to the General Manager will be in accordance with Council’s Human Resources Policy Statement Register.





CONCLUSION It is suggested that Council considers nominating a Councillor to attend the Local Government NSW Annual Conference, which will be held in Sydney from Monday, 4 December to Wednesday, 6 December, along with the Mayor and the General Manager.

RECOMMENDATION

1. That Council considers nominating a Councillor to attend the Local Government NSW Annual Conference in Sydney from 4 to 6 December 2017, along with the Mayor and the General Manager.

2. That Council does not pay for the spouses of the above-mentioned Councillors and delegate to attend the Gala Conference Dinner with them.


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9.5 Repeal of the Council Involvement in Projects Driven by Community Groups Policy

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Debbie Duffell - Executive Assistant ANNEXURES Annexure A Council Involvement in Projects Driven by Community Groups Policy

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Policy PURPOSE The purpose of this report is for Council to consider repealing the Council Involvement in Projects Driven by Community Groups Policy. (Please refer to the Annexure relating to this report). BACKGROUND This policy was first adopted by Council in November 2005 for several reasons, including the over-expenditure on the Library / Learning Centre development, which was a project involving a number of community organisations and government agencies. Although both the two (2) former Councils were parties to the development group, neither Council seemingly had control over the process. Subsequently, the project went over budget and Council had to fund the difference. Additionally, there have been several other occasions where community groups have approached Council to become involved in their projects, and so it was deemed appropriate that a policy be adopted in order to give Council specific guidance in this respect. The Council Involvement in Projects Driven by Community Groups Policy was last reviewed in November 2013 and is once again due for review. (a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective STC 2.1.1 ‘Continue to be a financially sustainable and independent Council.’


COMMENTARY The aim of this policy is for Council to take control of its affairs and the way it exercises its functions and activities. Considering Council’s financial situation (particularly its long-term financial sustainability), it is important for Council to maintain a particular focus on its core functions – and what its core functions should be. Although community input and consultation regarding important matters are necessary, Councillors are responsible and accountable for the proper management of Council’s affairs.


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Adopting a cautious approach on getting involved with community driven projects, and ensuring that the organisation does have the capacity to properly facilitate any involvement, might save Council considerable amounts of money into the future. However, it is suggested that the policy is too prescriptive and that any future involvement by Council relating to projects driven by community groups should be assessed on an individual basis. (a) Governance/Policy Implications

By repealing the Council Involvement in Projects Driven by Community Groups Policy, it will no longer be a policy of Council.

(b) Legal Implications There are no legal implications arising from the repeal of this policy.

(c) Social Implications There are no social implications arising from the repeal of this policy.

(d) Environmental Implications There are no environmental implications arising from the repeal of this policy.

(e) Economic/Asset Management Implications There are no economic/asset management implications arising from the repeal of this policy.

CONCLUSION The repeal of the Council Involvement in Projects Driven by Community Groups Policy will not impact on the functions of Council. It is suggested that the policy is too prescriptive and that any future involvement by Council relating to projects driven by community groups should be assessed on an individual basis.

RECOMMENDATION

That Council repeals the Council Involvement in Projects Driven by Community Groups Policy as attached as an Annexure to this report.


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9.6 Review of the Community Consultation Guidelines (Pertaining to Council Meetings)

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Debbie Duffell - Executive Assistant ANNEXURES Annexure A Community Consultation Session Guidelines (Pertaining to Council

Meetings)

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Policy GOVERNANCE: Ordinary Council Meetings PURPOSE The purpose of this report is to present Council with the reviewed Community Consultation Guidelines (Pertaining to Council Meetings), for adoption. (Please refer to the Annexure relating to this report). BACKGROUND The Community Consultation Guidelines (Pertaining to Council Meetings) was last adopted by Council on 27 February 2014 and is due for review. The document has recently been reviewed in consultation with relevant staff. (a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective STC 1.1.1 ‘Consistently communicate the role of Council to the community (i.e. what Council does and does not do).’


COMMENTARY The Community Consultation Guidelines (Pertaining to Council Meetings) is due for review. The only proposed amendment to the Guidelines is the inclusion of a review period. (a) Governance/Policy Implications

Once adopted by Council, the revised Community Consultation Guidelines (Pertaining to Council Meetings) will become policy of Council.


(c) Social Implications By implementing the Community Consultation Session Guidelines (Pertaining to Council Meetings), community members are able to attend meetings knowing the correct manner in which to present themselves and their cases.


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(d) Environmental Implications

There are no environmental implications arising from this report.


CONCLUSION Council’s Community Consultation Guidelines (Pertaining to Council Meetings) has been reviewed to include changes that have occurred since the current Policy was adopted in February 2014. Changes are minor and the revised Policy is now presented to Council for adoption.

RECOMMENDATION

1. That Council adopts the Community Consultation Session Guidelines (Pertaining to Council Meetings) as attached as an Annexure to this report.

2. That the Executive Assistant communicates the information within these Guidelines to all parties that request to address Council in this forum.


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9.7 Review of the Complaints Policy REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Debbie Duffell - Executive Assistant ANNEXURES Annexure A Complaints Policy

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Policy CUSTOMER SERVICE: Complaint Register PURPOSE The purpose of this report is to present Council with the reviewed Complaints Policy, for adoption. (Please refer to the Annexure relating to this report). BACKGROUND The Complaints Policy was last adopted by Council on 23 April 2015 and is due for review every two (2) years. The document has recently been reviewed in consultation with relevant staff. (a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective STC 1.7.3 ‘Strive for excellence in all customer service areas.’


COMMENTARY The reviewed Complaints Policy has been updated to reflect changes to the Complaint Handling Procedure that came about due to a change in software and which now sees a particular focus on following up with the complainant and ensuring that the matter is resolved. There has also been a change to the review date, extending it from two (2) to three (3) years in line with other Council policies. (a) Governance/Policy Implications

Once adopted by Council, the revised Complaints Policy will become policy of Council.




(e) Economic/Asset Management Implications There are no economic or asset management implications arising from this report.


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CONCLUSION Council’s Complaints Policy has been reviewed to include changes that have occurred since the current Policy was adopted in April 2015. Changes are relatively minor and the revised Policy is now presented to Council for adoption.

RECOMMENDATION

1. That Council adopts the Complaints Policy as attached as an Annexure to this report.

2. That the changes to the Complaints Policy are communicated by the Director of Corporate and Community Services to all managers for highlighting at team meetings.


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9.8 Review of the Policy Document Incorporating Guidelines for Councillor Workshops

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Debbie Duffell - Executive Assistant ANNEXURES Annexure A Guidelines for Councillors Workshops

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Policy GOVERNANCE: Councillor Workshops PURPOSE The purpose of this report is to present Council with the reviewed Policy Document Incorporating Guidelines for Councillor Workshops, for adoption. (Please refer to the Annexure relating to this report). BACKGROUND The Policy Document Incorporating Guidelines for Councillor Workshops was last adopted by Council on 28 February 2013 and is due for review. (a) Relevance to Integrated Planning and Reporting Framework

This report has no relevance to the Integrated Planning and Reporting Framework.

(b) Financial Considerations There are no financial considerations in relation to this report.

COMMENTARY Councillor workshops are held to ensure that Councillors have an opportunity, from time to time, to access information within a more informal and interactive forum with regards to the development of key strategic documents for Council, and receive information by way of information sessions or briefings with regards to subject matters that are substantial and complex in nature. Minor amendments have been made to improve the wording (but not the meaning) of the Policy Document Incorporating Guidelines for Councillor Workshops and an Implementation / Communication section has been included in line with other Council policies. (a) Governance/Policy Implications

Once adopted by Council, the revised Policy Document Incorporating Guidelines for Councillor Workshops will become policy of Council.




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Councillor workshops allow Councillors to receive information by way of information sessions or briefings with regards to subject matters that are substantial and complex in nature, therefore allowing Councillors to develop a better understanding and make better informed decisions about matters before Council for consideration.



CONCLUSION Council’s Policy Document Incorporating Guidelines for Councillor Workshops has been reviewed to include changes that have occurred since the current Policy was adopted in February 2013. Changes are minor and the revised Policy Document is now presented to Council for adoption.

RECOMMENDATION

1. That Council adopts the Policy Document Incorporating Guidelines for Councillor Workshops as attached as an Annexure to this report.

2. That the Policy Document Incorporating Guidelines for Councillor Workshops is communicated to Councillors by the General Manager.


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9.9 Review of the Secretarial Assistance to Section 355 Committees of Council Policy

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Debbie Duffell - Executive Assistant ANNEXURES Annexure A Secretarial Assistance to Section 355 Committees of Council Policy

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Policy GOVERNANCE: Committees of Council PURPOSE The purpose of this report is to present Council with the reviewed Secretarial Assistance to Section 355 Committees of Council Policy, for adoption. (Please refer to the Annexure relating to this report). BACKGROUND The Secretarial Assistance to Section 355 Committees of Council Policy was last adopted by Council on 26 March 2015 and is due for review every two (2) years. The document has recently been reviewed in consultation with relevant staff. (a) Relevance to Integrated Planning and Reporting Framework


(b) Financial Considerations The provision of secretarial assistance to any Section 355 Committees of Council has a financial effect on Council, as staff members’ time is being used for servicing the particular committee(s).

COMMENTARY Since 2005, senior staff members have developed a good understanding with regards to the functioning of Council’s Section 355 – Committees. It was deemed necessary and/or appropriate by the Directors/Council to provide for support to the following “Community” Committees:

Aboriginal Consultative Committee;

Annual Donations Review Committee;

Australian Celtic Festival Committee;

Glen Innes Saleyard Management Committee;

Glen Innes Severn Cemetery Committee;

Minerama Committee;

Open Spaces Committee;

Roads Consultative Committee. The only proposed changes to the previously adopted Policy is to change the period of review from two (2) to three (3) years, note the change of name of the Rural and Urban Roads Committee to the Roads Consultative Committee, and include the


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Minerama Committee in the list of Section 355 Committees of Council to which the policy applies. (a) Governance/Policy Implications

Once adopted by Council, the revised Secretarial Assistance to Section 355 Committees of Council Policy will become policy of Council.





CONCLUSION Council’s Secretarial Assistance to Section 355 Committees of Council Policy has been reviewed to include changes that have occurred since the current Policy was adopted in March 2015. Changes are minor and the revised Policy is now presented to Council for adoption.

RECOMMENDATION

1. That Council adopts the Secretarial Assistance to Section 355 Committees of Council Policy as attached as an Annexure to this report.

2. That the Secretarial Assistance to Section 355 Committees of Council Policy be communicated to Section 355 Committees of Council as part of their annual training by the Director of Corporate and Community Services.


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9.10 Election of New Committee: Aboriginal Consultative Committee

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Mahri Koch - Communications and Committee Liaison

Officer ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: GOVERNANCE: Committees of Council Customer Index: Aboriginal Consultative Committee PURPOSE The purpose of this report is to seek Council’s approval for the membership of the newly elected Aboriginal Consultative Committee. BACKGROUND The Annual General Meeting of the Aboriginal Consultative Committee was held on Monday, 22 May 2017. At the meeting, Committee members for the coming year were nominated in accordance with the Committee’s Constitution and are aware of the following conditions, as outlined in the Manual for Community Committees of Council:

A commitment to the activities of the Committee and a willingness to be actively

involved in Committee issues;

Community representatives nominated for the Committee must be either a resident of the Local Government Area (LGA) or employee in a business within the LGA;

Members are prepared to actively serve the Committee until the next Annual

General Meeting; and

Members are prepared to operate under Council’s Code of Conduct and Community Committees of Council Manual.




COMMENTARY In accordance with the Manual for Community Committees of Council and the Constitution of the Aboriginal Consultative Committee, the following delegates were nominated for membership:


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Council Representatives:

Two (2) Councillor representatives;

Two (2) Council staff members:

Director of Corporate and Community Services;

Life Choices – Support Services Administration and Quality Officer (Minutes).

In accordance with Council’s resolution 11.09/16 dated 22 September 2016, Council’s representatives on this Committee are the Mayor or Deputy Mayor, Councillor Dianne Newman and the Director of Corporate and Community Services. Community Representatives:

Two (2) members from the Glen Innes Local Aboriginal Lands Council: Trevor Potter and Kerry Faiers;

One (1) member from Cooramah Aboriginal Corporation: Margaret Patterson;

One (1) member from Boorabee Aboriginal Corporation: No nomination;

Two (2) members from Armajun Health Service – Debbie McCowan and Jenny Ryan;

One (1) Aboriginal Elder: John Kirk;

Two (2) other Aboriginal community members: Tim Penn, and one (1) position remains open;

Two (2) youth representatives: A male and a female under the age of 25: positions remain open.

Invitations to attend meetings will be extended to the following agencies; however, the representatives from these agencies will not act as formal delegates of the Committee:

Hunter New England Health;

Healthwise;

Pathfinders;

Aboriginal Educational Consultative Group;

Family and Community Services;

Glen Innes Police;

Glen Innes Family Youth Support Services. (a) Governance/Policy Implications

There are no governance or policy implications arising from this report.


(c) Social Implications The Aboriginal Consultative Committee provides a forum between Council and the Aboriginal community to raise, discuss and share issues. This results in


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increased awareness across the wider Aboriginal community about current services or activities provided in the Local Government Area.



CONCLUSION The Aboriginal Consultative Committee has nominated its members for the coming year in accordance with its Constitution and is now seeking Council’s approval of the new memberships.

RECOMMENDATION

That Council approves the following seven (7) community representatives as the newly elected Aboriginal Consultative Committee:

John Kirk (Aboriginal Elder);

Tim Penn (Aboriginal Community Member);

Trevor Potter (Glen Innes Local Aboriginal Lands Council);

Kerry Faiers (Glen Innes Local Aboriginal Lands Council);

Margaret Patterson (Cooramah Aboriginal Corporation);

Debbie McCowan (Armajun Health Service);

Jenny Ryan (Armajun Health Service).


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9.11 Election of New Committee: Minerama Committee REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Mahri Koch - Communications and Committee Liaison

Officer ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: GOVERNANCE: Committees of Council Customer Index: Minerama Committee PURPOSE The purpose of this report is to seek Council’s approval for the membership of the newly elected Minerama Committee. BACKGROUND The Annual General Meeting of the Minerama Committee was held on Wednesday, 12 July 2017. Eight (8) nominations were received for membership of the Committee. All community representatives who nominated for the Minerama Committee are aware of the following conditions, as outlined in the Manual for Community Committees of Council:

A commitment to the activities of the Committee and a willingness to be actively involved in Committee issues;

Community representatives nominated for the Committee must be either a resident of the Local Government Area (LGA) or employee in a business within the LGA;

Members are prepared to actively serve the Committee until the next Annual General Meeting, and

Members are prepared to operate under Council’s Code of Conduct and Community Committees of Council Manual.




COMMENTARY In accordance with the Manual for Community Committees of Council, all Committee members and Office Bearer positions were declared vacant. With eight (8) nominations received for 12 positions on the Committee, a ballot was not necessary. Accordingly, the following eight (8) candidates are recommended for appointment to the Committee:

Les Beeching;

Brett Brown;


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Peter Chaffey;

Julie Clement;

Dennis Griffiths;

Sylvia Reeves;

Eric Steadman;

Chris Wallbridge. The election of office bearers was also held, with Les Beeching elected as Chairperson, and Sylvia Reeves elected as Treasurer. A nomination was not received for the Vice Chair position. Council’s Tourist Assistant, Sal Molesworth, will continue to provide secretarial services to the committee until a nomination is received for the position of Secretary. In accordance with Council’s resolution 11.09/16 dated 22 September 2016, Council’s representatives on this Committee are Councillor Newman and the Manager of Tourism and Events. (a) Governance/Policy Implications

All Community Representatives who nominated for the Minerama Committee are aware of the conditions as outlined in the Community Committees of Council Manual.

(b) Legal Implications

The Minerama Committee is a Committee of Council under the provisions of Section 355 of the Local Government Act 1993.




CONCLUSION The Minerama Committee has elected eight (8) members for the coming year, who have agreed to be actively involved in Committee issues in accordance with the conditions set out in the Manual for Community Committees of Council. Council’s approval is now sought for the new membership.

RECOMMENDATION

1. That Council endorses the following eight (8) community representatives as the newly elected Minerama Committee:

Les Beeching;

Brett Brown;

Peter Chaffey;

Julie Clement;

Dennis Griffiths;

Sylvia Reeves;


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Eric Steadman;

Chris Wallbridge.

2. That Council endorses the election of Office Bearers within the newly elected Minerama Committee as follows:

Chairperson – Les Beeching;

Treasurer – Sylvia Reeves.


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9.12 Local Government Procurement - Sustainable Choice REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Paul Della - Chief Financial Officer ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: FINANCIAL MANAGEMENT: Budget 2017/18 PURPOSE The purpose of this report is to seek Council approval to subscribe to a twelve month membership to Sustainable Choice, the New South Wales Local Government’s leading sustainable procurement program. BACKGROUND Council has been advised that Sustainable Choice, has joined forces with Local Government Procurement (LGP) from 1 July 2017 to provide new services, as well as integrate sustainability across the LGP contracts along with consulting and training services suite of products. Sustainable Choice is about responsible and sustainable procurement which contributes to overall best value to councils and ratepayers. Sustainable Choice provides services such as:

The Annual Sustainable Procurement Survey and Benchmark Report;

The Sustainable Choice Products and Services Database;

Forums;

Quarterly Newsletters;

Online Resources; and

Advice and Guidance.

Into the future, the following will also be available:

A new web presence for Sustainable Choice under the LGP website;

An ISO 20400 training program; and

A new consulting capability to help embed sustainable procurement into member Councils.


This item links to Council’s Delivery Program Objective STC 2.1.12 ‘Continue to be a financially sustainable and independent Council.’, and ‘Be a leading NSW Council with regard to procurement strategies and processes’.

(b) Financial Considerations There is no budget allocation in the 2017/18 Operational Plan for the Sustainable Choice subscription which will cost $1,200.


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COMMENTARY Grant funding was wound up at the end of June 2017, so in order to provide existing and new products and services going forward, LGP needs to generate funds to continue to provide these services to member Councils. LGP has therefore introduced a fee of $1,200 per annum that Councils can pay to receive Sustainable Choice products and services. However, participation is voluntary. It is recommended that Council subscribes to Sustainable Choice with LGP for one (1) year, and then reviews the situation to determine whether value for money and other positive outcomes have been obtained as a result of having these services available. The budget will be amended for the $1,200 cost and will be included in the first Quarterly Budget Review if approved. (a) Governance/Policy Implications

There are no Governance or Policy Implications as a result of this report.

(b) Legal Implications There are no legal implications as a result of this report.

(c) Social Implications Some people in the community would expect Council to consider sustainable procurement a priority, and access to the resources provided by Sustainable Choice could inform Council’s procurement processes in this area.

(d) Environmental Implications Sustainable procurement processes could impact positively on the local environment.

(e) Economic/Asset Management Implications There are no economic or asset management implications associated with this report.

CONCLUSION Council has been advised that Sustainable Choice, has joined forces with LGP from 1 July 2017 to provide new services, as well as integrate sustainability across the LGP contracts along with consulting and training services suite of products. LGP has therefore introduced a fee of $1,200 per annum that Councils can pay to receive Sustainable Choice products and services It is recommended that Council subscribes to Sustainable Choice through LGP for one (1) year, and then reviews the situation to determine whether value for money and other positive outcomes have been obtained as a result of having these services available. The budget will be amended for the $1,200 cost and will be included in the first Quarterly Budget Review if approved.

RECOMMENDATION

1. That Council subscribes to Sustainable Choice through Local Government Procurement for one (1) year.

2. That, in February 2018, the Chief Financial Officer completes a review to determine whether value for money and other positive outcomes have been achieved as a result of the Sustainable Choice subscription to see


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if the subscription will be renewed and maintained and therefore the cost included in the 2018/19 budget.

3. That the 2017/18 budget be amended to include the $1,200 cost to subscribe to Sustainable Choice through Local Government Procurement and that it be included in the September 2017 Quarterly Budget Review.


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9.13 Statement of Business Ethics REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Paul Della - Chief Financial Officer ANNEXURES Annexure A Statement of Business Ethics

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Policy FINANCIAL MANAGEMENT: Policy PURPOSE The purpose of this report is to present Council with the reviewed Statement of Business Ethics, for adoption. (Please refer to the Annexure relating to this report). BACKGROUND The Statement of Business Ethics was last adopted by Council on 26 February 2015 and is due for review. The Statement is intended to provide clear guidance to external parties when conducting business with Council, in particular, what can be expected and what is expected from them. The Statement also provides clear internal guidance to staff on what is expected of them when dealing with external parties. (a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective STC 2.1.12 ‘Continue to be a financially sustainable and independent Council.’


This Statement is included in contracts/tenders documentation where applicable.

COMMENTARY Two (2) minor changes have been made to the Statement of Business Ethics during its review. The first change corrects the name of the New England Group of Councils and removes the reference to this group not yet being established. The second change extends the review date for this policy to three (3) years rather than two (2) years in line with other Council policies. (a) Governance/Policy Implications

Once adopted by Council, the revised Statement of Business Ethics will become a policy of Council.

(b) Legal Implications The procurement of goods and services by Council must be in accordance with the provisions of Section 55 of the Local Government Act 1993 and the Local Government (General) Regulation 2005, as well as the policy and administrative requirements of Council.


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(c) Social Implications This Statement clearly defines the expectations of Council when procuring goods and services; ensuring best practice, transparency and the highest level of public accountability.



CONCLUSION Council’s Statement of Business Ethics has been reviewed to include changes that have occurred since the current Statement was adopted in February 2015. Changes are minor and the revised Statement is now presented to Council for adoption.

RECOMMENDATION

1. That Council adopts the Statement of Business Ethics as attached as an Annexure to this report.

2. That the revised Statement of Business Ethics be communicated by the Chief Financial Officer to current staff involved in purchasing processes.


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9.14 Finance Report - June 2017 REPORT FROM: CORPORATE AND COMMUNITY SERVICES Authors: Merle Westendorp - Financial Accountant

Paul Della - Chief Financial Officer ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: FINANCIAL MANAGEMENT: Financial Reporting PURPOSE The purpose of this report is to provide Council with a reconciliation of investments and bank loans as at 30 June 2017. BACKGROUND The Local Government Act 1993 states the following: Section 621 - When and for what may a Council borrow? A Council may borrow at any time for any purpose allowed under this Act. Section 622 - What form may a Council borrowing take? A Council may borrow by way of overdraft or loan or by any other means approved by the Minister. Section 624 - Are there any restrictions on a Council borrowing? The Minister, may from time to time, impose limitations or restrictions on borrowings by a particular Council or Councils generally despite the other provisions of this Part. Section 625 - How may Councils invest? (1) A Council may invest money that is not, for the time being, required by the

Council for any other purpose. (2) Money may be invested only in a form of investment notified by order of the

Minister published in the Gazette. Note: See Gazettes No. 152 of 24.11.2000, p 12041; No. 94 of 29.7.2005, p 3977; No. 97 of 15.8.2008, p 7638; No. 160 of 24.12.2008, p 13140 and No. 14 of 11.02.2011, pp 597 to 598. (3) An order of the Minister notifying a form of investment for the purposes of this

section must not be made without the approval of the Treasurer. (4) The acquisition, in accordance with section 358, of a controlling interest in a

corporation or an entity within the meaning of that section is not an investment for the purposes of this section.


This item links to Council’s Operational Plan Objective GCL 3.1 "To be recognised as a well-managed Council and an employer of choice."


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Specifically, it links to the Delivery Program target for item GCL 3.1.9 “Clear, transparent financial reporting to Councillors enabling them to make financially sustainable and accountable decisions.” Part of the information in this report is also related to Council’s Strategic Financial Objective number nine (9). Financial Objective nine (9) states the following: “To maximise returns on Council's investments, without increasing Council's investment risk above acceptable levels. How: Council reports to the community on a monthly basis of funds invested and what institutions are holding these investments. In addition, Council’s Investment Policy is reviewed at least every two (2) years or when required.”

(b) Financial Considerations The application of restricted funds and trust funds are limited to a particular purpose and must be set aside for that purpose. Therefore, they may not be available to meet certain obligations and this should be kept in mind when determining the short-term liquidity of Council. Investments are made on terms under 12 months. For this reason, the interest rate will vary in accordance with the prevailing interest rate. This may expose Council to fluctuations in short-term interest rates, but should improve liquidity due to the structured availability of these invested funds.

COMMENTARY MAYORAL DISCRETIONARY FUND: Budget $ 3,000.00

Actual Expenditure as at 1 June 2017 $ 1,969.74

Expenditure for June 2017 $ 327.27

Actual Expenditure as at 30 June 2017 $ 2,297.01

INVESTMENT INTEREST:

Interest received for year to 30 June 2017 $ 259,832.66

Cash Book Reconciliation:

Balance as per Cash Book as at 1 June 2017 $ 3,988,657.28

Receipts for June $ 6,250,767.15

Payments for June $ -5,403,111.76


General Fund $ 5,037,016.91

Glen Innes Aggregates* $ -961,993.45

Water Supplies Local Fund $ 280,748.37

Sewerage Services Local Fund $ 360,718.30

Minerama Committee $ 29,177.91

Trust Fund $ 90,644.63


* There was a further increase in the Glen Innes Aggregates overdraft for the month of June 2017, which reflects two (2) factors.


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The first is the high level of outstanding debtors as at that date (approximately $1.2M). It should be noted that some significant payments have been received in July 2017, therefore the cash position can be expected to improve next month on this front. The second contributing factor is that Glen Innes Aggregates spent in excess of $500,000 on crushing during June 2017. This will add to the value of the stock on hand, but has increased cash expenditure for the month. The benefits from this crushing will be realised in the 2017-18 financial year. Profit for Glen Innes Aggregates is still anticipated to be at, or above, forecast for the financial year 2016-17. The final financial position for Glen Innes Aggregates for 2016-17 will become available once the Financial Statements have been prepared and audited. RESTRICTED INVESTMENT DETAILS: General Fund – Internal Restricted Funds

Carry-over Capital Works $ 510,960.00

Employee Leave Entitlements $ 834,818.95

Waste Facility Management $ 1,874,476.80

Infrastructure Projects $ 3,228,872.70

Section 355 Committees $ 30,925.56

Special Projects $ 154,246.37

Miscellaneous Funds (including LIRS funding not yet restricted)

$ 6,400,703.44 $ 13,035,003.82

General Fund – External Restricted Funds

Life Choices - Support Services Consumer funds

$ 764,213.78

Unexpended Grant Funds, Contributions and Subsidies

$

1,084,001.83

Unexpended Specific Purpose Loan Funds $ 3,358,871.00 $ 5,207,086.61

Sewerage Services Local Fund – External Restricted Funds

Augmentation and Infrastructure $ 2,594,222.24 $ 2,594,222.24

TOTAL COUNCIL CASH AND INVESTMENTS

$

20,836,312.67


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FINANCIAL INSTITUTIONS INVESTMENTS:

Rating (S&P)

Mature % Institution Invested $ Return $

A2/BBB 05/05/2018 2.70% ME Bank (1) 1,000,000 27,000.00

A1+/AA- 11/10/2017 2.75% NAB (2) 1,000,000 25,239.73

A1+/AA- 08/02/2018 2.70% Commonwealth Bank (3) 1,000,000 24,484.93

A2/BBB 01/11/2017 2.65% ME Bank (4) 1,000,000 13,358.90

A2/BBB+ 27/09/2017 2.80% Bendigo Adelaide Bank (5) 1,000,000 27,846.58

A1/A+ 17/07/2017 2.80% AMP (6) 1,000,000 13,884.93

A2/A- 01/08/2017 2.80% ING Direct (7) 1,000,000 13,961.64

A1/A+ 05/07/2017 2.80% AMP(8) 1,000,000 13,961.65

A2/BBB+ 25/10/2017 2.80% Bendigo Bank(9) 1,000,000 27,769.86

A2/BBB 20/12/2017 2.65% ME Bank (10) 1,000,000 15,319.18

A1+/AA- 06/02/2018 2.71% Commonwealth Bank (11) 1,000,000 24,872.60

A1+/AA- 01/09/2017 3.00% Westpac Banking Corporation(12) 1,000,000 29,917.81

A1/A+ 01/12/2017 2.60% AMP (13) 1,000,000 12,964.38

A1+/AA- 11/10/2017 2.75% NAB (14) 1,000,000 25,239.73

A1/A+ 26/12/2017 2.60% AMP (15) 1,000,000 14,816.44

A1/A+ 15/08/2017 2.27% AMP (16) 1,000,000 3,793.70

Average Return 2.71% Total Investments at 16,000,000.00 314,432.06

Average Return YTD 2.84% Cash on Hand 4,836,312.67

Total Cash and Investments 20,836,312.67

The average return on Council investments for the 2015/16 financial year was 2.93%. This is comparable with a year to date return of 3.17% for the 2014/15 financial year and is reflective of the downward trend in interest rates over the past few years. The average year to date return is 2.71% (June 2017), with rates showing a slight upward trend. The current average return of 2.84% can be compared with the TCorp Benchmark Term Deposit 90 day rate of 2.00% for June 2017. Council selects banks based on rating, return and term of investment. It is expected that future investments will continue to target returns while aiming to select institutions with a high Standard and Poor’s (S&P) rating. This is done by rolling investments between banks that meet Council’s criterion and cash requirements. COUNCIL’S LOAN LIABILITY: In the table below, the interest rate, loan completion date and balance as at 30 May 2017 is shown for each of Council’s loan liabilities.

General Fund

Loan No

Purpose

Interest

Rate

Loan Completion

Date

Balance

1 TCORP “Wattle Vale” and RFS Loan 3.95% 8/12/36 $ 2,015,875.14

11-01 Business Acquisition: Quarry 7.69% 28/07/36 $ 808,500.00

6 Drainage System: Emmaville 6.59% 29/04/19 $ 53,262.94

3 Learning Centre 7.35% 19/06/25 $ 345,856.53

2 NAB Fixed Interest Loan 6.69% 01/11/27 $ 3,168,209.92

12 LIRS Loan: Road Renewal 5.32%* 09/12/22 $ 614,621.87

13 LIRS Loan: CBD Revitalisation 5.46%* 27/02/23 $ 1,151,984.87


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14 LIRS Loan: Accelerated Road Renewal 3.82%* 28/5/25 $ 807,057.15

15 LIRS Loan: Accelerated Bridge Program 3.82%* 28/02/25 $ 3,228,228.58

16 Glen Innes and Emmaville Swim Centre: Revitalisation

4.70% 28/02/35 $ 1,396,824.68

Total General Fund Liability $ 13,590,421.68

*On each of the four (4) Local Infrastructure Renewal Scheme (LIRS) loans Council pays the interest rates above; Council is then reimbursed either three percent (3%) or four percent (4%) depending on the loan, every six (6) months of interest paid on each loan under the LIRS scheme.

Water Fund

Loan No

Purpose

Interest

Rate

Loan Completion

Date

Balance

11-02 Land Acquisition: Future Storage 7.69% 28/07/36 $ 2,163,700.00

Total Water Supply Fund Liability $ 2,163,700.00

Sewer Fund

Loan No

Purpose

Interest

Rate

Loan Completion

Date

Balance

10 Sewer Augmentation Loan 6.51% 11/05/26 $ 1,651,577.58

Total Sewer Fund Liability $ 1,651,577.58

TOTAL LOANS LIABILITY $ 17,405,699.26

Certification I, Paul Della, Chief Financial Officer, do hereby certify that the above investments have been made in accordance with the requirements of the Local Government Act 1993 (Section 625) and companion Regulations, and Council’s Investment Policy. (a) Governance/Policy Implications

Monthly financial reporting ensures transparency of financial reporting to enable Councillors to make financially sustainable and accountable decisions.

(b) Legal Implications All investments and borrowings continue to be made in accordance with the requirements of the Local Government Act 1993 (as amended), and Council’s Investment Policy, Resolution Number 13.09/15.

(c) Social Implications Council funds are used to provide services and infrastructure to the Community and, as a result, well managed funds maximise the level of financial resources available to support the Community.


(e) Economic/Asset Management Implications Sound economic management includes maximising Council’s return on investment and this is achieved by closely monitoring Council’s investments in line with Council’s Investment Policy.


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CONCLUSION Adequate funds remain available to ensure short-term liquidity. Funds have been restricted to ensure all areas of Council can continue to operate in accordance with both the annual Operational Plan and the Long Term Financial Plan. Further, all investments and borrowings continue to be made in accordance with the requirements of the Local Government Act 1993 (as amended), and Council’s Investment Policy, Resolution Number 13.09/15.

RECOMMENDATION

That Council notes the following information:

The cash book report disclosing a total reconciled cash balance of $4,836,312.67;

The investment report disclosing total invested funds of $16,000,000.00 with total cash and investments of $20,836,312.67 (compared with $16,102,636.09 in June 2016); and

The loan liability report showing a total loan liability of $17,405,699.26 (compared with $16,672,328.04 in June 2016).


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9.15 Rates and Charges Collections - June 2017 REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Andrea Davidson - Rates Officer ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: RATES AND VALUATIONS: Reporting PURPOSE The purpose of this report is to advise Council of funds collected, amounts for outstanding rates, water and sewer charges, along with water consumption charges for the year to date, as at 30 June 2017. BACKGROUND (a) Relevance to Integrated Planning and Reporting Framework

The annual rate charges are set out within Council’s Operational Plan.

(b) Financial Considerations Amounts outstanding as at 30 June 2017 compared to 30 June 2016 are:

30 June 2017 30 June 2016

Rates and Charges $756,142.55 $645,412.23

Water Consumption Charges

$260,080.47 $279,212.84

Total $1,016,223.02 $924,625.07

COMMENTARY Rates and Charges

Outstanding Rates and Charges 30 June 2017

Rates and Charges in arrears as at 30 June 2016 $645,412.23

Rates and Charges levied and adjustments for 2016/17

$10,845,934.38

Pension Concession ($402,517.91)

Amounts collected as at 30 June 2017 ($10,332,686.15)

Total Outstanding Rates and Charges $756,142.55

The amount levied for Rates and Charges 2016/17 includes the current year’s annual Rates and Charges and any interest added since the date the rates notices were issued. The amount received as at 30 June 2017 includes receipts for both arrears and the current year’s amounts outstanding.


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It should be noted that the Rates and Charges 2016/17 levied amount is reduced by the pensioner concession of $402,517.91; reducing the amount of income derived from these rates and charges. Of this concession, Council’s contribution is 45%, which represents an amount of $181,133.06. The remaining 55% is reimbursed to Council by the State Government, by way of a rebate. The outstanding Rates and Charges as at 30 June 2017 represents 6.82% of the total annual Rates and Charges levied and outstanding (compared with 5.62% in June 2016). A concerted effort will be made to reduce this percentage in 2017/18.

Water Consumption Charges

Outstanding Water Consumption Charges 30 June 2017

Water Consumption Charges and arrears as at 30 June 2016 $ 279,212.84

Water Consumption charges and adjustments 2016/17 year to date (YTD)

$1,134,601.97

Amounts collected as at 30 June 2017 ($ 1,153,734.34)

Outstanding Water Consumption Charges $ 260,080.47

The outstanding Water Consumption Charges as at 30 June 2017 represents 18.45% of the total Water Consumption Charges outstanding (compared to 22.43% in June 2016). It is to be noted that the 4th quarter water accounts were levied on 26 June 2017. Agreements to Pay by Arrangement A ratepayer may enter into a written arrangement with Council to repay debt(s) in full, within a reasonable time. A key component of the agreement is that there must be a genuine commitment by the defaulter to extinguish the debt in accordance with the agreement. There are currently 137 ratepayers who have entered into arrangements for the payment of their accounts, totalling $328,344.55. These arrangements for payments are within Council’s Debt Recovery Policy. Debt Recovery Agency The Debt Recovery Agency that acts on behalf of Council is continuing with all debt recovery. (a) Governance/Policy Implications

The overarching governance issue is in ensuring that Glen Innes Severn Council is a well-managed Council. There are a number of policies applicable to the area of rates, water and sewer charges and water consumption charges, including Council’s Debt Recovery Policy, Rates Pensioner Concession Policy, and Rates Hardship Policy. Council’s adopted Operational Plan sets the annual Rates, Water and Sewer Charges.

(b) Legal Implications The collection of outstanding rates and water charges can result in potential legal costs associated with challenges in courts of appeal. However, as these charges are legislative the risk of this action is minor.


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(c) Social Implications The collection of rates and water charges does impact on the community. For this reason Council is always willing to negotiate payment terms with outstanding debtors. Currently there are 137 payment arrangements totalling $328,344.55.


(e) Economic/Asset Management Implications Rates are an important source of income to Council and assist in funding the activities of Council.

CONCLUSION All payment arrangements are consistent with Council’s current Debt Recovery Policy. The outstanding Rates and Charges as at 30 June 2017 represents 6.82% of the total annual Rates and Charges levied and outstanding from previous years by Council (compared with 5.62% in June 2016). A concerted effort will be made to reduce this percentage in 2017/18. The outstanding Water Consumption Charges as at 30 June 2017 is 18.45% of the total Water Consumption Charges outstanding from previous years (compared with 22.43% in June 2016).

RECOMMENDATION

That Council notes the information in this report.


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9.16 Workplace Injury Management Report - June 2017 REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Ann Blunt - WHS Co-ordinator ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: WORK HEALTH AND SAFETY: General PURPOSE The purpose of this report is to keep Council informed of significant Workers Compensation Insurance figures and trends. BACKGROUND Information on Workers Compensation has been provided for the period 1 July 2013 to the present time. (a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Operational Plan Objective GCL 3.4 "To be recognised as a well-managed Council and an employer of choice."

(b) Financial Considerations Council allowed $573,000 in its Operational Plan for the 2016/17 Workers Compensation Insurance premium, which is more than adequate to cover the most recent StateCover premium estimate of $465,806.25 (excluding GST).

COMMENTARY This report covers Workers Compensation figures from 1 July 2013 to 30 June 2017 as follows:

Item 2013/2014 2014/2015 2015/2016 2016/2017

Total Premium $519,700.83 $508,390.42 $459,715.46

$465,806.24 (estimate)

Premium as a % of Gross Wages 5.27% 5.16% 4.78%

4.67% (estimate)

YTD New Claims (Premium Impacting)

N/A N/A N/A 4

YTD New Claims (Non Premium Impacting)

N/A N/A N/A 3

YTD Total New Claims

10

9 13 7

YTD Time Lost Due to Injury (LTI Days)

103

276

288 81

Open Premium Impacting Claims (Previous Years)

N/A N/A N/A 1


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Item 2013/2014 2014/2015 2015/2016 2016/2017

Open Non Premium Impacting Claims (Previous Years)

N/A N/A N/A 2

Open Premium Impacting Claims (Current Year)

N/A N/A N/A 0

Open Non Premium Impacting Claims (Current Year)

N/A N/A N/A 2

Total Open Claims N/A N/A N/A 5

Closed Claims that are still Impacting on Council’s Premium

N/A N/A N/A 13

YTD Actually Paid (excluding estimates) $155,898.44 $123,638.17 $85,241.43 N/A

Total Cost of All Premium Impacting Claims (to date)

N/A N/A N/A $89,749.00

Scheme Performance Rebates

$28,000.00 $32,517.35 $32,320.16

$27,724.40

Note: The figures reported in this table reflect the old reporting methodology used by StateCover until June 2016 (columns one (1) to three (3)), while column four (4) is based on the new reporting methodology introduced on 1 July 2016. No new workers compensation claims occurred during June 2017. Lost time injury days increased only very slightly from the previous month, reflecting the low injury rate for the year and the success of Council’s return to work practices. For the year ending 30 June 2017, the total number of new workers compensation claims, both premium impacting and non-premium impacting, stands at seven (7). According to data derived from StateCover Mutual’s SMART reporting system, this is the lowest number of new claims for Council in any single year since amalgamation in 2004, and starts to compare favourably with average figures from other Councils, as set out in the following table:

Glen Innes Severn Council

Regional Group pf Councils

Base Tariff Premium Category (BTP)

Office of Local Government (OLG)

7.0 7.1 6.1 4.7

The total cost of premium impacting claims for 2016/2017, including costs associated with claims from previous years, stands at $89,749. By comparison, Council’s average annual claims cost for the 12 year period 2005 to 2017 was $201,561. Council’s lowest annual workers compensation claims cost during this period occurred in 2010/11, at $48,098, and the highest cost occurred in 2006/07, at a substantial $808,482. It is interesting to note that Council’s main injury class for 2016/17 was manual handling (sprains and strains). This is also quite consistent with the Local Government industry as a whole. Council has also received its second instalment of the annual StateCover performance rebate, bringing the total rebate for 2016/17 to $27,724.40.


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(a) Governance/Policy Implications There are no governance/policy implications arising from this report.

(b) Legal Implications As far as is practicable, Council has a legal obligation to provide a workplace that is free from risks to health and safety, and an effective and sustainable return to work program for injured workers.

(c) Social Implications There are no significant wider social implications arising from this report.


(e) Economic/Asset Management Implications The insurer’s most recent estimated premium for the 2016/17 financial year is $465,806.25 (excluding GST). Council’s budget estimate is more than sufficient to cover this amount.

CONCLUSION At the conclusion of the 2016/17 financial year, Council’s claims history remains very positive, with a small number of relatively minor claims. Overall time lost also remained low for the year. Council continues to work closely with the insurer to achieve positive return to work outcomes, improve processes through training and education of staff, and to minimise risks and claims costs.

RECOMMENDATION



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9.17 Request to Amend Fees for Life Choices - Support Services and Children and Family Services

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Janine Johnson - Manager of Community Services ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: COMMUNITY SERVICES: Fees and Charges PURPOSE The purpose of this report is to seek Council’s approval to increase the hourly rate for the National Disability Insurance Scheme (NDIS) services provided by Council’s Community Services team, at Life Choices – Support Services (LC-SS) and Children and Family Services (CAFS), and to place the adjusted fee structure on public exhibition. BACKGROUND As is required under Section 377 of the Local Government Act 1993, only Council can set fees and charges, which are published in Council’s annual Operational Plan. The current fees included in the Glen Innes Severn Council Operational Plan 2017-18 for programs at LC-SS and CAFS were set in accordance with the NDIS Price Guide that was current from April to June 2017 when Council was preparing its Operational Plan. As was expected, a new NDIS Price Guide was released in July. To enable Council’s Community Services to claim for services provided at the new rate, amended fees for these services require approval and to be placed on public exhibition for feedback. (a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective CS 3.7.12 'Complete actions within the Disability Inclusion Action Plan 2017/21.'

(b) Financial Considerations The proposed amendments to the fees for Council’s LC-SS and CAFS programs are necessary to maintain sustainable service delivery.

COMMENTARY To remain competitive and maintain sustainable service delivery at LC-SS and CAFS, Council needs to amend its fee structure to bring it into line with the recommended maximum fees listed in the NDIS Price Guide. The proposed new fees are set out in column three (3) in the table on the following page.


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Unit Charged

Current Fee

NDIS Maximum

Price and Proposed

GISC Price in Dollars

Assistance Description

Proposed Life Choices – Support Services Service Fees

Fee/hour 42.79 44.72 Assistance with self-care activities on weekdays (standard).

Fee/hour 46.93 49.04 Assistance with self-care activities on weekday evenings (standard).

Fee/hour 59.36 62.03 Assistance with self-care activities on Saturdays (standard).

Fee/hour 75.96 79.38 Assistance with self-care activities on Sundays (standard).

Fee/hour 92.53 96.69 Assistance with self-care activities on Public Holidays (standard) (excluding Christmas Day and Good Friday).

Fee/hour 45.17 47.20 Assistance with self-care activities on weekdays (high).

Fee/hour 49.53 51.76 Assistance with self-care activities on weekday evenings (high).

Fee/hour 62.66 65.48 Assistance with self-care activities on Saturdays (high).

Fee/hour 80.17 83.78 Assistance with self-care activities on Sundays (high).

Fee/hour 97.68 102.08 Assistance with self-care activities on Public Holidays (high) (excluding Christmas Day and Good Friday).

Each Quote Quote Overnight monitoring of self-care (1 hour assistance).

Each 186.40 194.79 Assistance with self-care - night-time sleepover.

Fee/hour 47.75 49.90 Assistance with self-care active overnight.

Fee/hour 50.42 52.69 Assistance with self-care – overnight (high).

Fee/hour 42.79 44.72 Assistance to access social and recreational activities on weekdays (standard).

Fee/hour 46.93 49.04 Assistance to access social and recreational activities finishing after 8pm weekdays (standard).

Fee/hour 59.36 62.03 Assistance to access social and recreational activities on Saturday (standard).

Fee/hour 75.96 79.38 Assistance to access social and recreational activities on Sunday (standard).

Fee/hour 92.53 96.69 Assistance to access social and recreational activities on Public Holidays (standard) (excluding Christmas Day and Good Friday).

Fee/hour 45.17

47.20 Assistance to access social and recreational activities on weekdays (high).


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Unit Charged

Current Fee

NDIS Maximum

Price and Proposed



Fee/hour 49.53 51.76 Assistance to access social and recreational activities weekday evenings (high).

Fee/hour 62.66 65.48 Assistance to access social and recreational activities on Saturday (high).

Fee/hour 80.17 83.78 Assistance to access social and recreational activities on Sunday (high).

Fee/hour 97.68 102.08 Assistance to access social and recreational activities on Public Holidays (high) (excluding Christmas Day and Good Friday).

Fee/hour 21.39 22.35 Group social and recreational activities on weekdays (1 staff to 2 participants).

Fee/hour 23.46 24.52 Group social and recreational activities finishing after 8pm weekdays (1 staff to 2 participants).

Fee/hour 29.68 31.02 Group social and recreational activities on Saturday (1 staff to 2 participants).

Fee/hour 37.98 39.69 Group social and recreational activities on Sunday (1 staff to 2 participants).

Fee/hour 28.47 29.75 Group social and recreational activities on weekdays (1 staff to 2 participants - high).

Fee/hour 31.24 32.65 Group social and recreational activities finishing after 8pm weekdays (1 to 2 participants - high).

Fee/hour 39.51 41.29 Group social and recreational activities on Saturday (1:2 - high).

Fee/hour 50.56 52.84 Group social and recreational activities on Sunday (1 staff to 2 participants - high).

Fee/hour 19.37 20.24 Centre Based Group weekdays.

Fee/hour 21.26 22.22 Centre Based Group weekday evening.

Fee/hour 28.39 29.67 Centre Based Group Saturday.

Fee/hour 36.31 37.94 Centre Based Group Sunday.

Fee/hour 40.60 42.43 Assistance with personal domestic activities

Fee/hour N/A 44.72 Specialised home-based assistance for a child.

Fee/hour 42.05 43.94 House and or yard maintenance.

Fee/hour 37.70 39.40 House cleaning and other household activities.

Fee/hour 11.11 11.61 Assistance with the cost of preparation and delivery of meals.

Fee/hour 56.61 57.71 Support connection.

Fee/hour 92.27 94.06 Coordination of Supports


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Unit Charged

Current Fee

NDIS Maximum

Price and Proposed



Monthly 96.25 98.12 Financial Intermediary monthly processing.

Once 214.12 218.27 Financial and Service Intermediary set up costs.

Fee/hour 53.10 54.13 Plan Management activities.

Fee/hour 53.99 56.14 Training in planning and plan management.

Fee/hour 56.61 57.71 Assistance with accommodation and tenancy obligations.

Fee/hour 56.61 57.71 Life transition planning including mentoring, peer support and individual skill development.

Fee/hour 55.07 56.14 Individual skills development and training.

Fee/hour 250.00 250.00 Establishment fee for personal care/community access existing participant.

Fee/hour 500.00 500.00 Establishment fee for personal care/community access new participant.

Proposed Children and Family Services Service Fees

Fee/hour 55.07 56.14 Training for carers / parents.

Fee/hour 58.53 59.67 Specialised group early childhood interventions.

Fee/hour 175.57 175.57 Specialised individual therapy for early childhood.

(a) Governance/Policy Implications

Once adopted by Council, the revised fees will form part of Council’s 2017-18 Operational Plan fees and charges.


(c) Social Implications The services listed for fee changes provide a significant socialisation benefit and are extremely important to Council’s consumer base.



CONCLUSION The NDIS Price Guide was released in July. As a result, Council’s fees for NDIS funded disability supports included in the Glen Innes Severn Council Operational Plan 2017-18 require amendment. The amended fees need to be placed on public exhibition for 28 days for public comment prior to being adopted by Council.


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RECOMMENDATION

1. That Council, after consideration of the proposed changes to the fee structure for both Life Choices – Support Services and Children and Family Services, approves the following proposed amended fees for National Disability Insurance Scheme supports to be placed on public exhibition for 28 days:

Unit Charged

Proposed GISC Price in

Dollars


Proposed Life Choices – Support Services Service Fees

Fee/hour 44.72 Assistance with self-care activities on weekdays (standard).

Fee/hour 49.04 Assistance with self-care activities on weekday evenings (standard).

Fee/hour 62.03 Assistance with self-care activities on Saturdays (standard).

Fee/hour 79.38 Assistance with self-care activities on Sundays (standard).

Fee/hour 96.69 Assistance with self-care activities on Public Holidays (standard) (excluding Christmas Day and Good Friday).

Fee/hour 47.20 Assistance with self-care activities on weekdays (high).

Fee/hour 51.76 Assistance with self-care activities on weekday evenings (high).

Fee/hour 65.48 Assistance with self-care activities on Saturdays (high).

Fee/hour 83.78 Assistance with self-care activities on Sundays (high).

Fee/hour 102.08 Assistance to access social and recreational activities on Public Holidays (high) (excluding Christmas Day and Good Friday).

Each Quote Overnight monitoring of self-care (1 hour assistance).

Each 194.79 Assistance with self-care - night-time sleepover.

Fee/hour 49.90 Assistance with self-care active overnight.

Fee/hour 52.69 Assistance with self-care – overnight (high).

Fee/hour 44.72 Assistance to access social and recreational activities on weekdays (standard).

Fee/hour 49.04 Assistance to access social and recreational activities finishing after 8pm weekdays (standard).

Fee/hour 62.03 Assistance to access social and recreational activities on Saturday (standard).

Fee/hour 79.38 Assistance to access social and recreational activities on Sunday (standard).

Fee/hour 96.69 Assistance to access social and recreational activities on Public Holidays (standard) (excluding Christmas Day and Good Friday).

Fee/hour 47.20 Assistance to access social and recreational activities on weekdays (high).


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Fee/hour 51.76 Assistance to access social and recreational activities weekday evenings (high).

Fee/hour 65.48 Assistance to access social and recreational activities on Saturday (high).

Fee/hour 83.78 Assistance to access social and recreational activities on Sunday (high).

Fee/hour 102.08 Assistance to access social and recreational activities on Public Holidays (high) (excluding Christmas Day and Good Friday).

Fee/hour 22.35 Group social and recreational activities on weekdays (1 staff to 2 participants).

Fee/hour 24.52 Group social and recreational activities finishing after 8pm weekdays (1 staff to 2 participants).

Fee/hour 31.02 Group social and recreational activities on Saturday (1 staff to 2 participants).

Fee/hour 39.69 Group social and recreational activities on Sunday (1 staff to 2 participants).

Fee/hour 29.75 Group social and recreational activities on weekdays (1 staff to 2 participants - high).

Fee/hour 32.65 Group social and recreational activities finishing after 8pm weekdays (1 to 2 participants - high).

Fee/hour 41.29 Group social and recreational activities on Saturday (1:2 - high).

Fee/hour 52.84 Group social and recreational activities on Sunday (1 staff to 2 participants - high).

Fee/hour 20.24 Centre Based Group weekdays.

Fee/hour 22.22 Centre Based Group weekday evening.

Fee/hour 29.67 Centre Based Group Saturday.

Fee/hour 37.94 Centre Based Group Sunday.

Fee/hour 42.43 Assistance with personal domestic activities

Fee/hour 44.72 Specialised home-based assistance for a child.

Fee/hour 43.94 House and or yard maintenance.

Fee/hour 39.40 House cleaning and other household activities.

Fee/hour 11.61 Assistance with the cost of preparation and delivery of meals.

Fee/hour 57.71 Support connection.

Fee/hour 94.06 Coordination of Supports

Monthly 98.12 Financial Intermediary monthly processing.

Once 218.27 Financial and Service Intermediary set up costs.

Fee/hour 54.13 Plan Management activities.

Fee/hour 56.14 Training in planning and plan management.

Fee/hour 57.71 Assistance with accommodation and tenancy obligations.

Fee/hour 57.71 Life transition planning including mentoring, peer support and individual skill development.


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2. That Council requests the Director of Corporate and Community Services to prepare a further report to Council after the exhibition period in the event of Council receiving any submissions regarding the proposed amended fees for the Life Choices – Support Services and the Children and Family Services National Disability Insurance Scheme supports. Otherwise, that the amended fees outlined in this report be implemented from 1 September 2017.

3. That the changes made to the Life Choices – Support Services and Children and Family Services fee structures, within the Glen Innes Severn Council Operational Plan 2017-18, are communicated by the Manager of Community Services to all Life Choices – Support Services and Children and Family Services staff.

4. That the Manager of Community Services ensures that all consumers affected by the fee changes for their National Disability Insurance Scheme supports, are notified of the changes prior to their implementation on 1 September 2017. Furthermore, that the consumers’ National Disability Insurance Scheme Agreements are altered (with their agreement) to reflect the changes.

Fee/hour 56.14 Individual skills development and training.

Fee/hour 250.00 Establishment fee for personal care/community access existing participant.

Fee/hour 500.00 Establishment fee for personal care/community access new participant.

Proposed Children and Family Services Service Fees

Fee/hour 56.14 Training for carers / parents.

Fee/hour 59.67 Specialised group early childhood interventions.

Fee/hour 175.57 Specialised individual therapy for early childhood.


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9.18 Review of Life Choices - Support Services Procedure Manual REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Janine Johnson - Manager of Community Services ANNEXURES Annexure A Life Choices - Support Services Procedure Manual

ECM INDEXES Subject Index: SERVICE PROVISION: Community Services PURPOSE The purpose of this report is to present Council with the reviewed Life Choices –Support Services (LC-SS) Procedure Manual, for adoption. (Please refer to the Annexure relating to this report). BACKGROUND The Life Choices – Support Services Procedure Manual was last adopted by Council on 26 May 2016 and is due for review every three (3) years or as required. LC-SS is currently certified as compliant with the quality management system requirements under International Organisation for Standardisation (ISO) 9001:2008 with the Manual outlining the items that LC-SS will be assessed on. The current certification for LC-SS expires on 15 June 2018 and the standard has been revised to ISO 9001:2015. The Manual has recently been reviewed in consultation with relevant staff and given due consideration to the changes required to meet ISO 9001:2015. (a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective CS 3.7.12 'Complete actions within the Disability Inclusion Action Plan 2017/21.' This item also links to Council’s Delivery Program Objective STC 3.2.2 ‘Instil with staff the culture to deliver quality work the first time; for things to be done once and done right – acknowledging the impact of budgetary constraints on this policy direction.’

(b) Financial Considerations There are no specific financial considerations arising from this report.

COMMENTARY The LC-SS Procedure Manual is a necessary part of the LC-SS continuous improvement program. The Manual contains the items which LC-SS is already audited against under the ISO 9001:2008 standard; some of which have had minor amendments. Additionally, new items have been added to meet compliance with the ISO 9001:2015 standard, which has superseded ISO 9001:2008. For the first time, LC-SS will attempt certification against ISO 9001:2015. All changes have been noted in red throughout the Manual and listed in red on page five (5) of the Manual. They are also included in the table on the following page:


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(a) Governance/Policy Implications Once adopted by Council, the revised LC-SS Procedure Manual will inform staff

members at LC-SS. (b) Legal Implications There are no legal implications arising from this report. (c) Social Implications There are social benefits for consumers receiving service provision from the LC-

SS team. The team is guided and informed by the LC-SS Procedure Manual enabling optimum outcomes, choice and control for the consumers.

(d) Environmental Implications There are no environmental implications arising from this report. (e) Economic/Asset Management Implications There are no economic or asset management implications arising from this

report.

CONCLUSION Council’s LC-SS Procedure Manual has been reviewed to include changes that have occurred since the current Manual was adopted in May 2016. Changes are significant in that the Manual now has additional items that will require consistent compliance with, in order to gain certification under the revised quality management system ISO 9001:2015. The main changes include the addition of a Quality Policy and Objectives, and an increased emphasis on risk management and sections on the context of the Manual and leadership. The revised Manual is now presented to Council for adoption.

Item Description of Changes

1.1 Life Choices – Support Services Operational Context – added.

1.3 Leadership has been added.

1.3.1 Management Representative has been added.

1.3.2 Organisational Chart has been reviewed and updated.

1.4 Quality Policy and Objectives – added.

1.5 Clause Matrix – additional items added from ISO 9001:2015.

1.6 Overview of the LC-SS Manual – minor changes.

1.7 Process Flowchart – minor changes.

2.1 Tendering and agreement – added Manager Risk and Compliance.

2.2 Planning – revised responsibility.

2.3 Intake and assessment – added National Disability Insurance Scheme.

2.4.4.1 Consumer service account payment has been reviewed and updated.

2.4.5 Direct Support Services has been amended to reflect minor process changes.

2.5 Equipment purchases for consumers – revised as per Procurement Policy.

3.2 Internal Document Control – changed responsibility to Administration and Quality Officer.

3.5.1 Recruitment and Selection has been reviewed and updated.

3.5.2 Induction and Orientation has been reviewed and updated.

3.8 Risk Management has been added to reflect the processes in place.


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RECOMMENDATION

1. That Council adopts the Life Choices – Support Services Procedure Manual as attached as an Annexure to this report, noting that the changes in the Life Choices – Support Services Manual reflect current practice.

2. That the Manager of Community Services communicates the changes to the newly adopted version of the Life Choices – Support Services Procedure Manual to all Life Choices – Support Services staff and ensure that paper copies of the previous version are replaced with the new version.


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9.19 Library and Learning Centre Report - June 2017 REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Kerry Byrne - Manager of Library / Learning Centre ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: LIBRARY AND PUBLIC INFORMATION ACCESS: General COMMUNITY SERVICES: Reporting PURPOSE The purpose of this report is to keep Council up to date on the monthly statistical data and activities within the Library and Learning Centre. BACKGROUND The Manager of the Library and Learning Centre has a monthly reporting obligation and requirement to Council and the Library Committee. This report is compiled to fulfil that obligation. (a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective CL 5.2 “To have a good quality of life and well-being.” This item also links to Council’s Delivery Program Objective PC 7.2 “To encourage local people to stay in the LGA to train and study, and improve the quality of the local workforce.”

COMMENTARY NAIDOC Reconciliation Week A special storytelling event was held on Thursday, 1 June followed by the painting of an Aboriginal boomerang. A flag raising ceremony was also held with a Welcome to Country given by a member of the Aboriginal playgroup and was followed by a barbeque lunch. Friends of the Library Classic Films Nights The Friends of the Library organise and present a weekly film on Wednesday evenings in the Learning Centre’s Conference Room. In June the films were based on the late 1950s and the early 1960s, with jazz sound tracks. The films were ‘Paris Blues’, ‘I Want To Live’, ‘Elevator To The Gallows’, and ‘All Night Long’ and featured well-known actors such as Paul Newman, Susan Hayward, Sidney Poitier, Louis Armstrong and Charles Mingus. The July program will feature early Rock and Roll films and include, ‘Rock, Rock, Rock’, ‘The Girl Can’t Help It’, ‘Rock Around The Clock’ and ‘Don’t Knock The Rock’ which have lightweight plots, and often B grade acting, and were aimed at teens. Participants receive a classic movie night, a good brewed coffee, tea and biscuits for a small donation.


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Reconciliation Week Painting Display Council purchased two (2) Aboriginal paintings as part of the Reconciliation Week celebrations in June. These painting are ‘My DNA’ by Lloyd Hornsby Gawura and ‘Ngarrabul Serpent Dreaming’ by Adele Chapman-Burgess and are currently on display with the Library’s Aboriginal Collection. Glen Innes Art Gallery Exhibition The Art Gallery’s ‘Wool and Wood’ exhibition featured wool and wood paintings, pottery, drawings, photography and works using wool, alpaca, tapestry, wood carving or spinning. The exhibition was opened with a Gala Afternoon on 3 June and was open until 23 June. LEARNING CENTRE’S CONFERENCE AND MEETING ROOM USAGE During June there were 41 meetings booked into the Learning Centre:

Council

o Library Committee Meeting;

o Library Tuesday History Group: four (4) meetings;

o Ordinary Council Meeting;

o Weekly Wrap With Love Knitting Group meeting: four (4) meetings;

o Library Mahjong Group: five (5) meetings;

o Friends of the Library Classic Movie Night: four (4) meetings;

o Staff Consultative Committee Meeting;

o Councillor Workshop: three (3) meetings;

o Infrastructure Services Meeting;

o Friends of the Library Movie Nights: five (5) nights;

o Australia Day Committee Meeting;

o Council Managers’ Meeting;

o Saleyard Meeting;

o Northern Joint Planning Panel.

DET / TAFE

o TVET Beauty Course.

Art Gallery

o Art Gallery Committee Meeting: two (2) meetings;

o Art Gallery Gala Opening – Wool & Wood.

Commercial Organisations

o Advance Personnel Management: two (2) meetings;

o Glen Innes Family and Youth Services – Safe in our Town.

LIBRARY MONTHLY STATISTICS The Library’s total resource issues for June decreased by one percent (1%) compared to June 2016. The Public Library issues decreased by six percent (6%) and TAFE issues increased 38 percent. The Branch Libraries overall issues decreased by four percent (4%) compared to June 2016. Individually, Deepwater’s issues decreased by 21 percent, Emmaville’s issues increased by 80 percent, and Glencoe issues decreased by 34 percent, compared to June 2016.


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Visitors to the Library for the month were 3,402, or 851 visitors per week.

For more information please see the statistics below:

Library Manager's Report

MONTH: June

ISSUES 2017 Year to Date 2016 % + - Glen Innes Public 5,016 62,612 5,314 -6% Branch Library Transfers 776 8,276 635 22% TAFE 281 2,851 203 38% TOTAL 6,073 73,739 6,152 -1%

Branch Library Issues

Deepwater 177 2,238 223 -21% Emmaville 157 2,017 87 80% Glencoe 76 789 116 -34% TOTAL 410 5,044 426 -4%

INCOME

Internet Printing $ 483.40 $ 4,097.35 $ 220.10 120% Photocopy/Fax $ 94.70 $ 1,252.60 $ 123.85 -24% Coffee Machine $ 356.40 $ 4,107.60 $ 413.00 -14% Conference Room $ - $ 6,764.75 $ -

Inter Library Loan $ - $ 211.50 $ 7.50 -100% Other* $ 16.80 $ 3,937.65 $ 16.80 0% TOTAL $ 951.30 $ 20,371.45 $ 781.25 22%

*Other includes Replacement of Books, Cards and Donations.

Members

GISC 5,118 4,745 8% Others (outside LGA) 151 142 6% TAFE 134 172 -22% TOTAL 5,403 5,059 7%

People Counter 3,402 38,989 3,634 -6%

History Group 33 259 34 -3%

Internet Usage

Deepwater 17 170 17 0%

Emmaville 17 165 1 1600%

Public 1,222 14,778 780 57% WIFI 485 7,954 528 -8% TAFE 277 16,693 235 18% TOTAL 2,018 39,760 1,561 29%


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Home Library Service

Members

Glen Innes 50 41 22% Deepwater 3 3 0% Emmaville 3 3 0%

56 47 19% Issues

Glen Innes 279 2,515 380 -27% Deepwater 4 86 4 0% Emmaville 53 160 27 96%

336 2,761 411 -18%

Art Gallery Visitors 213 1,473 195 9%

UNE/TNE STUDY CENTRE

UNE Members 46 41 12% TAFE Members 14 12 17%

Capital Collection Expenditure Description Budget Expenditure

to date

Completed Comments

NTCLS - E-Resources $3,000 $3,000.00 100% *Physically completed. NTCLS - Coop Library Services $6,000 $6,000.00 100% *Physically completed.

Public access Computers @ $1,500 $10,000 $10,000 100% *Physically completed.

Book purchases from donations $4,000 2,965.68 74%

Did not receive $4,000 in donations, *physically completed.

Local Priority Grant $23,000 23,097.46 100% *Physically completed.

Library Books $25,000 $25,000 100% *Physically completed. *Figures on physically completed items may change due to accounting adjustments and invoices being received after the physical completion of the project.


The Library has in place relevant operational policies and this report is produced to inform Council and the community on the monthly activities at the Library and Learning Centre.


(c) Social Implications Monthly cultural activities and educational events support and contribute to the Glen Innes Severn community’s cultural well-being, quality of life, literacy and intellectual growth.


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(d) Environmental Implications The Library and Learning Centre has 56 solar panels installed on the Learning Centre’s roof to reduce its ecological footprint, to limit its consumption of energy, and to ensure sustainability of services for the future.

(e) Economic/Asset Management Implications

The Library and Learning Centre provides services to the Glen Innes Severn community to enrich culture, education and learning, and community well-being which contributes and supports the growing of Glen Innes Severn Council’s economic asset and environment.

CONCLUSION The Library and Learning Centre continues to be a well-used community facility which endeavours to offer a range of regular educational and cultural activities for the community’s quality of life and well-being.

RECOMMENDATION



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9.20 Department of Corporate and Community Services: Monthly Report - May and June 2017

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Anna Watt - Director of Corporate and Community Services ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Reporting PURPOSE The purpose of this report is to provide statistical information of activities within Council’s Corporate and Community Services Department for the period May and June 2017. BACKGROUND The Corporate and Community Services Department of Council is responsible for the following key functions:

Administration and Human Resources;

Finance (see separate report);

Rates (see separate report);

Community Services;

Media and Communication;

Risk and Compliance;

Work Health and Safety (see separate report);

Library Services (see separate report).


Actions within the Operational Plan 2016/17 include transparency (Governance and Civic Leadership) and the aim of continuous improvement. This statistics report delivers a snapshot of activities in the Corporate and Community Services Department.

(b) Financial Considerations Where there may be a budget related consideration, this will be addressed in a separate report.

COMMENTARY A report of statistical data is to be presented to Council each month for comparison purposes and for Councillors’ information.


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Number of applications for 603 Certificates as to Rates and Charges:

May June

29 25

COMMUNICATIONS AND MEDIA

Facebook

May June

Glen Innes Severn Council Facebook ‘Page Likes’ at the end of the month

307 331

Number of Posts 35 17

The Most Popular Posts for June 2017:

Reach Post Clicks

Likes / Comments

/ Shares

Positions Vacant – Ongoing Casual Positions

5,302 1,030 60

Chill n Glen Launch 887 76 26

Library Team preparing for RFID tagging 497 60 8

Visitor Information Centre TripAdvisor Certificate of Excellence

495 10 14

White Rock Solar Farm Industry Briefing 492 87 15

Review of Local Orders Policy No. 1 – Guidelines for the Keeping of Animals for Domestic Purposes

317 73 25

Media Releases for June 2017:

Date to Media

Details

08/6/17 Reversal of Fire Emergency Services Levy

NB. The number of media releases prepared for June 2017 is low due to the Communications and Committee Liaison Officer being on annual leave from 14 June until 10 July 2017.

Other Publications:

Disability Inclusion Plan Awards Submission: Local Government NSW Other Events: Brain Gym Workshop: Council engaged educational Kinesiologist and Brain Gym consultant, Claire Hocking, to provide a free workshop to professionals and families at the Town Hall on Friday, 2 June. The workshop was attended by 40 teachers, health professionals, therapists, child care professionals, parents, carers, and other interested people who learnt easy brain integration techniques for the promotion of effective learning, behaviour and development.


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ICE Forum: Council partnered with the Community Drug Action Team to present a forum about the management of Crystalline Methamphetamine (commonly known as ICE). Guest speakers included Annie Bleeker, Dr Ross Haron, and Inspector Roger Best. Complaints – 2016/17 Financial Year Complaints range across all areas of Council.

Month Complaints Received

July 0

August 1

September 0

October 2

November 1

December 1

January 0

February 0

March 2

April 2

May 2

June 2

TOTAL 13

Thirteen (13) complaints have been received during the 2016/17 financial year; 12 of which have been resolved, leaving one (1) complaint still to be resolved. All complaints from the 2015/16 financial year have been resolved. HUMAN RESOURCES Recruitment: July 2016 to June 2017

Month Positions Advertised Filled

July Lifestyle Support Facilitator Yes

August Parks Assistant – Unqualified (2 positions) Yes

Grants Officer Yes

September Customer Service Officer Yes

Town Planner (withdrawn) N/A

Personal Assistant (DIS) Yes

October Nil N/A

November Management Accountant Yes


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RISK MANAGEMENT

Description Incidents

May June YTD

Public Incident Report (slip, trip and falls etc.) 1 2 14

Public Property Damage (including roots, trees, sewers, vehicles)

1 0 12

Other:

Crypto Locker Attacks etc.

0 0 0

Council Motor Vehicle / Plant Damage 0 0 2

Council Property Damage 0 0 1

COMMUNITY SERVICES Community Development Activities

Meetings and Forums

May June

Community Access Committee Meeting. Brain Gym Community Information Session.

Mental Health Needs Assessment Forum.

Safe in Our Town Meeting.

Community Drug Action Team Meeting. Biggest Self Defence Class Meeting.

Skilled Construction Worker (Concrete) (Internal) Yes

December Nil N/A

January Finance Officer Yes

Ranger Yes

Direct Support Coordinator Yes

February Landfill Attendant (Emmaville) (Internal) No

Debtors Officer Yes

Manager of Integrated Water Services (withdrawn) No

Heavy Plant Operators (Temporary) (Internal) – 2 positions Yes

March Customer Service Officer Yes

April Integrated Water Services Field Operator No

May Sales and Delivery Operator No

June Manager of Infrastructure Delivery No

Activity Support Facilitator (2 positions) No


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Targeted Earlier Intervention Reform Meeting at Armidale.

Community Drug Action Team Meeting.

Coordination Meeting regarding the Home and Life Expo.

Targeted Earlier Intervention Reform Meeting.

Volunteer Afternoon Tea. Interagency Meeting.

Safe in Our Town Meeting. Community Centre photo meeting (Defibrillator).

Biggest Morning Tea. ICE Forum.

Community Centre Management Committee Meeting.

Community Centre Management Committee Meeting.

National Reconciliation Week Luncheon.

Youth Services

Meetings and Forums

May June

Coordination of a sensory group for young people with a disability.

Coordination of a sensory group for young people with a disability.

Attended a Community Drug Action Team meeting.

Co-coordination/ Attended a Community Drug Action Team Ice Forum.

Coordination of Youth Week evaluation meeting.

Attended an Interagency meeting.

Coordination of NAIDOC Week celebrations planning meetings.

Coordination of NAIDOC Week celebrations and planning meetings.

Attended have your say on mental health services consultation meeting.

Attended a Safe In Our town meeting.

Assisted in the coordination of the Reconciliation Luncheon

Life Choices - Support Services Council’s Life Choices – Support Services provide a range of services across the New England North West Region, mainly in the Glen Innes Severn, Inverell and Tenterfield Local Government Areas (LGA).

These services are predominantly funded either by the NSW Department of Family and Community Services, Ageing Disability and Home Care (ADHC) for younger people with a disability or the Commonwealth Department of Health (DOH) for older people. The heading “Private Funding Source” below, relates to any funding coming from any source other than ADHC or DOH. Examples of this might be another organisation hiring our staff to provide services or an individual paying for a service from their own personal funds.

The number of ADHC funded consumers will decrease to zero after June for Life Choices – Support Services, with these people moving to the National Disability Insurance Scheme (NDIS). Under the NDIS and Private Funding Council doesn’t hold any funding, but rather performs a fee for service.


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Number of Consumers by Local Government Area and Funding Source

Local Government Area

Total Number of Consumers

NDIS People who are Older

(DoH)

Younger people (ADHC)

Private Funding Source

May June May June May June May June May June

Glen Innes Severn 371 378 35 39 301 308 32 31 5 5

Armidale 3 0 0 0 0 0 3 0 0 0

Gunnedah 1 0 0 0 0 0 0 0 0 0

Guyra 12 9 0 0 7 7 6 2 1 1

Gwydir 13 10 1 1 7 6 4 3 1 1

Inverell Shire 52 34 0 0 29 24 22 10 1 1

Liverpool Plains 0 0 0 0 1 0 0 0 0 0

Moree Plains 0 0 0 0 0 0 1 0 0 0

Narrabri 0 0 0 0 0 0 0 0 0 0

Tamworth Regional 2 1 0 0 0 0 2 1 0 0

Tenterfield 38 25 0 0 20 17 18 8 0 0

Uralla 0 0 0 0 0 0 0 0 0 0

Walcha 0 0 0 0 0 0 0 0 0 0

Total 492 457 36 40 365 362 88 55 8 8

Children and Family Services - Out of School Care

May June 2016/17

Number of booked children (average) per

day

Number of booked children (average) per

day

Budgeted number of enrolled children per day

After School Care 15.8 14.2 8

Vacation Care Nil Nil 15

Vacation Care – Pupil Free Day

Nil Nil 15

Children and Family Services - Early Intervention Services

May June

Program Location Group/

Individual Activity

No. of Children

No. of Children

Early Intervention: Glen Innes Severn Both Support/ therapy/

teaching 17 15

Early Intervention: New England Region

Both

Extending Early

Intervention

Brokered services

18 26

Early Intervention: Stronger Together

Glen Innes Severn Both Various 4 3

Early Intervention: Stronger Together 5 to 8 years

Deepwater School Group Drumbeat 13 11

Early Childhood Early Intervention Transition Provider

Glen Innes Severn Individual Planning Sessions 6 6

TOTAL (Early Intervention Programs) 58 61


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Children and Family Services – Supported Family Programs

May June May June

Program Location No. of Families No. of Families No. of

Children

No. of

Children

My Time Glen Innes Severn

12 14 10 9

Supported Playgroups: Wytaliba Playgroup

Wytaliba 5 6 8 7

Aboriginal Playgroup

Glen Innes 4 4 6 5

Red Range Playgroup

Red Range 3

0 – Playgroup

relocation due to

low attendance

4 0

TOTAL 24 24 28 21

CORPORATE AND COMMUNITY SERVICES CAPITAL PROJECTS PROGRESS REPORT AS OF JUNE 2017

Description Budget Approved

Budget Variation

Expenditure Year to Date

Completed Comments

New Finance System and Implementation

$40,000 ($40,000) $0 N/A Expenditure has been deferred until 2017/18.

Microsoft Office Pro Plus 2016 Govt (40)

$20,000 Nil $19,489.60 Yes Project completed.

Microsoft SQL Server 2014+ 80 CALs


Microsoft Exchange Server 2016+ 125 CALs


Interactive White Board $3,000 Nil $2,497.90 Yes This item has been ordered.

Upgrade of Remote Desktop Services

$3,000 Nil $1,500.00 Yes Project completed, savings incurred.

Fibre Optic Upgrades for disaster recovery

$20,000 Nil $19,000.00 Yes

Work has been completed; testing the link is currently being arranged with RMT.

Two Way Portable PA System for Town Hall



Administrative, Financial Services, Communications/Media and Risk and Compliance Services are provided to all areas of Council. These services are provided with an aim of transparency and continuous improvement.



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(c) Social Implications Council’s Community Services provide a range of support services to all age groups. These services build on the social capital of the Local Government Area.


(e) Economic/Asset Management Implications The economic implications of Community Services are positive, in that these services provide employment opportunities, as well as a service to community members.

CONCLUSION The statistics provided in this report deliver information to Council on the key activities undertaken in Council’s Corporate and Community Services Directorate for the months of May and June 2017.

RECOMMENDATION



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9.21 Review of the Limit of Delegated Authority in Dealing with Development Applications and Complying Development Certificates Policy

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Graham Price - Director of Development, Planning and

Regulatory Services ANNEXURES Annexure A Limit of Delegated Authority Policy

ECM INDEXES Subject Index: POLICY: Corporate Management DEVELOPMENT AND BUILDING CONTROLS: Applications PURPOSE The purpose of this report is to present Council with the reviewed Limit of Delegated Authority in Dealing with Development Applications and Complying Development Certificates Policy, for adoption. Please refer to Annexure A relating to this report. BACKGROUND The Limit of Delegated Authority in Dealing with Development Applications and Complying Development Certificates Policy was last adopted by Council on 22 May 2014 and is due for review every three (3) years. The document has recently been reviewed in consultation with relevant staff. The policy has been formulated taking into consideration guidelines of the Office of Local Government and the Independent Commission against Corruption (ICAC). It is the aim of the policy to ensure that development decisions are properly made, and that parties involved in the development process are dealt with fairly to avoid impropriety. It also aims to avoid any occasion for suspicion and any appearance of improper conduct by both Council and individual staff members involved in development assessment roles. (a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective IM 1.3.1 ‘Maintain appropriate levels of service across the LGA.’

(b) Financial Considerations There are no direct financial implications in the adoption of the policy. However, the policy dictates the use of external planning expertise in certain instances to ensure that development applications which involve Council are dealt with in a clear and transparent manner. No financial provision for external consultants has been made in the 2017-18 Operational Plan.

COMMENTARY Pursuant to section 378(2) of the Local Government Act 1993, the General Manager has delegated certain functions under the Environmental Planning and Assessment Act 1979 to the Director of Development, Planning and Regulatory Services. These functions allow the Director to determine development and complying development


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applications in a timely and efficient manner. The delegation further allows for granting consent, either conditionally or subject to conditions, or refusing applications. The policy has some minor amendments and these include: 1. Minor changes reflecting Government Department name changes and staff title

changes.

2. Clause 2.2 has been clarified to reflect that only development applications can be approved by Council. A complying development application must be approved within 20 days where it is notified to adjoining neighbours and 10 days in all other instances. Under the provisions of section 85A(7) of the Environmental Planning and Assessment Act 1979 the Council or an accredited certifier must not refuse to issue a complying development certificate if the proposed development complies with the development standards applicable.

3. Changes to the assessment of development applications whereby Council is the

applicant by increasing the amounts which trigger the different levels of assessment. These figures have remained unchanged since the original adoption of the policy in 2008.

Where development does not exceed $500,000 (increased from the previous level of $250,000) the application is to be assessed by the Department of Development, Planning and Regulatory Services staff, approved by the Director of Development, Planning and Regulatory Services and reported to Council’s Ordinary monthly meeting. Where development exceeds $500,000 and is not greater than $1,000,000 (increased from the previous level of $250,000 to $750,000) in value, the application is to be assessed by the Department of Development, Planning and Regulatory Services staff and a report is to be considered by full Council.

Where development exceeds $1,000,000, assessment of the application is to be conducted by a suitably qualified Town Planner, independent of Council, and a report is to be considered by the full Council. This has been increased from the previous level of $750,000. All other amounts specified in the policy remain unchanged.

It is considered that the above changes will not affect the effective implementation of the policy. This policy continues to provide staff with an effective tool when dealing with development and construction certificate applications. (a) Governance/Policy Implications

Once adopted by Council, the revised Limit of Delegated Authority in Dealing with Development Applications and Complying Development Certificates Policy will become policy of Council. The proposed policy supplements the Model Code of Conduct and prescribes work methods that constrict the opportunity for covert contact, the formation of corrupt relationships, and the passage of corrupt decisions.

(b) Legal Implications All councils are obliged to comply with a minimum standard in the Model Code of Conduct for Local Councils in NSW (the Model Code of Conduct), which has been adopted pursuant to section 440 of the Local Government Act 1993.


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(c) Social Implications

The policy aims to ensure that development decisions are properly made and that parties involved in the development process are dealt with fairly to avoid impropriety. It also aims to avoid any occasion for suspicion and any appearance of improper conduct.



CONCLUSION In determining development applications, it is essential that Council remains conscious of the potential for even the slightest impropriety that may lead to suspicion of misconduct. The policy aims to ensure that Council and staff do not take advantage of their positions to improperly influence other Council officials in the performance of their public or professional duties to secure a private benefit for themselves or for anybody else. The policy also ensures that Council and staff do not take advantage (or seek to take advantage) of their status or position with, or functions performed for Council, in order to obtain unauthorised or unfair benefit for themselves or for any other person or body. The policy also ensures that Council as a whole deals with applications of public interest. Council’s Limit of Delegated Authority in Dealing with Development Applications and Complying Development Certificates Policy has been reviewed to include changes that have occurred since the current policy was adopted in May 2014. Changes are relatively minor in nature and the revised Policy is now presented to Council for adoption.

RECOMMENDATION

1. That Council adopts the Limit of Delegated Authority in Dealing with Development Applications and Complying Development Certificates Policy as attached as an Annexure to this report.

2. That the Limit of Delegated Authority in Dealing with Development Applications and Complying Development Certificates Policy is communicated to all Development Assessment Unit members and is made accessible through Council’s Intranet and Policy Register.


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9.22 Saleyards Fees and Charges - Sheep and Lambs Processing Charge

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Graham Price - Director of Development, Planning and

Regulatory Services ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: FINANCIAL MANAGEMENT: Fees and Charges SALEYARDS: General PURPOSE The purpose of this report is to advertise the selling charge for sheep and lambs sold at regular sheep sales at the Glen Innes Saleyards which was omitted from the 2017-18 Fees and Charges as advertised. BACKGROUND Council advertised its 2017-18 Operational Plan, including proposed fees and charges, for public comment for 28 days with submissions closing on 2 June 2017. The processing charge for the sale of lambs and sheep at the Glen Innes Saleyards was inadvertently omitted from the 2017-18 fees and charges. (a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective ED 4.2.1 'Investigate the current role of the Saleyards contributing to the local economy on a direct and indirect basis.'

(b) Financial Considerations Income from sheep and lambs sold through the Saleyards, as at 22 June 2017 was $44,258.73. The adopted fee in 2016-17 Operational Plan was $0.85 per head including GST. The 2017-18 income from the sale of sheep and cattle through the regular weekly or fortnightly sales is estimated to be $100,000. If Council does not adopt a processing charge for sheep and lambs sold at regular sheep sales it will have a negative impact on the Saleyards budget of approximately $40,000 to $50,000 depending on the number of sheep sold.

COMMENTARY Unfortunately, the processing charge for sheep and lambs sold at the regular sheep sales was inadvertently omitted from the 2017-18 fees and charges. The 2016-17 charge was $0.85 per head, including GST. It is recommended that the 2017-18 fee be increased to $0.87 per head, including GST, which is an increase consistent with the current CPI. It is recommended that the charge remain at the 2016-17 charge of $0.85 until such time as the new fee is adopted. (a) Governance/Policy Implications

Information on how Council determines fees and charges is provided in the Office of Local Government - Council Rating and Revenue Raising Manual 2007.


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(b) Legal Implications

A Council must not determine the amount of a fee until it has given public notice of the fee in accordance with section 405 of the Local Government Act 1993 and has considered any submissions duly made to it during the period of public notice. However, if after the date on which the Operational Plan commences a new or altered fee is proposed, the Council must give public notice for at least 28 days of the fee proposed for the new or changed service.

(c) Social Implications The Glen Innes Saleyards is an important item of infrastructure to the local business and agricultural community. Cattle and sheep to the value of more than $20 million were sold through the Glen Innes Saleyards in 2015-16, and in excess of $23 million in 2016-17.

(d) Environmental Implications There are no specific environmental implications regarding this matter.

(e) Economic/Asset Management Implications If a fee is not adopted for the processing of sheep and lambs at regular sheep sales it will create a significant financial deficit in the operation of the Saleyards. Historically the Saleyards has had the capacity to fund its depreciation costs through an operating surplus. However, with the numbers of both sheep and cattle being sold through the saleyards decreasing, this may be difficult to achieve into the future.

CONCLUSION A key strategic objective of the 2017-18 Operational Plan is for Council to consider the future of the Glen Innes Saleyards and determine the level of subsidisation Council may wish to provide to maintain the on-going viability of the Saleyards. A further report in this regard will be prepared for Council’s consideration during 2017-18.

RECOMMENDATION

1. That Council adopts a Sheep and Lambs – Processing Charge of $0.87, including GST, for sheep and lambs sold at regular sheep sales at the Glen Innes Saleyards.

2. That the existing Sheep and Lambs – Processing Charge of $0.85, including GST, remain in place until such time as the new fee is adopted by Council.

3. That Council advertises the above-mentioned charges for public comment for a period of 28 days.

4. That Council displays the proposed charges on Council’s website, and that they be available for viewing at the following locations:

Council’s Town Hall Office;

Council’s Church Street Office;

The Glen Innes Severn Library Learning Centre;

The Village Post Offices at Deepwater, Emmaville and Glencoe.


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5. That Council requests the Director of Development, Planning and Regulatory Services to prepare a further report to Council after the 28 days of public exhibition in the event of Council receiving submissions objecting to the proposed amendment; otherwise, that the proposed amendment be included in Council’s 2017-18 list of fees and charges.


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9.23 Economic Value of the 2017 Australian Celtic Festival and Minerama Fossicking, Gem and Jewellery Show

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Peter Teschner - Manager of Tourism and Events ANNEXURES Annexure A 2017 SCU Celtic Festival Survey Annexure B 2017 SCU Minerama Survey

ECM INDEXES Subject Index: EVENTS – Australian Celtic Festival EVENTS – Minerama Fossicking, Gem and Jewellery Show PURPOSE The purpose of this report is to update Council on the outcome of the Visitor Surveys undertaken by Southern Cross University (SCU) for the 2017 Australian Celtic Festival and 2017 Minerama Fossicking, Gem and Jewellery Show. In particular, the Surveys undertook research to determine the value of these two (2) events to the Visitor Economy. EXECUTIVE SUMMARY Tourism is the second largest annual economic driver in our Local Government Area (LGA) at $50 million (Ref: 2011-14 LGA Profile Destination NSW (DNSW)) after Agriculture at $65 million (Ref: 2006 Australian Bureau of Statistics (ABS)). Over the past 12 months we have also seen an uplift in the local economy due to the construction of the White Rock and Sapphire Wind Farms. With the recent commencement of the White Rock Solar Farm, further benefits will continue to accrue to our LGA in the short to medium term. However, if tourism is managed, and adequately resourced, it will continue to provide economic benefit to the community. Events play a major part in contributing to this long-term goal with over 100 events listed on our Tourism Website for the 2016/17 year. There are other major events that should not be overlooked such as the Glen Innes Agricultural Show and the Glen Show Jumping Event. Added to this is Glen on Wheels, Emmaville Sheep Races, New England Car Rally and a slew of minor events. Southern Cross University undertook Visitor Surveys in 2017 for both the Australian Celtic Festival and the Minerama Fossicking Gem and Jewellery Show principally to determine the contribution to the Visitor Economy.

This report endeavours to calculate the economic value of these Festivals to the Glen Innes Severn LGA noting that leakage will occur from the Festivals due to visiting traders as well as multinationals who operate in the LGA. The estimated value to the visitor economy of both Festivals amounts to a combined total of $4,531,200 following application of the flow-on effect of the tourism industry to the economy. In New South Wales, for every dollar spent in the tourism industry, an additional $0.81c* is spent elsewhere in the economy. (Ref: Tourism Trade Research – Tourism Division of Austrade).


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https://www.tra.gov.au/ArticleDocuments/254/State%20summaries_2015-16.pdf.aspx?Embed=Y Due to the nature and length of the two (2) reports, only the SCU Summary from both Surveys has been included in this report with further in-depth information available from both attachments. BACKGROUND The Australian Celtic Festival celebrated its 25th Festival this year recognising Ireland. The past estimate of the Festival’s value to the Visitor Economy was $1.4 million and was provided some ten (10) years ago. This estimate was based loosely on the approximate number of attendees multiplied by an average expenditure of $300 per person. It is understood that no in depth survey was in fact carried out and whether the value was considered as a direct or indirect contribution or a combination of both. The 2017 SCU Survey is the second Visitor Survey carried out for the Celtic Festival, with the first concentrating more specifically on the Festival performance and improvements. Minerama, whilst celebrating its 28th Festival this year, has not enjoyed the benefit of estimating the value to the Visitor Economy at any known time in the past. SCU has now carried out three (3) visitor surveys for Minerama, with the latest survey providing a value to the Visitor Economy. The former two (2) surveys (like the Celtic Festival) were specifically directed toward the Show’s performance and recommended improvements. (a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective ED 1.3.1 'Review tourism opportunities and promotion with a particular focus on strengthening accessibility and providing incentives to draw visitors into the Glen Innes Highlands.'

(b) Financial Considerations Council will be aware that for a number of years the value of the Australian Celtic Festival to the Visitor Economy has been quoted at $1.4m. However, no estimate was attached to Minerama. Whilst both Festivals, over the years, have attracted major partners (Glen Innes and District Services Club $32,000 – past three (3) years), Council has been the major financial supporter; not discounting the fact that both Festivals generate their own income, with Minerama holding an estimated $15,000 in reserves at end 2017/18.

Council’s Event Prioritisation and Event Policy (adopted 27 November 2014) recognises the Australian Celtic Festival and the Minerama Fossicking, Gem and Jewellery Show as Signature and Key Events, attracting up to a maximum of $150,00 of funding per year (Celtic Festival $100,000 – Minerama $50,000).

The following table details Council’s direct contribution to the Festivals over the past three (3) years and the estimated contribution to the Visitor Economy:

https://www.tra.gov.au/ArticleDocuments/254/State%20summaries_2015-16.pdf.aspx?Embed=Y

https://www.tra.gov.au/ArticleDocuments/254/State%20summaries_2015-16.pdf.aspx?Embed=Y


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FESTIVAL

YEAR

COUNCIL

ACF FESTIVAL $

ACF INCOME

$

VALUE TO VISITOR

ECONOMY $

2015 $79,012 $119,007 $1,400,000

2016 $81,671 $121,438 $1,400,000

2017 $90,0061 $181,2601 $2,996,800

1. Estimated – Final accounts not completed to 30 June 17

FESTIVAL

YEAR

COUNCIL

MINERAMA $

MINERAMA INCOME $

VALUE TO VISITOR

ECONOMY $

2015 $16,931 $20,725 Unknown

2016 $15,625 $20,803 Unknown

2017 $14,8951 $23,9021 $1,534,400

The 2017-18 Operational Plan has the following allocation for the 2018 Australian Celtic Festival:

Estimated Income $117,850 Estimated Committee Festival Expenditure $134,700 Council Contribution (wages, traffic control) $ 81,319 The total proposed Council subsidy for the 2018 Festival is $98,169. The 2017-18 Operational Plan has the following allocation for the 2018 Minerama Fossicking, Gem and Jewellery Show: Estimated Income $44,500 Estimated Committee Festival Expenditure $37,650 Council Contribution (wages, traffic control) $15,154 The total proposed Council subsidy for the 2018 Minerama Festival is $8,304. In addition, the Minerama Committee has approximately $28,000 in reserve which has been accumulated as a result of a number of successful events being conducted.

COMMENTARY Understanding the Data The primary purpose of the two (2) SCU Surveys was to estimate the value to the Visitor Economy to the Glen Innes Severn LGA. This report discusses the Australian Celtic Festival and Minerama and then draws a conclusion on the overall benefit to the Visitor Economy. However, as noted earlier there are over 100 events which occur each year in the LGA. The Celtic Festival and Minerama should not be treated in isolation as all events continue to provide a significant longer term benefit to our community. The contribution of tourism to the Australian Tourism Economy overall, is split into two (2) categories: 1. Direct Contribution, which is money spent directly in the Tourism industry – without

a Tourism Industry in Australia, New South Wales and Glen Innes Severn, this money would not be generated nor employment created.


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2. Indirect Contribution, which is the flow on effect of the Tourism industry - in New

South Wales, for every dollar spent in the Tourism industry, an additional $0.81c is spent elsewhere in the economy.

There are, however, a number of categories within both Celtic Festival and Minerama SCU Surveys where leakage will occur from the economic value to the LGA. This is due to visiting traders, multinationals and absentee owners who operate a business in the LGA. An attempt has been made to recognise a reasonable figure for this leakage. When estimating the value of each Festival, Dr James Donnelly (SCU Researcher) has advised that it not unreasonable to take into consideration leakage based on known local factors. In interpreting the results of the surveys it should be appreciated that, as with all sample surveys, the results are subject to sampling variability and therefore may differ from figures that would have been obtained if the entire Festival attendance had been included in the surveys. SCU has not adjusted the sample survey to take into account a possible degree of difference, which indicates the extent to which a sample might vary by chance from the true figure because only a sample of the visitors was included. Extract - SCU Executive Summary – Australian Celtic Festival This report presents the findings from a visitor survey conducted at the 2017 Australian Celtic Festival. It represents the collaborative work of the authors and Mr Peter Teschner Manager Tourism and Events Glen Innes Severn Council (GISC)). The main aim of this research was to estimate the value of the Visitor Economy using the demographic profile of attendees and factors that contributed to their decisions to attend the Festival. In addition, the survey sampled opinions from attendees at various sites over the course of the festival to assess which features of the program and setting were positive or negative. Lastly, we provided the opportunity for respondents to offer their comments and suggestions. Surveys were completed by one hundred and seventy-four (174) attendees over 3 days. With an estimated attendance at the Festival of approximately 4500 adults (with approximately 500 children who were not assessed) this represents 4% of potential respondents. One hundred and twenty-six (126) were from outside the New England/Northwest region. Almost half of the entire sample noted that this was their first visit to the Australian Celtic Festival and 56.9% indicated that they intended to return next year. The findings indicated that the 2017 Australian Celtic Festival was attended by a wide range of Australians (aged 18 to over 75; balanced number of males and females; from primarily NSW and Southern Queensland locations). However, the majority of attendees (68.9%) were over 45 years old. Understanding how to increase appeal to the younger age groups could be the focus of future market research. Respondents noted that their Festival attendance was motivated by entertainment, doing something relaxing/good for their wellbeing and sharing the experience with friends. Few agreed that to increase their knowledge of or get exposure for their products and services, or to compete were their reasons for attending. An estimate of total expenditures is included for specific categories (approximately $2,684,315). Included in this total expenditure estimate is spending by attendees on a


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category called ‘other travel costs’ which added $263,250. What items or activities

accounted for these costs was not explained by the respondents. Expenditure for accommodation was the item to receive the most responses in higher expenditure brackets, with more than 40% of respondents spending more than $100. Of important significance is that 200 traders and 400 performers also participated in the event, used local accommodation and spent on food at the Festival and in town. As they were not directly measured by the authors, none of these expenditures are included in the current economic impact estimate but should be noted as a significant economic feature of the event. Future surveys should target these groups separately to capture their contribution to the community. Of note in this regard, the research assistants attended a local pub buffet and found that Celtic Festival entertainers spontaneously offered a free concert at the local restaurant that brought in paying customers and added to the community feel that is fostered by this Festival. Survey responses indicated a rating of Satisfied or Very Satisfied regarding overall satisfaction for 83.3% of the attendees. Only 10.9% noted that they were Neutral with the Festival overall and no one indicated being dissatisfied or very dissatisfied with the event. The only individual feature of the festival that was rated as Poor by attendees was entertainment for children. Entertainment for adults and the venue were rated as excellent. Seating was noted as the least favourable feature and negative comments about the printed schedule and arrangement of seating and staging of main events suggest that these features require serious attention as they led to significant distress for some. Saturday and Sunday were by far the most preferred days for the 2017 Celtic Festival with only 10% indicating that Friday and Saturday would be favoured. Estimating the Value of the Celtic Festival As mentioned earlier, consideration has been given to estimating the leakage from the value of the Celtic Festival noting that the SCU report uses 4,500 unique attendees and the fact that 200 traders and 400 entertainers were not considered in the review. To attempt to determine the leakage the following factors have been taken into consideration:

Food purchased at the Festival $310,450 – 90% of food traders are not resident in Glen Innes Severn LGA. An amount of $250,450 for leakage is considered reasonable.

Petrol purchased in Town $253,575 – Caltex (multinational), as well as other absentee owners. There is also the chance that responders included their total fuel costs for the entire trip. An amount of $203,575 for leakage is considered reasonable.

Food purchased in Town $342,000 – Woolworths and Coles would certainly have benefited from the Festival. It is almost impossible to determine the leakage from town versus food bought by local eateries and visitors. An amount of $100,000 is considered reasonable for this leakage.

Souvenirs purchased at Festival $202,500 – Some 25% of traders were local. An amount of $152,500 is considered reasonable for this leakage.

Non Food Purchases at Festival $229,500 – A similar allowance has been made to the Souvenir category, with 25% of traders being local. An amount of $179,500 is considered reasonable for this leakage.


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Other Costs $263,250 – Responders did not clarify the type of expenditure. An amount of $143,250 (50%) is considered reasonable for this leakage.

The following data has been extracted from the report with adjustments made for leakage.

ITEM Direct Tourism

Contribution

$

Leakage

$

Adjusted Direct Tourism

Contribution GISC $

Combined

Direct and Indirect Tourism Multiplier

Applied 1.81*

$

Food at Festival $310,450 -$250,450 $60,000 $108,600

Food in Town $342,000 -$100,000 $242,000 $438,000

Accommodation $551,250 N/A $551,250 $997,800

Souvenirs $202,500 -$152,500 $50,000 $90,500

Fees for Activities $301,500 N/A $301,500 $545,700

Non-Food Purchases at Festival

$229,500 -$179,500 $50,000 $90,500

Non-Food Purchases in Town

$230,950 N/A $230,950 $418,000

Petrol in Town $253,575 -$203,575 $50,000 $90,500

Other Costs $263,250 -$143,250 $120,000 $217,200

DIRECT TOTAL $2,684,675

Leakage -$1,029,275

Adjusted Direct GISC $1,654,950

Combined Direct and Indirect $2,996,800

Average Combined Direct and Indirect Benefit Per Visitor (4,500) $665.00

As an adjustment has not been considered in the report for 200 traders and 400 entertainers. It is suggested that the estimated value to the Visitor and Local Economy of $2,996,800 has erred on the conservative side. A further survey was undertaken with a number of community organisations that directly benefit from the Festival, including the likes of Lions, Lionesses, Leos, Pony Club, St. Vincent de Paul, History House Museum, Netball Association and Rotary. It was indicated, by these organisations, that they benefitted to a combined amount in excess of $35,000 which in turn is returned into the community. This figure did not include accommodation services provided by several organisations. Extract – SCU Executive Summary – Minerama Fossicking, Gem and Jewellery Show This report presents the findings from a visitor survey conducted at the 2017 Minerama Fossicking, Gem and Jewellery Show. It represents the collaborative work of the authors, trained research assistants and Mr Peter Teschner (Manager Tourism and Events) for Glen Innes Severn Council (GISC)). As in 2013 and 2015, the main aim of this research was to estimate the demographic profile of attendees, factors that contributed to their decisions to attend the Show and their expenditure. In addition, the survey sampled opinions from vendors and attendees at various sites over the course of the event to assess which features of the program and settings were positive or negative. Lastly, we provided the opportunity for out-of-town respondents to offer their estimates of how much they spent on various aspects of their visit, and all respondents were invited to offer comments and suggestions enabling an estimate of the value of the Show to the Visitor Economy.


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Surveys were completed by one hundred and seventy seven (177) attendees over 3 days. With an estimated attendance at the Show of approximately 2250 this represents 8% of potential respondents. Estimated attendance increased significantly from 2015 which was considered to be closer to 1000 at the time of our last survey. The balance of males and females was essentially equal. Less than 2% of visitors were not Australian residents. Survey respondents reported Glen Innes as the most common place of residence (23.2%), which represents a considerable decrease from data collected in 2015 (31.5%). Other towns in the New England/Northwest NSW region (25.8%), the Mid-North Coast (10.2%) and TMBA (6%) followed next as reported residences of attendees in 2017. Other regions, such as the Far North Coast, Gold Coast, Sydney, and other States, each had less than 5% of the total respondents. In the current sample, 40.7% indicated that they were new attendees at the Show, which is a decrease from 2015 (47%). Given that almost eighty per cent reported that they were either Satisfied (44%) or Very Satisfied (35.7%), and only 1.6% indicated they were Dissatisfied, event quality was perceived as high by most respondents. However those reporting that they were either Satisfied or Very Satisfied decreased slightly from 2015 (approximately 90%) and the number reporting dissatisfaction increased slightly since our last survey (previously 0%). Word of mouth was again by far the most common source of information about the event (53.8%), but with a significant increase from 2015 (33.1%) showing that this mode of information delivery is gaining importance and should not be taken lightly. Therefore, designing marketing strategies that maximise word of mouth promotion between previous attendees and new attendees should be a focus. Brochures/posters and the Glen Innes Tourism website were the next most used sources. Others mentioned gem and trade magazines, past experience or just passing through the region. No other advertising modality was endorsed by more than 10% of respondents, indicating that these approaches may need to be refined or better understood. The findings indicated that the 2017 Minerama Fossicking, Gem and Jewellery Show was attended by a wide age range of Australians. Respondents were mostly over 45 years old; those 45-54 (18.6%), 55-64 (19.2%), 65-74 (23.7%) and 75+ (9.9%) years of age accounted for the majority of respondents. The 25-44 age-group comprised 20.9% of respondents, which suggests a considerable decrease in attendance by younger adults relative to 2015 (26.6%), but an important increase in the number of 18-24 years old (from 2.1% in 2015 to 7.3% in 2017) balanced this slight demographic change. As noted previously, marketing via jewellery shops frequented by younger adults may further increase attendance by those in the younger demographic. The distribution of education levels was also broad and very similar to 2015, apart from a considerable increase in the number of visitors who had completed a postgraduate degree (from 9.1% in 2015 to 15.9% in 2017). Offering additional information sessions or workshops in 2017 may have accounted for this increase. Completion of secondary school was noted as the highest level of education for the largest proportion of the sample (30.7%). Those who finished a tertiary degree (26.7%) or a trade certificate (23.9%) were the next largest groups followed by those visitors who had finished a postgraduate degree (15.9%). Those who reported finishing only primary school accounted for just 2.8%.


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As was true in 2013 and 2015, half of respondents indicated being in a travel group of two (50.3%); less than 10% were in groups of 5 or more. More than 16% of the total was travelling solo, an important increase from 2015 (circa 9%). It may be useful to consider whether fostering large group attendance from outside the region would be a reasonable marketing strategy. More than one-third of respondents reported that they were only attending 1 day (39%), with most respondents attending multiple days (2 = 28.2%, 3 = 22.6% or 4 days = 9.6%). This represents a considerable increase in multiple-day stays relative to 2015, which may be explained by the decrease in the number of attendees in 2017 that were Glen Innes residents. When asked what other activities would be of interest, respondents most often noted heritage (54.7%), music concerts (49.6%) and arts festivals (49.6%) as of interest. We asked out-of-town respondents to report the type of accommodation they used during their visit. Most respondents chose to stay either in Caravan Parks/Campgrounds (39.4%) or hotels, motels or resorts (39.4%). Where the 28.3% who chose to not complete this item stayed during their visit is unknown. For all items, expenditure up to $100 was the most common response. Purchases at Minerama was the item to receive the most responses in higher expenditure brackets, with almost 62% of out of town respondents spending more than $100 on purchases in the stalls of the Show. Of note is that over 35% of out-of-town respondents also reported spending more than $100 on each of the following: petrol, accommodation and food in town. An estimate of the total expenditure by non-resident attendees is $1,588,635. This includes an estimated sum of $161,145 as being spent by non-residents on ‘other travel costs’ which were not described in detail. Most features of the event were rated on the questionnaire in the positive range (e.g., venue, value for money) but a few fell below the typically high ratings (e.g., entertainment for children and site presentation or layout). Insufficient seating and shade were noted as a problem in 2013 and 2015, and are again commented on repeatedly, but have slightly improved ratings in 2017. Entertainment for children and the site presentation were the lowest rated features of the event. The main activity endorsed by respondents was not surprisingly the Minerama Fossicking, Gem & Jewellery Show (95%), but a significant percentage also endorsed sightseeing (44.2%), fossicking (42.5%) and heritage site visits (20.8%). Visiting friends/relatives was noted by 20% of respondents. Other activities written on the surveys included fishing, shopping, dining and tailgating. Almost three quarters (73.2%) of out-of-town respondents noted that their main motivation to visit Glen Innes during the weekend of the survey was Minerama. This result, however, needs to be interpreted with caution, as surveys were collected at the event, producing a significant bias towards those whose visit was motivated by the event. Of those motivated to come to Glen Innes for reasons other than the event, most were visiting friends or relatives (38.1%), or on holiday in the region (33.3%). Just over 65% of survey respondents living outside of Glen Innes had been to Glen Innes before, but 21.7% reported that this was their first visit. As in 2013 and 2015, there was a high percentage of repeat visitors to Glen Innes attending the event but there is continued scope for attracting new visitors.


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In conclusion, the 2017 Minerama event was well attended by adults, primarily over 45 years old. Satisfaction level was slightly lower than 2015 but still generally high. Persistent complaints about seating and available shade, and the fossicking activities were sources of distress and significant disappointment for respondents, including those who also noted some positive event features. Recommendations include continued attention to the advertising of this event, local signage and attention to the complaints that may negatively affect the very important word-of-mouth response that attendees share once leaving the area. Creating new fossicking opportunities and marketing other concurrent activities in the area (visits to heritage sites; camping, hiking and bird watching in nearby national parks) may further improve the rate of return visitors, increase attendance by younger adults and families, and attract more out-of-area attendees that stay overnight. Including event features for children would also address the suggestions made by attendees in 2013, 2015 and in the current survey. Estimating the Value of Minerama The following factors have been taken into consideration in attempting to place a value for leakage from Minerama:

Food purchased at Minerama $81,855 – 80% of food traders are not resident in Glen Innes Severn LGA. An amount of $51,855 is considered reasonable for this leakage.

Petrol purchased in Town $153,765 – Caltex (multinational), as well as other absentee owners. There is also the chance that responders included their total fuel costs for the entire trip. An amount of $133,765 is considered reasonable for this leakage.

Food purchased in Town $169,830 – Woolworths and Coles would certainly have benefited from the Festival. It is almost impossible to determine the leakage from town versus food bought by local eateries and visitors. An amount of $79,830 is considered reasonable for this leakage.

Souvenirs purchased at Minerama $143,820 – Some 25% of traders were local. An amount of $103,820 is considered reasonable for this leakage.

Non Food Purchases at Festival $350,370 – A similar allowance has been made to the Souvenir category with approximately 25% of traders local. An amount of $250,370 is considered reasonable for this leakage.

Other Travel Costs $161,145 – Responders did not clarify the type of expenditure. An amount of $121,145 (75%) is considered reasonable for this leakage.

The following data has been extracted from the report with adjustments made for leakage.

ITEM Direct Tourism

Contribution

$

Leakage

$

Adjusted Direct Tourism

Contribution GISC $

Combined

Direct and Indirect Tourism Multiplier

Applied 1.81*

$

Food at Minerama $81,855 -$51,855 $30,000 $54,300

Food in Town $169,830 -$79,830 $90,000 $162,900

Accommodation $250,155 N/A $250,155 $452,700

Souvenirs $143,820 -$103,820 $40,000 $72,400


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Fees for Activities $136,170 N/A $136,170 $246,500

Non-Food Purchases at Minerama

$350,370 -$250,370 $100,000 $181,000

Non-Food Purchases in Town

$141,525 N/A $141,525 $256,000

Petrol in Town $153,765 -$133,765 $20,000 $36,200

Other Travel Costs $161,145 -$121,145 $40,000 $72,400

DIRECT TOTAL $1,588,635

Leakage -$740,785

Adjusted Direct GISC $847,850

Combined and Indirect $1,534,400

Average Combined Direct and Indirect Benefit Per Visitor (2250) $681.00

No estimate has been made for Minerama in regard to the benefit to the community as a result of the involvement of Community Service Clubs. (a) Governance/Policy Implications

Both Festivals are managed by section 355 Community Committees of Council, (volunteers) who work with Council undertaking a myriad of jobs and responsibilities ranging from Chair, entertainment, site, treasurer, marketing, planning and the like. It has become noticeable in the last one (1) to two (2) years that as the success of the Festivals grow, attracting community assistance has become a challenge. It may be that members of our community do not believe that they have the experience, capacity or capability to offer their help. Businesses are generally family owned and self-employed with limited staff which does not allow them the time to provide support. Council’s voluntary community committees are managing events that are expected, and have the capacity, to increase economic value to our community. This increase in value, visitor numbers and consumer recognition creates further employment and lifestyle opportunities for our residents. Financial assistance alone does not guarantee the success of any event, with community support and willing hands needed to ensure a successful outcome. The Australian Celtic Festival, in particular, is at the cross road with regard to its future. There are a number of Committee members retiring from the Committee this year, and another two (2) members will retire from the Committee next year. Whilst the Committee had 12 elected members in 2016-17 it was not uncommon for only five (5) or six (6) members to attend regular monthly meetings. The Annual General Meeting for the Committee is to be held on 3 August 2017 and concerns exist on whether there will be sufficient members to form an effective Committee. A further report will be prepared for the August 2017 Council Meeting for consideration.

(b) Legal Implications The Australian Celtic Festival Committee and Minerama Committee are Community Committees of Council under the provisions of Section 355 of the Local Government Act 1993.

(c) Social Implications Council’s voluntary community committees are managing events that are expected, and have the capacity, to increase economic value to our community.


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This increase in value, visitor numbers and consumer recognition will create further employment and lifestyle opportunities for our residents.


(e) Economic/Asset Management Implications The SCU Surveys provide Council with the confirmation that the Australian Celtic Festival and Minerama Fossicking, Gem and Jewellery Show are significant contributors to the local economy, realising approximately 10% of the overall Visitor Economy at an annual cost to Council of $105,000. Council, as the major supporter of both festivals, provides confidence in the community that the Festivals will continue each year and create further employment and lifestyle options for our residents. In 2015-16 tourism (both direct and indirect) was worth $32.5 billion to the NSW economy and employed 261,100 people (Ref: Tourism Trade Research – Tourism Division of Austrade). The Celtic Festival and Minerama Fossicking, Gem and Jewellery Show, with a total contribution $4,531,200 (direct and indirect), support employment of an estimated 36 local people and a further 30 state wide (extrapolation based on the state data by Tourism Trade Research).

CONCLUSION Tourism is a major driver of the State and local economy employing an estimated 261,100 people. Council’s financial support of the annual Celtic and Minerama Festivals goes a considerable way to ensuring the long term future of both events and the continued employment of an estimated 36 people in the local workforce. The continued success of these Festivals does not lie solely with Council’s financial support. It could be said that its financial support does not constitute “a festival make”. The real support must continue to come from within the community. Unless the current section 355 Community Committees of Council receive continued, and in fact greater, support (volunteer and financial) from the business and local community, the cost to the community will be far greater than just the loss of two (2) festivals. Whilst the two (2) Festivals are unique in their own right (indicated by difference spending patterns in expenditure), both surveys convey similar overall expenditure per visitor of $665.00 for the Celtic Festival versus $681.00 for the Minerama Show. COMMENTARY: GENERAL MANAGER The estimated economic value of the Australian Celtic Festival (around $3 million) and Minerama Fossicking Gem and Jewellery Show (around $1.5 million) clearly shows the importance of these events for our LGA. It would be imperative for Council to acknowledge the annual “injection” into the micro-economy and the fact that each and every external dollar being spent within the LGA, gets turned around before it leaves the community again. Therefore, Council should have a particular focus on ensuring that these events remain to be a part of the annual community calendar in future years.


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The financial contributions that Council currently makes in regards to these two (2) events, almost become negligible if compared to the significant economic value that it adds to the LGA. The people who were originally involved with the establishment of these community events, should be honoured for the vision that they have had. Similarly, the volunteers who have more recently been involved with the organising of these events, should be appreciated for their selfless contributions for the greater good of the community.

RECOMMENDATION

1. That Council acknowledges the annual economic value of the Australian Celtic Festival as around $3 million and the Minerama Fossicking Gem and Jewellery Show as around $1.5 million to the local community.

2. That Council continues to recognise the Australian Celtic Festival as its Signature Event and the Minerama Fossicking Gem and Jewellery Show as a Key Event as per the current Event Prioritisation and Event Support Policy.

3. That the Australian Celtic Festival Committee and Minerama Committee be thanked again and the Committee members be reassured of Council’s continued support and appreciation.

4. That Council writes to Dr James Donnelly and Dr Arianne Reis (Southern Cross University) to thank them for their valuable work in assisting Council and the community in having a greater appreciation of economic and social benefits of the Australian Celtic Festival and the Minerama Fossicking Gem and Jewellery Show.


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9.24 Tourism Signage Audit REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Peter Teschner - Manager of Tourism and Events ANNEXURES Annexure A Council Sign Review Annexure B TASAC Sign Review Annexure C RMS Sign Review

ECM INDEXES Subject Index: TOURISM: Marketing COMMUNITY RELATIONS: Signs PURPOSE The purpose of this report is to provide Council with a three (3) year plan to upgrade

tourism and other directional signage within the Local Government Area (LGA). This

includes, but is not limited, to recreation vehicle parking (caravans and the like),

directions to CBD, Council assets, (library, swimming pool, sporting fields, parks and

landfills), street signs, and information signs such as hospitals, ambulance, fire

brigade, schools, churches and the like.

EXECUTIVE SUMMARY Following the adoption of the Glen Innes Highlands brand, it was considered that it was an opportunity to review tourism, street, facility, and directional signage within the LGA. Signage plays an important role in informing visitors and the local community of services as well as built and natural assets throughout the LGA. It has been a number of years since a broad review has been undertaken. This report considers the responsibility of the various organisations charged with the control of signage as well as the decision for the location and type; additionally, who is responsible for installation, maintenance and removal of signs. There are a total of three (3) organisations involved in this process: 1. Roads and Maritime Services (RMS); 2. Tourist Attractions Signposting Assessment Committee (TASAC); and 3. Glen Innes Severn Council. Council is not responsible for the cost of installing and maintaining all signs that fall within the above categories. As an example, RMS is responsible for the cost of purchasing, installing and the ongoing maintenance of various signs. In some cases, private attractions such as the Land of the Beardies History House Museum may have been responsible for the initial cost of erecting the sign. A broad review was undertaken throughout the LGA to determine to what extent the signage was compliant, effective and in what condition. Over 150 signs are included in this review and recommendations. It cannot be guaranteed that every sign that should be included is in the report, however, the schedules (attached as annexures A and B relating to this report) are able to be updated as additional signs are brought to Council’s attention.


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BACKGROUND Tourist sign posting is an essential tool to drive visitors to our tourism assets (natural and built). Recent research conducted by Destination New South Wales (DNSW)* indicated that signs were used by over 58% of respondents on their recent trips and that signs play a useful role in generating visitation, with over one third of consumers reporting being prompted by a sign to visit an attraction. *http://www.lgnsw.org.au/files/imce-uploads/166/Peter%20Lipman.pdf

Tourist signposting is supported by four (4) categories:

Green Signs – Advance directional signage managed and controlled by RMS;

Blue Signs – Service and information signage;

Brown on White Signs - Tourist signage controlled by TASAC; and

Custom signage – erected with approval by Council, or Council itself. Added to this is the need to ensure that local signage is also well planned, suitably designed and located for recreation vehicle parking (caravans and the like), directions to CBD, Council assets, (library, swimming pool, sporting fields, parks and landfills) hospitals, ambulance, fire brigade, schools, churches and the like. Tourist signposting in New South Wales (NSW), is regulated through the TASAC and is a partnership between DNSW and the RMS, with RMS having the overall responsibility for planning and implementation of the tourist signposting systems. The Tourist Signposting Manual (2012), which includes TASAC policy, is jointly published by DNSW and RMS. Every endeavour has been made in this report and recommendations to ensure that the respective RMS and TASAC Policies have been interpreted correctly. However, Council should be aware that some discrepancies may exist due to interpretation by the different authorities. Council may therefore need to revert to RMS and TASAC for further clarification and adjust its actions as appropriate. This report, whilst not comprehensively addressed, also recommends the need to adopt a standard entrance and street and road name signage style for our towns and villages. For example, our villages’ preference may be to continue with timber street signage to enhance the existing character of their location rather than move to newer style aluminum signs. A normal metal street sign costs approximately $80.00 plus installation costs. The existing wooden street signs were made by the previous Severn Shire Council. The machinery used to make these signs has been sold and wooden style signs would be required to be custom made. The cost is unknown at this stage, however, if the Men’s Shed members were willing to undertake the exercise, it could quite possibly be cost effective versus the cost of metal signs. On-going maintenance of these painted wooden signs would, however, be greater than the cost of a metal sign. (a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective ED 1.3.3 'Review tourism opportunities and promotion with a particular focus on strengthening accessibility and providing incentives to draw visitors into the Glen Innes Highlands.'

http://www.lgnsw.org.au/files/imce-uploads/166/Peter%20Lipman.pdf


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(b) Financial Considerations Council’s 2017-18 Operational Plan has included $30,000 for highway and road signage. However, as it is not possible to cover the cost of all required work within the 2017-18 financial year, it is recommended that this goal be achieved over three (3) years and that an adequate allocation be included in the forward years based on the scheduled work as required.

COMMENTARY Tourist, directional, street and service type signage plays an important role in directing visitors and local residents to our built and natural assets. A recent DNSW survey (2016)* indicated that consumers travelling with children, as well as couples travelling alone, were the least likely to plan all of the places they would visit. They are also most likely, according to the report, to be prompted by a sign to visit an attraction. There is a need to ensure that our signage is relevant, legible, especially when driving, positioned appropriately, and stylish – especially for driving visitors to our LGA. *http://www.lgnsw.org.au/files/imce-uploads/166/Peter%20Lipman.pdf

Generally, the State road infrastructure is categorised as State Roads, Regional Roads and Local Roads. The following differentiates the split of responsibility for the managing of signage on these roads:

RMS is responsible for authorising, installing, maintaining and removing signs on National, State and Regional Roads. These generally correspond to primary road networks and include all highways and many other major classified roads. In general, this includes green advanced directional signage and blue service signage. Due to the nature of the jurisdiction in this area, there is no need for Council to undertake any activity in this area other than to advise RMS of signs that may need attention.

TASAC is responsible for determining eligibility, approval and removal of tourism signs on State and Primary Roads as well as designated State Tourist Drives. Generally this includes brown and white signs. TASAC, whilst handing all governance for Tourism signage, does not provide funding in any form to assist with repair, replacement and installation of new signage. This is the responsibility of either RMS (State Roads) or Council (Regional and Local Roads). In addition, TASAC holds a very tight control over Tourism Signposting (brown and white signage) to the degree that all approved signage is required to undergo reassessment every five (5) years. As there is no record of a review of any tourism signs in the past five (5) years many of the signs included in Annexure B should be included in a TASAC review. TASAC has advised that it will be holding its State-wide bi-monthly meeting in Glen Innes in early September and will include an audit of all of our Tourist signage.

Council is responsible for approval, installation and removal of signs on Regional and Local Roads. This can include advanced directional, town entrance and blue finger board signs. As noted above, the cost of installation and repair of all of these signs, including the brown and white tourism signage, is the responsibility of Council.

For the purposes of this report the LGA has been divided into the following areas:

1. New England Highway – North to South;

2. Gwydir Highway – East to West;

3. Regional Roads – Emmaville Road and Wellington Vale Road;

http://www.lgnsw.org.au/files/imce-uploads/166/Peter%20Lipman.pdf


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4. Towns and Villages - It should be noted that Deepwater, Dundee and Glencoe are located on the New England Highway, and in some instances, fall within Category 1 and 2 above;

5. Localities (rural roads, reserves etc.) such as Stonehenge, Pinkett and Matheson.

It is also important to ensure that Council installs suitable and consistent signage to drive visitors and through traffic into our CDB areas and parklands. Council has recently installed CBD directional signage (Danthonia) on the New England Highway in Glen Innes. This signage is consistent with our Town Entrance and other CBD signs. It is important to drive visitors to our villages, particularly those who do not have the benefit of being on either the Gwydir or New England Highways. It is also recommended that over the three (3) year time frame for the upgrade, a GPS location be sourced for each sign and that all signs be included on a mapping layer in Council’s Geographic Information System with the installation date (where known), current condition, when maintained, and a review date being recorded.

The recommended 2017-18 Works Program is outlined below. However, this program does not include the upgrade of street and road name signage as this is catered for under the Infrastructure Services maintenance allocation. However, Annexure A relating to this report includes details where street and road name signage was found to be in need of attention.

An allocation of $30,000 has been made in the 2017/18 Operational Plan and Budget to undertake maintenance work and new installation of various signs. As noted below (TASAC Schedule), all brown and white Tourism signage has been moved forward to 2018-19 pending the outcome of the full onsite audit by TASAC in September. The major expenditure for Council in 2017-18 will be the installation of new signage to drive visitors to the CBD and our villages. Also dotted throughout Glen Innes are numerous orange coloured Town Drive signs. These are out of date and need to be removed. 2017-18 Signage Replacement Program

# AREA LOCATION WORDING CONDITION ACTION

1 Torrington LGA Boundary Severn and Tenterfield Shire Council

Faded Liaise with Tenterfield

2 Stonehenge Entrance Stonehenge Reserve

Stonehenge Recreation Reserve

Faded Replace and seek approval for larger sign

3 Stonehenge North Stonehenge Road

Glen Innes Heated Pool

New Style Sign

Upgrade and replace

4 Glen Innes Ferguson and Coronation Streets

Gleninda Industrial Estate

Faded Replace


Agricultural Research Station

Faded Replace

6 Glen Innes Church and Taylor Streets

Pool/Hospital Fair Replace

7 Glen Innes Just East of Town Welcome Minor work Repair

8 Glen Innes West of West Avenue Parking for Caravans and RVs

Install New Install new signage

9 Glen Innes Roundabout - Meade and Church Streets

Parking for Caravans and RVs


10 Glen Innes Corner Bourke and Church Streets



11 Glen Innes Corner Wentworth and Church Streets




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12 Glen Innes Between Wentworth and Meade Street



13 Glen Innes Opposite corner of Grey and Church Streets

Town Drive Sign#14 Poor Remove

14 Glen Innes Beardies Woodland Livestock Sales Poor Replace

15 Glen Innes New England Highway – corner of Grafton Street

Cemetery Poor Replace

16 Glen Innes Corner of New England Highway and Taylor Street

Glen Innes Historic Fair Remove


Council Historic Fair Remove


Council Historic Fair Remove

19 Glen Innes Corner Grey and Ferguson Streets

Orange Tourist Drive Fair Remove

20 Glen Innes New England Highway - Water Treatment Plant

Heated Pool New Style Sign

Upgrade and Replace

21 Emmaville Emmaville Road - South Town Entrance

Town Entrance - Emmaville

Dented and Bent

Replace

22 Emmaville Emmaville Road - East Town Entrance

Town Entrance - Emmaville

Dented and Bent

Replace

23 Emmaville Strathbogie Road - Town Entrance

Population Bent/Bullet Holes

Replace

24 Red Range Red Range Road - North

Welcome to Red Range

Damaged Replace

25 Deepwater Deepwater Deepwater Landfill Extremely Poor

Replace

26 Emmaville Clifford Avenue Emmaville Caravan Park

Faded Replace

27 Emmaville Corner O'Donnell Street

Welcome to Emmaville - RSL Park

Faded Replace

28 Emmaville Emmaville Caravan Park

Emmaville Caravan Park

Faded Replace

29 Dundee New England Highway Dundee

Dundee Town Entrance North

Good Replace with standard Town sign

30 Glencoe New England Highway Glencoe Reserve Install New Install New

31 Dundee New England Highway Dundee

Dundee Cemetery Poor Replace

32 Emmaville Corner Park Street Swimming Pool - Timber

Poor Replace

33 Emmaville Park and O'Donnell Streets

Camping/Caravan Poor Replace

34 Deepwater Tenterfield and Young Streets

Post Office/Public School etc.

Poor Replace

35 Glencoe New England Highway Severn Shire Council Park Sign

Poor Replace

36 Deepwater Deepwater Garbage Depot Timber - Poor

Replace

37 Pinkett Pinkett Hall Pinkett Hall Timber and Poor

Replace

38 Emmaville Emmaville Caravan Park

Emmaville Recreation Reserve

Timber and Poor

Replace

39 Red Range Corner Lawler and Greenhouse Roads

Rubbish Tip Timber / Poor

Replace

40 Emmaville Moore Street and Rose Valley Road

Golf Club Timber Faded

Replace


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41 Deepwater Apex Park Welcome to Deepwater Out of date Replace

42 Glencoe New England Highway Glencoe Cemetery Poor Replace

43 Glen Innes Town Drives Orange Town Drive Out of date Remove

TASAC Signage Replacement Program The TASAC Committee is scheduled to meet in Glen Innes in early September to undertake a full audit of all tourism signage. This will entail a two (2) day drive throughout the LGA. All brown and white TASAC related signs have been included in this 2017-18 review. As it will not be known what the outcome of this visit will reveal, no plans can be made as to what signs need to be replaced or removed. There are also signs that are the responsibility of the Office of Environment and Heritage National Parks and Wildlife Service (NPWS) that have not been included in this review as this is a matter for TASAC and NPWS.


1 Glen Innes Corner Lambeth and Bourke Streets

Tourist Drive 11 Faded Replace

2 Glen Innes Corner Gwydir Highway and Lewis Street

State Tour Drive 11 Faded Replace

3 Glen Innes Beardies Woodland Beardies Waters Woodland

Poor Replace

4 Glen Innes Beardies Woodland Beardy Waters Woodlands Poor Replace

5 Glen Innes Beardies Woodland Beardies 500m Poor Replace

6 Glen Innes Gwydir Highway Various Distances Fair Clean

7 Glen Innes Beardies Woodland Beardies 500m Fair Clean


Kings Plains National Park Fair Clean

9 Glen Innes Corner Grey and Church Streets

End Drive 11 Fair Replace

10 Glen Innes New England Highway and Bourke Street


11 Torrington Torrington Road Tourist Drive 11 Faded Replace

12 Emmaville Corner Post Office Street


13 Tenthill Wellington Vale Road Tourist Drive 11 Faded Replace

14 Tenthill Corner Torrington Road


15 Glen Innes 89-93 Coronation Avenue

Tourist Drive 11 Poor Replace

16 Glen Innes Corner Gwydir Highway and Grey Street

Tourist Drive 11 Poor Replace

17 STANNUM Torrington Road South


18 Glen Innes Emmaville Road Tourist Drive 11 Poor Replace

19 Glen Innes Emmaville Road and Grafton Street

Tourist Drive 11 Fair Clean

20 Glen Innes Emmaville Road Sapphire Fossicking/Horse Riding 300m

Poor Replace

21 Glen Innes Corner Ferguson and Coronation Streets

Glen Innes/Kings Plains/Emmaville/Bonshaw

Fair Replace

22 Tenthill Corner Torrington Road

Ottery Mine Good No Action


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23 Glen Innes Emmaville Road Three Waters Damaged Replace

24 Glen Innes Emmaville Road and Grafton Street

Kings Plains 44 and Bonshaw

Good Clean

25 Glencoe New England Highway Fossicking Area Glencoe Install New Install New

26 Glen Innes Corner Gwydir Highway and Grey Street

Historic Drive Not Required Remove

27 Glen Innes Opposite Corner Mackenzie and Church Streets


28 Glen Innes New England Highway - Near Primary School


29 Glen Innes New England Highway and Mackenzie Street


30 Glen Innes Corner Taylor and Church Streets

Glen Innes Historic Town Entry

Not Required Remove

31 Glen Innes New England Highway and Taylor Streets


32 Wellingrove Fossicking Reserve Entrance

Wellingrove Fossicking Reserve E/W

Not Required Remove

33 Wellingrove Corner Strathbogie Road and Wellingrove Road

Fossicking Area Not Required Remove

34 Wellingrove Corner Strathbogie Road and Wellingrove Road

Fossicking Area Not Required Remove


Adequate and appropriate signage was clearly identified as a community priority during the recent community consultation undertaken as part of the preparation of the 2017-2027 Community Strategic Plan.

(b) Legal Implications A range of legislation relates to the erection of signage, particularly with regard to highway signs.

(c) Social Implications Signage plays an important part in attracting and retaining visitors to the Glen Innes Highlands. Council has a responsibility to ensure that its stewardship of the LGA’s assets has the capacity to increase economic value to our community. This increase in value, visitor numbers and consumer recognition will create further employment and lifestyle opportunities for our residents.

(d) Environmental Implications

There are no environmental implications arising from this report. (e) Economic/Asset Management Implications

Tourism is valued at $50 million in the Glen Innes Highlands. Signage and particularly tourism signage plays an important part in attracting, diverting and retaining visitors to our community. An allocation of $30,000 has been provided in the 2017-18 Operational Plan with further consideration being given to adequate allocations for future years based on a planned yearly schedule. A further $10,000 is allocated for the Highway billboard signage in Glencoe and south of Tenterfield.


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CONCLUSION It has been quite some years since a broad review was undertaken on the various signage types and condition in the Glen Innes Severn LGA. The 2017-18 financial year will see the start of a three (3) year plan to undertake a considerable overhaul and improvement to our signage. Council is required to work in with various Federal and State bodies to achieve the outcome. It is also an opportunity to work with our villages to ensure that the type of and placement gains their approval.

RECOMMENDATION

1. That Council adopts the proposed Council Signage Upgrade Program for the 2017/18 financial year as highlighted in the report.

2. That Council notes the signage audit report as attached as Annexure A and B to the report; acknowledging that some flexibility will be required in achieving the three (3) year sign replacement and upgrade program.

3. That work unable to be funded or completed in the 2017-18 financial year, be moved into the next financial year and be considered a priority to undertake.

4. That the Manager of Tourism and Events informs the Roads and Maritime Service of the results of the signage audit, and requests it to replace or upgrade the signage it is responsible for as identified in the audit report as attached as Annexure C to the report.

5. That the Manager of Tourism and Events informs the Tourist Attractions Signposting Assessment Committee of the results of the signage audit, and request it to replace or upgrade the signage it is responsible for as identified in the audit report.

6. That the Director of Infrastructure Services incorporates the list of 19 signs, identified as part of the signage audit report it is responsible for, as part of his department’s future sign replacement program.


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9.25 Fencing at Bicentennial Park Glencoe REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Graham Archibald - Manager of Recreation and Open

Spaces ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: PARKS AND RESERVES: Reports Property Index: 11072-0 Customer: Glencoe Residents PURPOSE The purpose of this report is for Council to consider a request from the newly elected Glencoe Hall Committee to not place a fence around the Bicentennial Park at Glencoe. BACKGROUND Council has previously received a number of submissions regarding overnight camping in the Bicentennial Park at Glencoe. Council received 12 submissions, with one (1) submission being a petition with 17 signatories. There were seven (7) submissions supporting continued overnight camping, with the remainder, including the petition, against the park being used for overnight camping.

Council subsequently resolved:

1. That Council erects signage in Glencoe’s Bicentennial Park prohibiting camping in the park.

2. That overnight camping continues to be monitored after the signage is erected and if overnight camping continues to be a problem, then provision be made in the 2016-17 Operational Plan for fencing to be erected so as to prevent unauthorised parking and camping in the park.

Council has now received correspondence from the newly elected Glencoe Hall Committee requesting that no fencing be erected around Bicentennial Park at Glencoe. The correspondence further argues that placing a fence around the park will restrict movement and access to community members wishing to attend functions at the Hall. It is also stated that no overnight camping has been noted by the committee and residents immediate to the park. The motion at the meeting was noted as being passed unanimously. Further correspondence has also been received from other concerned residents of Glencoe citing that near neighbours of the park were not asked their opinion of the fence not being erected. These residents have concerns that there is still unauthorised access by users of the facilities which is causing damage by leaving tyre marks and unwanted tracks across the park.


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(a) Relevance to Integrated Planning and Reporting Framework This item links to Council’s Delivery Program Objective STC 1.6.1 ‘Liaise with village community bodies.’

(b) Financial Considerations There has been an amount of $8,000 allocated for the erection of a chain and post fence around Bicentennial Park in the 2017-18 Operational Plan.

COMMENTARY Whilst the park has been used for overnight camping for a number of years this practice no longer appears to be the major issue. The Red Lion Tavern now offers overnight camping which appears to have resolved this issue to the satisfaction of the majority of the residents. The issue is now more a case of access to the Hall for local residents. The petition for not proceeding with the fence, revolves around the lack of close parking for users of the Hall. The case for fencing Bicentennial Park came about as a result of the increased usage over time and concerns about the overall condition of the park. The original submissions against overnight camping were largely based on damage occurring at the park, including damage to the trees and shrubs, the loss of privacy, and noise issues for adjoining property owners. Concern has also been expressed as to the adequacy of the existing composting toilet for increased usage, and in particular if used as a caravan dump point. Support for the overnight camping was based on the grounds that it provides an important economic boost to the local hotel and shop. The photos below demonstrate the damage that is being caused on the Glencoe Street side of the Park, noting that some of this damage is on the road reserve and will always be a possible issue. The photograph on the left clearly demonstrates that there is a worn track into the Park towards the toilets. Even though the camping issue seems to have been reduced, there is also some evidence of minor damage across the park from vehicles using it either for parking or access.

The proposed fence is to be a post and chain fence, and when installed would have two (2) areas where the chain would be capable of being removed to allow access for authorised vehicles. Arrangements could be made so as to allow limited access by the Glencoe Hall Committee when required for maintenance or events at the Hall.


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There will also be signage placed on both sides of Bicentennial Park as part of the Remote Signage Program required by Council’s Insurer. These signs will have ‘Access to the Park by Authorised Vehicles Only’ stated on them. These signs are currently on order and will be erected as soon as practical. (a) Governance/Policy Implications

Under Council’s Asset Management Plan the Bicentennial Park at Glencoe is classified Operational Land under the provisions of the Local Government Act 1993.

(b) Legal Implications NSW Planning and Local Government legislation both have a role in the regulation of camping. If Council wishes to allow overnight camping, approval would be required pursuant to the Environmental Planning and Assessment Act 1979. In addition, any camping or caravan park would be required to comply with the Local Government (Manufactured Home Estates, Caravan Parks, Camping Grounds and Moveable Dwellings) Regulation 2005. The legislation is designed to promote camping that is safe, enjoyable, equitable and sustainable.

(c) Social Implications The issue of overnight camping and fencing of the park would appear to have split the community regarding the advantages and disadvantages of campers and vehicles accessing the Bicentennial Park at Glencoe.

(d) Environmental Implications If Council continues to allow vehicle access at the Bicentennial Park at Glencoe, the issue of noise and further damage to the park infrastructure will be required to be addressed into the future.

(e) Economic/Asset Management Implications An amount of $8,000 has been allocated for the erection of a chain and post fence around Bicentennial Park in the 2017-18 Operational Plan to limit vehicle access to the park.

CONCLUSION There is significant ownership within the Glencoe community regarding the Bicentennial Park, as residents were largely responsible for its development and maintenance for many years. It is recommended that the use of the park remains consistent with its original intention that it be used for residents and short term rest for the travelling public. There is adequate parking in front of the Hall for regular users and access can be provided for authorised vehicles in the new fence.

RECOMMENDATION

1. That Council continues with the proposal to fence the Bicentennial Park at Glencoe so as to minimise further damage to the park and deter overnight camping on the grounds.

2. That the Glencoe Hall Committee be advised that provision for access to the Hall will be provided in the new fence with such access being for


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authorised vehicles in the instances of major events or the need to undertake maintenance activities.


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9.26 Glen Innes and District Sports Council Annual Grants for 2017-18

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Graham Archibald - Manager of Recreation and Open

Spaces ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: FINANCIAL MANAGEMENT: Donations RECREATIONAL AND CULTURAL SERVICES: Programs GOVERNANCE: Committees of Council Customer Index: Glen Innes and District Sports Council PURPOSE The purpose of this report is to seek Council’s approval to allocate and award capital/equipment grants to various Glen Innes sporting organisations. BACKGROUND For a number of years, Council has annually provided the Glen Innes and District Sports Council (Sports Council) with $7,500 to distribute to local sporting groups for capital and equipment projects. This amount was increased to $10,000 for the 2016-17 financial year and remains at $10,000 for the 2017-18 financial year. The Sports Council has implemented criteria for clubs to be eligible for a grant. Such criteria include a dollar for dollar contribution by the club, a minimum number of attendances at monthly meetings by club delegates, and the funding projects being capital or equipment in nature. The following projects were approved in 2016-17 and all have been completed in accordance with the requirements of Council and the Sports Council:

Organisation Project Amount Sought

Amount Granted

Glen Innes Netball Lights and Recovery Equipment. $1,500 $1,500

Glen Elgin Sports Provide Shade. $600 $600

Glen Innes Minor League

Cover over seats. $1,000 $1,000

Glen Innes Senior Rugby League

Provide seats and cover for scorers.

$1,000 $1,000

Glen Innes Tennis Club

Lights. $2,250 $2,250

Glen Innes Swim Club Gym equipment. $1,250 $1,250


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Glen Innes Show Society

Show Jumping equipment. $2,000 $2,000

Glen Innes Basketball Seats. $400 $400


This item links to Council’s Delivery Program Objective CS 8.1.1 'Encourage the community to be more physically active.

(b) Financial Considerations The Sports Council has administered its own finances since 1 July 2009; however, the grant funds from Council are administered by Council through recommendations received from the Sports Council. An amount of $10,000 has been allocated in the 2017-18 Operational Plan for the distribution of funding to sporting organisations.

COMMENTARY Applications for this year’s grants closed on Monday, 19 June 2017. The applications listed in the table below have been received and endorsed by the Glen Innes and District Sports Council:

Organisation Project Amount Sought

Amount Granted

Glen Innes Swim Club Lane Rope. $780 $775

Glen Innes Tennis Club Painting of external seating. $630 $625

Glen Innes Basketball Sanding of floor. $1,000 $1,000

Glen Innes Netball Line marking of floor at basketball pavilion for wet weather venue.

$1,000 $1,000

Glen Innes Minor League

Canteen upgrade. $2,000 $1,500

Glen Innes Senior Rugby League

Replace Hot Water Systems. $2,000 $1,500

Glen Elgin Sports Seating. $600 $600

Glen Innes Soccer Canteen upgrade and PA system.

$1,000 $1,000

Glen Innes Pony Club Support Trailer. $2,750 $2,000

Glen Innes Show Society

Withdrew from this year’s round as no project has been identified.

TOTAL $11,760 $10,000


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An amount of $10,000 has been allocated in the 2017-18 Operational Plan for the distribution of funding to sporting organisations in 2017-18.


(c) Social Implications Council has, over the past few years, provided grant money to sporting organisations within the Local Government Area. Council’s ongoing support of this program develops better facilities and a wider range of activities available to enhance the quality of life for local residents. The provision of these grants assists Council in meeting part of its objectives:

To enhance public open space areas for active and passive recreation; and

To enhance the lifestyles of residents and visitors alike.


(e) Economic/Asset Management Implications Any capital works carried out by sporting clubs regarding the facilities/ground improvements add to the value of the assets of the Glen Innes Severn Council and community. The proposed capital improvements, being minor in nature, will not impact significantly on Council’s asset depreciation schedule.

CONCLUSION It is recommended that the projects listed in the body of the report be approved as they will benefit the members of the sporting clubs concerned, and in turn benefit the Glen Innes Severn community.

RECOMMENDATION

1. That Council approves the recommendations received from the Glen Innes and District Sports Council, and grants funds as allocated to the following Committees for their 2017-18 projects:

Glen Innes Swim Club $ 775

Glen Innes Tennis Club $ 625

Glen Innes Basketball $1,000

Glen Innes Netball $1,000

Glen Innes Minor League $1,500

Glen Innes Senior League $1,500

Glen Elgin Sports $ 600

Glen Innes Soccer $1,000

Glen Innes Pony Club $2,000

2. That the grants listed in point one (1) above, be paid to the sporting organisations on the satisfactory completion of their respective projects


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and the lodgement of substantiation of expenditure to the Glen Innes and District Sports Council.


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9.27 Department of Development, Planning and Regulatory Services: Monthly Report - June 2017

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES Author: Natasha McLennan - Customer Service Officer ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Reporting PURPOSE The purpose of this report is to identify statistical information in relation to activities of the Department of Development, Planning and Regulatory Services for the 12 months period from 1 July 2016 to 30 June 2017. This report covers from the period 1 July 2016 to 30 June 2017. BACKGROUND The Department of Development, Planning and Regulatory Services division of Council is responsible for the following key functions:

Regulatory and Planning Services

Development enquiries;

Planning;

Building Services;

Environmental Health;

Regulatory Services;

Food regulation and safety;

Companion animals;

Noxious weeds;

Waste Management; and

Grants officer.

Tourism and Events

Tourism;

Events.

Recreation and Open Spaces

Parks and Sporting Grounds;

Cemeteries;

Swimming Pools;

Cleaners.

Saleyards


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The statistical information contained within this report demonstrates the work carried out by staff in achieving the strategic objectives and delivery actions as outlined in Council’s Community Strategic Plan 2013-2023, Delivery Program 2013-2017 and Operational Plan 2016-2017.

(b) Financial Considerations Provision is made in the 2016-2017 Operational Plan to fund the activities and programs as listed in this report.

COMMENTARY A report of statistical data will be presented to Council each month for comparison purposes, showing the previous year’s totals, and the year to date figures for the current year. REGULATORY AND PLANNING SERVICES Development Application (DA) Data

2015-2016

2016-2017 Year to Date

Total Number of DAs Determined 87 86

Average Determination Time (days) 15.36 35.3

Value of DAs $7,728,056 $8,270,926

Number of Single Dwellings 20 17

Urban 6 8

Village/ Large Lot

Residential

3 1

Rural 11 6

Number of Multi Unit Dwellings Urban 0 0

Village 0 0

Rural 0 0

Number of Commercial Developments 14 15

Number of Industrial Developments 1 4

Withdrawn 2 3

Refused 0 2

Cancelled 0 1

Complying Development Application (CDC) Data

2015 – 2016

2016 – 2017 Year to Date

Total Number of CDCs 16 18

Value of CDCs $1,082,877 $820,005

Number of Single Dwellings 4 3

Urban 2 1

Rural 1 0

Village 1 2


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Development Applications and Complying Development Certificates: Determinations issued – June 2017 Section 101 of the Environmental Planning and Assessment Act 1979, as amended, precludes a challenge to the validity of consent more than three (3) months after the date of public notification of the consent. Consents are available for public inspection, free of charge, during ordinary office hours at Council’s Church Street office. In accordance with Section 101 of the Act and Clause 124 of the Environmental Planning and Assessment Regulation 2000, the following determinations are publicly notified:

Declaration of Interest by Applicant of a Development Application/Construction Certificate/ Complying Development

Nature of Interest Number Received 2015-16

Number Received Year to Date

Number Received this period

Political Gifts and Donation

0

0

0

Applicant or owner is an employee of GISC or a Councillor

7 1 1

Applicant with any relationship to staff or Councillor

3

5 0

DA Number

Description

59/15-16 Infrastructure 92-98 Lambeth Street, Glen Innes

39/16-17 Amended Residential – Alterations and Additions 22 Tavy Farm Court, Shannonvale

41/16-17 Industrial 1323 Gwydir Highway, Matheson

59/16-17 Residential – Alterations and Additions 52 Hewitt Road, Glen Innes

60/16-17 Infrastructure 100 Lambeth Street, Glen Innes

65/16-17 Residential – Single New Dwelling 12089 Gwydir Highway, Glen Elgin

66/16-17 Subdivision Only 46 Tenterfield Street, Deepwater

68/16-17 Withdrawn Commercial / Retail / Office 171 Grey Street, Glen Innes

69/16-17 Residential – Alterations and Additions 10 Ward Crescent, Glen Innes

70/16-17 Residential – Other 21-23 Church Street, Glen Innes

71/16-17 Subdivision Only Wellington Vale Road, Wellington Vale

72/16-17 Residential – Alterations and Additions 10 Surrey Park Court, Stonehenge

78/16-17 Commercial / Retail / Office 251 Grey Street, Glen Innes

CDC Number

Description

25/16-17 Residential – Alterations and Additions 48 Galloway Place, Glen Innes


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Number of 149 (Zoning) Certificates Issued Section 149 Certificates are issued under the provisions of the Environmental Planning and Assessment Act 1979. It is compulsory for every property sold to be accompanied by a 149 Certificate.

Penalty Notices Council’s Rangers perform a number of regulatory functions which require, at times, the issuing of Penalty Infringement Notices. The main offences include Companion Animal matters, failure to comply with the Australian Road Rules and the offences such as dumping of rubbish under the Protection of the Environment Operations Act 1997. *No Penalty Infringement Notices were issued. Notices and Orders Issued

Description Issued this

Period Issued

Year to Date

Overgrown Allotment (Order Number 21) Intention 1 5

Order 0 2

Nuisance Dog Order Intention 0 10

Order 0 12

Keeping of Animals (Order Section 8) Intention 0 1

Order 0 1

Dangerous Dog (Order Section 34) Intention 0 10

Order 0 7

Impounding Intention 0 0

Order 0 0

Noise Abatement Intention 0 0

Order 0 2

Animal Registrations

2015 - 2016 2016 - 2017 Year to date

340 387

Description Current

Month Total Total Value

Number of Animals Registered – June 2017 32 $3,450.00


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Dog Impounding Figures – June 2017

Cat Impounding Figures - June 2017

NOXIOUS WEEDS OVERVIEW APRIL – JUNE 2017 The Glen Innes Weeds Inspector, Luke Turner, has recently finished the necessary training and is currently completing the 2017 Inspection Program. Senior Weeds Officer, James Browning, has assisted in dealing with all enquiries and complaints during the year. The inspection program has concentrated on D Division which is nearly completed and will then move to A Division. A Division is the western side of the New England highway, starting north of Emmaville and working south. The country north of


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Emmaville inspected so far is quite clean with the only weeds of significance being Blackberry, Sweet Briar and Saint Johns Wart. A new Weed Inspection Program has been installed in November from Chartis Technology and has replaced Weedtracer and is now fully operational. Private Property Inspections – D Division

District

Number of Properties Inspected

Number of Properties to be Inspected

Percent Complete

Glen Innes Severn 452 497 95

Private Property Inspections – Other Divisions

District Number of Properties Inspected


Percent Complete


Private Property Inspections – Reinspections

District Number of Properties Inspected


Percent Complete


Specific Inspections NSW Weeds Action Program Regional Measurable Outcomes, Inspections/ Glen Innes Severn

Inspections

Weeds Action Plan

Target

July to

September

October to

December

January to

March

April to

June Total

Nurseries 4 1 1

Rural Outlets 1 1 1

Weekend Markets 0 1 1

National Parks/Reserves – Number

1 0

Aquaria/Pet shops 1 0

Local Land Services Reserves – Numbers

1 4 4

Local Land Services Reserves - Hectares

0 165 165

Gravel Quarries 6 1 6 2 9

Recreational Areas - Number

9 2 8 2 12

Recreational Areas - Hectares

0 3 3

Saleyards 2 1 1 2

Machinery Washdown Bays

0 2 3 2 7

Roadside Truck Stops 0 16 7 3 26

Number of Booklets to New Landowners

0 52 10 44 23 129


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Inspections

Weeds Action Plan

Target

July to

September

October to

December

January to

March

April to

June Total

Private Property High Risk areas – Number

173 105 30 5 34 174

Private Property High Risk areas - Hectares

34,000 15,000 4,000 800 4,347 24,147

Roadside Inspections High Risk Pathways - Kilometres

200 200 200 200 600

Roadside Inspections High Risk Pathways - Hectare

4,000 400 400 400 1,200

Private Property Inspections – Number

338 98 13 28 230 369

Private Property Inspections – Hectares

71,550 10,392 55 1,813 10,124 22,384

Private Property Re Inspections - Number

19 12 2 13 27

Private Property Re Inspections - Hectares

3,800 64 23 82 169

Private property Waterways - Number

20 0

Private property Waterways - Hectares

50 0

Roadside Inspections - Kilometres

954 478 501 499 480 1,958

Roadside Inspections - Hectares

19,080 956 1,002 998 960 3,916

Landowners Contacted/ Inspection Process

420 124 30 25 15 194

Other Council Lands – Number

1 1 4 5

Other Council Lands - Hectares

0 5 89 94

Weed Recording, Mapping, Survey and Reporting Activities

Date Activity Details

November Chartis Technology Ongoing

November and December Roadside Weed Mapping – Saint Johns Wart

During 2016/2017 Control Program

Communication, Education, Extension and Publicity Activities

During the reporting period extension activities were carried out in the following areas:

Landcare Field Day Wellingrove 8 September 2016

Glen Innes Natural Resources Advisory Committee (GLENRAC) Paddock Walk

2 February 2017

Glen Innes Show 17-19 February 2017

Glen Innes Field Day, Department of Primary Industry Research Institute, Glen Innes

22 March 2017

Biosecurity Act Information Night, Glen Innes 7 June 2017

GLENRAC Farm Technology Day, Dundee and Stonehenge Recreation Ground

16 June 2017


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Weeds Action Program Regional Measurable Outcomes- Extension

Extension Target July

to September

October

to

December

January

to

March

April

to

June

Total

School Visits 3

0

Field Days 1 1 3 2 6

Media Releases 5 3 3 3 3 12

Weed ID Sites 1 1 1

Team Talk Meetings 3 1 3 3

7

AgQuip 1 1

1

Shows/Expos 1

1

1

Landcare Events 1

1 3

4

Other 0

1

1

Training

During the reporting period the following training was carried out.

Chartis GIS Technology Training 10 October 2016

White Card 19 September 2016

Chemcert Accreditation AQF-3 22 September 2016

Traffic control at Worksites (Yellow Card) 22,23 November 2016

First Aid Refresher 5 December 2016

Quad Bike Safety Course 5 April 2017

Working Safely Around Aircraft 6 April 2017

Biosecurity Act Training 15 June 2017

Operational Program

District Weeds Officer, Luke Turner, with assistance from New England Weeds Authority staff and equipment, has completed the 2016/2017 Roadside Weed Control Program. The 2016/2017 Control Program was carried out as follows:

Roadside Broome infestations were treated in October;

Chilean Needle Grass was treated in November on all roadsides to reduce the risk of further dispersal from Council’s roadside activities into areas where it is not yet present;

Roadside St. Johns Wart infestations were treated in late November/December with follow up treatment carried out during the roadside Blackberry program;

Roadside Blackberry control was carried out from January to April. A concerted effort has been made to reduce roadside infestations to a manageable level over the last two (2) seasons and the 2017/2018 program should see a marked reduction in roadside control programs.

All complaints and enquiries in regards to roadside weeds have been attended to during the period. Assistance has also been provided to Council’s roadside furniture and roadside grading programs.


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RECREATION AND OPEN SPACES Cemeteries Funerals have been attended to and graves have been topped dressed as required. Parks and Sporting Fields With the mild winter season, there has been extra mowing runs carried out through the parks. Pruning is completed through the main park framework. Work has been done at Emmaville and Deepwater Ovals with assistance from the schools for their athletics carnivals, including upgrading of jump pits at Deepwater. Ongoing minor garden maintenance and rubbish removal has been carried out through the parks. Drainage issues at King George Oval are under investigation. Swim Centres Both Swim Centres are now closed for the season. Other Open Spaces Street tree maintenance pruning is continuing with the new chipper creating time and cost savings. Daily walk throughs are continuing in the CBD on work days with garbages being emptied and rubbish removed as required. Winter machinery maintenance has been carried out. Staff members have attended training for working near power lines. TOURISM AND EVENTS

VISITOR CENTRE ENQUIRIES MAY 2017 JUNE 2017

TOTAL YTD 2016-17

TOTAL YTD 2015-16

Front Counter Enquiries 3,670 1,447 25,757 28,327

Telephone Enquiries 559 324 4,855 5,214

Information Mailed To Visitors 65 225 1,523 2,691

Bulk Visitor Guides Distributed 300 300 13,230 6,745

Visiting Coach Tour Groups Passengers

4 126

1 26

30 884

22 700

New England Coaches Passengers

14 167

14 194

157 1,770

151 1,462

TrainLink Coaches Passengers

27 367

26 291

304 4,034

308 3,682

Centre Statistics The Visitor Information Centre statistics indicate a slight decrease of some 50 visitors through the door a week, seven (7) less telephone calls a week, and 20 less mail outs per week: not what could be considered a significant decline in direct use of the

INFORMATION CENTRE SALES

MAY 2017

JUNE 2017

TOTAL YTD 2016-17

JUNE 2016

TOTAL YTD 2015-16

Merchandise and Souvenir Sales

$20,463 $4,944 $92,494 112%

BUDGET

$5,978 $86,609

TrainLink Sales $3,041 $2,680 $36,217 121%

BUDGET

$2,118 $27,997


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Information Centre’s physical presence. In contrast, bulk mail outs have seen a significant increase of almost 100%, with 13,230 guides distributed to other Information Centres and Caravan and Camping Shows. Use of New England Coaches and TrainLink has seen a slight increase, due in part, to the demise of the Greyhound Service on the New England Highway. The Glen Innes Visitor Information Centre still continues to be rated in the top 12 TrainLink agencies in the State. Merchandise Sales There is a continued growth from year to year in retail sales as we work toward merchandise that appeals across the broad spectrum of our visitors. In fact, we have seen a growth of 62% from $57,000 (2013-14) to $92,494 (2016-17). Our goal has been to grow this section by 15% per annum on the 2013/14 base – which has been achieved. Our next goal is to ensure that we stock up to a minimum 15% of local product by 2021 and press toward an annual target of $150,000 in sales also by 2021.

MARKETING UPDATE Social Media

WEBSITE AND SOCIAL MEDIA

MAY

2017

JUN

2017

YTD

2016/7

SAME PERIOD

2015/6

Glen Innes Tourism website users 12,516 12,605 132,392 NA

Minerama website users 793 1,556 23,073 NA

Australian Celtic Festival website users 10,159 8,222 87,171 NA

Glen Innes Tourism Facebook likes 26 19 1,157 893

Minerama Facebook likes 11 6 768 556

Australian Celtic Festival Facebook likes 134 30 4,305 3,786

CAMPAIGN PEOPLE REACHED

POST ENGAGEMENT

COST COST PER

REACH

COST PER POST

ENGAGEMENT

Glen Innes Show

22,114 2,062 $100.00 $0.0045c $0.05c

Minerama 58,705 3,626 $490.00 $0.0083c $0.14c

Celtic Festival 97,459 15,066 $000.00 $0.000c $0.00c

Glen Innes Highlands Seasonal Campaign

47,104 4,967 $200.00 $0.0042c $0.04c

TOTALS 225,382 25,721 $790.00 $0.0035c

$0.03c

Glen Innes Severn Tourist Association (GISTA) GISTA membership for 2016-17 reached a total of 91 members who, as a result of their membership, enjoyed numerous benefits including membership of the NSW Business Chamber. GISTA marketing is primarily channelled through Destination Glen Innes, set up specifically for this purpose. During the year, GISTA marketing expenditure totalled $38,500 with $7,399 donated to local events. Council’s contribution to GISTA amounted to $15,000 of which $7,500 is contributed from the Tourism marketing budget.


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Destination Glen Innes Destination Glen Innes is an arm of GISTA, and social media, television and radio were the principal channels of advertising and covered the region from Newcastle to the Gold Coast and Toowoomba Darling Downs. Social media statistics were quite significant:

Reach 798,160

Post Reach 194,905

Boosted Campaign Reach 170,800

New Page Boost Reach 78,440 Section 355 Community Committees of Council The Manager Tourism and Events is Council’s representative on the following Committees:

1. Emmaville Mining Museum Committee;

2. Australian Celtic Festival Committee; and

3. Minerama Committee. Emmaville Mining Museum Committee The past 12 months have proven to be productive in working with the Committee to work toward compiling a Register and Valuation (self-assessment) of the various private and public collections housed within the main building. Council has been able to record the following collections:

The Curnow Collection;

The Maskey Collection;

The Trewethy Collection;

The Gibney Collection;

The Jillet Collection. The next 12 months will see the completion of a Revised Strategic Plan, Marketing Plan, Constitution and Charter. Australian Celtic Festival Committee The Australian Celtic Festival (ACF) celebrated its 25th Festival this year with what can only be described as one of the best Festivals, if not the best Festival. The Southern Cross University (SCU) undertook its second Visitor Survey to specifically determine the value to the Visitor Economy. The results of this Survey are covered in a separate report within this Business Paper.

Apart from the SCU Visitor Survey, an area that has been highlighted by the Executive of the Committee is the challenge faced by Volunteer Committees in organising and running a Festival of the size of the ACF. The SCU Report indicates the Value to the Economy at $2.684m ($2.996m when leakage and Tourism Multiplier is added) which presents an enormous work load and specific skillset to ensure a continued success. This aspect is currently being addressed and a report detailing the options available for the continued future success of this Festival will be presented to Council for its consideration at the August 2017 Ordinary Meeting.


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Minerama Committee Minerama also continues to grow in popularity. The 2017 Show saw an increase in trader stall sites and a significant increase in the fossicking field trips, with over 250 people (up from 150 in 2016) enjoying a choice of nine (9) different locations. Following the recommendations stemming from the past two (2) SCU Visitor Surveys, the Committee introduced a Palaeontology and Earth Science display in conjunction with the University of New England. The display was set up in the Services Club Board Room and attracted a steady flow of visitors (more young than old) throughout the three (3) days.

A third and final Visitor Survey was carried out by SCU this year with the results covered in a separate report within this Business Paper indicating a value to the economy of $1,534,400.00. Rebranding – Glen Innes Highlands The process to undertake and adopt a new Destination Brand for Glen Innes Severn has now been completed with “Glen Innes Highlands” adopted as the new Brand. A Brand Style Guide and logo have also been adopted with several requests received to use the new brand. A new website www.gleninneshighlands.com will be launched before 31 July 2017. Destination NSW – Regional Networks Following on from a report to Council in June 2016, where Destination NSW (DNSW) disbanded the Regional Tourism Organisations (RTO) structure and replaced them with Regional Networks (RN), the Manager of Tourism and Events attended a Country Outback Network Board meeting in Armidale on 6 July. The DNSW Board advised that the Country and Outback office will be located at Dubbo, but as yet no appointments have been made for the Chief Executive Officer, Marketing Manager or Personal Assistant. It is noted that DNSW appointed the Board in December 2016. The Council representatives who attended the meeting indicated their concerns that there has been no appropriate structure in place to work with for over 12 months as well as issues with funding, direction and communication and a general concern that DNSW were not as regionally focused as they endeavour to indicate. Another meeting of the Board is due on 3 August in Tamworth. SALEYARDS

Description 2016-2017 2015-2016 2014-2015 2013-2014 2012-2013 2011-2012 2010–2011

Fat cattle

8,321

10,198 12,755

16,611 11,844 13,221 15,382

Cattle weighing

7,764

5,921 1,357 4,199 529 1,378 1,398

Special cattle sale

7,116

7,118 7,722 9,789 9,023 11,277 9,781

Total cattle 23,201 23,237 21,834 30,599 21,396 25,876 26,561

Cattle gross value

$17,322,081.79

$16,829,147 $14,749,041

$11,823,054

$11,442,997 $17,522,475 $11,157,544

http://www.gleninneshighlands.com/


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WASTE MANAGEMENT Kerb Side Recycling Collection

Kerb Side Waste Collection

Description 2016-2017 2015-2016 2014-2015 2013-2014 2012-2013 2011-2012 2010-2011

Store sheep

0

0 0 0 0 2,777 4,182

Fat sheep

65,268

69,312 53,419 87,516 73,218 61,961 68,996

Total sheep

65,268 61,870 53,419 87,516 73,218 64,738 73,178

Sheep gross value

$6,519,267.80

$5,402,216 $4,538,434 $5,652,522 $4,471,179 $6,161,041 $8,243,813

2016-17 Recycling (tonnes)

% Waste stream

Number of Services

Average Household

Yield (kg)/week

July 50.08 28 3,741 2.68

August 42.53 23 3,769 2.25

September 41.56 22 3,769 2.75

October 47.72 26 3,769 3.16

November 52.87 32 3,769 3.5

December 57.64 27 3,769 3.79

January 57.14 26 3,769 3.78

February 50.62 26 3,769 3.3

March 56.56 26 3,769 3.72

April 42.30 25 3,769 2.80

May 50.46 25 3,769 3.34

June 42.12 26 3,769 2.79

2016-17 Waste

(tonnes) % Waste Stream

Number of Services

Average Household Yield (kg) /

week

July 126.06 72 3,773 8.35

August 139.6 77 3,871 7.21

September 148.1 78 3,871 9.56

October 134.9 74 3,871 8.71

November 164.88 68 3,871 10.64

December 151.52 73 3,871 9.75


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GRANTS OFFICERS REPORT – JUNE 2017

Council’s Grants Officer commenced on 7 November 2016. The position is for a trial period of 12 months. 1. Grant Applications Approved

Grant Description Value of

Grant

NSW Government – Back to Business $5,000

NSW Government – Reconciliation Week $5,000

NSW Heritage Office – Heritage Advisor & Local Heritage Assistance $28,400

Ageing, Disability and Home Care: NDIS Sector Readiness $35,000

Local Government NSW – Council Roadside Reserves Environmental Grants 2017

$45,000

2. Grant Applications Lodged and Pending Decision


Grant

Office of Local Government – Fit for the Future – Innovative Fund Round 2 – New Finance Package

$150,000

Variety NSW: Expression of Interest (EOI) for provision of a Liberty Swing

In negotiation as potential

part funder of Liberty Swing

Building Better Regions Fund (BBRF): Infrastructure Wattle Vale Quarry

$325,736

Public Reserve Management Fund (PRMF): Replace Public Toilets at Standing Stones

$155,450

Bridges Renewal Program: upgrade and repair bridges to enhance access for local communities and facilitate higher productivity vehicle access (Polhill Road)

$592,000

Department of Industry – Smart Cities and Suburbs – Round 1 – Smart Water Meters Project

$234,063

January 160.42 74 3,871 10.33

February 143.0 74 3,871 9.24

March 164.34 74 3,871 10.61

April 128.32 75 3,871 8.82

May 150.26 75 3,871 9.70

June 122.02 74 3,871 7.88


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3. Unsuccessful Grant Applications


Grant

Regional Flagship Events Program Incubator Event Fund: Chill n Glen

$20,000

Community Safety Fund : extension of CBD CCTV $114,005

Department of Premier and Cabinet – Regional Growth – Marketing and promotion Fund – Growing Glen Innes Prospectus

$50,000

Unfortunately Council was unsuccessful in its application to extend the CCTV in

the CBD. The Department of Justice has provided the following feedback in regard

to our application:

In general:

100 applications were received;

21 projects were funded (these were mostly projects which were re-submitted following unsuccessful applications in Round 1);

Only one (1) project was funded in the New England area – an Aboriginal specific project in Armidale (Armidale Aboriginal Health Service);

Most projects funded in regional areas have high crime rate statistics (noting that Glen Innes crime statistics are low in comparison);

Only two (2) of the 21 funded projects had a CCTV component – all successful applications focussed on broader crime prevention strategies such as built environment, lighting, cleaning up overgrown vegetation OR specific youth crime prevention or family intervention projects (compared to Round 1 where CCTV standalone projects were more commonly funded).

Specifically in relation to our application, the committee noted:

The submission was well written;

Comprehensive answers to all questions were provided;

The application met the guideline requirements;

All required documentation was provided with evidence of good coordination with Police and other business and community sectors;

The proposed CCTV system was appropriate for the location;

There was adequate evidence of Council’s capacity to implement the project;

The application demonstrated a good comprehension of community safety issues.

We were encouraged to apply again in Round 3 (noting that most of the 21 funded projects in Round 2 had been previously unsuccessful in Round 1). Applications for round three (3) will open in early 2018.

Council was also unsuccessful in an application in the Department of Premier and Cabinet, Regional Growth, Marketing and Promotion Fund. This was an application to develop a “Growing Glen Innes Prospectus” a key strategic action


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in the 2017-18 Operational Plan. The following information was offered by the Office of Regional Development Regional NSW:

82 Council’s submitted applications;

18 were successful;

Of the successful, all were for joint projects (no standalone Councils were funded despite being eligible under the guidelines);

In our Region, only one (1) Council (Armidale) received funding as part of a group application.

Our proposal was well targeted and within the guidelines and it would have been beneficial if the Department had stated that ONLY group or joint applications would be considered in the guidelines at the outset. This would have avoided wasted effort and disappointment for 64 Councils which were not funded.

4. Grant Applications in Progress but not lodged


Grant

Community Building Partnerships – Anzac Park Play Ground upgrade - 9 August

To be finalised

Regional Growth Fund – Stronger Country Communities Fund – 9 August

To be finalised

Transport for NSW- Walking and Cycling Program – 31 August To be

finalised

Restart NSW - Fixing Country Roads – 1 September To be

finalised

The NSW Government has announced the $1.3 billion Regional Growth Fund. The fund comprises six (6) different funding programs best demonstrated by the diagram on the following page. Two (2) of these funds have been launched, being the Stronger Country Communities Fund and the Regional Cultural Fund. Unfortunately, the first of these funds, the Stronger Country Communities Fund, opened on Friday, 7 July with applications closing on 9 August. Council is in the first tranche of Councils to apply under this funding, with two (2) other tranches for the remaining Councils. Under the Stronger Country Communities Fund, projects must be shovel ready, have two (2) quotes and meet the criteria to improve local infrastructure. This funding is only available via Councils. Projects must be a minimum of $100,000, however, projects between $250,000 and $1,000,000 are preferred. It is understood that there is a minimum amount allocated to each Council over a two (2) year period with $200 million allocated to the 93 regional Councils over the next two (2) years. Due to the short time frame in which there is to apply and the criteria for funding, it is suggested the following projects be included in round one (1):


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Priority One (1) Upgrade of the Glen Innes CBD Stage 4, being Grey Street from Meade Street to Ferguson Street Priority Two (2) Upgrade of Mellings Park, including new playground equipment and exercise equipment, and a linked cycle way and footpath to the parklands in West Avenue. Both of these projects have been identified in Council’s 2017-2021 Delivery Program. The second fund which was released this week is the Regional Cultural Fund. This fund has an amount of $25 million available and is open to community groups and organistions. Again, an expression of interest is required prior to the closing date in early September. It is suggested that Council apply for a grant for public art in the Meade and Church Street roundabout.


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5. Community Support

Forty-two community groups, including Section 355 Committees of Council, have

been provided with advice or information via the Bid Blast newsletter.

CAPITAL WORKS PROGRESS REPORT JUNE 2017

Section Description

Original Budget

Approved Budget

Variation

Expenditure Year to Date

Completed Comments

Saleyards

Truck Wash Fencing

WHS

2015-16 Project

$15,000 $8,520 Yes *Physically completed.

Swimming Pools

Glen Innes Swimming

Pool Upgrade

2015-16 Project

$1,000,000

2015-16

$940,250

2016-17

$69,065

Yes *Physically completed.

CBD

Public Art Projects

Includes $45,755 carried forward

from 2015-16

$50,000 $95,755

2015-16

$15,745

2016-17

$60,077

Yes

All current projects have been *physically completed.

Signage

Upgrade - CBD

$50,000 $14,357 No

Signage audit completed. Signs installed for ANZAC Park toilets and Glen Innes Aquatic Centre and Standing Stones Directional.

Feature Lighting

$20,000 No

Further discussions held with Electrician. Pending quote for lights.

Parks

Upgrade Public Toilets

– King George Oval

$210,000 $4,115 Yes

Project deferred and money earmarked for the development of a Master Development Plan for


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*Figures on physically completed items may change due to accounting adjustments and invoices being received after the physical completion of the project.


There are no governance/policy implications arising from this report.




sporting fields within the LGA.

Replace Soft fall to

Playground equipment


Upgrade

gardens King Edward Park


New Concrete

Beam – Glen Innes Lawn Cemetery


Upgrade -Standing Stones

Electricity

$25,000 31,219 Yes *Physically completed.

Environment

Provision of Solar – Council

Workshop


Provision of Solar – Council

Workshop


Landfill

Upgrade – Recycling

Mobile Garbage

Bins

$105,000 $93,040 No

Tender accepted and 2,000 new bins to be rolled out in July.

Posi Cover -

Landfill 25,000 30,698 Yes *Physically

completed.

Purchase 15 hectares of

land adjoining Landfill

$160,000 $160,000 Yes Completed.


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CONCLUSION The statistics in this report deliver information to Council on the key activities undertaken in Council’s Department of Development, Planning and Regulatory Services for June 2017.

RECOMMENDATION

1. That Council notes the information in this report.

2. That Council applies for funding under the Stronger Country Communities Fund with the priority one (1) project being the upgrade of the Glen Innes CBD Stage 4, being Grey Street from Meade Street to Ferguson Street, and the priority two (2) project being the upgrade of Mellings Park, including new playground equipment and exercise equipment, and a linked cycle way and footpath to the parklands in West Avenue.

3. That Council applies for funding under the Regional Cultural Fund for the commissioning and installing of public art in the Meade and Church Street roundabout.


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9.28 Proposed Training Facility Glen Innes Aggregates REPORT FROM: INFRASTRUCTURE SERVICES Author: Keith Appleby - Director of Infrastructure Services ANNEXURES Annexure A Letter from TAFE regarding proposed training facility

ECM INDEXES Subject Index: COMMERCIAL ACTIVITIES: Glen Innes Aggregates PERSONNEL: Training and Development Customer Index: TAFE NSW, Glen Innes Aggregates PURPOSE The purpose of this report is to advise Council of a proposal from TAFE NSW to create a heavy plant training school at the Glen Innes Aggregates site. BACKGROUND Council has been approached by TAFE NSW to develop a civil plant training school at the Glen Innes Aggregates site. (Please refer to Annexure A relating to this report.) It is proposed that TAFE will utilise the site for both theory and practical learning. In return, TAFE will be requested to provide training to Council staff. Council currently pays external training providers to deliver courses for its staff in safety related matters such as forklift operation, confined spaces and working at heights. Council also needs to certify that operators of various plant items are competent to operate plant. (a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective CS 1.1.5 'Engage and encourage young people to later return to this LGA to raise their families, work in the area, work remotely from the area or establish their own businesses and/or industries in the area.'

(b) Financial Considerations The offer comes at no cost to Council, however, there will be subsequent savings due to training being provided to Council staff under the agreement.

COMMENTARY This offer represents an exciting opportunity for Council to partner with TAFE NSW using a model that has already proven itself to work in other locations. Nambucca and Tweed Shire Councils have reportedly found this program to be beneficial both for their own training needs and also for assisting local job seekers obtain meaningful employment. The model utilises experienced plant operators from the mining industry who have gained teaching qualifications to deliver “real world” skills in civil plant operations. A key aspect of the model is that the classrooms are situated on live work sites, and students have the opportunity to experience the atmosphere of a civil works operation.


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The proposal is that a development application be lodged to allow TAFE NSW to utilise the existing unused shed near the entrance to the quarry, and possibly to establish additional portable classrooms and amenities on site. This will enable TAFE to provide various accredited training programs in courses related to civil plant operations, such as a Certificate III in Civil Construction. It is also envisaged that training and assessment services will be provided directly to employers who need staff competency to be formally assessed in order to satisfy Worksafe NSW requirements. It is proposed that the agreement essentially states that Council provides the site in return for training and assessment services. Some of those services may be subject to a commercial fee, however, even in those cases savings will exist through having training and assessment available locally. As part of the agreement, TAFE will be required to indemnify Council against any risk to students or to Council that arises as a result of the training facility being located at the site, as well as accepting full management responsibility for the site. There is considerable community benefit in that the program will allow local jobseekers, particularly young jobseekers, to gain a foothold into a career in civil plant operation. This will provide a skilled labour force for small businesses in the community. It is important to note that the model is not aimed at delivering students who have a “piece of paper”, but rather delivering students who are capable and ready to step into the workforce operating a piece of equipment to commercial standard. (a) Governance/Policy Implications

The site is Zoned as RU1 under the Glen Innes Local Environmental Plan (LEP) and the development being an education establishment is permitted with consent under the provisions of the Glen Innes LEP 2012, as it is not listed as being prohibited in this zone. However, under the provisions of the State Environmental Planning Policy (SEPP) Infrastructure 2007 the proposed training facility is potentially not permitted as it is not in a prescribed zone as specified in the SEPP. Council will need to ensure that clause 32 of the SEPP is considered in the preparation of the proposed Development Application. The Infrastructure SEPP was developed to assist in fast tracking development applications, so it may not have an overriding impact that normally happens whereby a SEPP overrules an LEP. Council may enter into agreements with TAFE NSW (being a State Government body), aside from the normal procurement requirements.

(b) Legal Implications A formal agreement will be entered into with TAFE NSW following development by its legal department.

(c) Social Implications The proposal provides for training of jobseekers to a level of employability, which provides benefit both for the jobseeker and also for industry requiring the skills of civil plant operation.

(d) Environmental Implications The project would be managed under the requirements of the Glen Innes Aggregates Environmental Management Plan.


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(e) Economic/Asset Management Implications All assets constructed for the development would be portable and remain the property of TAFE NSW or its suppliers, so there would be no associated cost of asset ownership for Council.

CONCLUSION The training/work opportunities provided through the potential partnership between NSW TAFE and Glen Innes Severn Council will potentially give trainees very valuable experience and will greatly increase their employability. The skills obtained will be of great benefit to local businesses who utilise civil plant, including earthmoving contractors, tradesmen and Council itself. The proposal comes at no cost to Council, but with great benefit for both Council and the community. It is therefore strongly recommended that Council pursue the offer.

RECOMMENDATION

1. That Council authorises the General Manager to negotiate with TAFE NSW regarding its proposal for a civil plant training school at the Glen Innes Aggregates quarry, and to subsequently enter into an agreement whereby Council provides use of the site in exchange for some training of its staff – with the full care, control and management of the training facility, including the associated risk considerations, residing with TAFE NSW.

2. That Council authorises the General Manager to sign any Development Application necessary to facilitate a civil plant training school at the Glen Innes Aggregates site.


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9.29 Review of the Risk Management - Road and Carpark Policy REPORT FROM: INFRASTRUCTURE SERVICES Author: Malcolm Donnelly - Manager of Technical Services ANNEXURES Annexure A Draft Risk Management - Road and Carpark Policy

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Policy Register ROADS: Street Management PURPOSE The purpose of this report is to present Council with the reviewed Risk Management - Road and Carpark Policy for adoption. BACKGROUND In August 2012 Council adopted the current Risk Management – Road and Carpark Policy. The purpose of this policy is to provide a systematic, risk management approach to the identification, evaluation and prioritisation of maintenance works on Council’s road network. Council is a member of the Statewide Mutual Liability Scheme, and in order to minimise the risk of claims, Councils are encouraged to continuously improve procedures for managing high risk assets. Statewide publish a Best Practice Manual to assist member Councils to prepare and revise risk management procedures to reduce potential liability exposure. This Manual has been used as a basis for developing a road risk management system that is efficient and sustainable within Council’s funding regime. (a) Relevance to Integrated Planning and Reporting Framework

This item links to Council’s Delivery Program Objective IM 1.3.1 ‘Maintain appropriate levels of service across the LGA.’ This item also links to Council’s Delivery Program Objectives IM 3.2.2 ‘Develop and implement best operational practices, including the empowerment of staff to take ownership of outcomes.’


The Policy will provide a foundation on which operational and financial decisions will be made. Implementation of the policy is funded through existing operational budget areas.

COMMENTARY

Council must be aware of the risks to which it is exposed in managing the road network and be able to demonstrate a systematic approach in managing risks.

The Policy specifically addresses the potential risk of liability associated with the various aspects of road maintenance, and adopts the Statewide Best Practice Manual (“the Manual”) as the basis for Council’s system of managing the risks.


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The Manual is in a format consistent with the International Standard for Risk Management: AS/NZS ISO 31000:2009 Risk Management – Principles and Guidelines. It provides a mechanism for rating and prioritising risks on the road network. Annual inspections occur on Council’s road network to identify defects, which are then prioritised and addressed on a risk management approach within available operational budgets. Importantly, the methodology within the Manual is being incorporated into the AssetFinda asset management system, currently being implemented within Council’s Infrastructure Services Department. The Statewide Best Practice Roads Manual has not been amended since the Policy was originally adopted by Council, and there is no change recommended to the current Policy. The Policy is attached as Annexure A to this report. (a) Governance/Policy Implications

The proposed Policy is unchanged from the current Policy adopted in 2012.

(b) Legal Implications The review of the Policy and use of the Best Practice Manual reflects that Council is carrying out its duty of care in the provision and maintenance of road areas by following the set guidelines.



(e) Economic/Asset Management Implications The long-term funding of the maintenance of assets is documented in Council’s Asset Management Plans, taking into account the service levels (intervention standards) listed in the Best Practice Manual.

CONCLUSION Council continues to take a risk management approach to mitigating litigation exposure by having robust systems and processes that are reviewed and updated in line with current industry best practice.

RECOMMENDATION

1. That Council adopts the reviewed draft Risk Management – Road and Carpark Policy which is attached to this report as Annexure A.

2. That the Risk Management – Road and Carpark Policy be communicated to all new employees that are affected by it as part of their induction, and that the Policy be distributed to Managers by the Personal Assistant (Infrastructure Services).


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9.30 Infrastructure Services: Capital Works Progress Report REPORT FROM: INFRASTRUCTURE SERVICES Authors: Callum Moore - Manager of Infrastructure Delivery

Keith Appleby - Director of Infrastructure Services ANNEXURES Annexure A Capital Works Gantt Chart

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Budgeting PURPOSE The purpose of this report is to review the progress of the Department of Infrastructure Services towards completing the capital works objectives identified in the 2016/17 Glen Innes Severn Council Operational Plan. BACKGROUND

(a) Relevance to Integrated Planning and Reporting Framework Council’s Operational Plan sets out the capital projects to be undertaken during the financial year.

(b) Financial Considerations Recommendations for budget modifications are included as part of this report, where necessary.

COMMENTARY Well above average rainfall in August and September 2016, as well as the addition of the Roads and Maritime Services (RMS) Wytaliba Bridge Funded works on the Old Grafton Road caused considerable delay to the Capital Works program. It is not expected that these delays will impact on the program for the 2017/18 financial year and all progressing projects are expected to be completed by September 2018, as is indicated on the overarching Gantt project management chart attached to the report as Annexure A.

A number of projects were undertaken during June with works now complete on the majority of projects. The current status of each project is indicated below.

PROJECT WORKS COMMENTS APPROVED BUDGET

Actual + Committed YTD 16-17

SRV PROGRAM

Budget : $626,000

Local Unsealed Urban Roads – funded by SRV Works / General Fund

Unsealed Roads re-sheeting program

Gravel cost has been allocated. Resheeting to be completed on Mt Mitchell Road,

$220,000 $226,526


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Glen Legh Road and Pinkett Road.

Local Sealed Urban Roads – funded by SRV Works / General Fund

Cryland Street Rehabilitation

*Physically completed.

$76,000 $58,627

Footpaths Renewal Works underway on Oxford Street.

$30,000 $1,855

Local Sealed rural Roads – funded by SRV

Rural Heavy Patching and Resealing Program


$300,000 $300,000

BLACKSPOT FUNDING

Budget : $142,850

Black Spot Funding Road Safety Treatments - Emmaville Road

Pending installation of the guardrail at the end of July due to contractor timing.

$142,850 $66,700

ROADS TO RECOVERY (RTR)

Budget: $2,002,669

Local Sealed Urban Roads Rehabilitation

Taylor Street (Church Street - Grey Street)


$140,000 $122,586

East Avenue (Bourke Street - Wentworth Street)

Project deferred. $122,669 $0.00

Pitt Street (George Street - Oliver Street)


$220,000 $204,926

Oxford Street (George Street - Cross Street)


$200,000 $128,704

George Street (Edward Street - Hunter Street)


$145,000 $91,162

Bourke Street (Grey Street - East Avenue)


Wentworth Street (Church Street - Grey Street)

Works are expected to be completed in August.

$115,000 $444

Coronation Avenue (Lang Street - Ferguson Street)



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Barff Street (Torrington Street - Walter Street)

Pavement and seal have been physically completed. Poor existing pavement materials needed to be replaced and therefore the budget was exceeded.

$55,000 $88,312

Robinson Avenue (Veness Street - cul de sac)

Pavement and seal have been physically completed. Some sections of the pavement were deemed to be in good condition and were only resealed. This led to substantial cost savings.

$180,000 $85,898

Bradleys Lane *Physically completed. ($40,678 cost overrun. Overlay was required due to poor existing pavement materials)

$90,000 $130,678

Golf Links Road seg 110 *Physically completed. ($39,303 cost saving)

$300,000 $260,726

Additional bitumen resealing program


$200,000 $191,449

REGIONAL ROADS Budget : $399,940

Regional Roads Block Grant

Wellington Vale Road seg 70/80 Rehabilitation

Underway. Expected completion by August.

$399,940 $470,203


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RANGERS VALLEY

Budget : $259,244

Rangers Valley Road, Cam Creek widening

A tender has been awarded for this project (note that this project has been re-budgeted for 2017/18).

$259,244 $429,307

RMS Wytaliba Bridge Fund

Budget : $370,000

RMS Wytaliba Bridge Fund

Old Grafton Road Seg 10/20 Construction


$370,000 $313,526

LOCAL INFRASTUCTURE RENEWAL SCHEME (LIRS)

Budget : $2,008,080

5130 Cherry Tree Road, Furracabad Creek bridge

Inspection completed.

$3,000 $3,000

5150 Coxs Road, Deepwater River bridge

Timber purchased.

$22,000 $22,309

5105 Bargens Road, Nobby Creek Bridge

Timber purchased. Quotes called for lift in abutment construction.

$15,000 $12,414

5165 Eimers Road, Middle Creek bridge


$12,000 $6,349.93

5340 Wentworth St, Rocky Ponds bridge


$3,000 $3,000

5170 Furracabad Road, Furracabad Creek bridge


$3,000 $3,000

5175 Gulf Road, Beardy River bridge


$92,000 $91,480

5180 Gulf Road, Highland Home Creek bridge


$110,000 $111,199

5220 Mt Mitchell Road, Yarrow River bridge


$3,000 $3,000

5275 Shannon Vale Road, Water Cask Creek bridge


$30,000 $38,863.74


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5315 Tent Hill Road, Bark Hut Creek bridge


$2,000 $1,445

5320 Tent Hill Road, Bark Hut bridge


$5,000 $4,815

5325 Tent Hill Road, Old Woman’s Swamp bridge


$5,000 $4,717

Contingency Costs Miscellaneous smaller projects have been costed to this number.

$30,000 $30,261

5270 Shannon Vale Road, Mann River bridge

Works physically completed.

$25,000 $20,313

5300 Ten Mile Road, Deepwater River bridge

Geotechnical investigation completed in February.

$20,000 $19,188

5305 Ten Mile Road, Deepwater River bridge

Geotechnical investigation completed in February. Timber now ordered for 2017/18 showing as committed cost.

$10,000 $31,499

PLANT AND EQUIPMENT ACQUISITION

Budget: $513,000

Heavy Plant Replacement Program

Bridge Truck Purchased. $120,000 $136,156

Tractor 1306 Investigations underway.

$90,000 $0.00

Chipper 300mm capacity Purchased. $70,000 $87,273

Workshop Truck Auctions have

been investigated for suitable vehicles, however, a replacement has not been found. The existing truck is to remain in service.

$55,000 $0.00

11' Out front mower Purchased. $90,000 $78,845


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Light Vehicle Replacement Program

Plant no 2556 (Rangers Ute)

Purchased. $35,000 $31,478

Plant no 1523 (replace with 4x2 ute)

Purchased. $30,000 $31,859

Minor Plant and Equipment

Glen Innes Pool Vacuum Purchased. $5,500 $5,030.00

Street Vacuum Trialling a unit. $3,000 $0.00

Whipper snippers x 2 Purchased. $2,000 $1,690

Catcher Mower Purchased. $700 $390

Miscellaneous – aerodrome slasher, chainsaw, pump, excavator bucket.

Purchased. $11,800 $15,788

STORMWATER / DRAINAGE

Budget : $250,000

Renew Drainage – Drainage Charge Reserve

Bourke Street Grey - Creek

Underway. Expected completion in July.

$250,000 $87,463

SEWER FUND RENEWALS

Budget :

$401,041

Sewer: Mains Renewal – Sewer Funds

Interflow was engaged to complete the program during March/April but were called away to other locations.

$381,041 $175,346

Sewer: Treatment Plant Renewals – Sewer Funds

This is an allocation made for any renewal works that may be required throughout the year due to plant equipment failure, however, has not been needed.

$20,000 $0.00


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WATER FUND RENEWALS

Budget : $420,795

Water: Mains Renewal – Water Fund

Mains replacement Water mains have been constructed in George and Pitt Streets. Works are physically complete in Oxford and Taylor Streets.

$235,795 $289,125

Water Treatment Plant Renewal

Filter relining Warranty claim pending.

$65,000 $63,529


Raw water intake relining

Warranty claim pending.

$20,000 $0.00


Filter inflow channel relining

Warranty claim pending.

$10,000 $0.00

Water: PAC Off Stream Storage

PAC Dosing System *Physically completed.

$70,000 $72,829

Water: Meters – Replacement

Meters replaced as identified during meter reading analysis.

$66,165 $2,578

*Figures on physically completed items may change due to accounting adjustments and invoices being received after the physical completion of the project.


Maintenance of Council’s infrastructure assets is in accordance with risk management policies, plans and procedures.


(c) Social Implications Asset maintenance and renewal work is performed to manage public hazards and asset performance. Where feasible, maintenance and renewal activities are scheduled to minimise social impacts.

(d) Environmental Implications Capital works are designed, and operational staff members have received training to assess and minimise the environmental impact of work activities.

(e) Economic/Asset Management Implications Works are scheduled to fully utilise all funds allocated to capital projects, so as to maximise the value of Council’s infrastructure assets at year end.


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CONCLUSION The progression of Infrastructure Services’ capital works program for 2016/17 is documented above. The program is again one of the largest undertaken by the department, particularly in regard to the number of road rehabilitation projects.

RECOMMENDATION

That Council notes the information in the report.


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9.31 Department of Infrastructure Services: Monthly Report - June 2017

REPORT FROM: INFRASTRUCTURE SERVICES Author: Jai Brummell - Personal Assistant - Infrastructure Services ANNEXURES Annexure A Grading accomplishment report at 30 June 2017 Annexure B Maintenance enquiries received in June 2017 Annexure C Drinking Water Monitoring Program Results for June 2017

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Reporting PURPOSE The purpose of this report is to review the progress of the Department of Infrastructure Services, towards completing the works objectives identified in the 2016/17 Glen Innes Severn Council Operational Plan. BACKGROUND (a) Relevance to Integrated Planning and Reporting Framework

Council’s Operational Plan sets out the capital projects and maintenance works to be undertaken during the financial year.

(b) Financial Considerations Recommendations for budget modifications are included as part of this report, where necessary.

COMMENTARY 1. INFRASTRUCTURE DELIVERY 1.1 Regional Roads:

Roadside vegetation control and pot-hole patching were ongoing throughout June. Widening works to Emmaville Road has been completed on the northern side of Rummery’s Hill as part of Roads and Maritime Services (RMS) Blackspot funding. The guard rail is expected to be installed in July. Heavy patch work has been completed over several hundred metres east of Morgans Road. Widening and rehabilitation of one (1) segment of the Wellington Vale Road has commenced. These works are expected to continue into August.

1.2 Local Sealed Roads:

Pot-hole patching and vegetation control has been carried out on various roads throughout the area.

1.3 Local Unsealed Roads: Roads graded since the previous report include Deyrah Road, Crisps Road, Nant Park Road, Costellos Road and Hamels Lane. Rileys Road, Ten Mile Road and Bullock Mountain Road are underway. Re-sheeting was undertaken on Rileys


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Road. The majority of the road has been re-sheeted, however, due to rain at the end of the month, the remaining material is too saturated to be placed. The final section of the road will be re-sheeted upon the next round of maintenance grading. Emergency response works were completed on Glen Legh Road at the end of June to attend to areas of the road where springs have developed. Please refer to Annexure A relating to this report which shows the grading accomplishment for unsealed roads for the month of June.

1.4 Bridges and Causeways: Decking replacement and minor maintenance tasks were completed on the Mann River Bridge on Mount Mitchell Road, the Old Woman Swamp Bridge on Tent Hill Road, and the two (2) Bark Hutt Creek Bridges on Tent Hill Road. Debris was cleared from under the Mann River Bridge on Shannon Vale Road, the Wellingrove Creek Bridge on Polhill Road, and the Furracabad Creek Bridge on Furracabad Road to allow bridge inspections to be conducted. Replacement works are underway on the Water Cask Creek Bridge on Shannon Vale Road. These works include a full replacement of decking timbers, kerb rails and girders, and construction of a concrete abutment with wing walls and some minor drainage works. Completion is expected early in July.

1.5 Town and Village Works: Ongoing vegetation control, street sweeping and pot-hole repairs have been

completed in various locations. Road rehabilitation works are now complete on Barff Street, Oxford Street and Robinson Avenue. Line marking will be reinstated on Oxford Street and George Street during July. Taylor Street has been rehabilitated, however, it has been identified that there are minor failures along the southern edge of pavement adjacent to the kerb. Investigations into the root cause of the issue are underway and repair works will be scheduled accordingly. Stormwater rehabilitation work is underway on Bourke Street between Grey Street and East Avenue and completion is expected by August. Closed Circuit Television (CCTV) inspections and cleaning were undertaken by Interflow at various Glen Innes locations. Interflow will be returning in July to conduct further inspections. Footpath replacements have been completed on Ferguson Street and West Avenue. Minor kerb replacements have been completed on Church Street.

1.6 Sundry Debtor Works: Minor private works are ongoing.

Current expenditure for the local road and bridges maintenance budget is shown below in Table 1.1.

LOCAL ROAD AND BRIDGE MAINTENANCE EXPENDITURE

Ledger Description Budget Expenditure

to the end of June

Percent

Complete

5030-2330 Sealed Urban Road Maintenance $340,000 $425,922 125%

5033-2330 Unsealed Urban Road Maintenance $31,000 $17,784 57%

5070-2330 Sealed Rural Road Maintenance $360,000 $275,404 77%

5090-2330 Unsealed Rural Road Maintenance $1,400,000 $ 1,618,336 116%


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5150-2330 Timber Bridge Maintenance $30,000 $ 42,229 141%

TOTAL $2,162,000 $ 2,379,674 110%

Table 1.1 - Local Road and Bridge Maintenance Expenditure

2.0 MAINTENANCE AND WORKS REQUESTS 2.1 Status Updates on Councillor Works Requests:

Current works requests from Councillors are shown in Table 2.1 below.

Councillor Enquiry Location Status/Response

Frendon

No Through Road Sign Emmaville Golf Course Sign ordered.

Frendon No Through Road Sign Lawrance Street Sign ordered.

Frendon Road Deterioration Glen Elgin Road Repair works to highly deteriorated sections will be underway early in July.

Frendon Impassable Section of Road

Pattersons Road Temporary repairs have been effected. Further investigation is required and an appropriate solution will be determined.

Sparks Roundabout Meade Street/Church Streets

Vegetation trimmed. Pedestrian access ramps to be relocated away from roundabout.

Sparks Drainage Elizabeth/Hilton Streets

Pot-hole repairs are scheduled. Drainage repairs are currently being assessed.

Sparks Rough Road Surface Lang Street Works were expected to be undertaken in June but have been delayed until CCTV inspections are completed on the Lang Street stormwater network.

Sparks Road Maintenance Dibley Road Scheduled for maintenance within the next four (4) months.

Sparks Unsealed Road Maintenance

West Furracabad Road

In the Capital Works Program for full length re-sheeting.

Sparks Footpath Repairs 217 Ferguson Street Completed.

Sparks Footbridge Repairs King Edwards Park Currently looking into options for replacement.


Pretty Valley Road Awaiting Oakwood Pit materials.


Square Range Road Underway.


Costellos Road Completed.


Greenhouse Road Patch re-sheeting has been delayed until August.


Lambs Valley Road Grading expected to commence midway through July.

Sparks Pot-hole Repairs Wellington Vale Road Underway.


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Councillor Enquiry Location Status/Response

Sparks Pot-holes and Drainage Lions Park

East Avenue Maintenance to be scheduled for early in the 2017/18 financial year.

Sparks Bridge approach Beardy Waters.

Shannon Vale Road Minor patching scheduled for early July.

Sparks Pot-holes Elizabeth Street Completed.

Sparks Pot-holes Bourke Street Underway.

Sparks Drainage between Church Street and Grey Street

Herbert Street Scheduled for October.


Aqua Park Road Full maintenance grading scheduled late in August.

Sparks Blocked Drains Old Grafton Road Drainage works scheduled for September.

Sparks Bridge Maintenance Old Grafton Road Underway.

Smith Drainage Issues Park Street and O’Donnell Street

This issue has been inspected and works are yet to be scheduled.

Toms Drainage Robinson Avenue Completed.

Toms Scour at southern end due to gravel surface

Heron Street Completed.

Table 2.1 - Works Requests Received from Councillors

Please note that all scheduling of maintenance works is subject to weather and varying demands of Council’s resources. Council is regularly inspecting roads at the request of residents.

3.0 MAINTENANCE ENQUIRIES AND RESPONSES

3.1 Maintenance Enquiries Received: Please refer to Annexure B relating to this report which shows all maintenance enquiries received since the last report (Table 3.1).

3.2 Response to Maintenance Enquiries:

Table 3.2 - Response to Maintenance Enquiries

Maintenance Statistics

Today's Date 03/07/2017

Financial Year : 2016/2017 30/06/2017

01/07/2016 Total P1 P2 P3 P4 P5 P6 PX

Number of Enquiries 822 55 120 227 218 57 56 89

Completed & Reported 499 55 111 156 105 41 31 N/A

Total Completed 527 55 113 165 114 40 40 N/A

Reported & Not Completed 234 0 9 71 113 16 25 N/A

Works Completed In Time 59% 80% 66% 45% 44% 72% 55% N/A

Works Completed Out of Time 20% 20% 30% 39% 12% 0% 0% N/A

Month: June 2017

01/06/2017 Total P1 P2 P3 P4 P5 P6 PX

Number of Enquiries 70 2 12 41 13 1 1 0

Completed & Reported 14 2 6 5 1 0 0 N/A

Total Completed 39 2 9 17 9 1 1 N/A

Reported & Not Completed This Month 56 0 6 36 12 1 1 N/A

Works Completed In Time N/A 100% 58% 12% 8% 0% 0% N/A

Works Completed Out of Time N/A 0% 0% 0% 0% 0% 0% N/A


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The priority ratings, represented by P1, P2 etc. range from urgent priority (P1) to lowest priority (P6). A rating of PX represents enquiries that will not be addressed as maintenance tasks as they either require capital funding or are not a requirement of the Council to undertake. Table 3.3 below provides further explanation for each priority rating, as well as the (arbitrarily set) maximum days of response for each rating.

Table 3.3 – Adopted Levels of Service

2. INTEGRATED WATER AND SUSTAINABILITY SERVICES

2.1 Water Quantity and Quality: The Beardy Weir and Deepwater Weir are at 100% capacity and there are no traces of blue-green algae. The New South Wales (NSW) Health Drinking Water Monitoring Program Result Summary Report is included as Annexure C relating to this report. This report shows that 100% of the samples provided were within the Australian Drinking Water Guidelines (ADWG) for chemistry and microbiology.

2.2 Water Infrastructure:

The following works have been carried out during June:

The three (3) sand filters at the Water Treatment Plant have been chlorinated;

Repairs have continued to the sand filters and western side clarifier at the Water Treatment Plant under a major warranty claim due to failure of the relining treatment carried out in 2016;

All fire hydrants have been raised in Taylor Street between Church Street and Grey Street prior to resealing works;

Faulty water meters have been replaced as required;

Chlorine tablet dosing has been conducted in the Blue Hills Reservoir twice weekly to achieve maximum levels of free chlorine;

A water meter at 398 Grey Street has been relocated;

Priority

Rating

Max Days

of

Response

Examples Urban Areas Examples Rural Areas

P1 1

Deep (>100mm) holes in either footpath or road; trees blocking road;

Very High Footpath Risks; flood waters……

Deep (>300mm) unavoidable holes in road; trees blocking road;

flood waters……

P2 14

Large nests of unavoidable potholes in road; fallen signage; lose

material on roads/footpath; medium to high footpath risks, blocked

drains which could lead to flooding of main area; major signage (stop

signs, culvert guide posts);

Large nests of unavoidable potholes in road; severe scour in in roads

(>50% of width lost); slippery sections of road….

P3 30

Potholes in sealed roads; damaged signs etc.; minor signage (street

signs, parking signs); scour on sealed roads at kerb edges; any areas

of water pooling in main streets of towns.

Damaged culverts on class 2-4 roads; 50% of the road surface covered

with small potholes, scour and corrugations on class 2 -4 roads; major

signage (culvert guide posts, stop signs)

P4 180

Stormwater diverting onto roads due to obstructed path; minor

surface damage (loss of seal, cracking) on sealed roads.

Damaged culverts on class 5 -7 roads; roadside drainage

obstructed/blocked culverts on class 2 -4 roads; 50% of the road

surface covered with small potholes, scour and corrugations on class

5-7 roads; low lying limbs on class 2-4 roads; minor signage (street

signs);

P5 720

Potholes in unsealed roads; stormwater “pooling” in table drains of

un-kerbed streets; low footpath risks.

Damaged culverts on class 8 roads; roadside drainage

obstructed/blocked culverts on class 5-7 roads; low lying limbs on

class 5-7 roads.

P6 1,000

Any works that will require large amounts of funds and/or detailed

planning; really low priority works that will not have any effect on

infrastructure if not completed in the next two years.

Any works that will require large amounts of funds and/or detailed

planning; really low priority works that will not have any effect on

infrastructure if not completed in the next two years.

PX N/A No Maintenance Works Required No Maintenance Works Required

ADOPTED LEVELS OF SERVICE


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Damaged water services have been repaired at 3 Pitt Street, 17 Railway Street, and at Karinya Aged Care Facility in Grey Street;

A new 20mm water service has been installed at 21 Cramsie Crescent;

A water main renewal has commenced alongside the existing stormwater pipes in Bourke Street between Grey Street and East Avenue;

Council staff members have attended various training courses including: First Aid, Working Under Power Lines and Chemical Accreditation. Staff members have also attended the Water Industries of Australia Operators Conference in Logan, Queensland.

All work requests have been attended to, and meter replacements have been completed. Special meter readings have been carried out when requested.

2.3 Sewerage System: The following works have been carried out during June:

Two (2) investigative camera inspections have been carried out at 537 Grey Street and at the TAFE New England Glen Innes Campus on Grey Street;

122 metres of 150mm sewer main has been laid for a new Art Gallery on the New England Highway on the southern outskirts of town;

The sewer pumping stations have been cleaned regularly;

Sewer manholes have been raised at Floyds Depot in Ferguson Street, 262 Bourke Street and at Kildare Place;

The grease trap at the Lang Street Depot has been cleaned out;

Sewer chokes were cleared at the following locations:

- 5 Blessing Street;

- 185 Lang Street;

- 55 Railway Street;

- Floyd’s Transport Depot, Ferguson Street;

- Lions Park, East Avenue;

- McDonalds Restaurant, corner Meade Street and Church Street;

and

- Deepwater Sporting Fields, Short Street, Deepwater.

3. GLEN INNES AGGREGATES

The total sales for June 2017 were $97,104.87 (exclusive of GST), and the Year to Date (YTD) cash profit result is $420,791 pending final adjustments following end of year accruals processing. The annual aerial survey for stocktake has been undertaken with a significant amount of stock having been accumulated during the year. Stock adjustments will significantly increase the profit result for the year when finalised.


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The Glen Innes Aggregate Quarry has had a busy month of production for Roads and Maritime Services (RMS) with a large quantity of MB20 road base delivered for RMS works immediately north of Glen Innes. Production for Daracon has continued, with 20mm scalps being supplied for a culvert reconstruction at the Sapphire Wind Farm site. Daracon has indicated that it is pleased with the quality of this product and that it intends to purchase additional quantities. The Glen Innes Aggregates Quarry has stockpiled approximately 10,000 tons of material at the Deepwater Pit for use on the Wellington Vale road widening project. Clean up work is ongoing at the entrance to the Glen Innes Aggregates Quarry site as time permits. Granite from North’s Pit along with drainage rock from Glen Innes Aggregates has been used on the Mann River Camping Ground.

The Oakwood State Forest Pit has now been assessed and approval has been granted by Forestry New South Wales. Materials will be processed and extracted from this site for use on the Pinkett unsealed road network. Material from Crosby’s Pit at Glencoe was used on the Old Ben Lomond Road, and a quality result has been reported. The extraction campaign at McCosker’s Pit is now complete and the site is producing good materials for the north-west road network.

4. PLANT AND EQUIPMENT

Two (2) Holden Colorado utilities were supplied by Glen Severn Holden in June to complete the 2016/17 light vehicle replacement program. In relation to the workshop truck, suitable second-hand field service vehicles within the budget allocation were scarce, and those that were found were generally removed from market quickly due to sale, and so no suitable


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replacement was found during 2016/17. While the workshop truck is now 20 years old, it is still reliable and is expected to remain serviceable for a further three (3) to five (5) year period with renewal of the loader crane which can be accommodated within the 2017/18 minor plant replacement vote. Various second-hand tractors have been investigated for the replacement of the Massey Ferguson 3690 for towing drawn rollers, however, to date have not been suited to operational requirements. Investigations into a suitable replacement tractor are still ongoing.

5. GRANTS

Advice has been received from Roads and Maritime Services that Council’s claim for payment for the Nine Mile Road, Severn River bridge renewal project has been finalised, and the Australian Bridges Renewal Funding component of this project in the amount of $199,020 is expected in the near future. Investigations are continuing on eligible projects for the NSW Government’s Safer Roads Program and Australian Government’s Blackspot Program Proposal, for which submissions close on 31 July 2017.

(a) Governance/Policy Implications Maintenance of Council’s infrastructure assets is in accordance with risk management policies, plans and procedures, including the adopted Schedule of Unsealed Maintained Roads.


(c) Social Implications Asset maintenance and renewal work is performed to manage public hazards and asset performance. Where feasible, maintenance and renewal activities are scheduled to minimise social impacts.

(d) Environmental Implications Capital works are designed and operational staff members have received training to assess and minimise the environmental impact of work activities.

(e) Economic/Asset Management Implications Works are scheduled to fully utilise all funds allocated to capital and maintenance projects, so as to maximise the value of Council’s infrastructure assets at year end.

CONCLUSION The current status of Infrastructure Services’ recurrent works is documented above.

RECOMMENDATION



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10 CORRESPONDENCE, MINUTES, PRESS RELEASES

10.1 Correspondence and Press Releases REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Sarah Clarke - Records Supervisor

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Reporting. PURPOSE The following reports, publications and press releases have been received and are available on request: Correspondence

OLG Circulars.

Press Releases

Member for Northern Tablelands, Adam Marshall;

Deputy Prime Minister, Barnaby Joyce;

Deputy Prime Minister, Barnaby Joyce and Minister for Human Services, Alan

Tudge;

Deputy Prime Minister, Barnaby Joyce and Assistant Minister for Health, David

Gillespie;

Deputy Prime Minister, Barnaby Joyce; Minister for Infrastructure and

Transport, Darren Chester and NSW Member for Lismore, Thomas George;

Deputy Prime Minister, Barnaby Joyce; Minister for Infrastructure and

Transport, Darren Chester and NSW Minister for Roads, Maritime and Freight,

Melinda Pavey;

Deputy Prime Minister, Barnaby Joyce; Minister for Health, Greg Hunt and

Federal Member for Parkes, Mark Coulton;

Local Government NSW;

Australian Local Government Association;

Local Government Professionals Australia;

Essential Energy;

McLean Care.

Publications

Deepwater Progress Association Newsletter – June 2017.


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All of the above reports and press releases were sent by email to each Councillor for their information as they were received.

RECOMMENDATION

That the information be noted.


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10.2 Minutes of Council Community Committee Meetings for Information

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Sarah Clarke - Records Supervisor ANNEXURES Annexure A Australian Celtic Festival Committee - 27/6/17 Annexure B Australian Celtic Festival Committee - 6/7/17 Annexure C Saleyards Management Committee - 14/6/17 Annexure D Australian Standing Stones Management Board - 21/6/17 Annexure E Community Access Committee - 3/7/17 Annexure F Library Committee - 8/6/17

ECM INDEXES Subject Index: GOVERNANCE: Committees of Council PURPOSE The minutes listed as annexures above have been received from committees of Council for the information of Council.

RECOMMENDATION



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10.3 Minutes of Non-Council Community Committees for Information

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Sarah Clarke - Records Supervisor ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Meetings - Local Community

Committees PURPOSE The following minutes have been received from community committees for the information of Council:

Community Safety Precinct Committee 7/6/17

Glen Innes and District Community Centre 29/5/17

GLENRAC 5/5/17

RECOMMENDATION



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10.4 Minutes of Other Organisations for Information REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Sarah Clarke - Records Supervisor ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: CORPORATE MANAGEMENT: Meetings – Other Organisations PURPOSE The following minutes have been received from other organisations for the information of Council:

Country Mayors Association 16/6/17

RECOMMENDATION



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11 REPORTS FROM DELEGATES

11.1 Reports from Delegates REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Debbie Duffell - Executive Assistant ANNEXURES There are no annexures to this report.

ECM INDEXES Subject Index: GOVERNANCE: Committees of Council PURPOSE The following meetings were held by Section 355 Community Committees of Council during between 10 June and 14 July 2017:

Name of Committee

Councillor Delegate(s) Date

Glen Innes and District Sports Council Cr A Parsons 12/6/17

Saleyards Management Committee Cr Toms / Cr Frendon / Cr Newman

14/6/17

Emmaville Mining Museum Committee Cr G Frendon 15/6/17

Australian Standing Stones Management Board

Cr S Toms 21/6/17

Community Access Committee Cr C Sparks / Cr J Smith 3/7/17

Australian Celtic Festival Cr S Toms / Cr C Price 6/7/17

Minerama Committee AGM Cr D Newman 12/7/17

Library Committee Cr C Sparks 13/7/17

The following is a list of meetings and functions attended by Councillors 10 June and 14 July 2017:

Name of Councillor Name of Meeting / Function Date

attended

Cr Toms (Mayor) Ordinary Council Meeting 22/6/17

Councillor Training 23/6/17 and 24/6/17

Masonic Ball 300 year Anniversary 24/6/17

Local Health Advisory Committee Meeting (no quorum)

26/6/17

Australian Celtic Festival Workshop 27/6/17

Lions Changeover 28/6/17

Local Health Advisory Committee Meeting 3/7/17

Meeting with Kate Baxter, Regional Manager TAFE

6/7/17


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Triquetra Awards Meeting 6/7/17

Australian Celtic Festival Committee Meeting 6/7/17

Flight School Meeting 7/7/17

White Rock Solar Farm ground breaking event 10/7/17

Meeting with Police Inspector Matt Hemsworth 12/7/17

Meeting with Tamworth Country Music organisers at Tamworth

13/7/17

Regional Growth Fund Grants Webinar and Meeting

14/7/17

Cr Sparks (Deputy Mayor)

Myall Creek Massacre Commemoration 11/6/17

Glen Innes Interagency Committee Meeting 14/6/17

Morning tea for Volunteers 15/6/17

Emmaville School Fundraiser 17/6/17

National General Assembly at Canberra 18/6/17 to 20/6/17

Safe in Our Town Meeting 21/6/17

Ordinary Council Meeting 22/6/17


Local Health Advisory Committee Meeting (no quorum)

26/6/17

Aboriginal (deadly) School Awards Night 29/6/17

Community Access Committee Meeting 3/7/17

Danthonia School Awards Night 7/7/17

Red Cross AGM 10/7/17

Glen Innes Interagency Committee Meeting 12/7/17

Business in Glen Meeting 12/7/17

Cr Frendon Saleyard Management Committee Meeting 14/6/17

Emmaville Beautification Meeting 15/6/17

Emmaville Mining Museum Committee Meeting 15/6/17



Cr Price Glen Innes Showground Trust Meeting 14/6/17

GLENRAC Meeting 16/6/17

Winter Solstice Celebrations 21/6/17

Regional Planning Panel Meeting 21/6/17



Australian Celtic Festival Workshop 27/6/17

Glen Innes Show Society AGM 28/6/17

Glen Innes Local Health Advisory Committee Meeting

3/7/17

Showground Trust Festival De-brief 4/7/17


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Australian Celtic Festival Meeting 6/7/17

Glen Innes Showground Trust Heritage Meeting 11/7/17

Glen Innes Showground Trust Monthly Meeting 12/7/17

RECOMMENDATION



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12 MATTERS OF AN URGENT NATURE


Page 168

13 CLOSED COUNCIL REPORTS

CLOSED COUNCIL To consider Confidential Reports

(Section 10A(2) of The Local Government Act 1993)

Where it is proposed to close part of the Meeting, the Chairperson will allow members of the public to make representations to or at the meeting, before any part of the meeting is closed to the public, as to whether or not that part of the meeting should be closed to the public.

The Chairperson will check with the General Manager whether any written public submissions or representations have been received as to whether or not that part of the meeting should be closed to the public.

The grounds on which part of the Council or Committee meeting may be closed to the public are listed in Section 10A(2) of the Local Government Act 1993 and are as follows:

(a) personnel matters concerning particular individuals other than Councillors, (b) the personal hardship of any resident or ratepayer, (c) information that would, if disclosed, confer a commercial advantage on a person with whom the

council is conducting (or proposes to conduct) business, (d) commercial information of a confidential nature that would, if disclosed:

(i) prejudice the commercial position of the person who supplied it, or (ii) confer a commercial advantage on a competitor of the council, or (iii) reveal a trade secret,

(e) information that would, if disclosed, prejudice the maintenance of law, (f) matters affecting the security of the council, councillors, council staff or council property, (g) advice concerning litigation, or advice that would otherwise be privileged from production in

legal proceedings on the ground of legal professional privilege, (h) during the receipt of information or discussion of information concerning the nature and location

of a place or an item of Aboriginal significance on community land,

(i) alleged contraventions of any code of conduct requirements applicable under section 440.

Section 10A(3) of the Act provides that Council, or a Committee of the Council of which all the members are councillors, may also close to the public so much of its meeting as comprises a motion to close another part of the meeting to the public.

Section 10B(3) of the Act provides that if a meeting is closed during discussion of a motion to close another part of the meeting to the public (as referred to in section 10A(3) of the Act), the consideration of the motion must not include any consideration of the matter or information to be discussed in that other part of the meeting (other than consideration of whether the matter concerned is a matter referred to in section 10A(2) of the Act).

Section 10B(1) of the Act provides that a meeting is not to remain closed to the public during the receipt of information or the discussion of matters referred to in section 10A(2): (a) except for so much of the discussion as is necessary to preserve the relevant confidentiality,

privilege or security, and (b) if the matter concerned is a matter other than a personnel matter concerning particular

individuals, the personal hardship of a resident or ratepayer or a trade secret - unless the Council or committee concerned is satisfied that discussion of the matter in an open meeting would, on balance, be contrary to the public interest.

For the purpose of determining whether the discussion of a matter in an open meeting would be contrary to the public interest section 10B(4) of the Act states it is irrelevant that: (a) a person may interpret or misunderstand the discussion, or (b) the discussion of the matter may:

(i) cause embarrassment to the Council or committee concerned, or to councillors or to employees of the council, or

(ii) cause a loss of confidence in the Council or committee.


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RECOMMENDATION

That Council considers the confidential report(s) listed below in a meeting closed to the public in accordance with Section 10A(2) of the Local Government Act 1993:

Item Report Reason

13.1 Operation of the Glen Innes and Emmaville Swim Centres

(a) personnel matters concerning particular individuals (other than councillors).

(c) information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

The following two recommendations will also be put to the Closed Council:

RECOMMENDATION

That Council moves out of Closed Council into Open Council.

RECOMMENDATION

That the Confidential Closed Council Resolutions be recommended for adoption to the Ordinary Meeting of the Whole of Council.

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