MINUTES OF THE ORDINARY MEETING OF UPPER HUNTER...

of 133 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 26 August 2019

MINUTES OF THE ORDINARY MEETING OF UPPER HUNTER SHIRE COUNCIL HELD ON MONDAY 26 AUGUST 2019 IN THE COUNCIL CHAMBERS COMMENCING AT 5.00pm

PRESENT: Cr Wayne Bedggood (Mayor), Cr Sue Abbott, Cr Josh Brown, Cr James Burns, Cr Ron Campbell, Cr Lorna Driscoll, Cr Kiwa Fisher and Cr Lee Watts. APOLOGIES: RESOLVED that the apology received from Cr Maurice Collison be accepted and leave of absence granted.

Moved: Cr K Fisher Seconded: Cr L Driscoll CARRIED IN ATTENDANCE: Mr Steve McDonald (General Manager), Mr Kristian Enevoldson (Director Corporate Services), Mr Nick Havyatt (Director Infrastructure Services), Mr Mathew Pringle (Director Environmental & Community Services), Mr Wayne Phelps (Manager Finance), Ms Daele Healey (Communications) and Mrs Karen Lee (Executive Assistant). ADOPTION OF MINUTES: RESOLVED that noting the amended changes the Minutes of the Ordinary Council Meeting held on 29 July 2019 be adopted.

G.07.1 Request for Donations provide a donation to Cassilis District Development Group to the value of $200 to assist with the costs associated with the Cassilis Country Music, Camping and Campfire Weekend

Moved: Cr R Campbell Seconded: Cr M Collison CARRIED

Moved: Cr K Fisher Seconded: Cr R Campbell CARRIED

FOR AGAINST Councillor Abbott Councillor Bedggood Councillor Brown Councillor Burns Councillor Campbell Councillor Driscoll Councillor Fisher Councillor Watts Total (9) Total (0)

DECLARATIONS OF INTEREST: Nil PUBLIC PARTICIPATION: Nil


The Chairman moved to suspend Standing Order of Business to receive the presentation of the Mayor for a Day winners.

Moved: Cr J Burns Seconded: Cr R Campbell CARRIED

FOR AGAINSTCouncillor Abbott Councillor Bedggood Councillor Brown Councillor Burns Councillor Campbell Councillor Driscoll Councillor Fisher Councillor Watts Total (8) Total (0)


UPPER HUNTER SHIRE COUNCIL

Ordinary Meeting - 26 August 2019

TABLE OF CONTENTS

MAYORAL MINUTES ................................................................................................................ 4

A.08.1 MAYOR FOR A DAY 2019 PRESENTATION ................................................................... 4

STANDING COMMITTEE REPORTS ....................................................................................... 6

SCR.08.1 FINANCE COMMITTEE ................................................................................................ 6 SCR.08.2 INFRASTRUCTURE SERVICES COMMITTEE ................................................................ 15 SCR.08.3 DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE ....................................... 36

DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE REPORTS ...................... 40

DESC.08.1 DEVELOPMENT APPLICATION NO. 101/2017 - CHANGE OF USE - 46

HAYDON STREET, MURRURUNDI ..................................................................... 40

COMMITTEE/DELEGATES REPORTS .................................................................................. 47

C.08.1 SCONE & UPPER HUNER REGIONAL SALEYARDS ...................................................... 47 C.08.2 UPPER HUNTER ECONOMIC DEVELOPMENT & TOURISM COMMITTEE ........................ 54 C.08.3 WHITE PARK MANAGEMENT & DEVELOPMENT COMMITTEE ....................................... 62

GENERAL ADMINISTRATION REPORTS ............................................................................. 69

G.08.1 ARTS UPPER HUNTER ............................................................................................. 69 G.08.2 AUSTRALIA DAY CELEBRATIONS .............................................................................. 76 G.08.3 REQUEST FOR DONATIONS ...................................................................................... 89 G.08.4 FORWARDING OF DRAFT ANNUAL FINANCIAL STATEMENTS FOR THE YEAR ENDED

30 JUNE 2019 FOR AUDIT ........................................................................................ 93

POLICY MATTERS ................................................................................................................. 97

H.08.1 TOWN AND VILLAGE TREE MANAGEMENT POLICY ..................................................... 97 H.08.2 SINGLE-USE PLASTIC FREE EVENTS POLICY .......................................................... 108

RESPONSES TO PREVIOUS QUESTIONS ......................................................................... 126

RPQ.08.1 RESPONSES TO PREVIOUS QUESTIONS .................................................................. 126

Report To Ordinary Council Meeting 26 August 2019

Environmental & Community Services


MAYORAL MINUTES

A.08.1 MAYOR FOR A DAY 2019 PRESENTATION

RESPONSIBLE OFFICER: Kerri Cone - Manager Community Services

AUTHOR: Amanda Catzikiris - Community Services Officer

RECOMMENDATION That Council welcome the winners of the 2019 Mayor for a Day competition.

REPORT/PROPOSAL This year’s Mayor for a Day competition, run as part of Local Government Week, received 603 entries from 7 primary schools in our Shire. Individual schools were awarded first, second, third place and highly commended in both the essay and postcard section. The fourteen winners, along with their families and Principals, have been invited to our afternoon tea and presentation where the overall winner and runner-up will be announced. School Winners are: Aberdeen Public School Eli Fitzgerald (essay) & Lily Ratahi (postcard) Blandford Public School Isabella Teague (essay) & Jimmy Stenhouse (postcard) Murrurundi Public School Justice Richards (essay) & Corbin Richards (postcard) Scone Grammar School Noah Gillett (essay) & Bill Giblin (postcard) Scone Public School Lauren Stevenson essay) & Darcy Atkinson (postcard) St Joseph’s Primary School Merriwa Lula Peebles (essay) & Tess Grocott (postcard) St Mary’s Primary School Scone Ashton Comerford (essay) & Billy Harris (postcard) OPTIONS Nil ATTACHMENTS

Nil. RESOLVED That Council welcome the winners of the 2019 Mayor for a Day competition.

Moved: Cr J Burns Seconded: Cr R Campbell CARRIED

FOR AGAINSTCouncillor Abbott Councillor Bedggood Councillor Brown Councillor Burns




Councillor Campbell Councillor Driscoll Councillor Fisher Councillor Watts Total (8) Total (0)

The Chairman moved to resume Standing Order of Business.

Moved: Cr K Fisher Seconded: Cr R Campbell CARRIED



Corporate Services


STANDING COMMITTEE REPORTS

SCR.08.1 FINANCE COMMITTEE

RESPONSIBLE OFFICER: Kristian Enevoldson - Director Corporate Services

AUTHOR: Wayne Phelps - Manager Finance

RECOMMENDATION That Council:

1. adopt the minutes of the Finance Committee meeting held on 16 August 2019. 2. adopt the requested budget variations as detailed in the budget review.

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 A meeting of the Finance Committee was held on Friday, 16 August 2019. OPTIONS 1. adopt the minutes of the Finance Committee meeting held 16 August 2019. 2. amend the minutes of the Finance Committee meeting held 16 August 2019. 3. not endorse the minutes of the Finance Committee meeting held 16 August 2019.

CONSULTATION

Director Corporate Services. General Manager

STRATEGIC LINKS a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows: COMMUNITY LIFE Goal 8 Provide Community leadership

CS30 Effectively and efficiently manage the business of Council, while encouraging an open and participatory Council with an emphasis on transparency, Community engagement, action and response.

CS35 Develop and maintain effective reporting systems that enable Council to measure and report on performance.

CS36 Effective management of risk underpins all Council decisions, service delivery and behaviours.

CS37 Ensure long-term financial sustainability through short, medium and long term financial planning.


Corporate Services


We are working to achieve the following Community Priorities:

b. Delivery Program

By providing Community leadership and to ensure the delivery of an efficient, effective local government service.

Through the implementation and monitoring of Council’s adopted Fit for the Future proposal.

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 The recommendation is to endorse the minutes of the Finance Committee meeting held on 16 August 2019.

ATTACHMENTS

1 FC_16082019_SMIN


Corporate Services


RESOLVED That Council:

1. adopt the minutes of the Finance Committee meeting held on 16 August 2019. 2. adopt the requested budget variations as detailed in the budget review.

Moved: Cr K Fisher Seconded: Cr L Driscoll CARRIED


ATTACHMENT NO: 1 - FC_16082019_SMIN ITEM NO: SCR.08.1



Infrastructure Services


SCR.08.2 INFRASTRUCTURE SERVICES COMMITTEE

RESPONSIBLE OFFICER: Nicholas Havyatt - Director Infrastructure Services

AUTHOR: Megan Thew - Infrastructure Services Support Officer


1. adopt the minutes of the Infrastructure Services Committee meeting held on Tuesday, 13 August 2019.

2. ISC.08.8 Upper Hunter Water Supply Scoping Study

a) proceed with development of the Gundy water supply scheme, including making representation to DPIE and NSW Ministers to secure funding.

b) proceed with the recommendations of the Scoping Study Report, including an ongoing water quality monitoring program and online turbidity monitoring.

c) gauge stakeholder interest in potential PID schemes, based on the estimated costs identified in this report.

d) discuss the outcomes of the report with Muswellbrook Shire Council and confirm the preferred location of the Scone WTP.

e) proceed with the conceptual planning of a water treatment plant at the preferred location, and make representation to DPIE, NSW Health and NSW Ministers to secure funding and agree on a water treatment upgrade strategy.

f) implement the agreed water treatment upgrade strategy, which will likely include immediate delivery of a new UV water treatment system, as part of an existing funding deed for these works.

3. ISC.08.9 UHSC Pools – Opening for 2019-20 Season a) open the Murrurundi pool for a short season from 30 November 2019 to 29 March

2020; b) note the additional cost to Council’s water fund of approximately $35,000 (subject

to climatic and operating conditions) to cover the costs of carting water from Scone; and

c) reduce the following season pass fees for the Murrurundi Pool for 2019/20 season only when the season pass is purchased after the Murrurundi Pool is opened Pensioner Pass access to all pools $ 65.00 Adult Pass access to all pools $ 110.00 Family Pass access to all pools $ 190.00 Child Pass (2 to 16 yrs includes) access to all pools $ 70.00

4. ISC.08.11 Country Passenger Transport – Infrastructure Grants Scheme submit an application for the 2019/21 funding of bus shelters to the value of $66,000 with the following priority.

a) Merriwa Central School (Primary Campus) – Mackenzie Street x 2 b) Gundy (General Store) – Riley Street c) Cassilis Community Hall – Buccleugh Street d) Murrurundi – Royal Hotel and St Vincent’s DePaul – Mayne Street

BACKGROUND




The Infrastructure Services Committee provides policy and direction, along with an update on the planned program for roads, bridges, water and sewerage work, parks and building. REPORT/PROPOSAL ISC.08.1 WORKS PROGRAM - INFRASTRUCTURE SERVICES - WATER AND SEWER Project highlights from this month include (but are not limited to):

Scone Sewage Treatment Plant (STP) o Application for Safe and Secure funding unsuccessful. Council staff to meet

with DPIE and discuss the path forward for the project. o Council may need to refine/reduce the project scope in order to obtain funding –

however currently drought-related projects are being prioritized by the NSW Government.

o In the meantime, Council staff are addressing multiple urgent maintenance issues at the plant, including inlet screen renewal, sludge pond relining and tertiary pond weir refurbishment. Prices/proposals being sought by relevant service providers.

o Total cost for these items to be confirmed and presented to the Infrastructure Services Committee, as is not currently in the 2019/20 DPOP – the expectation was that these items would have been included in the larger plant upgrade Scope of Works.

Merriwa Sewage Treatment Plant (STP)

o Final Options Study recently received from HH2O for process/treatment improvements at Merriwa STP, Council staff yet to finish review of the document – our Water and Sewer Treatment Engineer is on leave for the month of August.

o However, some remediation works already undertaken at the STP, and the trickle filter mechanism is currently being repaired.

o Council will present an upgrade strategy for both the Scone and Merriwa STP’s in a future Infrastructure Services Committee Report with budget estimates.

Cassilis Sewerage Scheme o Final Concept Design received from Cardno – cost estimate is now at $4.2M,

though the overall concept has not changed. o The Flood Study and Preliminary Environmental Assessment received from

Cardno. o The significant outcome of the Flood Study is that the treatment plant site will

not be affected by river flood levels, but may be inundated by localized flooding. This can be mitigated by constructing diversion channels around the site.

o There are no environmental issues of any great concern, with the exception of potential ground water impacts from recycled water irrigation – with further investigation required to ensure groundwater is not polluted.

o Council staff are also investigating project delivery options, including obtaining cost estimates from Civil contractors for the separate components – as the current cost estimate is well above budget.

Airport Sewer Pump Station




o Council staff are urgently scoping out the required service replacements required for the Airport Development – the new aviation centre will be built over the existing sewage pump station (SPS).

o There is opportunity to potentially package this work with another new pump station that will be required for the race course precinct future development plans – the new race course SPS will pump into the airport SPS.

o Neither SPS should require any capital contribution from the sewer fund, however water and sewer team resources will be used for design/delivery.

ISC.08.2 WORKS PROGRAM - INFRASTRUCTURE SERVICES Some of the major projects currently under construction or planned are:

Regional Roads o MR358 Willow Tree Road upgrade (Stage 1 and 2) o MR105 Hunter Road - Kelly’s Gully to Waverley Road rehabilitation (Stage 2 and 3) o MR105 Hunter Road – Cooks Gap to Long Flat

Saleyards Kingdon Street, Scone stormwater upgrade ISC.08.3 SPECIAL PROJECTS UPDATE Scone Regional Selling Centre – Saleyards Redevelopment Key activities undertaken last month:

Construction of Stages 4, 5 and 6 (second major shed area) steel framework nearing completion, roofing commenced.

Stages 4, 5 and 6 yard works commenced. Sewer works and rail under bore completed. Light vehicle carpark sealed. B-Double loading ramp modifications completed. Fire service, booster pipework, diesel engine and booster pump installed.

Key activities in next three months:

Light vehicle carpark line marking, fencing, tree guards and signs. Complete heavy vehicle carpark works i.e. concrete V drain, patching and reseal

works. Electrical works. Shed and yard works. Ramp works. Finalise the selling ring upgrade design. Access issues have been identified and

design work underway. Emerging issues:

Nil Old Court Theatre – Design and Consents Key activities undertaken last month:

Heritage advisor finalising report to obtain Section 60 approval under the Heritage Act 1977 as required in DA conditions.





Commence building work to the limit of budget. Building contractor ready to commence work. Likely commencement date September 2019.

Emerging issues:

Nil

Scone CBD Revitalisation – Detail Design Key activities undertaken last month:

Council representatives met with RMS Regional Manager to discuss Scone CBD Revitalisation project, road classification, extent of proposed RMS funded work. Additional meeting planned for 6 August.

The Civil Engineer designer has progressed work to the point where advice on road classification and extent of RMS works is required for the stormwater and road design is required to progress the design.

Landscape design completed to 70%. Co-ordination of the landscape design and the civil design required. Landscape Architect requires advice on road classification and extent of RMS works to allow the stormwater and road design to progress which in turn will allow the landscape design to progress.

Key activities in next three months: Completion of detailed landscape design and associated civil design work. Complete additional design, studies and reports i.e. electrical design, traffic report,

quantity surveyor and review of environmental effects. Consultation with major stakeholders. Progress community consultation on the treatment of Liverpool & Kelly Street

intersection (traffic lights or roundabout) as a priority to guide the design. Emerging issues:

Need to firm up road classification and extent of RMS Kelly St CBD works to allow the design to progress.

Council seeking funding to complete the remainder of the project. 133 Kelly Street Redevelopment Key activities undertaken last month:

Heritage advisor engaged to finalise heritage requirements for demolition and rebuild for DA consent

Hazardous building materials report completed Met with builders on site to discuss demolition and rebuild process and costs.


Finalise DA/CC consents Obtain quantity surveyor’s report to firm up costs. Have discussions with Manager Business Services regarding lease of 34.2m2 shop

front. Report to Infrastructure Services Committee on proposed way forward with the project.

Omadale Brook Bridge Replacement




Key activities since last month: Adjust concept design to include recommendations from the water way report.

Key activities in the next three months:

Completion of tender documents.1800 Advertise tender.

Emerging Issues

Nil ISC.08.4 CAPITAL WORKS UPDATE

Key projects currently include:

Willow Tree Road Construction Saleyards Murrurundi Water Pipeline

ISC.08.5 MURRURUNDI WATER UPDATE Works/progress/issues this month includes:

GHD continuing concept design work for the Murrurundi Reservoir, with an aim to award a D&C contract in December 2019.

The Litree water treatment plant continues to have operational issues – with the unit out of service for most of July. This is not critical while water is being carted, but would be problematic if the dam was suddenly unavailable. Dam water would not be able to be supplied without filtration due to current algae levels. Council staff are continuing to work with Litree to address the issues.

Glenalvon bore continues to operate well, producing consistent and good quality water. As at 30 June, 20.6 ML of water has been carted to Murrurundi – at a total cost of

$244,389. Of this, Council is eligible for a subsidy amount from the NSW Government of $84,303 – representing only 34% of total costs.

Works to be undertaken next month:

Council will continue to work with Litree to address remaining issues with the Litree WTP.

Water carting to continue with no major changes anticipated between now and when the pipeline is constructed.

ISC.08.6 SCONE TO MURRURUNDI PIPELINE MONTHLY REPORT Project Status

Key Activities Completed in the Last Month

Further review of Leed’s Safety, Quality & Environmental Management Plans. Finalisation of some Deeds of Agreement for Easements and Access Agreements

including JBS. Introductory meetings between Leed’s Project Management team, affected land

owners and Council’s Project Management team.




Pegging of connection points for the rural connection customers. Survey of road reserve/property boundary along the New England Highway. Field inspections with Leed. Development of scope of work and supporting documents to tender the concept

design and costing of the three villages reticulation zones. Continuing of review of options for Murrurundi reservoir site and size. Gazettal of Acquisition Notices for compulsory acquisition of easements on Crown

land.

Significant Achievements in the Next 3 Months CHAIR 2&3 workshop will be held on the detailed design which will include a safety-

in-design review as well as a hazop. Finalisation of Deeds of Agreement for Easements and Access Agreements. Development of Water Service Agreements for rural connection customers. Completion of negotiations with Native Title claimants on compensation for Crown

land easements. Further introductory meetings between Leed’s Project Management team, affected

land owners and Council’s Project Management team. Commencement of construction. Tendering of the concept design and costings for the three villages. Undertake options assessment of Murrurundi reservoir site and size.

ISC.08.7 WATER CONSUMPTION UPDATE AND SUMMARY

Water Allocations and Licences

Council have a number of water access licences that are used for town water supply, with most being classed as high security, that is, restrictions would only apply in significant drought scenarios. For the 2019/20 water year all Council’s high security allocations are at 100%, and general security from Glenbawn Dam (Hunter Regulated River) is at 95%. With carry-over, our total water available for the 2019/20 water year is as follows: Scone/Aberdeen 3120 ML Murrurundi 464 ML Merriwa 763 ML Cassilis 55 ML However, note that although Council is licenced to take 464ML from the Pages River for Murrurundi, current drought conditions means that this is practically impossible. Of the 3120ML for Scone/Aberdeen, 198ML is ground water entitlement for Scone that is primarily used for irrigation purposes, and not town water supply as it has in the past. Of the remaining, 2000ML is high security and 922ML is general security from Glenbawn Dam. Water Consumption

The following table shows the total water consumption for each supply system for the 2017/18 and 2018/19 water years, and how this compares to the total water available for the 2019/20 water year if consumption remains the same.

Supply System 2017/2018

Consumption 2018/2019

Consumption 2019/2020 Allocation

% Used 2018/19 Consumption




Scone/Aberdeen 2032 ML 2047 ML 3120 ML 66 %

Murrurundi* 86 ML 12.7 ML 464 ML 2.7 %

Merriwa 326 ML 287 ML 763 ML 38 %

Cassilis 15.7 ML 15.6 ML 55 ML 28 %

TOTAL 2460 ML 2413 ML 4402 ML 53 %

* Note that due to water carting from Scone, a large portion of Murrurundi’s water came from the Scone/Aberdeen allocation in the 2018/19 water year. Looking at the above table, it is clear that even at high consumption rates, Council should have enough water for the upcoming year to service all supply centres. However, this does not tell the whole story. By next year, should the drought continue as it has been, the general security water allocation from Glenbawn Dam will likely be reduced. Water carting volumes from the Scone supply system has also risen and will likely stay high during drought conditions. The table below shows the total amount of water taken from metered standpipes from the past 3 years including water for the bypass and other construction works, the Lions Club water deliveries and the water carted to Murrurundi.

Water from Standpipes 2016/17 2017/18 2018/19

Scone water supply 14.7 ML 23.6 ML 81.2 ML Note that if you exclude the water taken from standpipes, the town water consumption in Scone/Aberdeen has decreased from 2008ML in 2017/18 to 1966ML last year and residents have been using less water since Water Wise Rules were introduced. Looking Ahead – 2020/21 and beyond

For the last two years, Council have been reliant on the general security allocation from Glenbawn Dam to meet the total water supply demands for Scone and Aberdeen. However, with the continuing drought conditions, it is likely that this allocation will be reduced in future years. Assuming we are still in drought and that the Scone to Murrurundi Pipeline would be complete, the Scone/Aberdeen/Murrurundi consumption for the 2020/21 water year will likely be 2214ML. This may increase further if the villages of Parkville, Wingen, Blandford and/or Gundy and Middlebrook are added to the supply system in the following year. The following table shows the possible future demands in Scone/Aberdeen should the drought continue.

Future Demands 2019/20 2020/21 2021/22

Scenario assumptions Water demands roughly

the same.

Murrurundi connected to Scone/Aberdeen

supply, water carting rates the same,

reduced construction demand.

Parkville, Wingen, Blandford, Gundy,

Middlebrook connected to the water supply.

Estimated consumption 2035 ML 2214 2300




% of general security Required to meet

demands 4.5 % 27.8 % 39.0 %

% Reduction in consumption required if

no general security available.

-1.7 % -9.6 % -13 %

In this scenario, by 2021/22 should all general security allocations be reduced to 0%, Council would need to reduce overall consumption by 13% in order to meet demands. This would require implementing Level 2 water restrictions or higher. While Council are able to draw upon our Scone ground water wells to subsidise the town water supply demands, if the drought conditions continue, these supplies will become less reliable and may also be essential for continuing to maintain public parks and facilities. It is best to assume they will be unavailable to contribute to town drinking water in the future. ISC.08.8 UPPER HUNTER WATER SUPPLY SCOPING STUDY

BACKGROUND Numerous studies have been undertaken in regarding the use of Glenbawn Dam water for supplying Scone and surrounding villages since 1984. Prior to the dam wall raising in 1987, the need for a filtered water supply was clearly identified by NSW Health. After the dam was raised the water quality improved, particularly when water is taken from the upper, oxygenated layers, and plans for a water treatment plant were deferred. Subsequent studies concluded that although water quality from the dam generally complied with the 1996 Australian Drinking Water Guidelines, with no barriers to high turbidity events or toxic algal blooms, water filtration was still recommended. A December 2014 Scone-Aberdeen Water Supply, Water Quality Risk Workshop was held with DPI Water, State Water (now Water NSW) and NSW Health. This identified a very high risk of protozoa, bacteria and virus, and high risk of cyanotoxins, and proposed additional chlorine dosing and UV disinfection to reduce these risks. Council currently have 50% of $1.8M funding available to implement these upgrades, with this figure derived from a 2016 Public Works Concept Design Report for Chlorine and UV Dosing Systems. However, there still remains significant doubt as to the suitability of only UV and chlorination as adequate treatment barriers for water sourced from Glenbawn Dam with the Public Works document only referencing 3 years of water quality data from 2011 to 2014. Further, there seemed to be lacking a singular upgrade strategy in regards to future water connections and future water demands throughout the Shire and other studies had investigated potential water supply arrangements to Muswellbrook Shire and potential for Private Irrigation District (PID) schemes as well. Council applied for 50% of $110,000 funding through the first Safe and Secure Water Program in order to carry out an Upper Hunter Water Supply and Treatment Scoping Study. This study was designed to:




Review the Glenbawn Dam catchment and historical water quality data to confirm the level of water treatment required.

Review of all potential options for supply of water from Glenbawn Dam to the identified service areas of Scone, Middlebrook, Parkville, Wingen, Blandford, Murrurundi, Gundy, Aberdeen, Moobi, Bunnan, Merriwa, Cassilis, Muswellbrook, Denman and Sandy Hollow.

Review potential options for PID schemes from Glenbawn Dam. Determine cost estimates and recommended upgrade strategy

The Final (Draft) Scoping Study Report was received from Hunter H2O on Friday 2 August 2019. The report will be updated again in a few months with results from additional investigations that have been identified via the report itself – such as comprehensive water quality testing.

ISC.08.9 UHSC POOLS – OPENING FOR 2019-20 SEASON Councils Drought Contingency and Emergency Response Plan 2014 outlines the restrictions on the use of water from the water supply system for each water restriction level. The topping up public swimming pools/spas are not permitted at level 5 and 6. To open the Murrurundi Pool, the pool will need to be cleaned, refilled and turned over prior to the opening date of 1 December 2019. It is estimated that this process will use over 30,000 litres of water per day for four weeks prior to the opening of the pool. Then the ongoing water usage will be between 10,000 litres and 50,000 litres per day, this is based on last year’s water usage. The water usage is subject to cleaning, pool usage, and evaporation levels. Should Council open the pool while Murrurundi are still on level 5 or 6 water restrictions Council will need to use water carts to truck the water from Scone to Mururrundi. This will cost about $5,000 per week for the first four weeks to get the pool up and running, once the pool is open this will reduce to about $4,500 per month subject to the volume of water used each month. It is proposed the water fund will cover these costs that are above the normal cost of running the pool. In keeping with Council’s culture of improved environmental responsibility and having regard to utilisation of the Murrurundi pool over the previous two seasons it is recommended that if the township remains on level 5 or 6 restrictions that the pool season is again shortened. October, November and March were the slowest usage months at the Mururrundi with October been the overall lowest month. Initial discussions have been held with the contractor about the impact of the Mururrundi pool not opening on time. The current proposal will see the Murrurundi Pool open for a short season from 30 November 2019 to 29 March 2020. As the Murrurundi Pool season would be reduced from six months to four months the season pass fees for the Murrurundi Pool need to be reviewed. The full season fees for the UHSC pools are as follows;

- Pensioner Pass access to all pools $100.00 - Adult Pass access to all pools $165.00




- Family Pass access to all pools $290.00 - Child Pass (2 to 16 yrs includes) access to all pools $110.00

As it is proposed to reduce the pool season by one third for the Murrurundi pool it is proposed that when a season ticket is purchased at Mururrundi Pool the fees are reduced to two thirds the annual fee due to the reduced season duration. The following is the proposed reduced season pass fees for the Murrurundi Pool for 2019/20 season only when a season pass is purchased after the Murrurundi Pool is opened.

- Pensioner Pass access to all pools $ 65.00 - Adult Pass access to all pools $ 110.00 - Family Pass access to all pools $ 190.00 - Child Pass (2 to 16 yrs includes) access to all pools $ 70.00

This season pass will still grant the owner access to all three pools. However, should someone purchase a season pass before the Murrurundi pool is opened to access the Scone or Merriwa pool they will be required to pay the full season ticket price. ISC.08.10 EMERGENCY SERVICES UPDATE Exercise to Activate an Emergency Operations Centre

The Upper Hunter Shire Local Emergency Management Committee held an exercise to “Activate an Emergency Operations Centre” on the 29 May 2019 in the training room at Council’s administration building at 135 Liverpool St, Scone. Sixteen people participated from Council, NSW Police, NSW Ambulance, HNE Health Fire & Rescue NSW, Local Land Services, VRA, SES and RMS. The exercise was developed by the Upper Hunter Shire Local Emergency Management Controller (LEOCON) in consultation with the Region Emergency Management Officer (REMO). It was a practical activity intended to test the functionality, capabilities and procedures of the Upper Hunter Local Emergency Operations Centre (LEOC) at the Council Administration Centre in Scone. It was a real time exercise designed to give participants an appreciation of the mechanics of opening and closing the LEOC, record keeping requirements and the role and expectations of liaison officers supplied by combat and support agencies. The objective of the desktop exercise to Activate EOC is to activate the centre in accordance with the guidelines listed in the NSW Government’s Emergency Operations Centres Policy Document November 2013, and the relevant annexures and templates. EMOS (Emergency Management Operating System) was also tested to activate the EOC on-line. An EOC Operational Readiness Audit report of the centre was undertaken. Closure of Merriwa SES

On the 11 July 2019 the SES closed the Merriwa SES, removed the SES vehicle and some equipment and gave some equipment to Merriwa VRA. Council’s General Manager and Manager Special Project (Local Emergency Management Officer) met with SES later on the same day. SES advised that the Merriwa SES was being closed due to very low call out/job numbers. Also there has been a long standing process at Merriwa where SES jobs were passed onto the VRA or sometimes the RFS. The Merriwa SES, VRA and RFS members are generally the same people. The president of Merriwa VRA advised “VRA provide 100% of the




membership of the SES unit locally, and have been performing SES work for an extended period of time”. The Manager Special Projects met with the Merriwa VRA on the 19 July to discuss the SES closure, funding for VRA and SES. Although the SES is fully funded through the NSW Government (with a contribution from Council) the Merriwa SES and VRA members prefer to work with VRA due to perceived better support. Gummun and Bow RFS Brigade Sheds

A report to this Committee on the 12 February 2019 set out proposals to build RFS brigade sheds at Gummun and Bow near Merriwa. The proposed brigade shed were proposed to be located on crown land travelling stock route sites. The travelling stock routes are administered by Local Land Services (LLS). Although LLS support the proposal, the acquisition would require compulsory acquisition due to native title issues. The likely time and associated costs to compulsory acquire the sites is prohibitive. The advice received by the RFS, which is the quickest and cheapest option, is to purchase other sites. This is back up by Council’s experience. Exercise to Activate an Emergency Operations Centre

The findings from the exercise were: 1. Training Room inadequate size (too small) for an EOC. 2. Not enough white boards (7 portable whiteboards ordered, 1 each for Situation Board).

Contact Board Resources Board Access Board Significant Events Board Task Allocation Board Victim Status Board Essential Services Board

3. Need tabards/Hi Vis vests with roles/names printed (done). 4. Ensure that WIFI is available and password (done). 5. EOC requires emergency backup electricity supply.

To address the inadequate room size the most practical solution is to make the Council Chambers the EOC. This means that the Council Chamber may be unavailable for meetings in the event of an emergency requiring an EOC. Items numbered 2, 3 and 4 have been addressed. Enquiries have been made with an electrical contractor to price up the wiring and provision of an electrical generator for an emergency backup electricity supply. This will be a major cost and will be put forward in the 2020/21 draft budget. Closure of Merriwa SES

Council Officers have arranged another meeting with SES to confirm arrangements are in place at Merriwa for storm and flooding emergencies. Gummun and Bow RFS Brigade Sheds

Discussions are being held with the RFS about possible sites for Gummun and Bow RFS Brigade Sheds.




ISC.08.11 COUNTRY PASSENGER TRANSPORT – INFRASTRCUTURE GRANTS SCHEME

Council, at the time of this report have received expressions of interest from community organisations and transport providers for the provision of shelters as listed below:

Merriwa Central School (Primary Campus) – Mackenzie Street Gundy (General Store) – Riley Street Cassilis Community Hall – Buccleugh Street Murrurundi – Royal Hotel and St Vincent’s DePaul – Mayne Street

Successful applications over the previous two years have been St Mary’s Primary School, Scone ($30,000) and Aberdeen Public School ($20,000). A new shelter has a maximum total grant value of $11,000 which includes the shelter and associated works. An application for funding requires that each location is numbered by priority. Failure to follow this prioritisation can have an unintended impact for applicants in rounds when there is an oversubscription of limited resources. There is no guarantee as to the amount of funding in any particular year. ISC.08.12 ANSWERS TO COUNCILLOR QUESTIONS At each Infrastructure Services Committee meeting the Councillors ask questions to the Infrastructure Services Director and Managers. Some questions require further investigation and actions to be made and a report is provided back to the Committee at the next meeting. Questions are noted on the Minutes and will be answered at the next month’s Infrastructure Services Committee meeting.

ATTACHMENTS

1 Infrastructure Services Committee - 13 August 2019 - Summary Minutes - attachments excluded


1. adopt the minutes of the Infrastructure Services Committee meeting held on Tuesday, 13 August 2019.

2. ISC.08.8 Upper Hunter Water Supply Scoping Study

a) proceed with development of the Gundy water supply scheme, including making representation to DPIE and NSW Ministers to secure funding.

b) proceed with the recommendations of the Scoping Study Report, including an ongoing water quality monitoring program and online turbidity monitoring.

c) gauge stakeholder interest in potential PID schemes, based on the estimated costs identified in this report.

d) discuss the outcomes of the report with Muswellbrook Shire Council and




confirm the preferred location of the Scone WTP. e) proceed with the conceptual planning of a water treatment plant at the

preferred location, and make representation to DPIE, NSW Health and NSW Ministers to secure funding and agree on a water treatment upgrade strategy.

f) implement the agreed water treatment upgrade strategy, which will likely include immediate delivery of a new UV water treatment system, as part of an existing funding deed for these works.

3. ISC.08.9 UHSC Pools – Opening for 2019-20 Season a) open the Murrurundi pool for a short season from 30 November 2019 to 29

March 2020; b) note the additional cost to Council’s water fund of approximately $35,000

(subject to climatic and operating conditions) to cover the costs of carting water from Scone; and

c) reduce the following season pass fees for the Murrurundi Pool for 2019/20 season only when the season pass is purchased after the Murrurundi Pool is opened Pensioner Pass access to all pools $ 65.00 Adult Pass access to all pools $ 110.00 Family Pass access to all pools $ 190.00 Child Pass (2 to 16 yrs includes) access to all pools $ 70.00

4. ISC.08.11 Country Passenger Transport – Infrastructure Grants Scheme submit an application for the 2019/21 funding of bus shelters to the value of $66,000 with the following priority.

a) Merriwa Central School (Primary Campus) – Mackenzie Street x 2 b) Gundy (General Store) – Riley Street c) Cassilis Community Hall – Buccleugh Street d) Murrurundi – Royal Hotel and St Vincent’s DePaul – Mayne Street

Moved: Cr R Campbell Seconded: Cr K Fisher CARRIED

FOR AGAINST Councillor Abbott Councillor Brown Councillor Bedggood Councillor Burns Councillor Campbell Councillor Driscoll Councillor Fisher Councillor Watts Total (7) Total (1)

ATTACHMENT NO: 1 - INFRASTRUCTURE SERVICES COMMITTEE - 13 AUGUST 2019 - SUMMARY MINUTES - ATTACHMENTS EXCLUDED

ITEM NO: SCR.08.2


MINUTES OF THE INFRASTRUCTURE SERVICES COMMITTEE OF UPPER HUNTER SHIRE COUNCIL HELD ON TUESDAY 13 AUGUST 2019 IN THE BARRY ROSE ROOM COMMENCING AT 12.00pm

PRESENT: Cr Ron Campbell (Chairperson), Cr Maurice Collison, Cr Lorna Driscoll (arrived 12:20pm). APOLOGIES: RESOLVED That the apology was received from Cr James Burns be accepted. Moved: Cr Maurice Collison Seconded: Cr Ron Campbell CARRIED IN ATTENDANCE: Cr Wayne Bedggood, Cr Kiwa Fisher, Cr Sue Abbott, Mr Nicholas Havyatt (Director Infrastructure Services), Mr Jeff Bush (Manager Strategic Assets), Mr Alan Fletcher (Manager Special Projects), Mr Andrew Griffith (Manager Works Delivery), Mr Andrew Brown (Engineer Water and Waste Distribution), Miss Tegan Annas (Graduate Water Engineer), Mrs Meg Thew (Infrastructure Support Officer), Miss Lilly Titter (Administration Trainee), Miss Madeline Kelaher (Communications Assistant, left 12:30pm), Ms Daele Healy (Communications Officer, arrived 12:30pm), Mr Guy Guiana (Scone Police, left 12:30pm). DECLARATIONS OF INTEREST: ISC.08.6 – Scone to Murrurundi Pipeline Monthly Report Cr Wayne Bedggood declared a non-pecuniary non-significant conflict of interest for the reason that he is the Manager for a rural property. Cr Bedggood advised that he would remain in the meeting and participate in discussion and voting as the conflict would not be relevant to his decision. PUBLIC PARTICIPATION: ISC.08.10 EMERGENCY SERVICES UPDATE Mr Guy Guiana (Scone Police) RESOLVED That standing orders be suspended to deal with the report ISC.08.10 Emergency Services Update. Moved: Cr Maurice Collison Seconded: Cr Ron Campbell CARRIED The DIVISION was taken and the names of the Councillors voting FOR and AGAINST were as follows:

FOR AGAINST Councillor Campbell Councillor Collison Councillor Driscoll Total (3) Total (0)

Standing orders were resumed. Moved: Cr Ron Campbell Seconded: Cr Lorna Driscoll CARRIED


ITEM NO: SCR.08.2


The DIVISION was taken and the names of the Councillors voting FOR and AGAINST were as follows:


ISC.08.1 WORKS PROGRAM - INFRASTRUCTURE SERVICES - WATER AND SEWER


AUTHOR: Phillip Hood - Manager Water & Sewer

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

Moved: L Driscoll Seconded: M Collison CARRIED


FOR AGAINSTCouncillor Campbell Councillor Collison Councillor Driscoll Total (3) Total (0)

ISC.08.2 WORKS PROGRAM - INFRASTRUCTURE SERVICES


AUTHOR: Andrew Griffith - Manager Works Delivery


Moved: L Driscoll Seconded: R Campbell CARRIED




ITEM NO: SCR.08.2


ISC.08.3 SPECIAL PROJECTS UPDATE


AUTHOR: Alan Fletcher - Special Projects Manager

RECOMMENDATION That Council receive the report and note the information.

Moved: M Collison Seconded: L Driscoll CARRIED



ISC.08.4 CAPITAL WORKS UPDATE


AUTHOR: Nicholas Havyatt - Director Infrastructure Services


Moved: M Collison Seconded: R Campbell CARRIED



ISC.08.5 MURRURUNDI WATER UPDATE






ITEM NO: SCR.08.2




ISC.08.6 SCONE TO MURRURUNDI PIPELINE MONTHLY REPORT


AUTHOR: Chris Agosto - Project Manager





ISC.08.7 WATER CONSUMPTION UPDATE AND SUMMARY




Moved: L Driscoll Seconded: M Collison CARRIED




ITEM NO: SCR.08.2


ISC.08.8 UPPER HUNTER WATER SUPPLY SCOPING STUDY




1. proceed with development of the Gundy water supply scheme, including making representation to DPIE and NSW Ministers to secure funding.

2. proceed with the recommendations of the Scoping Study Report, including an ongoing water quality monitoring program and online turbidity monitoring.

3. gauge stakeholder interest in potential PID schemes, based on the estimated costs identified in this report.

4. discuss the outcomes of the report with Muswellbrook Shire Council and confirm the preferred location of the Scone WTP.

5. proceed with the conceptual planning of a water treatment plant at the preferred location, and make representation to DPIE, NSW Health and NSW Ministers to secure funding and agree on a water treatment upgrade strategy.

6. implement the agreed water treatment upgrade strategy, which will likely include immediate delivery of a new UV water treatment system, as part of an existing funding deed for these works.




ISC.08.9 UHSC POOLS - OPENING FOR 2019-20 SEASON


AUTHOR: Andrew Griffith - Manager Works Delivery

RECOMMENDATION That Council

1. open the Murrurundi pool for a short season from 30 November 2019 to 29 March 2020; 2. note the additional cost to Council’s water fund of approximately $35,000 (subject to

climatic and operating conditions) to cover the costs of carting water from Scone; and 3. reduce the following season pass fees for the Murrurundi Pool for 2019/20 season only

when the season pass is purchased after the Murrurundi Pool is opened. - Pensioner Pass access to all pools $ 65.00 - Adult Pass access to all pools $ 110.00 - Family Pass access to all pools $ 190.00 - Child Pass (2 to 16 yrs includes) access to all pools $ 70.00

Moved: M Collison Seconded: L Driscoll CARRIED


ITEM NO: SCR.08.2




ISC.08.10 EMERGENCY SERVICES UPDATE RESPONSIBLE OFFICER: Nicholas Havyatt - Director Infrastructure Services

AUTHOR: Alan Fletcher - Special Projects Manager


Moved: M Collison Seconded: R Campbell CARRIED



ISC.08.11 COUNTRY PASSENGER TRANSPORT - INFRASTRUCTURE GRANTS SCHEME


AUTHOR: Jeff Bush - Manager Strategic Assets

RECOMMENDATION That Council submit an application for the 2019/21 funding of bus shelters to the value of $66,000 with the following priority.

1. Merriwa Central School (Primary Campus) – Mackenzie Street x 2 2. Gundy (General Store) – Riley Street 3. Cassilis Community Hall – Buccleugh Street 4. Murrurundi – Royal Hotel and St Vincent’s DePaul – Mayne Street

Moved: R Campbell Seconded: M Collison CARRIED




ITEM NO: SCR.08.2


ISC.08.12 ANSWERS TO COUNCILLOR QUESTIONS



RESOLVED That the Committee receive and note the report.




COUNCILLOR QUESTIONS Cr Bedggood

1. Asked: Can a further report of the outcome from the discussions held with the Police, RFS, SES, VRA and Council in regards to the closing of Merriwa SES be provided?

2. Asked: Why has the Cassilis sewer budget changed from 2.6M to 4.2M? Can more information be

provided?

3. Asked: Is RMS being cooperative and helpful from the meeting held for the post-bypass Kelly Street works?

4. Asked: Did Council undertake a termite inspection prior to the purchasing of 133 Kelly Street Scone?

5. Asked: Can a meeting be organised with the General Manager, Managers, Councillors and

Communications Team in regards to how Council’s media releases go out? Cr Collison

1. Asked: The Mayor and Councillors conducted a walk around the Airport. There were issues raised about the location of the aviation centre and the sewer pump station. What is the outcome for the issues raised?

2. Asked: Can an inspection of the projects over the last few years on Gundy Road and Hunter Road be arranged?

3. Asked: What species of trees at the Scone Saleyards carpark are being planted? Who decided on the species? What proposed expert advice did Council seek? Can we not plant any trees until further consultation with the Saleyards Committee?

4. Asked: When are the trees that have been requested for St Andrews Reserve being purchased and planted?

5. Asked: Can we have more information about the maintenance grading program on a weekly basis?


ITEM NO: SCR.08.2


6. Asked: Can Glenrock Road and Hunter Road be inspected for maintenance grading and how long since it last had a maintenance grade?

7. Asked: Can Council investigate appropriate sites for RV parking across the Shire.

Cr Campbell

1. Asked: Can the expenditure report sheet for the capital works report be printed in larger font?

2. Asked: Can Council investigate RV parking at the old entrance to the wheat silos in Merriwa? Cr Abbott

1. Asked: How many people are included on a family pass to use the Upper Hunter Shire pools?

2. Asked: Why were the three trees in front of the Scone administration building cut down without any notification to the Councillors or the community?

3. Asked: Why did they remove the vegetation on Moobi Road with the last maintenance grade?

4. Asked: Can more information be provide in regards to the farm gate access pamphlet that is currently out?

THERE BEING NO FURTHER BUSINESS THE MEETING CLOSED AT 2.10pm




SCR.08.3 DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE

RESPONSIBLE OFFICER: Steve McDonald - General Manager

AUTHOR: Mathew Pringle - Director Environmental & Community Services

RECOMMENDATION

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

held on 13 August 2013. 2. DESC.08.1 –

a) approve Development Application No. 101/2017 for the change of use to a retail premises at Lot 1 DP 75638, No. 46 Haydon Street, Murrurundi subject to the conditions of consent in Attachment 2.

b) enforce an order to cease trade until all fire safety provisions are in place.

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 & Environmental Services Committee was held on Tuesday, 13 August 2019. REPORT/PROPOSAL In relation to Item DESC.08.1, the Committee unanimously supported the recommendation to approve Development Application No. 101/2017 for the change of use to a retail premises at Lot 1 DP 75638, No. 46 Haydon Street, Murrurundi subject to conditions of consent. The Committee expressed concerns regarding the fire safety risks of the building and the extended timeframe taken by the applicant to provide the required fire safety report. As a result, the Committee recommended that Council take enforcement action to require the existing use to cease until the conditions of consent are complied with. As noted in the attached minutes, a question was posed in relation to the progress of the draft Tree Management Policy. In response, it is noted that the draft Tree Management Policy has been prepared and is the subject of a separate report to the August Council meeting.

ATTACHMENTS

1 Minutes of Development & Environmental Services Committee meeting - 13 August 2019

2 DA 101/2017 - Recommended Conditions of Consent





1. adopt the minutes of the Development & Environmental Services Committee meeting held on 13 August 2013.

Moved: Cr L Watts Seconded: Cr S Abbott CARRIED


2. DESC.08.1 –

a) approve Development Application No. 101/2017 for the change of use to a retail premises at Lot 1 DP 75638, No. 46 Haydon Street, Murrurundi subject to the conditions of consent in Attachment 2.

b) defer to the General Manager to review compliance with conditions of consent as soon as practicable.

Moved: Cr S Abbott Seconded: Cr L Watts CARRIED


ATTACHMENT NO: 1 - MINUTES OF DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE MEETING - 13 AUGUST 2019

ITEM NO: SCR.08.3


MINUTES OF THE DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE OF UPPER HUNTER SHIRE COUNCIL HELD ON TUESDAY 13 AUGUST 2019 IN THE BARRY ROSE ROOM COMMENCING AT 10.00am

PRESENT: Cr Kiwa Fisher (Chair), Cr Sue Abbott, Cr Ron Campbell and Cr Lee Watts APOLOGIES: Mr Mat Pringle IN ATTENDANCE: Ms Christine Robinson (Manager Planning Building & Regulatory Services) and Ms Kristy Stevenson (Administration Officer) DECLARATIONS OF INTEREST: Nil. PUBLIC PARTICIPATION: Ms Dorothy Limm Ms Sarah Howley Ms Limm & Ms Howley attended the committee meeting to observe discussion regarding Planning Proposal 3/2018 – The rezoning of land at 4 Philip Street and 2 Muffet Street Scone. Chair Cr Fisher explained that this proposal was not on the committee meeting agenda and would not be discussed. Cr Fisher advised that the submission period had now closed with submissions to be garnered and considered before the proposal was returned to a full Council meeting, possibly in August 2019. Ms Limm & Ms Howley departed the committee meeting prior to the introduction of the first business item. SITE INSPECTIONS: Nil. BUSINESS ITEMS: DESC.08.1 Development Application No. 101/2017 – Change of Use – 46 Haydon Street,

Murrurundi The Manager of Planning Building and Regulatory Services (Manager) gave a brief summary of the development application originally received for assessment in July 2017. To allow the assessment to proceed, the applicant was requested to provide a report prepared by a suitably qualified person outlining fire safety provisions. This request was made on numerous occasions, both verbally and in writing over the following 2 year period. It was also noted that Council had previously considered this application and had deferred its determination until a fire and safety report and heritage management impact statement had been provided. The Manager advised that these documents had now been received with a fire safety engineer detailing the work required to be undertaken. The committee was advised that the issues were yet to be addressed and that the business continues to operate without consent.


ITEM NO: SCR.08.3


All committee members expressed concern regarding the extended timeframe taken by the applicant to provide the fire safety report and the potential liabilities to Council of having the business continue to operate without approvals in place. It was cited by committee members that the applicant had been reluctant to comply with requests although reasonable steps had been implemented. Discussion regarding the best course of action and Council’s duty of care resulted in the recommendation that an order be served to enforce the closure of the retail business until all approvals are in place. COUNCILLOR QUESTIONS: Cr Abbot expressed her extreme disappointment at the removal of the three (3) Plane trees situated outside Scone Administration Office on Main Street. Cr Abbott queried why Councillors had not been advised of the removal and enquired as to the need for their extraction. Cr Fisher also expressed his dissatisfaction but advised that expert opinion had been sought with reports noting the impact the Plane trees were having on the Lone Pine. Cr Fisher enquired as to the progress of the Urban Tree Management Policy with Cr Abbot believing that it would be presented before Council imminently.


ITEM NO: SCR.08.3


DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE REPORTS

DESC.08.1 DEVELOPMENT APPLICATION NO. 101/2017 - CHANGE OF USE - 46 HAYDON STREET, MURRURUNDI

RESPONSIBLE OFFICER: Mathew Pringle - Director Environmental & Community Services

AUTHOR: Christine Robinson - Manager Planning, Building & Regulatory Services

PURPOSE On 11 August 2017 Council received Development Application No. 101/2017 for the change of use of part of a building at Lot 1 DP 75638, No. 46 Haydon Street, Murrurundi to a retail premises. The applicant had failed to provide sufficient information for assessment of the application to occur. The required information has now been received. The retail business is operating without consent.

RECOMMENDATION That Council approve Development Application No. 101/2017 for the change of use to a retail premises at Lot 1 DP 75638, No. 46 Haydon Street, Murrurundi subject to the conditions of consent in Attachment 1.

BACKGROUND Applicant: Stone and Co Vintage Interiors Owner: SR Stone Location: Lot 1 DP 75638, No. 46 Haydon Street, Murrurundi Proposal: Change of Use to a Retail Premises Zone: R1 General Residential In July 2017, it was brought to Council’s attention that a retail business was operating from the abovementioned premises without consent. A Council Officer subsequently visited the site and verbally advised the business proprietor that development consent was required for use of the building. On 11 August 2017, Council received the abovementioned development application. To allow the application to be assessed, additional information regarding fire safety was requested from the applicant in writing on 6 December 2017 and following several verbal requests, again in writing on 14 February 2019. Council considered a report regarding this application at its meeting on 29 April 2019 where it was resolved: That Council defer its determination of Development Application No. 101/2017 for the

change of use to a retail premises at Lot 1 DP 75638, No. 46 Haydon Street, Murrurundi, pending the submission of a fire safety report and heritage management document within 60 days from 29 April 2019.

These documents were received on 29 July 2019.


ITEM NO: SCR.08.3


REPORT/PROPOSAL The former Tattersalls Hotel at 46 Haydon Street, Murrurundi was established as a hotel in 1880 and closed for business as a hotel c1952. A search of Council’s records has not revealed any development consents issued for the site, however after the hotel’s closure, it is understood the building was used as residential rental accommodation. The building was sold to its current owner in 2016. In July 2017 it was brought to Council’s attention that part of the building was being used for retail purposes. A Council officer conducted a site visit and advised the business proprietor that development consent was required for use of the building. Development Application 101/2017 was received on 11 August 2017. The building is a listed heritage item and located within a heritage conservation area, and as such the development application was referred to Council’s Heritage Advisor. The Heritage Advisor requested additional information in relation to heritage matters. Following receipt of the requested information, the Heritage Advisor supported the application subject to no additional work being carried out and management of the building be in accordance with the heritage management document (attachment 2). Clause 93 of the Environmental Planning and Assessment Regulation 2000, requires that consent to the change of use of a building is not be granted unless the consent authority is satisfied that the building complies (or will comply when completed) with the applicable fire safety provisions. Schedule 1 of the Regulation requires: A development application must be accompanied by certain documentation. In the case of a development application that involves a change of use of a building (other than a dwelling-house or a building or structure that is ancillary to a dwelling-house and other than a temporary structure): (i) a list of the Category 1 fire safety provisions that currently apply to the existing building, and (ii) a list of the Category 1 fire safety provisions that are to apply to the building following its change of use, The applicant (6 December 2017) was requested to submit a report prepared by a suitably qualified person (such as a Fire Engineer) demonstrating that the fire protection and structural capacity of the building is, or will be, appropriate to the building’s proposed use. A Building Assessment Report for Fire Separation and Essential Fire Requirements prepared by Mark Falkiner, GiFireE (Graduate of the Institution of Fire Engineers) was received by Council on 29 July 2019 (attachment 3). The report outlines the work required to be undertaken to ensure that the building satisfies the requirements of the Building Code of Australia, and therefore satisfy the Category 1 fire safety provisions. The retail business continues to operate without consent and work appears to be continuing in the building. The matters contained within the Report must be addressed immediately. OPTIONS


ITEM NO: SCR.08.3


1. Approve Development Application No. 101/2017 for the change of use to a retail premise at Lot 1 DP 75638, No. 46 Haydon Street, Murrurundi, subject to the conditions of consent in Attachment 1.

2. Refuse Development Application No. 101/2017 for the change of use to a retail premises at Lot 1 DP 75638, No. 46 Haydon Street, Murrurundi, with reasons.

CONSULTATION Surrounding properties were notified of the development proposal between 28 September 2017 and 13 October 2017. An advertisement was placed in the Scone Advocate on 28 September 2017. No submissions were received by Council. The site is a heritage item (no. I163) listed in Council’s Local Environmental Plan 2013 and as such the development application was referred to Council’s Heritage Advisor. In response to some of the concerns raised by the Heritage Advisor, additional information was requested. A heritage management document has been prepared for the development. Internal consultation with the Director Environmental and Community Services has been undertaken in preparation of this report. STRATEGIC LINKS a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows: BUILT AND NATURAL ENVIRONMENT Goal 4 Plan for a sustainable future

CS14 Provide efficient and effective advisory, assessment and regulatory services focused on being Customer ‘friendly’, responsive and environmentally responsible.


b. Delivery Program

Assessment of planning applications. Advisory service to the community, including heritage conservation.

c. Other Plans


ITEM NO: SCR.08.3


Not applicable. IMPLICATIONS a. Policy and Procedural Implications Nil. b. Financial Implications A development application fee of $110 has been paid. c. Legislative Implications An assessment of the development application has been undertaken pursuant to Section 4.15 of the Environmental Planning and Assessment Act 1979 (see Attachment 2). d. Risk Implications Council determinations of development applications in relation to local development can be appealed by a third party in the Land and Environment Court in circumstances where incorrect legal process has been applied. Furthermore, the applicant has the right under Part 8 of the Environmental Planning and Assessment Act 1979 to appeal the decision of a consent authority to the Court. In the case of this development application the relevant considerations under the Environmental Planning and Assessment Act 1979 have been made. e. Other Implications Nil. CONCLUSION Development Application 101/2017 for the change of use to retail has been lodged with Council as the Consent Authority. A building assessment report addressing fire separation and essential fire safety measures has been provided. The report outlines a number of issues required to be rectified to ensure compliance with the Building Code of Australia. A heritage management document has also been provided. Accordingly, it is recommended that the application be approved, subject to the imposition of appropriate conditions of consent, and for the following reasons: The proposal complies with the Upper Hunter Local Environmental Plan 2013. The proposal complies with the Upper Hunter Development Control Plan 2015. The proposal has been assessed as satisfactory against Section 4.15 of the

Environmental Planning & Assessment Act 1979. The proposal will not have an adverse impact on the surrounding locality. The proposal will facilitate the conservation of an item of local heritage significance.


ITEM NO: SCR.08.3


RECOMMENDATION That Council approve Development Application No. 101/2017 for the change of use to a retail premises at Lot 1 DP 75638, No. 46 Haydon Street, Murrurundi subject to the conditions of consent in Attachment 1 and that an order to cease trade be enforced until all fire safety provisions are in place. Moved: Cr L Watts Seconded: Cr R Campbell CARRIED

ATTACHMENT NO: 2 - DA 101/2017 - RECOMMENDED CONDITIONS OF CONSENT ITEM NO: SCR.08.3


DA 101/2017 - RECOMMENDED CONDITIONS OF CONSENT

Identification of approved plans:

1. The development being carried out in accordance with the development application, the drawings referenced below and Statement of Environmental Effects dated 11 August 2017 except where amended by the conditions of consent. JOB REFERENCE NO SHEET

NO REVISION

NO DRAWN BY DATE

Site plan and floor plan - - Unknown Not dated.

(Reason: To ensure that the form of the development undertaken is in accordance with

the determination of Council)

2. A copy of all stamped approved plans, specifications and documents (including the Construction Certificate if required for the work incorporating certification of conditions of approval) must be kept on site at all times so as to be readily available for perusal by any officer of Council or the Principal Certifying Authority. (Reason: To ensure that the form of the development undertaken is in accordance with

the determination of Council)

Operational conditions imposed under the environmental planning and assessment act and regulations and other relevant legislation:

3. All building work must be carried out in accordance with the provisions of the National

Construction Code Series. (Reason: Prescribed by legislation)

Conditions which must be complied with prior to the issue of any occupation certificate:

4. The building is not to be used or occupied until a final inspection has been carried out and an Occupation Certificate has been obtained from the Principal Certifying Authority (Reason: Prescribed - Statutory.)

5. Prior to the issue of any Occupation Certificate effecting the commencement of the new building use, all category 1 fire safety provisions as applicable to the buildings use, inclusive of fire safety measures listed on the fire safety schedule, are to be implemented, assessed by a competent fire safety practitioner, and a final fire safety certificate issued for the building. (Reason: Statutory requirement)

6. Prior to the issue of any Occupation Certificate effecting the commencement of the new

building use, all recommendations set out in the document titled “Building Assessment Report for Fire Separation and Essential Fire Requirements at 46 Haydon Street, Murrurundi”, prepared by Mark Faulkner and dated 19/12/2017, are to be implemented as detailed in the report, including but not limited to:

a) The installation of an intumescent coating to the ceiling so as to achieve a resistance to

the incipient spread of fire to the space above itself of not less than 60 minutes; b) The replacing of doors servicing the internal stairwell with self-closing fire rated doors

complying with the provisions of the Building Code of Australia, or conducting

ATTACHMENT NO: 2 - DA 101/2017 - RECOMMENDED CONDITIONS OF CONSENT ITEM NO: SCR.08.3


appropriate tests and modifications to the existing doors of the stair well to demonstrate compliance with the same;

c) The upgrading of service penetrations to comply with C3.15 of the Building Code of Australia;

d) The installation of portable fire extinguishers in accordance with E1.6 of the Building Code of Australia;

e) Installation of emergency lighting in accordance with E4.2 and E4.4 of the Building Code of Australia;

f) Installation of exit/directional signage in accordance with E4.5, E4.6 and E4.8 of the Building Code of Australia.

Certification shall be submitted from the installer/practitioner responsible for the implementation of each measure to the relevant standard required by the Building Code of Australia upon completion. (Reason: Statutory requirement)

Conditions that must be complied with at all times:

7. At all times the implementation and intensity of this development shall not adversely affect the

amenity of the neighbourhood by reason of excessive levels of illumination (internal or external), solar glare arising from the materials utilised in the construction process or fit-out, the emission of noises, noxious fumes, odours or waste.

(Reason: To ensure that the amenity of the surrounding locality is not adversely

affected by the nature of the approved activity)


Corporate Services


COMMITTEE/DELEGATES REPORTS

C.08.1 SCONE & UPPER HUNER REGIONAL SALEYARDS

RESPONSIBLE OFFICER: David Gatwood - Manager Business Services

AUTHOR: Joanne McLoughlin - Property & Business Coordinator

RECOMMENDATION That Council endorse the minutes of the Scone & Upper Hunter Regional Saleyards meeting held on 4 July 2019.

BACKGROUND The Committee provides recommendations to Council in relation to the management and performance of the Scone & Upper Hunter Regional Saleyards. REPORT/PROPOSAL The purpose of this report is to provide the committee with details relating to the operational management of the Saleyards, including WHS, current projects, financial and performance management. Weighbridge The Property & Business Coordinator advised that the quarterly weighbridge calibration was completed on 27 June 2019 and it was confirmed that the coal trains and construction works do not affect the weighbridge. Clearing Sale Mr Sheldrake advised that the fee for the Scone Associated Agents will be 10% of the gross sale plus advertising costs. Curfew Discussion was held around the new curfew time and it was agreed that the curfew will be 8pm not 7.30pm as reported in the previous minutes. Council will commence communicating the new time and the Vendor Details Reports will be updated to include a comment regarding the new time. Water Leaks The project team provided an update on the significant water leaks that are occurring in stages 1 and 2. It has been established that there are number of issues including the pipes not being laid properly and the fittings under the troughs not sealing properly and floats not shutting off. The drainage valves under the troughs are being kicked by cattle and opening. The project team advised that Thompson Longhorn is responsible for resolving the issues and are working on solutions.


Corporate Services


National Livestock Reporting Service - Meat Livestock Association Discussion was held on the value of retaining the services of the National Livestock Reporting Service. The Agents advised that this is a value add marketing service and it needs to be retained. Cattle Feeding The Committee confirmed the cattle feeding requirements that are to be implemented. Sale cattle will commence being fed at 7.30am on Wednesday morning. All other cattle will be fed daily. The agistment fee for transit cattle will be charged to the transport operator collecting the cattle. The agistment fee for sale cattle fed prior to the sale will be charged to the vendor. The agistment fee for sale cattle fed after the sale will be charged to the purchaser. Council will call for expressions of interest to be the feeding contractor at the site. The contract will include the requirement to provide fodder declarations and daily reports on cattle fed. Stage 5A Roof (Over Loading Ramps) The project team presented the proposed plans and cost estimates to extend the roof over the loading ramps. The design includes a concrete dish drain through the laneway in stage 6 which the Agents confirmed was not an issue. Cr Campbell moved the following motion That the Committee endorse the stage 5A roof extension with an associated budget of $179,000 including electrical works.

ATTACHMENTS

1 Scone & Upper Hunter Regional Saleyards - 4 July 2019 - Minutes


Corporate Services


RESOLVED That Council endorse the minutes of the Scone & Upper Hunter Regional Saleyards meeting held on 4 July 2019.

Moved: Cr L Watts Seconded: Cr L Driscoll CARRIED


ATTACHMENT NO: 1 - SCONE & UPPER HUNTER REGIONAL SALEYARDS - 4 JULY 2019 - MINUTES

ITEM NO: C.08.1


SCONE & UPPER

MINUTES OF THE SCONE & UPPER HUNTER REGIONAL SALEYARDS MEETING - THURSDAY 4 JULY 2019 - 3pm

PRESENT: Cr Collison; Mayor Bedggood; Cr Campbell; Mr Knight; Ms Bennett; Mr Sheldrake

IN ATTENDANCE: Mr Peel; Mr Gatwood (Manager Business Services); Mr Enevoldson (Director Corporate Services); Mr Fletcher (Manager Special Projects); Mr Barry; Mrs Carr; Mr Townsend; Mrs McLoughlin (Property & Business Coordinator); Mr McMahon

1. APOLOGIES

RECOMMENDATION

That the apologies received from Mr Sawyer be accepted. Moved: Mayor Bedggood Seconded Mr Knight Carried

2. DISCLOSURE OF INTEREST Nil 3. PREVIOUS MINUTES

RECOMMENDATION

That the minutes of the Scone & Upper Hunter Regional Saleyards Meeting held on 16 May 2019, as circulated, be taken as read and confirmed as a correct record. Moved: Mr Knight Seconded Mr Watts Carried 4. BUSINESS ARISING FROM PREVIOUS MINUTES Mr Sheldrake questioned if the proposed fees and charges were tabled at the previous meeting and advised that the vendors were not charged the updated fees for the first sale in July 2019. Mr Knight confirmed that the fees and charges were discussed and tabled. Mr Knight advised that he has spoken with some of the producers advising the fees would be increasing. 5. AGENDA ITEMS

SUHRS.07.1 Livestock Standstill Update

Ms Bennett provided a presentation on the Livestock Standstill and Council’s obligations if a standstill occurs. The following provides an overview of the requirements

The saleyards will need to be able to feed livestock for 72 hours


ITEM NO: C.08.1


The saleyards manager can make the announcement of the standstill Livestock trucks are not able to leave the saleyards during a standstill. If the trucks are loaded

they will need to upload all livestock The Agents will be required to assist with the standstill with respects to providing NVD’s and

information on ownership of stock and details of livestock movements. They will also be involved with the management of animals from an animal welfare perspective.

Individuals can leave the site, however it is preferable to try and keep all individuals on site until the disease clearance has been received or they have been decontaminated.

All vehicles are to remain at the facility until the clearance has been provided Council will need to have a plan in place for the management of flooring and waste disposal

post the standstill The Emergency Animal Disease Response Agreement covers when costs can be claimed

back from the Government. If the costs are not recoverable Council will be responsible for the costs. Council will need to develop a policy and management plan to pass the costs back to the livestock owners.

The saleyards and agents staff are a high risk group due to the handling of livestock. The group will need to be decontaminated prior to leaving. They will need to follow all procedures and directives issued by the Local Land Services.

SUHRS.07.2 Saleyards Business Update

PURPOSE The purpose of this report is to provide the committee with details relating to the operational management of the Saleyards, including WHS, current projects, financial and performance management. Weighbridge The Property & Business Coordinator advised that the quarterly weighbridge calibration was completed on 27 June 2019 and it was confirmed that the coal trains and construction works do not affect the weighbridge. Clearing Sale Mr Sheldrake advised that the fee for the Scone Associated Agents will be 10% of the gross sale plus advertising costs. Curfew Discussion was held around the new curfew time and it was agreed that the curfew will be 8pm not 7.30pm as reported in the previous minutes. Council will commence communicating the new time and the Vendor Details Reports will be updated to include a comment regarding the new time. Soft Floor Discussion was held regarding the soft floor material and how wet it is getting. The Agents were in agreeance to leave it until the water leaks are resolved. Mr Peel requested permission to try sand in a few yards to see if this provided a better outcome. The Committee agreed to the trial. Water Leaks The project team provided an update on the significant water leaks that are occurring in stages 1 and 2. It has been established that there are number of issues including the pipes not being laid properly and the fittings under the troughs not sealing properly and floats not shutting off. The drainage valves


ITEM NO: C.08.1


under the troughs are being kicked by cattle and opening. The project team advised that Thompson Longhorn is responsible for resolving the issues and are working on solutions. National Livestock Reporting Service - Meat Livestock Association Discussion was held on the value of retaining the services of the National Livestock Reporting Service. The Agents advised that this is a value add marketing service and it needs to be retained. Cattle Feeding The Committee confirmed the cattle feeding requirements that are to be implemented. Sale cattle will commence being fed at 7.30am on Wednesday morning. All other cattle will be fed daily. The agistment fee for transit cattle will be charged to the transport operator collecting the cattle. The agistment fee for sale cattle fed prior to the sale will be charged to the vendor. The agistment fee for sale cattle fed after the sale will be charged to the purchaser. Council will call for expressions of interest to be the feeding contractor at the site. The contract will include the requirement to provide fodder declarations and daily reports on cattle fed. Stage 5A Roof (Over Loading Ramps) The project team presented the proposed plans and cost estimates to extend the roof over the loading ramps. The design includes a concrete dish drain through the laneway in stage 6 which the Agents confirmed was not an issue. Cr Campbell moved the following motion That the Committee endorse the stage 5A roof extension with an associated budget of $179,000 including electrical works. Moved: Cr Campbell Seconded: Mr Knight Carried RECOMMENDATION

That the Committee receive the information and note the report. Moved: Cr Campbell Seconded: Cr Collison Carried

ACTION FOR COMMITTEE: Nil


ITEM NO: C.08.1


6. ACTION SHEET Attached a separate item. 7. CORRESPONDENCE Nil 8. GENERAL BUSINESS The Property & Business Coordinator asked the Agents if there is a need to retain the Scanning Contractor on Tuesdays. The Scanning Contractor fees have substantially increased with the implementation of Stockyard. The intent was to only have the contractor attending the sale on Tuesdays during the implementation period. Mrs Carr requested that the contractor be retained for Tuesdays until all Council staff have been trained on Stockyard. Mrs Carr requested that Stockyard attend a sale to assist with resolving some procedural issues with processing the sale. Once these issues are resolved the Agents agree that the scanning contractor will not be required on Tuesdays. 9. NEXT MEETING 24 October 2019 at 3pm The meeting was declared closed at 5.09 pm.


Corporate Services


C.08.2 UPPER HUNTER ECONOMIC DEVELOPMENT & TOURISM COMMITTEE


AUTHOR: David Gatwood - Manager Business Services

PURPOSE The purpose of preparing this report is provide Councillors with the topics of discussion at the Upper Hunter Economic Development & Tourism Committee held on Thursday 20 June 2019.


1. endorse the minutes of the Economic Development & Tourism Committee meeting held on 20 June 2019.

2. investigate sourcing suitable locations for RV parks in Scone until the bypass has been completed.

3. note that a further report will come back to Council.

BACKGROUND The Economic Development and Tourism Committee considers matters relating to economic development and tourism across the shire.

The committee also receives the minutes of the Merriwa Tourism and Promotion Committee and considers the recommendations within. REPORT/PROPOSAL There were a number of standing items on the agenda for discussion which included an update on SpendMapp, the works being carried out at 133 Kelly Street, Sister City progress, RV Parking and updates across the various Town Revitalisation meetings. As a follow up to the presentation on RV Parks from the previous meeting, Cr Collison provided documentation from Gwydir Shire Council displaying impressive camping numbers for a relatively small town. Copies of the new Upper Hunter Country Tourism (UHCT) visitor guide were made available. The revamped UHCT website was also recently launched and compliments the look and feel of the guide. Mr Signor from NPWS presented slides on the upcoming 50th anniversary of the Barrington Tops National Park and coinciding with the 25th anniversary of the Gondwana Rain Forests which are World Heritage listed. Mr Signor advised a celebration event is planned for November 2nd and members of the committee will be invited. Cr Campbell enquired on opportunities for generating outside interest into our towns. Trade Expos have previously been attended by the Manager Business Services and will be looked into.


Corporate Services


D Krynauw & B Edwards provided an update on Reflections Holiday Park’s plans for upgrading Glenbawn Dam. There was discussion around funding to be provided by RMS for the revitalization of Kelly Street and completion of the sealing of Willow Tree Road to Merriwa. Manager Business Services advised Melbourne Cup visiting Aberdeen and Scone coinciding with the Horses Birthday on Thursday 1st August. A number of community events were being planned to celebrate. Start House Incubator Program will launch later in the year for budding entrepreneurs. OPTIONS 1. To adopt the recommendations 2. To amend and adopt the recommendations 3. To reject the recommendations CONSULTATION

Manager Business Services Director Corporate Services

STRATEGIC LINKS a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows: ECONOMY & INFRASTRUCTURE Goal 5 A sustainable and prosperous economy CS18 Encourage a diverse economy whilst promoting and preserving our agriculture

and equine industries CS23 Facilitate and support increased and innovative tourism and marketing

opportunities. We are working to achieve the following Community Priorities:


Corporate Services


b. Delivery Program

Encouragement for the sustainable economic development in the Upper Hunter Shire

Relationships with key stakeholders to enhance economic development activities with the Shire.

An Upper Hunter Shire Economic Development & Tourism Plan that is consistent with Council’s Community Strategic Plan

Other Plans Upper Hunter Shire Economic Development & Tourism Plan IMPLICATIONS a. Policy and Procedural Implications N/A b. Financial Implications Nil c. Legislative Implications Nil d. Risk Implications Nil e. Other Implications Nil


Corporate Services


CONCLUSION The Committee provides recommendations to Council relating to economic development and tourism across the Shire.

ATTACHMENTS

1 Upper Hunter Economic Development & Tourism Committee - 20 June 2019 - Minutes


1. endorse the minutes of the Economic Development & Tourism Committee meeting held on 20 June 2019.

2. investigate sourcing suitable locations for RV parks within the Upper Hunter Shire and report back to Council.

Moved: Cr L Watts Seconded: Cr J Burns CARRIED


ATTACHMENT NO: 1 - UPPER HUNTER ECONOMIC DEVELOPMENT & TOURISM COMMITTEE - 20 JUNE 2019 - MINUTES

ITEM NO: C.08.2


MINUTES OF THE UPPER HUNTER ECONOMIC DEVELOPMENT & TOURISM COMMITTEE MEETING HELD ON THURSDAY 20 JUNE 2019 IN THE BARRY ROSE ROOM COMMENCING AT 10.00am

PRESENT: Cr W Bedggood (Chair), Cr R Campbell, Cr K Fisher, K Fenley, P Hale, J Christopher, C Watt,

IN ATTENDANCE: Cr M Collison, D Gatwood (Manager Business Services), E Stapleton (Tourism & Events Coordinator), A Signor, D Krynauw, B Edwards, R Endersby (Administration Officer)

1. APOLOGIES

RECOMMENDATION

That the apologies received from S Tilse be accepted. Moved: Cr K Fisher Seconded: Cr R Campbell CARRIED

2. DISCLOSURE OF INTEREST NIL 3. PREVIOUS MINUTES

RECOMMENDATION

That the minutes of the Upper Hunter Economic Development & Tourism Committee Meeting held on 7 March 2019, as circulated, be taken as read and confirmed as a correct record. Moved: K Fenley Seconded: Cr K Fisher CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES NIL 5. AGENDA ITEMS 5.1 SpendMapp

Cr Bedggood advised that Joint Organisation of Council (JOC) has a new chair person, who did not know about SpendMapp. Item will possibly be revisited at the next JOC meeting or Manager Business Services may have to follow up.

5.2 133 Kelly Street

Waiting on quote for demolition – Manager Special Projects chasing up with contractor and will advise once received. Cr Bedggood asked that Manager Special Projects be advised to look at alternate contractor as this has been dragging on for far too long. 5.3 Sister City


ITEM NO: C.08.2


This is a standing agenda item and there has been no movement at this stage. WB requested that the program be looked in to and for Mr Gatwood to possibly attend any future conferences/meeting that may be on offer. 5.4 RV Parking

Current RV locations have no consent for parking of RV’s/camping grounds. Aberdeen is the only land currently suitable, but would need consent to continue. Scone’s location is on Crown Land which is not categorised for camping, Merriwa’s is in the middle of the Solley’s Lane parking lot behind the main street shops and Murrurundi’s location is within the Wilson Memorial Oval. RESOLVED

Moved: Cr R Campbell Seconded: K Fenley CARRIED

That an investigation into towns and villages be carried out, sourcing suitable locations for the RV parks. Also, find possible temporary location for Scone’s park until the bypass has been completed. Other possible locations for camping were discussed – Merriwa Showground or common land nearby, Aberdeen – land between river and nursery (lease from owner?) Cr Collison provided the meeting with documentation from Gwydir Shire Council showing camping numbers. Over the long weekend the small town (usual population 1400) showed 20+ vans free camping on Crown Land, with water and facilities (paid) about 1klm away. There were a further 20+ vans in the Council caravan park and the same on the river. Within the group travelling with MC approximately $2000 was spent within the town. The quiet, river side location was the obvious attraction, and some easily accessible day trips.

5.5 Marketing Action Plan for Upper Hunter Country

This was a joint venture with Muswellbrook Shire Council. The new book/website has a fresh feel and feedback has been positive. The book is designed to be relevant for up to 18 months, with readers pointed towards the website to find further information such as exact dates for events.

The book is sent to every VIC in the state, as well as other various locations.

5.6 50th Anniversary of Barrington Top National Park

Presentation by Anthony Signor – this year is the 50th Anniversary of NPWS operating and coincides with the 25th Anniversary of the Gondwana Rain Forests being World Heritage Listed. NPSW are planning events towards the end of the year to celebrate these achievements. There will be an extensive social media campaign highlighting the events. The main event will be held on November 2nd, with Council and other dignitaries invited. NPWS are hoping to have locals cater the event and provide any other needs for the day, to keep supporting the community. There will also be talks and walks being held at various times. Council will be asked to provide some form of ‘in kind’ support of the NPWS and the events to be held. Also discussed, the guide signs from the highway. Showing distance to Barrington Tops via Scone or Gloucester etc and maybe other attractions along the route. NPWS now has its own CEO who is keen to promote the area and has allocated funds towards upgrades of the parks road and fire trail network, and also improving disability access.


ITEM NO: C.08.2


6. ACTION SHEET

Attached as separate item. 7. CORRESPONDENCE 8. GENERAL BUSINESS

RC asked about Council generating outside interest in investing in towns. Cr Bedggood advised Cr Collison to come back to the committee with specifics on what types of businesses are required and what can be offered to them – in the way of locations and existing infrastructure. Cr Collison asked about Expo style events that the previous Business Manager had attended. Glenbawn Dam – Reflections Holiday Park plans This group manages the park on Crown and park land. It is one of the best performing inland parks. The park is looking and feeling it’s age and the team have big plans to revamp the park.

- Upgrade accommodation/camp areas (more powered sites nearer the water) - Extend kiosk and include entertainment – extend hours and supplies - Include a restaurant and children’s playground in adjacent area - Install two wheel chair accessible fish cleaning tables at ramp - Install pontoon for those fishing without a boat - Move park entrance to other side of dam - Create mountain bike/hiking tracks - Preserve museum pieces and showcase in kiosk/restaurant - Improve signage within park - Stagger flat areas for those camping with vans and RV’s

A lot of work was carried out prior to Easter to improve and clean up the general area and positive feedback was received from the visitors. The question was asked if the lookout was going to be included in the redevelopment plans. It will be possibly included in walking trail through to Cemetery Point.

Main Street Revitalisation $7 million allocated from RMS for revitalisation of main street – have yet to be told exactly how and where this will be utilised. This money is specifically for Scone and none of the money has been allocated to any other town. Council is still asking for further funds for the other towns. Willow Tree Road Can be advertised as complete and is now allows easy access to Merriwa – it is also van/RV friendly. Tourist Route Flyers Would this be considered as a joint venture with neighbouring Council’s? 1st August Horses Birthday – and Melbourne Cup is visiting Aberdeen and Scone. DG asked for any ideas on when or how to present/showcase the visit.

- Photo shoot with previous winner – will need to take the cup to the stud Start House


ITEM NO: C.08.2


This week Business Services are hosting Jelinda Millgate from the Business Centre to unofficially launch the Start House Incubator Program. This is a program that works with entrepreneurs to develop ideas into a business opportunity.

9. NEXT MEETING Date to be confirmed for late September

The meeting was declared closed at 12.05pm.




C.08.3 WHITE PARK MANAGEMENT & DEVELOPMENT COMMITTEE



PURPOSE The purpose of this report is to provide the minutes and recommendation from the White Park Management and Development Committee.


1. note the records of proceeding of the White Park Management & Development Committee Meeting held on 15 May 2019, as circulated, be taken as read and confirmed as a correct record.

2. note the minutes of the White Park Management & Development Committee meeting held on 10 July 2019.

BACKGROUND The White Park Management & Development Committee is a S355 Committee of Council. The Committee comprises representatives of the various users of the White Park facility.

The aim of the Committee is to make recommendations to Council on the management and future development of White Park. REPORT/PROPOSAL At the 10 July 2019 meeting the following key items were discussed.

1. Update on Canteen and Bar Director Infrastructure Services advised the Committee that the construction is taking longer than expected and completion will be around mid August 2019. There is an extended 6m slab off the footpath which was able to be constructed due to grant funding from another project not going ahead and funding reallocated. The canteen and bar will have the same amount of power as the previous canteen.

2. Concept plans for Campdraft Arena The Committee discussed the shape of the campdraft arena. They suggested it should be D shaped, with rounded edges and the size of up to 90m x 90m, this will be further investigated. The Committee decided to reduce the size of the holding yards to 30m x 20m. The yards will have a gate on either side to allow access between the two arenas. They also discussed that the yards should have a laneway loop connected to the campdraft arena. Director Infrastructure Services advised that they still need ambulance access on the eastern side of the undercover arena which would be located near the rainwater tank. The Committee agreed that the surface of the campdraft arena




would be Goulburn River sand and the depth would be 25mm to 50mm subject to funding.

3. Proposed Vet Room The location of the proposed vet room was decided by the Committee to be next to horse box number one, as this will become a nursing box for future events. Council will consult with HTBA and Scone Vets to get input on design options. The Railway Line was raised as a concern by the Committee as the vibration from the trains can cause destress to the horses. Council will consult with ARTC about extending the sound wall as an option to rectify this concern. The proposed vet room is currently not funded and Council will investigate funding options and advise the Committee. Director Infrastructure Services will also provide to the next meeting a plan of scope of works for the proposed vet room.

4. White Park Website Director Infrastructure Services advised the Committee that the White Park website is now live. Staff are still developing the events calendar and the Committee will be advised when this is ready. Council is still tweaking some of the website and getting feedback from the Committee on a better logo design that meets the Scone branding. Director Infrastructure Services advised the Committee that Council can help with promoting their events by; putting their promotional poster up at the Tourist and Information Centre as well as the Council buildings. Director Infrastructure Services suggested that if they tag Council on social media for their promotional items, Council will share that to their social media page. Council will also link their social media page to the events calendar.

OPTIONS

1. Accept the report 2. Amend the report 3. Decline the report CONSULTATION

White Park Management and Development Committee Works Delivery Staff

STRATEGIC LINKS

a. Community Strategic Plan 2027

This report links to the Community Strategic Plan 2027 as follows:

ECONOMY AND INFRASTRUCTURE Goal 6 Increase, enhance and maintain civil infrastructure, Community assets and

open spaces to meet the needs of current and future generations. CS24 Provide for replacement, improvement and additional Community and

open space infrastructure through investment, best practice and risk management.

CS25 Provide inviting public spaces that are clean, green, properly maintained, well designed, encourage active participation, family friendly and accessible to all.





b. Delivery Program

The report addresses the following objectives up to June 2019 as described in the 2018/19 DPOP:

Parks, Gardens and Sporting Fields By providing quality open spaces, parks sporting grounds and reserves that are suitable and accessible for the community.

Parks & Gardens A parks and open space maintenance program across Council. Upgrade or replace parks and playground equipment. c. Other Plans

Asset Management Plans. IMPLICATIONS

a. Policy and Procedural Implications

Nil

b. Financial Implications

The priorities proposed are currently unfunded and these projects will need to be developed, costed and funding sourced.

c. Legislative Implications

Nil

d. Risk Implications

Nil

e. Other Implications

Nil CONCLUSION

The White Park Management and Development committee is critical in the management and development of White Park.

ATTACHMENTS

1 White Park Management & Development Committee Minutes - 10 July 2019 - Minutes for Council Report - 21/08/2019





1. note the records of proceeding of the White Park Management & Development Committee Meeting held on 15 May 2019, as circulated, be taken as read and confirmed as a correct record.

2. note the minutes of the White Park Management & Development Committee meeting held on 10 July 2019.

Moved: Cr K Fisher Seconded: Cr L Driscoll CARRIED


ATTACHMENT NO: 1 - WHITE PARK MANAGEMENT & DEVELOPMENT COMMITTEE MINUTES - 10 JULY 2019 - MINUTES FOR COUNCIL REPORT - 21/08/2019

ITEM NO: C.08.3


MINUTES OF THE WHITE PARK MANAGEMENT & DEVELOPMENT COMMITTEE MEETING - WEDNESDAY 10 JULY 2019 - 5.00pm

PRESENT:

Cr Kiwa Fisher Chair UHSC Julee Gilmore UHDA / Scone Pony Club/ UHBB Susan Bettington Scone Show jumping Club Jade Smith Scone Rodeo Jenny Moschner Scone Pony Club, UHDA Darryn Wicks UHTP Christine Brooker Hunter Branch ASHS Nicholas Havyatt Director Infrastructure Services, UHSC Andrew Griffith Manager Works Delivery, UHSC Meg Thew Infrastructure Support Officer, UHSC Lilly Titter Administration Trainee, UHSC (minute taker)

1. APOLOGIES RECOMMENDATION That the apologies received from Cr Lee Watts, Mayor Wayne Bedggood, Tracey Foster, David Gatwood (Manager Business Services), Lynda MacCallum, David O’Meara, Neville Rathbone, Robyn Boyle, and Eileen Stapleton (Tourism & Events Coordinator) be accepted. Moved: S Bettington Seconded: J Smith CARRIED 2. DISCLOSURE OF INTEREST Nil 3. PREVIOUS MINUTES RECOMMENDATION That the records of proceeding of the White Park Management & Development Committee Meeting held on 15 May 2019, as circulated, be taken as read and confirmed as a correct record. Moved: C Brooker Seconded: J Moschner CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES The Committee discussed the undercover arena surface. All user groups agreed that the sand is still too deep and the Director Infrastructure Services suggested to remove a further 40mm, to which the Committee agreed on. Director Infrastructure Services will also confirm with Hunter Valley Cutting that this is a good depth to remove and when they require a thick surface. Council will work with them to add the sand to the arena. Julee Gilmore also identified that there are still issues with the sprinklers. Director Infrastructure Services explained that the sprinklers are set in zones and agrees that they still need adjusting and a procedure will need to be written. Jade Smith asked about the lighting zones and if they can be changed and Director Infrastructure Services explained that there is 6 zones running along the arena. 5. AGENDA ITEMS 5.1 Update on Canteen and Bar Director Infrastructure Services advised the Committee that the construction is taking longer than expected and completion will be around mid August 2019. There is an extended 6m slab off the footpath which was able to be constructed due to grant funding from another project not going ahead and funding reallocated. The canteen and bar will have the same amount of power as the previous canteen. 5.2 Concept Plans for Campdraft Arena


ITEM NO: C.08.3


The Committee discussed the shape of the campdraft arena. They suggested it should be D shaped, with rounded edges and the size of up to 90m x 90m, this will be further investigated. The Committee decided to reduce the size of the holding yards to 30m x 20m. The yards will have a gate on either side to allow access between the two arenas. They also discussed that the yards should have a laneway loop connected to the campdraft arena. Director Infrastructure Services advised that they still need ambulance access on the eastern side of the undercover arena which would be located near the rainwater tank. The Committee agreed that the surface of the campdraft arena would be Goulburn River sand and the depth would be 25mm to 50mm subject to funding. 5.3 Proposed Vet Room The location of the proposed vet room was decided by the Committee to be next to horse box number one, as this will become a nursing box for future events. Council will consult with HTBA and Scone Vets to get input on design options. The Railway Line was raised as a concern by the Committee as the vibration from the trains can cause destress to the horses. Council will consult with ARTC about extending the sound wall as an option to rectify this concern. The proposed vet room is currently not funded and Council will investigate funding options and advise the Committee. Director Infrastructure Services will also provide to the next meeting a plan of scope of works for the proposed vet room. 5.4 White Park Website Director Infrastructure Services advised the Committee that the White Park website is now live. Staff are still developing the events calendar and the Committee will be advised when this is ready. Council is still tweaking some of the website and getting feedback from the Committee on a better logo design that meets the Scone branding. Director Infrastructure Services advised the Committee that Council can help with promoting their events by; putting their promotional poster up at the Tourist and Information Centre as well as the Council buildings. Director Infrastructure Services suggested that if they tag Council on social media for their promotional items, Council will share that to their social media page. Council will also link their social media page to the events calendar. 6. ACTION SHEET

Refer to Separate Attachment. 7. CORRESPONDENCE Nil 8. GENERAL BUSINESS Susan Bettington advised the Committee that they had two people outside of their association riding on the western side and were not wearing helmets. They were concerned if these people fell off their horses who did not have the appropriate safety gear on, would it fall back on them and their insurance and if not how to rectify this? Manager Works Delivery explained that you can ask the people to move along and if there were an injury this would not fall back on the event organiser and would be a Council matter. To manage the risk Council will investigate signage to be erected to notify the public the ground is closed during event booking times. Jade Smith notified the Committee that there is an issue with a rodeo gate swinging to wide and hitting the fence panelling. This is a major safety concern as serious injury could occur. There was an incident where a child was knocked off the fence due to the gate hitting it. He suggested this problem by keeping the chutes forward in the arena. Director Infrastructure Services advised that keeping the chutes forward is not ideal for a lot of other user groups and that staff will investigate the safety concern, complete a risk assessment and look at alternative options to come up with a solution that will benefit all users. Darryn Wicks informed the Committee that there are competitors who are plugging into power boxes and lying cables over the road which is not safe to do so. Director Infrastructure Services advised that we do not advertise for powered sites and that they should not be doing this unless they have written approval from Council, for example, if power was a requirement for medical purposes. The Committee discussed and agreed that Council are to lock all power boxes at White Park so that they can not be accessed without permission.


ITEM NO: C.08.3


9. NEXT MEETING Wednesday 21 August 2019 at 4:30pm at White Park. The meeting was declared closed at 6:50pm.




GENERAL ADMINISTRATION REPORTS

G.08.1 ARTS UPPER HUNTER


AUTHOR: Kerri Cone - Manager Community Services

PURPOSE The purpose of this report is to provide information about the activities of Arts Upper Hunter.

RECOMMENDATION That Council note the minutes of the Arts Upper Hunter board meeting held on 7 March 2019.

BACKGROUND Council contributes financially, along with other councils in the region, to support Arts Upper Hunter. Member councils are Singleton, Muswellbrook, Dungog and Upper Hunter. Council is represented on the board by Cr Sue Abbott. The local community representative is currently Pam Saunderson-McLeay who concluded her term on the board in June 2019. Meetings are held approximately quarterly. REPORT/PROPOSAL Various matters were discussed at the Committee meeting including a review of human resources policy and procedures, proposal to trial Skype meetings, methods of staff recruitment if needed and initiatives of Dungog Shire Council regarding an art and culture advisory group. Mr Mark Reedman, Regional Arts Development Officer, provided information about the upcoming regional tour of a family show “You’ll never guess where I hid the Cheese” (visiting Scone on 27/9/19), workshops for artists, and a regional dance craze project for youth. Further details of the meeting and activities can be obtained from Cr Sue Abbott or Mark Reedman. The next meeting is to be held on 6 June 2019 at Muswellbrook Library. OPTIONS 1. To note the minutes. 2. To seek further information. CONSULTATION




Arts Upper Hunter provides the minutes

STRATEGIC LINKS a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows: COMMUNITY LIFE Goal 1 A supported Community. G1 CS3 Advocate for, support and provide services and facilities for young people,

children, families and people with a disability. G1 CS4 Facilitate partnerships which create and support a safe, inclusive and

caring Community. Goal 2 Promote wellbeing and a connected, healthy and happy Community. CS7 Provide and support a broad range of sport, recreation, health and

wellness programs to target age specific needs of residents including younger children, older children, adolescents, families, seniors and people with a disability.

CS8 Provide information and opportunities for everyone, especially those that are disadvantaged to participate fully in our Community life.

CS9 Value our heritage and cultural diversity, celebrating together and fostering creativity.

LEADERSHIP Goal 9 Advocate for the Community. CS41 To participate and encourage regional coordination and planning between

Councils and other organisations. We are working to achieve the following Community Priorities:

b. Delivery Program




Representation in local and regional networks and interagencies to encourage collaboration.

Advocate on community issues and related social justice issues affecting local and regional communities.

Community social and physical infrastructure to support community activities. Facilitate cultural partnerships with the community. Work with target groups in the community to initiate culturally appropriate activities. Facilitation and management of community cultural events and activities. Partnership to develop a sub-regional Cultural Plan and implement Upper Hunter

Shire Cultural Plan. c. Other Plans Upper Hunter Shire Cultural Plan IMPLICATIONS a. Policy and Procedural Implications Nil b. Financial Implications Council’s contribution for 2019-20 is $10,221.26 including GST. c. Legislative Implications Nil d. Risk Implications Nil e. Other Implications Nil CONCLUSION It is recommended that council notes the report and minutes from Arts Upper Hunter.

ATTACHMENTS

1 Arts Upper Hunter - Ratified minutes of the AUH board meeting March 2019




RECOMMENDATION That Council

1. note the minutes of the Arts Upper Hunter board meeting held on 7 March 2019. 2. delegate to the General Manager to nominate a replacement for Cr Abbott on the

board of Arts Upper Hunter.

Moved: Cr L Watts Seconded: Cr J Burns CARRIED


ATTACHMENT NO: 1 - ARTS UPPER HUNTER - RATIFIED MINUTES OF THE AUH BOARD MEETING MARCH 2019

ITEM NO: G.08.1





G.08.2 AUSTRALIA DAY CELEBRATIONS


AUTHOR: Kerri Cone - Manager Community Services

PURPOSE To consider the outcome of consultation with the Australia Day Committees regarding the proposed amalgamation of the Australia Day awards ceremonies, award categories and committees.


1. note the minutes of the Australia Day Committee – Merriwa District meeting held on 8 August 2019.

2. note the minutes of the Murrurundi Australia Day Working Party meeting held on 7 August 2019.

3. amalgamate the Upper Hunter Shire Australia Day Awards district ceremonies into one

formal ceremony to be rotated annually between the four major towns, in the following sequence commencing in 2020: Murrurundi, Merriwa, Aberdeen and Scone.

4. continue its ongoing support of local district social events and activities on Australia Day.

5. reduce the number of Upper Hunter Shire Australia Day Awards to the following: - Citizen of the Year - Young Citizen of the Year - Community Group of the Year - Overcoming challenges Award (or similar name to recognise overcoming

disabilities, personal challenges or community challenges such as drought) - Environmental Sustainability Award (to advance Council’s focus on sustainability) - Four (4) local achiever awards (1 per district/postcode of the Shire) - Four (4) young local achiever awards (1 per district/postcode of the Shire) - Four (4) local community group awards (1 per district/postcode of the Shire)

6. consider a further report regarding the amalgamation of the Australia Day committees into one committee.

BACKGROUND The Australia Day Committee (Scone and Aberdeen) recommended that Council amalgamate the Upper Hunter Shire Australia Day Awards district ceremonies into one formal ceremony to be rotated annually between the four major towns, with ongoing Council support of local district social events and activities.




The primary aim was to achieve a whole shire event that is inclusive and uniting of all residents, rather than perpetuate the separation of the shire into the previous shire boundaries. Secondary reasons included:

Declining numbers of nominations over the past three years, with a number of awards receiving nil or one nomination, reducing the meaningful recognition value of the awards.

Different awards for some areas of the Shire Low community support of the ceremony in one area Costs of replicating Australia Day expenses in four areas eg catering, awards, staff

involvement and Ambassadors that could be used in alternate ways Council, at its meeting held on 29 July 2019, considered a report in relation to the proposed change and resolved the following: That Council: Consult with Merriwa and Murrurundi District Australia Day Committees in regard to amalgamating the Upper Hunter Shire Australia Day Awards district ceremonies into one formal ceremony to be rotated annually between the four major towns, with ongoing Council support of local district social events and activities. A further report is to be submitted to the August 2019 Council meeting following consultation. REPORT/PROPOSAL Following the July Council meeting, a report was circulated to the Merriwa and Murrurundi District Australia Day Committees with the following recommendations: That Council:

1. amalgamate the Upper Hunter Shire Australia Day Awards district ceremonies into one formal ceremony to be rotated annually between the four major towns, with ongoing Council support of local district social events and activities.

2. reduce the number of awards as presented in this report.

3. combine the Australia Day Committees into one committee consisting of representatives from each of the existing Australia Day committee districts.

Award Ceremony and Award Categories As discussed in the report circulated to the committees, there are a number of arguments to support the recommendation of the Scone/Aberdeen Committee to hold one annual Australia Day award ceremony for the Upper Hunter Shire:

1. Inclusive Shire Ceremony The current system of separate ceremonies perpetuates the separation of the shire into the previous shire council boundaries rather than uniting us as one inclusive Shire. Councillors need to separate themselves to different areas to support four different




ceremonies. As the Mayor needs to officiate Naturalisation Ceremonies, these can usually only be held at one venue on the day with new citizens having to travel to one site, and other community members missing out on welcoming new citizens to the shire.

2. Nominations for Awards All four areas have had difficulties in gaining nominations for the Awards over past years, with the nomination times having to be extended to allow time for staff and Committees to seek further candidates. In the last two years, a number of awards had only one nominee or no nominees reducing the meaningful recognition value of the award. In addition, as nominations remain current for two (2) years, past nominations have often been included to boost numbers, depending on the current years cohort. Merriwa area runs additional awards for Sustainability in Business, and Environmental achievement further differentiating that area. In 2019, Council provided 29 awards (including extra awards) for 47 new nominations plus 11 nominations carried over. Eight awards had one nomination only. The general trend over the past three (3) years has been declining numbers of nominations. To address this issue it is proposed to reduce the number of main awards for the Shire to the following: Citizen of the Year Young Citizen of the Year Community Group of the Year Overcoming challenges Award (or similar name to recognise overcoming

disabilities, personal challenges or community challenges such as drought) Environmental Sustainability Award (to advance Council’s focus on sustainability) In addition, there would be three local awards from at least the four main areas of the shire or postcode area: An adult award A young person award Community Group award These awards could be known as ‘Local Achiever Awards”, or “Local Champion Awards” or “Local Hero Awards”. In total, there would be approximately 17 awards for the Upper Hunter Shire.

3. Attendance at Ceremonies Scone, Merriwa and Murrurundi usually have a good attendance of local citizens to Award Ceremonies, however Aberdeen support at the Lunch and Ceremony has significantly reduced over the last two years, consisting mainly of Nominees and their families. Some nominees were absent for the award ceremony at Aberdeen this year.




4. Costs Council has a budget of approximately $25,000 for the Australia Day Celebrations each year which covers the following costs:

Catering for four events is approximately $7000 which could be reduced by half to two thirds for one ceremony and refreshments.

Advertising for nominations and the events costs approximately $5200; Contractors and Entertainment (eg jumping Castles, hire of seating and tables,

DJs etc)is approximately $1900; Materials including trophies, frames, medallions, decorations is approximately

$4,000 (Trophies averaged $67 each in 2019.) A cost saving of approximately half could be expected with reduced trophies, certificates and decorations.

There are significant costs not included in the budget of staff time in running four ceremonies, estimated at $10,500. A single ceremony is likely to halve this time cost, and enable staff to work on other community development projects. Other costs not included in the budget consist of photocopying four programs, Certificate printing and fuel. Ambassador costs vary each year, but are in triplicate for accommodation, meals, gifts and transport when needed. A reduction in ceremonies would result in some savings that could support other Australia Day community run activities, for example through small grants offered to community groups.

5. Ambassadors The Australia Day Council has been providing three separate Ambassadors for our shire. (normally there is one per council). Council needs to provide accommodation for each Ambassador (and often their family), as well as meals, a thank you gift, and sometimes a pick up and transport service from an airport. In at least one area this year, staff from the community services section needed to escort and dine the ambassador as Councillors were busy with other commitments. Costs do vary, but there is an estimated cost saving of $300 - $500 if one Ambassador only is utilized. One ambassador attending one Shire ceremony would elevate the importance of the ambassador and enable Councillors to be more involved in hosting this guest to our shire.

6. Committee Support The four staff of the Community Services team are heavily involved in both providing administrative support to the three Australia Day Committees, and with organising the four ceremonies and some activities afterwards. There is substantial hidden costs in many hours of work involved in having four different ceremonies and three Committees (see above).

The proposal from the Australia Day Committee (Scone and Aberdeen) acknowledges there needs to be further discussion around the finer details of awards and venues, however recommends to Council to set the direction of uniting the shire with one ceremony.




Individual town communities could continue to organize other Australia Day events to celebrate our national day eg BBQs, pool parties, street parties Potential risks and issue could include:

Finding suitable sized venues to host the Award ceremony in 4 towns Reduced numbers attending the ceremony when it is not in their town Further reductions in nominations because of wider shire competition Australia Day Committee members wishing to retain separate ceremonies

Amalgamation of Committees In addition to the proposed amalgamation of the awards ceremonies, it is recommended that Council consider combining the three Australia Day Committees into one committee consisting of representatives from each of the existing Australia Day committee districts. The aims of amalgamating the committees are to:

unite the shire in overseeing the ceremony and awards increase overall objectivity, and focus on skills needed to run the ceremony and

judging reduce staff time and costs in supporting three different committees

Under the current arrangements, there is a high level of staff involvement replicated for each area and a lack of consistency in methods of judging awards. Furthermore, it is considered that having three separate committees reinforces segregation of the Upper Hunter Shire while a number of smaller towns/areas are not well represented in the ceremony or activities eg Gundy, Moonan Flat, Timor, Cassilis and Bunnan. Under the proposed combined committee model, committee members would be sought through expression of interest, or approached by council delegates where particular skills/knowledge are identified (eg local knowledge of shire, impartiality, organizational skills, public speaking skills, marketing skills). There would be an equal number of members from each of the current Australia Day districts and the committee’s task would be focused on ceremony arrangements, nominations and judging only. Timeframes for planning Australia Day 2020 are short and because of this it is recommended that the existing Australia Day Committees remain in place to oversee the planning and provision of Australia Day activities for 2020. A further report regarding possible amalgamation of the committees (including a draft Charter for a combined committee) can be provided to Council at a later date. Committee Responses The minutes of each committee meeting are provided in Attachments 1 and 2 of this report. The comments and recommendations from each committee in relation to the recommended changes are summarised as follows:

1. Australia Day Committee – Merriwa District

The Committee felt that more time was needed for community consultation before any




decisions were made. Cassilis was being “largely ignored”. The proposal was largely Scone-centric and not many residents (especially older

people) would travel to a single event in another town. Merriwa and Cassilis celebration events had been successful over many years and

there was no reason to change. There would be minimal savings to Council. Community identities are important and should be acknowledged by retaining three

separate events. No specific comments were made in relation to changes to the award categories other

than that arrangements should stay as they are. No specific comments were made in relation to amalgamating the committees other

than that arrangements should stay as they are. The Committee strongly opposes the proposal and recommends that the Australia Day

arrangements should remain as they are. More community consultation must be undertaken before any final decisions are made. For fair and equitable judging of nominations, a numerical secret ballot voting system

could be used.

2. Australia Day Working Party – Murrurundi District

More time needs to be taken to consider community views. There is a need for more information about who will determine award recipients If awards are amalgamated how will we still have local celebrations as most people

attend the awards. Council leave the awards as they are at the moment. If there are changes, for the years when the awards are not held in Murrurundi, a

dinner with the Ambassador can be held in Murrurundi on the evening before Australia Day where Local Achiever, Young Achiever and Community Group for Murrurundi are announced,

whatever Council decides about awards, that Council still continue to support the Murrurundi Australia Day Working Party.

The Scone and Aberdeen Committee supports the need for changes and improvements to be made to the Australia Day Ceremony and Awards. There are a number of arguments provided to support the importance of change, particularly in bringing our shire together to celebrate our national day. This would not prevent a wide range of other activities organised by local groups for their area, and the possibility of some financial support resulting from cost savings due to the proposed changes. There is opposition to any changes from Merriwa and Murrurundi Committees and a request that further community consultation be undertaken before any decisions are made. OPTIONS 1. Adopt the recommendation. 2. Adopt part of the recommendation. 3. Not adopt the recommendation. CONSULTATION




Australia Day Committee - Merriwa District Australia Day Working Party - Murrurundi District Australia Day Committee (Scone and Aberdeen)

STRATEGIC LINKS a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows: GOAL 2: Promote wellbeing and a connected, healthy and happy Community. G2 CS7 Provide and support a broad range of sport, recreation, health and wellness

programs to target age specific needs of residents including younger children, older children, adolescents, families, seniors and people with a disability.

G2 CS8 Provide information and opportunities for everyone, especially those that are disadvantaged to participate fully in our Community life.

G2 CS9 Value our heritage and cultural diversity, celebrating together and fostering creativity.

GOAL 8: Provide Community Leadership. G8 CS32 Promote and celebrate the achievements of Council and the local Community. We are working to achieve the following Community Priorities:

b. Delivery Program

Facilitation and management community cultural events and activities.

c. Other Plans Nil IMPLICATIONS




a. Policy and Procedural Implications This report proposes a change in procedures for the Australia Day celebrations in the Shire b. Financial Implications There will be some financial savings (approximately $10,000) in reducing the number of Australia Day ceremonies, awards and committees. All or some of these savings could be redirected to supporting community run activities on Australia Day. Financial savings are a secondary consideration to the main focus of uniting the Shire to celebrate Australia Day as one. c. Legislative Implications N/A d. Risk Implications There is a risk that the proposal will not be favourably received by sections of the Shire, reducing support for the celebration. e. Other Implications A consultative approach with the Australia Day Committees in the Shire could yield other positive suggestions. CONCLUSION The Merriwa District Committee is strongly opposed to any changes and the Murrurundi Committee also indicated it would prefer the current arrangements for Australia Day to continue. Both Committees indicated that further community consultation should be undertaken before a decision to change the current arrangements is made. There are a number of strong arguments why changes should be made, and while the Merriwa and Murrurundi Committees believe the current arrangements continue to be viable, the Scone/Aberdeen District Committee believes that changes would enhance the unity of our Shire in one celebration and award ceremony. This would not prevent local groups from developing a range of activities that could cater innovatively to more areas of the Shire and be funded from savings made. The proposed changes are therefore considered to be in the best interests of the broader community and worthy of Council’s support.

ATTACHMENTS

1 Minutes of Australia Day Committee - Merriwa District - 8 August 2019

2 Minutes of Australia Day Working Party - Murrurundi District - 7 August 2019





1. note the minutes of the Australia Day Committee – Merriwa District meeting held

on 8 August 2019.

2. note the minutes of the Murrurundi Australia Day Working Party meeting held on 7 August 2019.

3. Undertake community consultation regarding the following proposals:

a) amalgamate the Upper Hunter Shire Australia Day Awards district

ceremonies into one formal ceremony to be rotated annually between the four major towns, in the following sequence commencing in 2021: Murrurundi, Merriwa, Aberdeen and Scone if the community is in support.

b) reduce the number of Upper Hunter Shire Australia Day Awards to the

following: - Citizen of the Year - Young Citizen of the Year - Community Group of the Year - Overcoming challenges Award (or similar name to recognise overcoming

disabilities, personal challenges or community challenges such as drought) - Environmental Sustainability Award (to advance Council’s focus on

sustainability) - Four (4) local achiever awards (1 per district/postcode of the Shire) - Four (4) young local achiever awards (1 per district/postcode of the Shire) - Four (4) local community group awards (1 per district/postcode of the Shire) c) amalgamate the Upper Hunter Shire Australia Day committees into one

committee.

Community consultation shall include, as a minimum, placing the proposals on public exhibition for a minimum of 28 days.

Moved: Cr L Watts Seconded: Cr S Abbott CARRIED

FOR AGAINST Councillor Abbott Councillor Campbell Councillor Bedggood Councillor Driscoll Councillor Brown Councillor Burns Councillor Fisher Councillor Watts Total (6) Total (2)

ATTACHMENT NO: 1 - MINUTES OF AUSTRALIA DAY COMMITTEE - MERRIWA DISTRICT - 8 AUGUST 2019

ITEM NO: G.08.2


MINUTES OF THE AUSTRALIA DAY COMMITTEE - MERRIWA DISTRICT MEETING - THURSDAY 8 AUGUST 2019 - 6pm

PRESENT: Mr Arthur Williams (Chair), Cr Ron Campbell, Mr Bryan Baker, Mrs Shirley Hunt, Mrs Dale Wesley, Mr Ean Cottle, Mrs Deirdre Peebles, Mrs Margaret Wright, Mrs Kay Burgess and Mrs Jan Cronin

IN ATTENDANCE: Tash Taaffe (Community Services Officer - minutes)

1. APOLOGIES There were no apologies.

2. DISCLOSURE OF INTEREST -nil 3. PREVIOUS MINUTES

RECOMMENDATION

That the minutes of the Australia Day Committee - Merriwa District Meeting held on 5th February 2019, as circulated, be taken as read and confirmed as a correct record. Moved: B. Baker Seconded: D. Peebles CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES - nil 5. AGENDA ITEMS

Review of Australia Day Celebrations Report to Council – Cr Campbell asked that it be noted the meeting had 100% attendance. General discussion took place regards the report. Cr Campbell said more time was needed for the community to be consulted before any decisions were made by Council. He gave the example of Anzac Day – communities celebrate it separately across the Shire so more locals can attend – therefore communities should be allowed to continue to celebrate Australia Day in their respective towns. E. Cottle said there had been minimal notice of the proposed changes and that the community needs to be appropriately informed before any decisions or changes are made. D. Wesley said the report largely ignored Cassilis, but that it was an important part of the Shire. Cassilis residents have won numerous major awards over the years and need to be included in any future plans or changes to the event. D. Peebles said she felt this was a Scone-centric proposal and believes not many people would travel to the other districts to take part in a singular Australia Day event, particularly older residents. J.Cronin said the Merriwa Australia Day Committee has put on good events with excellent attendance in both Merriwa and Cassilis for nearly 3 decades. There is no reason to change the way the event is currently organised. B. Baker expressed his dissatisfaction with the proposal. There would only be minimal savings to Council by amalgamating the events into one. Community identities are important and should be acknowledged by retaining three separate events.

ATTACHMENT NO: 1 - MINUTES OF AUSTRALIA DAY COMMITTEE - MERRIWA DISTRICT - 8 AUGUST 2019

ITEM NO: G.08.2


The Committee unanimously prepared the following recommendations: 1. Strongly oppose this proposal. Australia Day arrangements should remain as they are. 2. More community consultation must be undertaken before any final decisions are made. 3. For fair and equitable judging of nominations, use a numerical secret ballot voting system. 6. ACTION SHEET 7. CORRESPONDENCE

IN 5.8.19 email – Kerri Cone – Requesting Australia Day Committee input regarding Australia Day Celebrations Report

8. GENERAL BUSINESS - nil 9. NEXT MEETING – Merriwa RSL Fletcher Room – Tuesday 15th October 2019 The meeting was declared closed at 7.01pm.

ATTACHMENT NO: 2 - MINUTES OF AUSTRALIA DAY WORKING PARTY - MURRURUNDI DISTRICT - 7 AUGUST 2019

ITEM NO: G.08.2


MINUTES OF THE AUSTRALIA DAY WORKING PARTY - MURRURUNDI DISTRICT MEETING - WEDNESDAY 7 AUGUST 2019

PRESENT: Mr Marty Wilson (Chairperson), Ms Bronnie Johnson, Mrs Dianne McLoughlin, Mrs Carmel Hughes, Cr Joshua Brown (by phone)

IN ATTENDANCE: Mrs Heather Ranclaud (Community Services Officer - minutes)

1. APOLOGIES

RECOMMENDATION

That the apologies received from Mr Hayden Edmonds, Mrs Gwen Alchin, Mr Ray Shoobert, Mr Cameron Smith be accepted.

2. DISCLOSURE OF INTEREST Nil declared 3. PREVIOUS MINUTES

4. RECOMMENDATION

That the minutes of the Australia Day Working Party - Murrurundi District Meeting held on 14 January 2019, as circulated, be taken as read and confirmed as a correct record. Moved: Mrs Dianne McLoughlin Seconded: Mrs Bronnie Johnson Carried 5. BUSINESS ARISING FROM PREVIOUS MINUTES Nil 6. AGENDA ITEMS Planning for 2020 awards and celebrations: The Report provided to members was discussed. Members noted:

The need for Council to continue to support local events More time needs to be taken to consider community views There is a need for more information about who will determine award recipients If awards are amalgamated how will we still have local celebrations as most people attend the

awards.

RECOMMENDATION: that Council leave the awards and celebrations as they are at present. Moved Mrs Dianne McLoughlin Seconded: Mr Marty Wilson Carried

ATTACHMENT NO: 2 - MINUTES OF AUSTRALIA DAY WORKING PARTY - MURRURUNDI DISTRICT - 7 AUGUST 2019

ITEM NO: G.08.2


RECOMMENDATION: that if there is a decision to change the current awards, for the years when the awards are not held in Murrurundi, a dinner with the Ambassador can be held in Murrurundi on the evening before Australia Day where Local Achiever, Young Achiever and Community Group for Murrurundi are announced, and whatever Council decides about awards, that Council still continue to support the Murrurundi Australia Day Working Party. Moved: Mrs Carmel Hughes Seconded: Mr Marty Wilson Carried 7. ACTION SHEET 8. CORRESPONDENCE Nil 9. GENERAL BUSINESS Nil 10. NEXT MEETING to be advised The meeting was declared closed at 6pm.


General Manager's Unit


G.08.3 REQUEST FOR DONATIONS


AUTHOR: Karen Lee - Governance & Executive Support Officer

PURPOSE The purpose of this report is for Council to consider providing financial assistance to local community groups requesting donations.

RECOMMENDATION That Council provide a donation to Matthew Edwards of $500 to assist with traveling costs to New Zealand in order to represent the Northern Inland Academy of Sport in the U13’s rugby union team

BACKGROUND Council has received the above request for donations from a local resident. Details of the request is provided below:

REPORT/PROPOSAL Matthew Edwards has been selected this year in the U13’s rugby union team to represent the Northern Inland Academy of Sport (NIAS) in New Zealand on the 28th September. Matthew has been playing rugby union for the past five years and has been selected in the Central North representative team for the past three years, competing in Country and State championships. This year, after many years of not having a rugby union team, NIAS has again decided to partner with Country Rugby Union to form a team. The NIAS choose their players from the Central North region and also the New England region. There were only two representative players chosen from Scone. There are be two games to be held in Christchurch as well as some intensive training sessions. The cost of the trip itself is $2500. Matthew has also himself done fundraising and has raised $500. Copies of the requests for donations are attached

OPTIONS 1. Provide a donation 2. Provide an alternative donation amount 3. Not provide a donation

CONSULTATION

Director Corporate Services STRATEGIC LINKS

a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows:




Goal 2 - Promote wellbeing and a connected, healthy and happy Community.

CS3 Advocate for, support and provide services and facilities for young people, children, families and people with a disability. CS9 Value our heritage and cultural diversity, celebrating together and fostering creativity.


b. Delivery Program

Supporting children, young people, individuals and families so they can enhance their independence, inclusion, safety, self-esteem and or quality of life within the community.

c. Other Plans Nil

IMPLICATIONS

a. Policy and Procedural Implications

The request falls within Council’s Donations Policy.

b. Financial Implications Council has set aside $31,000 in the annual budget for the 2019/20 financial year for granting donations, with $25,900 remaining before these proposed donations for the 2019/2020 financial year. c. Legislative Implications Nil d. Risk Implications Nil e. Other Implications Nil

CONCLUSION That Council provide financial assistance to the various requests for donations

ATTACHMENTS




1 M Edwards - Donation Request

RESOLVED That Council provide a donation to Matthew Edwards of $500 to assist with traveling costs to New Zealand in order to represent the Northern Inland Academy of Sport in the U13’s rugby union team

Moved: Cr R Campbell Seconded: Cr J Burns CARRIED


ATTACHMENT NO: 1 - M EDWARDS - DONATION REQUEST ITEM NO: G.08.3


15th August 2019

General Manager

Steve McDonald

Upper Hunter Shire Council

135 Liverpool St

Scone

NSW 2337

Dear Steve,

My son, Matthew Edwards has been selected this year in the U13’s rugby union team to represent

the Northern Inland Academy of Sport and we would like to apply for a grant to help him to travel to

New Zealand on the 28th September this year to compete in Christchurch with the NIAS team.

Matthew has been playing rugby union for the past five years and has been selected in the Central

North representative team for the past three years, competing in the Country and State Champs

each year. This year, after many years of not having a rugby union team, NIAS has again decided to

partner with Country Rugby Union to form a team.

NIAS choose their players from the Central North region and also the New England region. There

were only two players chosen from Scone to represent in the team.

The players shall been in New Zealand for one week and will play two representative games against

teams in Christchurch and have some intensive training sessions with professionals. The cost of the

trip itself is $2500. Matthew has also done some fundraising in the way of BBQ’s and 100 clubs,

totalling $500 and would greatly appreciate if the council could match this figure.

We look forward to hearing from you.

Kind Regards,

Erica Edwards


Corporate Services


G.08.4 FORWARDING OF DRAFT ANNUAL FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 JUNE 2019 FOR AUDIT


AUTHOR: Wayne Phelps - Manager Finance

PURPOSE The purpose of this report is for Council to approve the forwarding of its Draft Annual Financial Statements for the year ended 30 June 2019 to the Audit Office of NSW via their contracted external auditor firm Pitcher Partners for auditing purposes. Section 415 (1) of the NSW Local Government Act states that a council’s auditor must audit the council’s financial reports as soon as practicable after they are referred for audit.

RECOMMENDATION That Council approve the forwarding of the draft Annual Financial Statements for the year ended 30 June 2019 to the Audit Office of NSW via their contracted external auditor, Pitcher Partners for auditing purposes. BACKGROUND A Statement by Councillors and Management is required to be attached to each set of Annual Financial Statements certifying that they are in accordance with Section 413(2)(c) of the Local Government Act 1993 (as amended), the Annual Financial Statements have been drawn up in accordance with:

the Local Government Act 1993 (as amended) and the Regulations made thereunder the Local Government Code of Accounting Practice and Financial Reporting the Local Government Asset Accounting Manual the Australian Accounting Standards

The Statement is also to include a comment that:

To the best of our knowledge and belief, these reports:

present fairly the Council’s financial position and operating result for the year; and accord with Council’s accounting and other records;

and that:

we are not aware of any matter that would render the reports false or misleading in any way.

REPORT/PROPOSAL Council is required to have a Council resolution to forward the Annual Financial Statements to its Auditors for audit. Council’s auditors will be undertaking the audit from the week commencing the 26 August 2019 with the Council’s Finance Statements required to be lodged prior to 31 October 2019 with the respective legislative body. The Draft Annual Financial Statements includes:

General Purpose Financial Statements


Corporate Services


Special Purpose Financial Statements Special Schedules

OPTIONS 1. Approve the forwarding of the Financial Statements for audit 2. Not approve the forwarding of the Financial Statements for audit CONSULTATION Council’s Financial Statements will be publicly displayed after the completion of the audit. STRATEGIC LINKS a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows: Goal 8 Provide Community Leadership

CS30 - Effectively and efficiently manage the business of Council, while encouraging an open and participatory Council with an emphasis on transparency, Community engagement, action and response.

CS34 – Community is effectively engaged, can provide opinion and contribute to decisions that plan for the present and future of the Upper Hunter Shire.

CS37 – Ensure long-term financial sustainability through short, medium and long term financial planning.


b. Delivery Program

Ensure that Council and statutory reporting requirements are adhered to. Provide Council with a timely, efficient and accurate accounts payable service. Monitor allocation of revenues & expenses in the general ledger for reporting

processes. Ensure “Fit for the Future” benchmarks and any improvement program instigated is

maintained for Council’s financial sustainability.


Corporate Services


c. Other Plans Provides a base for the foundations of Council’s Long Term Financial Plan. IMPLICATIONS a. Policy and Procedural Implications Nil b. Financial Implications Provides the community and other users of Council’s information with details of its financial position as at the end of each financial year. c. Legislative Implications Section 415 (1) of the NSW Local Government Act states that a council’s auditor must audit the council’s financial reports as soon as practicable after they are referred for audit. The Annual Financial Statements are required to be lodged by 31 October 2019 to the State Government Legislative Body. d. Risk Implications Negative financial data can have a reputational risk to Council. e. Other Implications Nil CONCLUSION Council is required to adopt the Annual Financial Statements for the year ended 30 June 2019 in order for these documents to be released to the Audit Office of NSW via their contracted external auditors Pitcher Partners so that Council’s year-end audit can be conducted.

ATTACHMENTS

Nil. RESOLVED That Council approve the forwarding of the draft Annual Financial Statements for the year ended 30 June 2019 to the Audit Office of NSW via their contracted external auditor, Pitcher Partners for auditing purposes.

Moved: Cr K Fisher Seconded: Cr L Watts CARRIED


Corporate Services






POLICY MATTERS

H.08.1 TOWN AND VILLAGE TREE MANAGEMENT POLICY


AUTHOR: Mathew Pringle - Director Environmental & Community Services

PURPOSE The purpose of this report is to consider a draft town and village tree management policy for placement on public exhibition.

RECOMMENDATION That Council endorse the draft Town and Village Tree Management Policy and place the policy on public exhibition for at least 28 days.

BACKGROUND Council has requested the development of a Tree Management Policy to recognise the ecological, social and economic benefits of trees in the landscape and to maintain and protect existing trees in the towns and villages of the Upper Hunter Shire. REPORT/PROPOSAL The attached policy has been prepared in recognition of the important role that trees play in our towns and villages and the wide range of benefits they provide to the community and the environment. The policy applies to all trees located on Council controlled land and all trees in non-rural areas of the Upper Hunter Shire Local Government Area (LGA). A review of existing tree management policies adopted by other local Councils was undertaken in developing the draft policy and a number of internal Council departments have been consulted. The policy is divided up into five key areas, namely:

Tree protection Tree planting and selection Tree replacement and removal Tree asset management Community consultation and engagement

There are a range of actions prescribed for each of the above areas. OPTIONS 1. Endorse the draft Town and Village Tree Management Policy and place the policy on

public exhibition for at least 28 days. 2. Endorse the draft Town and Village Tree Management Policy subject to amendments

and place the amended policy on public exhibition for at least 28 days.




3. Not endorse the draft policy. CONSULTATION

Director Infrastructure Services Manager of Sustainability and Environment Manager of Works Delivery Senior Environmental Planner Manager Planning, Building and Regulatory Services Manager Special Projects Parks and Facilities Coordinator

STRATEGIC LINKS a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows: BUILT & NATURAL ENVIRONMENT Goal 3 - Protect the natural environment.

G3 CS10 Advocate for, facilitate and support programs that protect and sustain our diverse environment for our future generations. G3 CS11 Encourage and support active Community participation within our Community to care for our environment and provide for a sustainable future. G3 CS12 Ensure that all actions, decisions and policy response to natural hazards and climate change remain current and reflect capacity, Community expectations and changes in environmental and climate change information.

Goal 4 – Plan for a sustainable future.

G4 CS17 Implement policies to ensure the protection of strategic agricultural lands, equine critical industry clusters, natural resources and heritage.

ECONOMY & INFRASTRUCTURE Goal 6 – Increase, enhance and maintain civil infrastructure, Community assets and open

spaces to meet the needs of current and future generations. G6 CS25 Provide inviting public spaces that are clean, green, properly maintained, well designed, encourage active participation, family friendly and accessible to all.

LEADERSHIP Goal 8 - Provide Community leadership.

G8 CS30 Effectively and efficiently manage the business of Council, while encouraging an open and participatory Council with an emphasis on transparency, Community engagement, action and response. G8 CS31 Council is focused on innovation and continuous improvement to ensure a high quality of service which is aligned with business needs and Community priorities. G8 CS34 Community is effectively engaged, can provide opinion and contribute to decisions that plan for the present and future of the Upper Hunter Shire. G8 CS36 Effective management of risk underpins all Council decisions, service delivery and behaviours.

Goal 9 - Advocate for the Community.

G9 CS42 Provide timely and effective advocacy and leadership on key community issues and priorities.





b. Delivery Program Council will deliver the following:

Facilitate and support programs that protect and sustain our environment. Support and encourage Community participation in the protection of the

environment. c. Other Plans

Sustainability Action Plan Upper Hunter Development Control Plan 2015

IMPLICATIONS a. Policy and Procedural Implications The policy supports Council resolution of 25 February 2019 recognising that we are in a state of climate emergency. The policy supports Risk Management Policy – Selection, Planting, Placement and Maintenance of Trees. A review and update of the tree management controls in the Upper Hunter Development Control Plan 2015 will be undertaken having regard to the provisions of State Environmental Planning Policy (Vegetation in Non-Rural Areas) 2017 and the provisions of the draft Tree Management Policy.




b. Financial Implications There are a number of actions identified in this policy including establishing a register of significant trees, preparation of tree management plans and audits of street and park trees that will require the allocation of additional funds and resources to enable their timely completion. The provision of additional funding to the parks and gardens activity budget should be considered as part of the 2020/21 operational plan. c. Legislative Implications Nil d. Risk Implications The policy includes a number of actions to minimise the risk of trees to public safety and property. e. Other Implications The implementation of this policy will have a range of positive social, economic and environmental implications as trees within towns and villages will be managed more effectively. CONCLUSION This policy recognises the ecological, social and economic benefit of trees in the landscape and aims to maintain and protect existing trees in the towns and villages of the Upper Hunter Shire. Adoption of the draft policy and its placement on public exhibition will enable the community to provide comments on the policy for Council’s consideration.

ATTACHMENTS

1 Draft Town and Village Tree Management Policy

RESOLVED That Council endorse the draft Town and Village Tree Management Policy and place the policy on public exhibition for at least 28 days.

Moved: Cr S Abbott Seconded: Cr K Fisher CARRIED


ATTACHMENT NO: 1 - DRAFT TOWN AND VILLAGE TREE MANAGEMENT POLICY ITEM NO: H.08.1


Tree Management - POLICY – Town and Village Tree Management Policy

This policy applies to all trees located on Council controlled land and all trees in non-rural areas of the Upper Hunter Shire. Non-rural areas has the same definition as in State Environmental Planning Policy (Vegetation in Non-Rural Areas) 2017.

Policy Context

Trees are important elements of the landscape that enhance the amenity and aesthetics of the towns and villages of the Upper Hunter Shire. They provide important ecological, social and economic benefits to the community, including:

Increased sense of wellbeing in the community

Shade

Protection from strong wind

Improving air quality by absorbing air pollutants

Reducing soil erosion and run-off

Reduce or prevent soil salinisation

Habitat for fauna

Improving appearance of the streetscape and public open space

Softening the built environment

Reflecting natural and cultural values

Providing carbon sinks

Increased land values

Objective

The objectives of this tree management policy are to:

Recognise the ecological, social and economic benefit of trees in the landscape.

Maintain and protect the existing trees in the towns and villages of Upper Hunter Shire.

Ensure that native endemic tree species are used for planting in the Upper Hunter Shire where practicable (refer to Appendix A for examples of suitable tree species).

Improve the quality and quantity of tree canopy cover in towns and villages.



Recognise and protect trees that are considered significant due to heritage, cultural, social and ecological values.

Increase awareness of the community, developers and Council staff on the values of trees in the town and village landscape.

Procedures/Practice

The Tree Management Policy is divided into five key areas:

Tree protection

Tree planting and selection

Tree replacement and removal

Tree asset management

Community consultation and engagement

Tree Protection

Policy intent:

The Upper Hunter Shire Council recognise the ecological, social and economic benefit of trees in the landscape. The protection of trees will be given a high priority in all aspects of the Council’s activities.

Actions:

a) The tree management controls in the Upper Hunter Local Environmental Plan 2013 and Upper Hunter Development Control Plan 2015 (specifically Part 11 Vegetation Management) provide the legislative protection of all trees and prescribed vegetation in non-rural areas within the Upper Hunter Shire.

b) Register of significant trees – The Council will recognise certain trees that contribute to the ecological, cultural, historical and social of the Upper Hunter Shire through the establishment of a Register of Significant Trees. The Council will prioritise the retention and protection of trees that are on this register.

c) Development applications – The Council will ensure development applications include all necessary information to allow full assessment of the potential impacts on trees to be retained and an appropriate standard for planting new trees.

d) Development activities/events – Trees will be protected from construction works and other activities/events that threaten tree health and stability. The Australian Standard for the protection of trees on development sites (AS4970) will be used to achieve consistency in tree protection requirements.

e) Works on Council land - The Council will ensure that construction and maintenance work on Council land is undertaken in such a way as to minimise impacts on tree health and stability. The Australian Standard for the protection of trees on development sites (AS4970) will be used to achieve consistency in tree protection requirements.

f) Council will work with utility service providers, such as Ausgrid, to ensure that their construction and maintenance works on Council land are undertaken in accordance with industry best practice to minimise impacts on tree health.



Tree Planting and Species Selection

Policy Intent:

The Council will identify opportunities to increase canopy cover across the Upper Hunter Shire. Improving the quality of this canopy cover will be achieved by ensuring appropriate trees are planted in the right location. This includes stock quality, installation, selection criteria and species diversity.

Actions:

a) Park/Reserve trees – The Council will plan for, and respond to park/reserve tree planting opportunities in accordance with the park specific tree management plans (where relevant) or through park upgrades.

b) Development applications - Where relevant, Development Applications will be assessed to provide appropriate trees on private property in appropriate locations. Assessments will also ensure tree species selection is compatible with the desired landscape character for particular precincts or villages and tree planting achieves a consistent high standard throughout the Upper Hunter Shire.

c) Tree locations - The Council will continue to seek new tree planting opportunities in appropriate locations to maximise canopy cover and deliver ongoing environmental, economic and social benefits.

d) Tree selection criteria - The Council will plant the most appropriate tree species based on site suitability, aesthetic, functional and biological attributes, performance and the potential to contribute to landscape character.

e) Species diversity - The Council will increase species diversity by ensuring the street and park tree population does not comprise more than 40% for any particular family, 30% for any particular genus and 10% for any species (Note: Avenue plantings of same species may be acceptable).

Tree Removal and Replacement

Policy Intent:

Council acknowledges that over time trees become old and may become a safety hazard or begin causing damage to infrastructure and property. A selective tree removal and replacement program, will be implemented to manage canopy cover to ensure that the numerous benefits trees provide are sustained for future generations.

Actions:

a) Assessment - Council will use tree assessment procedures to ensure consistency in the approach to determining tree removal, root pruning, and pruning applications (as identified in the Upper Hunter Development Control Plan 2015– Part 11). The retention of significant trees is a priority. Tree removal will not be permitted to facilitate views (including advertising signs), off-street parking or to reduce the extent of leaf / flower / fruit drop, or to reduce the impact from any bird / bat / other animal waste or noise.

b) Emergency situations – Risk to public safety and property will take priority in tree removal decisions in emergency situations.

c) Hazardous trees - Council will remove and replace trees on Council controlled land that are posing a risk to public safety and property.



d) Weeds species - Council will undertake the staged removal and replacement of trees classified as ‘Weeds of National Significance (WONS)’ or environmental weed species on Council controlled land (subject to available funds). The impacts to canopy cover will be a key consideration in removing trees as part of this process.

e) Capital works improvements - Council will develop strategies for the installation of new plantings, where feasible, prior to tree removal required for capital work projects.

f) Age diversity - Council will maintain a spread of tree age classes to minimise the impact of tree removals required in close timeframes and / or within specific areas.

Tree Asset Management

Policy Intent:

Council recognises that trees are a major asset, and play an important role in making liveable, attractive and healthy towns and villages in the Upper Hunter Shire. Some of our trees are growing in a harsh urban environment, which requires specialised care and management.

Council will provide a suitable maintenance regime that provides adequate resources for the long-term health of its urban forest.

Actions:

a) Tree Management Plans – Council may prepare Tree Management Plans for parks, reserves and streetscapes. The Plans will provide long term strategies that will guide short term activities to ensure the health and amenity of tree assets.

b) Tree maintenance – Council will ensure that best practice tree management is applied across all street and park trees. Audits of street and park trees will be undertaken to ensure that high quality delivery standards are maintained at all times.

c) Risk management - Council will proactively manage tree risk management issues.

d) Tree Pruning - Council will undertake street and park tree pruning to improve tree health, structure and to provide nominal clearances for pathways, roads, buildings and other essential infrastructure and to maintain safe sight distances and sightlines to road signs. Council will not prune tree/s to facilitate views (including to advertising signs), to reduce solar panel shading, to reduce the extent of leaf / flower / fruit drop, or to reduce the impact from bird / bat / other animal waste or noise (unless posing a serious risk to public health or safety).

Community Consultation and Engagement

Policy Intent:

Council values its community’s opinion and will encourage consultation and communication about tree management in the towns and villages of the Upper Hunter Shire.

Actions:

a) Community consultation – Council will inform and consult with the community about all street and park tree removal (except where emergency works are required), major tree planting projects and any other specialised projects impacting on its street and park trees. Council will provide information, regarding new street trees planted, to the residents located adjacent to the planting. Council will notify adjoining property



owners of the removal of trees from private property that are listed on the Register of Significant Trees.

b) Community involvement – Council will develop programs to encourage community involvement in the ongoing care of trees on community land.

c) Community information – Council will increase community knowledge about the benefits of trees on the Council’s website, the local media and tree information leaflets.

d) Neighbouring trees – Council will accept applications for the pruning of a tree located in a neighbouring property, under the tree management provisions within the Upper Hunter Local Environmental Plan 2013 and Upper Hunter Development Control Plan 2015 (specifically Part 11 Vegetation Management), however applications for the removal of a tree in a neighbouring property will not be accepted without the tree owners’ written consent. The Council does not resolve disputes between neighbours.

e) Resident requests - will consider and assess resident requests for tree planting in streets, parks and open spaces.

Responsibilities Manager of Works Delivery is responsible for the management of trees and other vegetation on Council land. Manager of Planning, Building and Regulatory Services is responsible for the regulation of tree and vegetation protection on non-rural land within the Upper Hunter Shire.

Manager of Sustainability and Environment is responsible for community education and facilitating tree planting programs on public land across the Upper Hunter Shire.

Definitions

A tree is defined as a woody perennial plant with one or relatively few main stems with the potential to grow to a height greater than 5 metres.

Consultation

The Tree Management Policy was placed on public exhibition from ……. to ……..

References

This policy was adopted by Council at its meeting on …………………………., TRIM reference number INT-27377/19

Review Date

August 2023 by Director of Environmental and Community Services

Authorised by: ………………………………………………….. …………………… Steve McDonald, General Manager Date



Appendix A: Tree Management Policy – Species List

TREE PLANTING GUIDE

The trees you decide to plant now may be there for 50 to 150 years, therefore selecting the right

tree for you is essential.

Planting local native trees in your area is preferred and has advantages as they are best suited to the

area and are most likely to survive the local ecosystem. They are accustomed to the local climate,

soil characteristics and organisms present in the Upper Hunter. The use of local natives promotes

the natural biodiversity in the area, encourages native wildlife and reinforces the Australian

landscape.

Natives from other regions of Australia can also be used especially if they are already common in the

area.

There are cases which require alternatives to the planting of native species. Please be cautious when

planting exotic species, some are classified as weeds of national significance (WONS) or regional

priority weeds and can be extremely hazardous.

The list provides a list of approved species that should be prioritized when planting. You can also

contact local nurseries for more information on plants native to your area.

List of preferred species

Botanical name

Common name Location

^* Acacia cheelii Motherumbah Scone, Murrurundi

^* Acacia implexa Hickory Wattle Aberdeen, Merriwa, Scone, Murrurundi

* Acacia pendula Weeping myall Scone, Aberdeen

^* Acacia salicina Cooba Aberdeen, Merriwa, Scone, Murrurundi

* Acmena smithii Lilly Pilly Scone, Murrurundi

* Allocasuarina torulosa Forest Oak Scone, Murrurundi

* Alphitonia excelsa Red Ash Aberdeen

* Angophora floribunda Rough‐Barked Apple Scone, Merriwa, Murrurundi

^* Brachychiton populneus Kurrajong Aberdeen, Merriwa, Scone, Murrurundi

^* Callistemon salignus Pink Tipped Bottlebrush

Scone, Murrurundi

* Callistemon sieberi River Bottle Brush Murrurundi

* Callitris glaucophylla White Cypress Aberdeen, Merriwa, Scone

* Casuarina cunninghamiana River Oak Aberdeen, Merriwa, Murrurundi, Scone

* Eucalyptus albens White Box Scone, Aberdeen, Merriwa, Murrurundi

* Eucalyptus blakelyi Blakely’s Red Gum Scone, Murrurundi

* Eucalyptus camaldulensis River Red Gum Scone, Aberdeen, Merriwa,



Murrurundi

* Eucalyptus cladocalyx Sugar Gum Scone, Aberdeen, Merriwa, Murrurundi

* Eucalyptus crebra Narrow‐Leaved Ironbark

Scone, Aberdeen, Merriwa, Murrurundi

^* Eucalyptus dawsonii Slaty Gum Scone, Aberdeen

* Eucalyptus dealbata Tumbledown Red Gum

Scone, Murrurundi

^* Eucalyptus dwyeri Dwyer’s Red Gum Merriwa

* Eucalyptus eugenioides Thin‐Leaved Stringybark

Murrurundi

^* Eucalyptus laevopinea Silver Top Stringy/Bark

Scone, Aberdeen, Murrurundi

* Eucalyptus pauciflora Benambra Snow‐Gum

Scone, Aberdeen

* Eucalyptus sideroxylon Mugga Ironbox Scone, Aberdeen, Murrurundi

* Eucalyptus viminalis Ribbon Gum Scone, Murrurundi

^* Eucalyptus x conjuncta Murrurundi

* Eucalyptus melliodora Yellow Box Scone, Aberdeen, Merriwa, Murrurundi

^* Eucalyptus tereticornis Forest Red Gum Scone, Aberdeen, Merriwa, Murrurundi

^* Geijera parviflora Wilga Murrurundi, Scone, Aberdeen

^* Leptospermum polyanthum Murrurundi

* Melaleuca bracteata Black Tea Tree or River Tea Tree

Scone

^* Melaleuca decora Whitefeather Honey Myrtle

Scone, Murrurundi

^* Melaleuca stypheloides Prickly Tea Tree Aberdeen, Scone, Murrurundi

^* Notelaea microcarpa Mock Olive Aberdeen, Merriwa, Scone

*Native (Natives from other parts of Australia)

^Endemic (locally indigenous natives)

https://www.newcastle.nsw.gov.au/getmedia/5ef2b4dd‐c970‐4947‐8fa1‐064502c7eb6f/Street‐

Tree‐Selection‐Manual.aspx

https://biocache.ala.org.au/explore/your‐area#‐31.9193182|151.09372059999998|12|ALL_SPECIES




H.08.2 SINGLE-USE PLASTIC FREE EVENTS POLICY


AUTHOR: Melinda Hale - Manager Sustainability and Environment

PURPOSE The purpose of this report is for Council to adopt a draft Single-use Plastic Free Events Policy.

RECOMMENDATION That Council adopt the Single-use Plastic Free Event Policy as amended.

BACKGROUND On 23 August 2018, the Sustainability Advisory Committee recommended:

That Council endorses a new single-use Plastic Free Events policy to eliminate single-use plastic products at events run by Council and events held on Council land. The policy extends to all council owned buildings, venues and roads, and aims to reduce the harm caused by single-use plastics.

Council, at its meeting held on 24 September 2018, subsequently resolved the following:

Council to develop a new Single-use Plastic Free Events Policy with a suitable lead in time to eliminate single-use plastic products at events run by Council and events held on Council land. The policy extends to all council owned buildings, venues and roads, and aims to reduce the harm caused by single-use plastics

A report and draft Single-use Plastic Free Event Policy was prepared for the Sustainability Advisory Committee meeting of 9 May 2019. The Committee recommended that:

Council adopt the Single-use Plastic Free Event Policy and place the Policy on public exhibition for 28 Days.

Council, at its meeting held on 27 May 2019, subsequently resolved the following:

That Council endorse the draft Single-use Plastic Free Event Policy and place the policy on public exhibition for at least 56 days.

Following the meeting all known sporting organisations were contacted by Council in June 2019 advising of the draft Policy and opportunity to provide comment. This was followed up by a reminder email in August 2019 which also included an Information Sheet on the Policy.




REPORT/PROPOSAL Thirty four (34) submissions were received from the community during the exhibition period from sporting organisations, event organisers, volunteers and individuals. Of the submissions, 16 were strongly in support of the Policy and 6 were supportive but raised issues to be addressed and 12 submissions were in strong opposition to the Policy. One of the submissions included a petition against the Policy, citing hygiene implications, duty of care and impracticality reasons, containing 64 signatures from local and outlying areas. The submissions highlighted the following;

The draft Policy was not explicit on which single-use packaging was affected. This raised concerns particularly for organisations running canteens that diversity of items that could be sold would be diminished and profits would be affected.

Organisations, in particular sporting clubs, rely on the sale of bottled water to raise revenue.

That while similar policies have already been adopted by Councils in NSW and alternatives to single-use plastics are readily available and already in use in NSW, there is a lack of knowledge regarding alternative products locally.

That Council will need to move quickly to install water bottle filling stations and water bubblers at Council facilities.

There is concern about the quality of tap water and hygiene of these facilities and a lack of understanding about quality control of reticulated potable water versus bottled and tap water.

That the community wants recycling bins in parks and facilities.

The Policy addresses issues raised regarding duty of care, health, safety and hygiene (raised in submissions and the petition) as it provides exemptions for ‘health and safety reasons or where there is no other practical alternative product or distribution method available’. Some of the organisations supportive of the policy stated that they were aware of the issue and had already commenced reducing the amount of single-use plastic being used in their activities. The Scone and District Netball Club has stopped using plastic straws and cutlery and have replaced plastic clip lock bags with paper bags. Scone Films has saved money by reducing the use of single-use plastic by purchasing crockery and glassware that is reused at their events and purchasing stickers to update posters rather than replacing them. This year they will be replacing their balloon archway at their annual short film festival. The archway, which uses 250 balloons, will be replaced with a fairy light arch which can reused. The submissions supporting the Policy commended Council on its proposal. One submission stated “It is such a relief that Council is addressing this issue. I hope councilors are sufficiently familiar with the crisis to know that leadership and education must be ramped up.” Those supporting the Policy recognised that a lot of work would be required to gain wide community support and that education would be required to assist organisations and event organisers with implementation Following the public exhibition, key amendments to the Policy include:

Addition of paragraph – “The policy covers single-use plastic items used in ‘front of house’ operations for consumption at the event. The policy does not apply to ‘back of house’ operations including packaging on supplies and cleaning materials.”




Modification of paragraph – “All avoidable plastic packaging, including cling wrap, plastic bags or similar must not be used in the sale, distribution and transport of food or goods”.

Removal of paragraph - “Sporting clubs, food and other vendors at festivals and others participating in Council events on/in Council land/buildings are permitted to provide, sell or distribute single-use bottled water and disposable cups during the transition period however, they must promote and consider using and supplying/selling reusable options (e.g.: providing jugs and reusable glasses for patrons’ water use, promote/sell/supply refillable drinking bottles or reusable cups etc.); provide a discount to those choosing reusable cups (e.g.: bringing their own); and display promotional materials on reusable options”.

Change of scope to include - “The policy does not apply to the ongoing or seasonal operation of sports club canteens and other community venues that hold events and functions as part of their normal operations, however these organisations are encouraged to transition towards the principles of this policy”.

The above amendments make it clear that single-use plastic used at ‘front of house’ operations and the operation of sports club canteens are exempt from this Policy. References to alternatives to single-use plastic have also been removed to reduce confusion. Council will provide this information in separate educational material. The attached document provides a summary of the issues raised, with comments and recommendations arising including those above. OPTIONS 1. To endorse the draft Single-use Plastic Free Events Policy as amended. 2. To endorse the original draft Single-use Plastic Free Events Policy. 3. To not endorse a Single-use Plastic Free Events Policy. CONSULTATION

The draft policy was on public exhibition for 56 days. STRATEGIC LINKS a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows: BUILT & NATURAL ENVIRONMENT Goal 3 - Protect the natural environment.

G3 CS10 Advocate for, facilitate and support programs that protect and sustain our diverse environment for our future generations. G3 CS11 Encourage and support active Community participation within our Community to care for our environment and provide for a sustainable future. G3 CS12 Ensure that all actions, decisions and policy response to natural hazards and climate change remain current and reflect capacity, Community expectations and changes in environmental and climate change information.

LEADERSHIP Goal 8 - Provide Community leadership.




G8 CS30 Effectively and efficiently manage the business of Council, while encouraging an open and participatory Council with an emphasis on transparency, Community engagement, action and response. G8 CS31 Council is focused on innovation and continuous improvement to ensure a high quality of service which is aligned with business needs and Community priorities. G8 CS34 Community is effectively engaged, can provide opinion and contribute to decisions that plan for the present and future of the Upper Hunter Shire. G8 CS36 Effective management of risk underpins all Council decisions, service delivery and behaviours.

LEADERSHIP Goal 9 - Advocate for the Community.

G9 CS42 Provide timely and effective advocacy and leadership on key community issues and priorities.


b. Delivery Program Council will deliver the following:

Facilitates and supports programs that protect and sustain our environment. Support and encourage Community participation in the protection of the

environment. Services that promote community education in regard to waste reduction, reuse and

recycling, including resource recovery. • Minimisation of pollution of the environment due to waste disposal.

c. Other Plans

Sustainability Action Plan




IMPLICATIONS a. Policy and Procedural Implications

Policy supports Council resolution of 27 March 2017 to ban the release of balloons at Council events and Council managed lands.

Policy supports Council resolution of 25 February 2019 recognising that we are in a state of climate emergency.

b. Financial Implications Financial implications of adopting this policy will include;

Requiring operational budget or grant funding for additional water bottle filling stations across the Shire

Additional resources may be required to provide education to event organisers and vendors.

Event organisers and vendors may need to pay additional for alternatives to single-use plastic reducing potential income from attending events.

c. Legislative Implications Nil. d. Risk Implications Nil e. Other Implications

Internal working group will need to be formed to review existing booking systems for Council owned sites and to incorporate the requirements of this Policy.

Additional resources may be required to develop educational and guidance materials and to adequately engage with Council and community event organisers and vendors affected by this Policy

CONCLUSION The draft Policy placed on public exhibition for 56 days and received polarised feedback from the community. The draft Single-use Plastic Event Policy has been amended to address issues raised by the community where possible. Adoption of the draft Single-use Plastic Free Events Policy as amended is required to support Council’s strategic approach to waste minimisation and reduce environmental harm caused by single-use plastics.




ATTACHMENTS

1 Response to submissions - Single-use Plastic Free Events Policy

2 DRAFT - Amended - Single-use plastic event policy - August 2018

3 Working Document - Various Submissions regarding Single Use Plastic free Events Policy - 15/08/19

Excluded

RESOLVED That Council adopt the Single-use Plastic Free Event Policy as amended.

Moved: Cr S Abbott Seconded: Cr K Fisher CARRIED


ATTACHMENT NO: 1 - RESPONSE TO SUBMISSIONS - SINGLE-USE PLASTIC FREE EVENTS POLICY ITEM NO: H.08.2


Draft Single‐use Plastic Free Event Policy ‐ Summary of Submissions, Response and Recommendations

Issue No. Submissions Raising Issue

Response Recommendation

Against the policy in principle. 3 This Policy supports the community vision of ‘A Quality Rural Lifestyle – in a vibrant, caring and sustainable community’. It also supports Council’s recent declaration of a Climate Emergency. The foundation for this policy is based on significant evidence that:

Plastic pollution persists in the environment and has detrimental effects on human health

Plastic pollution is a major cause of global environmental degradation and species decline

The pollution and greenhouse gas emissions associated with Single Use Plastics place an inequitable burden on future generations

The production of plastics relies on non‐renewable resources

There is growing community concern on the use of Single Use Plastics, and

Viable alternatives exist to replace single use plastic products with reusable or compostable items.

Recommendations as stated below.

Policy should be voted on by the public.

1 Policies are placed on public exhibition for comment in accordance with Section 160 of the Local Government Act 1993. This section requires a period of exhibition of not less than 28 days. For this policy, Council requested a period of 56 days.

No change required to policy in response.

Organisations will not be able to purchase items to sell at

2

The policy applies to packaging of items at the point of sale, where packaging is controlled by the

Draft Policy was not clear that only ‘front‐of house’ packaging was not included.





canteens wrapped in single use plastic or use cleaning, hygiene or safety products in single use plastic products

organisation or vendor and only where there is no conflict with hygiene or health and safety requirements. The Policy states that ‘Exemptions to this policy may be made for health and safety reasons or where there is no other practical alternative product or distribution method available’. The policy therefore does not apply to First Aid Equipment, sun screen, cleaning products, hand soap and toilet paper. The policy also does not apply to the packaging of pies and sausage rolls purchased and sold in the same plastic bags, bread and rolls purchased in plastic, sausages, frankfurts, and other food stuffs that are prewrapped. The policy does however apply to the packaging that is then applied at point of sale where a plastic bag or other single use plastic packaging is not permitted. Therefore lollies, ice‐creams and chocolates that are unwrapped and consumed at the event are not permitted under the policy.

The policy has been modified as follows: ‘The policy covers single‐use plastic items used in ‘front of house’ operations for consumption at the event. The policy does not apply to ‘back of house’ operations including packaging on supplies and cleaning materials.’ The dot point under Procedures/Practice has been modified as follows: “All avoidable plastic packaging, including cling wrap, plastic bags or similar must not be used in the sale, distribution and transport of food or goods”. Policy statement that ‘Exemptions to this policy may be made for health and safety reasons or where there is no other practical alternative product or distribution method available’ to remain.

Policy does not meet requirements of Responsible Food Service? / Will Council pay for retraining in Responsible Food Service?

3

The Policy states that ‘Exemptions to this policy may be made for health and safety reasons or where there is no other practical alternative product or distribution method available’. There is no need to be retrained in Responsible Food Service, however if needed, a Basic Food Handling Course is available free and online on Council’s website. http://upperhunter.nsw.gov.au/our‐services/public‐health/food‐premises/im‐alert‐food‐handling.aspx

No change to Policy in response.

What alternative products will 2 There are a number of alternative products on the Council will produce educational and support





Council permit organisations to use in place of single‐use plastics?

market that are plant based. These are already in use in the Councils that have similar policies in place. Council will provide information on the types of products that are acceptable for use under the policy and where they can be sourced.

material for the Policy for use during and after the transition period. This information will be made available on Council’s webpage, at workshops and events.

Can Council supply a list of alternative products and suppliers?

3 Council will provide information on the types of products that are acceptable for use under the policy and where they can be sourced.

Council will produce educational and support material for the Policy for use during and after the transition period. This information will be made available on Council’s webpage, at workshops and events.

Alternative products have not been tested, invented yet or have limited use.

1 Alternatives have been tested and are in use. Many replicate single‐use plastic packaging so can be readily swapped.


Council should not be supporting use of metal straws after death in UK. Straws may be needed for medical reasons.

2 The Policy recommends that straws not be used and if needed an alternative such as a reusable (metal, silicon) or paper straw be used. Council will continue to monitor reports on the use of metal straws but at this point considers the risk of injury or death to be low. Straws required for medical reasons would be exempt from the policy.


Council should not support use of bamboo products due to the chemicals used to make these products.

1 Virgin petrochemical resources are used in the manufacture of single‐use plastics. While chemicals are used in the manufacture of bamboo fabrics, this does not appear to apply to bamboo dinner ware.

No change in Policy in response.

Alternative products will be more expensive and organisations will not be able to afford. Will Council provide

5

Organisations and vendors may need to reassess their packaging requirements and adjust pricing to accommodate alternative packaging products. The prices of these products are expected to

Council will investigate possible bulk purchasing or other arrangements to make alternatives more financially accessible.





subsided environmentally friendly alternatives?

decrease as demand increases and are already starting to be sold as ‘main stream’ in supermarkets in place of single‐use plastic.

Will Council accept biodegradable plastic?

1 Alternatives will need to be made from plant materials and compostable rather than biodegradable.


Council will need to increase access to water through provision of water bottle filling stations and water bubblers.

6 Council recognises that all Council facilities will need to have water bottle filling stations and water bubblers installed where they currently do not exist. This is included in the Policy.

No modification to Policy in response.

Patrons do not want to use tap water due to quality concerns / hygiene of tap or bubbler.

5

Council water supply is governed by strict legislative requirements that have to be met. Tank water and bottled water are not subjected to the same quality controls. The water bottle filling stations and bubblers have filters installed. Proposed bubblers do not require the mouth to metal contact when in use.

Patrons to events may choose to bring their own water if they do not wish to use tap water or have hygiene concerns. No change to Policy in response.

Glass jugs and cups can break and are not permitted at sporting grounds.

2

The Policy pertains to single‐use plastic. Reusable plastic jugs and cups can be used in place of glass where glass is not permitted.

The following paragraph has been removed from the Policy to prevent confusion “Sporting clubs, food and other vendors at festivals and others participating in Council events on/in Council land/buildings are permitted to provide, sell or distribute single‐use bottled water and disposable cups during the transition period however, they must promote and consider using and supplying/selling reusable options (e.g.: providing jugs and reusable glasses for patrons’ water use, promote/sell/supply refillable drinking bottles or reusable cups





etc.); provide a discount to those choosing reusable cups (e.g.: bringing their own); and display promotional materials on reusable options”. Rather information on suitable alternatives will be provided as education material and discussed at workshops.

Bottled water is required for medical, dehydration or people without water bottles.

3

If events are advertised as not having bottled water available then attendees can be prepared and bring along a refillable water bottle. Most young people do this already when they go to school. Reusable water bottles could also be sold as a fundraiser to those who have attended without a water bottle. Provision of bottled water for medical emergencies such as taking medication and dehydration would be considered by event risk assessments. Where a practical alternative doesn’t exist an exemption would be considered.

No change to policy in response.

What will Council do if reticulated water suddenly becomes unavailable?

1 This would become an emergency situation and dealt with accordingly. Exemptions to this policy may be made for health and safety reasons.


Removing water bottles is removing choices available for individuals.

1 It will be important that event organisers clearly advertise that an event is free of single‐use water bottles. This will enable patrons to be prepared and bring along their own requirements.


Organisation wants cold water to be provided.

1 Chilled water bottle filling stations and bubblers exist, however these will be more expensive and have higher maintenance costs, however will be considered by Council. If patrons to events require cold water then they






will be required to bring their own water.

Policy encourages purchase of sugary drinks by removing bottled water.

3 Council will provide water bottle filling stations and water fountains that can be used free of charge. This should encourage drinking of water over sugary drinks that have to be paid for.


Impacts on fundraising monies raised in particular from selling bottled water for sporting and other organisations.

7 Council understands that the sale of water in bottles is a significant source of funds for many sporting and other organisations. Other fundraising options may need to be considered by local sporting groups in line with the Policy.

Change of scope has been included in Policy as follows: “The policy does not apply to the ongoing or seasonal operation of sports club canteens and other community venues that hold events and functions as part of their normal operations, however these organisations are encouraged to transition towards the principles of this policy”.

Will Council provide compensation for loss of revenue due to sale of water?

1 This would be problematic to measure and implement.


Policy imposes a burden on organisations by increasing washing up and cost of water and electricity.

2

While the Policy encourages people to ‘Bring Their Own’, the policy does not exclude the sale and use of compostable food and drink ware. It is recognised that some alternative products are more expensive however there are some that are cost comparable such as paper plates.

No change to policy in response. Council to investigate mobile washing up equipment for events.

Will Council provide free water and facilities to organisations to assist with washing up costs?

1 This would be problematic to measure and implement.

No change to policy in response. Council to investigate mobile washing up equipment for events

Using reusable mugs and cutlery is unhygienic without proper washing up facilities.

2 Personal mugs and cutlery are not subject to the same hygiene requirements as that supplied by a vendor. Water supplied at the site is sufficient to rinse off equipment for reuse.

No change to policy in response. Council will investigate mobile washing up equipment for events.

Impacts on fundraising monies raised in particular from selling

1 While the Policy encourages people to ‘Bring Their Own’, the policy does not exclude the sale and use






coffee and tea. of compostable food and drink ware. Many vendors have already swapped to a more environmentally coffee cup. The policy should not have any impact on tea and coffee.

Imposition on families as they will need to carry reusable items with them.

1 While the Policy encourages people to ‘Bring Their Own’, the policy does not exclude the sale and use of compostable food and drink ware so vendors can still provide dinner ware and cutlery with food purchases.


Council are decreasing residents and visitors’ fun by not allowing balloons under the policy. Users dispose of these at home.

4 Balloons are often left behind when used in parks, become litter and impact on the environment. There are many paper based or reusable party decorations available that can be used to decorate outside for events.


Increased recycling bins needed at events.

3 The Policy is aimed at reducing waste, in particular waste that becomes litter. Council recognises that more public place recycling is required.

No change to policy in response. Council to investigate how to successfully introduce recycling bins at events.

Return and Earn program has resulted in very few plastic bottles being placed in the bin.

1 The Return and Earn program has been successful particularly in Scone where the Reverse Vending Machine is located. Access to Return and Earn is not easy for other parts of the Shire.


Policy will not reduce amount of single‐use plastic going into the bin just shift it from public place bins to residential bins.

1 The Policy will stop single‐use plastic from being used at events so there will be a reduction in this type of waste and also the amount of single‐use plastic becoming litter.


Bins require plastic liners for handling and hygiene purposes.

1 Manual handling of rubbish is not preferred due to the risk of injury and bag opening, however is difficult to avoid where bin collection is infrequent. Council is currently investigating alternatives to plastic bags. If unavoidable, then plastic bin liners will be






exempt from the Policy due to safety reasons.

Impacts use of bin liners at home.

1 The Policy only impacts on events on Council property.

No change in policy in response.

Request for workshops for organisations to understand the Policy, why it is needed and how it can be implemented.

1 The Policy states that during the transition period ‘Council officers will work with these clubs and facilities to assist in planning’. Workshops can be included as part of the education process.

Policy has been amended to include workshops as follows: “During this transition period Council officers will provide workshops on the implementation of the policy and work with these clubs and facilities to assist in planning.”

Transition period – When will it start? Can it be extended to two years?

3 The Policy states “This policy will commence once approved by Council”. The Policy allows for the transition period to be reviewed at the first policy review in July 2020. A decision on extending the transition period will be made at that time.

The Policy has been modified to make commencement of transition periods clearer as follows; “This policy will commence once approved by Council. A transition period of six months from the commencement date will apply to enable Council Teams and Departments to fully implement the Single‐use Plastic Events Policy. An initial twelve month transition period from the commencement date of this policy specifically applies to non‐council event organisers and mobile vendors to allow for the transition to the Policy requirements.”

Will Council provide grants to assist with additional costs of implementing the policy?

1 Grants will not be provided at this time as not allowed for in 2019/20 operating budget.

The following paragraph has been added to the Policy. ” The need to provide grants to organisations to assist with the implementation of this policy will be monitored by Council and reviewed at the first policy review.”

The Policy will increase the 1 Paper is an alternative for single‐use plastics. It is a No change to Policy in response.





amount of paper being used. Aren’t we supposed to be transitioning to a ‘paperless society’?

renewable resource which can be composted and is less harmful to the environment than plastic. The term ‘paperless society’ is a society in which paper communication (written documents, mail, letters, etc.) is replaced by electronic communication and storage so does not apply to this Policy.

Council should be lobbying the manufacturers of products to reduce single‐use packaging.

1 Council agrees that more needs to be done by the manufacturers of products to reduce packaging especially single‐use plastics. Council belongs to the Waste Management and Resource Recovery Association of Australia who lobbies for this type of chain on members behalf, as does the Local Government NSW which lobbies on behalf of Councils.


How will compliance to the Policy be monitored?

2 Compliance to the Policy will be undertaken by Council Officers. Initially this will be an educational approach by speaking with vendors at the beginning of events.


ATTACHMENT NO: 2 - DRAFT - AMENDED - SINGLE-USE PLASTIC EVENT POLICY - AUGUST 2018

ITEM NO: H.08.2


ENVIRONMENTAL MANAGEMENT - POLICY - SINGLE-USE PLASTIC FREE EVENTS Background

Upper Hunter Shire Council’s Single-use Plastic Free Events policy has been developed in response to a resolution passed by Council on 24th September 2018 which requires Council to;

develop a new Single-use Plastic Free Events Policy with a suitable lead in time to eliminate single-use plastic products at events run by Council and events held on Council land. The policy extends to all council owned buildings, venues and roads, and aims to reduce the harm caused by single-use plastics

The foundation for this policy is based on significant evidence that:

Plastic pollution persists in the environment and has detrimental effects on human health Plastic pollution is a major cause of global environmental degradation and species decline The pollution and greenhouse gas emissions associated with Single Use Plastics place an

inequitable burden on future generations The production of plastics relies on non-renewable resources There is growing community concern on the use of Single Use Plastics, and Viable alternatives exist to replace single use plastic products with reusable or compostable

items. Objectives

To set out Council’s commitment to eliminate single-use plastic at civic events and events held on Council owned sites.

To eliminate the single-use plastics at civic events and Council events and events held on Council owned sites.

To promote re-use and waste avoidance to Council staff and audiences at events held at Council owned sites.

To reduce litter and the harm caused to the environment by single-use plastic. Increase availability of water bottle filling stations and bubblers in public spaces.

Definitions

Event: Any planned activity that occurs at a certain place, during a certain time, which involves a small or large gathering of people and has some level of impact on the immediate surroundings.

Civic Event: All events that are organised by Council staff. Council Owned Sites: Buildings, venues, land, roads or any other location owned or

managed by Council, including sites leased from Council. Plastic: non-biodegradable polyethylene made from petrochemical compounds. Single-Use Plastic Bag: A plastic bag, polybag, or pouch is a type of container made of thin,

flexible, plastic film, nonwoven fabric or plastic textile. Single-Use Plastic Products: Any disposable plastic material used only once or for a short

period of time including but not limited to balloons, straws, plastic sleeves/cups/plates/cutlery, take away containers, bottled water, cling wrap/film, and packaging such as polystyrene food containers. For the purpose of this Policy, it also applies to disposable paper (coffee) cups with plastic linings and/or lids.


ITEM NO: H.08.2


Scope

The policy applies to Council staff, contractors or other Council representatives engaged in the operation of Council business; all events and individuals or organisations planning, organising, running, and/or approving events, conducted in or on Council owned or managed sites. This includes, but is not limited to, all civic, commercial or community events; all large and small scale events, meetings, functions, workshops, markets, festivals, expos, parties, information sessions, conferences and organised/formal sport or recreational events. The policy covers single-use plastic items used in ‘front of house’ operations for consumption at the event. The policy does not apply to ‘back of house’ operations including packaging on supplies and cleaning materials. The policy does not apply to the ongoing or seasonal operation of sports club canteens and other community venues that hold events and functions as part of their normal operations, however these organisations are encouraged to transition towards the principles of this policy.

Procedures/Practice Organisations or individuals planning, organising, running and/or approving Council events or events conducted at Council sites must ensure the following event requirements are met:

Single-use plastic bags are not to be used, sold or distributed for transportation or promotional purposes;

Single-use plastic plates, bowls, cups, straws, cutlery and take away food containers are not to be used, sold or distributed;

Bottled water is not to be provided, sold or distributed. Alternative, free access to water must be provided by Council;

Single-use disposable cups and lids are not to be used, sold or distributed; All avoidable plastic packaging, including cling wrap, plastic bags or similar must not be used

in the sale, distribution and transport of food or goods; Balloons are not to be used, sold or distributed; Event materials are to be reused where possible (including event signage and promotional

banners and flags); The event site or venue must be left litter free and returned to pre-event conditions; and Event organisers must play a key role in educating and guiding their event staff and audience

on single-use plastic free practices. This includes considering whether single-use plastic items are needed in the first instance, providing useful information, and promoting reusable alternatives.

Council officers will support and assist organisations or individuals organising an event to comply with this policy, however, if there is repeated adherence to this policy, officers may recommend that these events not be supported or approved by Council in the future. Events on Council managed land will need to commit to comply with the policy before any Council sponsorship for that event is approved.

Exemptions

Exemptions to this policy may be made for health and safety reasons or where there is no other practical alternative product or distribution method available. All exemptions require prior written approval from the General Manager. The exemption process, including keeping of exemption records, will be established by Director Environmental and Community Services following adoption of this policy.


ITEM NO: H.08.2


Implementation This policy will commence once approved by Council. A transition period of six months from the commencement date will apply to enable Council Teams and Departments to fully implement the Single-use Plastic Events Policy. An initial twelve month transition period from the commencement date of this policy specifically applies to non-council event organisers and mobile vendors to allow for the transition to the Policy requirements. During this transition period Council officers will provide workshops on the implementation of the policy and work with these clubs and facilities to assist in planning. This transition period policy condition will be monitored and reviewed at the first policy review. The need to provide grants to organisations to assist with the implementation of this policy will be monitored by Council and reviewed at the first policy review.

References

This is a new policy for Upper Hunter Shire council and was adopted by Council at its meeting on 20 May 2019.

Council resolution 27 March 2017 to ban the release of balloons at Council events and Council managed lands.

Council resolution 25 February 2019 that a Climate Emergency be declared.

TRIM INT-14499/19

Review Date

July 2020 by Manager Sustainability and Environment

Authorised by: ………………………………………………….. …………………… Steve McDonald, General Manager Date




RESPONSES TO PREVIOUS QUESTIONS

RPQ.08.1 RESPONSES TO PREVIOUS QUESTIONS


AUTHOR: Teresa Ellis - Governance & Executive Support Officer

RECOMMENDATION For notation only. BACKGROUND At the ordinary meeting of Council on 29 July 2019 the Councillors questions were raised and tabled as per attached report. Outstanding questions from previous council meetings are also tabled in the attached report.

ATTACHMENTS

1 Council Meeting - Councillor Questions - Updated August 2019

ATTACHMENT NO: 1 - COUNCIL MEETING - COUNCILLOR QUESTIONS - UPDATED AUGUST 2019 ITEM NO: RPQ.08.1


CR Item Action Meeting Date

CRM Responsibility

Cr Brown Would the GM seek advice from the ARTC on any plans it may have to review and/or upgrade the level crossing on Gateleys Road in Wingen?

The rise up to the level crossing from the highway is quite steep and there are instances where trucks using the road take some time to traverse the crossing coming from a starting position (vehicles must stop prior to crossing the rail line), particularly if they are fully laden. The particular risk I am concerned about is that a southbound train comes around the bend at speed and the driver of the truck crossing the level crossing struggles to get the vehicle across the crossing before the train is at that point too.

Taken on Notice Update: There is a program run by Transport for NSW for level crossing upgrades. Although there is no formal application process the RMS regional office, if in agreeance with any upgrade proposal, will make representations on behalf of Council to have this site prioritised and shortlisted for major upgrade within the Level Crossing Improvement Program (LCIP). This shortlist will then be refined through consultation with relevant stakeholders. Consultation involves a review of level crossing incident data and local knowledge from road and rail agencies. Every effort will be made to ensure this site becomes a high priority.

29/07/2019 GM

Cr Abbott Where does our waste go once it has left Muswellbrook? Does it go overseas? Has it been returned from countries in Asia such as Indonesia, Vietnam and Malaysia along with so much other Australian waste? Can we do a tracking audit?

Kerbside collected recyclables are sent to Polytrade at Gateshead. We have contacted Polytrade and are awaiting further information regarding the final destination of these materials.

29/07/2019 Environmental & Community Service

Cr Abbott In relation to the rezoning of the Philip Street land, I have been asked whether council consulted the EPA regarding potential land contamination due to the nature of the proposed business, and its impact on the natural water course that flows from the back of Philip Street on the block? Did we?

The planning proposal is for a rezoning only at this stage. A separate development application would be required for any future development of the land and the environmental impacts of such development would be assessed as part of the development assessment process. Consultation with EPA or NSW Fire Brigades is not required or necessary at this stage.




Cr Abbott Also has NSW Fire been consulted in relation to this rezoning given that the site will be storing fuel and other flammable chemicals so close to residential homes?

As above. 29/07/2019

Cr Abbott What are the potential impacts of residents' wood fires serving as a source of ignition for fires on the proposed site? What does NSW Fire have to say about that? Have they been consulted?

As above. 29/07/2019 Environmental & Community Service

Cr Abbott Are we getting any closer to banning the use of glyphosate in the Upper Hunter Shire by UHSC staff given its known perils to health and our responsibility to keep staff safe?

Council staff are currently trialling alternative herbicide products.

29/07/2019 Infrastructure Services

Cr Abbott How is the affordable housing survey going? Has a report been completed yet?

Council did not allocate any funds in the 2019/20 budget for this project. An affordable housing study will be completed once funding becomes available.


Cr Abbott Where exactly will the air supply outlet (for air-conditioning unit) be placed in the RSL's proposed motel in Guernsey Street?

The Applicant has advised that the air conditioning plant servicing the motel is proposed to be installed to the rear of the building.


Cr Campbell Merriwa Dr surgery upgrade...Has this matter been finalised as funds have been allocated for the work.

Taken on Notice Response: Funds for this project will be carried over into 2019/20 and completed as staff become available to oversee the works.

24/06/19 Corporate Services

Cr Brown Can the GM consider the replacement of the water restriction signage in Murrurundi and at other locations around the Shire with larger signs to better promote the water restrictions in place to travellers and residents?

The General Manager advised that this will be done. Update: Staff have investigated options and have ordered new signage for all towns.




Cr Watts Asked for clarification of her question regarding the update from her previous question regarding the outdoor gym equipment that was removed at Bill Rose Sports Complex due to the Bypass.

Update: Director Infrastructure Services clarified that the new site for the equipment is posing problems due to how large the site needs to be and the drainage required. Update: Asset Services Team are currently working with design consultants to assess the drainage requirements at the site. The site is difficult to drain due to current topography. It is anticipated that design options and estimates of cost will be available


Cr Abbott I have raised water before and I raise it again. Lack of water is a significant problem for rural NSW and rural towns are facing the enormity of running out very soon and then looking at water-carting. But in relation to water-carting, many are asking “where from?”. When will water restrictions kick in for Scone? And do we have a rigorous education programme and advice package on how to minimise daily water usage?

Response: The General Manager advised that NSW Water are the controllers of the restrictions to be put in place and they review this at 30 June each year. He would assume that given that the dam is at or below 50%, they would be soon enforcing water restrictions come this date. Update: The matter is being addressed in this Council meeting. Update: Council has adopted level 1 restrictions across the shire. We also have water wise programs to help promote reducing water usage.

27/05/19 Infrastructure services

Cr Watts Can Council look at a footbridge for the gully in Oxford Road Scone? This is a high traffic area for the Pre School, Senior Citizens Centre, Mens Shed and a school bus stop. It might be appropriate to look at the footbridge at Park Street Scone.

The General Manager advised that this matter will be referred to the Infrastructure Services Committee. Update: Councils Assets team will review the proposal and provide a report to the Infrastructure Services Committee Meeting. Update: Report will be provided to the October Infrastructure Services Committee Meeting


Cr Watts I would like to raise the question of the timeframe again for when the outdoor exercise equipment will be replaced and up and running at Bill Rose Sporting Field, Scone.

The Director Infrastructure Services advised that the project was in design stage at the moment of the overall layout of the playground equipment and there should be a program of works shortly. The General Manager added that there is a matter in regards to drainage which is being designed. At the moment the drainage




concentrates down near that particular location so staff are making sure that the drainage is corrected first before the equipment is installed. Update: Asset Services Team are currently working with design consultants to assess the drainage requirements at the site. The site is difficult to drain due to current topography. It is anticipated that design options and estimates of cost will be available by September.

Cr Watts Where is Council at with the public toilets in Kelly Street? They were due to start in January 2018.

The General Manager advised that the Revitalisation Committee has discussed this. Builders have been engaged to carry out demolition works at the site. The DA is being modified with community consultation to take place as a result of that. Cr Burns added that the money that was promised by the State Government that has not yet been received is what is being earmarked for the public toilets. Update: Council has just received the draft deed document. Staff are reviewing the documentation which will be sent to Sydney and then signed. It is anticipated that this process could take up to one month. Update: A report will be prepared for the ISC meeting on the current options and costs Update: DA information requested by advisors, being finalised by consultants, i.e. heritage report, Community Safer by Design report, Mural artwork restoration report. Structural Engineer and Building have visited the site to determine demolition / restoration method with input from Heritage Advisor. Quantity Surveyor being engaged to firm up cost of works.


Cr Burns At the October 2016 Ordinary meeting of Council, this council resolved the following:

The General Manager advised that discussion has been held in regards to that part of the rural road network. The advice is that the scope of




That Council: Seek advice from a geotechnical

consultant on appropriate ways to manage the slope site located at 15.1km along Rouchel Road.

Consider for inclusion in future DPOP’s the capital works associated with each rock face and major river embankment protection works identified and supported by expert geotechnical recommendations. Can Council please be updated on the state of each of the points that were resolved?

works to secure that face is an unknown amount of money. Staff are looking at options of potentially relocating the road across the brook and we are focusing more on that where there is a bit more certainty around the finished outcome and the impact of that particular slope. A formal response will be provided at the next meeting. Update: Point 1&2. It is proposed that additional geotechnical investigations will be undertaken at the cutting at chainage 15.1 km along Rouchel Road as part of the development works in the 2019/2020 Budget proposal. Point 3. $50,000 has been proposed in the 2019/2020 Budget for the development of the works required on Rouchel Road.

Cr Burns At a recent meeting with Cr Linda Scott President of LGNSW I was heartened to hear that Metropolitan Councils were looking for ways to help out their Rural and regional Cousins during this time of drought. The help that they are talking about is man power. Can council please make representations to LGNSW to place our gratitude and acceptance of this offer and enter into negotiations on possible enterprises whereby we can gain assistance. These types of staff exchanges can be an environment for our Staff to learn from their staff and their Staff can learn from ours. Exchanges of ideas and methods can only improve our abilities.

Taken on notice. Update: Staff are reviewing the logisitics and complexities with taking up this offer. This ranges from insurances, accommodation, equipment, inductions and so on.



Cr Watts Can Council please investigate through the Traffic Committee a second crossing for St Marys School?

The Director Infrastructure Services advised that investigation of a second crossing at St Marys School will be put on the agenda of the Traffic Committee. Update – Staff are currently investigating options and a report will be prepared for the next Traffic Committee. Update: The Principal of St Mary’s School does not support a designated school crossing in Waverley St for their students. All students are required to enter the school via the Short St entrance. The Waverley St entrance is for students who come to school or leave via bus only and hence a crossing is not desired. No further action required at this time.

25/02/19 N/A Infrastructure Services


COUNCILLOR QUESTIONS Cr Lee Watts The lights outside of the Scone Library are not working and need to be fixed. Response: The General Manager advised that they are a part of the building and that Council will need to contact the Landlord to organise this. Cr Sue Abbott 1 – Can we consult with the schools in the Upper Hunter Shire to arrange to have their swimming carnivals in the early morning or late afternoon, avoiding the middle of the day when it is the hottest time of the day? Taken on Notice 2 – Can all of our meetings be put into our electronic calendars, I have asked this on numerous occasions? Response – The General Manager advised that this can be actioned 3 – Correspondence that came to the Sustainability Committee requesting from a youth group that we support the global strike on Friday 20 September 2019. Are we as the Upper Hunter Shire Council going to offer the support to the children wishing to do this. Taken on Notice Cr Josh Brown Can council source a flagpole to replace the damaged flagpole at the Murrurundi War Memorial in time for Remembrance Day Service? Taken on Notice Cr Ron Campbell Can council investigate a suitable place for the planting of a Christmas tree in each of the four major towns

with the view of replacing the 4 artificial Christmas trees.

Taken on Notice Cr Lorna Driscoll Can Council get a light installed along Perth Street near the Aberdeen Shopping Village so that traffic and residents can see the entry and exits points to this facility, it is very dark there at night time and can be dangerous. Taken on Notice Closed 6.12pm

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