MINUTES OF THE ORDINARY MEETING OF UPPER HUNTER...

of 159 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 24 August 2015

MINUTES OF THE ORDINARY MEETING OF UPPER HUNTER SHIRE COUNCIL HELD ON MONDAY 24 AUGUST 2015 IN THE COUNCIL CHAMBERS, SCONE COMMENCING AT 5.00pm

PRESENT: Cr Wayne Bedggood (Mayor), Cr Maurice Collison (Deputy Mayor), Cr Peter Bishop, Cr Ron Campbell, Cr Lorna Driscoll, Cr Kiwa Fisher, Cr Michael Johnsen, Cr Deirdre Peebles and Cr Lee Watts. APOLOGIES: Nil IN ATTENDANCE: Mr Waid Crockett (General Manager), Mr Steve Pryor (Director Corporate & Community Services), Mr Mathew Pringle (Director Environmental & Customer Services), Mr Alan Fletcher (Director Infrastructure Services) and Miss Shinead Taylor (Governance and Executive Support Officer). ADOPTION OF MINUTES: RESOLVED that the minutes of the Ordinary Council Meeting held on 27 July 2015 be adopted.

Moved: Cr L Driscoll Seconded: Cr K Fisher CARRIED RESOLVED that the minutes of the Extraordinary Council Meeting held on 11 August 2015 be adopted.

Moved: Cr L Driscoll Seconded: Cr K Fisher CARRIED DECLARATIONS OF INTEREST: A.08.3 Support for Scone Horse Trials

Cr Peter Bishop declared a Non Pecuniary Interest/Insignificant conflict for the reason that he has family members who are members of the Scone Horse Trials committee. Cr Bishop noted that he would leave the Chamber and take no part in discussion or voting on this matter. Cr Kiwa Fisher declared a Non Pecuniary Interest/Significant conflict for the reason that he is Vice President of the Scone Horse Trials committee. Cr Fisher noted that he would leave the Chamber and take no part in discussion or voting on this matter.

G.08.5 Request for Financial Assistance – Scone Grammar School

Cr Kiwa Fisher declared a Non Pecuniary Interest/Insignificant conflict for the reason that his daughter attend Scone Grammar School and is a Drama student at the school. Cr Fisher noted that he would remain in the Chamber as the conflict would not be relevant to his decision, however he would limit involvement.


CR.08.2 Tender No 1/2015 – Supply of Services (Preferred Supplier List)

Cr Ron Campbell declared a Non Pecuniary Interest/Insignificant conflict for the reason that he uses the services of one or more of the tenderers. Cr Campbell noted that he would remain in the Chamber and participate in discussion and voting as the conflict would not be relevant to his decision.

Cr Wayne Bedggood declared a Non Pecuniary Interest/Insignificant conflict for the reason that he uses the services of one or more of the tenderers. Cr Bedggood noted that he would leave the Chamber and take no part in discussion or voting.

Cr Michael Johnsen declared a Non Pecuniary Interest/Insignificant conflict for the reason that one or more of the tenderers are clients of his business. Cr Johnsen noted that he would leave the Chamber and take no part in discussion or voting.

Cr Peter Bishop declared a Non Pecuniary Interest/Insignificant conflict for the reason that he has dealt with one or more of the tenderers. Cr Bishop noted that he would remain in the Chamber and participate in discussion and voting as the conflict would not be relevant to his decision.

CR.08.3 Tender No 2/2015 – Hire of Plant, Trucks, Small Plant and Equipment

Cr Kiwa Fisher declared a Non Pecuniary Interest/Insignificant conflict for the reason that he uses the services of one or more of the tenderers. Cr Fisher noted that he would remain in the Chamber and participate in discussion and voting as the conflict would not be relevant to his decision.

Cr Ron Campbell declared a Non Pecuniary Interest/Insignificant conflict for the reason that he uses the services of one or more of the tenderers. Cr Campbell noted that he would remain in the Chamber and participate in discussion and voting as the conflict would not be relevant to his decision.

Cr Peter Bishop declared a Non Pecuniary Interest/Insignificant conflict for the reason that he uses the services of one or more of the tenderers. Cr Bishop noted that he would remain in the Chamber and participate in discussion and voting as the conflict would not be relevant to his decision.

PUBLIC PARTICIPATION: Nil NOTICE OF MOTIONS: Nil QUESTIONS WITH NOTICE: Nil QUESTIONS WITHOUT NOTICE: Cr Maurice Collison 1. Enquired about what regulatory controls could be put in place to stop large trucks parking and

camping overnight at Elizabeth Park Scone, opposite the Visitor Information Centre.

Response: The General Manager advised that this question would be taken on notice and a response provided in due course.


Cr Ron Campbell 1. Requested the lights be fixed in the toilets at Cassilis Community Hall, a disabled toilet sign put

on the disabled toilet, and an option of sensor lights be investigated. 2. Requested a follow up letter be sent to a Dartbrook Road resident after inspection held on

17 July 2015 to discuss softening of a corner on the road. 3. Requested response regarding inspection of roof and painting issues at Merriwa Preschool.

Response: The General Manager advised that these questions would be taken on notice and a response provided in due course.


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MAYORAL MINUTES................................................................................................... 5

A.08.2 MAYOR FOR A DAY 2015 PRESENTATION ................................................................... 5 A.08.1 UNCLE LES ELVIN...................................................................................................... 6 A.08.2 SUPPORT FOR SCONE HORSE TRIALS ........................................................................ 8

STANDING COMMITTEE REPORTS ........................................................................ 10

SCR.08.1 FINANCE COMMITTEE .............................................................................................. 10 SCR.08.2 WORKS AND TECHNICAL SERVICES COMMITTEE. ...................................................... 11 SCR.08.3 DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE ....................................... 15 DESC.08.1 PLANNING PROPOSAL 1/2014 - REZONE PART MAYNE STREET, MURRURUNDI .......... 18

COMMITTEE/DELEGATES REPORTS ..................................................................... 23

C.08.1 UPPER HUNTER COUNTY COUNCIL (WEEDS) - NOMINATION OF COUNCIL

DELEGATE .............................................................................................................. 23 C.08.2 SCONE & UPPER HUNTER REGIONAL SALEYARDS .................................................... 25 C.08.3 COMMUNITY SERVICES COMMITTEE ......................................................................... 30 C.08.4 MERRIWA AGED CARE HOSTEL COMMITTEE ............................................................. 34 C.08.5 FLOODPLAIN MANAGEMENT COMMITTEE .................................................................. 38 C.08.6 AUDIT ADVISORY COMMITTEE .................................................................................. 41 C.08.7 FLOODPLAIN RISK MANAGEMENT STUDY & COMMITTEE ........................................... 74

DEVELOPMENT REPORTS ...................................................................................... 79

D.08.1 INSTALLATION OF STORY BOARD SIGN - MURRURUNDI ............................................. 79 F.08.1 ABANDONMENTS - POSTPONED RATES & INTEREST .................................................. 84

GENERAL ADMINISTRATION REPORTS ................................................................ 87

G.08.1 SPONSORSHIP - MURRURUNDI BUSHMEN'S CARNIVAL CAMPDRAFT ........................... 87 G.08.2 HUNTER COUNCILS' UPDATE ................................................................................... 91 G.08.3 REQUEST FOR SPONSORSHIP - SCONE ART PRIZE 2015 ........................................ 101 G.08.4 REQUEST TO WAIVE FEES - MERRIWA PAH & I ASSOCIATION ................................. 104 G.08.5 REQUEST FOR FINANCIAL ASSISTANCE - SCONE GRAMMAR SCHOOL ...................... 107 G.08.6 REQUEST TO WAIVE FEES - NATIONAL WORKING STOCK DOG FUTURITY AND SALE 110 G.08.7 LOCAL PUBLIC HOLIDAY - SCONE CUP ................................................................... 113 G.08.8 COMMUNITY SURVEY ............................................................................................ 123

POLICY MATTERS .................................................................................................. 141

H.08.1 POLICY ON COUNCILLOR EXPENSES AND FACILITIES .............................................. 141

CONFIDENTIAL REPORTS ..................................................................................... 156

CR.08.1 DEVELOPMENT WITHOUT CONSENT - UNAUTHORISED BUILDING ............................. 156 CR.08.2 TENDER NO 1/2015 SUPPLY OF SERVICES (PREFERRED SUPPLIER LIST) ................ 157 CR.08.3 TENDER 2/2015 - HIRE OF PLANT, TRUCKS, SMALL PLANT AND EQUIPMENT ........... 158

Report To Ordinary Council Meeting 24 August 2015

Corporate & Community Services


MAYORAL MINUTES

A.08.1 MAYOR FOR A DAY 2015 PRESENTATION

RESPONSIBLE OFFICER: Kerri Cone - Manager Community Services

AUTHOR: Amanda Catzikiris - Community Services Officer

RECOMMENDATION That Council welcome the Winners of the Mayor for a Day Competition.

REPORT/PROPOSAL The Mayor for a Day Competition, run as part of Local Government Week, received 189 entries from 6 Primary schools in our Shire Individual schools were awarded first, second and third place. The six winners along with their parents and Principals have been invited to our afternoon tea and presentation, to read their entries to Council, with the overall winner and runner up to be announced. School Winners are: Aberdeen Public School Brooke Wheadon Blandford Public School Brady Roser Scone Grammar School Alby O’Reagan Scone Public School Tegan Gibson St Joseph’s Primary School Merriwa Darcy Moore St Marys Primary School Scone Oliver Schumaker OPTIONS Nil

ATTACHMENTS

Nil.

RESOLVED that Council welcome the Winners of the Mayor for a Day Competition.

Moved: Cr M Johnsen Seconded: Cr K Fisher CARRIED


General Manager's Unit


A.08.2 UNCLE LES ELVIN

RESPONSIBLE OFFICER: Waid Crockett - General Manager

AUTHOR: Shinead Taylor - Governance & Executive Support Officer

RECOMMENDATION That Council:

1. Recognise the significant contribution Uncle Les Elvin made to the Upper Hunter Community and the aboriginal culture.

2. Pass on its condolences to Uncle Les Elvin’s family and the Wanaruah people.

REPORT/PROPOSAL This week has seen the passing of a legend in the Community, Wanaruah Elder Uncle Les Elvin. Council would like to acknowledge the significant contribution Uncle Les has made to the Upper Hunter Community and the aboriginal people. For those that have had the privilege of meeting Uncle Les, his generosity and willingness to pass on his knowledge and kindness will remain with each of us. Council wishes to pass on its deepest condolences to Uncle Les’ family and the Wanaruah people. The following is information provided to Council by the Wanaruah Land Council.

Although there is much sadness at the loss of one of our elders and mentors, there is much to rejoice in the life of a man who was raised to believe he was Spanish in the hope of being given a better start in life. Uncle Les became a renowned artist after receiving a set of paints following an injury that meant time off work. Upon learning of his Aboriginality, he gained an understanding of why he was so drawn to capturing and memorialising the Aboriginal art form of the Hunter Valley. He shared this love and passion across all ages and cultures. Uncle Les was a great man who gave back to community unselfishly and whose generosity of spirit resounds in the outpouring of tears and condolences from the many that were touched by his kindness. In recognition of his contributions to community and society, he was honoured with Aboriginal Artist of the Year, the first in the Hunter, in 2008 and in 2012, he was granted the Freedom of Muswellbrook Shire award in a ceremony at the Muswellbrook Regional Arts Centre. These well-deserved acknowledgements cannot reflect enough what a truly gifted man Uncle Les was and the huge contribution and the hundreds of hours spent teaching and improving our community. We will miss you, Uncle Les. Be at peace with the spirits and ancestors of this land that you so loved - until we meet again.




OPTIONS Nil ATTACHMENTS

There are no enclosures for this report

RESOLVED that Council:

1. Recognise the significant contribution Uncle Les Elvin made to the Upper Hunter Community and the aboriginal culture.

2. Pass on its condolences to Uncle Les Elvin’s family and the Wanaruah people.

Moved: Cr D Peebles Seconded: Cr R Campbell CARRIED


Infrastructure Services


A.08.3 SUPPORT FOR SCONE HORSE TRIALS


AUTHOR: Alan Fletcher - Director Infrastructure Services

RECOMMENDATION That Council provide one-off assistance with mowing the Scone Horse Trials site.

REPORT/PROPOSAL Council already provides in-kind support to the Scone Horse Trials for their event in February each year and resolved to do so on an annual basis. This event is additional to the one that Council already provides support to as noted above. The organisers have requested Council help with the preparation of the event by slashing the grounds prior to the September event (attached). The value of the work is approximately $1,900. OPTIONS

1. Accept the recommendation. 2. Reject the recommendation.

ATTACHMENTS

1 Scone Horse Trials - Request for Slashing

DECLARATIONS OF INTEREST: Cr Peter Bishop declared a Non Pecuniary Interest/Insignificant conflict for the reason that he has family members who are members of the Scone Horse Trials committee. Cr Bishop left the Chamber and took no part in discussion or voting on this matter. Cr Kiwa Fisher declared a Non Pecuniary Interest/Significant conflict for the reason that he is Vice President of the Scone Horse Trials committee. Cr Fisher left the Chamber and took no part in discussion or voting on this matter.

RESOLVED that Council provide one-off assistance with mowing the Scone Horse Trials site.

Moved: Cr M Johnsen Seconded: Cr M Collison CARRIED

ATTACHMENT NO: 1 - SCONE HORSE TRIALS - REQUEST FOR SLASHING ITEM NO: A.08.3


From: Vantage Hill [mailto:[email protected]] Sent: Monday, 24 August 2015 10:36 AM To: Alan Fletcher <[email protected]> Subject: Scone Horse Trials Dear Alan, HTBA Scone Horse Trials has its spring event coming up on the 19th and 20th of September and would like to confirm that Council are happy to come on board again with the very generous slashing of the grounds and cross country course. This event is not going to be as big as the March event and therefore will not need as much slashing. We will not be using all of the cross country track and depending on how quickly the grass grows (which after this beautiful rain I’m sure will be quite fast!) we may not need to slash the camping area, but will have to wait and see closer to the time. We will be holding a working bee the weekend before (12th and 13th) to set up dressage arenas and show jumping arena and so it would be very helpful if the slashing was completed if possible by this weekend. Thank you Yours Sincerely Blair Richardson, Scone Horse Trials President Blair and Nikki Richardson Vantage Hill 427 Middlebrook Road SCONE NSW 2337 P: 612 6545 3194 M: 0427 225 352 E: [email protected] W: www.vantagehill.com.au




STANDING COMMITTEE REPORTS

SCR.08.1 FINANCE COMMITTEE

RESPONSIBLE OFFICER: Steve Pryor - Director Corporate & Community Services

AUTHOR: Wayne Phelps - Manager Finance

RECOMMENDATION

That Council endorse the minutes of the Finance Committee meeting held on 21 August 2015.

BACKGROUND The Finance Committee meets prior to each monthly Council Meeting to consider the Financial Summary Reports, the Cash and Investment Report, and the Responsible Accounting Officer’s Statement. REPORT/PROPOSAL The next meeting of the Finance Committee has been called for Friday, 21 August 2015 and recommendations from that meeting will be presented to Council.

ATTACHMENTS

Nil.

RESOLVED that Council endorse the minutes of the Finance Committee meeting held on 21 August 2015.

Moved: Cr P Bishop Seconded: Cr M Johnsen CARRIED




SCR.08.2 WORKS AND TECHNICAL SERVICES COMMITTEE.

RESPONSIBLE OFFICER: Alan Fletcher - Director Infrastructure Services

AUTHOR: Rayleen Tumbers - Administrative Assistant Casual

RECOMMENDATION

That Council: 1. Endorse the minutes of the Works and Technical Services Committee meeting held on

Tuesday 11 August 2015. 2. WTS.08.1

(a) Nominate the name of “Lawrence Lane” for the existing laneway enclosed by Lots 21 and 22 DP 1134921 and Lot 1 DP 700953, behind the set of shops running from Kingdon Street to Liverpool Street Scone.

(b) Advertise the proposed road name in accordance with the requirements of the Roads Act 1993.

3. WTS.08.2 Replace the damaged stormwater pipework in Gundy Road by supplying up to 156 metres of precast concrete pipe as part of the Strathearn development.

BACKGROUND The Works and Technical Services Committee provides policy and direction, along with an update on the planned program for roads, bridges, water and sewerage work, parks, building and waste management. REPORT/PROPOSAL The Committee considered reports relating to:

WTS.08.1 – Proposed Road Naming Lawrence Lane Scone – Advertise the proposed road name in accordance with the requirements of the Roads Act 1993.

WTS.08.2 – Replacement of Stormwater Infrastructure – Gundy Road. Supply by council 156 metres of precast concrete pipe for Strathearn Development.

WTS.08.3 – Capital Works Update. Noted information on report. WTS.08.4 – Works Program for August provided by Manager of Works Delivery –

Infrastructure Services. WTS.08.5 – Works Program for August provided by Manager of Water and

Waste– Infrastructure Services . WTS.08.6 – Scone to Murrurundi Pipeline Project (July 2015 Update). Council was

advised of the execution of the funding deed in March 2015 and this date has been adopted as the project commencement date.

ATTACHMENTS

1 Works And Technical Services Committee - 11 August 2015 - Summary Minutes





1. Endorse the minutes of the Works and Technical Services Committee meeting held on Tuesday 11 August 2015.

2. WTS.08.1 (a) Nominate the name of “Lawrence Lane” for the existing laneway enclosed by

Lots 21 and 22 DP 1134921 and Lot 1 DP 700953, behind the set of shops running from Kingdon Street to Liverpool Street Scone.

(b) Advertise the proposed road name in accordance with the requirements of the Roads Act 1993.

3. WTS.08.2 Replace the damaged stormwater pipework in Gundy Road by supplying up to 156 metres of precast concrete pipe as part of the Strathearn development.

Moved: Cr L Driscoll Seconded: Cr R Campbell CARRIED

ATTACHMENT NO: 1 - WORKS AND TECHNICAL SERVICES COMMITTEE - 11 AUGUST 2015 - SUMMARY MINUTES

ITEM NO: SCR.08.2


MINUTES OF THE WORKS AND TECHNICAL SERVICES COMMITTEE

TUESDAY 11 AUGUST 2015 - 1.00PM

PRESENT: Cr Ron Campbell, Cr Deirdre Peebles and Cr Lorna Driscoll. APOLOGIES: Cr Maurice Collison IN ATTENDANCE: Cr Wayne Beddgood, Mr Waid Crockett (General Manager), Cr Kiwa Fisher, Mr Alan Fletcher (Director Infrastructure Services), Mr Nick Havyatt (Manager Works Delivery), Mr Jeff Bush (Manager Strategic Assets) and Mr Paul Turri (Manager Water Waste), Mr Matthew Pringle (Director of Environmental Services), John Murray, Mrs Rayleen Tumbers (Administration Assistant) DECLARATIONS OF INTEREST: Nil

WTS.08.1 PROPOSED ROAD NAMING - LAWRENCE LANE SCONE


AUTHOR: Troung Vu Nguyen - Assets & GIS Officer


1. Nominate the name of ‘Lawrence Lane’ for the existing laneway enclosed by Lots 21 and 22 DP 1134921 and Lot 1 DP 700953, behind the set of shops running from Kingdon Street to Liverpool Street Scone.

2. Advertise the proposed road name in accordance with the requirements of the Roads Act 1993.

Moved: R Campbell Seconded: D Peebles CARRIED

WTS.08.2 REPLACEMENT OF STORMWATER INFRASTRUCTURE - GUNDY ROAD


AUTHOR: Mathew Pringle - Director Environmental & Customer Services

RESOLVED that Council replace the damaged stormwater pipework in Gundy Road by supplying up to 156 metres of precast concrete pipe as part of the Strathearn development.

Moved: L Driscoll Seconded: D Peebles CARRIED

ATTACHMENT NO: 1 - WORKS AND TECHNICAL SERVICES COMMITTEE - 11 AUGUST 2015 - SUMMARY MINUTES

ITEM NO: SCR.08.2


WTS.08.3 CAPITAL WORKS UPDATE



RESOLVED that Council receive the report and note the information.

Moved: L Driscoll Seconded: D Peebles CARRIED

WTS.08.4 WORKS PROGRAM - INFRASTRUCTURE SERVICES


AUTHOR: Nicholas Havyatt - Manager Works Delivery


Moved: R Campbell Seconded: L Driscoll CARRIED

WTS.08.5 WORKS PROGRAM - INFRASTRUCTURE SERVICES - WATER & SEWER


AUTHOR: Paul Turri - Manager Water and Waste

RESOLVED that the Committee receive the report and note the information.

Moved: D Peebles Seconded: R Campbell CARRIED

WTS.08.6 SCONE TO MURRURUNDI PIPELINE PROJECT JULY 2015 UPDATE


AUTHOR: Simon Boulton - Project Manager


Moved: L Driscoll Seconded: R Campbell CARRIED

GENERAL BUSINESS: Merriwa Preschool - Cr Ron Campbell asked if there had been any determination on the building maintenance at the preschool. The Manager Works Delivery will follow up.

Moonan Cutting – A presentation on the status of Moonan Cutting was provided to the Committee outlining the technical difficulties in this job and the current status of work undertaken. A report will be prepared for the next Works & Technical Services Committee meeting.

THERE BEING NO FURTHER BUSINESS THE MEETING CLOSED AT 2:30PM.


Environmental & Customer Services


SCR.08.3 DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE



RECOMMENDATION

That Council: 1. Endorse the minutes of the Development & Environmental Services Committee

meeting held on 11 August 2015. 2. DESC.08.1

(i) Continue to support Planning Proposal 1/2014 to amend the Upper Hunter Local Environmental Plan 2013 by: (a) Rezoning the land identified in the maps in Attachment 1 from R1 General

Residential to B4 Mixed Use and amending the maximum floor space ratio and building height applicable to the land to 1:1 and 10 metres respectively.

(b) Identifying two (2) additional permitted uses pursuant to Clause 2.5 of the Upper Hunter Local Environmental Plan 2013 as described in Attachment 1 of this report.

(ii) Proceed to make the plan under Section 59 of the Environmental Planning and Assessment Act 1979 under delegation from the Minister for Planning.

BACKGROUND The Development and Environmental Services Committee is a Standing Committee of Council which considers reports, advice and recommendations of management regarding strategic land use planning, development applications, environmental, health and building related matters. The Committee subsequently makes recommendations to Council in relation to such matters.

A meeting of the Development and Environmental Services Committee was held on Tuesday, 11 August 2015. REPORT/PROPOSAL The Committee considered the report in respect of item DESC.08.1 and unanimously supported the recommendation to proceed with Planning Proposal 1/2014. A copy of the report is included in the minutes provided in Attachment 1. In accordance with the Committee’s request, a letter will be sent to Mr Gurr formally responding to the issues raised in his submission to the planning proposal. ATTACHMENTS

1 Minutes of the Development & Environmental Services Committee - 11 August 2015





1. Endorse the minutes of the Development & Environmental Services Committee meeting held on 11 August 2015.

2. DESC.08.1 (i) Continue to support Planning Proposal 1/2014 to amend the Upper Hunter

Local Environmental Plan 2013 by: (a) Rezoning the land identified in the maps in Attachment 1 from R1

General Residential to B4 Mixed Use and amending the maximum floor space ratio and building height applicable to the land to 1:1 and 10 metres respectively.


(ii) Proceed to make the plan under Section 59 of the Environmental Planning and Assessment Act 1979 under delegation from the Minister for Planning.

Moved: Cr D Peebles Seconded: Cr K Fisher CARRIED

ATTACHMENT NO: 1 - MINUTES OF THE DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE - 11 AUGUST 2015

ITEM NO: SCR.08.3


MINUTES OF THE DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE TUESDAY 11 AUGUST 2015 - 10.00am

PRESENT: Cr Kiwa Fisher (Chair), Cr Peter Bishop, Cr Deirdre Peebles, Cr Lee Watts. APOLOGIES: Nil IN ATTENDANCE: Cr Ron Campbell, Mr Mathew Pringle (Director Environmental & Customer Services), Mrs Angela Kapernick, Mr Ron Gurr DECLARATIONS OF INTEREST: Nil PUBLIC PARTICIPATION: Nil AGENDA ITEMS: DESC.08.1 Planning Proposal 1/2014 Rezone Part Mayne Street Murrurundi Mr Pringle provided the Committee with an overview of the proposal and summarised the issues raised in Mr Gurr’s submission. Mr Gurr spoke in relation to the matter and asked the Committee for clarification as to whether the planning proposal would affect the Council rates payable in respect of his property. Mr Pringle confirmed that Council’s Corporate and Community Services Department advised that the land rates will not change as a direct result of the proposed rezoning. Mr Pringle agreed to write to Mr Gurr confirming this advice. MEETING CLOSED AT 10.15AM


ITEM NO: SCR.08.3


DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE REPORTS

DESC.08.1 PLANNING PROPOSAL 1/2014 - REZONE PART MAYNE STREET, MURRURUNDI



PURPOSE The purpose of this report is to consider the outcomes of community and agency consultation undertaken in relation to Planning Proposal 1/2014 to amend the Upper Hunter Local Environmental Plan 2013.


1. Continue to support Planning Proposal 1/2014 to amend the Upper Hunter Local Environmental Plan 2013 by: (a) Rezoning the land identified in the maps in Attachment 1 from R1 General



2. Proceed to make the plan under Section 59 of the Environmental Planning and Assessment Act 1979 under delegation from the Minister for Planning.

BACKGROUND Council, at its meeting held on 28 April 2014, considered a report in relation to concerns raised by Murrurundi residents regarding land use zoning issues along Mayne Street (New England Highway), Murrurundi. The Council resolved to:

1. Receive the report and note the information. 2. Consider individual rezoning requests on a case by case basis. 3. Undertake a detailed review of the land use zones in Murrurundi and that a report

outlining options be prepared for Council's Development and Environmental Services Committee.

A report and draft planning proposal were subsequently prepared and considered by the Development and Environmental Services Committee at its meeting held on 8 July 2014 and by Council at its meeting held on 28 July 2014. The planning proposal sought to amend the Upper Hunter Local Environmental Plan 2013 by rezoning a section of Mayne Street, Murrurundi (immediately to the northwest of the B2 Local Centre zone) from R1 General Residential to B4 Mixed Use to more accurately reflect the diversity of existing land uses and to provide greater flexibility and opportunity for future development. Council, at its meeting held on 28 July 2014 resolved as follows:

(i) Support Planning Proposal 1/2014 to amend the Upper Hunter Local Environmental Plan 2013 by rezoning the land identified in the map in Attachment 6 from R1 General Residential to B4 Mixed Use and amending the maximum floor space ratio and building height applicable to the land to 1:1 and 10 metres respectively.


ITEM NO: SCR.08.3


(ii) Undertake consultation with the Murrurundi community in relation to the planning proposal and a subsequent report be submitted to Council regarding the outcomes of the consultation process.

On 7 August 2014, a public meeting in relation to the planning proposal was held in Murrurundi which was attended by approximately 30 people. Various concerns were raised at the meeting and there was general support to extend the B4 zone along the length of Mayne Street to the northwestern end of the township. In response to the community concerns, the draft planning proposal was amended to include additional land to be rezoned B4 Mixed Use. A further community meeting was held in Murrurundi on 8 December 2014 which was attended by 23 people. Again, there was a general consensus at the meeting that the B4 zone should be extended further along the length of Mayne Street. As a result of the community feedback, the Planning Proposal was further amended by extending the proposed B4 Mixed Use zone along the length of Mayne Street from the B2 Local Centre zone to the northwestern end of the township. Council, at its meeting held on 23 February 2015, resolved as follows:

(i) Support Planning Proposal 1/2014 (as amended) to amend the Upper Hunter Local Environmental Plan 2013 by:

(a) Rezoning the land identified in the maps in Attachment 2 from R1 General



(ii) Forward the planning proposal to the NSW Department of Planning and

Environment for a gateway determination. (iii) Request the Local Traffic Committee to consider options to improve pedestrian

safety on Mayne Street in the Murrurundi town centre. On 23 March 2015 a gateway determination was made by the Department of Planning and Environment under the delegation of the Minister for Planning that the planning proposal should proceed subject to a number of conditions. A copy of the gateway determination is provided in Attachment 2. In accordance with the requirements of the gateway determination, the planning proposal was placed on public exhibition for a period of 28 days from 27 April 2015 to 25 May 2015. One submission was received in response to the public exhibition, the details of which are discussed in a later section of this report. All other conditions of the gateway determination have been satisfied. REPORT/PROPOSAL The objective of the planning proposal is to amend the zoning of land along part of Mayne Street (New England Highway), Murrurundi to B4 Mixed Use in order to:

a) reinstate a range of permissible land uses that were previously permitted on the land under the former Murrurundi Local Environmental Plan 1993,

b) more accurately reflect the diversity of existing land uses present, c) provide greater flexibility and opportunity for business growth and development,


ITEM NO: SCR.08.3


d) encourage the establishment of innovative and creative businesses that respond to market needs, and

e) promote a diverse mix of land uses to reinforce the village character and appeal of Murrurundi.

It is also proposed to amend the maximum floor space ratio and building height limit applicable to the land to ensure consistency with the development standards applicable to other B4 zones in the Upper Hunter Shire Local Government Area. The proposal will require amendments to be made to the Upper Hunter Local Environmental Plan 2013 Land Zoning Map – Sheet LZN_007A, Floor Space Ratio Map - Sheet FSR_007A and Height of Buildings Map - Sheet HOB_007A so that the land is zoned B4 Mixed Use with a maximum floor space ratio of 1:1 and maximum building height of 10 metres. Amendments to the zoning, floor space ratio and building height of the land under the Upper Hunter LEP 2013 will more accurately reflect existing development in the area and will facilitate the future development of compatible land uses (such as tourism development) without significantly impacting the viability of the existing commercial centre of Murrurundi. The proposal will reinstate a range of land uses that were previously permitted on the land under the former Murrurundi Local Environmental Plan 1993 and will remove current zoning restrictions which limit the diversity of land use and the opportunity for business growth and development. In addition, it is proposed to identify two (2) additional permitted uses pursuant to Clause 2.5 of the Upper Hunter Local Environmental Plan 2013 (Upper Hunter LEP 2013) in order to acknowledge existing land uses that are contrary to the land zoning and to ensure their lawful continuance (notwithstanding any existing use rights) and potential for future expansion. The proposed additional permitted uses included in the planning proposal are as follows:

(1) Existing bus depot located on land at Boyd Street, Murrurundi, being Lots 1 and 2, Section 5, DP 758738, and Lot 1 DP 742085, in Zone R1 General Residential.

(2) Existing vehicle body repair workshop located on land at Mayne Street, Murrurundi, being Lot 1 DP 112569 and Lot 2 DP 770132, in Zone R1 General Residential.

The planning proposal is consistent with the Upper Hunter Land Use Strategy 2008, the Upper Hunter Strategic Regional Land Use Plan 2012, applicable State Environmental Planning Policies and the relevant Ministerial Directions under Section 117 of the Environmental Planning and Assessment Act 1979 (with the exception of some minor, insignificant inconsistencies with Directions 1.1 and 4.3). A copy of the planning proposal report is provided in Attachment 1. OPTIONS

1. Accept the recommendation that Council: (i) Continue to support Planning Proposal 1/2014 to amend the Upper Hunter Local

Environmental Plan 2013 by:

(a) Rezoning the land identified in the maps in Attachment 1 from R1 General Residential to B4 Mixed Use and amending the maximum floor space ratio and building height applicable to the land to 1:1 and 10 metres respectively.


ITEM NO: SCR.08.3



(ii) Proceed to make the plan under Section 59 of the Environmental Planning and

Assessment Act 1979 under delegation from the Minister for Planning.

2. Not support Planning Proposal 1/2014 to amend the Upper Hunter Local Environmental Plan 2013 for valid reasons.

CONSULTATION The planning proposal was placed on public exhibition from 27 April 2015 to 25 May 2015. As part of the exhibition process, notices were placed in local newspapers and notification letters were sent to the owners of all properties affected by the proposed rezoning and those that made a previous submission to the draft proposal. The planning proposal was displayed at the Scone and Murrurundi Administration offices during the exhibition period and on Council’s website. One submission was received requesting clarification as to why the land use of a particular property was not identified in the planning proposal but included in the proposed B4 Mixed Use zone and how the rezoning will impact Council rates. A summary of the issues raised in the submission, including Council’s response, is provided in Appendix H of the attached report. The planning proposal was referred to Roads and Maritime Services (RMS) in accordance with the requirements of the Gateway Determination. In response, RMS advised that it had no objection to, or requirements for, the planning proposal. STRATEGIC LINKS a. Community Strategic Plan 2013+ The planning proposal is relevant to Key Focus Areas and Aspiration Goals 3 and 5 of the Community Strategic Plan: “(3) Protect the natural and built environment and plan for a sustainable future for our Shire and our planet; (5) Enhance economic and employment opportunities and promote development”. b. Delivery Program The review of land use zones is consistent with the objectives of town planning: “To provide an ongoing review of local planning instruments to ensure that they are appropriate for current local and regional circumstances”. c. Other Plans Section 6.7 of the Upper Hunter Land Use Strategy 2008 suggests that B4 Mixed Use zones should be considered for some sections of urban highway frontage land and that suitable LEP zonings be applied using Standard LEP provisions. In this regard, it is considered that a B4 Mixed Use zone is the most appropriate zoning for the subject land given its highway frontage and the nature of existing uses.

IMPLICATIONS a. Policy and Procedural Implications NIL


ITEM NO: SCR.08.3


b. Financial Implications NIL c. Legislative Implications The planning proposal has been prepared in accordance with Section 55 of the Environmental Planning and Assessment Act 1979. d. Risk Implications NIL e. Other Implications There are no other implications of proceeding with the planning proposal. CONCLUSION The planning proposal has been assessed as satisfactory against the Upper Hunter Land Use Strategy 2008, the Upper Hunter Strategic Regional Land Use Plan 2012, applicable State Environmental Planning Policies and the relevant Ministerial Directions under Section 117 of the Environmental Planning and Assessment Act 1979. The proposal is considered appropriate having regard to the site context and suitability, the likely social, economic and environmental impacts and the interests of the broader community. In response to the public exhibition of the planning proposal, Council received only one submission which did not specifically raise an objection to the proposal. On this basis, it is considered that the community generally supports the proposal. For the above reasons, the planning proposal should proceed. RECOMMENDED that Council:

1. Continue to support Planning Proposal 1/2014 to amend the Upper Hunter Local Environmental Plan 2013 by: (a) Rezoning the land identified in the maps in Attachment 1 from R1 General



2. Proceed to make the plan under Section 59 of the Environmental Planning and Assessment Act 1979 under delegation from the Minister for Planning.

Moved: K Fisher Seconded: P Bishop CARRIED




COMMITTEE/DELEGATES REPORTS

C.08.1 UPPER HUNTER COUNTY COUNCIL (WEEDS) - NOMINATION OF COUNCIL DELEGATE


AUTHOR: Robyn Cox - Executive Assistant

PURPOSE The purpose of this report is to nominate a Council delegate for membership of the Upper Hunter County Council (Weeds).

RECOMMENDATION That Council nominate a delegate for membership of the Upper Hunter County Council (Weeds).

BACKGROUND The Upper Hunter County Council was established for the control of noxious weeds within the Shires of Muswellbrook, Singleton and Upper Hunter. Meetings are held on a regular basis. REPORT/PROPOSAL Council’s current delegates to the Upper Hunter County Council are Crs Collison, Campbell and Johnsen. At the NSW State Election held on 28 March 2015, Cr Johnsen was elected to the seat of Upper Hunter. This new role has resulted in time restraints for Cr Johnsen to attend all of the Upper Hunter County Council meetings. He has subsequently requested that he step down as delegate to the Upper Hunter County Council. OPTIONS To nominate a Council delegate for membership of the Upper Hunter County Council. CONSULTATION

Councillors General Manager

STRATEGIC LINKS a. Community Strategic Plan 2013+ CIVIC LEADERSHIP 7) Provide community leadership through open, accountable and efficient governance. 26. Participate in and encourage regional and local alliances with other Councils,

Government or non-government partners.




8) Advocate for the community to other levels of Government and non-government organisations.

27. Encourage and build local community capacity and connectivity within the context of both the Upper Hunter Shire and local areas.

b. Delivery Program To contribute to the effective control of noxious weeds within the LGA and broader region. c. Other Plans Nil IMPLICATIONS a. Policy and Procedural Implications Nil. b. Financial Implications Nil. c. Legislative Implications Nil. d. Risk Implications Nil. e. Other Implications Nil. CONCLUSION That Council nominate a delegate for membership to the Upper Hunter County Council.

ATTACHMENTS

There are no enclosures for this report

RESOLVED that Council nominate Cr Lorna Driscoll as delegate for membership of the Upper Hunter County Council (Weeds).

Moved: Cr M Johnsen Seconded: Cr D Peebles CARRIED




C.08.2 SCONE & UPPER HUNTER REGIONAL SALEYARDS

RESPONSIBLE OFFICER: Sean Constable - Manager Business Enterprise & Tourism

AUTHOR: Joanne McLoughlin - Property & Business Coordinator

RECOMMENDATION That Council endorse the minutes of the Scone & Upper Hunter Regional Saleyards meeting held on 5 August 2015.

BACKGROUND Committee provides recommendations to Council in relation to the management and performance of the Scone & Upper Hunter Regional Saleyards. REPORT/PROPOSAL There were no issues to report from the Committee meeting held on 5 August 2015. ATTACHMENTS

1 Scone & Upper Hunter Regional Saleyards - 5 August 2015 - Minutes

RESOLVED that Council endorse the minutes of the Scone & Upper Hunter Regional Saleyards meeting held on 5 August 2015.

Moved: Cr M Johnsen Seconded: Cr R Campbell CARRIED

ATTACHMENT NO: 1 - SCONE & UPPER HUNTER REGIONAL SALEYARDS - 5 AUGUST 2015 - MINUTES

ITEM NO: C.08.2


MINUTES OF THE SCONE & UPPER HUNTER REGIONAL SALEYARDS MEETING

WEDNESDAY, 5 AUGUST 2015 – 3.00PM

PRESENT: Cr. Bedggood, Cr. Campbell, Mr W Clydsdale, Mr A Watts, Mr E Bates, Mr K Knight

IN ATTENDANCE: Mr L Wall, Mr S Constable, Mrs J McLoughlin, Mr W Crockett

1. APOLOGIES

RECOMMENDATION

That the apologies received from Cr M Collison, Dr L Stone be accepted.

Moved: Mr K Knight Seconded: Mr E Bates CARRIED

2. DISCLOSURE OF INTEREST Nil 3. PREVIOUS MINUTES

RECOMMENDATION

That the minutes of the Scone & Upper Hunter Regional Saleyards Meeting held on 6 May 2015, as circulated, be taken as read and confirmed as a correct record.

Moved: Mr W Clydsdale Seconded: Mr K Knight CARRIED

4. BUSINESS ARISING FROM PREVIOUS MINUTES Nil 5. AGENDA ITEMS 6. ACTION SHEET 7. CORRESPONDENCE 8. GENERAL BUSINESS

SUHRS.08.1 Saleyards Business Report

PURPOSE The purpose of the Business Report is to provide details relating to the operational management of the Saleyards, including WH&S matters, current projects and financial performance management Noted:

Discussion held on the incidents reported and the actions required to improve the procedures at the saleyards. The Committee agreed that the development of the procedures and induction will need involvement from the user groups including all agents and the main transport operators.


ITEM NO: C.08.2


Discussion held with respect to the design and the estimated cost of the new yards for the Saleyard Upgrade Project. Commitment was provided that the Committee would be involved with the review and approval of the design. Once the design is completed indicative costing’s will be obtained to determine if the estimate is adequate.

Discussion held with respect to the Security Camera. A request was received to put a camera in

the selling area. This will be reviewed to determine if this is possible under the privacy legislation.

Discussion held with respect to the National Saleyards Quality Assurance Program and if

Council should obtain accreditation. It was agreed to move ahead to implement the requirements to meet the Quality Assurance Program and to become accredited.

Discussion held with respect to cleaning up the Livestock Database and obtaining client

addresses etc for future Council use in marketing and communication. There was a concern that the agents would then have all the details of the client base as they have access to this database. Council advised that there is a need to have the database maintained. Council will investigate how to set the database up so agents only have access to their client information and Council has access to the full database.

Discussion held with respect to using the Lot Splitting functionality in Livestock Exchange

instead of re-weighing lots when they need to be split. The advice was that this was not an acceptable practise as the majority of the time the lot is being split due to a beast having a different weight to the rest and the average weights are affected.

Council confirmed that the Scales were calibrated in October 2014 and has obtained the

certificate to put up on site. The next calibration will occur in October 2015.

Discussion held with respect to the 68 lots not transferred and how to clean these up. The agents advised that this is not their responsibility. Council will action these lots and monitor more closely going forward.

Warwick Clydesdale advised that there is no requirement to continue with the MSA

Accreditation.

Discussion held with respect to Dead Beasts. A register is required to record cattle that have been euthanised or died in the saleyards. This will be implemented

Discussion held with respect to utilising the room next to the weighing office for the saleyard

team meals room. This will be investigated.

Discussion held with respect to emergency tags going missing. These will be locked up going forward and will be issued by the Saleyard Supervisor

RECOMMENDATION That Council note the Saleyard Manager’s Business Report

ACTION FOR COMMITTEE: Nil


ITEM NO: C.08.2


SCONE & UPPER HUNTER REGIONAL SALEYARDS COMMITTEE

ACTION SHEET

Item Outstanding

Since Details

Responsible Officer/s

Expected Completion

Date

Status

23 18-02-2015 Develop and deliver an induction package ensuring the following areas are addressed:

Define the mobile phone usage to be not permitted when operating machinery or livestock management; and

Identify safe zones for mobile phone use.

J McLoughlin / L Towns

31-03-2015

Revised date

31-10-2015

Commenced

24 18-02-2015 Purchase and install the following signage around the saleyards:

No smoking;

Designated smoking area;

No children in yard area; and

No use of mobile phones whilst working.

J McLoughlin

31-03-2015

Revised date

31-08-2015

Signs have been installed

Waiting on additional no children signs, shut the gate signs and security surveillance signs

32 14-05-2015 Review the need for MSA Accreditation

W Clydsdale

05-08-2015 Update provided that this is no longer a requirement.

Item closed

33 14-05-2015 Hold an information session on the different type of sale processes after the improvement program is completed

L Stone 30-06-2016

34 05-08-2015 Implement a policy / signage stating animals are to be unloaded prior to washing trucks

J McLoughlin

31-10-2015

35 05-08-2015 Implement policy / procedure for school children in yards on work experience

J McLoughlin

30-11-2015

36 05-08-2015 Obtain National Saleyards Assurance Accreditation

J McLoughlin

30-06-2016

37 05-08-2015 Clean up Livestock Exchange database and determine method of storing client information so

J McLoughlin

31-01-2016


ITEM NO: C.08.2


only agents can only see their information

38 05-08-2015 Develop procedure for backing up the Livestock Exchange database after each sale

J McLoughlin

31-10-2015

39 05-08-2015 Orangise the scales to be calibrated in October

J McLoughlin

31-10-2015

40 05-08-2015 Resolve transferring the 68 lots on the NLIS database dating back to 2010

J McLoughlin

31-10-2015

41 05-08-2015 Implement a register to record cattle that have been euthansied or died at the saleyards

J McLoughlin

31-08-2015 Complete

42 05-08-2015 Clean out the room behind the weighing room for the meals room

J McLoughlin

31-10-2015 After reviewing the room it was decided that this room will become the Saleyard Supervisors office and the meal room will remain in the current office

43 05-08-2015 Lock up emergency tags and implement a register to record who the tags are issued to

J McLoughlin

31-08-2015

9. NEXT MEETING Wednesday 4 November 2015 at 3pm in the Barry Rose Room Scone The meeting was declared closed at 4.40pm.




C.08.3 COMMUNITY SERVICES COMMITTEE

RESPONSIBLE OFFICER: Kerri Cone - Manager Community Services

AUTHOR: Heather Ranclaud - Community Services Officer - Murrurundi

RECOMMENDATION That Council: 1. Endorse the minutes of the Community Services Committee meeting held on 11 August

2015; 2. Endorse Susan McClure as a member of the Community Services Committee.

BACKGROUND The Community Services Committee is a Section 355 Committee responsible for overseeing development and implementation of a suite of plans and strategies as listed in the Committee’s Charter. REPORT/PROPOSAL The Committee seeks Council endorsement of Susan McClure as a member of the Community Services Committee. ATTACHMENTS

1 Community Services Committee - 11 August 2015 - Minutes


1. Endorse the minutes of the Community Services Committee meeting held on 11 August 2015;

2. Endorse Susan McClure as a member of the Community Services Committee.

Moved: Cr L Driscoll Seconded: Cr D Peebles CARRIED

ATTACHMENT NO: 1 - COMMUNITY SERVICES COMMITTEE - 11 AUGUST 2015 - MINUTES

ITEM NO: C.08.3


MINUTES OF THE COMMUNITY SERVICES COMMITTEE MEETING TUESDAY, 11 AUGUST 2015 - 4.06PM

PRESENT: Cr Lorna Driscoll (acting Chairperson), John Driscoll, Marie Laurie, Charlotte Heaton, Inspector Guy Guiana, Phoebe Begg, Rodney Swansborough (from 4.30pm)

IN ATTENDANCE: Mrs Kerri Cone, Tash Taaffe, Kim Hartmann, Mary Spora, Heather Ranclaud (minutes), Susan McClure

1. APOLOGIES

RECOMMENDATION

That the apologies received from Cr Lee Watts, Mrs Beryl Bates, Helen Hope, Caroline Hayes, Snr Const Sheree Gray, be accepted. 2. DISCLOSURE OF INTEREST- Nil declared 3. PREVIOUS MINUTES

RECOMMENDATION

That the minutes of the Community Services Committee Meeting held on 9 June 2015, as circulated, be taken as read and confirmed as a correct record. Moved: Marie Laurie Seconded: John Driscoll Carried 4. BUSINESS ARISING FROM PREVIOUS MINUTES

4.1 Ageing Strategy - the draft Strategy including the Action Plan, previously circulated, was discussed. Suggested amendments:

List organisations such as Men’s Probus, Women’s Probus, Inner Wheel and Bowling Clubs.

Include my aged care in the Action Plan in Health and Wellbeing as well as Social Support.

Library and research provision eg home visiting service, pop up libraries in smaller rural towns; support technology training/skills

Housing – ensuring planning for future needs is undertaken and stakeholders are encouraged to network

Extension of Gummun Place – feasibility study Increase no ILUs- feasibility study Hospitals – Input in to planning for health services Volunteering opportunities Footpath provision – Feasibility study Service networking & planning – provide opportunities for networking

Members agreed to review the revised document and comment prior to the October meeting when the Strategy will be tabled with a recommendation to adopt.


ITEM NO: C.08.3


Note; a representative from TransCare to be invited to present on the roll out of My Aged Care at the October meeting.

4.2 Cultural Plan- Tash Taaffe provided members with an update. Suggestion to form a Working Group to progress community consultation, to include Council staff (Tash Taaffe, Heather Ranclaud), Scone Arts and Crafts, Murrurundi Arts Council, SCADS, Moonan Mummers. Also link with Arts Upper Hunter. The Cultural Plan will include an audit of current facilities.

5. AGENDA ITEMS

5.1 Youth Services Report- attached report noted 5.2 Children and Youth Services Coordinator update-attached report noted 5.3 Safety Precinct Report- Inspector Guy Guiana advised that rates of crime are down across the LGA. Malicious damage is the main offence with 17 incidents in Scone since March. Police are active across the LAC. There are 3 vacant positions at present with current recruitment underway. Committee members asked about police presence, possibility of a boundary change for LAC, and the recent report from UNE regarding reporting of rural crime. Note: members agreed to invite a representative from UNE to present the research report in Scone if possible and members to be provided with a link to the media article. https://blog.une.edu.au/news/2015/08/06/une-study-finds-alarming-increase-in-rural-crime/

6. ACTION SHEET - 7. CORRESPONDENCE- Nil 8. GENERAL BUSINESS

8.1 Murrurundi Community Leaders Forum- Rodney Swansborough advised that the Forum is proceeding with a presentation from Rick Hutton, an active community member from Bingara. Rick was involved in the development of the Vision 2010 community plan, an initiative supported by Gwydir Shire Council. The presentation will be held on 14 October and will be followed by a community workshop. The aim is to capture the community vision for Murrurundi. The Forum is keen to have Councillors and members of the Community Services Committee in attendance. 8.2 Forum on Health Needs in Rural Communities- this idea was tabled at the Community Services Committee in 2014, initiated by concerns about loss of services in rural areas. It is expected this will occur in 2016.


ITEM NO: C.08.3


8.3 Meals on Wheels Services- concerns were raised at the June meeting about the change to weekly deliveries of frozen meals in Murrurundi. A meeting will be held in Murrurundi on 12 August to review the current service and investigate opportunities for improvements. It was also noted that similar concerns have been raised in Merriwa. It was reported that clients have been surveyed and are satisfied with the meal selections (over 300 choices), with no need to be at home for daily deliveries. Committee members expressed concern about the loss of social interaction and regular opportunity to check on clients through daily meal deliveries. 8.4 Seniors Week- Committee members were invited to provide input to planning Seniors Week activities for 2016. There was discussion on low attendance rates at Seniors Week events. Also noted was the higher attendance rate for the recent Museum’s Network bus trip. Members were advised that Murrurundi Arts Council are interested in applying for funding to hold an “Antiques Roadshow” type of event. General agreement this could be a good project for Merriwa, Scone and Murrurundi. Note: Staff to liaise with Murrurundi Arts Council and the Upper Hunter Museum’s Network to develop the project and funding application. 8.5 Funding applications: Kerri Cone advised staff have been completing funding applications and working with community groups. These include:

successful application for Sports based project for PWaD $5,330 Community Building application completed for Gumman Place $25,000 Community Building application for Woolooma Hall sunshade Youth Opportunities (in progress) Seniors Week grant application(in progress) Domestic Violence Grant (in progress)

8.5 Membership: Members welcomed Susan McClure to the Committee and invited her to join the Committee.

Motion: that Council endorse Susan McClure as a member of the Community Services Committee

Moved: Cr Driscoll Seconded: Rodney Swansborough Carried

9. NEXT MEETING Tuesday 13 October 2015 The meeting was declared closed at 5.47pm.




C.08.4 MERRIWA AGED CARE HOSTEL COMMITTEE


AUTHOR: Kerri Cone - Manager Community Services

RECOMMENDATION That Council 1. Endorse the minutes of the Merriwa Aged Hostel Committee meeting held on 10th August

2015. 2. Seek funding for a feasibility study to investigate the expansion of Gummun Hostel or

additional hostel facilities in Merriwa.

BACKGROUND The Merriwa Aged Hostel Committee provides advice and recommendations to Council in relation to the provision of a 16 bed low care aged facility in Merriwa. The Committee meets every two months looking at the operational and financial aspects of the facility. Minutes of the Merriwa Aged Hostel Committee Meeting are included as attachment 1. REPORT/PROPOSAL The issue of likely additional aged care living environments has been discussed over many Committee meetings. Committee felt that vacancies and waiting list trends at the Hostel indicate the need for additional facilities, to reduce the number of residents who may otherwise have to leave the area to acquire suitable residential care at a distance from their families. The long lead time between initial planning and the likely achievement of new residential beds being available, meant it is timely to investigate and develop plans now, through a feasibility study to determine future needs and options. The Committee unanimously support this approach, and request Council to seek the funding to enable such a study to take place at the earliest possible time. At the last census, the Merriwa senior’s population (60+ years) was 27.1% of the population compared to state average of 20.3% and Australian average of 19.6%.

ATTACHMENTS

1 Merriwa Aged Hostel Committee - 10 August 2015 - Minutes

RESOLVED that Council

1. Endorse the minutes of the Merriwa Aged Hostel Committee meeting held on 10th August 2015.

2. Seek funding for a feasibility study to investigate the expansion of Gummun Hostel or additional hostel facilities in Merriwa.

Moved: Cr D Peebles Seconded: Cr L Driscoll CARRIED

ATTACHMENT NO: 1 - MERRIWA AGED HOSTEL COMMITTEE - 10 AUGUST 2015 - MINUTES ITEM NO: C.08.4


MINUTES OF THE MERRIWA AGED HOSTEL COMMITTEE MEETING

MONDAY, 10 AUGUST 2015 – 3.30PM

PRESENT: Cr Deirdre Peebles, Mr Ross Bishop, Mrs Margaret Witney, Mrs Maree Goodear, Mr Barry Ghersi, Mrs Rose Witney

IN ATTENDANCE: Mr Steve Pryor, Ms Kerri Cone, Ms Suzanne Duggan, Ms Jodie Wilton(part meeting)

1. APOLOGIES

RECOMMENDATION

That the apologies received from Mrs Jan Cronin and Mrs Tash Taaffe be accepted. Moved: Barry Ghersi Seconded: Rose Witney CARRIED 2. DISCLOSURE OF INTEREST Nil 3. PREVIOUS MINUTES

RECOMMENDATION

That the minutes of the Merriwa Aged Hostel Committee Meeting held on 9 June 2015, as circulated, be taken as read and confirmed as a correct record.

Moved: Ross Bishop Seconded: Margaret Witney CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES 5. AGENDA ITEMS

a. Financial Report Steve Pryor presented Financial Reports for July 2015. Council is in process of finalising last year’s accounts and a full report will be provided at the next meeting. Generally, income has been up over the budget and expenses have also slightly risen. July figures are satisfactory. Capital works in process include an Air Conditioning upgrade, Paver safety improvements and the Pendant system is on order. A Community Building grant application has been completed for a new Shed and BBQ area with changes from the original concept and location following discussion with Council staff about significant costs involved to utilise land at the rear, and possible conflict with future planning. The new proposal is to build the facility on land on the left side of the Hostel. The grant application was for $25000 which would need to be matched by Council dollar for dollar, plus further fundraising would be needed.

Moved that the financial report be accepted.

Moved: Barry Ghersi Seconded: Deirdre Peebles CARRIED



b. Supervisor’s Report

Suzanne spoke to her report which addressed items on the Agenda and other issues of note including: nil vacancies at the present time and a current waiting list of 5 people; availability of respite care only when Hostel is not full; a donation from Merriwa Sports Club of $500; and staff recruitment issues following resignations and staff sick leave.

Moved that the Supervisor’s report be accepted Moved: Margaret Witney Seconded: Deirdre Peebles CARRIED

c. Feedback -Complaints, Audits, Surveys

Re-accreditation Audit results have been received indicating the Hostel has met all 44 expected outcomes and been re-accredited until 12 September 2018. A number of suggestions made by the inspectors for further improvements were discussed including Fire safety, documentation and Agenda changes for meetings. Many issues raised have already been dealt with, and staff will continue to work through remaining suggestions.

d. Regulatory Compliance Handbook and signs have been amended to reflect changes to Privacy Act

e. Clinical Incident Data Clinical Incident data were noted from the Supervisor’s report, and no trends identified at present.

f. Safety Data o Pavers were being re-laid to provide reduced trip hazards o A new refrigerator was being purchased to improve temperature control for

medications o Fire training had been undertaken for some staff. Consultation with the fire trainer

indicated the fire exit sign noted in the Inspector’s report was appropriately placed and he would provide a letter to this effect. The Assembly point was appropriate in the vicinity of the front latticework and residents could be transferred across the street if needed.

o Residents and staff were being encouraged to keep pathways around the hostel clear and dry

g. Continuous Improvement Planning

Copies of the CIP were circulated, and members invited to raise any current or future issues that should be noted in the plan at Committee meetings. Overall needs of current residents were discussed in relation to high and low care levels of residents. To support residents with higher levels of need and enhance financial support to the Hostel, residents need to be assessed. These assessments and care plans need to be done by a Registered Nurse, and then some elements of high care plans would also need to be completed by a registered nurse. There may be implications for higher staffing (eg on Night shift) to accommodate higher care needs, however, higher levels of subsidy could then be claimed. Staff will investigate the best way for assessments to be completed.

6. ACTION SHEET

Nil 7. CORRESPONDENCE

Australian Aged Care Quality Agency – Positive reaccreditation decision to 12.9.2018



8. GENERAL BUSINESS

a. Extension of Gummun Hostel Cr Peebles expressed the view that the Committee should develop plans for future expansion or additional aged accommodation in Merriwa. The ageing population will place further demands on supported ageing living environments and expansion of the Hostel or additional premises would be a long term undertaking that should commence in the near future. Trends over the past year showed an increase waiting list for the Hostel and reduced periods of vacancy. There had been enquires from local Doctors in regard to expansion plans, and the possibility had been raised at various Hostel Committee meetings. The possibility of adding 4 rooms to the Hostel was discussed. It was felt that a feasibility study would be the appropriate first step, and would be needed to support infrastructure grant applications and the purchase of additional bed licences, if the need was evident. The possibility of a second hostel was also mentioned. It was recommended that: Upper Hunter Shire Council seek funding for a feasibility study to investigate the expansion of Gummun Hostel or additional hostel facilities in Merriwa Moved: Barry Ghersi Seconded: Maree Goodear CARRIED

b. Provision of Meals to Non-residents Margaret noted that Integrated Living was no longer providing regularly delivered fresh meals to relevant people living in the community, with frozen meals delivered once per week. The Merriwa office had also closed. Members thought that the number of people receiving the frozen meals had declined following this change, although one member noted that she was aware some community members liked the new system, which gave them more daily meal choice and less disturbance by delivery people (eg not having to stay home waiting for deliveries etc). Margaret enquired if the Hostel was in a position to provide fresh meals. Members felt that there would be sufficient volunteer support to have these delivered. It was noted that the Council’s Community Services Committee had discussed this issue, and some Murrurundi community members were concerned about the negative effects of this reduced service on their community such as isolation of the elderly and issues around storing and heating frozen meals.. It was also noted that Strathearn was offering a fresh meal service in the Scone area, and some basic discussions had been had with them about the viability of extending the service to Murrurundi. Cr Peebles said she would raise the issue with Member for Upper Hunter, and Staff would look into the issue and report back at the next meeting. It would partly depend on the demand for this service. Ie a small number of extra meals might be achievable.

c. Entertainment for Resident

Jodie provided information on some options for resident entertainment through a show that could potentially come to the Hostel. Jodie will investigate the costs.

9. NEXT MEETING

The next meeting will be held on 12 October 2015 at Gummun Hostel, commencing 3.30pm

The meeting was declared closed at 4.50pm.




C.08.5 FLOODPLAIN MANAGEMENT COMMITTEE



RECOMMENDATION That Council endorse the minutes of the Floodplain Management Committee meeting held on 17 July 2015.

BACKGROUND The Floodplain Management Committee is a Section 355 Committee of Council which considers reports, advice and recommendations of management regarding issues associated with floodplain management and development within any areas deemed to be impacted or potentially impacted by flood or other waters. The Committee subsequently makes recommendations to Council in relation to such matters. A meeting of the Floodplain Management Committee was held on Friday 17 July 2015. REPORT/PROPOSAL The Floodplain Management Committee met to discuss the draft Aberdeen Floodplain Risk Management Study and Draft Plan and receive a presentation from Mr Bill Patterson. The minutes of the Committee meeting are provided in Attachment 1. ATTACHMENTS

1 Minutes of the Floodplain Management Committee Meeting held on 17 July 2015

RESOLVED that Council endorse the minutes of the Floodplain Management Committee meeting held on 17 July 2015.

Moved: Cr L Driscoll Seconded: Cr M Johnsen CARRIED

ATTACHMENT NO: 1 - MINUTES OF THE FLOODPLAIN MANAGEMENT COMMITTEE MEETING HELD ON 17 JULY 2015

ITEM NO: C.08.5





C.08.6 AUDIT ADVISORY COMMITTEE


AUTHOR: Shinead Taylor - Governance & Executive Support Officer


1. Endorse the confidential minutes of the Audit Advisory meeting held on 17 August 2015.

2. Adopt the Audit Advisory Committee Charter and the Internal Audit Charter. 3. Approve the Upper Hunter Shire Council Internal Audit Plan 2015 to 2018.

BACKGROUND The Audit Advisory Committee was established:

To review the long term and annual financial and operational audit plans of the Internal Auditor and to provide strategic direction.

To consider reports, advice and recommendations prepared by the Internal Auditor and the External Auditor, together with relevant information from third parties and to make recommendations to Council on matters placed before the Committee.

To monitor the external reporting and other governance responsibilities of Council. To make recommendations to Council in relation to the formulation of or amendment to

policies, administrative principles and procedures. To be an effective communication forum between the external auditor, internal auditor,

management and Council. REPORT/PROPOSAL The Audit Advisory Committee meets every two months to review matters raised through our internal audit process. The Committee reviews reports from the Internal Auditor and makes any additional recommendations as required. ATTACHMENTS

1 Audit Advisory Committee - 17 August 2015 - Minutes

2 Audit Advisory Committee Charter

3 Internal Audit Charter

4 UHSC Strategic Internal Audit Plan 2015 to 2018 - Audit Advisory Committee - June 2015


1. Endorse the confidential minutes of the Audit Advisory meeting held on 17

August 2015. 2. Adopt the Audit Advisory Committee Charter and the Internal Audit Charter. 3. Approve the Upper Hunter Shire Council Internal Audit Plan 2015 to 2018.


ATTACHMENT NO: 1 - AUDIT ADVISORY COMMITTEE - 17 AUGUST 2015 - MINUTES ITEM NO: C.08.6


MINUTES OF THE AUDIT ADVISORY COMMITTEE MEETING MONDAY 17 AUGUST 2015 COMMENCING AT 3.00pm

PRESENT: Cr Wayne Bedggood, Mr Paul Heaton (Chair), Mrs Kim Kalousek and Mrs Jennifer Hayes.

IN ATTENDANCE: Mr Steve Pryor (Director Corporate & Community Services), Mr Tony Perkins (Internal Auditor), Mr Waid Crockett (General Manager) and Miss Shinead Taylor (Minutes).

1. APOLOGIES

RESOLVED :

That the apology received from Cr Maurice Collison be accepted. Moved: W Bedggood Seconded: J Hayes CARRIED

2. DISCLOSURE OF INTEREST Mr Paul Heaton recorded a declaration of interest relating to his wife being an employee of Council in the Youth Services department. 3. PREVIOUS MINUTES

RECOMMENDATION TO COUNCIL : That the minutes of the Audit Advisory Committee Meeting held on 18 May 2015, as circulated, be taken as read and confirmed as a correct record.

Moved: W Bedggood Seconded: J Hayes CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES Nil 5. AGENDA ITEMS

AAC.08.1 Audit Charters

PURPOSE The purpose of this report is the adoption of the Audit Advisory Committee Charter and the Internal Audit Charter. Upon request from Committee members, the General Manager provided clarification on items 3.4i and 6.9iv of the Audit Advisory Committee Charter. There were no charges to the Charter. In relation to the Internal Audit Charter, discussion took place over the process for reporting Internal Audit items to Council. Conversation led to reporting procedures for all committees. Where recommendations made to Council differ from those presented in the Committee minutes, the Audit Advisory Committee recommended that the relevant committees be notified of the reasons for the change.



RECOMMENDATION TO COUNCIL : That Council adopt the:

1. Audit Advisory Committee Charter 2. Internal Audit Charter

Moved: J Hayes Seconded: K Kalousek CARRIED

AAC.08.2 Internal Auditor's Report

PURPOSE The purpose of this report is to provide a summary on internal activity for the period from 1 April 2015 to 30 June 2015. Internal Audit Report Procurement The Committee was pleased that procurement training has been undertaken with all relevant staff. Feedback from the training has been positive, and a number of staff members have approached the Internal Auditor for further advice, since attending the training. Issues raised by staff were that many of them were not aware of the correct procurement procedures, and that often they do not receive sufficient responses from suppliers when seeking quotes. It was noted that there are provisions in the Administrative Principle for such circumstances. Monitoring of procurement processes has been included in the Audit Plan, and particularly review of new employees. Procurement training has been included in the induction process of new employees, and consultation with the Finance Manager and Creditors Officer is being undertaken on a regular basis. It was noted that Council’s preferred suppliers are to be adopted at the Council meeting to be held on 24 August 2015, and these suppliers will also be provided with Council’s procurement requirements. The Internal Auditor will be looking into what reports can be pulled from Civica to aid in the monitoring process, for example, requisition reports. Compliance Reviews The Internal Auditor provided an overview of the topic as per the report and noted the inclusion of compliance into relevant position descriptions. It was noted that it is proposed for Risk Management to also be included in the induction process for new staff. It was noted that with regard to EPA compliance, the General Manager conducts weekly check-ups with staff in relation to sewage treatment, landfill and saleyards issues. Discussion was based on the risks of non-compliance, namely financial penalties, reputation and health dangers. The Committee felt that there should be more focus by managers on regular monitoring of compliance within their unit, and that a “sign off” process be developed which the Internal Auditor can then review. Strategic Internal Audit Plan The committee reviewed the section of the Strategic Risk Register tabled and suggested that the register be broken into high level focus areas of risk, rather than listing the risk for each individual operational activity. After input by managers, the Internal Auditor should then identify any missing areas of risk.



The risk register is to be completed and approved by the Senior Management Group, prior to the next Audit Advisory Committee meeting so that the Internal Auditor can plan his work around the nominated priorities. The General Manager provided an overview of the draft Strategic Internal Audit Plan 2015-2018. Discussion was based around how best to implement monitoring and review systems for audit areas to achieve efficient use of resources. The Committee recommended that rolling review processes to be signed off by managers should be implemented in a number of areas. These processes can then be reviewed overall by the Internal Auditor. Now that areas of risks have been prioritised, the Committee feels that the Internal Auditor should be focusing on how the risk can be controlled and how regular reviews can be programmed. It was recommended that during the Internal Auditor’s current review of payroll, the process should be documented and a rolling review for the next few years be developed. The Committee requested a formalised program be presented at the next meeting. The Committee suggested that Council look into areas that may benefit from an external party providing internal audit services, such as IT, WH&S and Community Services. Finally, the Internal Auditor provided the Committee with an update on the current review into payroll processes. RECOMMENDATION TO COUNCIL : That Council approve the UHSC Strategic Internal Audit Plan 2015 to 2018.

Moved: W Bedggood Seconded: J Hayes CARRIED

ACTION FOR COMMITTEE: That the Committee receive the Internal Auditor’s report and note its contents.

Moved: J Hayes Seconded: K Kalousek CARRIED

6. ACTION SHEET N/A 7. CORRESPONDENCE Nil 8. GENERAL BUSINESS Nil 9. NEXT MEETING Monday, 9 November 2015. A presentation from Council’s External Auditors will be invited. The meeting was declared closed at 4.20pm.

ATTACHMENT NO: 2 - AUDIT ADVISORY COMMITTEE CHARTER ITEM NO: C.08.6


UPPER HUNTER SHIRE COUNCIL

AUDIT ADVISORY COMMITTEE

CHARTER

1. PURPOSE AND OBJECTIVES The Audit Advisory Committee Charter sets out the role, composition, authority, responsibilities and operation for the Upper Hunter Shire Council Audit Committee. The objective of the Audit Advisory Committee (‘Committee’) is to provide independent assurance and assistance to Upper Hunter Shire Council on risk management, internal control, governance and external accountability procedures. In addition, the purpose and function of this Committee is to ensure that there is an adequate and effective system of internal control throughout Council and to assist in the operation and implementation of the Internal and External Audit Plans. 2. ROLE AND RESPONSIBILITIES

i. The role of the Audit Committee is to oversight risk, compliance, external accountability and the internal control environment on behalf of Council.

ii. The Committee has no executive powers, except those expressly provided by the Council.

iii. In carrying out its responsibilities, the Committee must at all times recognise that primary responsibility for management of Council rests with the Council and the General Manager as defined by the Local Government Act.

iv. The responsibilities of the Committee may be revised or expanded by Council from time to time.

Specifically, the Audit Committee’s responsibilities are: 2.1 Risk Management – oversight Council’s risk management arrangements and review whether or not:

i. Council complies with relevant risk management standards. ii. Management has in place a current and comprehensive risk management framework,

and associated procedures for effective identification and management of business and financial risks, including fraud.

iii. A sound and effective approach has been followed in developing strategic risk management plans for major projects or undertakings.

iv. A sound and effective approach has been followed in establishing business continuity planning arrangements, including if plans have been tested periodically.

v. Review the impact of the risk management framework on its control environment and insurance arrangements.

2.2 Control Framework - review whether or not: i. Management has adequate and effective internal controls in place, including over

external parties such as contractors and advisors. ii. Management has in place relevant policies and procedures, and if these are

periodically reviewed and updated. iii. Appropriate processes are in place to assess if policies and procedures are complied

with. iv. Appropriate policies and procedures are in place for the management and exercise of

delegations. v. Management has taken steps to embed a culture which is committed to ethical and

lawful behaviour.



2.3 External Accountability:

i. Being satisfied that the annual financial reports comply with applicable Australian Accounting Standards and are supported by appropriate management sign-off on the statements and the adequacy of internal controls.

ii. Reviewing the External Audit opinion, including whether or not appropriate action has been taken in response to audit recommendations and adjustments.

iii. Considering contentious financial reporting matters in conjunction with Council’s management and External Auditors.

iv. Reviewing the processes in place designed to ensure financial information included in the annual report is consistent with the signed financial statements.

v. Being satisfied that there are appropriate mechanisms in place to review and implement, where appropriate, relevant State Government reports and recommendations.

vi. Satisfy itself there is a performance management framework linked to organisational objectives and outcomes

2.4 Legislative Compliance: i. Determine if management has appropriately considered legal and compliance risks

as part of risk assessment and management arrangements. ii. Review the effectiveness of the system for monitoring compliance with relevant laws,

regulations and associated government policies. 2.5 Internal Audit:

i. Act as a forum for communication between the Council, General Manager, senior

management, Internal Audit and External Audit. ii. Review and authorise the annual and long-term Internal Audit Plan as developed by

the Internal Auditor including consideration of the Risk Management Plan. iii. Monitor the resources of the Internal Audit function and make recommendations to

the General Manager to ensure that the Internal Audit function is sufficient and appropriate.

iv. Ensure and support the independence of the Internal Audit function, including oversight of the appointment and removal of the Internal Auditor.

v. Make recommendations for inclusion and/ or prioritising projects in the Internal Audit Plan/s.

vi. Make recommendations to commission audits of any kind, whether to be conducted by the Internal Auditor or otherwise.

vii. Review all audit reports and consider significant issues identified in audit reports and action taken on issues raised, including identification and dissemination of better practices.

viii. Review and discuss the Internal Auditor’s quarterly reports including: YTD progress as per the Internal Audit Plan Significant variations that have occurred from the Internal Audit Plan Any specific concerns the Internal Auditor may have to discuss

ix. Monitor the acceptance and implementation of Internal Audit recommendations by management.

x. Approve and periodically review the Internal Audit Charter to ensure appropriate organisational structures, authority, access and reporting arrangements are in place.

xi. Periodically review the performance of Internal Audit.

2.6 External Audit: i. Review the proposed audit scope and approach, with particular respect to

coordination of audit effort with internal audit. ii. Act as a forum for communication between the Council, General Manager, senior

management, Internal and External Audit. iii. Provide input and feedback on the financial statement and performance audit

coverage proposed by External Audit, and provide feedback on the External Audit services provided.



iv. Review all external plans and reports in respect of planned or completed external audits, and monitor management’s implementation of audit recommendations.

v. Consider significant issues raised in relevant External Audit reports and better practice guides, and ensure appropriate action is taken.

2.7 Responsibilities of Members - Members of the Committee are expected to: i. Understand the relevant legislative and regulatory requirements appropriate to Upper

Hunter Shire Council. ii. Contribute the time needed to study and understand the papers provided. iii. Apply good analytical skills, objectivity and good judgment. iv. Express opinions frankly, ask questions that go to the fundamental core of issues and

pursue independent lines of enquiry. 3. MEMBERSHIP OF THE COMMITTEE 3.1 Skills and Experience

i. The members of the Committee, taken collectively, will have a broad range of skills and experience relevant to the operation of Upper Hunter Shire Council.

ii. At least one member of the Committee shall have accounting or related financial management experience, with understanding of accounting and auditing standards in a public sector environment.

3.2 Membership of the Committee is by virtue of the appointed position; no delegates of the members are permitted. 3.3 The Audit Committee shall consist of:

i. Members (voting) Mayor Councillor Independent external member (Chair)* Independent external member* Independent external member*

*not a member of the current or previous Council/ staff ii. Attendees (non-voting) General Manager Internal Auditor Director Corporate and Community Services Representative of the External Auditor

iii. Invitees (non-voting) for specific Agenda items Other officers may attend by invitation as requested by the Committee

3.4 Selection of Members The selection criteria and process for the appointment of the independent external members shall ordinarily be as follows:

i. The Committee shall seek nominations from persons interested in being appointed to the available position. All nominees who satisfy the conditions of this charter shall be eligible for appointment.

ii. The eligible persons will be interviewed by the Committee. iii. Following receipt of suitable reference reports, the Committee may appoint the

independent external member by: Making a direct appointment based on merit; or Determining the representative by the drawing of lots where there are suitable and

complying nominations with equal merit iv. In the event of equal votes the Chair shall have the casting vote.



4. TERM OF MEMBERSHIP & REVIEW OF AUDIT COMMITTEE CHARTER 4.1 Term

i. The independent external members may be appointed for the term of Council, initially for a fixed term of two years, with an option for renewal, or extension up to two years and not to exceed the tenure of Council, after which a new expression of interest process will be run.

ii. The maximum number of terms an independent external member can sit on the committee without the need for further nominations is 2 terms.

4.2 Vacancy In the case of resignation from the committee by an independent external member, the committee recommends the appointment of another independent external member as soon as is practicably possible. 4.3 Review of Charter

i. At least once every two years the Audit Committee will review this Audit Committee Charter to ensure it remains current and reflects the Committee’s role and objectives.

ii. The Audit Committee will approve any changes to this Audit Committee Charter. 5. COORDINATION The Committee will be coordinated by the Internal Auditor. The role of the Internal Auditor is as defined in the Internal Audit Charter. 6. MEETINGS AND QUORUM 6.1 Meetings

i. The Committee shall meet at least four times per year, with one of these meetings to include review and endorsement of the annual audited financial reports and external audit opinion as well as review and endorsement of the annual Internal Audit Plan.

ii. The need for any additional meetings will be decided by the Chair, although the other Committee members may make requests to the Chair for additional meetings.

iii. Meetings can be held in person, or by telephone. iv. A forward meeting plan, including meeting dates and agenda items, will be agreed by

the Committee each year. The forward meeting plan will cover all Committee responsibilities as detailed in this Audit Committee Charter. NB: Where either Internal Audit Plan priorities change between meetings or new urgent issues arise, and where it is not possible to schedule an additional meeting, the Committee will be kept fully informed of all changes via email.

6.2 Attendance of Non-Members:

i. The attendance of non-members is subject to invitation by the Chair. ii. The Internal Auditor will be invited to attend each meeting unless requested not to do

so by the Chair.

6.3 Chairperson

i. An independent external member acts as Chair of the Committee for the full term of office; i.e. for the term of Council.

ii. In the case of resignation by the Chair, another current serving independent external member will be appointed as Chair.

iii. In the absence of the appointed Chair, another current serving independent external member shall serve as the Chair for the period of absence of the duly nominated Chair.



iv. Note that this role is an administrative role only with no authority to act or direct action on behalf of the Committee/ Council.

6.4 Venue All Committee meetings will be held in the Scone Administration Building, Upper Hunter Shire Council. 6.5 Conflicts of Interest

i. Committee members must declare any conflicts of interest at the start of each meeting or before discussion of a relevant agenda item or topic. Details of any conflicts of interest should be appropriately minuted.

ii. Where members or invitees at Committee meetings are deemed to have a real or perceived conflict of interest, it may be appropriate they be excused from Committee deliberations on the issue where the conflict of interest may exist. The final arbiter of such a decision is the Chair of the Committee.

6.6 Minutes

i. The Committee has appointed the Internal Auditor as meeting coordinator. Administrative support will be provided with records management and reporting via InfoCouncil. Meetings may be recorded.

ii. The Secretariat will ensure the agenda for each meeting and supporting papers are circulated, at least one week before the meeting, and ensure minutes of the meetings are prepared and maintained.

iii. Minutes shall be approved by the Chair and circulated to each member within three weeks of the meeting being held.

6.7 Induction New members will receive relevant information and briefings on their appointment to assist them to meet their Committee responsibilities. 6.8 Quorum A quorum will consist of a majority of Committee members, including at least two independent external members. 6.9 Decision Making/ Deliverables

i. The Committee is expected to make decisions by consensus but if voting becomes necessary then the details of the vote are to be recorded in the minutes.

ii. Each member of the Committee shall be entitled to one vote only. In the case of an equality of votes on any issue the Chair shall have the casting vote.

iii. Between meetings the Chair may circulate to members by email specific proposals for adoption by the Committee. Members shall be given a set time – at least 5 (five) days – in which to reply to indicate their agreement with a particular proposal.

iv. A member’s failure to respond within the timeframe given shall be taken as a vote against the proposal. Any decision taken by the Committee by email is to be noted and minuted at the commencement of the next meeting.

7. REPORTING 7.1 The Committee shall report at least annually to Council. 7.2 At the first Committee meeting after 30 June each year, the Internal Auditor will provide a performance report of:

i. The performance of Internal Audit for the financial year as measured against agreed key performance indicators



ii. The approved Internal Audit Plan of work for the previous financial year showing the current status of each audit

7.3 The Committee may, at any time, consider any other matter it deems of sufficient importance to do so. In addition, at any time an individual Committee member may request a meeting with the Chair of the Committee. 8. COUNCIL RESOLUTIONS AND AUTHORITY The Council authorises the Committee, within the scope of its roles and responsibilities to:

Obtain any information it needs from any employee or external party (subject to their legal obligations to protect information).

Discuss any matters with the external auditor or other external parties (subject to confidentiality considerations).

Request the attendance of any employee or Councillor at Audit Committee meetings. Obtain external legal or other professional advice considered necessary to meet its

responsibilities. Appoint the representatives to the Committee, as per the parameters and procedures

outlined in Section 3 of this Charter.

ATTACHMENT NO: 3 - INTERNAL AUDIT CHARTER ITEM NO: C.08.6


UPPER HUNTER SHIRE COUNCIL

INTERNAL AUDIT CHARTER

1. NAME This Charter will be known as the Internal Audit Charter. 2. INTRODUCTION The mission or purpose of internal auditing as defined by the Institute of Internal Auditors Australia:

Internal auditing is an independent, objective assurance and consulting activity designed to add value and improve an organisation’s operations. It helps an organisation accomplish its objectives by bringing a systematic, disciplined approach to evaluate and improve the effectiveness of risk management, control, and governance processes.

3. PURPOSE OF THE INTERNAL AUDIT CHARTER 3.1 The Internal Audit Charter is a formal written document that defines the Internal

Auditor’s purpose, authority and responsibility within Upper Hunter Shire Council (Council).

3.2 The Charter establishes:

a) The Internal Audit role within Council and recognises the importance of such an independent and objective service to Council.

b) The authority to access all records, personnel, and other information relevant to the performance of internal audits.

c) The scope of the Internal Auditing activities. 4. REPORTING LINE OF INTERNAL AUDIT 4.1 The Internal Auditor reports administratively to the General Manager and is

placed within the General Manager’s Unit. 4.2 The Internal Auditor’s activities and program are overseen and recommended by

the Audit Advisory Committee. 4.3 The Internal Auditor meets with the Audit Advisory Committee Chair, other

external independent representatives and External Auditor as needed. 5. ROLE AND AUTHORITY OF INTERNAL AUDIT 5.1 The Internal Auditor is authorised to direct a comprehensive program of internal

audit work in the form of reviews, previews, consultancy advice, evaluations, appraisals, assessments and investigations of functions, processes, controls and governance frameworks in the context of the achievement of business objectives.

5.2 Internal Audit is authorised to have full, free and unrestricted access to all

functions, property, personnel, records, information, accounts, files, monies and other documentation, as necessary for the conduct of their work.



5.3 Specifically, Council's Internal Auditor is responsible for:

a) The development/ co-ordination of a dynamic, comprehensive long-term Strategic (3-5 years) Internal Audit Plan, together with supporting programs, for the efficient and effective performance of the Internal Audit function.

b) The development of annual Internal Audit Plans derived from the long-term Plan. c) Reviewing compliance with relevant legislation, Department of Local Government

directives and other regulatory instruments. d) Identifying and assessing risks to the assets, activities and interests of the

Council. e) Investigating actual and potential lapses of control and incidents of risk over the

financial and other operations and activities of the Council. f) Carrying out any assignment specifically directed by the Audit Advisory

Committee. g) Making recommendations for the improvement of control, the responses to risk

enhancement to the governance framework and the attainment of Council objectives.

5.4 Council’s Internal Auditor is not responsible for:

a) Designing, installing and operating systems. b) Drafting of policies and procedures. c) Establishing and maintaining organisational controls. This responsibility rests with

management. d) Handling complaints from external sources in relation to Council or the conduct of

its officers. This responsibility rests with the General Manager. e) Involvement in individual Tender Processing evaluations (except outsourced

Internal Audit activities) as these activities generally are considered operational responsibilities and may impair audit objectivity.

6. CODE OF CONDUCT AND PROFESSIONALISM 6.1 Internal Auditors are expected to adopt professional ethical standards in order to

meet their responsibility to the Council. The Council expects that the Internal Auditor will apply and uphold the principles and rules of conduct as stated in Upper Hunter Shire Council’s Model Code of Conduct.

6.2 The principles that are relevant to the profession and practice of internal auditing

are:

a) Integrity - the integrity of the Internal Auditor establishes trust and provides the basis for reliance on their judgement.

b) Objectivity - The Internal Auditor exhibits the highest level of professional objectivity in gathering, evaluating, and communicating information about the activity or process being examined. The Internal Auditor makes a balanced assessment of all the relevant circumstances and is not unduly influenced by their own interests or by others in forming judgements.

c) Confidentiality - The Internal Auditor respects the value and ownership of information received and does not disclose information without appropriate authority unless there is a legal or professional obligation to do so.

d) Competency - The Internal Auditor applies the knowledge, skills, and experience needed in the performance of internal auditing services.



6.3 The rules of conduct that describe behaviour norms expected of internal auditors are:

a) Integrity - The Internal Auditor shall: Perform their work with honesty, diligence, and responsibility. Observe the law and make disclosures expected by the law and the profession. Not knowingly be a party to any illegal activity, or engage in acts that are

discreditable to the profession of internal auditing or to the organisation. Respect and contribute to the legitimate and ethical objectives of the

organisation.

b) Objectivity - The Internal auditor shall:

Not participate in any activity or relationship that may impair or be presumed to impair their unbiased assessment. This participation includes those activities or relationships that may be in conflict with the interests of the organisation.

Not accept anything that may impair or be presumed to impair their professional judgement.

Disclose all material facts known to them that, if not disclosed, may distort the reporting of activities under review.

c) Confidentiality - The Internal auditor shall:

Be prudent in the use and protection of information acquired in the course of their

duties. Not use information for any personal gain or in any manner that would be

contrary to the law or detrimental to the legitimate and ethical objectives of the organisation.

d) Competency - The Internal auditor shall:

Engage only in those services for which they have the necessary knowledge, skills, and experience.

Continually improve their proficiency and the effectiveness and quality of their services.

7. SCOPE OF WORK 7.1 The scope of services provided by Internal Audit shall encompass the

examination and evaluation of the adequacy and effectiveness of systems of:

a) Internal control, risk management, governance, and the status of ethical behaviour.

b) Ascertaining conformity with the goals and objectives of Council. c) Assessment of the economic and efficient use of resources. d) The examination of compliance with policies, procedures, plans and legislation. e) Assessment of the reliability and integrity of information. f) Assessment of the safeguarding of assets. g) Any special investigations as directed by the Audit Advisory Committee. h) All activities of Council, whether financial or non-financial, manual or

computerised. 7.2 The scope of work may include:

a) Assurance Services – objective examination of evidence for the purpose of providing an independent assessment on risk management, control, or governance processes for the organisation. Examples may include financial,



performance, operational, compliance, system security, and due diligence engagements.

b) Consulting Services – advisory and related client service activities, the nature and scope of which are agreed with the client and which are intended to add value and improve an organisation’s governance, risk management, and control processes without the internal auditor assuming management responsibility. Examples include counsel, advice, facilitation and training.

7.3 Internal Audit shall use the most appropriate methodology for each internal audit engagement, depending on the nature of the activity and the pre-determined parameters for the engagement. Generally, internal audits will include:

a) Planning b) Reviewing and assessing risks in the context of the audit objectives c) Examination and evaluation of information d) Communicating results e) Following up on implementation of audit recommendations

8. PLANNING ARRANGEMENTS 8.1 The Internal Auditor uses a risk-based rolling program of internal audits to

establish an annual Internal Audit Plan to reflect a program of audits over a 12 month period. This approach is designed to be timely, dynamic and flexible in order to meet the changing needs and priorities of Council.

8.2 Strategic Internal Audit Plan

a) The Internal Auditor will develop and co-ordinate a - Strategic (3 – 5 years) Internal Audit Plan.

b) This will be based on the outcome of a Risk Assessment analysis conducted by Council’s Risk Management Committee in consultation with the General Manager and Senior Management Group.

c) The Strategic Internal Audit Plan will be submitted to the Audit Advisory Committee for acceptance, discussion and possible reassessment of priorities and general approval.

8.3 Annual Internal Audit Plan

a) At the commencement of each financial year, the Internal Auditor shall submit to the Audit Advisory Committee, for approval, a detailed Internal Audit Plan showing the areas and locations of internal audit work proposed for the ensuing year.

b) The Annual Internal Audit Plan shall be consistent with and flow from the Strategic Internal Audit Plan and, where appropriate, shall include any planned special assignments and/ or requirements of the Audit Advisory Committee and senior executives.

c) The Internal Auditor has discretionary authority to adjust the Internal Audit Plan as a result of receiving special requests from management to conduct reviews that are not on the plan, with these to be approved at the next meeting of the Audit Advisory Committee.

9. REPORTING ARRANGEMENTS 9.1 At each Audit Advisory Committee meeting the Internal Auditor shall submit a

report summarising all audit activities undertaken during the period, indicating:



a) Internal audit engagements completed or in progress. b) Outcomes of each Internal Audit engagement undertaken. c) Remedial action taken or in progress.

9.2 On completion of each Internal Audit engagement, the Internal Auditor shall

issue, to the responsible manager, a report detailing the objective, scope, outcomes and recommendations for remedial action. The report shall also be presented to the Senior Management Group for endorsement.

The Internal Auditor shall seek from the responsible manager an agreed and endorsed action plan outlining action to be taken, along with an implementation timetable and person responsible. Responsible officers shall have a maximum of ten working days to provide written management responses and action plans in response to issues and recommendations contained in Internal Audit reports.

9.3 A final Internal Audit Report will be produced including Management Responses,

for submission to the Senior Management Group and to the Audit Advisory Committee.

9.4 The Internal Auditor shall make available all Internal Audit reports to the Audit

Advisory Committee. However, the work of Internal Audit is solely for the benefit of Council and is not to be relied on or provided to any other person or organisation, except where this is formally authorised by the Audit Advisory Committee or the General Manager.

9.5 In addition to the normal process of reporting on work undertaken by Internal

Audit, the Internal Auditor shall draw to the attention of the Audit Advisory Committee all matters that, in the Internal Auditor’s opinion, warrant reporting in this manner.

9.6 The Audit Advisory Committee will consider any Internal Audit report and any

recommendations contained therein. The Audit Advisory Committee may make recommendations to the General Manager in relation to the implementation of each recommendation. If the Audit Advisory Committee recommends to the General Manager that an Internal Audit recommendation will not be implemented, reasons will be included in the Audit Advisory Committee minutes. The Internal Auditor will be given the opportunity to respond to the Audit Advisory Committee if such a recommendation is not to be implemented.

9.7 If the General Manager determines not to implement an Internal Audit

recommendation (as recommended by the Audit Advisory Committee) then the Audit Advisory Committee will report to Council on the non-implementation of that recommendation as soon as practicable after the General Manager’s determination.

9.8 Within six months of any Internal Audit report, the Internal Auditor will follow-up to

determine the current status regarding implementation of Internal Audit recommendations (except where a decision was made by the Audit Advisory Committee not to implement).

9.9 A follow-up report will be provided to the Audit Advisory Committee at the end of each half-year on the status of all recommendations that should have been implemented.



10. RELATIONSHIP WITH COUNCIL’S EXTERNAL AUDITORS 10.1 The Internal Auditor shall liaise closely and co-operate with Council’s External

Auditors in the preparation of the Internal Audit work schedule and other audit matters so that the resources of the Internal Auditor shall be used to the best effect and not duplicate the work being done by the External Auditors.

10.2 The Responsible Accounting Officer will remain Council’s primary contact with the

External Auditors in relation to the interim, annual and other audits performed by Council’s External Auditors, in terms of general co-ordination and follow up of formal and informal External Audit recommendations.

10.3 Internal Audit Plans, working papers, and reports shall be readily available to the

Council’s External Auditors. 10.4 A meeting should be held at least every twelve months between the Internal

Auditor, Responsible Accounting Officer (as the representative of the Council) and Council’s External Auditors for the purpose of discussing audit matters.

11. IMPROVEMENT PROGRAM 11.1 Training and Development

a) The Internal Auditor shall maintain skills and knowledge through attendance at appropriate training courses and conferences each year.

b) The Internal Auditor shall engage in suitable in-house training on relevant computer software to ensure retention and updating of skills needed to effectively use relevant Council computer programs and software.

11.2 Local Government Internal Audit Network

a) The Internal Auditor shall have involvement in the Local Government Internal Audit Network (LGIAN) and will attend, where possible, the quarterly Local Government Internal Audit Network meetings in an effort to share information, techniques and general knowledge with other internal auditors working for local government councils.

12. REVIEW OF THE INTERNAL AUDIT CHARTER 12.1 The Internal Auditor shall periodically review (annually or as required) the Internal

Audit Charter to ensure it remains up-to-date and reflects the current scope of Internal Audit work.

12.2 The Audit Advisory Committee will approve any changes to this Internal Audit

Charter.

ATTACHMENT NO: 4 - UHSC STRATEGIC INTERNAL AUDIT PLAN 2015 TO 2018 - AUDIT ADVISORY COMMITTEE - JUNE 2015

ITEM NO: C.08.6


Strategic Internal Audit Plan 2015 - 2018 Audit Advisory Committee June 2015


ITEM NO: C.08.6


Table of Contents 1.0 Executive Summary 1 1.1 2014/2015 Internal Audit Focus 1 1.2 Overview of 2015/2016 Internal Audit Program 1 2.0 Internal Audit Focus and Priorities 2 2.1 Role of Internal Audit at Council 2 2.2 Internal Audit Priorities for 2015 - 2018 3 3.0 Internal Audit Planning Process 3 3.1 Planning Process 4 3.1.1 Stage 1 – Business (Organisational) Risk Identification 4 3.2 Risk Assessment Results 5 3.2.1 Stage 2 – Identification of Potential Auditable Areas 5 3.2.2 Stage 3 – Relative Ranking of Auditable Areas 5 3.2.3 Stage 4 – Internal Audit Plan 5 4.0 Internal Audit Plan 2015 to 2018 6 4.1 Assurance Coverage 6 5.0 Deliverables 15 5.1 Internal Audit Reporting 15 5.1.1 Audit Advisory Committee Report 15


ITEM NO: C.08.6


1.0 Executive Summary This document provides details of Internal Audit’s focus and proposed activities for the period 2015 - 2018. It is envisaged that the plan will be refreshed in May each year and resubmitted to the Audit Advisory Committee for endorsement. 1.1 2014/2015 Internal Audit Focus Our approach has been to try and balance the focus between individual projects and organisational wide processes and to include several key risks and processes identified by Senior Management and the Internal Auditor. Our plan has been to make best use of our budgeted resources of 720 hours per annum. The following summarises Internal Audit’s focus in the previous 12 months: Water Billing: Following the resignation of Senior Revenue Officer and subsequent

review of matters outstanding it was discovered that Council records in relation to water meters, charges applied etc. were extremely deficient. In view of the importance of rectifying the situation and considering the lack of resources, both in the administration and operational areas, Internal Audit undertook an investigation into all records pertaining to water billing. This involved significant time in field work identifying meters and their location, and also extensive liaison with existing and replacement personnel. This work involved the majority of the allocated time (approx. 90%) for Internal Audit up to the end of December 2014.

Procurement: A review of procurement procedures commenced early in 2015, which

resulted in the identification of significant non-adherence to policy and procedures. Further in-depth analysis of records of transactions over the previous eighteen months was undertaken as well as extensive consultation with respective managers. Changes to the procedures are in progress together with education and awareness training. This review has taken up the majority of the allocated time (approx. 80%) for Internal Audit from February to June 2015.

Other Issues: Time not spent on the two major issues identified above were allocated to

minor reviews and reporting, research, continual communication with personnel, advice and report preparation.

Internal Audit will also respond to new and emerging issues as they arise with approval of Senior Management and the Audit Advisory Committee. A budget for ad-hoc projects has not been set aside and will need to be negotiated with Senior Management on any change in priorities. 1.2 Overview of 2015/2016 Internal Audit Program The table below lists the proposed Internal Audit priorities and projects for 2015/2016. Further details are provided in Section 4.


ITEM NO: C.08.6


Internal Audit Projects – 2015/2016 Resource hours

2015/2016 – Q1

Develop and Implement Strategic Audit Plan 32

Payroll Systems Review 156

Internal Audit Systems 16

2015/2016 – Q2

Procurement Process Review 156


2015/2016 – Q3

IT System Security Review 156

Internal Audit System 16

2015/2016 – Q4

Asset Security Review 156


Total 720

Note: Internal Audit Systems include meeting preparation and attendance, monitoring management action plans, ad hoc minor reviews and consultancies.

2.0 Internal Audit Focus and Priorities 2.1 Role of Internal Audit at Council As defined in Council’s Internal Audit Charter, internal auditing is an independent, objective assurance and consulting activity designed to add value and improve an organisation’s operations. It helps an organisation accomplish its objectives by bringing a systematic, disciplined approach to evaluate and improve the effectiveness of risk management, control, and governance processes. The scope of services provided by Internal Audit encompasses the examination and evaluation of the adequacy and effectiveness of systems including: Internal control, risk management, governance, and the status of ethical behaviour. Ascertaining conformity with the goals and objectives of Council. Assessment of the economic and efficient use of resources. The examination of compliance with policies, procedures, plans and legislation. Assessment of the reliability and integrity of information. Assessment of the safeguarding of assets. Any special investigations as directed by the Audit Advisory Committee. All activities of Council, whether financial or non-financial, manual or computerised. Internal Audit will also assist the Audit Advisory Committee and Senior Management to meet their various assurance obligations relating to best practice governance and the adequacy of internal controls within the organisation. Internal Audit reports are provided to the Audit Advisory Committee and Senior Management. Internal Audit is available to assist the Audit Advisory Committee as required and attend meetings upon invitation.


ITEM NO: C.08.6


2.2 Internal Audit Priorities for 2015 - 2018 Internal Audit’s program for 2015 - 2018 will focus on the following priorities:

Internal audit focus and priorities

Planning performance indicators

Develop and Implement a Strategic Audit Plan

Plan developed and implemented by 31 December 2015.

Flexibility to respond to new circumstances

Plan to be re-validated every six months

Coverage of the most important and high risk processes and areas of the organisation

Internal audit plan provides coverage of all high priority and high risk processes

Maintain a dual compliance and organisation improvement / process effectiveness focus

Project scopes include both an internal control and organisation improvement focus

Identify the systemic problems (root cause) to issues identified

Use an organisational process approach to internal audit which includes root cause analysis and recommendations to avoid recurrence

Concise and to the point reports that quickly get to the heart of the issue

Customised reporting templates and protocols that include a short executive summary and use plain English

Bring insight of how we have helped groups improve their processes and internal controls

Challenge each organisational process and consider if it can be performed more efficiently and effectively

Project Management framework implemented for all organisational projects

Effective communication Program of regular meetings with Senior Management, Management and external auditors

3.0 Internal Audit Planning Process We have adopted a risk-based approach to the preparation of the Councils audit plan. There has been a limited consultation process, with consultation to date involving meetings with Senior and Line Managers. A more detailed approach has been taken in the preparation of Risk Management Strategies and these are monitored by the Senior Management Group. The Internal Audit Plan has been designed to ensure that Internal Audit is an effective tool to assist Council in discharging its responsibility for: The establishment and management of effective and efficient operating and financial

systems and procedures; and Addressing the key organisation risk faced by Council. In considering auditable areas, we have also had regard to the need to perform periodic reviews of core organisational processes, such as Water Billing. This is to provide the Audit Advisory Committee and Senior Management with the assurance from Internal Audit that controls in core organisational processes are operating effectively. Councils’ Internal Audit Plan recognises this and presents a balanced approach with reviews of high risk areas and core organisation processes.


ITEM NO: C.08.6


3.1 Planning Process For the purpose of the planning process Council followed the below outlined approach.

A risk based approach has been adopted for the development of the Internal Audit Plan. All internal audit reviews are designed to provide assurance that risks inherent in the auditable areas are being adequately controlled. The auditable areas selected directly impact on the ability of Council to achieve its strategic organisation objectives.

3.1.1 Stage 1 – Business (Organisational) Risk Identification Identified potential risks for each functional Group and discussed with Senior

Management to establish a Risk Management Plan to determine the critical risks for each Group and linking those that relate to key processes;

Reviewed the Statement of Organisation Intent and incorporation of the organisation priorities and strategies into the planning process;

Capitalised upon our own knowledge of Council to identify risks, including the results of prior year’s audit and risk activities and significant developments;

Discussed with Senior Management: o the strategic and operational success factors and related potential organisation

risks; and o changes in organisation conditions and operations that may give rise to

organisation risks. Reviewed key documents such as budgets, monthly financial reports and statutory

accounts. 3.2 Risk Assessment Results Councils Solid Waste Coordinator (previously Technical Services Support Manager) evaluated and categorised the inherent level of risk (low, moderate, high or extreme) present in each Group and summarised within a Risk Management Plan. Risks are rated in accordance with guidelines provided by Councils Risk Management provider, Statewide. The Risk Management Framework will continue to be refined in coming years including the ongoing assessment and review of key organisational risks at both an enterprise and functional level. Councils Strategic Risks are monitored by the Senior Management Team at regular intervals. Although not specifically part of Internal Audit’s brief there is considerable overlap between what Internal Audit does and identifying and mitigating risks across the organisation. The risks identified in the Risk Management Plan are linked to the Community Strategic Plan and the Delivery Program and Operational Plan to ensure any risks associate with the outcomes Council wishes to achieve are mitigated.


ITEM NO: C.08.6


3.2.1 Stage 2 – Identification of Potential Auditable Areas Stage 2 looks at the identification of potential auditable areas. The process for identifying these areas includes: Conducted interviews with key primary risks owners; Identified risks, which Internal Audit can provide assistance to the Audit Advisory

Committee and Senior Management; Preliminary identification of auditable areas; and Formulated the development of a list of key organisation activities that should be

reviewed by Internal Audit on a regular cyclical basis.

3.2.2 Stage 3 – Relative Ranking of Auditable Areas Stage 3 considers the ranking of auditable areas relative to others. The process includes: Collating and analysing responses to interviews; and Identifying key risk areas and prioritising the proposed list of Internal Audit projects in

line with discussions with senior management.

3.2.3 Stage 4 – Internal Audit Plan The last stage is the process for the development of the Internal Audit Plan, which includes: Developing the draft Plan; Discussing the draft Plan with Senior Management; Presenting the draft Plan to the Audit Advisory Committee; and Finalising the Plan.


ITEM NO: C.08.6


4.0 Internal Audit Plan 2015 to 2018 4.1 Assurance Coverage The agreed strategy for Internal Audit is to provide assurance coverage from 2015 to 2018 of all significant risk areas across each Group within the organisation. This is a three-year rolling Internal Audit plan. The following table outlines the areas for review and their priority.

ATTACHMENT NO: 4 - UHSC STRATEGIC INTERNAL AUDIT PLAN 2015 TO 2018 - AUDIT ADVISORY COMMITTEE - JUNE 2015 ITEM NO: C.08.6


Areas of Review Priority Objective and Scope of Audit 2015/16 2016/17 2017/18

IT Systems Security High

Objective: Provide assurance that appropriate management and control processes are in place for information technology system security. Scope: Assess the processes in place in relation to management and control over IT system security including:

Records access and usage Network access Remote access Supplier agreements Maintenance contracts Staff responsibilities Password protection and access authorities Business continuity and disaster planning External (remote) sites

♦

Payroll High

Objective: Provide assurance that appropriate management and control processes are in place for payroll processes. Scope: Assess the processes in place in relation to management and control for payroll processes including:

Records access Masterfile maintenance Leave processing including overtime/flexi time/time in lieu Termination payments Allowances Timesheet integrity Superannuation Reviewing audit trail.

♦

Asset Security High

Objective: Provide assurance that there is an effective system of control for asset security. Scope: Assess the processes in place in relation to management and control for asset security including:

Asset registers Property Plant and equipment

♦



Stores Workshops and depots Authorised access and key control.

Procurement High

Objective: Provide assurance that appropriate management and control processes are in place for procurement processes. Scope: Assess the processes in place in relation to management and control for procurement processes including:

Compliance with policy and procedures Delegations including limits of authority Code of conduct Inventory management Fraud and corruption prevention.

♦

Taxation Low

Objective: Provide assurance that appropriate management and control processes are in place for taxation processes. Scope: Assess the processes in place in relation to management and control over tax management processes including:

Compliance Goods and services Fringe benefits Review BAS

♦

Accounts Payable Medium

Objective: Provide assurance that appropriate management and control processes are in place for accounts payable. Scope: Assess the processes in place in relation to management and control over accounts payable processes including:

Masterfile access Authorisations Reimbursements Credit cards and fuel cards Review audit trail

♦

Plant Operations Medium

Objective: Provide assurance that there is an effective system of internal control over plant operations. Scope: Assess the processes relating to:

Purchasing Masterfile access Hire charges

♦*



Integrity of data Performance measures Minor equipment control Replacement plan Insurances.

Accounts Receivable

Medium

Objective: Provide assurance that appropriate management and control processes are in place for accounts receivable. Scope: Assess the processes in place in relation to management and control over accounts receivable processes including:

Rates and charges Revenue and pricing policy Recovery procedures External agency Pensioner rebates Rentals Certificates Direct debit payments.

♦

Cash Handling Medium

Objective: Provide assurance that there is an effective system of internal control over cash handling. Scope: Assess the processes relating to:

Development, review and update of policies and procedures Customer service areas Security Waste depots Visitor Information Centres and Community Training Centres Library Caravan park and camping grounds.

♦

Human Resources Medium

Objective: Provide assurance that there is an effective system of internal control over human resource processes. Scope: Assess the processes relating to:

Position descriptions Development, review and update of policies and procedures Inductions Personnel records Performance management

♦



Learning and development Workforce planning.

Records Management

Medium

Objective: Provide assurance that there is an effective system of internal control over records management processes. Scope: Assess the processes relating to:

Development, review and update of policies and procedures GIPA Integrity of data and document management protocols Employee access Storage Disaster planning Legal documents Training

♦

Investments Medium

Objective: Provide assurance that appropriate management and control processes are in place for investment management. Scope: Assess the processes in place in relation to management and control over investment processes including:

Policy compliance Ministerial order Reporting Control measures Security

♦*

Contract Management

Medium

Objective: Provide assurance that appropriate management and control processes are in place for contract management. Scope: Assess the processes in place in relation to management and control over contract management processes including:

Development, review and update of policies and procedures Registers Tendering Documentation and records management Evaluations.

♦*

Grants and Contributions

Medium

Objective: Provide assurance that there is an effective system of internal control over grants and contributions processes. Scope: Assess the processes relating to:

♦*



Administration Approval and recording process Disbursements Monitor expenditures Acquittals

Risk Management Medium

Objective: Provide assurance that there is an effective system of internal control over risk management processes. Scope: Assess the processes relating to:

Development, review and update of policies and procedures Committee Responsibilities Insurances Investigation and reporting Risk assessments Register Claims management.

♦

Work, Health and Safety

Medium

Objective: Provide assurance that there is an effective system of internal control over work, health and safety processes. Scope: Assess the processes relating to:

Development, review and update of policies and procedures Management systems Incident reporting, risk register, workers compensation management, records.

♦

Water and Sewerage Medium

Objective: Objective: Provide assurance that there is an effective system of internal control over water and sewerage processes. Scope: Assess the processes relating to:

Administration and management Rating and billing records Connections Fees and charges Compliance.

♦*

Financial Management

Medium

Objective: Provide assurance that appropriate management and control processes are in place for financial management. Scope: Assess the processes in place in relation to management and control over financial management processes including:

♦*



General ledger Structure Budget preparation and review Integrity of transactions Reconciliations Legislative compliance Annual accounts Long term financial plan.

Waste Management Medium

Objective: Objective: Provide assurance that there is an effective system of internal control over waste management processes. Scope: Assess the processes relating to:

Contract management Collection audit Cash receipting and security Fees and charges Tipsite recording Receipt and disposal of records Waste levy and legislative reporting.

♦*

Community Services

Low

Objective: Provide assurance that there is an effective system of internal control over community services processes. Scope: Assess the processes relating to:

Early Learning Centre Family Daycare SOOSH Aged Facilities including external accreditation

♦*

Environmental Services

Medium

Objective: Provide assurance that there is an effective system of internal control over environmental services processes. Scope: Assess the processes relating to:

Development applications Development, review and update of policies and procedures Approvals and delegations Fees and charges Contributions Register Environmental planning and development

♦*



Health and building Inspections Reporting Regulatory compliance.

Customer Services Medium

Objective: Provide assurance that there is an effective system of internal control over customer services processes. Scope: Assess the processes relating to:

Administration Receipting Reconciliation process Banking Security Development, review and update of policies and procedures Complaints management.

♦

Governance Low

Objective: Provide assurance that there is an effective system of internal control over governance processes. Scope: Assess the processes relating to:

Code of Conduct Delegations Pecuniary interests Policy register Meeting procedures Committees Resolution compliance Councillor expenses.

♦*

Corporate Planning and Better Practice

Low

Objective: Provide assurance that there is an effective system of internal control over corporate planning processes. Scope: Assess the processes relating to:

Legislation Strategic Planning including Community Strategic Plan and Delivery Program

and Operational Plan Community engagement strategy Communication Reporting and monitoring Self assessment as per Office of Local Government guidelines

♦*



Media & Communications

Low

Objective: Provide assurance that there is an effective system of internal control over media and communications processes. Scope: Assess the processes relating to:

Strategy Web site Internet integrity Community engagement and community awareness.

♦*

Roads and Maritime Service Contracts

Low

Objective: Provide assurance that there is an effective system of internal control over the Road Maintenance Council Contract (RMCC) processes. Scope: Assess the processes relating to:

Documentation Sub-contractors.

♦*

Business Continuity Plan

Low

Objective: Provide assurance that there is an effective system of internal control over business continuity plan processes. Scope: Assess the processes relating to:

Currency of plan and supporting plans Risks identified Staff awareness Testing of plans

♦*

Internal Audit High

Objective: Provide assurance that there is an effective system of internal control over internal audit processes. Scope: Assess the processes relating to:

Charter Committee and meetings Quarterly reporting Action plan Review recommendations Special projects Internal consultancy

♦ ♦ ♦

Note: ♦* Further assessment at completion of 2015/16 Plan.


ITEM NO: C.08.6


5.0 Deliverables 5.1 Internal Audit Reporting On completion of each Internal Audit engagement, the Internal Auditor shall issue, to the responsible manager, a report detailing the objective, scope, outcomes and recommendations for remedial action. The report shall also be presented to the General Manager and Senior Management Group for endorsement. The Internal Auditor shall seek from the responsible manager an agreed and endorsed action plan outlining action to be taken, along with an implementation timetable and person responsible. Responsible officers shall have a maximum of ten working days to provide written management responses and action plans in response to issues and recommendations contained in Internal Audit reports. A final Internal Audit Report will be produced including Management Responses, for submission to the Senior Management Group and to the Audit Advisory Committee. 5.1.1 Audit Advisory Committee Report A concise report for the Audit Advisory Committee summarising our activity for the preceding quarter along with plans for the following period. The report will also highlight the major issues arising from each internal audit review the recommended actions required to improve controls or generate process efficiency improvements and what has been implemented to date. Agreed actions will be monitored and reported to the Audit Advisory Committee.




C.08.7 FLOODPLAIN RISK MANAGEMENT STUDY & COMMITTEE



PURPOSE The purpose of this report is to adopt the draft Aberdeen Floodplain Risk Management Study and Draft Plan and undertake community consultation.


1. Endorse the minutes of the Floodplain Management Committee meeting held on 21 August 2015.

2. Adopt the draft Aberdeen Floodplain Risk Management Study and Draft Plan. 3. Place the draft Aberdeen Floodplain Risk Management Study and Draft Plan on public

exhibition for a period of 28 days and undertake community consultation including a public meeting.

4. Send a letter and flyer to all flood affected properties identified in the Aberdeen Floodplain Risk Management Study and Draft Plan advising of public exhibition of the draft report.

BACKGROUND The Floodplain Management Committee is a Section 355 Committee of Council which considers reports, advice and recommendations of management regarding issues associated with floodplain management and development within any areas deemed to be impacted or potentially impacted by flood or other waters. The Committee subsequently makes recommendations to Council in relation to such matters. REPORT/PROPOSAL A meeting of the Floodplain Management Committee was held on Friday 21 August 2015. The Committee considered the Aberdeen Floodplain Risk Management Study and Draft Plan and feedback provided by Mr John Hill, Scone SES and the Office of Environment and Heritage in relation to the draft report. The Committee provided a number of recommendations which are summarised in the attached minutes. Due to the timing of the Floodplain Management Committee it was necessary to submit these minutes to Council as a late report so that the community consultation process can proceed as soon as possible. A copy of the draft Aberdeen Floodplain Risk Management Study and Draft Plan will be tabled at the meeting.




OPTIONS 1. Accept the recommendation that Council:

a. Endorse the minutes of the Floodplain Management Committee meeting held on 21 August 2015.

b. Adopt the draft Aberdeen Floodplain Risk Management Study and Draft Plan. c. Place the draft Aberdeen Floodplain Risk Management Study and Draft Plan on public

exhibition for a period of 28 days and undertake community consultation including a public meeting.

d. Send a letter and flyer to all flood affected properties identified in the Aberdeen Floodplain Risk Management Study and Draft Plan advising of public exhibition of the draft report.

2. Adopt an amended recommendation that Council: a. Adopt the draft Aberdeen Floodplain Risk Management Study and Draft Plan subject

to amendments. b. Place the amended draft Aberdeen Floodplain Risk Management Study and Draft

Plan on public exhibition for a period of 28 days. CONSULTATION

Floodplain Management Committee Director Infrastructure Services Office of Environment and Heritage State Emergency Service

STRATEGIC LINKS a. Community Strategic Plan 2013+ The report is relevant to Key Focus Areas and Aspiration Goals 3 and 5 of the Community Strategic Plan: “(3) Protect the natural and built environment and plan for a sustainable future for our Shire and our planet”. b. Delivery Program The report is consistent with the objectives of town planning: “Promote a sense of responsibility within our community to care for our environment and provide for a sustainable future”. c. Other Plans Aberdeen Flood Study IMPLICATIONS a. Policy and Procedural Implications Nil




b. Financial Implications The approximate cost and priority of each action identified in the Draft Floodplain Risk Management Plan is provided in Table 5 of the Aberdeen Floodplain Risk Management Study and Draft Plan report. It is anticipated that funding for these various actions will be sourced from a combination of government grants, government agencies (eg RMS) and Council budget allocations for emergency services and town planning. c. Legislative Implications Nil d. Risk Implications Pursuant to Section 733 of the Local Government Act 1993, Council does not incur any liability in respect of any advice or anything done or omitted to be done in accordance with the NSW Floodplain Development Manual. In this regard, the draft Aberdeen Floodplain Risk Management Study and Plan have been prepared in accordance with the principles of the Floodplain Development Manual. e. Other Implications Nil CONCLUSION That the Aberdeen Floodplain Risk Management Study and Draft Plan be supported by Council and placed on Public Exhibition.

ATTACHMENTS

1 Minutes of Floodplain Management Committee Meeting held on 21 August 2015


1. Endorse the minutes of the Floodplain Management Committee meeting held on

21 August 2015. 2. Adopt the draft Aberdeen Floodplain Risk Management Study and Draft Plan. 3. Place the draft Aberdeen Floodplain Risk Management Study and Draft Plan on

public exhibition for a period of 28 days and undertake community consultation including a public meeting.



ATTACHMENT NO: 1 - MINUTES OF FLOODPLAIN MANAGEMENT COMMITTEE MEETING HELD ON 21 AUGUST 2015

ITEM NO: C.08.7


MINUTES OF THE FLOODPLAIN MANAGEMENT COMMITTEE MEETING HELD ON 21 AUGUST 2015 COMMENCING AT 11.00AM

PRESENT: Cr Kiwa Fisher, Cr Lorna Driscoll, Mr John Hill (Community

Representative)

IN ATTENDANCE: Mr Bill Paterson (Paterson Consultants Pty Ltd), Ms Angela Halcrow (Office of Environment & Heritage) Mr Mat Pringle (Director Environmental Services), Mr Alan Fletcher (Director Technical Services), Mr Ray Butchard (Aberdeen SES)

1. APOLOGIES RECOMMENDATION: That the apologies received from Cr Michael Johnsen, Cr Wayne Bedggood and Mr Allan Davidson be accepted. Moved: Cr Fisher Seconded: John Hill CARRIED 2. DISCLOSURE OF INTEREST Nil 3. PREVIOUS MINUTES RECOMMENDATION: That the Minutes of the Floodplain Management Committee meeting held on 17 July 2015, as circulated, be taken as read and confirmed as a correct record. Moved: Cr Driscoll Seconded: John Hill CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES

Nil

5. AGENDA ITEMS

5.1 Aberdeen Floodplain Risk Management Study and Draft Plan Mr Bill Paterson presented a summary of responses to the comments received from Mr John Hill, the Office of Environment and Heritage and Scone SES in relation to the draft report. The issues raised in the submissions were discussed by the Committee and a number of recommended actions were identified including:

Consult Willowgrove Village in relation to the establishment of an emergency access point on the New England Highway to allow for evacuation of residents during a flood emergency.

ATTACHMENT NO: 1 - MINUTES OF FLOODPLAIN MANAGEMENT COMMITTEE MEETING HELD ON 21 AUGUST 2015

ITEM NO: C.08.7


Highlight the importance of community flood awareness, a flood warning system and preparation for evacuation in the Aberdeen Floodplain Risk Management Study and Draft Plan.

Council write to Mr Ian Jackson from the Office of Environment and Heritage in relation to levy maintenance and testing of the levy to confirm structural adequacy.

Council to ensure that the owners of all properties identified as being flood affected in the Aberdeen Floodplain Risk Management Study and Draft Plan be consulted. Consultation shall include the distribution of a letter and flyer to all affected property owners and a public meeting to be held during the exhibition period.

It was agreed that the Committee would meet again in November to consider the outcome of the community consultation process including any submissions received in response to the public exhibition of the draft report. RECOMMENDED that Council:

1. Adopt the draft Aberdeen Floodplain Risk Management Study and Draft Plan.

2. Place the draft Aberdeen Floodplain Risk Management Study and Draft Plan on public exhibition for a period of 28 days and undertake community consultation including a public meeting.


Moved: Kiwa Fisher Seconded: Lorna Driscoll CARRIED

6. CORRESPONDENCE Nil.

7. GENERAL BUSINESS Nil 8. NEXT MEETING

12 November 2015 at 11.00am The meeting was declared closed at 12.30pm.




DEVELOPMENT REPORTS

D.08.1 INSTALLATION OF STORY BOARD SIGN - MURRURUNDI



PURPOSE The purpose of the report is to seek Council funding for the installation of a story board sign for the former locomotive sheds at Murrurundi.


1. Approve the installation of a story board sign and memorial stone for the former locomotive sheds at Murrurundi.

2. Provide $1,700 toward the installation of the story board sign.

BACKGROUND Council has received a request for funding from the Rotary Club of Murrurundi for the installation of a story board sign for the former locomotive sheds at Murrurundi.

A copy of the letter from the Rotary Club of Murrurundi is provided in Attachment 1. REPORT/PROPOSAL This matter is being reported directly to Council due to postponement of the Heritage Advisory Committee meeting.

The Rotary Club of Murrurundi has requested Council assistance to install a memorial stone and story board in the Murrurundi Visitor Information Centre precinct to recognise the former locomotive sheds that were situated in Murrurundi from the late 1800’s until approximately 50 years ago.

Funding is being sought from Council for the supply and installation of a story board similar to that shown in the photograph in Attachment 1.

It is intended to install the sign and memorial stone in time for an event planned for 25 October 2015 to mark the 50th anniversary of the closure of the Murrurundi Locomotive Sheds. Council will recall a presentation by Mr Colin Stanford on this matter at the April 2015 Council meeting.

The memorial stone and plaque will be funded and installed by the Rotary Club. OPTIONS 1. Accept the recommendation that Council:

a. Approve the installation of the story board sign and memorial stone for the former locomotive sheds at Murrurundi

b. Provide $1,700 toward the installation of the story board sign. 2. Not support the installation of the story board sign and memorial stone or provide funding. CONSULTATION

Director Infrastructure Services Manager of Business Enterprise and Tourism




STRATEGIC LINKS

a. Community Strategic Plan 2013+

The installation of a story board sign and memorial stone in recognition of the former locomotive sheds is in keeping with Aspiration Goal 4: “Preserve the local heritage of indigenous and modern cultures for the benefit of future generations.” and Aspiration Goal 5: “Enhance Economic and Employment Opportunities and Promote Development.”

b. Delivery Program

The recognition of local history and former heritage sites relates to the Community Strategic Objectives for tourism and area promotion “Encourage Shire and Local Area Recognition through promotion and marketing”

c. Other Plans

NIL IMPLICATIONS

a. Policy and Procedural Implications

NIL

b. Financial Implications

The total cost of the story board sign and installation is $1,700. There are funds available in the Tourism and Area Promotion budget to cover the cost of this project.

c. Legislative Implications

NIL

d. Risk Implications

NIL

e. Other Implications

NIL CONCLUSION

The installation of the story board sign and memorial stone in recognition of the former locomotive sheds at Murrurundi is a project worthy of Council support.

ATTACHMENTS

1 Letter from Rotary Club of Murrurundi


1. Approve the installation of a story board sign and memorial stone for the former locomotive sheds at Murrurundi.

2. Provide $1,700 toward the installation of the story board sign.

Moved: Cr M Johnsen Seconded: Cr R Campbell CARRIED

ATTACHMENT NO: 1 - LETTER FROM ROTARY CLUB OF MURRURUNDI ITEM NO: D.08.1





Finance Reports

F.08.1 ABANDONMENTS - POSTPONED RATES & INTEREST



PURPOSE The purpose of this report is to consider abandoning rates and interest as per S595 of the Local Government Act, 1993.

RECOMMENDATION That Council abandon postponed rates and interest totaling $753.98 under S595 of the Local Government Act 1993, as per the attached schedule and Council’s Abandonments Register.

BACKGROUND The Local Government Act 1993 enables ratepayers to apply for postponement of part of the rates on land which is capable of subdivision and used solely as the site of a single dwelling. The owners may apply for rate relief under S585 of the Local Government Act 1993. S586 requires Council to refer the application for postponement of rates to the Valuer General to determine an ‘attributable value’. The attributable value relates to that portion of land which is not reasonably necessary to be occupied or used in conjunction with a single dwelling house (S589). REPORT/PROPOSAL Under S595 of the Local Government Act 1993, the postponed rates and interest must be written off by Council. This write-off refers to the 2010/11 portion of Council’s postponed rates. OPTIONS Nil. CONSULTATION Not applicable. STRATEGIC LINKS a. Community Strategic Plan 2013+ SOCIAL 1) Support families, the disadvantaged, children, young people and the aged for an equitable

and caring society. 3. Advocate for, support and provide services and facilities for families, children and young

people.




b. Delivery Program Effectively & efficiently manage the business of the Council within its Charter. c. Other Plans Nil. IMPLICATIONS a. Policy and Procedural Implications Annual requirement to postpone rates and interest that are five (5) years old. b. Financial Implications Funds are allowed in the 2015/16 budget. c. Legislative Implications Requirement of S595 of the Local Government Act 1993. d. Risk Implications Nil. e. Other Implications Nil. CONCLUSION That the postponed rates and interest be abandoned as listed.

ATTACHMENTS

1 2015/16 Abandonment Register

RESOLVED that Council abandon postponed rates and interest totaling $753.98 under S595 of the Local Government Act 1993, as per the attached schedule and Council’s Abandonments Register.

Moved: Cr M Johnsen Seconded: Cr P Bishop CARRIED

ATTACHMENT NO: 1 - 2015/16 ABANDONMENT REGISTER ITEM NO: F.08.1


2015/16 ABANDONMENT REGISTER

Date Owner Assess General Rates

Water Charges

Sewer Rates

H-CR CMA Rates

Interest Total Reason

1/07/2015 A 15102 $113.20 $2.62 $50.27 $166.09 2010/11 Postponed s595 LGA

1/07/2015 B 18883 $104.14 $2.42 $46.28 $152.84 2010/11 Postponed s595 LGA

1/07/2015 C 20589 $149.42 $3.47 $66.47 $219.36 2010/11 Postponed s595 LGA

1/07/2015 D 38304 $147.99 $2.31 $65.39 $215.69 2010/11 Postponed s595 LGA

Subtotal $514.75 $0.00 $0.00 $10.82 $228.41 $753.98




GENERAL ADMINISTRATION REPORTS

G.08.1 SPONSORSHIP - MURRURUNDI BUSHMEN'S CARNIVAL CAMPDRAFT



PURPOSE This report will consider a request for sponsorship of the Murrurundi Bushmen’s Carnival Campdraft to be held 26 & 27 September 2015.

RECOMMENDATION That Council provide sponsorship of $200.00 to the Murrurundi Bushmen’s Carnival Association to assist in the running of their Campdraft in 2015.

BACKGROUND Council has received a request for financial support from the Murrurundi Bushmen’s Carnival Association towards their Campdraft that will be held 26 & 27 September 2015. REPORT/PROPOSAL Council has provided financial assistance to this event over a number of years under its donation policy. It is proposed to continue to provide financial assistance to the levels previously provided. OPTIONS 1. Agree to provide the sponsorship 2. Decline the request for sponsorship CONSULTATION

Council’s donation policy is available on the website STRATEGIC LINKS a. Community Strategic Plan 2013+ SOCIAL

1) Promote wellbeing, through health, education, recreation and culture for a healthy, vibrant and fulfilling life for our community.

b. Delivery Program Facilitate healthy lifestyles through participation by and in partnership with the community in sports, cultural activities and active lifestyles.




c. Other Plans Nil IMPLICATIONS a. Policy and Procedural Implications The request fits within Council’s donation policy. b. Financial Implications The sponsorship of $200.00 is available within Council’s donation budget. c. Legislative Implications Nil d. Risk Implications Nil e. Other Implications Nil CONCLUSION That Council provide sponsorship of $200.00 in line with funds made available in previous years.

ATTACHMENTS

1 Murrurundi Bushmens Carnival Association Inc - Request for sponsorship of campdraft - 26 & 27 September 2015

RESOLVED that Council provide sponsorship of $200.00 to the Murrurundi Bushmen’s Carnival Association to assist in the running of their Campdraft in 2015.

Moved: Cr M Johnsen Seconded: Cr L Driscoll CARRIED

ATTACHMENT NO: 1 - MURRURUNDI BUSHMENS CARNIVAL ASSOCIATION INC - REQUEST FOR SPONSORSHIP OF CAMPDRAFT - 26 & 27 SEPTEMBER 2015

ITEM NO: G.08.1





G.08.2 HUNTER COUNCILS' UPDATE


AUTHOR: Waid Crockett - General Manager

PURPOSE This report provides Council with an update on the progress of the Hunter Joint Organisation Pilot as part of the NSW Government’s Fit for the Future Local Government Reform Program. The Hunter Region, through Hunter Councils Inc. is one of five regions across NSW participating in the development of an appropriate model for regional joint organisations as proposed in the Fit for the Future Local Government Reform Framework.


1. Note the progress report on the Hunter Joint Organisation Pilot. 2. Receive further reports as the pilot progresses.

BACKGROUND Under the NSW Government’s Fit for the Future (FFTF) Local Government Reform Program, the Government announced its intention to pilot the development of a Regional Joint Organisation (JO), by selecting a number of regions in NSW to participate in the pilot program. Hunter Councils Inc. nominated for participation in the program and was selected as one of five regions across NSW to take part in developing an appropriate model for JOs in NSW. The Hunter Region was in many respects an important inclusion in the pilot JO process, with Hunter Councils having been specifically referenced in the final report of the NSW Local Government Act Review Task Force as an appropriate model for regional JOs in NSW. Hunter Councils, through its entities; Hunter Councils Inc and Hunter Councils Ltd, also had a long history of regional cooperation and collaboration among the 11 member councils of the Hunter Region, having initially formed in response to the disastrous flooding of the Hunter River in 1955 as a means of gaining, through joint strength and cooperation, the best outcomes for the residents of the Hunter, in dealing with the state and federal governments. Since 1955 and through a range of name changes, the Hunter’s local government entity has remained true to its original aim, while at the same time evolving into one of Australia’s most significant local government regional operations. This history and the evolution of the organisation underpins the Hunter’s selection in the pilot JO process, and the Hunter model as a starting point for developing a JO model for the State, that will lead to enhanced coordination, sharing of resources between levels of government, and united approaches to strategic opportunities within and for the region. Background to the Hunter Councils Model In the late 1990s and early 2000s the members of what was then called the Hunter Regional Organisation of Councils reviewed their approach and adopted a completely different way of doing business.




Context:

The lingering impact of the changed environment of the 1990s Voluntary structure reform in NSW at that time Imperative to demonstrate efficiency and effectiveness Increasing demands of resources and shrinking/constrained revenue

Outcome:

Adoption of a commercial business model open to private as well as public sector entities that facilitated the introduction of viable and self-sustaining shared services and strategic initiatives

Elimination of council subsidisation and introduction of either free or subsidised fee for service arrangements for member councils

Introduction of complete contestability in regard to business operations Hunter Councils Historical Structure Hunter Councils Incorporated The majority of the activities of Hunter Councils are managed through an incorporated association led by a Board comprising the Mayors of the member councils. The member councils are:

Cessnock City Council Dungog Shire Council Gloucester Shire Council Great Lakes Council Lake Macquarie City Council Maitland City Council Muswellbrook Shire Council Newcastle City Council Port Stephens Council Singleton Council Upper Hunter Shire Council.

The activities of Hunter Councils Incorporated comprise:

Regional advocacy through the Council of Mayors and General Managers Advisory Committee

Administration, finance and technology services to the Boards of the group and their business activities

Environmental consultancy services Film and television approvals and facilitation services Aggregated procurement services for member councils and the wider local government

sector in New South Wales Training and development opportunities through the Local Government Training Institute

and Leadership and Development Australia Consultancy services provided at no cost to member councils and at cost to other

councils and private sector customers




Overseas consultancy services Professional team coordination

Hunter Councils Limited The collective of councils also owns a company limited by guarantee – Hunter Councils Ltd, now renamed Strategic Services Australia Ltd – which operates one of New South Wales’ fastest growing records management businesses as well as an incorporated legal practice - Local Government Legal. A series of professional teams derived from staff from member and adjacent councils also operated under the guidance of the General Managers Group. REPORT/PROPOSAL The creation of new Joint Organisations (JO) of Councils is a vital part of the State Government’s FFTF approach to local government reform and renewal. It is intended that JOs will ultimately be imbedded in a revised and updated Local Government Act and that they provide a forum for local councils and the State to work together to deliver regional priorities on areas as diverse as jobs, education, housing, roads and transport. They will also help to connect local growth, infrastructure and economic development and thus provide a means of delivering projects across council boundaries. The NSW Government is providing $5.3 million to get the new organisations up and running in regional NSW, with the final model being developed by local councils in partnership with the State. Five groups of NSW councils are currently working with the NSW Government to develop the JO model and build better working relationships between councils and state agencies. The successful Pilots are:

Hunter Illawarra Central West Namoi Riverina

They include a diverse mix of councils, all with a strong history of working together and a commitment to partnering with the State to address regional priorities such as economic development, transport and infrastructure. Each Pilot is trialling a slightly different model, to reflect the different working relationships and priorities of their region. The Pilots will be sharing their learning with other councils along the way and helping to develop the JO model, which will be finalised in early 2016. The priority areas of the Hunter trial JO are derived from its expression of interest in participation in the program and comprise: 1. Formalising, with the Department of Premier & Cabinet and relevant other agencies,

protocols, frameworks and strategies that will: Integrate, communicate and correlate local community/local government priorities

within future Hunter Regional Plans, agency planning processes and overall reporting mechanisms, and




Facilitate the auctioning of state government priorities through the actions, funding, resourcing and advocacy of local councils in the Hunter.

2. Pursuing cooperative strategy with the Department of Planning and Environment and

other state government agencies in regard to the development and implementation of the Hunter Regional Growth Plan and on other approaches such as the Pacific, New England and Golden Highways corridors strategy (Roads and Maritime Services)

3. Cooperative strategy with the Hunter Infrastructure and Investment Fund, Hunter Development Corporation and other relevant agencies, and agency documents on the development and costing of a priority listing of regional infrastructure projects, including social infrastructure projects

4. Cooperative strategy with relevant state government agencies on a Hunter place-based

service delivery framework including the trialling of that approach in nominated local government areas

5. Development, in conjunction with relevant government ministers, Destination NSW, Trade

and Investment and the industry of a new and sustainable model for the coordination of regional tourism strategy and development.

Unique Features of the Hunter Trial Joint Organisation The Hunter Region is uniquely placed to capitalise on the JO model because of the sophistication, breadth and self-funding capacity of our regional structures. Hunter JO, alone amongst the trial JO, will operate at no cost to member councils as any operational costs will be met through profits generated by the commercial activities of the current regional entities. The Hunter JO will also be unencumbered by issues of business operations, pricing, competition and contestability because its sole focus will be regional advocacy, regional voice and the forging of partnerships with, most especially, the State Government. This clarity of purpose will be assisted by the Board solely comprising the Mayors of the region. To facilitate the operation of the JO the activities of the Hunter region’s councils at a corporate, whole of region level will be restructured through a process to be completed by 30 June 2016. The proposed regional structure will then comprise: The Hunter Joint Organisation of Councils that will focus on:

Regional Advocacy/Government Partnerships

Strategic Services Australia Limited that will deliver commercial services through: Hunter Records Management Regional Procurement The Local Government Training Institute Leadership and Development Australia Administration, Finance and Technology Environment consultancy services Screen Hunter Consultancy Services




Internal Audit/Risk Management Legal services will continue to be provided by Local Government Legal – a wholly owned operation of Strategic Services Australia Ltd. The attached circular (15-28: 20 July 2015) provides a brief outline of the next phase of the JO pilot program. The circular references a pilot JO workshop held recently in Sydney on 10 July 2015. The Hunter JO Pilot was represented at this workshop by the Mayor of Maitland City Council, Cr Peter Blackmore, in his role as Chairman Hunter Councils Inc/Hunter JO Pilot, Maitland City Council’s General Manager, Mr David Evans, in his role as Chairman Hunter General Managers Advisory Committee and Mr Brian Bell, General Manager Lake Macquarie Council. The ‘Emerging Directions Paper’ referred to and arising from the workshop will be reported to Council when available, to facilitate a response/submission from Council. OPTIONS Nil CONSULTATION

Mayor General Manager

STRATEGIC LINKS a. Community Strategic Plan 2013+ This report is consistent with the Civic Leadership key focus area: 8) Advocate for the community to the levels of government and non-government

organisations. b. Delivery Program Governance: To provide community leadership and ensure efficient, effective local government within Council’s Vision/Mission/Charter and Community Strategic Objectives. c. Other Plans Nil IMPLICATIONS a. Policy and Procedural Implications Nil b. Financial Implications This matter has no direct financial impact upon Council’s adopted budget or forward estimates.




c. Legislative Implications There are no statutory implications under the NSW Local Government Act 1993 arising from this matter. However, the Joint Organisation Pilot is required to develop and recommend the most appropriate means by which Joint Organisations should be formed and enabled/recognised in the NSW Local Government Act and other relevant legislation. d. Risk Implications Nil e. Other Implications Nil CONCLUSION Council’s ongoing participation in Hunter Councils and in the Hunter Joint Organisation Pilot is in accordance with actions identified in Council’s Community Strategic Plan 2013+ and 2015/16 Delivery Program & Operational Plan. The experience and evolution of Hunter Councils is playing a key role in information the wider Joint Organisations Pilot Program being overseen and lead by the NSW Office of Local Government, and will assist in developing a final Joint Organisations model for implementation across regional NSW.

ATTACHMENTS

1 Hunter Pilot Joint Organisation Charter adopted 6 February 2015

2 15-28 Circular to Councils - 20 July 2015 - Joint Organisation Pilot - Progress and upcoming consultation


1. Note the progress report on the Hunter Joint Organisation Pilot. 2. Receive further reports as the pilot progresses.

Moved: Cr P Bishop Seconded: Cr D Peebles CARRIED

ATTACHMENT NO: 1 - HUNTER PILOT JOINT ORGANISATION CHARTER ADOPTED 6 FEBRUARY 2015

ITEM NO: G.08.2


ATTACHMENT NO: 2 - 15-28 CIRCULAR TO COUNCILS - 20 JULY 2015 - JOINT ORGANISATION PILOT - PROGRESS AND UPCOMING CONSULTATION

ITEM NO: G.08.2





G.08.3 REQUEST FOR SPONSORSHIP - SCONE ART PRIZE 2015



PURPOSE The purpose of this report is to consider providing a donation to the Scone Arts & Crafts for their “Ceramics” prize in the 2015 Scone Art Prize Competition.

RECOMMENDATION That Council provide a donation of $500 to Scone Arts & Crafts towards the 2015 Scone Arts Prize “Ceramics” competition.

BACKGROUND Council has been a major sponsor of the Scone Art Prize for several years and has in recent years provided the following sponsorships:

2008 – 2010 $500 2012 – 2013 $250 2014 $500

No request was made in 2011. A request has also been made for the Mayor to attend the Opening Night to present the “Ceramics” Prize on behalf of Council. REPORT/PROPOSAL Council has provided financial assistance to this event over a number of years under its Donations policy. Council has a Cultural Activities Grant Program with a budget of $13,000. It is proposed that this fits under that program and the Council contribute the request of $500 to the Scone Art Prize. OPTIONS 1. Accept the recommendation and provide the donation to the value recommended; 2. Provide a donation of an alternate value; 3. Not provide a donation. CONSULTATION

Finance Manager Director Corporate & Community Services




STRATEGIC LINKS a. Community Strategic Plan 2013+ SOCIAL

2) Promote wellbeing through health, education and culture for a healthy, vibrant and fulfilling life for our community.

b. Delivery Program Facilitate partnerships which create and support a caring community Facilitate healthy lifestyles through participation by and in partnership with the community

in sports and cultural activities. c. Other Plans Nil IMPLICATIONS a. Policy and Procedural Implications The request falls within Council’s Donations policy – Item 6G. b. Financial Implications The sponsorship of $500 is available within Council’s Cultural Activities Grants Program. c. Legislative Implications Nil d. Risk Implications Nil e. Other Implications Nil CONCLUSION That Council provide a donation of $500 to the Scone Arts & Crafts for its 2015 Scone Art Prize.

ATTACHMENTS

1 Scone Arts & Craft Inc - Request for Sponsorship for Scone Art Prize 2015

RESOLVED that Council provide a donation of $500 to Scone Arts & Crafts towards the 2015 Scone Arts Prize “Ceramics” competition.

Moved: Cr D Peebles Seconded: Cr L Driscoll CARRIED

ATTACHMENT NO: 1 - SCONE ARTS & CRAFT INC - REQUEST FOR SPONSORSHIP FOR SCONE ART PRIZE 2015

ITEM NO: G.08.3





G.08.4 REQUEST TO WAIVE FEES - MERRIWA PAH & I ASSOCIATION



PURPOSE The purpose of this report is to consider a request from Merriwa PAH & I Association to waive fees associated with hiring the Merriwa Showground for the Interschool Challenge Farm Safety Day.

RECOMMENDATION That Council provide a donation to the value of the fees of $95 being the fees applicable for the hire of the Merriwa Showground on 27 August 2015.

BACKGROUND Merriwa 2015 Springtime Show has written to Council on behalf of the Merriwa PAH & I Association requesting that the fees applicable for hiring the Merriwa Showground on 27 August 2015 be waived. Merriwa PAH & I Association is responsible for organising the 2015 Interschool Challenge Farm Safety Day where students from surrounding schools come together to participate in activities and discussions regarding Farm Safety, and will include this year discussion on Mental health issues. This is the second year of the event, which was supported last year by Council. The event has expanded this year to invite members of the community and local businesses to take part in various activities. Last year the event hosted over 250 children. REPORT/PROPOSAL Council supported the event last year in its inaugural year. The event is held as part of the Merriwa Show which Council currently sponsors. OPTIONS 1. Agree to provide a donation to the value of the fees chargeable. 2. Decline the request and charge the event as per the adopted fees and charges. CONSULTATION

Finance Manager Director Corporate & Community Services.

STRATEGIC LINKS a. Community Strategic Plan 2013+ SOCIAL 2) Promote wellbeing though health, education, recreation and culture for a healthy, vibrant

and fulfilling life for our community.




b. Delivery Program

Facilitates partnerships which create and support a caring community Facilitates healthy lifestyles through participation by and in partnership with community

in sports and cultural activities. c. Other Plans Nil IMPLICATIONS a. Policy and Procedural Implications The request falls within Council’s Grants and Subsidies Policy. b. Financial Implications This request is applicable to the 2015/16 Budget. The proposed donation of $50 is available under that budget. c. Legislative Implications Nil d. Risk Implications All events require a risk evaluation to be undertaken prior to the event. e. Other Implications Nil CONCLUSION The recommendation is to provide assistance to the Merriwa Little Sprouts Community Reading Day to be held on 28 August 2015 at the Merriwa School of Arts.

ATTACHMENTS

1 Merriwa PAH&I Association - Booking Merriwa Showground - Thursday 27 August 2015 - Request to waive Fees - Interschool challenge farm safety day

RESOLVED that Council provide a donation to the value of the fees of $95 being the fees applicable for the hire of the Merriwa Showground on 27 August 2015.

Moved: Cr R Campbell Seconded: Cr D Peebles CARRIED

ATTACHMENT NO: 1 - MERRIWA PAH&I ASSOCIATION - BOOKING MERRIWA SHOWGROUND - THURSDAY 27 AUGUST 2015 - REQUEST TO WAIVE FEES - INTERSCHOOL CHALLENGE FARM SAFETY DAY

ITEM NO: G.08.4





G.08.5 REQUEST FOR FINANCIAL ASSISTANCE - SCONE GRAMMAR SCHOOL "ALL SHOOK UP" MUSICAL



PURPOSE The purpose of this report is to consider a request to provide financial assistance to the Scone Grammar School’s Whole School musical “All Shook Up”.

RECOMMENDATION That Council provide financial assistance to the value of $200 to assist with the cost of a one-week rehearsal workshop during the 2015 Christmas School Holidays.

BACKGROUND The Scone Grammar School are currently auditioning for a whole school musical titled “All Shook Up” to be performed from 3 to 6 March 2016. The purpose behind the musical is to bring the School together to offer a different range of experiences for students and to celebrate the talents of the students through Musical Theatre. Funds donated will go towards the cost of a one-week Rehearsal Workshop to be held during the 2015 Christmas school holidays and the production which has an estimated cost of $10,000. REPORT/PROPOSAL The event will be available to the community and will provide the students with a cultural experience. The School will recognise Council in the Concert Program and promotional materials together with the other sponsors. OPTIONS 1. Accept the recommendation and provide the donation of $200 to the event 2. Amend the recommendation and provide an alternate amount for the event 3. Reject the recommendation and not provide a donation to the event CONSULTATION

Finance Manager Director Corporate & Community Services

STRATEGIC LINKS a. Community Strategic Plan 2013+ SOCIAL

2) Promote wellbeing, through health, education, recreation and culture for a healthy, vibrant and fulfilling life for our community.




b. Delivery Program

Facilitate partnerships which create and support a caring community. Facilitate healthy lifestyles through participation by and in partnership with the

community in sports and cultural activities.

c. Other Plans

Nil IMPLICATIONS

a. Policy and Procedural Implications

The request fits within Council’s Grants and Subsidies Policy.

b. Financial Implications

Funds are available under Council’s 2015/16 Donation budget.

c. Legislative Implications

Nil

d. Risk Implications

Nil.

e. Other Implications

Nil CONCLUSION The recommendation is to provide a donation to the Scone Grammar School musical “All Shook Up”.

ATTACHMENTS

1 Scone Grammar School - Request for sponsorship of school musical - 3-6 March 2016

DECLARATIONS OF INTEREST Cr Kiwa Fisher declared a Non Pecuniary Interest/Insignificant conflict for the reason that his daughter attend Scone Grammar School and is a Drama student at the school. Cr Fisher remained in the Chamber as the conflict would not be relevant to his decision.

RESOLVED that Council provide financial assistance to the value of $200 to assist with the cost of a one-week rehearsal workshop during the 2015 Christmas School Holidays.

Moved: Cr L Driscoll Seconded: Cr R Campbell CARRIED

ATTACHMENT NO: 1 - SCONE GRAMMAR SCHOOL - REQUEST FOR SPONSORSHIP OF SCHOOL MUSICAL - 3-6 MARCH 2016

ITEM NO: G.08.5





G.08.6 REQUEST TO WAIVE FEES - NATIONAL WORKING STOCK DOG FUTURITY AND SALE



PURPOSE The purpose of this report is to consider a request from the National Working Stock Dog Futurity and Sale to waive fees associated with hiring White Park Scone for the inaugural Futurity held at Scone.

RECOMMENDATION That Council provide a donation to the value of $480 being the fees applicable for the hire of White Park Scone on 24 and 25 July 2015.

BACKGROUND The committee of the National Working Stock Dog Futurity and Sale has written to Council requesting that the fees applicable for hiring White Park Scone on 24 and 25 July 2015 be waived. This is the first time the event will be held in Scone with people attending the event from Victoria, NSW and Queensland with interest in acquiring dogs coming from Dallas Texas, USA. The event will have the canteen operated by the local Pre-School as a fund raiser for them, with all other proceeds being invested back into the event next year. The committee believe that the event will bring tourism to the local area with people attending the event staying over for the two days with aspirations of the event becoming the largest of its kind over the next couple of years which will showcase the local area and the community. REPORT/PROPOSAL Council has an opportunity to provide support to the event which has the potential to bring tourism into the Shire. OPTIONS 1. Agree to provide a donation to the value of the fees chargeable. 2. Decline the request and charge the event as per the adopted fees and charges. CONSULTATION

Finance Manager Director Corporate & Community Services.

STRATEGIC LINKS a. Community Strategic Plan 2013+ SOCIAL 2) Promote wellbeing though health, education, recreation and culture for a healthy, vibrant

and fulfilling life for our community.




7. Facilitate healthy lifestyles through participation by and in partnership with the community in sports and cultural activities.

b. Delivery Program To promote and financially support cultural activities in the Shire and encourage civic pride. c. Other Plans Nil IMPLICATIONS a. Policy and Procedural Implications The request falls within sections 4(b) and (c) of the Grants and Subsidies Policy as it both promotes an event for a local town and the Shire as a whole. b. Financial Implications This request is applicable to the 2015/16 Budget. The proposed donation of $480 is available under that budget. c. Legislative Implications Nil d. Risk Implications Nil. e. Other Implications Nil CONCLUSION The recommendation is to provide assistance to the National Working Stock Dog Futurity and Sale held on 24 and 25 July 2015 at White Park Scone. ATTACHMENTS

1 Dean Taylor - Ray White - National Working Stock Dog Futurity and Sale - Request to Waive Fees

RESOLVED that Council provide a donation to the value of $480 being the fees applicable for the hire of White Park Scone on 24 and 25 July 2015.


ATTACHMENT NO: 1 - DEAN TAYLOR - RAY WHITE - NATIONAL WORKING STOCK DOG FUTURITY AND SALE - REQUEST TO WAIVE FEES

ITEM NO: G.08.6





G.08.7 LOCAL PUBLIC HOLIDAY - SCONE CUP


AUTHOR: Steve Pryor - Director Corporate & Community Services

PURPOSE The purpose of this report is to formulate a response to correspondence received in regard to future possible changes to guidelines to granting of applications under the Public Holiday Act 2010.

RECOMMENDATION That Council provide a submission requesting that the proposal to amend the guidelines to biennial be further amended to the term of each Council (4 years).

BACKGROUND Council is currently required to undertake community consultation and make an annual application for the gazetting of the annual half day for the Scone Cup in May each year. This process has received very little submissions in the past but is a time consuming process for staff. REPORT/PROPOSAL There are two options for the day being either made a Local Public Holiday or a Local Event Day. To date the majority of the community have supported the half day as being a Local Public Holiday. Council made representations through the former Member for Upper Hunter, the Honourable George Souris, in September 2014 seeking an amendment to the guidelines to have the approval process for a four (4) year period based on the term of Council. Correspondence has now been received from NSW Industrial Relations that consideration is being given to amend the guidelines to biennial. Submissions in regard to the amendment close on 28 August 2015. The amendment proposed will require those who wish to lodge a biennial application some additional information to support the application being:

Indicating significant support for the application from local businesses and stakeholders; Demonstrating the economic benefits to the local community in terms of employment,

business activity, tourism and industry promotion of the region; Detailing the importance of the event from a social and community perspective.

It is Council’s position as outlined in a letter to former Member for Upper Hunter, the Hon George Souris, on 8 September 2014 that Council sought to have the process altered. It is recommended that Council re-submit the letter as part of the submission to NSW Industrial Relations to be prepared by the due date of 28 August 2015.




OPTIONS 1. Submit a submission to amend to term of Council; 2. Submit a submission to agree with the proposal; 3. Submit a submission for a different period of time; 4. Not make a submission. CONSULTATION Council consults with the community each year on the matter and negative comments have been received about this requirement. STRATEGIC LINKS a. Community Strategic Plan 2013+ ECONOMIC 5) Enhance economic and employment opportunities and promote development

18. Encourage Shire and local area recognition through promotion and marketing

CIVIC LEADERSHIP 7) Provide community leadership through open, accountable and efficient governance.

25. Encourage an open and participatory Council, with an emphasis on community engagement, action and response.

b. Delivery Program To effectively and efficiently manage a Shire that meets the needs of the community. c. Other Plans Nil. IMPLICATIONS a. Policy and Procedural Implications Nil. b. Financial Implications Nil. c. Legislative Implications Council is currently required to consult with the community and make a resolution to advise NSW Department of Finance and Services to arrange an official gazettal of the half day public holiday each year. d. Risk Implications Nil.




e. Other Implications Nil. CONCLUSION That a submission be provided requesting that the period be four (4) year (as per Council term) based on Council’s previous representations.

ATTACHMENTS

1 Letter from Mayor to Hon George Souris Member for Upper Hunter - request consideration be given to change legislation for community consultation on the Scone Cup half day public holiday to be held every Council term rather than every year

2 Letter from NSW Industrial Relations - Guidelines for Local Public Holiday and Local Event Day applications

RESOLVED that Council provide a submission requesting that the proposal to amend the guidelines to biennial be further amended to the term of each Council (4 years).

Moved: Cr K Fisher Seconded: Cr L Driscoll CARRIED

ATTACHMENT NO: 1 - LETTER FROM MAYOR TO HON GEORGE SOURIS MEMBER FOR UPPER HUNTER - REQUEST CONSIDERATION BE GIVEN TO CHANGE LEGISLATION FOR COMMUNITY CONSULTATION ON THE SCONE CUP HALF DAY PUBLIC HOLIDAY TO BE HELD EVERY COUNCIL TERM RATHER THAN EVERY YEAR

ITEM NO: G.08.7


ATTACHMENT NO: 2 - LETTER FROM NSW INDUSTRIAL RELATIONS - GUIDELINES FOR LOCAL PUBLIC HOLIDAY AND LOCAL EVENT DAY APPLICATIONS

ITEM NO: G.08.7





G.08.8 COMMUNITY SURVEY



PURPOSE The purpose of this report is to consider undertaking a community survey.

RECOMMENDATION That Council endorse the undertaking of a new community survey.

BACKGROUND Council has carried out a number of Community Surveys since 2004 with the most recent carried out in early May 2013. The survey is generally undertaken on a bi-annual basis in order to obtain feedback from the community on community attitudes and satisfaction on a broad range of issues and services that Council delivers. REPORT/PROPOSAL It is proposed that Council conduct a new community survey based on the previous survey so that results of Council’s actions since the last survey can be measured. There is an opportunity for some additional questions to obtain further community feedback from areas that Councillors may wish to obtain information. In the previous survey (Attachment 1), Council asked some additional questions around Coal Seam Gas. In this survey (Attachment 2) there is a focus on communication and community engagement. The proposed additional questions are outlined in parts 5C through to 7. Council does have an opportunity to include further additional questions if it wishes, but note that there are additional costs for every additional question asked. The proposed sample size is 400 and is considered adequate to give reasonable conclusions. It is proposed that the survey will be conducted in 2 phases:

A. Quantitative Community Satisfaction Measure – A random telephone survey of residential households

B. Qualitative Exploration - 4 community workshops with specific target groups such as youth.

The output of the quantitative research program will identify community satisfaction and benchmark the UHSC against other councils. Information obtained from the survey will assist Council in the preparation and development of the next Community Strategic Plan. Part B is an optional qualitative component that will help drill down into the community responses from the earlier quantitative component to better understand the reasons behind the community perspective and the community priority areas. It also provides an opportunity to gain the views of other sector groups such as youth that may not be picked up through a random phone survey.




OPTIONS 1. To proceed with the Community Survey 2. To proceed with the Community Survey with any additional questions 3. To not proceed with the Community Survey CONSULTATION General Manager Corporate Communications Coordinator STRATEGIC LINKS a. Community Strategic Plan 2013+ CIVIC LEADERSHIP 7) Provide community leadership through open, accountable and efficient governance.

25. Encourage an open and participatory Council, with an emphasis on community engagement, action and response.

b. Delivery Program Improve Council’s relationship with the community and encourage community involvement. There is also a performance indicator under the Communications activity to undertake a community engagement survey and report results to the community by 30 June 2016. c. Other Plans Nil. IMPLICATIONS a. Policy and Procedural Implications Nil b. Financial Implications A budget of $20,000 was set aside to undertake the Community Survey. The cost of the survey is based on the amount of time it takes to conduct it. The standard 15 minute survey is within this budget. Any additional questions will take additional time to ask and collate and I likely to exceed the budget. For example a 20 minute survey will cost $23,250 (excl GST) c. Legislative Implications Nil d. Risk Implications Nil




e. Other Implications Nil CONCLUSION It is recommended that Council proceed with the Community Survey. The answers from the survey will assist in the preparation of the next Community Strategic Plan. Undertaking the survey is a performance indicator for the current financial year under the Communications Activity.

ATTACHMENTS

1 Community Survey - 2013

2 New Community Survey - 2015

RESOLVED that Council endorse the undertaking of a new community survey.

Moved: Cr M Johnsen Seconded: Cr L Driscoll CARRIED

ATTACHMENT NO: 1 - COMMUNITY SURVEY - 2013 ITEM NO: G.08.8


ATTACHMENT NO: 2 - NEW COMMUNITY SURVEY - 2015 ITEM NO: G.08.8





POLICY MATTERS

H.08.1 POLICY ON COUNCILLOR EXPENSES AND FACILITIES


AUTHOR: Steve Pryor - Director Corporate & Community Services

PURPOSE The purpose of this report is to seek endorsement from Council to place its policy on Councillors Expenses and Facilities on public exhibition prior to considering at its September meeting.


1. Endorse the draft policy “Payment of Expenses & Provision of Facilities; 2. Place the draft policy on public exhibition for a period of 28 days; and, 3. Consider any submissions from the public at the September Council meeting.

BACKGROUND Section 252 of the Local Government Act requires Council to adopt a policy on Councillor expenses by 30 November each year. The draft policy needs to be placed on public exhibition for a minimum of 28 days regardless of whether there is substantial change or not. REPORT/PROPOSAL That the draft policy be placed on public exhibition as required by S252 of the Local Government Act 1993. OPTIONS 1. No options in regard to the placing of the draft policy on public exhibition. 2. Council may amend the draft policy prior to adopting this report. CONSULTATION Draft policy to be placed on public exhibition. STRATEGIC LINKS a. Community Strategic Plan 2013+ CIVIC LEADERSHIP 7) Provide community leadership through open, accountable and efficient governance.

24. Effectively and efficiently manage the business of the Council within its Charter. 25 Encourage an open and participatory Council, with an emphasis on community

engagement, action and response.




b. Delivery Program To effectively and efficiently manage a Shire that meets the needs of the community. c. Other Plans Nil IMPLICATIONS a. Policy and Procedural Implications Policy sets guidelines for payment of expenses and facilities to Councillors for the next twelve months. Policy unchanged from previously adopted. b. Financial Implications Funds available under Governance budget. c. Legislative Implications Requirement of S252 of the Local Government Act, 1993. A copy of the policy, Council report, advertisement and details of any submissions is to be forwarded to the Office of Local Government. d. Risk Implications Nil. e. Other Implications Nil. CONCLUSION The draft policy is required by Local Government Act to be placed on public exhibition for a minimum of 28 days.

ATTACHMENTS

1 GOVERNANCE - POLICY - COUNCILLORS - Benefits - Payment of Expenses and Provision of Facilities - Signed 31/10/2014


1. Endorse the draft policy “Payment of Expenses & Provision of Facilities; 2. Place the draft policy on public exhibition for a period of 28 days; and, 3. Consider any submissions from the public at the September Council meeting.


ATTACHMENT NO: 1 - GOVERNANCE - POLICY - COUNCILLORS - BENEFITS - PAYMENT OF EXPENSES AND PROVISION OF FACILITIES - SIGNED 31/10/2014

ITEM NO: H.08.1


ATTACHMENT NO: 1 - GOVERNANCE - POLICY - COUNCILLORS - BENEFITS - PAYMENT OF EXPENSES AND PROVISION OF FACILITIES - SIGNED 31/10/2014

ITEM NO: H.08.1


CLOSED COUNCIL RESOLVED that Council move into Closed Council with the press and public excluded in accordance with Section 10(2)(c) of the Local Government Act 1993.

Moved: Cr K Fisher Seconded: Cr D Peebles CARRIED

Report To Confidential Ordinary Council Meeting 24 August 2015



CONFIDENTIAL REPORTS

CR.08.1 DEVELOPMENT WITHOUT CONSENT - UNAUTHORISED BUILDING

RESPONSIBLE OFFICER: Mathew Pringle - Director Environmental & Customer Services

AUTHOR: Paul Smith - Senior Environmental Planner

This matter is considered to be confidential under Section 10A(2) (g) of the Local Government Act, as it deals with advice concerning litigation, or advice that would otherwise be privileged from production in legal proceedings on the ground of legal professional privilege.

PURPOSE The purpose of this report is to seek Council approval to initiate legal proceedings against the owners of a property in relation to the erection of a building without development consent. RESOLVED that Council: 1. Commence Class 4 Proceedings in the Land and Environment Court in respect of a

building unlawfully erected at the property outlined in the confidential report. 2. Engage Local Government Legal to provide appropriate legal services.

Moved: Cr K Fisher Seconded: Cr D Peebles CARRIED




CR.08.2 TENDER NO 1/2015 SUPPLY OF SERVICES (PREFERRED SUPPLIER LIST)



This matter is considered to be confidential under Section 10A(2) (d i) of the Local Government Act, as it deals with commercial information of a confidential nature that would, if disclosed (i) prejudice the commercial position of the person who supplied it.

PURPOSE The purpose of this report is to outline the process that has been followed for the evaluation of the Tender 01/2015 received for the Supply of Services. The services include, but are not limited to: Electrical works, plumbing works including licenced plumbing, irrigation, pipe laying, pipe jetting, concreting works, concrete crushing and screening, survey and design, project management, green waste shredding, tree trimming, building, painting, steel fabrication and welding, service locators and road underboring. DECLARATIONS OF INTEREST Cr Ron Campbell declared a Non Pecuniary Interest/Insignificant conflict for the reason that he uses the services of one or more of the tenderers. Cr Campbell remained in the Chamber and participated in discussion and voting as the conflict is not relevant to his decision. Cr Wayne Bedggood declared a Non Pecuniary Interest/Insignificant conflict for the reason that he uses the services of one or more of the tenderers. Cr Bedggood left the Chamber and took no part in discussion or voting. Cr Michael Johnsen declared a Non Pecuniary Interest/Insignificant conflict for the reason that one or more of the tenderers are clients of his business. Cr Johnsen left the Chamber and took no part in discussion or voting. Cr Peter Bishop declared a Non Pecuniary Interest/Insignificant conflict for the reason that he has dealt with one or more of the tenderers. Cr Bishop remained in the Chamber and participated in discussion and voting as the conflict is not relevant to his decision. RESOLVED that Council accept the tenders listed for Supply of Services in the spreadsheet attached to the confidential report for the period 28 July 2015 to the 30 June 2017.

Moved: Cr K Fisher Seconded: Cr L Driscoll CARRIED




CR.08.3 TENDER 2/2015 - HIRE OF PLANT, TRUCKS, SMALL PLANT AND EQUIPMENT



This matter is considered to be confidential under Section 10A(2) (d i) of the Local Government Act, as it deals with commercial information of a confidential nature that would, if disclosed (i) prejudice the commercial position of the person who supplied it.

PURPOSE The purpose of this report is to outline the process that has been followed for the evaluation of the Tender 02/2015 received for the hire of plant, trucks, small plant and equipment. DECLARATION OF INTEREST Cr Kiwa Fisher declared a Non Pecuniary Interest/Insignificant conflict for the reason that he uses the services of one or more of the tenderers. Cr Fisher remained in the Chamber and participated in discussion and voting as the conflict is not relevant to his decision. Cr Ron Campbell declared a Non Pecuniary Interest/Insignificant conflict for the reason that he uses the services of one or more of the tenderers. Cr Campbell remained in the Chamber and participated in discussion and voting as the conflict is not relevant to his decision. Cr Peter Bishop declared a Non Pecuniary Interest/Insignificant conflict for the reason that he uses the services of one or more of the tenderers. Cr Bishop remained in the Chamber and participated in discussion and voting as the conflict is not relevant to his decision. RESOLVED that Council accept the tender list attached to the confidential report for the hire of plant, trucks, small plant and equipment for the period from 28 July 2015 to 30 June 2017.

Moved: Cr K Fisher Seconded: Cr P Bishop CARRIED RETURN TO OPEN MEETING RESOLVED that the meeting move back into Open Council.

Moved: Cr M Johnsen Seconded: Cr P Bishop CARRIED Upon resuming Open Council the following recommendations were adopted: CR.08.1 DEVELOPMENT WITHOUT CONSENT – UNAUTHORISED BUILDING RESOLVED that Council accept the tender list attached to the confidential report for the hire of plant, trucks, small plant and equipment for the period from 28 July 2015 to 30 June 2017.




CR.08.2 TENDER NO 1/2015 SUPPLY OF SERVICES (PREFERRED SUPPLIER LIST) RESOLVED that Council accept the tenders listed for Supply of Services in the spreadsheet attached to the confidential report for the period 28 July 2015 to the 30 June 2017. CR.08.3 TENDER 2/2015 – HIRE OF PLANT, TRUCKS SMALL PLANT AND

EQUIPMENT RESOLVED that Council accept the tender list attached to the confidential report for the hire of plant, trucks, small plant and equipment for the period from 28 July 2015 to 30 June 2017.

Moved: Cr K Fisher Seconded: Cr P Bishop CARRIED

THERE BEING NO FURTHER BUSINESS THE MEETING CLOSED AT 5.37PM

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