150818 agenda and business papers 18 august 2015

137-139 Oberon Street PO Box 84 Oberon NSW 2787 Telephone: (02) 6329 8100 Fax: (02) 6329 8142 Email: [email protected]

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AGENDA AND BUSINESS PAPERS Oberon Council Ordinary Meeting Tuesday 18 August 2015 Commencing at 5.30pm at the Oberon Council Chambers

Oberon Council - Agenda and Business Papers – Ordinary Meeting – 21 August 2015

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Agenda Items page 1. OPENING OF MEETING ............................................................................................................ 4

2. ACKNOWLEDGEMENT OF COUNTRY .................................................................................... 4

3. PRAYER ..................................................................................................................................... 4

4. RECORD OF ATTENDANCE ..................................................................................................... 4

5. DECLARATIONS OF INTEREST ............................................................................................... 5

6. GENERAL AND CIVIC PRESENTATIONS ................................................................................ 6

7. COMMUNITY PRESENTATIONS AND QUESTIONS................................................................ 6

8. CONFIRMATION OF MINUTES ................................................................................................. 6

9. MAYORAL MINUTE AND REPORT ........................................................................................... 6

09.01 MAYORAL MINUTE AND REPORT .............................................................................. 6 09.02 GENERAL MANAGERS PERFORMANCE AGREEMENT ........................................... 8

10. NOTICES OF MOTIONS ............................................................................................................ 9

10.01 NOTICE OF MOTION – RIGHT OF WAY TO ISABELLA CEMETERY .......................... 9

11. COUNCILLOR AND DELEGATES REPORTS ......................................................................... 10

11.01 CENTROC HEALTH WORKFORCE MEETING .......................................................... 10 11.02 UPPER MACQUARIE COUNTY COUNCIL MEETING ............................................... 16

12. COMMITTEE REPORTS .......................................................................................................... 17

12.01 OBERON YOUTH COUNCIL ...................................................................................... 17

13. REPORTS FOR DECISION ..................................................................................................... 21

13.01 POLICY REVIEWS ...................................................................................................... 21 13.02 OBERON MEALS ON WHEELS ................................................................................. 62 13.03 WATER DEBTOR WRITE OFFS ................................................................................. 63 13.04 OBERON LEP 2013 PLANNING PROPOSAL – BOUNDARY ADJUSTMENTS ......... 64 13.05 STRATFORD DOWNS ESTATE TOWN IMPROVEMENT LEVY ............................... 72 13.06 DEVELOPMENT APPLICATION 10.2015.45.1 – RESIDENTIAL SHED ..................... 73 13.07 RESTART NSW – REGIONAL WATER & WASTE WATER BACKLOG EOI .............. 79

14. REPORTS FOR INFORMATION .............................................................................................. 87

14.01 MONTHLY ACTIVITY REPORT – GENERAL MANAGER .......................................... 87 14.02 MONTHLY ACTIVITY REPORT – PLANNING AND DEVELOPMENT ....................... 91 14.03 MONTHLY ACTIVITY REPORT - WORKS AND ENGINEERING ............................... 96 14.04 MONTHLY ACTIVITY REPORT – FINANCE & COMMUNITY SERVICES ............... 101 14.05 STATEMENT OF INVESTMENTS ............................................................................ 107 14.06 QUARTERLY BUDGET REVIEW STATEMENT – APRILTO JUNE 2015 ................. 109 14.07 SMOKE FREE LEGISLATION – OUTDOOR PUBLIC PLACE LEGISLATIO ............ 125 14.08 WATER AND SEWER PLANT REPORT ................................................................... 130 14.09 MAYFIELD ROAD PROJECT – PROGRESS REPORT ............................................ 137

15. URGENT BUSINESS ............................................................................................................. 137

16. CLOSED SESSION / CONFIDENTIAL REPORTS ................................................................ 138

16.01 PROPERTY AND LAND DEVELOPMENT ................................................................ 138

17. CLOSURE OF MEETING ....................................................................................................... 139


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1. OPENING OF MEETING The Mayor will welcome members and declared the meeting open.

2. ACKNOWLEDGEMENT OF COUNTRY Council acknowledges that this meeting is being held on the traditional lands of the Wiradjuri and Gundungurra People, and respects the history and culture of the elders both past and present.

3. PRAYER The Meeting will be opened in prayer.

4. RECORD OF ATTENDANCE Members Mayor Kathy Sajowitz (in the Chair)

Deputy Mayor Kerry Gibbons Clr Ian Doney Clr Jill Evans Clr Neil Francis Clr Sam Lord Clr John Morgan

Staff Alan Cairney, General Manager

Gary Wallace, Planning and Development Director Chris Schumacher, Works and Engineering Director Lynette Safranek, Finance and Community Services Director

Sharon Swannell, Executive Coordinator Apologies Clr Clive McCarthy Recommendation: That apologies be received and accepted for the non-attendance of Councillor Clive McCarthy.


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5. DECLARATIONS OF INTEREST File No: Governance/Councillors/Declarations of Interest

A GUIDE TO ETHICAL DECISION-MAKING

(Provided by the Independent Commission Against Corruption) Is the decision or conduct legal? Is it consistent with Government policy, Council’s objectives and code of conduct? What will the outcome be for you, your colleagues, the Council, anyone else? Does it raise a conflict of interest? Do you stand to gain personally at public expense? Can the decision be justified in terms of public interest? Would it withstand public scrutiny? A conflict of interest is a clash between private interest and public duty. There are two types of conflict: Pecuniary – regulated by the Local Government Act and Department of Local Government Non-pecuniary – regulated by codes of conduct and policy. ICAC, Ombudsman, Department of

Local Government (advice only) The test for conflict of interest: Is it likely I could be influenced by personal interest in carrying out my public duty? Would a fair and reasonable person believe I could be so influenced? Conflict of interest is closely tied to the layperson’s definition of “corruption” – using public

office for private gain Important to consider public perceptions of whether you have a conflict of interest Identifying problems 1st Do I have private interests affected by a matter I am officially involved in? 2nd Is my official role one of influence or perceived influence over the matter? 3rd Do my private interests conflict with my official role? Whilst seeking advice is generally useful, the ultimate decision rests with the person concerned. When making a Declaration of Interest the reason for making the declaration should be clearly stated. Pecuniary and Non-Pecuniary Significant Interests should be managed by leaving the room while the matter is considered. Pecuniary -

Non-Pecuniary Significant

-

Non-Pecuniary Less than Significant

-


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6. GENERAL AND CIVIC PRESENTATIONS Nil

7. COMMUNITY PRESENTATIONS AND QUESTIONS None received.

8. CONFIRMATION OF MINUTES Ordinary Meeting 21 July 2015 ATTACHED is the Minutes of the Ordinary Council Meeting held on 21 July 2015. Recommendation: That the Minutes of the Ordinary Meeting held on 21 July 2015 be confirmed. Matters Arising from the Minutes Nil Extraordinary Meeting 27 July 2015 ATTACHED is the Minutes of the Extraordinary Council Meeting held on 27 July 2015. Recommendation: That the Minutes of the Extraordinary Meeting held on 27 July 2015 be confirmed. Matters Arising from the Minutes Nil

9. MAYORAL MINUTE AND REPORT 09.01 MAYORAL MINUTE AND REPORT

File No: Governance/Meetings/Ordinary Author: Clr Kathy Sajowitz, Mayor Summary This report summarises the main activity for the Mayor since my appointment at the Extraordinary Meeting held on 27 July 2015. Recommendation: That Report Item 09.01 is received as information.


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Comment A. Meetings 1. Ordinary Council Meeting – Tuesday 21 July (Chaired by Deputy Mayor Kerry Gibbons)

2. Extraordinary Council Meeting – Monday 27 July

3. Councillor Informal Briefing re Fit for the Future – Tuesday 28 July

4. Meeting with General Manager – Mayor Briefing – Wednesday 29 July

5. Meeting with Finance and Community Services Director re Meals on Wheels – Thursday 30 July

6. Meals on Wheels Volunteers Meeting – Friday 31 July

7. Meeting with Member for Bathurst, Paul Toole MP, accompanied by General Manager and Deputy Mayor Kerry Gibbons – Monday 3 August

8. Oberon Youth Council Meeting – Tuesday 4 August

9. Australia Day Working Party Meeting – Friday 7 August

10. Meeting with Jill O’Grady, Weeds Inspector, Upper Macquarie County Council – Friday 7 August

11. Seniors Welfare Committee Meeting – Monday 10 August

B. Representation 1. Oberon Public School Education Week Assembly (attended by Deputy Mayor Kerry Gibbons) –

Monday 27 July

2. Oberon High School Education Week Assembly – Tuesday 28 July

3. Friends of the Oberon Library present “Dead Men Talking” – Robert Hooper Community Centre, Friday 31 July

4. Draw Jeans4Genes Day Raffle

C. Correspondence 1. Local Government NSW recommending the services of Local Government Procurement which

is a wholly owned subsidiary of Local Government NSW and provides fully integrated procurement services including contract panels, consulting, professional development and contract management

2. Fuel Tax Credits Coalition providing a copy of Powering Regional Australia – The Case for Fuel Tax Credits

3. Australian Local Government Association invitation to register for the 2015 Local Roads and Transport Congress being held in Ballarat from 17 – 19 November

4. Local Government NSW Councillor Development Programs which will be held from August to December 2015

5. Invitation to attend the Oberon High School Education Week Assembly, being held on Tuesday 28 July

6. Julian Shortland, raising concerns regarding smoking in Oberon, in particular in Oberon Street, Fleming Street and Ross Streets and in the passage near the Cook Park Toilets

7. City of Ryde, providing a copy of their Fit for the Future Joint Submission with partners Hunter’s Hill and Lane Cove Councils

8. John Cobb MP, providing a reminder that the National Stronger Regions Fund Grants, Australian Government Black Spot Program and Bridges Renewal Program will close soon

9. Lithgow City Council, Parkes Shire Council, Bathurst Regional Council and Upper Lachlan Shire Council – letters of congratulations to Clr Sajowitz for being Elected Mayor of Oberon

10. Jill O’Grady, Upper Macquarie County Council Weeds Officer, offering congratulations to Clr Sajowitz for being elected Mayor of Oberon


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11. Local Government NSW encouraging all Mayor’s and General Managers to participate in The Future of Australia’s Federation Survey, closing Monday 3 August

12. Mr Robert Slattery regarding concerns about road closures during recent snowfall events

13. Fitzpatrick Bros Pastoral Company commenting on the proactive service provided by the current Weeds Officer for the Oberon Area

14. One week left to nominate for the 2015 NSW/ACT Regional Achievement and Community Awards, which close on 13 August

15. Ms Vivian Clark-Ferraino regarding rates brochure outlining how rates are spent and commenting on the enclosure of the Oberon Swimming Pool and other facilities in the Oberon area

16. Cr Scott Ferguson, Blayney Shire Council congratulations on election as Mayor of Oberon and reiterating Blayney’s support for Oberon to remain as a stand alone Local Government Entity as well as providing information regarding Blayney’s Fit for the Future improvement plan

17. Veronika Cvitanovic regarding the Council’s plans to carry out maintenance work on the existing Skate Park

Mayor Kathy Sajowitz 09.02 GENERAL MANAGERS PERFORMANCE AGREEMENT

File No: Governance/Meetings/Ordinary Author: Clr Kathy Sajowitz, Mayor Summary This report sets a structure for a Whole of Council Review of the General Manager’s performance and the development of new Performance Agreement. Recommendation: 1. That Council adopt a Whole of Council Review for both the Mid Term and Annual Performance

Reviews for the General Manager and also for the development of a new Performance Agreement.

2. That the Mayor be authorised to engage external assistance through Local Government

Management Solutions and in consultation with the General Manager set the dates for the Mid Term and Annual Performance Reviews.

3. That Council consider in Closed Session the results of the 25 March 2015 Performance Review

and the proposed Draft Performance Agreement. Comment All Councillors have been provided with a copy of the GM’s Performance Review Report prepared by Christian Morris, Local Government Management Solutions. This Report resulted from the formal Performance Review process held on 25 March 2015. The Report is the Annual Performance Monitoring and the next step in the process is to examine the results with the GM and develop a new Performance Agreement and determine dates for the Mid Term monitoring and then the Annual Performance Reviews..


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It is suggested the Mid Term monitoring occur with the development of the new Performance Agreement during August/September with the annual Performance Review in March 2016. As suggested by some Councillors, Christian Morris from Local Government Management Solutions (LG NSW) has been contacted about being involved in the mid-term monitoring and the development of the new Performance Agreement. Christian is available to do this in late early September. The recommendation suggests the Mayor be authorised to engage assistance through LG NSW. In consultation with the GM, as with previous years, a “Whole of Council” involvement in the performance review process is considered acceptable. A separate Confidential Document is distributed to all Councillors with the proposed new Draft Performance Agreement to enable Councillors to have input during the Closed Session. Mayor Kathy Sajowitz

10. NOTICES OF MOTIONS 10.01 NOTICE OF MOTION – RIGHT OF WAY TO ISABELLA CEMETERY

File No: Public Health/Cemeteries/Isabella Cemetery Author: Clr Kerry Gibbons Summary That Council seek to legal Right of Way to Isabella Cemetery across the existing road. Motion That Council progress to obtain legal access to the Isabella Cemetery across the existing road.

Notes:


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11. COUNCILLOR AND DELEGATES REPORTS 11.01 CENTROC HEALTH WORKFORCE MEETING

File No: Governance/Ordinary/Meetings Author: Councillor John Morgan Summary Councillor John Morgan attended the Centroc Health Workforce Meeting that was held in Oberon on 20 May 2015. Recommendation That Report Item 11.01 is received as information. Comment FOLLOWING is the Minutes of this meeting. The meeting discussed: The progress and future of the Murray Darling Medical School, the implications/benefits of

the MDMS for Central NSW, and how the MDMS proposes to ensure training capacity within the region

Progress of the Beyond the Range website

Update on the Murrumbidgee Primary Health Network

The Centre for Rural and Remote Health The next meeting is scheduled to be held on 2 September in Cowra.

Notes:

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Minutes Centroc Health Workforce Meeting held at Oberon 20 May 2015

Attendees

1 Meeting opened at 10.43am Chaired by Mr Brian Steffen

Welcome by Cr John Morgan, Oberon Shire Council. Cr Morgan invited attendees to view the new Aged Care facility, officially opening 29 May 2015. (see image below)

2 Apologies Cr Ken Keith, Cr S Ferguson, Cr G Rush, Mr R Bailey, Cr Nevin Hughes, Cr Jan Parlett, Cr M Nash, Cr B Newton, Cr David Evans, Sandra Duff WNSWLHD, Alison Morgan DPC, Lynette Safranek Oberon, Nik Todorovski WML, Peter McMillan RDACW, Jenny Bennett Centroc.

3 Speakers

a. Mr Mark Burdack, Executive Officer, Murray Darling Medical School made a presentation on the

progress and future of the Murray Darling Medical School, the implications/benefits of the MDMS

for Central NSW, and how the MDMS proposes to ensure training capacity within the region.

Cr Bill West Cowra Shire Council Dr Estrella Lowe (Skype) NSW Rural Doctors Network

Mr Paul Devery Cowra Shire Council Ms Annie Dwyer Western NSW Local Health District

Mr Brian Steffen Forbes Shire Council Ms Heather Robinson Head Orange Campus, CSU

Mr Gary Brown Cabonne Council Mr Michael Bourke Manager Educational Programs TAFE

WNSW

Cr John Morgan Oberon Council Dr Steven Peterson Senior Medical Officer, Orange

Aboriginal Medical Service

Mr Scott Maunder Orange City Council Mr Mark Burdack Executive Officer, Murray Darling

Medical School

Cr John Shaw Upper Lachlan Shire Council Ms Amanda Cox Director, Vaada

Cr John Walker Young Shire Council Ms Julia Andrews Centroc

Cr Des Kennedy Mid Western Regional

Council

Ms Julie Robertson Mid Western Regional

Council

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Some key comments made by Mr Burdack;

The sole mission of the MDMS is to grow rural workforce

80% of students will be from rural and remote backgrounds

The MDMS will train medical students alongside other health students – bringing together

medical and health education – because these professionals will rely on each other in

practice.

A problem is clinical training capacity. The problem is rural doctors shortages

What is he asking of Centroc? To make the MDMS the “preferred solution”

For more information on the Murray Darling Medical School, please go to

http://www.mdms.edu.au/

b. Ms Amanda Cox, Director, Vaada Visual Arts and Design Agency. Presented on the progress of

the Beyond the Range website.

4 Minutes of the Last Meeting Confirmation of the Minutes of the Centroc Health Workforce Group Meeting 12 February 2015

Resolved Mr S Maunder/Cr Bill West

That the minutes of the Centroc Health Workforce Group Meeting held at Forbes 12 February 2015 be confirmed.

5 Reports 5a Beyond the Range Annie Dwyer (WNSWLHD) to provide a PDF of incentives to include on BTR website.

Resolved Mr P Devery/Mr S Maunder

That Centroc Health Workforce Group provide advice and input to the revised Beyond the Range Marketing Strategy, including feedback on KPIs, and that it be commended to the Board.

5b Update on the announcement of a new Murrumbidgee Primary Health Network

Resolved Cr B West/Mr S Maunder

That the report be noted.

5c Report on State and Federal Advocacy

Resolved Cr J Morgan/Mr B Steffen

That the report be noted.

6 Other Matters Additional matters raised at the meeting;

Cr Bill West raised the emerging issue of funding cuts to mental health services at the

Bloomfield Campus in Orange.

The Centre for Rural and Remote Health (CRRMH) is located on the Bloomfield campus in

Orange and has been run by the University of Newcastle since 2001. The CRRMH employs 25

FTE locally. The Orange and Region Mental Health and Drug and Alcohol Service (Bloomfield

campus) is a hub of mental health services not only for western New South Wales residents

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but for patients from right across the state. Bloomfield has been established for more than

100 years and has been recognised at a state and national level for its excellence as a centre

for mental health ‐ particularly rural and remote mental health. The Rural Adversity Mental

Health Program (RAMHP) is a state wide program that has been developed and run by the

CRRMH since it commenced and has an established track record of success. The RAMHP

employs 5FTE at the CRRMH for program delivery. NSW Health has advised that it will not

renew its contract with the University of Newcastle for the management of the RAMHP

when the current contract expires on 30 June, 2015. Instead, a Local Health District will

deliver the program. NSW Health have also advised the University of Newcastle that no

decision has been made about future funding for the CRRMH at this time. The CRRMH have

been advised that there is potential that their funding (around $1.3 million/annum from the

NSW Government) may go to two Sydney based institutions for the delivery of the

programs.

Centroc’s concerns;

o Loss of local jobs and delivery of successful programs

o Growing issue of metal health concerns in rural and regional areas being properly

supported

o The potential loss of a successful partnership between the CRRMH and the Orange and

Region Mental Health and Drug and Alcohol Service (Bloomfield)

o The constant churn and change of structural arrangements in providing regional health services creates uncertainty and risks continuity of services

Cr West advised the committee that Centroc would express these concerns to the Minister at the Board meeting at State Parliament the following week.

Mr Paul Devery, General Manager of Cowra Shire Council, asked Julia Andrews to provide the meeting with an update on the matrix work being done by Centroc on the Community Priority Infrastructure Plan, including health infrastructure.

Mr Michael Burke, Manager Educational Programs TAFE Western NSW, introduced himself to the group and gave an update on changes in funding structure at TAFE. Mr Burke reported that there was still strong demand despite increased fees in health courses. Mr Burke also mentioned the demand for access to local facilities for training.

Dr Estrella Lowe from the NSW Rural Doctors Network noted, with regards to the regional

medical school concept, that training capacity remains a real issue when considering future

medical schools and that councils and communities play a major role in encouraging trainees

and their families to stay on in their towns.

12.45pm Meeting closed. Next meeting – to be confirmed by email Suggested date ‐ Wed 2nd September Suggested location – Cowra

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Page 4 is the last page of the Centroc Health Workforce Group Meeting held at Oberon 20 May 2015 Action By Update

220714 – 5c ‐ Beyond the Range That the CHWC commend to the Board that the next steps for Beyond the Range include; 1. Complete development of web content including individual council pages and stories; 2. Investigate options for building content for “Training Pathways” & “Job Opportunity” pages; 3. Produce pro forma “Health Workforce in your LGA” report developed by Centroc; 4. Develop social media marketing strategy for Beyond the Range, Stage 3; 5. Investigate options for short “Local Champion” video stories for BTR site; 6. Investigate synergies and communication channels with local Health Councils; 7. Develop KPIs for Beyond the Range program; and 8. Work collaboratively, share information and links with LHDs, NSWRDN, Aboriginal Health and Department of Premier and Cabinet.

Ms J Andrews 1. In progress – 2015 BTR Marketing Strategy review 2. In progress ‐ 2015 BTR Marketing Strategy review 3. In progress – under review 4. In progress – 2015 BTR Marketing Strategy review 5. In progress – under review pending marketing strategy review and potential collaboration with WNSWLHD 6. Under review for next CHWG meeting 7. In progress ‐ 2015 BTR Marketing Strategy review 8. In progress – 2015 BTR Marketing Strategy Review

220714 – 5d ‐ Summary of Health Objectives in Centroc Community Strategic Plans and Other Strategic Documents Scoping of engagement of WNSWLHD in the process be provided including through Health Intelligence Units.

Ms J Andrews WNDWLHD engagement well underway. Health Intelligence Units to be further investigated

220714 – 5f ‐ Summary of Rural Clinical Schools in Centroc Region 1. Central NSW Councils (Centroc) Health Workforce Committee members note the summary of clinical schools and provide feedback, particularly regarding Council assistance with student accommodation; and2. the CHWC request the Board develop policy with regard to GP capacity to train health workforce.

Ms J Andrews 1. List completed 2014 and distributed for feedback. Little feedback received and by mid 2015 list will require updating 2. Pending

220714 – 5g ‐ Summary of James Cook University School of Medicine Model 1. further investigation into the viability and merits of a similar Medical School model in Central NSW be pursued. 2.That the value of a study visit to James Cook

Ms J Andrews Summary was completed and recommended to board 2014. 1. Senator Nash has informed Centroc of her support for the proposed CSU model. With CSU modelling into subject, is

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University School of Medicine in North Queensland be investigated

it worth Centroc resources spent doing a similar study? 2. Cr Bill West to visit JCU in August 2015

120215 – 5a‐Beyond the Range That Centroc Health Workforce Group provide advice regarding the type of information required by member Councils in the Beyond the Range Toolkit.

Ms J Andrews Pending next CHWG meeting

120515 – 5b – Centroc Health Advocacy Plan That Centroc Health Workforce Group provide feedback on the Health Advocacy Plan and That Centroc Health Workforce Group provide feedback regarding key messages to be delivered to State Health Minister Skinner at the meeting on 19th February.

Ms J Andrews Pending next CHWG meeting

120515 – 5f‐ General Practice Placements Program (PGPPP) That Centroc Health Workforce Group provide feedback and support the continued advocacy for the re‐introduction of a program similar to the PGPPP that provides specific experiences for junior doctors in training into regional general practice.

Ms J Andrews Ongoing

120515 – 5g ‐ Rural and Regional Teaching Infrastructure Grants That the Centroc Health Workforce Group provide feedback and support continued advocacy for Local Government eligibility for health infrastructure grants.

Ms J Andrews Ongoing


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11.02 UPPER MACQUARIE COUNTY COUNCIL MEETING

File No: Environmental Management/Meetings/Upper Macquarie County Council Author: Clr Neil Francis Summary Councillor Francis is the delegate to the Upper Macquarie County Council. Recommendation: That delegate report item 11.02 is received as information.

Comment The Upper Macquarie County Council held its last meeting on Friday 7 August. I attended the meeting with Councillor Gibbons who went as an observer. Delegates considered 193 property inspections over the four Local Government Areas. 77 property inspections were carried out in the Oberon LGA and of these there were 12 properties that no weeds were found on. This is a very good result. The Chief Weeds Officer reported the he estimates that there will be approximately 6,000 ha included in the aerial spraying program which will be carried out in September and October this year. This will be an increase to last year’s program. One of the Weed Inspectors who had taken Long Service Leave has indicated that he will return to the role soon. At the Meeting the Upper Macquarie County Council resolved to continue the employment of our Relieving Inspector Jill O’Grady and the Upper Macquarie County Council will fund the additional inspector over the next two years. The next meeting of the Upper Macquarie County Council will be held on 18 September 2015, commencing at 2.30pm.

Notes:


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12. COMMITTEE REPORTS 12.01 OBERON YOUTH COUNCIL

File: Governance/Ordinary/August 2015 Author: Lynette Safranek, Finance & Community Services Director Summary Minutes of the Oberon Youth Council Meeting held on 4 August 2015 is submitted for Council’s information and consideration. Recommendation: That the Minutes be presented to Council for information and that: 1. The Oberon Youth Council hold a sausage sizzle and Fathers Day raffle on Saturday

5 September, and 2. That a letter will be forwarded to IGA and Rosedale Gifts by the Youth Mayor and if there is no

objection from either business, the installation of the bike rack should proceed. Comment FOLLOWING is the Minutes of the Oberon Youth Council held on 3 August 2015. The meeting discussed options for fundraising during the second half of 2015; Skate Park report by Liam McFarlane and the next Sub Committee meeting; and the bike rack installation in the main street.

Notes:

OBERON COUNCIL – OBERON YOUTH COUNCIL Page 1 of 3

Minutes of the Oberon Youth Council held on 4 August 2015

The Meeting was held on 4 August 2015 in Council’s Chambers. The Meeting commenced at 5.30pm ATTENDANCE Angus Fittler Youth Mayor Keely Armstrong Deputy Youth Mayor Lisa Safranek Youth Councillor Lydia Moore Youth Councillor Josh Harvey Youth Councillor Shannon Foley Youth CouncillorMerania Stanley Youth CouncillorEmily Henby Youth CouncillorKathy Beesley Community Services Coordinator Shannon Marshall Oberon High School CoordinatorLynette Safranek Finance & Community Services Director Kathy Sajowitz Oberon Council Mayor Jaidyn Levanic Youth Councillor Liam McFarlane Skate Park Sub Committee Member

APOLOGIES Adrian Williams Youth Councillor Phoebe Nicholl Youth Councillor Ivy Moore Youth CouncillorLucy Voerman Youth Councillor

1. APOLOGIES – see Attendance and Apologies above 2. DECLARATIONS OF INTEREST - Nil 3. MINUTES OF PREVIOUS MEETING HELD ON 2 June 2015

4. BUSINESS ARISING FROM THE PREVIOUS MINUTES – Nil

5. Community Presentations 5.1 NSW Police Youth Liaison Officer NSW Police Youth Liaison Officer was unable to attend the meeting. This presentation will be rescheduled. 6. Reports

6.1 Youth Mayor Report Angus looks forward to working with and for the Oberon Youth. Recommendation That the Committee note this report for information.



6.2 Correspondence Letter that was received from the Oberon High School P&C Association

Recommendation That the Committee note this report for information.

6.3 Community Services Report Kathy Beesley talked through her report on: Community Transport bus trips to Floriade and DFO/IKEA that are coming up in the next

couple of months OYC Disco Fundraiser flyer was reviewed by the Youth Councillors and confirmed for

distribution Youth Song Writing Competition School Holiday Activities: Kathy thanked Keely and Ivy for assisting with the School

Holiday Activities. Recommendation That the Committee note this report for information

6.4 Fundraising 2015 A discussion was held around fund raising. It was suggested Krispy Kreme, Cadbury Chocolates, and a sausage sizzle, and raffle for Father’s Day. It was agreed that we would hold a sausage sizzle and a raffle for Fathers Day on Saturday 5 September. Another idea was to place a time capsule at the Common. We could raise funds for the Youth Council by charging $10 for people to place a letter about themselves and their family in the capsule. Recommendation That the Oberon Youth Council hold a sausage sizzle and Fathers Day raffle on Saturday 5 September. 6.5 Oberon Skate Park Lynette Safranek gave an update on the Skate Park. The Skate Park Sub Committee will be putting a report together at their next meeting to bring back to the Oberon Youth Council to review at their October meeting. Liam McFarlane voiced that the aim of the Oberon Skate Park is for it to become a main attraction in Oberon and draw more tourists. They want to design the skate park so it is suitable to hold competitions. Once the report is agreed by the Youth Councillors it can be put up to the main Council for their consideration. Then we can start to work with the Grants Officer to look at funding the project. Recommendation That the Committee note this report for information.



6.6 Bike Racks A letter will be created for the Youth Mayor to deliver to Manhood’s IGA and Rosedale Gifts to advise them of the installation of the bike rate and to ensure they have no objections to this. Recommendation That a letter will be forwarded to IGA and Rosedale Gifts by the Youth Mayor and if there is no objection from either business, the installation of the bike rack should proceed.

7 General Business Kathy Sajowitz suggested the Youth Council may want to send a letter to Paul Toole to support the Senior Council’s stand regarding Fit for the Future. Council staff will draft a letter and put it on Facebook for the Youth Councillors to confirm prior to sending. 8 Next meeting date and meeting close The next meeting will be held on Tuesday 6 October 2015 commencing at 5.30pm. The Meeting closed at 6.20pm.


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13. REPORTS FOR DECISION 13.01 POLICY REVIEWS

File No: Governance/Policies Author: Alan Cairney, General Manager Summary At the April 2014 Council Meeting a proposed project outline was presented to have all Policy Reviews completed before the end of 2014. The strategy involved each Department Director, and the General Manager, taking a shared responsibility for reviewing each Policy. Due to staff changes and other work priorities the project outline was not achieved however continued effort is being made to complete these reviews within the next 4 months. Recommendation: 1. That the following Policies be updated and amended as detailed within the report item. Policy Description / Number Summary of Update / Amendment 1103 Payment of Expenses to Clrs 21 Oct 2014

Amendment Some word changes. Additional Mayor Expenses

2117 Corporate Credit Cards 8 July 2008

Amendment Changes to wording.

2118 Smoke Free Workplace 28 August 2014


2120 Replacement of Fleet Vehicles 21 July 2009

Amendment Remove details about Leasing Arrangements. Updated guidelines to include diesel fuelled vehicles.

2402 Collection Development (Library) 8 July 2008


4103 Driveway Access to Properties 16 August 2011

Amendment Additional requirements/definitions and specifications and maps included.

2. That Council note the progress to date as detailed within the report item. Comment FOLLOWING are copies of the “Draft” Policies with proposed changes. To date around 50% of existing Policies have been reviewed, amended or deleted. Once Policies are reviewed and updated they will be copied and registered in the Records/Document Management System, which will enable better Version Control of documents. 20/5/2014 Council Meeting 10 Deleted and 4 Amended Completed = 14 28/8/2014 Finance Committee 4 Deleted and 3 Amended Completed = 21 21/10/2014 Council Meeting 4 Deleted and 2 Amended Completed = 27 6/11/2014 Finance Committee 1 Deleted and 3 Amended Completed = 31


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18/8/2015 - This review recommends NIL Policies to be deleted and removed from the Policy Register, and a further 6 Policies for update/amendment. CURRENT REVIEW (in the order which these appear on the PROGRESS TO DATE listing) Policy Number / Description date of last review

Summary of reason for Deletion or Amendment

1103 Payment of Expenses to Clrs 21 Oct 2014

Amendment Some word changes. Additional to Mayor Expenses to include provision of Laptop PC.

2117 Corporate Credit Cards 8 July 2008

Amendment Changes to wording. Copy of Draft and existing Policy provided.

2118 Smoke Free Workplace 28 August 2014


2120 Replacement of Fleet Vehicles 21 July 2009

Amendment Remove details about Leasing Arrangements and Conditions of Employment. This Policy is about the procurement and management of Fleet Vehicles. Updated guidelines to include diesel fuelled vehicles.

2402 Collection Development (Library) 8 July 2008


4103 Driveway Access to Properties 16 August 2011

Amendment Additional requirements/definitions and specifications and maps included. Copy of Draft and existing Policy provided.

PROGRESS TO DATE This list shows the allocation of policies to each Departmental Director and General Manager and if a review has been completed or is outstanding. Responsibility Allocated (taken from website list) – showing policy items reviewed (completed)

Note: when Completed Policy Numbers are removed from the “Allocated” Row

Allocated GM for review

1101, 1102, 1112, 1113, 1114, 2102, 2104, 2107, 2114, 2115, 2208, 2501, 4205, 4207, Signs as Remote Supervision, 1118 (reallocated)

GM completed 1103 (second amendment) 1120, 1204, 2105, 2106, 2111, 2112 New Policy / Guideline on Workplace Surveillance

Completed = 8


23 | P a g e

Allocated W&E Director

1205, 2120, 3113, 3503, 4101, 4104, 4105, 4109, 4110 & Attachment, 4201, 4206, 4401, 5105

W&E Director completed

Completed = NIL

Allocated P&D Director

3108, 3122, 3126 (not approved 20/5/2014), 3128, 3201,

P&D Director completed

2202, 3104, 3105, 3110,3117, 3119, 3202, 3303, 3602 Completed = 9

Allocated F&CS Director

2117, 2205, 2211, 4204

F&CS Director completed

1106, 1109, 2201, 2203, 2204, 2207, 2209, 2402, 2403 Completed = 9

Allocated all EMT

2110, 2119, 4301, 1117 (reallocated)

all EMT completed Positive Working Relationships, 2118 (second amendment) Completed = 2

Allocated GM & F&CSD

1115, 1116, 1207, 2101,3403

GM & F&CSD completed

Completed = NIL

Allocated W&ED & P&DD

3114, 3124, 4102, 4103

W&ED & P&DD completed

3114, 3124 Completed = 2

Allocated W&ED & F&CSD

1206

W&ED & F&CSD completed

2206 Completed = 1

A number of Policies allocated for review by the Works & Engineering Director will be subject to a Workshop with Councillors and other management staff. This will be scheduled within the next few months.

Notes:

Policy 1103 Payment of Expenses and Provision of Facilities to Councillors

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POLICY 1103 PAYMENT OF EXPENSES AND PROVISION OF FACILITIES TO COUNCILLORS 1. Intent of Policy To ensure there is accountability and transparency in the reimbursement of expenses by Councillors. The Policy ensures that the facilities provided to assist Councillors to carry out their civic duties are reasonable, non-discriminatory and used in an equitable manner to enable the full participation by all Councillors. The overriding principle of this Policy is that the provisions made are acceptable to and meet the expectations of the local community. 2. Scope of Policy This Policy applies to all Councillors and will comply with relevant statutory requirements and other NSW Government policy and is consistent with Council’s Code of Conduct. Councillors will be reimbursed for expenses and provided with facilities according to this Policy. Relevant statutory requirements specific to this Policy:

Sections 12, 23A, 252, 253 & 254 of the Local Government Act 1993 and

Clauses 217 & 403 of the Local Government (General) Regulation 2005. Other NSW Government policy provisions:

Division of Local Government (DLG) Guidelines, Circulars, and the DLG Model Code of Conduct for NSW Councils.

Note: the “Division” is now the Office of Local Government 3. Guidelines

I. GOVERNANCE II. PAYMENT OF EXPENSES

III. PROVISION OF FACILITIES


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I. GOVERNANCE Making and Adoption of the Policy Council will adopt a Policy each year. Public Notice will be given and at least 28 days allowed for public submissions. Council will consider submissions and make any appropriate changes to the Policy. Public Notice is not required if the amendments to the Policy is not considered substantial. Within 28 days of adopting or amending the Policy, details including submissions will be forwarded to the Chief Executive of the Office of Local Government. Reporting Requirements The total cost of expenses and the provision of facilities for the Mayor and all Councillors will be listed in the Annual Report for Oberon Council and will include: Expenses o cost of phone calls including mobiles o spouse, partner, or accompanying person expenses o conference and seminar expenses o training and skill development expenses o interstate travel expenses, and overseas travel expenses o carer and other related expenses Provision of Facilities o the cost of providing dedicated office equipment allocated to Councillors on a personal basis

such as iPads, telephones, facsimile machines. The Annual Report will include a copy of this Policy, which will be placed on Council’s website. Approval Arrangements Approval for discretionary trips and attendance at Conferences, and the like, should be approved at a Council Meeting. If this is not possible then approval should be given jointly by the Mayor and the General Manager. If the Mayor requires approval to travel outside of Council Meetings, approval should be given jointly by the Deputy Mayor and the General Manager. Approval for the reimbursement of expenses will be by the General Manager and arrangements for providing facilities will be made by the General Manager and Executive Coordinator. A criteria for reimbursing expenses or for the payment for a Councillor to attend a Conference, Civic Function, Training, or a Meeting as a Council appointed Delegate is that the Councillor is to submit to the General Manager a Report Summary or Delegates Report as soon as possible after attendance for which the expense has been claimed, or paid.


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II. PAYMENT OF EXPENSES 1. General Provisions Payment of Expenses Expenses reasonably incurred by Councillors are in addition to the Annual Fee payable to Councillors (and the Mayor) and reimbursement of expenses and the facilities which may be provided under this Policy shall be provided without a reduction of the Annual Fees. Reimbursement of expenses to Councillors will only be made upon completing an Expense Claim Form and with relevant receipts. Expenses paid will be in accordance with this Policy. Councillors may request payment in advance for expenses to be incurred in attending Conferences, Seminars and training. Councillors may also request an advance payment for the cost of any other service or facility covered by this Policy. Councillors must fully reconcile all expenses against the advance payment within 30 days. Establishment of monetary limits and standards Monetary limits are set in this Policy, providing a maximum amount to be claimed by Councillors. Any additional cost incurred by a Councillor in excess of any limit set shall be considered a personal expense that is the responsibility of the Councillor. All monetary amounts stated are exclusive of GST. 2. Spouse and Partner Expenses Reasonable costs may be claimed for spouses, partners or an accompanying person in attending official Council functions within the Local Government Area that are of a formal or ceremonial nature where attendance is expected (or invited). Examples include Australia Day Award Ceremonies, Citizenship Ceremonies, Civic Receptions and Charitable functions for charities formally supported by Council. Expenses associated with the attendance at the Annual Local Government NSW Conference may also be claimed. These expenses are limited to the cost of registration and the official Conference Dinner and may also include participation in the “partner’s program”. Incidental expenses such as grooming, special clothing and transport are not considered reimbursable expenses. Each Councillor may claim a maximum of $250 each year. 3. Incidental Expenses Reasonable out of pocket or incidental expenses associated with attending Conferences, Seminars or training courses will be reimbursed upon the presentation of receipts and the completion of an Expense Claim Form. Claims are to be submitted within 30 days. Incidental expenses could reasonably include telephone calls, refreshments, internet charges, laundry and dry cleaning, newspapers, taxi fares and parking fees. In addition, the cost of meals not included in the registration fees for Conferences or similar functions may be reimbursed after reconciliation. Each Councillor may claim a maximum of $350 each year.


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4. Specific Expenses for Mayors and Councillors a. Conferences and Seminars The Conferences to which this policy applies shall general be confined to: Local Government NSW, Local Government Women’s Association and Australian Local

Government Association Conferences. Special ‘one-off’ Conferences called or sponsored by Local Government NSW, Local

Government Women’s Association, Local Government Professionals NSW and Australian Local Government Association on important issues.

Annual Conferences of Local Government Professionals NSW and the major professions in Local Government.

Australian Sister Cities Conference. Regional Joint Organisation Conferences or Conferences which further the development efforts of the Council and of Councillors or which

relate to or impact upon the Council’s functions. Meetings or Conferences of organisations or bodies to which a Councillor has been elected, or

appointed as a delegate of the Council, or the Local Government NSW, Local Government Women’s Association or Australian Local Government Association.

Approval Councillors may request or be nominated to attend these Conferences. Approval for attendance should, where possible, be approved at a Council Meeting. If this is not possible then the approval should be given jointly by the Mayor and the General Manager. If the Mayor requires approval this should be made by the Deputy Mayor. Costs Council will arrange and pay Conference registration fees including the costs of related meals and associated tours where these are relevant to the business and interests of the Council. Accommodation Where possible, accommodation is to be booked at the Conference venue. In all other cases reasonable and appropriate accommodation is provided to Councillors and in this regard a standard equivalent to 4 stars, where available is considered appropriate. Preference will be given to venues providing Government Rates. Accommodation and Conference bookings will be made through the General Manager or Executive Coordinator. Use of Council Vehicle All reasonable travel costs for Councillors whilst on Council business will be reimbursed or paid by Council and will be in accordance with the following requirements: Councillors may request the use of a Council Motor Vehicle, with arrangements where

possible to share the use with other Councillors and staff. A minimum of 48 hours notice is required for access to a vehicle for overnight use and 7 days

notice for longer periods and reimbursement of travel claims will only be made when a Council Vehicle is not available.

Reporting of Outcomes Councillors are to provide to the General Manager a Report Summary or Delegates Report as soon as possible after attending a Conference, Seminar or Training (see item h.).


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b. Local Travel Arrangements and Expenses Councillor’s travelling expenses will be paid only from the Councillor’s residence within the

Oberon Council Local Government Area. If a Councillor is required to use a private vehicle on Council business, reimbursement will be

equivalent to the rate specified in the NSW Local Government Award. This allowance takes into account the use, maintenance and depreciation of the vehicle.

The Councillor is responsible for all traffic or parking fines incurred while travelling in private or Council Vehicles on Council related business Councillors travelling by taxi or other means of public transport shall be reimbursed for actual

expenses incurred. Official Council Business includes attendance at the following o Ordinary Meeting and Special Meetings o Committee Meetings, whether a member of that Committee or not o Any other endorsed meeting or function, or for any representations on behalf of the Council. Each Councillor may claim a maximum of $1000 each year. c. Travel Outside the Oberon LGA – Interstate. Prior approval for travel outside the LGA, including interstate travel, will be required. All requests should include full details of the travel, including itinerary, costs and reasons for the travel. Each Councillor may claim a maximum of $1000 each year. d. Travel Outside the LGA – Overseas No overseas travel for Council business is expected by either the Mayor or any other Councillor. e. Telephone & Internet Costs and Expenses Council will reimburse the cost of mobile, landline, and facsimile calls and Internet use for official Council business subject to receipts being submitted. Each Councillor may claim a maximum of $50 each month. f. Insurance Expenses and Obligations Councillors are to receive the benefit of insurance coverage affected by Oberon Council for: Public Liability to a third party arising out of a Councillor’s exercise of their functions. Councillor’s Liability to a third party in the form of damages, compensation, interest and costs

and defence costs arising from an error, misleading statement, conduct, omission, neglect or breach of duty by a Councillor.

Personal Accident and personal injury while engaged in or on any Council activity subject to the limitations in Council’s insurance policies.


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Statutory Liability for fines or penalties arising out of an inadvertent breach of the law by a

Councillor when exercising the functions of Council. Council shall pay the insurance policy excess in respect of any claim made against a Councillor arising from Council business where a claim is accepted by Council’s insurers. g. Legal Expenses and Obligations This will be In accordance with the provisions in the Division of Local Government Circular 05/08: Legal assistance for Councillors and Council employees. Legal advice will also be sought from Council’s Insurers and Legal Advisors. h. Training, Educational and Professional Development Expenses Councillors are encouraged to undertake an active learning process and skills development in addition to attending Conferences and Seminars related to Council functions. Requests to attend training and professional development opportunities should be made to the General Manager and/or Executive Coordinator with approval sought by a meeting of the full Council if deemed necessary by the General Manager. Each Councillor may claim a maximum of $1000 each year. i. Care and Other Related Expenses Council will meet reasonable costs of facilitating access to Council premises, functions and activities where, by reason of disability, a carer role or other special need, a Councillor would not otherwise have equity of access with other Councillors. This support is intended to enable a Councillor to have the fullest participation reasonable possible. The total amount paid will not exceed $500 each year. j. Additional Mayoral Expenses - There are no additional Mayoral Expenses provisions A suitable Laptop or similar device will be provided to assist the Mayor in performing duties. This device shall always remain in the possession of the Mayor during their term of office, and shall remain the property of Oberon Council. The Mayor will be given the option to purchase the allocated device at the depreciated book value at the end of their term of Office.


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III. PROVISION OF FACILITIES 1. General Provisions a. Provision of Facilities Generally The facilities, equipment and services made available are considered appropriate to support Councillors in undertaking their role as an Elected Member. Council facilities, equipment and services are not to be used to produce election material or for any other political purposes. b. Private Use of Equipment and Facilities Councillors should not generally obtain private benefit from the provision of equipment and facilities, nor from travel bonus or any other such loyalty schemes. However, it is acknowledged that incidental use of Council equipment and facilities may occur from time to time. Such incidental private use is not subject to a payment. 2. Provision of equipment and facilities for Councillors a. Postage All postage requirements will be arranged with the Executive Coordinator, General Manager or relevant Department Director. b. Meals & Refreshments Councillors will be provided with a meal and beverage when attending Council and Committee meetings and other meetings as determined by the General Manager and/or Mayor. Serving of alcohol is at the discretion of the General Manager and Mayor. Catering for meals is arranged with local businesses on a rotational basis taking into account particular dietary requirements and preferences by Councillors. c. Insignia of Office A Councillor Name Badge and Business Cards are issued by the General Manager. d. Hardware An iPad or similar device will be provided. These devices shall always remain in the possession of the Councillor during their term of office, and shall remain the property of Oberon Council. Councillors will be given the option to purchase the allocated device at the depreciated book value at the end of the term of each elected member. It is acknowledged that Councillors may need to access the iPad, or similar device, when absent on holidays, to maintain communication and receive information. Personal or private use is deemed to be incidental. When travelling overseas approval from the General Manger is required to use the iPad, or similar device, and to make arrangements to avoid excessive charges.


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3. Provision of Additional Equipment and facilities for Mayors a. Office An Office located at the Administration Centre, including telephone and computer. b. Administrative Support and Assistance Administrative support and other assistance will be provided through the General Manager and Executive Coordinator for any Council functions, meetings, publications and similar activity. c. Credit Card Facilities A Council Credit Card with a financial limit of $5,000 will be allocated to the Mayor. This Credit Card is for the purpose of payments of approved expenses in accordance with this Policy.

Approving Authority Oberon Council

Contact General Manager

Approval 13 November 2007: Item B2, Minute 20

Revised: 16 December 2008: Item B1, Minute 29

20 October 2009: Item B20, Minute 30

19 October 2010:Resolution 24191010

18 October 2011: Resolution 1818011

20 November 2012 Minute No 31201112

19 November 2013 Minute No 13191113

21 October 2014 Minute No 22 211014

18 August 2015 Minute No

Next Revision Date October/November 2016

Issue Date to Staff August 2015

Corporate Services – Staff Matters Policy 2117 – Corporate Credit Cards

Oberon Council – Policies & Procedures Manual Page 1 of 3

Corporate Credit Cards

1. Intent Policy

The intent of this policy is to minimise administration expenses, time inefficiencies, the risk of fraud and misuse by providing Oberon Council staff clear guidelines on corporate credit card issue and use.

2. Scope of Policy This policy applies to all Oberon Council staff who are responsible for issuing and/or issued a corporate credit card.

3. Guidelines Card Application and Use Entitlement to a Corporate Credit Card shall be determined by the General Manager. The provision of a Council Corporate Credit Card is subject to the approval of the General Manager. Restrictions on use The Corporate Credit Card cannot be used to obtain cash. Purchases must only be for the use of Council or Council related businesses, and not for private or personal use. The Corporate Credit Card is not to be used for obtaining items which are available from Council’s stores inventory. A lack of planning or organisation by the cardholder is not considered a reasonable explanation for not obtaining goods from stores inventory.

4. Responsibilities and Procedures

Corporate Credit Cardholders are responsible for: Signing the Corporate Credit Card Acknowledgement and Conditions of Use

form on receiving the Corporate Credit Card.

Ensuring the safe keeping of the Corporate Credit Card and immediately reporting to the Commonwealth Bank and Director Finance & Community Services if the Corporate Credit Card is lost, stolen, damaged or has suspected fraudulent transactions.

Taking the appropriate measures to ensure the Corporate Credit Card is not

used by another person other than the approved cardholder.

Exercising professional judgement with regards to Internet purchases in regards to the security of the site.

Not using the Corporate Credit Card without having read and understood this

Corporate Credit Card Policy.



Ensuring that the Corporate Credit Card is used in accordance with Council’s Code of Conduct and other policies, as appropriate.

Ensuring that expenditure is contained within available budget limits.

Ensuring that a tax invoice, receipt, docket or similar source of document is

obtained for each transaction and given to the Finance member responsible for completing the Commonwealth Bank Cardholder Statement form. Completing and submitting a Statutory Declaration Form when the original source document for a transaction is lost, stolen, mislaid, damaged or not received.

Cardholders must submit their monthly statements to the General Manager each month. In the event that the General Manager is not available, the cardholder must seek the counter signature of the Finance & Community Services Director.

Corporate Credit Card expenditures must be reconciled with the Accounts

Payable Officer no later than the 15th of each month.

5. Records Management

All documentation associated with the application for a Corporate Credit Card will

be maintained within the Council’s records management system.

Receipts for all Corporate Credit Card transactions will be retained by the Accounts Payable Officer. Cardholders must be able to produce receipts on demand for audit purposes. Where electronic document management systems are available to record receipts and/or other evidence of business transactions, this is the preferred medium for storage.

6. Audit

Audit of cardholder purchases will occur randomly by the General Manager and external auditors.

7. Termination of Corporate Credit Card

A Corporate Credit Card may be terminated for reasons such as:

i. Termination of employment; ii. Re-assignment to another position; iii. Failure to comply with the conditions of this Policy; or iv. Any other reasons as determined by the General Manager.

Approving Authority Oberon Council Contact Finance and Community Services Director Approval 8 July 2008: Item b15, Minute 41 Revision Date July 2010 Issue Date to Staff 25 August 2008Reviewed 8 July 2008 – Reformatted Reviewed August 2015 Issued to staff



Attachment 1

Corporate Card Acknowledgment & Conditions of Use

I acknowledge receipt of an Oberon Council Corporate Card and acknowledge that I:

i. Am aware of my responsibilities and duties as a Corporate Card Holder under the Corporate Card Policy,

ii. Will only use the Corporate Card within the approved financial limits and for approved purposes,

iii. Am aware that transactions made with the corporate credit card are subject to authorisation and audit procedures,

iv. Will keep the corporate credit card safe from unauthorised use at all times,

v. Will return the corporate credit card to the Finance & Community Services Director:

a) on request of the General Manager

b) prior to my assuming duties in another position within Council; or

c) within a reasonable period of time once it has been deemed by the General Manager that I no longer require a Corporate Credit Card.

vi. Will advise the Finance & Community Services Director and the Commonwealth Bank Customer Service Department immediately I am aware that the Corporate Credit Card has not been lost, mislaid, stolen or misused,

vii. Will not use the Corporate Credit Card for any personal or private use,

viii. Will not use the Corporate Credit Card to obtain cash,

ix. Will use other means available for purchases when efficient and appropriate to do so rather than use the Corporate Credit Card, and

x. Am aware that if the goods are held as an inventory item that I must order through the Council Store rather then use the Corporate Credit Card.

Corporate Cardholder’s signature: Date General Manager’s signature: Date

Corporate Services – Staff Matters Policy 2117 – Staff Corporate Credit Cards

Staff Corporate Credit Cards 1. Intent of Policy The intent of this policy is to reduce the risk of fraud and misuse by providing Oberon Council staff clear guidelines on corporate credit card issue and use. 2. Scope of Policy This policy applies to all staff of the Oberon Council who are responsible for issuing and/or issued a corporate credit card. The application of this policy is be in conjunction with Oberon Council’s Code of Conduct Policy and Procurement Policy(s), Staff members delegated authorities and the terms and conditions issued by the credit card issuing bank. 3. Guidelines Eligibility The General Manager will be issued with one (1) corporate credit card. Directors are eligible to be issued with one (1) corporate credit card each. To be eligible for one (1) corporate credit card, other staff must meet one or more of the following criteria:

a) Travel frequently in the course of his/her duties

b) Purchase significant volumes of minor goods and services for use by the Council

c) Incur regular frequent expenses of a kind appropriately paid by credit card.

A new corporate credit card application can only be approved by the General Manager when he/she warrants. Once approved the application must be signed by two signatories to Council’s bank accounts and the cardholder Limits The Card issued to the General Manager will be limited to a maximum of $10,000. The Cards issued to the Directors will be limited to a maximum of $5,000 each.



The Cards issued to other staff will be limited to a maximum of $3,000 each. Individual limits will be determined by the General Manager based on an assessment of the above criteria. The General Manager also has the right to cancel corporate credit cards in circumstances that he/she considers warranted.

Conditions of Use The corporate credit card cannot be used:

To obtain cash advances. This prohibition similarly extends to cash equivalents such as bank cheques, traveller’s cheques and electronic cash transfers.

For expenses other than those incurred by the assigned officer named on the card.

The corporate credit card is to be used only for official Council business, not personal expenses. Purchasing cards are supplied for genuine business expenses only. Charging personal transactions to corporate cards is not acceptable under any circumstance. Cardholder transactions will be scrutinised to ensure compliance with this policy. Infractions of the conditions of this policy will result in cancellation of the card and withdrawal of corporate credit card privileges. Breaching of this policy can lead to disciplinary action against the staff member concerned. In all cases of misuse, the Council reserves the right to recover any monies from the cardholder. Monthly Corporate Card Statements Corporate credit card expenditures must be reconciled with the Creditor’s Clerk within 10 business days of the Statement Date. Cardholder Responsibilities Cardholders are responsible for the following security measures for the use of their cards.

1. Cardholders must seek approval of their monthly statements from a more senior authority. Cardholders cannot authorise their own statements nor have a subordinate counter-sign for them. In the event that a more senior officer is not available, the cardholder must seek the countersignature of the Director of Corporate Services or the Manager, Corporate Services.

2. Cardholders must keep transactional evidence to support all charges. An acceptable receipt for reimbursements of claimable business expenses on the corporate credit card is an original receipt.

3. Card purchases without receipts are ultimately the responsibility of the user and his/her department. A failure to provide receipts or credible explanation for the unsupported expenditure will result in an automatic



debit from the department’s account after two months of the original statement date.

4. Reimbursement for return of goods and/or services must be credited directly to the card account.

5. Lost or stolen cards must be reported and cancelled immediately with the issuing bank. Corporate Services must be notified within 2 business days of this activity, or in the instance of loss or theft while conducting business overseas, must be notified within 3 business days of returning to Council.

6. Staff members issued with a corporate credit card are in a position of trust in regard to use of public funds. Improper or unauthorised use of the card may result in the cardholder being held liable for expenditures, legal/disciplinary action being brought against the cardholder, termination of card use and/or termination of employment with Council.

Management and Supervisory Responsibilities The General Manager or his/her delegate is required to verify all transactions each month. In doing so they are to ensure the transactions are business related and the cardholder has supplied supporting documentation. Any unusual transactions must be followed up with the cardholder immediately. Suspected breaches of policy must be referred to Corporate Services without exception.

Goods and Services Tax The Council is liable to pay GST and is also eligible in many instances to claim a GST input-tax credit. All credits claimed must be supported by documentation. The cardholder must retain all original documentation (receipts and invoices) outlining any GST component of a bill in accordance with the Oberon Council Credit Card Policy. This is a key responsibility for all cardholders.

Records Management

1. All documentation associated with the application for a corporate credit card will be maintained within Council’s Amrec electronic records management system.

2. Receipts for all credit card transactions will be retained by the Creditor’s Clerk. Cardholders must be able to produce receipts on demand for audit purposes. Where electronic document management systems are available to record receipts and/or other evidence of business transactions, this is the preferred medium for storage.

Audit Random audit of cardholder purchases will occur monthly. In addition, internal audit and external auditors will carry out audits from time to time. Procedures (Internal Policies) The General Manager is responsible for ensuring that internal procedures are developed consistent with this policy.



Approving Authority Oberon Council Contact Director Corporate Services Approval 8 July 2008: Item B15, Minute 41 Revision Date July 2010 Issue Date to Staff 25 August 2008 Reviewed 8 July 2008 – Reformatted


Policy 2118 Smoke Free Workplace

1

POLICY 2118 SMOKE FREE WORKPLACE 1. Intent of Policy To enable Oberon Council to fulfil its obligations under the Work Health and Safety Act 2011 and Regulation 2011 and to ensure the health and safety of employees, it is Council Policy that smoking is not permitted in any Council building or any Council vehicle. 2. Scope of Policy This Policy applies to all users of Council’s buildings and Council vehicles. Relevant Statutory Requirements relating to this Policy: Work Health and Safety Act 2011 Work Health and Safety Regulation 2011 NSW Local Government (State) Award 2014 Smoke Free Environment Act 2000 Smoke Free Environment Regulation 2007 Oberon Council Policies and Procedures relevant to this Policy: Workplace Health and Safety (WHS) Policy 2011 Drugs & Alcohol Policy WorkCover Guide Passive Smoking Policy and Control 3. Policy Oberon Council does not permit smoking in any Council building or Council vehicle. Smoking is not permitted in locations where smoke may be drawn or blown into buildings, or is dangerous due to proximity of flammable gases or liquids, or vent pipes related to such substances. Smoking is not permitted outside the doors of the Administration Centre, Oberon Library, Community Centre, Visitor Information Centre, Works Depot, Water Treatment Plant and Sewerage Treatment Plant offices or outside other buildings in places highly visible to the public. Oberon Council will provide a designated area at the Works Depot where employees may smoke during their designated breaks only. Means of disposal will be provided within the designated area. There will be zero tolerance for littering in or around Council building and facilities and employees found littering will be subject to disciplinary procedures.

Policy 2118 Smoke Free Workplace

2

4. Procedures

a) It is the responsibility of all Team Leaders, Managers and Supervisors to ensure full compliance with this Policy.

b) Any employee refusing or unable to comply with this Policy will be offered appropriate

counselling. However, if non-compliance continues the employee will be subject to disciplinary procedures.

c) Assistance will be offered to employees wishing to cease smoking. To access this assistance

employees are to contact the Workplace Health & Safety Coordinator or any member of the Workplace Health & Safety Committee.

Approving Authority Oberon Council Contact WHS/RM Coordinator Approval 13 September 2005: Item B13 Revised 17 March 2009: Item B1, Minute 16

18 October 2011: Min 19181011 20 March 2012: Min 38200312 18 August 2015 Min

Revision Date August 2017 Issue Date to Staff August 2015

Policy 2118 – Smoke Free Workplace

Oberon Council – Policies and Procedures Manual

2118 - SMOKE FREE WORKPLACE 1. Intent of Policy To enable Council to fulfil its obligations under the Work Health and Safety Act 2011 and Regulation 2011, to ensure the health and safety of employees, it is Council’s policy that smoking is not permitted in any Council building or any Council vehicle. 2. Scope of Policy This policy applies to all users of Council’s buildings and vehicles. Relevant Statutory Requirements relating to this Policy: Work Health and Safety Act 2011 Work Health and Safety Regulations NSW Local Government (State) Award 2014 Oberon Council Policies and Procedures relevant to this Policy: Workplace Health and Safety (WHS) Policy 2011 WorkCover Guide Passive Smoking Policy and Control 3. Policy It is Council’s Policy that smoking is not permitted in any Council building or vehicle. Smoking is not permitted in locations where smoke may be drawn or blown into buildings, or is dangerous due to proximity of flammable gases or liquids, or vent pipes related to such substances. Smoking is not permitted outside the doors of the Administration Centre, Library, Community Centre, Visitor information Centre and Community Technology Centre, Works Depot, Water and Sewerage Treatment Plant offices or outside other buildings in places highly visible to the public 4. Procedures

a) It is the responsibility of all team leaders, supervisors and managers to ensure full compliance with this Policy.

b) Any employee refusing or unable to comply with this Policy will be offered appropriate

counselling. This will also include support to attend and participate in Quit Smoking Programs. However, if non-compliance continues the employee will be subject to Council’s disciplinary procedures.

Policy 2118 – Smoke Free Workplace

Oberon Council – Policies and Procedures Manual

Approving Authority Oberon Council Contact WHS/Risk Manager Approval 13 September 2005: Item B13 Revised 17 March 2009: Item B1, Minute 16

18 October 2011: Resolution 19181011 20 March 2012: Resolution 38200312 28 August 2014 Resolution 08 280814

Revision Date August 2015 Issue Date to Staff March 2009

Policy 2120 Replacement of Fleet Vehicles

POLICY 2120 REPLACEMENT OF FLEET VEHICLES 1. PURPOSE OF POLICY To provide a guideline for the replacement of Fleet Vehicles, to optimise the costs of changeover and reduce operating costs. 2. SCOPE OF POLICY The Policy applies to the replacement of Fleet Vehicles which have been allocated for work use, and private use, in the following areas for the stated vehicle types and to the positions listed: General Manager’s Unit / Organisational Development Medium to Large AWD/4WD Sedan or Station Wagon – private use by the General Manager

subject to confirmation through the recruitment process and annual performance reviews Finance & Community Services Small to Medium 2WD Sedan or Station Wagon - Finance & Community Services Director Planning & Development Department Medium to Large AWD/4WD Sedan or Station Wagon - Planning & Development Director Small to Medium 2WD or AWD/4WD Sedan or Station Wagon - Health & Building Manager Small to Medium 2WD Sedan or Station Wagon - Health & Building Surveyor/Inspector Works & Engineering Department Medium to Large AWD/4WD Sedan or Station Wagon - Works & Engineering Director Small to Medium AWD/4WD Sedan or Station Wagon - Works Manager Small to Medium 2WD Sedan or Station Wagon - Project Manager Medium to Large AWD/4WD Sedan or Station Wagon - Works Overseer


3. GUIDELINES OPTIMUM CHANGEOVER OF FLEET VEHICLES The replacement of Fleet Vehicles shall consider resale value, costs of servicing and maintenance, downtime costs and changeover costs. Replacements should be made within the following range:

VEHICLE TYPE RECOMMENDED CHANGEOVER

4 cylinder cars / petrol

4 cylinder cars / diesel

No later than 4 years or 80,000 km


4 cylinder utilities / petrol

4 cylinder utilities / diesel



6 cylinder vehicles / petrol

6 cylinder vehicles / diesel



Good Fleet Management practice will involve the collection (and investigation) of market data on Fleet Vehicle changeover costs being reviewed every 6 months by the designated Fleet Vehicle Manager (Plant Foreman / Manager). ENVIRONMENTAL CONSIDERATIONS IN LIGHT FLEET PURCHASING An assessment using the weighted criteria below will be made for purchasing Fleet Vehicles.

CRITERIA WEIGHTING (%)

Annual Whole of Life Costs - including FBT & fuel consumption 70

CO2 Emissions 10

Air Pollution Rating 10

Safety 10

The General Manager will provide final approval for replacement after considering the recommendation from the designated Fleet Vehicle Manager and relevant Department Director.


MINIMUM VEHICLE SPECIFICATIONS OPTIONAL EXTRAS The following accessories will be included in specifications for Fleet Vehicle replacements Recommended for safety and resale value or operational reasons: Automatic Transmission Air Conditioning Light Metallic Paint – White Preference Floor Mats – front and rear Mud Flaps - front and rear Driver and Passenger Air Bag Cruise Control ABS Braking Stability Control Cargo Barriers For Station Wagons


Contact Director of Engineering

Approval Ordinary Meeting – 21 July 2009, Item B16, Minute 26

Ordinary Meeting – 18 August 2015, Minute

This policy incorporates Policy 2109 Private Leasing of Company Owned Vehicles

Revision Date July 2011

August 2015

Issue Date to Staff July 2009

Reissued – 18 August 2015

Policy 2402 – Collection Development

Page 1 of 2

Collection Development Policy

1. Intent of Policy The Collection Management Plan guides staff involved in the management of Library materials and resources to ensure the community has access to a current and relevant collection of Library materials in a variety of formats including print, audio, audio-visual and digital. To provide a catalogue to record the collection and allow customers easily find what the Library holds. This includes the selection, acquisition, management and disposal of resources in order to meet the needs of our clients and the Library’s objectives. 2. Scope of Policy This Plan applies to the Library collection of Oberon Council Library. 3. Guidelines Basic Criteria for Selection Materials selected for Oberon Council Library are considered reflecting the following criteria. The application of these criteria will vary from one collection to another. Appropriateness to the needs of the community Popular interest/demand Reliability of content Currency of information Importance of the subject to the balance of the collection Australian content Suitability of subject, style and reading level for the intended audience Cost of the item Availability of materials at other libraries Age of the item Physical condition of the item Durability for multiple member borrowings Material should reflect diversity as well as current popular publications

Recommendations and Donations Customers are encouraged to recommend items they would like added to the collection. These suggestions are considered subject to the selection criteria.

The Library welcomes donations. All donations are assessed against the selection criteria. The Library reserves the right to dispose of material that does not meet the selection criteria. Some donations are sold by Friends of Oberon Library and the funds used for Library purposes.


Oberon Council - Policies and Procedures Manual Page 1 of 3

Collection Development Policy

1. Intent of Policy This policy provides a general framework and guidance for Library staff and others on collection development policy matters. It also provides staff guidelines for selection of resources in line with the library objectives, guidelines for the budget and for ongoing maintenance of the collection. 2. Scope of Policy This policy applies to the library collection of the Oberon Council Library 3. Guidelines Selection

Oberon Council Library will collect materials to suit the range of residents in the shire in terms of subject matter and style.

Provision will be made for user groups’ needs in terms of format. In the foreseeable

future an ePlatform service will be introduced. There is a large collection of talking books on cassette tape as well as CD, and audio visual titles on Video along with DVD.

The collection will balance the needs of various groups within the community. The

library manager will ascertain this by being aware of current trends, issues and interests locally and in the media and through consultation with patrons and community groups.

Patrons’ requests for items will be encouraged but decisions on purchases will

remain with the library manager.

Subscriptions of adult periodicals will be reviewed annually.

Newspapers will remain in the library. The Sydney Morning Herald and the Daily Telegraph will be retained for 6 months, the Oberon Review indefinitely.

Four young adult magazines will be purchased each month- choice in consultation

with this group.

Efforts will be made to purchase complete sets of serials.

Donations not suitable for the collection will be sold at the Friends of the Library book sales.



4. Purchasing

Bulk purchases will be made from preferred booksellers. Patron requests and new releases will be purchased locally.

The short-listed books from the Children’s Book Council will be collected each year.

5. Initial processing

New items will be accessioned as a library priority. All items will be checked against invoices and stock item records to avoid unnecessary duplications before accessioning

Cataloguing will be carried out as soon as possible

Suitable items will be reviewed in the fortnightly library news and displayed in the

library each Thursday 6. Circulation

Patrons will be notified as soon as their requested new or reserved item becomes available.

Appropriate overdue letters will be sent fortnightly and the manager will endeavour to

contact delinquent borrowers by phone before passing their details on to council to seek redress. A borrowing ban will be placed on delinquent borrowers until items are returned or paid for.

Returns will be processed and returned to the shelves continually to increase the

availability of materials. Staff will maintain the neatness of stock on the shelves to enable items to be easily located.

Items returned damaged will be reported to the library manager who will take

appropriate action. Repairs will be carried out where practicable.

Bulk loan provisions will be organised by the manager to bodies such as schools and Hathaway Cottages.

Burraga School and Black Springs school will be visited by the manager 8 times per

year to provide a selection of suitable books and requested items.

Deliveries to the housebound will be carried out as requested. 7. Weeding

The collection will be continually weeded to maintain its suitability to the community. Decisions will be based on a combination of the following:

o Relevance of the subject matter

o Currency of the information



o Borrowing history

o Condition of the item

o Availability of more suitable titles

Magazines will be retained for 18 months, except for Australian Geographic and Choice, which will be kept indefinitely.

Discarded stock will be dealt with according to instruction manual.

8. Donations

Donors will be thanked and asked if the item can go towards the Friends of the Library book sales if we don’t add it to our collection.

If suitable for the collection, the item will be checked against stock to prevent

duplication and processed as time permits.

Identification of former owners will be removed from items before they are processed for the collection.

Special items will be acknowledged as appropriate with a bookplate, e.g. donations

of new books.

Members of the Friends of the Oberon Library process donations for sale throughout the year.

Approving Authority Oberon Council Contact Finance and Community Services Director Approval 13 November 2007: Item B2, Minute 20

6 November 2014 Item 05.02, Minute 06 061114 Revision Date 13 November 2009Issue Date to Staff 7 November 2014 Revision Date 6 November 2016


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Collection Maintenance Collection maintenance includes a bi-annual review of the Collection Development Plan and the removal of items deemed not applicable. Removal of items is an ongoing process with the purpose of ensuring collection currency, accessibility, relevancy and good physical condition.

Criteria for removal of items are: Physical condition – dirty, worn, damaged items Titles which have not been used or borrowed in the previous 3 years Out of date material Books about topics and people that are no longer relevant or accurate Superseded editions, especially in law and health Availability of information in other formats that may better serve the same purpose Amount of similar material held in the collection Incomplete items with parts missing. Controversial Material Oberon Library provides materials representing a range of views in diverse fields including politics, social issues and religion, no matter how controversial or objectionable these ideas may be to some people in a democratic society. Materials prohibited by law are not included in the collection. It is the responsibility of parents or guardians, not of Library staff, to determine the suitability of materials used by their children.


Contact Finance & Community Services Director

Approval 13 November 2007: Item B2, Minute 20

6 November 2014, Minute 06 061114

Revision approval 18 August 2015

Revision Date August 2017

Issue date to Staff 18 August 2015

Engineering – Road Matters Policy 4103 – Driveway Accesses to Properties

Driveway Accesses to Properties

1. Intent of Policy The intention of this policy is to inform end users of the standard procedures and specifications for constructing driveways, footpath/gutter crossings and footpaving. 2. Scope of Policy This policy applies to all driveway accesses in the Oberon Council area. Section 138 of the Roads Act 1993 requires that consent from Council be obtained for works within the road reservation. This policy includes works such as driveways and footpaths. This is necessary to ensure the work complies with Australian Standards and Council policies and that the safety of all road users including pedestrians and cyclists is protected both during and after construction. Driveways and other works in the road reservation without Council approval may need to be removed if deemed to be a public liability or safety risk 3. Guidelines The construction and maintenance of accesses from public roads to the property boundary is the responsibility of the property owner. Accesses are not to be constructed without a construction certificate having been obtained. Rural accesses will be constructed to a Council standard including recessing of gate, culvert and headwalls where required and sealing of access off sealed roads. Sight distance to be a minimum standard. The Works and Engineering Director will be responsible for developing the standard that is safe and appropriate to the entrance. Urban accesses where there is existing kerb and gutter will require the kerb to be removed and replaced with a layback. Gutter bridges may be considered in exceptional circumstances. Accesses required for all properties are to be installed at full cost to the owner unless the work required arises out of an action by Council.

GENERAL NOTES THAT MUST BE OBSERVED 1. Please read all pages carefully, and ensure this specification is on site at all times. 2. Please contact "Dial Before You Dig" on 1100 for information on service locations in the footpath area. 3. Ensure no concrete is poured until a Council Officer carries out a formwork inspection. 4. For further information and inspection bookings please contact Council on (02) 6329 8100. 5. The footpath is to be clear of rubbish and suitably barricaded at all times. Following completion, all formwork and waste shall be removed from the footpath area. CONDITIONS OF CARRYING OUT WORK 1. A 'Footpath Crossing Application' is to be lodged for each crossing/property to Council prior to the commencement of any works. 2. All contractors/owners who carry out works on Council property, i.e. footpath and roads, must have a current Certificate of Currency of the Public Liability Insurance Policy with an indemnity limit of not less than $10,000,000.00 (ten million dollars). 3. All contractors must provide their Department of Fair Trading License Number, as well as a photocopy of their public liability Insurance Policy confirming the level of cover. 4. The works shall be carried out within the hours of 7:00am to 5:00pm Mondays to Saturdays. No work shall be undertaken on Sundays or public holidays. 5. The applicant/owner is responsible for all costs. Any alteration or damage to utilities is subject to negotiation with the relevant authority. 6. No tree is to be lopped, cut down and/or removed without the prior written consent of Council. 7. For the protection of the public, WorkCover approved barriers must be erected and maintained at any worksite on Council owned or managed property. 8. If the existing gutter crossing is damaged or cracked, it shall be completely removed and reconstructed to Council standards and specification in order to prevent infiltration of water into pavement which could cause future pavement deterioration. 9. If the road pavement is damaged during construction, it must be restored in accordance with Councils Specification at the applicant/owners cost. 10. Council may direct work in the road reserve to be removed and/or reinstated at the applicant/owners cost if work is carried out without approval or supervision. 11. Council will not be held responsible for any Public Risk Claims or otherwise, arising from incorrectly installed or unapproved footpath crossing or associated works. 12. Telstra approval is required to adjust/relocate any pits located within or adjacent to the proposed crossing. 13. Applications for additional crossings are to be submitted to Council for approval.

SPECIFICATIONS General 1. Materials acceptable for crossover construction are plain, coloured, patterned or moulded concrete, paving and asphalt. All finished surfaces are to be non-slip as per AS 4586 & AS 3661.1 and maintain an even surface. 2. Concrete shall have a minimum compressive strength of 25Mpa at 28 Days. This minimum applies to all crossovers and associated works. 3. All soft, yielding and unsuitable materials shall be removed from the crossing and replaced with a material such as crushed rock or similar. 4. Layback and kerb and gutter must be constructed of plain concrete. 5. Formwork shall be braced in a substantial and unyielding manner, and where the crossing is skewed, all dimensions and levels are to be measured square to kerb. All formwork must remain in place for 72 hours after the final concrete pour. No traffic shall pass over the crossing for 7 days after pouring. 6. Formwork shall be completely filled by continuous tamping, spading or slicing of the concrete. Coarse aggregate shall be worked away from exposed surfaces which are to be finished with a wooden float or broom, corners and edges shall be neatly rounded. 7. Reinforcement shall have a minimum cover of 40mm, be clean and free of loose rust, and supported on bar chairs with a minimum 200mm overlap between sheets, and suitably tied. 8. Control joints shall be provided;

• At minimum intervals of 6m; • Where new work abuts old, with dowels for medium & heavy duty crossings; • Where the layback meets the footpath crossing slab; • Boundary line -a saw cut of 40mm minimum depth can be used, however a

gap of 80mm minimum must be provided between reinforcing sheets. 9. All extensions to footpath crossings & laybacks are to be dowelled into the existing footpath crossing slab and layback using R12 bars, 500mm long at 300mm centres. 10. Direction shall be sought from Councils Inspector regarding any skew angles. 11. Where pedestrian footpaths within the proposed location of a new crossing are not 125mm thick and reinforced, they are to be removed. The owner/contractor must ensure that the existing footpath is transitioned into the new driveway slab so that there is no trip hazard. 12. Following the completion of the footpath/gutter crossing and/or pedestrian footpaving construction, the surrounding edges shall be backfilled to ensure the new crossing is flush with the surrounding footpath levels. The site must be safe for pedestrian traffic. 13. Crossings shall be 500mm clear of any drainage pit lintels. 14. Only one access point per dwelling is permitted. Additional access points require specific Council approval. Standard Duty Footpath & Gutter Crossings (Residential) For single and dual occupancy dwellings 1. Minimum concrete depth is 125mm with one layer of F62 Mesh. Maximum width of gutter crossing is 5.4m, minimum width is 3m. 2. The maximum splay between back of kerb and boundary line is 1m, as per drawing SD.14. 3. For gutter crossings in existing kerb & gutter, both the kerb & gutter are to be removed. Where the pavement is damaged, the road is to be saw-cut 300mm from the edge of the gutter and repaired at the property owners/contractors expense.

Medium Duty Footpath & Gutter Crossings For Light Commercial and Medium Density Housing 1. Prior to the driveway construction the applicant must contact Essential Energy for advice as to whether additional electrical ducts are required to be provided. 2. Minimum concrete depth is 150mm with one layer of F72 Mesh. The maximum width of gutter crossing to be as per development consent, minimum width is 4m. 3. The driveway must be splayed at the kerb, with a minimum splay of 500mm on each side. 4. The driveway slab is to be dowelled into the layback using R12 bars, 500mm long at 300mm centres unless constructed in one continuous pour. 5. For gutter crossings in existing kerb & gutter, both the kerb & gutter are to be removed. Where the pavement is damaged, the road is to be saw-cut 300mm from the edge of the gutter and repaired at the property owners/contractors expense. Heavy Duty Footpath & Gutter Crossings For Commercial, Industrial & High Density Housing 1. Prior to the driveway construction the applicant must contact Essential Energy for advice as to whether additional electrical ducts are required to be provided. 2. Minimum concrete depth is 200mm with one layer of F82 Mesh. The maximum width of gutter crossing to be as per development consent, minimum width is 4m. 3. The driveway must be splayed at the kerb, with a minimum splay of 500mm on each side. Any skew angle of the crossing is to be as per the development consent. 4. The driveway slab is to be dowelled into the layback using R12 bars, 500mm long at 300mm centres unless constructed in one continuous pour. 5. For gutter crossings in existing kerb & gutter, both the kerb & gutter are to be removed. Where the pavement is damaged, the road is to be saw-cut 300mm from the edge of the gutter and repaired at the property owners/contractors expense. Rural Footpath & Gutter Crossings 1. Rural gutter crossing shall be a minimum of 4m wide. Footpath crossings shall be as per specification for, Residential, Medium Duty and Heavy Duty Footpath Crossings. 2. Pipe crossings may be used where necessary, however a site inspection and approval from Councils' Inspector is required prior to any work commencing. The pipe shall be a minimum of 375mm diameter RC with concrete head walls. An all-weather surface crossing is to be constructed, details of which are to be provided for approval by Council. 1. The owner/contractor must provide a minimum 150mm deep approved pavement with 2 coat seal or asphalt between the gutter crossing and the existing edge of pavement. The gutter crossing is to be a standard distance of 2m from the road pavement or positioned in line with, and at the existing level of the table drain. Paved or Tiled Crossings 1. Pavers/tiles must be laid on 30mm bedding sand on the appropriate reinforced concrete footpath crossing- Residential, Medium Duty or Heavy Duty. Pavers/tiles are to be slip resistant as per AS 4586 & AS 3661.1 2. Concrete edge restraints shall be used to restrain the pavers/tiles and sand. 3. Pavers/tiles must be laid within 14 days from the completion of the slab with approved barriers to remain until all works are completed.

Asphalt (Hot-Mix) Finish 1. The AC finish is to be applied over the appropriate reinforced concrete footpath crossing - Residential, Medium Duty or Heavy Duty, laid at an appropriate level to allow for the depth of asphalt. 2. The minimum depth of asphalt is 25mm compacted thickness. Other Finishes 1. All other finishes are to be submitted to Council for approval prior to use. Footpaving 1. Footpaving shall be constructed of 75mm deep 25 MPa concrete, on a 50mm approved sub-base. The crossfall of the footpath shall be 2-4% and longitudinal grade shall not exceed 1:8 (12.5%). 2. Footpaths should be 600mm from the property boundary and shall be 1.5m wide, unless specified otherwise by Council. Expansion joints shall be provided every 6m with dummy joints every 1.5m. INSPECTIONS Formwork & Reinforcement Inspection 1. All work must be inspected by a Council Officer prior to pouring concrete. Inspections must be booked 24 hours prior to the requested time of inspection, and are only carried out Monday to Friday. Please quote the application number when booking an inspection. 2. Before requesting a crossing inspection: • The crossing must be excavated or filled to the design level. • Formwork must be in place, reinforcement cut, tied and supported on bar chairs and expansion joints are on site. 3. No concrete shall be poured prior to written approval from Council. Final Inspection 1. The applicant/owner is to request a final inspection following the completion of all works. If a private contractor carries out the work, you are advised to withhold final payment until you have received written notification that all work has been carried out to the satisfaction of Council. 2. Before requesting a final inspection: • The edges of the new footpath crossing must be backfilled and graded at a maximum slope of 1:8 (12.5%). • Any excess spoil is to be removed from the road reserve area and the area left in a tidy condition.

Standard Drawings The following drawings can be downloaded from Council’s website: EN 1001 Footpath Crossing Grades & Suggested Maximum Internal Driveway Grades

for Single Residential Lots EN 1002 Rural Gutter Crossing EN 1003 Gutter & Footpath Crossing EN 1004 Footpath Paving and Jointing Detail

Approving Authority Oberon Council Contact Works and Engineering Director Approval 12 August 2008: Item B35, Minute 51


August 2013 Issue Date to Staff 25 August 2008 Reviewed 12 August 2008 - Reformatted

16 August 2011 Minor Changes Reviewed XX February 2015

Engineering – Road Matters Policy 4103 – Driveway Accesses to Rural Areas

Driveway Accesses to Properties

1. Intent of Policy The intention of this policy is to communicate to staff and the public who shall bear the costs and responsibilities associated with driveway accesses in the Oberon Council area. 2. Scope of Policy This policy applies to all driveway accesses in the Oberon Council area. 3. Guidelines The construction and maintenance of accesses from public roads to the property boundary is the responsibility of the property owner. Accesses are not to be constructed without a construction certificate having been obtained. Rural accesses will be constructed to a Council standard including recessing of gate, culvert and headwalls where required and sealing of access off sealed roads. Sight distance to be a minimum standard. The Director of Engineering will be responsible for developing the standard that is safe and appropriate to the entrance. Urban accesses where there is existing kerb and gutter will require the kerb to be removed and replaced with a layback. Gutter bridges may be considered in exceptional circumstances. Accesses required for all properties are to be installed at full cost to the owner unless the work required arises out of an action by Council.

Approving Authority Oberon Council Contact Director of Engineering Approval 12 August 2008: Item B35, Minute 51


August 2013 Issue Date to Staff 25 August 2008 Reviewed 12 August 2008 - Reformatted

16 August 2011 Minor Changes


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13.02 OBERON MEALS ON WHEELS

File No: Governance/Meetings/Ordinary/August Author: Lynette Safranek, Finance & Community Services Director Summary Bathurst Meals on Wheels have been asked by Health Western NSW Local Health District to be the provider of Oberon Meals on Wheels from 1 August 2015. For economic reasons, Health Western NSW Local Health District will no longer facilitate the service. Recommendation: That Council endorse funding the provision of a staff member to provide the Meals on Wheels Coordinator role to enable delivery of meals to clients 7 days per week, and That adjustments be made to the Delivery Program and Operational Plan 2015/16 at the next Quarterly Budget Review. Comment Over 80 concerned residents attended the public meeting on Tuesday 28 July 2015, hosted by Acting Health Service Manager Chris Tabone of Oberon MPS, along with representatives from Bathurst Meals on Wheels the provider of choice for Health Western NSW Local Health District, who for economic reasons will no longer facilitate the service from August 1. The Community were advised that the NSW Health Western made the decision not to put the service to Tender for a local provider but to approach Bathurst Meals on Wheels (MoWs) as they already have a funding contract. There was no consultation with the Community or the Clients regarding the changes until few weeks before it was to take place. What was presented to the Oberon community as a “trial” appears to be the status quo. Bathurst MoWs has agreed to take on this service as a trial until 31 October when the new funding agreements take affect to ensure that they are able to provide the service to Oberon and that there are sufficient volunteers in Oberon to deliver the meals. They are not happy with the limited time to get the service started and would have preferred the Oberon MPS continue until the end of August but they are doing their best to ensure that the Oberon clients receive a meal. A subsequent meeting was called for Friday July 31 to inform current and potential volunteers of the new procedures and guidelines. It was disappointing that no representative from Health Western NSW Local Health District was available to attend either of these meetings despite having been aware of the proposed changes for almost a year. Also unfortunate was the fact that the Oberon MPS management staff were aware for approximately 5 months, yet the community and vulnerable clients of the service were not informed nor consulted until the plans were set in place. Consultation between the new providers and the Oberon clients were carried out last week, and it was ascertained that all clients were happy to heat their own frozen meals daily. Some clients opted for a once a week delivery of seven meals, some for a twice weekly delivery and some a daily delivery. All these options will be catered for. I found the new facilitators to be well organised and efficient.


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With the imminent retirement of long time coordinator Marie Fitzpatrick, Bathurst Meals on Wheels will partly fund (from the existing Oberon funding) the hours of a new local Coordinator, it is suggested that Oberon Council will fund the balance. For the 3 month trial period our Library Officer and Community Services Coordinator will work alongside Marie until she retires on 6 September to learn the role, when they will take up this role until the trial is completed on 31 October. The Coordinator is responsible for coordinating the volunteer driver roster, distributing the meals to the drivers, and liaising with Bathurst Meals on Wheels. The service will operate out of the Office located below the Visitor Information Centre in Ross Street from Monday August 3. 13.03 WATER DEBTOR WRITE OFFS

File No: Financial Management/Financial Reporting/Periodic Reports Author: Lynette Safranek, Finance & Community Services Director and Chris Schumacher, Works & Engineering Director Summary Two residents have requested Council to consider reducing their recent water invoices due to undetected water leaks within their properties. Recommendation: That in accordance with Policy 2201, a write off of $305.65 and $325.00 be approved. Comment In accordance with Policy No. 2201 Debt Recovery, Hardship Provisions & Writing off of Debt, the Finance and Community Services Director believes that there are reasonable grounds for consideration to write off the above average debt caused by a leak. RATEPAYER 1 On 23 April 2015, written correspondence was received from a resident in receipt of an excessively high water consumption invoice. The average water account historically for this property has been in the magnitude of $159.75, however the current water account posted is for $645.39. The resident made verbal contact concerning the excessive increase in their water account. Council staff were sent to inspect the property, finding no indication of a leaking water meter service. As a preventative measure and to ensure the water meter was not faulty, staff installed a new water meter. During the next water meter read, above average water consumption readings were still being experienced? Approximately a month later it was discovered that a water leak was found within the internal property of the resident. The resident has alleged they were originally told by a member of Council staff “that the problem was not within his property”. The resident has since engaged the services of a licensed plumber to rectify the problem. The resident is now requesting a review of their average water consumption and assist them by providing at least a 50% reduction in the higher than average water usage charges during this last billing cycle.


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The Revenue Officer, Works & Engineering Director, and the Finance & Community Services Director have discussed the allegations of this matter and conclude that based on the average water consumption accounts of this rate payer, a total amount of $325.00 would be acceptable, subject to circumstances surrounding this higher than average water consumption. RATEPAYER 2 This matter was brought to our attention following an enquiry from the ratepayer as to the reason why the account was excessively high. The Revenue Officer undertook an investigation to determine why the April water consumption account for this ratepayer was particularly high, when the average usage for the past 18 months was $339. It was concluded that the cause of the increase was due to an undetected leak, eventually repaired by licensed plumber. The ratepayer is anxious at the increased amount charged and explained that the business may suffer if it was required to be paid. In an effort to support local business, it is requested that Council consider writing off the amount of $325.00 to assist this business owner. 13.04 OBERON LEP 2013 PLANNING PROPOSAL – BOUNDARY ADJUSTMENTS

File No: Land Use and Planning\Planning\LEP Local Environmental Plan Author: Gary Wallace, Planning & Development Director Summary A Planning Proposal has been prepared to rectify anomalies in the implementation of the Oberon Local Environmental Plan (OLEP) 2013 with specific relationship to boundary adjustments. Recommendation: 1. That Council resolve to prepare a draft Planning Proposal to introduce a specific additional

clause into the Oberon LEP 2013 to increase flexibility with respect to the ability to approve Boundary Adjustment Subdivisions in the rural zones.

2. That the draft Planning Proposal presented be forwarded to the Department of Planning & Environment seeking the matter be progressed through the Gateway process and allow the document to be publically exhibited.

Comment FOLLOWING is a draft Planning Proposal to allow for greater flexibility for Council to assess boundary adjustments in the rural zones. Previously the development of Oberon LEP 2013 saw the former instruments converted into the Standard Instrument. The State Government had requirements for all Councils to promptly convert to the new State wide plan format. Oberon Councils Standard Instrument LEP was gazetted in December 2013. Unfortunately, the boundary adjustment provisions of the Standard Instrument are quite restrictive. This problem has been recognised by the Department of Planning & Environment which has developed a new additional clause all Councils may apply to have added to their LEP’s which gives back some of the flexibility enjoyed in earlier plans.


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The draft Planning Proposal has been prepared based on the Department of Planning & Environment‘s own recommended new clause. The attached draft Planning Proposal presents examples where Council has been hamstrung in approving simple and sensible boundary adjustments, where no extra dwellings were proposed beyond what the LEP already allowed. The draft Planning Proposal seeks to have the additional clause inserted in the Oberon LEP 2013 so that Council can gain reasonable flexibility to assess boundary adjustments of merit. Following exhibition Council would then consider submissions from the community and make resolutions to proceed as exhibited, make alterations or not proceed at all with the Proposal. It is considered that the draft Planning Proposal can be supported in this instance.

Notes:

Oberon Council Insertion of Boundary Adjustment Clause Page 1

DRAFT

PLANNING PROPOSAL

A PROPOSAL TO AMEND OBERON LEP 2013 TO INTRODUCE AN ADDITIONAL CLAUSE TO ALLOW CONSIDERATION OF BOUNDARY ADJUSTMENTS TO LOTS IN THE RURAL ZONES WHERE THE LOT IS BELOW LOT SIZE

AUGUST 2015


TABLE OF CONTENTS

1 INTRODUCTION .........................................................................................................................1

1.1 The Proposal

2 OBJECTIVES OR INTENDED OUTCOMES ...............................................................................2

3 EXPLANATION OF THE PROVISIONS ......................................................................................3

4 JUSTIFICATION ..........................................................................................................................5

4.1 Section A- Need for the Planning Proposal

4.2 Section 8 - Relationship to strategic planning framework

4.3 Section C - Environmental social and economic impact

4.4 Section D - State and Commonwealth interests

5 COMMUNITY CONSULTATION ..................................................................................................6

6 PROJECT TIMELINE....................................................................................................................6

7 CONCLUSION .............................................................................................................................6


1 INTRODUCTION

1.1 The Proposal

Prior to the introduction of the Standard Instrument, many LEPs had capacity to permit boundary adjustments to lots where dwellings were sited, and where the lot created would be below lot size, provided this gave no potential for yet further dwellings over that available under other clauses of the plan.

Clause 4.2 of the Oberon LEP 2013, allows for the creation of a lot below lot size but only where there is not an existing dwelling on the lot or the potential for a dwelling. The only other provision open for boundary adjustment subdivision in Oberon under current planning provisions, where the proposed lots are below lot size, is the exempt provisions for subdivision in State Environmental Planning Policy (Exempt and Complying Development Codes, 2008). Clause 2.75 of that plan specifies the requirements for a subdivision to be exempt from the need for development consent.

But these provisions bar boundary adjustments for land with a heritage item, require lots below lot size to increase in area as a result of the adjustment and for most of the rural zones of the Oberon Area, there is the constraint that the subsequent lot(s) can only have a minor change of area.

A wholesome intent of the current clause 4.2 and Clause 2.75 of the SEPP is to allow rational alteration of rural land to meet agricultural needs (for example; so two farmers can swap some land to achieve better boundaries or so one farmer can consolidate by buying some land off a neighbour etc.). However, Oberon Council has encountered a number of boundary adjustment proposals of merit where the above current provisions are not flexible enough to permit an adjustment. This Planning Proposal requests an amendment to the Oberon LEP 2013 to insert a model "boundary adjustment" clause to provide the required flexibility and clarity required to allow for boundary adjustments for the rationalisation of rural zoned land for agricultural purposes, particularly where houses exist and lots are below lot size.

2 OBJECTIVES OR INTENDED OUTCOMES

• To provide additional flexibility and clarity for boundary adjustment subdivisions in the rural zones of Oberon Council Area.

• To give potential for boundary adjustment subdivision where lots are or will be below lot size and dwellings are involved, provided no additional dwelling opportunities are created beyond those already permissible under other clauses of the LEP.

• To allow for rationalisation and consolidation of agricultural land.


3 EXPLANATION OF THE PROVISIONS

Following preliminary consultation with the Department of Planning and Environment, it was advised Council may consider seeking to amend the LEP to insert a model boundary adjustment clause. Officers have reviewed the draft model clause of the Department and suggest the following variation as the basis of this planning proposal:

4.2C Boundary changes between lots in certain rural, residential and environment protection zones

(1) The objective of this clause is to permit the boundary between 2 or more lots to be altered in certain circumstances, to give landowners a greater opportunity to achieve the objectives of a zone.

(2) This clause applies to land in any of the following zones:

(a) Zone RU 1 Primary Production,

(bl Zone RU3 Forestry,

(c) Zone RU4 Primary Production Small Lots,

(d) Zone RS Large Lot Residential,

(e) Zone El National Parks and Nature Reserves,

(f) Zone E2 Environmental Conservation,

(g) Zone E3 Environmental Management,

(3) Despite clause 4.1(3), development consent may be granted to the subdivision of 2 or more adjoining lots, being land to which this clause applies, if the subdivision will not result in any of the following:

(a) an increase in the number of lots,

(b) an increase in the number of dwellings or dual occupancies on, or

(c) dwellings or dual occupancies that may be erected on, any of the lots.

(4) Before determining a development application for the subdivision of land under this clause, the consent authority must consider the following:

(a) the existing uses and approved uses of other land in the vicinity of the subdivision,

(b) whether or not the subdivision is likely to have a significant impact on land uses that are likely to be preferred and the predominant land uses in the vicinity of the development,

(c) whether or not the subdivision is likely to be incompatible with a use referred to in paragraph (a) or (b),


(d) whether or not the subdivision is likely to be incompatible with a use on land in any adjoining zone,

(e) any measures proposed by the applicant to avoid or minimise any incompatibility referred to in paragraph (c) or (d),

(f) whether or not the subdivision is appropriate having regard to the natural and physical constraints affecting the land,

(g) whether or not the subdivision is likely to have an adverse impact on the environmental values or agricultural viability of the land.

(5) This clause does not apply:

(a) in relation to the subdivision of individual lots in a strata plan or a community title scheme, or

(b) if the subdivision would create a lot that could itself be subdivided in accordance with clause 4.1.

4 JUSTIFICATION

4.1 Section A- Need for the Planning Proposal

A Planning Proposal is needed to amend the Oberon LEP 2013 to insert the draft clause in section 3 of this report. The inclusion of the proposed clause will provide some flexibility to allow for consolidation and rationalisation of rural land where there is an already an existing dwelling (and therefore the impacts already exist) but does not meet the minimum lot size.

An example, modelled on cases already experienced by Council, are provided below to give justification for the additional clause.

1. Two adjoining land owners each has a lot below 100ha with a dwelling lawfully approved under a former EPI. They wishes to sell most of the land to his neighbour who is a professional farmer seeking to increase the size of his holding. But his neighbour does not own a lot over 100ha adjoining, only a smaller lot. The current provisions bar the proposal. The LEP clause 4.2 cannot be applied because of the existing dwelling and the exempt provisions cannot be claimed as one lot below lot size will decrease in area.

4.2 Section 8 - Relationship to strategic planning framework

State Environmental Planning Policy (Rural Lands) 2008 applies to the area and provides a State wide provision for creation of a lot for agriculture but Clause 9(3) of that SEPP states:

"However, such a lot cannot be created if an existing dwelling would, as the result of the subdivision, be situated on the lot"


The proposed Boundary adjustment clause is not considered to be inconsistent with this SEPP's objectives or clause 9(3) in that the proposed clause will merely facilitate better use of land in lots below lot size (including better use of existing dwellings) and not increase potential for dwellings.

Section 117 Direction 1.2 Rural Zones applies to this proposal and this proposal is consistent.

Section 117 Direction 1.5 Rural Lands applies and requires compliance with the objectives of the Rural SEPP which has been addressed above.

Section 117 Direction 2.1 Environmental Protection Zones applies to lands so zoned in this proposal. This Direction requires Planning Proposals not reduce environmental protection standards. This proposal retains such standards and complies.

4.3 Section C - Environmental social and economic impact

There is no perceived negative impact of the Planning Proposal. The clause will allow for farm rationalisations, conserve existing dwelling stocks but not facilitate additional dwellings beyond that already permissible under other clauses of the LEP.

4.4 Section D - State and Commonwealth interests

The proposal to insert the proposed boundary adjustment clause is not seen to invoke any issues of State or Federal significance. See also 4.2 for compliance with state and regional policies.

5 COMMUNITY CONSULTATION

It is recommended this Planning Proposal be publicly exhibited for 4 weeks. The exhibition should include appropriate advertising in the local press and Council's web page. A copy of the exhibition package should be made available at Council's office.

6 PROJECT TIMELINE

An estimated timeline to process this Planning Proposal, should it be supported through to gazettal, It is estimated that the process should be completed within 3 months of delegation from the Minister.

7 CONCLUSION

The inclusion of the proposed boundary adjustment clause in the Oberon LEP will provide the flexibility and clarity required for the subdivision of rural zoned land, where a dwelling already exists but does not meet the minimum lot size requirements. Such subdivision is not currently available in the Oberon LEP 2013 as it is based on the core Standard Instrument. The provision will address several recent cases in Oberon where boundary rationalisations otherwise of considerable merit have been barred by the limitations in the current provisions of the LEP and exemption provisions.


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13.05 STRATFORD DOWNS ESTATE TOWN IMPROVEMENT LEVY

File No: Governance/Meetings/Ordinary/August Author: Alan Cairney, General Manager and Lynette Safranek, Finance & Community Services Director Summary A Town Improvement Special Rate is raised on every rateable assessment with the defined “Oberon Village area”. During the community consultation and public exhibition of the Draft Oberon Community Strategic Plan (CSP) 2014 the community was informed that the Stratford Downs Estate would be included in the Oberon Village area from 2015/16. During the community consultation and public exhibition of the Draft Oberon CSP 2015 the community was again informed that the Stratford Downs Estate would be included in the “Village area” and would therefore be levied the Town Improvement Special Rate. Recommendation: That the Mayor and General Manager arrange a meeting with owners of properties within the Stratford Downs Estate to discuss the Town Improvement Special Rate and that in the meantime further investigation be undertaken to determine any options to lessen the financial burden to these property owners. Comment The map below shows the defined Oberon Village area boundary, with the new properties affected by the Town Improvement Levy are highlighted within the yellow shape on right side of the map.


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The concept of introducing the Town Improvement Special Rate to properties within the Stratford Downs Estate was first raised during Councillor Workshops for the preparation of the Oberon Community Strategic Plan 2013 (for the financial year 2013/2014). At this time it was decided NOT to include these properties within the defined Oberon Village area. However, for the Oberon CSP 2014 it was decided to include these properties commencing from the following financial year, i.e. 2015/2016. Following further community consultation for the Draft Oberon CSP 2015 and through the making of the Rates & Charges for 2015/2016, the Town Improvement Special Rate included properties in the Stratford Downs Estate. The Town Improvement Special Rate is set using Land Values, similar to the General Rates. There are 42 landowners affected within the Stratford Downs Estate and their land values range from $180,000 to $230,000. These values are higher than properties closer to the Town Centre, as these properties are larger in land area. For these 42 properties in the Stratford Downs Estate the Town Improvement Special Rate ranges from $409 to $901 for the 2015/16 Rating period. It is unfortunate that the higher land values of the Stratford Downs Estate was not taken into account when the decision to include them into the Town Improvement Levy was taken or when the actual Rate Levies were calculated. Since receiving Rate Notices several property owners have contacted staff, Councillors, the Mayor, General Manager and Director of Finance & Community Services complaining about the imposition of the Town Improvement Special Rate. Most complaints are about the magnitude of the Special Rate and the lack of current services. It is suggested that a meeting with affected landowners be arranged prior to the September Council Meeting, perhaps towards the end of August. The First Instalments of Rates is due by 31 August 2015. In the meantime, staff will investigate options to seek to resolve the matter equitably across all ratepayers who pay the Town Improvement Special Rate, in an effort to lessen the financial burden to the affected property owners within the Stratford Downs Estate. 13.06 DEVELOPMENT APPLICATION 10.2015.45.1 – RESIDENTIAL SHED

File No: Property/PO40-13 Author: Health and Building Surveyor, Kerry Davison Summary A Development Application has been received for the construction of a residential shed at 13 Oberon Street, Oberon. A variation to Development Control Plan (DCP) 2001 is sought as the maximum total floor area of garages and carports is to be 60m2, the proposal is for a 63m2 shed.


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Recommendation: That Council vary Part C.6.4 “Carports and Garages” of the Oberon Development Control Plan 2001 associated to Development Application 10.2015.45.1 for the construction of a new residential shed at Lot 471 in DP 1195196, 13 Oberon Street, Oberon. Comment FOLLOWING is a copy of proposed plans and associated Statement of Environmental Effects. Development Application 10.2015.45.1 has been received for the construction of a residential shed at 13 Oberon Street, Oberon within the R1 General Residential Zone. Part C.6.4 “Carports and Garages” associated to Residential Development requires:

“The maximum total floor area of garages and/or carports is to be 60m2.” The proposed development consists of a 10.5 x 6 metre shed with a total floor area of 63m2. The 3m2 non-compliance with the floor area limitation imposed by DCP represents a 0.5% variance which is considered minor. The applicants have indicated a garage of this size is required personal storage and is not uncommon within the General Residential Zone. The shed is to be located at the rear of the lot and the potential impacts on the adjoining land owner have been considered. The proposed development is considered suitable for the site and it is important to note that Part C.6.4 has been varied by Council in the past on a significant number of occasions. Neighbour notification has been undertaken to all adjoining neighbours and no submissions were received. It is considered that the variation can be supported in this instance.

Notes:


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13.07 RESTART NSW – REGIONAL WATER & WASTE WATER BACKLOG EOI File No: Sewerage Treatment Plant Author: Chris Schumacher, Works and Engineering Director Summary Through Restart NSW information has been received from Minister Blair, advising that Oberon Council is eligible to apply for financial assistance through the Regional Water and Waster Water Backlog Program to upgrade the Oberon Sewerage Treatment Plant. Recommendation Oberon Council agree in principal to participate in the Restart NSW Program and that an Expression of Interest be submitted to upgrade the Oberon Sewerage Treatment Plant. Comment FOLLOWING – Regional Water Waste Water Backlog EOI Guidelines and Eligible Council listing. The NSW Government is inviting applications for funding from the Restart NSW Fund for the Regional Water and Waste Water Backlog program. A total of $110 million has been committed to deliver the water and waste water backlog projects. This program is part of the $325 million Water Security for Regions Reservation in the 2014/2015 State Budget. The Restart NSW Fund was set up to improve economic growth and productivity in the State and, for that purpose, to fund infrastructure projects that will improve, in the case of the Water Security for regions program, infrastructure required for the economic competitiveness of the State, including access to water. The Water Security for Regions Program is to assist the Government to meet its targets for access to and quality of potable water. Projects must demonstrate that they will produce a net economic benefit and that they meet the objectives of the Program. Expressions of Interest for the Water Security for Regions Program close 31 August 2015. Who May Apply The eligible projects have been nominated by the NSW Government. The Regional Water & Waste Water Backlog projects were identified as part of the ‘Country Towns Water Supply and Sewerage program (CTWSSP) some several years ago. The Regional Water and Waste Water Backlog program is managed by the NSW Office of Water, as per the Country Towns Water Supply and Sewerage Program. Oberon Council is 1 out of 39 Council’s or Water Utility providers eligible to make submission, this is a great opportunity.


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Financial Program Contributions The NSW Government contribution to this program is determined according to the size of the water utility: 50% of the eligible backlog project cost for small utilities (< less than $10million annual

average). 20% of the eligible backlog project cost for larger utilities (>over $10 million annual revenue). Oberon Council through the previous CTWSSP, submitted an original application to upgrade the existing sewerage treatment plant. Through this process, conceptual detail drawings were completed in 2003 with a vision to fully upgrade the plant in the future. Until now EOI for funding has not been made available, if Council elect to submit an EOI to Regional Water & Waster Water Backlog program, then a full revision of Design & Construction drawings will be required. Once the new design has been approved, a cost estimation will be required to fully comprehend what costs may be associated with building a new STP.

Notes:

Restart NSWWater Security for Regions Regional Water and Waste Water Backlog Expression of Interest Guidelines

INVITATION

The NSW Government is inviting applications for funding from the Restart NSW Fund for the Regional Water and Waste Water Backlog program.

A total of $110 million has been committed to deliver the water and waste water backlog projects.

This program is part of the

$325mWater Security for Regions reservation in the 2014–15 State BudgetThis document provides guidelines for applicants for the allocation of the $110 million in funding to eligible projects as well as an outline of the process to be undertaken for the assessment of applications.

RESTART NSW FUND

The Restart NSW Fund was set up to improve economic growth and productivity in the State and, for that purpose, to fund infrastructure projects that will improve, in the case of the Water Security for Regions program, infrastructure required for the economic competitiveness of the State, including access to water.

The Water Security for Regions Program is to assist the Government to meet its targets for access to and quality of potable water.

Projects must demonstrate that they will produce a net economic benefit and that they meet the objectives of the Program.

IMPORTANT MILESTONE

31 August 2015

Expressions of Interest close.

WHO MAY APPLY

The eligible projects have been nominated by the NSW Government.

The Regional Water and Waste Water Backlog projects were identified as part of the Country Towns Water Supply and Sewerage Program (CTWSSP).

The eligible councils and water utilities are listed below. The eligible projects are listed on pages five and six.

The Regional Water and Waste Water Backlog program is managed by the NSW Office of Water, as per the Country Towns Water Supply and Sewerage Program.

Please contact:Stephen Palmer 02 9842 8511

Water Security for RegionsRegional Water and Waste Water Backlog Expression of Interest Guidelines

Eligible councils and water utilities

• Bourke Shire Council

• Brewarrina Shire Council

• Cabonne Council

• Carrathool Shire Council

• Central Darling Shire Council

• Clarence Valley Council

• Cobar Shire Council

• Coolamon Shire Council

• Cowra Shire Council

• Essential Water

• Eurobodalla Shire Council

• Griffith City Council

• Jerilderie Shire Council

• Kempsey Shire Council

• Lachlan Shire Council

• Leeton Shire Council

• Liverpool Plains Shire Council

• MidCoast County Council

• Mid-Western Regional Council

• Moree Plains Shire Council

• Murray Shire Council

• Murrumbidgee Shire Council

• Narrabri Shire Council

• Narrandera Shire Council

• Oberon Council

• Port Macquarie-Hastings Council

• Singleton Shire Council

• Tamworth Regional Council

• Upper Hunter Shire Council

• Uralla Shire Council

• Wagga Wagga City Council

• Walgett Shire Council

• Warren Shire Council

• Warrumbungle Shire Council

• Weddin Shire Council

• Wellington Council

• Wentworth Shire Council

• Wingecarribee Shire Council

• Yass Valley Council

FREQUENTLY ASKED QUESTIONS

Are alternative projects eligible for funding?

The eligible projects were submitted by Councils and included in the CTWSSP program some time ago. Only water supply or sewerage projects in these towns are eligible to apply.

In some cases, other investments have since been made or superior technical solutions have been identified. If that is the case, the project may not be required, may require a different amount of funding or a better solution should be submitted for funding.

Councils should contact NSW Office of Water to discuss proposed changes to projects as soon as possible.

Restart part funding

The Restart NSW Fund will only meet part of the capital cost of the project. The water utility/Council will have to provide funding for the balance of the capital cost and all operations and maintenance costs.

The maximum NSW Government contribution from the Restart NSW Fund is calculated in accordance with the CTWSSP rules, which are described below.

Step 1

Calculate the “elgible backlog project cost”, which is the capital cost of backlog infrastructure as at 1996.

Step 2

The NSW Government contribution is then determined according to the size of the water utility:

• 50% of the eligible backlog project cost for small utilities (less than $10 million annual revenue)

• 20% of the eligible backlog project cost for larger utilities (over $10 million annual revenue)

How will projects be assessed?

Infrastructure NSW will carry out an initial assessment with assistance from the NSW Office of Water and NSW Treasury.

This assessment is against the Program Criteria below.

Projects will then be recommended to the NSW Government by Infrastructure NSW, following review by the Regional Independent Assessment Panel, NSW Office of Water and NSW Treasury.

All proposals will need to demonstrate how they meet the statutory purpose of the Restart NSW Fund, which is to improve economic growth and productivity in the state.

The Regional Water and Waste Water Quality Backlog projects were identified as part of the Country Towns Water Supply and Sewerage Program. The focus will be on projects that ensure that the target quality, health and environmental standards are achieved.

During the assessment process, Infrastructure NSW has the discretion to seek clarification or additional information from an applicant.


Program Criteria

The projects will be assessed based on the Program Criteria listed below:

1 Strategic assessment

• The degree that the community is affected by sub-standard water and sewerage system conditions (referring to the quality and performance against environmental standards that applied in 1996)

2 Economic Assessment

• Demonstrated capacity of this investment to improve economic growth and productivity in the Local Government Area, the region and/or the NSW economy

3 Affordability

• Affordability of the project for Council, taking into account the life-cycle cost impacts, the impact for users and allowing for on-going operating and maintenance requirements

4 Deliverability

• Demonstrated capacity to deliver the project through robust strategies for procurement, project management and risk management

How can my organisation apply?

Councils should prepare an Expression of Interest for each of the eligible projects.

During the assessment process, Infrastructure NSW, acting alone or for the Regional Independent Assessment Panel, has the discretion to seek clarification or additional information from an applicant.

There is a Benefit Cost Ratio spreadsheet to be completed for the economic assessment part of the application.

The pro-forma for the rest of the Expression of Interest is attached. Council should address all the Program Criteria listed above.

In order to ensure that consistent information is being provided to all potential applicants, Infrastructure NSW will provide a briefing for applicants and will nominate one central point of contact for enquiries, being [email protected]. NSW Office of Water may also provide local assistance if required.

These Guidelines, the briefing material and all Questions and Answers during the application period will be available on the Infrastructure NSW and NSW Office of Water’s web site.

If there is a need for applicants to discuss projects with the local offices

of NSW Office of Water, there will be a process for the documentation of this advice and response to enquiries to ensure that it is also made available on the NSW Office of Water’s web site.

Confidentiality and Disclosure

Applicants are advised that any information contained in the application which is considered confidential must be notified to Infrastructure NSW with an explanation. Summary information about the project application, including whether or not the application is successful, will be posted on Infrastructure NSW’s web site and will be used in media announcements unless you advise Infrastructure NSW that you do not agree to its publication.

All information provided in the applications will be distributed to other government agencies to assist Infrastructure NSW in this assessment. Except as disclosed, Infrastructure NSW will keep all information confidential and secure.

Any request made under the Government Information (Public Access) Act 2009 for access to an application, including information marked confidential, will be determined in accordance with the Act.


Water Security for RegionsRegional Water and Waste Water Backlog Eligible Projects

LGA Project

Bourke Shire Council Bourke Sewerage Effluent Management

Bourke Shire Council Bourke Water Supply Sludge Management

Bourke Shire Council Bourke Water Supply Augmentation

Brewarrina Shire Council Brewarrina Sewerage Effluent & Water Supply Sludge Management

Cabonne Council Yeoval Water Supply

Carrathool Shire Council Hillston Sewerage

Carrathool Shire Council Carrathool Water Supply

Central Darling Shire Council White Cliffs Water Supply

Clarence Valley Council Ulmarra Sewerage

Cobar Shire Council Cobar Water Supply

Coolamon Shire Council Ardlethan Sewerage

Cowra Shire Council Cowra Water Supply Sludge Management

Essential Water Silverton Water Supply

Essential Water Menindee Water Supply

Essential Water Broken Hill Sewerage Effluent Management

Eurobodalla Shire Council Congo Sewerage

Eurobodalla Shire Council Nelligen Sewerage

Eurobodalla Shire Council Potato Point Sewerage

Eurobodalla Shire Council Mystery Bay Sewerage

Eurobodalla Shire Council Central Tilba Sewerage

Griffith City Council Nericon Sewerage

Griffith City Council Lake Wyangan Sewerage

Griffith City Council Tharbogang Sewerage

Jerilderie Shire Council Jerilderie Water Supply Augmentation

Kempsey Shire Council Bellbrook Sewerage

Kempsey Shire Council Stuarts Point/Grassy Head Sewerage

Lachlan Shire Council Lachlan Shire Sewerage Effluent Management

Lachlan Shire Council Tottenham Water Supply

Leeton Shire Council Wamoon Sewerage

Liverpool Plains Shire Council Willow Tree Sewerage

Liverpool Plains Shire Council Wallabadah Sewerage

MidCoast County Council Stroud Road Sewerage

MidCoast County Council North Arm Cove Sewerage

MidCoast County Council Pindimar Sewerage

MidCoast County Council Allworth Sewerage

Water Security for RegionsRegional Water and Waste Water Backlog Eligible Projects

LGA Project

MidCoast County Council Bundabah Sewerage

MidCoast County Council Nerong Sewerage

MidCoast County Council Coomba Park Sewerage

MidCoast County Council Manning District Water Supply Stage 2c (Dam)

Mid-Western Regional Council Charbon Sewerage

Moree Plains Shire Council Ashley Water Supply

Moree Plains Shire Council Biniguy Water Supply

Moree Plains Shire Council Moree Water Supply Augmentation

Murray Shire Council Bunnaloo Water Supply

Murrumbidgee Shire Council Darlington Pt Water Supply

Narrabri Shire Council Wee Waa Sewerage

Narrandera Shire Council Narrandera Water Supply

Narrandera Shire Council Barellan Sewerage

Oberon Council Oberon Sewerage

Port Macquarie-Hastings Council Comboyne Sewerage

Port Macquarie-Hastings Council Long Flat Sewerage

Port Macquarie-Hastings Council Telegraph Point Sewerage

Singleton Shire Council Camberwell Water Supply

Singleton Shire Council Bulga Water Supply

Tamworth Regional Council Barraba Sewerage

Upper Hunter Shire Council Cassilis Sewerage

Uralla Shire Council Bundarra Sewerage

Wagga Wagga City Council San Isidore Sewerage

Walgett Shire Council Cumborah Water Supply

Warren Shire Council Warren Sewerage

Warrumbungle Shire Council Mendooran Sewerage

Warrumbungle Shire Council Dunedoo Sewerage

Warrumbungle Shire Council Coolah Sewerage

Warrumbungle Shire Council Coonabarabran Sewerage Augmentation

Weddin Shire Council Grenfell Sewerage

Wellington Council Stuart Town Water Supply

Wentworth Shire Council Wentworth Shire Sewerage Scheme

Wingecarribee Shire Council Yerrinbool Sewerage

Yass Valley Council Binalong Sewerage (Yass Villages)

Yass Valley Council Yass Water Supply – Treatment

Yass Valley Council Bowning Sewerage (Yass Villages)


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14. REPORTS FOR INFORMATION 14.01 MONTHLY ACTIVITY REPORT – GENERAL MANAGER

File No: Governance/Meetings/Ordinary Author: Alan Cairney, General Manager Summary This report item summaries the main activity by the General Manager during July including Human Resources and Workplace Health & Safety, Executive Support matters, Community Activity, Regional Issues, Executive Management Team meetings, and details of planned activities. Recommendation: That Report Item 14.01 is received as information. Comment 1. PLANNED ACTIVITY FOR AUGUST and SEPTEMBER An Extraordinary Meeting was held on 27 July for Councillors to Elect a Mayor as a result of the passing of Mayor, Clr John McMahon. In conjunction with the Executive Coordinator and the three Department Directors work is required to transition Clr Sajowitz as our new Mayor. In August Mayor Sajowitz and the General Manager will be attending the Centroc Board Meeting in the Federal Parliament House in Canberra At the September Council Meeting there will be a further Election for the Mayor and Deputy Mayor, for the next 12 months as well as the reappointment of Delegates to External Organisations and to Council Committees. 2. ACTIONING COUNCIL DECISIONS Following each Council Meeting the General Manager and 3 Director review the decisions and agree on a priority for actioning these decisions. Each Director has been requested to provide an update in the Monthly Activity Report, as well as reporting on actions to the General Manager. Actions from the July Council Meeting to be done by the General Manager is summarised below: Minute Number Summary/Progress 21 July 2015 ORDINARY COUNCIL MEETING 01 210715 Letter to Office of Local Government about not filling casual vacancy08 210715 Yet to make contact with Anglican Church about purchased of land 12 210715 1 b – seeking valuations from Real Estate Agents

1 c – have approached major industries about short term use 17 210715 have made arrangements for further meeting with Daffodil Fairies 19 210715 Workshop held with Councillors to develop strategy With respect to all other outstanding actions from previous Council Meetings the General Manager will review these with the Mayor and the 3 Directors on at least a monthly basis. If any Councillor requires an update on a specific item they should contact the General Manager or the relevant Director, or submit a Councillor Request Form to the Executive Coordinator


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3. LEGAL ACTION and CONSULTANCIES Since the last Council Meeting there have been no specific requests for legal work or consultancies. 4. HUMAN RESOURCES AND WORKPLACE HEALTH AND SAFETY Includes information provided supplied by Human Resources Coordinator (HRC) and Work, Health and Safety Coordinator (WH&SC). HUMAN RESOURCES (ORGANISATIONAL DEVELOPMENT – OD) Details for July and August will be submitted to the September Council Meeting. WORKPLACE HEALTH AND SAFETY Incidents/Injuries One incident was reported during July 2015. An employee was working underneath a roller and some matter fell into his eye. No time was lost due to this injury. DAYS WITHOUT LOST TIME BECAUSE OF INJURY Department/work area 31 May 2015 30 June 2015 Administration 190 221Works 100 131 Library 208 239 OVIC 1058 1089 Workshop 775 806 Meetings/training attended Each Wednesday - meeting with GM 14, 21, 28 Jul – CENTROC Insurance Health Check teleconferences 16 Jul – Local Industry Network WHS Meeting 16 Jul – Meet with WHS Committee members about microwave oven & kettle for construction sites 23 Jul – Meeting with PDD discussing content and format for Swimming Pool Manuals 29 July – Completed StateCover Self-Audit Questionnaire 31 July – Received StateCover report on current Workers Compensation Claims Upcoming meetings/events Aug – Insurance Health Check 3 Aug – WED, Works Overseer and EPA to discuss procedures for roadside weed spraying 11 Aug – StateWide visit to review Risk Management Action Plan 8 Sept – CENTROC WHS/RM Group Meeting in Orange 10 Sept – WHS Committee Meeting 5. EXECUTIVE SUPPORT – MEETINGS & VISITOR INFORMATION CENTRE Includes information provided by the Executive Coordinator: ACTIVITIES AND MEETINGS Council Page prepared each week during July with advertising and information. This included

the Mayoral Column, Road Works updates and Library News.

Articles included – Position Vacant Finance Coordinator, Notice of Development 254 Allotment Subdivision, Council Meetings July 2015, Register to receive Rates Notice electronically, Revised Delivery Program, Operational Plan and Long Term Financial Plan due to acceptance


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of LIRS, Vale Mayor John McMahon, Council Meetings August, Determinations June 2015, Oberon entrants achieve success in regional Waste to Art Competition and Invitation for community submissions for Fit for the Future Improvement Proposal

Weekly “What’s On?” newsletter issued to Councillors each Friday during July

Site Visit – Kelso Great Western Highway Upgrade – 2 July

Visit from John Cobb MP – 6 July

Works Committee Meeting – 14 July

Councillor Informal Briefing – 14 July

Ordinary Council Meeting – 21 July

Website Online Training – 22 July

Extraordinary Meeting – Mayoral Election – 27 July

Meals on Wheels Public Meeting – 28 July

Briefing with Mayor Kathy Sajowitz – 29 July

Meals on Wheels – Volunteers Meeting – 31 July VISITOR INFORMATION CENTRE VISITORS FOR JULY 2015 Domestic 1251 International 56 TOTAL: 1307 MAJOR TOURISM REQUESTS FOR JULY 2015 Snow/Weather 323 Roads and Directions 159 Fossicking 152 Jenolan Caves 75 Mayfield 48 Accommodation Enquiries for July 131 and 21 for camping The following table shows the increase in visits to the Oberon Tourism website, oberonaustralia.com. The data shows a steady increase over the last 18 months and demonstrates peak visitation to the website correlates closely with the busier tourism periods.

Month 2015 2014

January 10,928 9,152February 10,653 7,846March 10,720 11,575April 18,660 17,339May 16,028 12,395June 13,533 11,467July 13,554 10,767August 8,987September 9,933October 9,956November 7,551December 8,256Total 125,224


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Main Events for July included: Bollywood Night – Titania Motel 11 July

Roller Derby – Christmas in July 12 July

Oberon Masonic Lodge Open Day, 70 Oberon Street Oberon Wednesday 24 June

Skoda and Tatra Christmas in July – 18 July

Crafty Gardner Workshop, Mayfield Garden – 19 July

Lowes Mount Truffiere hold Truffle Hunts and Truffle Hunts and Lunches

Dead Men Talking, Two Man Show hosted by Friends of the Oberon Library 31 July Administration Website provider Local-e has implemented a new content management platform. Our existing content has been migrated to the new Drupal platform. Admin staff are currently conducting an audit of the site to ensure all content is up to date and refreshed. Local-e is also in the process of building a new newsletter function which will be available in the near future. The new Infocouncil software package is currently being installed on the Civica cloud environment. Testing of the new system is underway and staff training will occur during August 2015. 6. COMMUNITY ACTIVITY, REGIONAL ISSUES and OTHER MEETINGS (July) July

1 WED & PDD to discuss Developer Servicing Plans – 250 Lot Subdivision 2 With WED attend RMS arranged inspection of the Kelso upgrade of Great Western Hwy 2 meet with WED and Graham Evans about stock control issues at the Reef Reserve 3 attended Inspection of Arkstone Rd with Councillors and WED 3 Oberon Golf Club – First Friday of the Month Dinner 6 Meals on Wheels Meeting with FCSD and Bathurst and Oberon Meals on Wheels 6 Meet with Mayor McMahon and Federal Member John Cobb 8 Radio 2MCE – Tad and Ross Larsen 8 Meet with Edmond Power about catering and potential restaurant opportunity 9 With FSCD held Interviews for Finance Coordinator position 13 Snow Day – limited staff available due to road closures 14 Works Committee Meeting 14 Councillor Informal Briefing Session 15 Oberon Rugby League Football Club Board Meeting 17 Snow Day – closed the Administration Office and Library Closed 18 Attended Skoda and Tatra Register Annual Yuletide Dinner at Big Trout with Clr Lord 21 attended Funeral for May Whittaker 21 Ordinary Council Meeting 22 ABC Radio Interview 23 attended Funeral for Mayor McMahon 27 Extraordinary Council Meeting – Election of Mayor 28 Councillor Workshop FFTF Community Strategy 29 Inspection of McGeorges Creek RMS Works – with WED, Works Overseer and Project Eng. 30 GMAC Meeting in Orange 31 MOW Volunteers Meeting at Oberon RSL


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14.02 MONTHLY ACTIVITY REPORT – PLANNING AND DEVELOPMENT

File: Governance/Meetings/Ordinary Author: Gary Wallace, Planning and Development Director Summary Providing details of major work within the Planning & Development Department for July and August and provide information on statistics of work that has occurred in July. Recommendation: That report item 14.02 is received as information. Comment 1. Planned Activity for July and August SWIMMING POOL ROOF ENCLOSURE – work has been substantially completed on Stage 1 of the Swimming Pool Roof Enclosure. Landscaping and internal works are being undertaken with all work to be completed prior to the start of the 2015/16 Swimming Season. OBERON WASTE FACILITY/RECYCLING – work is continuing on the design for the construction of a Community Recycling Centre for Household Problem Wastes at the Solid Waste Landfill. Bob Bailey (consultant) in consultation with staff are working on the development of the Waste Strategy for Oberon, which will detail current and future needs in dealing with and minimising waste. It is expected that the development of the Strategy will be undertaken over the coming three months, including Councillor Workshops. Work is also being completed on the FREE Waste Voucher system to be issued August. QUARRY DEVELOPMENTS – two separate applications have been lodged relating to Designated Development for Quarries. One is for a small operation on Lowes Mount Road whilst the second is for expansion of an existing operation on Sewells Creek Road. Both applications will require assessment by the Joint Regional Planning Panel which Clrs McCarthy and Doney are representatives. The Mayor is an alternate on the Panel. LARGE LOT RESIDENTIAL SUBDIVISION – Public Exhibition for a 254 Lot Subdivision has now ended. An objection to the development has been received and further information has been requested from the applicant. STRATEGIC PLANNING – Public Exhibition for the Planning Proposal for the Titania Estate has been completed and has been forwarded to the Department of Planning & Environment. Issues relating to potential water reticulation continue to be an issue for the NSW Office of Water (NOW) and concerned landowners in the vicinity. Amendment 2 (minor errors in Heritage Items) have been finalised and gazetted whilst and Amendment 3 (Function Centre additional clause – Burroughs Crossing) is currently being drafted. FOOD PREMISES INSPECTIONS – all inspections have now been completed. 42 inspections were undertaken, some in consultation with Bathurst Regional Council Inspectors.


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2. Status of Council Decisions

Minute Number Action Taken

30160413 Waste Less Recycle More

Councillor Workshop held 9/12/14. Recycling Area established July 2015

Matter ongoing15190515 Hargraves Quarry Extension

Outcomes forwarded to DPE Response to Submissions Report sent to Council for consideration August 2015

Matter Ongoing16190515 280 Burroughs Crossing Road, Oberon

Information forwarded to DPE for drafting and Making amendment

Matter Ongoing14210715 10 Links Close, Oberon.

Variations to DCP 2001 and Covenant for the development of a Dwelling approved.

Matter Ongoing15 210715 128 Queen Street, Oberon.

Variation to DCP 2001 Part C 6.4 approved. Carport approved

Matter Closed 3. Determinations The following Applications and Certificates were determined in July 2015

Type of Application/Certificate Number Approved

Development Applications 9

Construction Certificates 4

Complying Development Certificates 0

Section 68 Applications 3

Subdivision Certificates 1

Determinations July 2015 (S.101 E.P. & A. Act.) REF NO. DEVELOPMENT TYPE STREET ADDRESS

10.2014.28.2 Modification to stage the development and remove ROW 3397 O’Connell Road, O’Connell

15.2014.28.2 Staged Subdivision Certificate – release 3 Lots 3397 O’Connell Road, O’Connell

10.2015.38.1 19.2015.17.1 Dwelling and OSWW 1778 Mutton Falls Road, O’Connell

11.2014.57.2 Stage 2 – Sunroom 928 Lowes Mount Road, Oberon

10.2015.4.2 Modification to dwelling 512 Chatham Valley Road, Chatham Valley

10.2011.58.2 Modification – Change of use

114-118 Oberon Street, Oberon 10.2015.42.1 11.2015.42.1

Carport 128 Queen Street, Oberon

10.2015.9.2 11.2015.9.1

Modification of new dwelling and demolition of existing dwelling 1826 Mutton Falls Road, O’Connell


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10.2015.19.1 11.2015.19.1 19.2009.7.2 Dwelling and modification to OSWW

909 Campbell’s River Road, Black Springs

10.2009.163.2 Modification to conditions of consent 9 Maher Drive, Oberon 10.2015.37.1 19.2015.16.1 Dwelling and OSWW 192 The Meadows Road, Hazelgrove

Copies of determinations are available for inspection at Council’s Administration Centre. Total fees for applications during July 2015 were $16,638.75. The year to date income is $16,638.75 which is 16.8% of the total income ($99,000) estimated Applications for the calendar year are being provided in a table form to give an outline of applications being lodged against those of the previous year.

0510152025303540

January

February

March

April

May

June

July

August

September

October

November

Decem

ber

Number of ap

plications

Month

Number of Applications Lodged

2015 Applications

2014 Applications

0

100

200

300

Number of ap

plications

Month

Number of Applications Accumulated

2015

2014


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4. Certificates Issued During the Conveyancing process, normally as part of the sale of a property, various Certificates are applied for by Solicitors, Real Estate Agents or by the public. In July the following Certificates were issued:

CERTIFICATES

NUMBER ISSUED

SECTION 149(2) AND (5) PLANNING CERTIFICATES Environmental Planning and Assessment Act, 1979

16

SECTION 735A CERTIFICATES AS TO NOTICES Local Government Act, 1993.

15

SECTION 121ZP CERTIFICATES AS TO ORDERS Environmental Planning and Assessment Act, 1797

8

SECTION 149D BUILDING CERTIFICATES Environmental Planning and Assessment Act, 1979

0

Certificates for the calendar year are being provided in a table form to give an outline of certificates being lodged against those of the previous year.

0

10

20

30

40

50

60

70

80

January

February

March

April

May

June

July

August

September

October

November

Decem

ber

Certificates for 2014/2015

Building Certificate

121ZP

735A

149's

Total certificates 2014


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5. Oberon Animal Pound The following are details of activity at the Animal Pound in July 2015

In July there were 2 Dangerous Dog Declarations issued. There were no Dangerous Dog Orders or Notice of Intentions to declare dangerous. 6. Miscellaneous Matters

Various inspections, including building inspections, health inspections, environmental inspections and complaints were conducted during July 2015.

TYPE OF INSPECTIONS NUMBER

Building Inspections 30

Food Inspections 1

Environmental Inspections (Air, Noise and Water Pollution) 0

Subdivisions Certificate Inspections 0

Complaints (Including Animal Control) 6

Building Maintenance Inspections 16

7. Swimming Pool The 2014/15 Swim Season concluded on 21 April. Construction of the Swimming Pool Roof Enclosure will be completed prior to the 2015/16 swimming season. The structure was expected to be completed by the end of July however weather delays have restricted construction opportunities. The structure will be completed in August. 8. Waste An initial analysis has been undertaken for the components of Waste Management including the Kerbside Garbage Contract, Solid Waste Landfill, Recycling Initiatives, Remote Transfer Stations, and the Large Bulky Item Pick up and Free Tip Days.

02468101214161820

January

February

March

April

May

June

July

August

September

October

November

Decem

ber

Number of Anim

als

Month

Number of cats and dogs impounded 2014/2015

2015 Carried Over

2015 Dogs

2015 Cats

2014 Cats & Dogs total


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In December a Waste Workshop was undertaken whereby Councillors undertook an inspection of the Solid Waste Landfill facility and were briefed on opportunities relating to the landfill. These included a Resource Recovery Centre that reduces the need for waste to be entombed and increase the life of the facility. Recycling Bins placed in the parking area in North Street on the opposite side of the Recreation Ground are continuing to be well utilised. A record of use is currently being collated for the trial and will be reported back to Council in September. 9. EXTERNAL MEETINGS ATTENDED BY THE PDD DIRECTOR DURING JULY 3 July Dajana Marquet – Piggery Isabella Road, Burraga

10 July Hank Hasselhoff – Development opportunities O’Connell Road.

15 July Jacqui Priestly – Arc Blue Dashboard Webinar

17 July Paul & Bonnie Hennessey – Development at Macquarie

30 July Denis Kirkwood – Final Occupation Industrial development

14.03 MONTHLY ACTIVITY REPORT - WORKS AND ENGINEERING

File: Governance/Meetings/Ordinary Author: Chris Schumacher, Works and Engineering Director Summary Providing a summary of the major work in the Works & Engineering Department for the month of July 2015 plus planned work for the coming months. Recommendation: That report item 14.03 is received as information. Comment 1. UPCOMING/PLANNED WORKS The following works will commence during the next month: Line marking is scheduled to be placed upon on new seal work at Hazelgrove Rd; Burraga Rd

and Campbell’s River Rd. Maintenance grading is scheduled for:

Nupier’s Rd Glen Rd Mt Werong Rd Emden Vale Rd Isabella Rd Brass Walls Rd Claytons Rd Wrens Nest Rd Tuglow Rd Gorman’s Lane Chapman’s Lane Loch Erin Rd Hinton’s Rd Swallows Nest Rd Arkstone Rd Murrays Lane Moss Grove Rd Knapsack Rd Jeremey Rd Bald Ridge Rd Sheepstation Rd Forest Lodge Rd Schumachers Rd


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Gravel re-sheeting is scheduled for McKeon’s Creek Rd, and Beaconsfield Rd. Reconstruction of approx. 100m of Abercrombie Rd at Black Springs and including the

intersection, in front of the old shop. This will involve shoulder widening, drainage improvements, and asphalt overlay on the intersection.

Drainage remediation and heavy patching repair of a section of failed pavement on Abercrombie Rd (western side) of Beaconsfield Rd intersection.

Heavy patching of sealed local roads, Heavy Patch on the intersection of Abercrombie Road and Beaconsfield Road and Heavy Patching on the Arkstone Road into Burraga.

Pruning of Street Tree’s and improvements to gardens within the parks in Oberon. Refreshment of line marking on Regional Roads, centrelines and edge lines i.e. Edith Rd,

Titania Rd, Abercrombie Rd, and Albion St. Continue with 2015/2016LIRS $1.2M Gravel Re-sheeting & Pavement Improvement Program. General drainage clearing of bark and tree limbs for road reserves and table drains. 2. ACTIONING COUNCIL DECISIONS The actions resulting from the July Council Meeting to be done by the Works and Engineering Director is summarised below: Resolution Number Summary/Progress 06 210715 Commence work to provide services and drainage to land on Edith

Rd/Prince St to make land saleable as house blocks. 07 210715

Commence discussion with landowner downstream of Campbells River on the Campbells River Rd to improve roadway at this point.

08 210715 Commence discussion with the Anglican Church (Bathurst Office) to purchase land at O’Connell for a Recreation Ground.

11 210715 Address vegetation on the roadside of Arkstone Road to improve the sight distance on the 13 kilometre section impacted by B-Double use.

16 210715 Consent to the transfer of Public Crown Road being Lots 28, 29 and 30 in DP 1185095 as shown in the plan provided by the RMS.

3. WORKS ON LOCAL ROADS, BRIDGES, PARKS AND SIGNIFICANT PRIVATE WORKS WISEMANS CREEK CROSSING – This forms the remaining part of the Mayfield Rd Project. It is expected that the new crossing over Wisemans Creek will be completed in the month of August, making way for the remaining road realignment and construction work to be finalised on both sides to the new crossing. Sealing of the new road is scheduled for more preferable weather conditions in the spring months. MAINTENANCE GRADING has been carried out on the following roads:

Dreves Rd Jerrong Rd Glen Rd Mozart Rd Hazelgrove Rd Todds Rd Jerula Rd Felled Timber Rd Chatham Valley Rd Springmount Rd Bastard Point Rd


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Jaunter Rd Gingkin Rd

GRAVEL RESHEETING has been carried out on the following roads :

Todds Rd Mozart Rd Dreves Rd Gingkin Valley Road

DRAINAGE MAINTENANCE works have been carried out on the following roads:

Todds Rd Nunans Hill Rd Gingkin Valley Road Dreves Rd

MISCELLANEOUS WORKS Tree and vegetation clearing was undertaken on Arkstone Rd from the Burraga turnoff to Emden Vale Bridge, in order to improve site distance. Mowing, pruning and ground maintenance has continued at:

Oberon St gardens The Common Apex Park Recreation Ground Leagues Fields

12 unsafe trees were removed from Richards Park. Repairs have been made to the aeration pump within the pond at the Oberon Common. PRIVATE WORKS – The Low Loader undertook 5 private works during July. The grader and roller worked on a private driveway. The total value of private works was $1965. 4. WORKS FOR ROADS AND MARITIME SERVICES (RMS) RMCC - Routine maintenance works were undertaken on O’Connell Rd and Duckmaloi Rd. RMS has advised that funding will be made available for works along O’Connell Rd at the O’Connell Avenue of tress. The works are scheduled to begin after Remembrance Day in November. The General Manager, Works & Engineering Director, Works Overseer and Project Engineer have inspected and undertaken to complete work for RMS on MR54 Trunkey to Bathurst Road at McGeorges Creek. This will involve a full width road reconstruction of approximately 4km. A scope of works is being prepared by Council Engineers & RMS, if approved work is scheduled to commence in October 2015. 5. WORKS ON TOWN IMPROVEMENTS The financial aspects of how the pre-paid key card operating system will work for the new Water Filling Station in North Street are being resolved.


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During August it is expected to undertake the following tasks: Trenching for the Installation of power cables and new lights along North Street (adjacent to Recreation Oval) will commence August 2015. Drainage maintenance improvement work to be undertaken to the open drain along the frontage of Borg, Lowes Mount Road. Removal of woody weed and overgrown vegetation matter within the top area of Oberon Common. 6. ROAD INSPECTIONS The following roads were re-inspected or made safe in June:

7. WORKS AT THE WATER & WASTE WATER PLANTS At the Water Plant there was a major issue on 9 July relating to water loss as a result of a pipe leak within the Highland Pine Products timber complex. Following this Council staff have liaised and met with timber industry representatives to discuss ways to mitigate risks of such an incident occurring again. At the Sewer Treatment Plant the Treatment Plant Team Leader has been obtaining quotes for a new digester framework at the plant.

Road Name Starting From Going ToDate of

InspectionHazard Type

Response

Time

Required

Re‐

Inspection

Date

Make Safe

or

Repaired

Gingkin Valley

RdGingkin Rd Shooters Hill Rd 16/04/2015 Potholes

WITHIN 6

MONTHS30/07/2015 30/07/2015

Abercrombie Rd O'Connell Rd Abercrombie Rd 15/04/2015

Loose or Spilled;

Shoving or

Failures;

Rutting; Road

Surface; Edge

AS

RESOURCES

PERMIT

WITHIN 3

MONTHS

30/07/2015 30/07/2015

Titania Rd Edith Rd Duckmaloi Rd 8/04/2015Shoving or

Failures

AS

RESOURCES

PERMIT

WITHIN 3

MONTHS

30/07/2015 30/07/2015

Edith Rd Oberon StKanangra Walls

Rd8/04/2015

Potholes; Road

Surface; Other

(wash)

AS

RESOURCES

PERMIT

WITHIN 3

MONTHS

30/07/2015 30/07/2015

Albion St Duckmaloi Rd O'Connell Rd 8/04/2015

Potholes;

Shoving or

Failures

AS

RESOURCES

PERMIT

WITHIN 3

MONTHS

30/07/2015 30/07/2015

Jaunter RdMount Werong

RdThe End 17/02/2015

Potholes; Road

Surface

WITHIN 6

MONTHS27/07/2015 27/07/2015

Todds Rd Beaconsfield Rd The End 3/06/2015Loose or Spilled;

Road Surface;

WITHIN 6

MONTHS1/07/2015 1/07/2015


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All 4 Sewerage Pump Stations (SPS) have all been inspected and maintenance carried out as required, including pump motor inspections, wet well cleaning checks and telemetry checks. Removal of vegetation and blackberry matter from Endeavour Street SPS. The treatment plant operators have undertaken Chemical Hosing training in July. Snow has damaged some of the guttering at the treatment plants, repairs to be undertaken by roofing contractors. 8. HEAVY PLANT MAINTENANCE The following plant was serviced during the month of July:

Repairs to heavy earthmoving plant were:

Repairs to RFS Plant were:

We are currently seeking two tenders.

a. Replacement of a 2003 Caterpillar 12H Grader with an equivalent new CF Class 15 Motor Grader

b. Replacement of old Low Loader with an equivalent new Low Loader.

DATE PLANT KMS/HRS

1/07/2015 # 25 ‐ CAT CS563E ROLLER 5750 HRS

7/07/2015 # 6 CAT 938K LOADER 500 HRS

7/07/2015 # 2 ‐ CAT 12H GRADER 11500 HRS

9/07/2015 # 82 ‐ FORD RANGER 30000 KMS

9/07/2015 # ‐ 72 TOYOTA KLUGGER 45000 KMS

DATE PLANT DESCRIPTION OF WORK

2/07/2015 # 41‐ FUSO WATER CART NEW CLUTCH FITTED

7/07/2015 # 9‐ CAT 324DL EXCAVATOR REPLACE HYDRUALIC HOSE AT THE TIP

15/07/2015 # 46 ‐ ISUZU WATER CART REMOVE PUMP / FIT NEW SELF PRIMING VALVE

16/07/2015 # 58 ‐ WESTERN STAR TRUCK REPLACE FITTING / HOSE TO FRONT R/H BRAKE

22/07/2015 # 25 ‐ CAT CS 563E ROLLER REPLACE HYDRAULIC HOSE / MT WERONG

22/07/2015 # 23 ‐ CAT CS 563E ROLLER REPLACE FUEL FILTERS AT GINGKIN VALLEY RD

27/07/2015 # 25 ‐ CAT CS 563E ROLLER FIT NEW BATTERIES / MT WERONG

27/07/2015 # 72 ‐ TOYOTA KLUGGER NEW TYRES FITTED / WHEEL ALIGNMENT

28/07/2005 # 2 ‐ CAT 12H GRADER REMOVE PARK BRAKE AND REPLACE ALL SEALS

31/07/2015 # 6 ‐ CAT 938K LOADER REPLACE FRONT DIFF OIL

DATE VEHICLE DESCRIPTION OF WORK

1/07/2015 BF 4479 ‐ JENOLAN CAT 1 SERVICE

8/07/2015 BF 7353 ‐ JENOLAN PC SERVICE

23/07/2015 BF 7113 ‐ NATIVE DOG CAT 1 SERVICE

28/07/2015 BF 1377 ‐ GURNANG CAT 1 SERVICE

29/07/2015 DO PINK SLIPS AT GINGKIN / SHOOTERS HILL / JERRONG / PORTERS RETREAT /

BURRAGA / BLACK SPRINGS


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9. ATTENDING EXTERNAL MEETINGS The Works and Engineering Director attended the following:- 01/07/2015 On site meeting with Downer EDI regarding works at Abercrombie Rd, Black

Springs intersection. 02/07/2015 On site information session with RMS regarding works at Kelso, Bathurst. 02/07/2015 Meeting with consultant regarding pH levels at the Water Treatment Plant. 03/07/2015 Salinity & Water Quality Alliance (S&WQA) Project Proposals meeting to discuss

upcoming Central Tablelands LLS funding. 07/07/2015 RFS Chifley Zone Fire Trail and Hazard Reduction Committee meeting. 15/07/2015 ArcBlue information webinar 16/07/2015 Meeting at Bathurst Council with BRC and John Holland Rail to discuss the Rail

Interface Agreements. 21/07/2015 RFS Chifley Bushfire Management Committee meeting in Bathurst. 27/07/2015 RMS Black Spot Funding meeting in Parkes. 29/07/2015 Meeting with SRS Roads Pty Ltd regarding Sprayed Bituminous Contract. 07/072015 RMS State Blackspot Project Meeting Duckmaloi Road, Duckmaloi Creek. The Assets Officer received training on new Trimble Survey/GIS Equipment 07/07/2015. The Project Engineer attended the RMCC Contract meeting on 02/07/2015. 14.04 MONTHLY ACTIVITY REPORT – FINANCE & COMMUNITY SERVICES

File No: Governance/Meetings/Ordinary/August 2015 Author: Lynette Safranek, Finance and Community Services Director Summary This report provides a summary of major work within the Finance and Community Services Department during July 2015, plus planned activities for the following months. Recommendation: That report item 14.04 is received as information. Comment 1. PLANNED ACTIVITIES FOR AUGUST and SEPTEMBER Activities for August and September include: Oberon Farmers Markets (1 August and 5 September) LCT Board Meeting (25 August and 24 September) Seniors Welfare Committee (10 August) Procurement Working Party (27 August) OYC Sausage Sizzle and Father’s Day Raffle (5 September) OYC Skate Park Sub Committee (9 September) School Holiday Activities (21 September – 2 October) External Audit (22-23 September) 2. STATUS OF COUNCIL DECISIONS – Completed and Outstanding Councillor Ian Doney Request February 2015 regarding infrastructure backlog and reserves: Infrastructure backlog: Completed in March F&CS Report


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Reserves projection of the next 5 years: to be completed Restricted and Non-Restricted Reserves information completed as part of Quarterly Budget

Review. Councillor Ian Doney - Request from 21 April 2015 looking for trends for revenue and expenditure for the past 5 years in the form of line graphs: to be completed. 3. FINANCE RATES COLLECTIONS Following are the Rates and Charges collected as at 31 July 2015.

Farmland Residential Rural Residential

Non‐urban Centre

Business Total

Brought forward 30 Jun 2014

$142,005 $176,363 $22,472 $9,515 $32,103 $382,458

Current Levy $1,693,922 $2,051,384 $546,651 $144,655 $575,931 $5,012,543

Payments, concessions and interest

‐$40,852 ‐$187,963 ‐$33,539 ‐$14,292 ‐$9,452 ‐$286,098

Balance outstanding

$1,795,076 $2,039,784 $535,584 $139,877 $598,582 $5,108,903

Overpayments ‐$5,253

Legal charges $1,475

Total rates outstanding

$5,105,124

Collected @ July 2015

2% 8% 6% 9% 2% 5%

4. INFORMATION TECHNOLOGY The main focus for July and August will be the data migration to new server environment. This migration will include: InfoXpert build (updated to latest version) scheduled for 11 August. Infocouncil currently being built in, training to commence 18/19 August. IntraMaps currently in discussion with Civica about commencement of their build. Authority upgrade to follow migration to new server environment. Upgraded network link to Civica data centre, router upgrade and local print servers to follow. The IT Coordinator has been working closely with the Engineering department and their new Trimble TSC3 Controller for surveying and Assetic myData asset database. We are documenting how to export GIS data from the controller into the Trimble Business Centre Software for future reference. Will develop backup and disaster recovery plans for this data. IT is working to ensure an accurate asset database and to develop documentation on its use. The next step will be to work on integration of surveying data with IntraMaps, GIS solution and assets. The introduction of the IT Support email for reporting of IT issues is starting to work well. This allows us to keep a log of jobs, prioritise issues, and develop statistics around IT.


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The IT/GIS Coordinator and F&CS Director are working to develop an ‘on the ground’ IT Strategy, as well as procedures and best practices. 5. GRANTS UPDATE The Grants Coordinator assisted the Works & Engineering Department to submit two applications to Roads and Maritime Services for Black Spot funding at Abercrombie Rd, Paling Yards on “Abercrombie Hill” and Abercrombie Rd, approximately 3km south of Black Springs. Grants in Progress Hassall Park O’Connell Integrated Environmental Weed Management Project. An application to the Central Tablelands Local Lands Services Water Way Values Local Government Program will be submitted by 28 August 2015. Grant funding sought is for $10,000. Council’s contribution will mainly be through provision of in kind labour and for staff training costs. Community Building Partnership Grants Four applications for funding from the State Governments Community Building Partnership Program will be submitted on 7 August 2015. They are: Burraga Sport and Recreation Club for new sink and plumbing, hand washing facilities and air-

conditioning Oberon Show Society for new commercial grade kitchen appliances for the show ground hall Oberon United Football (Soccer) Club for new canteen equipment, and Oberon Council for landscaping, paving and street furniture for the Oberon Swimming Pool

Forecourt, following the completion of the Swimming Pool Roof Enclosure project. Landfill Environmental Improvement Grants A Waste Management Consultant funded by Netwaste carried out a site inspection of the Oberon Waste Facility and will be assisting Council staff with the preparation of an application for Landfill Environmental Improvement Grant funded by the NSW Environmental Trust and the NSW Environmental Protection Agency due on 18 August 2015. Total project cost is expected to be in the vicinity of $400,000. Securing Funding Agreements and Project Planning Pedestrian Access and Mobility Plan plus Bike Plan has received two submissions from consultants (GTA Consultants and Cardno) to prepare a Pedestrian Access and Mobility Plan (PAMP) and Bike plan for Oberon, O’Connell and Black Springs. The plan will be funded by a grant from RMS ($21,000) and funds allocated from Oberon Council ($10,000). Council staff will consult with RMS staff to choose the proposal which best meets the criteria in the consultants brief for an active transport plan for Oberon. Grant Opportunities Opening this Month a) Seniors Week 2016 will be held from 1-10 April 2016. The theme for Seniors Week 2016 is

“Healthy Living”. Tier 1 grants for small scale community events of up to $1,000 close on 4 September.

b) Stronger Communities Programme (SCP) is delivered through our Federal Member John Cobb. Projects eligible for this program must have matched funding in cash or in kind. Applicants must seek a grant of at least $10,000 and up to maximum of $20,000. A list of proposed projects will be sent to Mr. Cobb’s office so that he can invite suitable projects to submit a full application. Suggested projects include:


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Oberon Senior Leagues Club for upgrade to amenities block for junior and senior Leagues Club.

Oberon Show Society for tiered grass seating around showground arena Oberon Council for additional funding as part of the Oberon Library Extension project

($120,000 funding secured) for double glazing of extension area. Stage 3 Funding for Lake Oberon Project for primitive camping area at the Reef

Reserve

Grant Projects Completed and Acquitted Lake Oberon Access project. Stages 1 and 2 of the Lake Oberon Foreshore Development Project funded by the Recreational Fishing Trust and the Better Boating Program have now been completed and acquitted. The total project budget for both stages was $125 356 and total project cash expenditure was $ 124 096. This does not include the value of volunteer labor. 6. COMMUNITY SERVICES LIBRARY Book Week 2015 was attended by Oberon Public School, they attended three sessions of story reading and a familiarisation of the Library. The library hosted 22 sessions or 24.5 hours with a variety of activities including School Holiday Craft; 30 new memberships; there were 1619 items issued; with 94 new items; and there was 364 computer users (with 26 over 65 years). Southern Scene have given the Oberon Library a donation of 72 items of new Adult and Children’s audio books and large print books due to the business closing down. COMMUNITY CENTRE The Robert Hooper Community Centre was used a total of 72 sessions with a total income of approximately $773 during July. COMMUNITY TECHNOLOGY CENTRE 30 sessions were booked in to the training, conference and meeting room. The Community Newsletter - Oberon and Surrounding Villages – is now reaching a greater number of community members. More requests for advertising have been received this month. SELF CARE UNITS Engineering have been requested to consider the condition of the drive into the Balfour Street units. It has deteriorated over the past 12 months. COMMUNITY TRANSPORT A report from the LCT regarding Oberon Community Transport FOLLOWS. There are two community bus trips planned by the OCT staff. The first is to Floriade in Canberra on 20 September and then to DFO & IKEA on 31 October.

Oberon Community Transport Report Overview April saw the amalgamation of Lithgow & Oberon Community Transport. This was the first initiative to bring together a number of organisations to ensure future funding and long term sustainability. To date this process has been successful and we have achieved funding for a further 12 months with agreement in principle for another 2 years after that. We have introduced uniforms & developed a new brand for Oberon Community Transport which has been well received from clients & drivers. As Community Transport grows we will need to ensure that we have the opportunity to focus staff on transport issues to ensure we deliver the best possible service to our clients and meet our contractual obligations. I would like to take this opportunity to thank everyone from Oberon Council for their support with this project. This successful merge is as a result of teamwork and a common sense of purpose for our communities. Statistics Contractual obligations are as follows: Funding Type Contracted no of

trips per quarter Actual no of trips per quarter

Comment

DSS (over 65) 362 250 This is a long way short of the expected target and we will all need to work very hard to achieve these outputs in the future.

AHDC (under 65) 180

CTP 445 169

We are still experiencing some difficulty in acutely recording kilometers and times but this will improve with time and training. Oberon clients have joined Lithgow in some social outings and this is helping to improve the statistics. IT Oberon needed to be transferred to Trips and due to some technician issues we have had to upgrade the entire transport group to “trips on‐line”. This is a cloud based system and was the first organisation to complete this project. This will allow others to join us with no extra charge. This was a very involved problem and required patience and teamwork from all involved.

Training Our first training and induction day for Oberon Volunteer Drivers was held on 5 June 2015. This was a resounding success with 16 drivers attending. They were all issued with uniforms, support information folders and identification badges. Oberon Community Transport staff worked very hard to organize this day and provided a wonderful lunch.

Brand Awareness and Service Promotion The Oberon vehicle has been sign written and is highly visible. Business cards have been issued and there are regular features in the Oberon Community Newsletter. We have also entered into discussions with Columbia Homes and we are hopeful that we will be able to purchase a 12 seater bus in the near future to assist both the residents of Columbia Homes and the members of the local community of Oberon.


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14.05 STATEMENT OF INVESTMENTS

File No: Financial Management/Investments/Register Author: Timothy Booth, Management Accountant Summary Reporting the Statement of Investments as at 31 July 2015. Recommendation That report item 14.05 is received as information. Comment Interest accrued on investments for the month of July came to $20,686 with an average interest rate of 3.08% performing above the 90 day Bank Bill Swap Rate of 2.14%. Interest receipted for the month of July on Term Deposits matured totalled $23,055. The Reserve Bank of Australia (RBA) kept interest rates on hold at 2% for a record third month. Once again the markets are likely to follow the US. Still pleasing to the RBA the Australian Dollar remains down. Energy watchers will be looking at the Iran deal to try and work out whether the oil price will fall following increased supply as Iran comes on stream to the world once again. This has relevance to Australia as petrol prices have a marked effect on local inflation figures.

At 31 July 2015 $11,362,294 was invested, as shown on the following Statement. This has increased substantially due to the investment of $3 million of the LIRS loan obtained from the NAB. Investment movements in July saw the maturity of three deposits with AMP, Maitland Mutual and Bankwest, and eight new deposits made with Bankwest, AMP and National Australia Bank.

0.00%

0.50%

1.00%

1.50%

2.00%

2.50%

3.00%

3.50%

4.00%

Oberon Council Annualised Monthly Return vs 90 Day BBSW

14/15 90 Day BBSW

14/15 TD % Monthly Return

13/14 90 Day BBSW

13/14 TD % Monthly Return


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Institution Date of

Investment Interest

rate Date of Maturity

Value at 31/07/2015

Bank

CBA Business Online Saver 1.50% 31/07/2015 162,294.25

Active Term Deposits

AMP 13/01/2015 3.40% 14/07/2015 -

Maitland Mutual 13/01/2015 3.50% 28/07/2015 -

Arab Bank 13/01/2015 3.45% 11/08/2015 500,000.00

National Australia Bank 15/01/2015 3.49% 25/08/2015 500,000.00


AMP 10/02/2015 3.30% 18/08/2015 500,000.00

Wide Bay Ltd 24/02/2015 3.05% 8/09/2015 500,000.00

Bankwest 10/03/2015 3.10% 10/07/2015 -

Arab Bank 7/04/2015 3.15% 22/09/2015 500,000.00

Bank of Sydney 10/04/2015 3.05% 6/10/2015 500,000.00

IMB 19/05/2015 2.75% 20/10/2015 500,000.00

Rural Bank 28/05/2015 2.90% 3/11/2015 500,000.00

Rural Bank 28/05/2015 2.90% 17/11/2015 500,000.00

Bank of Queensland 2/06/2015 3.00% 2/01/2016 500,000.00

People's Choice 24/06/2015 2.85% 16/12/2015 500,000.00

Bankwest 10/07/2015 2.85% 8/10/2015 500,000.00

AMP 14/07/2015 2.90% 12/04/2016 1,000,000.00







Total $10,500,000

FIIG Securities - Octagon 25/10/2005 0.00% 30/10/2015 700,000.00

Total $700,000

Total Investments $11,362,294.25

Investment movements in July 2015 saw the maturity of deposits with AMP, Maitland Mutual and Bankwest, with a total of $23,055 interest received.

AMP 13/01/2015 3.40% 14/07/2015 $500,000 $8,476.71

Maitland Mutual 13/01/2015 3.50% 28/07/2015 $500,000 $9,397.26

Bankwest 10/03/2015 3.10% 10/07/2015 $500,000 $5,180.82

Total $1,500,000 $23,054.79

The following new deposits were made with Bankwest, AMP and NAB:


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Bankwest 10/07/2015 2.85% 8/10/2015 $500,000.00

AMP 14/07/2015 2.90% 12/04/2016 $1,000,000.00

NAB 20/07/2015 2.96% 19/10/2015 $500,000.00

NAB 20/07/2015 2.99% 20/01/2016 $500,000.00

NAB 20/07/2015 2.94% 19/07/2016 $500,000.00

NAB 20/07/2015 2.94% 20/01/2017 $500,000.00

NAB 20/07/2015 2.95% 20/02/2017 $500,000.00

NAB 20/07/2015 2.95% 20/03/2017 $500,000.00

Total $4,500,000.00

I certify that the investments have been made in accordance with Section 625 of the Local Government Act 1993, Clause 212 of the Local Government (General) Regulations 2005, and Council's Investments Policy. Lynette Safranek, Responsible Accounting Officer 14.06 QUARTERLY BUDGET REVIEW STATEMENT – APRILTO JUNE 2015

File No: Governance/Meetings/Ordinary/August Author: Lynette Safranek, Finance & Community Services Director Summary The Quarterly Budget Review Statement (QBRS) is presented with variations shown for income and expenditure for the period from 1 April to 30 June 2015. This QBRS is a draft only as there may be changes as the End of Year Financial Statements are not yet completed. Recommendation: That the draft Quarterly Budget Review Statements for the period ending 30 June 2015 be received as information. Summary FOLLOWING is the Quarterly Budget Review Statement (QBRS) with variations shown for income and expenditure for the period from 1 April to 30 June 2015. Council has requested a QBRS for the fourth quarter of 2014/15. It is difficult to provide this report as a final document as the End of Year Financial Statements is being worked on at the current time. Some line items require adjustments as at 30 June and not all of these may have been completed at this point in time. The final accounts are being prepared for the external auditors who are due in late September. This quarter saw one capital budget adjustment. This was the receipt of the $120,290 Public Library Infrastructure Grant. The only other movement was an accrual for the 2014/15 last quarter of $15,951 for the $1.6 million LIRS loan. The QBRS is in the format that meets the new requirements of the Office of Local Governments for the ‘Fit for the Future’ reform process.

Quarterly Budget Review Statement

for the period 01/04/15 to 30/06/15

DRAFT

Oberon Council Quarterly Budget Review Statement


Table of Contents Page

1. Definitions 2

2. Responsible Accounting Officer's Statement 3

3. Income & Expenses Budget Review Statement's

General Fund 5

Water Fund 6

Sewer Fund 7

Community Strategic Plan 8

Variation Detail 9

4. Capital Budget Review Statement 10

Variation Detail 11

5. Cash & Investments Budget Review Statement 12

6. Key Performance Indicator (KPI) Budget Review Statement

a. Industry KPI's

b. Council specific KPI's

Definition of Terms

Rates

Rates revenue is income derived by levying property owners based on the land value of the property;

An annual charge is made against each parcel of rateable land where the applicable service is available.

Fees & User Charges

Specific Purpose Operating Grants

Developer Contributions (S94)

Capital Grants

Other Capital Contributions

Employee Costs

Operating Costs

An operating cost is the day to day costs incurred in the normal operations of council.

Asset Maintenance

Infrastructure Renewals

Loan Payments (Principal)

This is the amount being repaid to the lender to reduce the amount owing for funds borrowed

Reserves Tfr To

This is placing current year funds aside for use in future financial years

Expenditure on an existing asset which returns the service potential of the life of the asset to its original state.

Capital contributions are funds provided by third parties towards the cost of major asset renewal or upgrades

Asset maintenance is a direct periodic cost incurred to keep an asset as close as possible to its original condition without extending its original life.

Revenue from a charge made in exchange for the provision of a specific good or service (eg user charge for water consumed)

Specific Purpose Operating Grants are tied grants and are required to be used for a specific purpose such as operations at a child-care centre.

Capital grants are funds provided by third parties (generally other levels of government) towards the cost of major asset renewal or upgrades

Contributions are defined as non-reciprocal transfers to the local government in the sense that it is not required to give value in exchange for contributions

directly to the contributor. Interest income is that derived from the investment of surplus funds

Developer contributions are payments (in kind or cash) provided by developers to help defray the additional infrastructure costs being incurred by council

as the result of land development

Employee costs include salaries and wages paid, superannuation and workers compensation expenses as well as other costs incurred as a result of

employing staff



Report by Responsible Accounting Officer

The following statement is made in accordance with Clause 203(2) of the Local Government (General)

Regulations 2005:

It is my opinion that the Quarterly Budget Review Statement for Oberon Council

for the quarter ended 30/06/15 indicates that Council’s projected financial position at 30/6/15 will be

satisfactory at year end, having regard to the projected estimates of income and expenditure

and the original budgeted income and expenditure.

Lynette Safranek

Responsible Accounting Officer

DRAFTOberon Council Quarterly Budget Review Statement


Income & Expenses Budget Review StatementCouncil Consolidated

Budget review for the quarter ended 30 June 2015

Original Revised

($000's) Budget Carry Other than Sep Dec Mar Jun Budget

2014/15 Forwards by QBRS QBRS QBRS QBRS QBRS 2014/15

Income

Rates and Annual Charges 4,385 4,385

User Charges and Fees 4,237 4,237

Other Revenues 293 293

Grants & Contributions - Operating 3,351 490 24 3,865

Grants & Contributions - Capital 1,413 (476) 120 1,057 1

Net gain from disposal of assets 100 100

Total Income from Continuing Operations 13,780 - - 14 24 - 120 13,938

Expenses

Employee Costs 4,746 4,746

Borrowing Costs 58 (17) 16 57 2

Materials & Contracts 3,516 10 8 7 3,541

Depreciation 3,487 3,487

Other Expenses 2,055 5 2,060

Total Expenses from Continuing Operations 13,863 - 15 8 (10) - 16 13,892

Net Operating Result from Continuing Operations (83) - (15) 6 34 - 104 46

Approved ChangesNotes



Income & Expenses Budget Review Statement

General Fund


Original Revised



Income

Rates and Annual Charges 3,440 3,440

User Charges and Fees 3,134 3,134

Other Revenues 293 293

Grants & Contributions - Operating 3,324 490 24 3,838

Grants & Contributions - Capital 1,410 (476) 120 1,054 1

Net gain from disposal of assets 100 100


Expenses

Employee Costs 4,289 4,289

Borrowing Costs 36 (17) 16 35 2

Materials & Contracts 2,012 10 8 7 2,037

Depreciation 3,226 3,226

Other Expenses 1,866 5 1,871

Total Expenses from Continuing Operations 11,428 - 15 8 (10) - 16 11,457

Net Operating Result from Continuing Operations 273 - (15) 6 34 - 104 402

Notes

Approved Changes




Water Fund


Original Revised



Income

Rates and Annual Charges 363 363

User Charges and Fees 954 954

Other Revenues -

Grants & Contributions - Operating 16 16

Grants & Contributions - Capital -

Net gain from disposal of assets -

Total Income from Continuing Operations 1,333 - - - - - - 1,333

Expenses

Employee Costs 182 182

Borrowing Costs 11 11

Materials & Contracts 1,024 1,024

Depreciation 172 172

Other Expenses 109 109

Total Expenses from Continuing Operations 1,498 - - - - - - 1,498

Net Operating Result from Continuing Operations (166) - - - - - - (166)

Notes

Approved Changes




Sewer Fund


Original Revised



Income

Rates and Annual Charges 581 581

User Charges and Fees 149 149

Other Revenues -

Grants & Contributions - Operating 11 11

Grants & Contributions - Capital 4 4

Net gain from disposal of assets -

Total Income from Continuing Operations 746 - - - - - - 746

Expenses

Employee Costs 275 275

Borrowing Costs 11 11

Materials & Contracts 481 481

Depreciation 89 89

Other Expenses 80 80

Total Expenses from Continuing Operations 937 - - - - - - 937

Net Operating Result from Continuing Operations (191) - - - - - - (191)

Notes

Approved Changes




Community Strategic Plan


Original Revised



Income

Our Community 475 7 482

Basic Services 7,772 14 12 7,798

Responsive & Caring 256 5 120 381 1

Open Communication 5,121 5,121

Natural Environment 187 187


Expenses

Our Community 921 7 928

Basic Services 8,841 (8) 18 16 8,867 2

Economic Prosperity 475 475

Responsive & Caring 541 541

Open Communication 2,024 2,024

Natural Environment 1,062 5 1,067

Total Expenses from Continuing Operations 13,863 - 5 (8) 25 - 16 13,901

Net Operating Result from Continuing Operations (52) - (5) 22 (1) - 104 68

Notes

Approved Changes



Capital Budget Review StatementCouncil Consolidated


Original Revised



Capital Expenditure

New Assets

- Plant & Equipment - 11 - - 5 - - 16

- Roads, Bridges, Footpaths 1,610 - 10 - - - - 1,620

- Other 21 - 13 - - - - 34

Renewal Assets (Replacement)

- Plant & Equipment 506 - - - - - - 506

- Land & Buildings 40 35 - - 27 - - 102

- Roads, Bridges, Footpaths 3,121 - 30 59 - - - 3,210

-

Loan Repayments (Principal) 189 - - - (77) - - 112

Other Expenditure 250 - (78) - - - - 173

Total Capital Expenditure 5,738 47 (25) 59 (45) - - 5,773

Capital Funding

Rates & Other Untied Funding 2,342 - - 14 - - - 2,355

Capital Grants & Contributions 870 - - - - - - 870

Reserves:

- External Resrtictions/Reserves - 26 - - - - - 26

- Internal Restrictions/Reserves 946 518 - - 27 - 120 1,611 1

New Loans 2,420 - - - (400) - - 2,020

Receipts from Sale of Assets

- Plant & Equipment 50 - - - 50 - - 100

- Land & Buildings 50 - - - 150 - - 200




Capital Budget Review Statement

Recommended changes to revised budget

Budget Variations being recommended include the following material items:

Notes Details

1 $120,290 Public Library Infrastructure Grant received.



Cash & Investments Budget Review StatementCouncil Consolidated


Opening Budgeted Budgeted Revised

($000's) Balance Movements Year End Carry Other than Sep Dec Mar Jun Budget

2014/15 Position Forwards by QBRS QBRS QBRS QBRS QBRS 2014/15

Externally Restricted (1)

Developer Contributions - General 1,038 9 1,047 (65) 982

Developer Contributions - Water Fund 10 4 14 14

Specific Purpose Unexpended Grants 76 76 (26) 50

Sewerage Services 1,069 29 1,098 1,098

Domestic Waste Management 259 259 259

Total Externally Restricted 2,452 42 2,494 (26) - - - (65) 2,403

(1) Funds that must be spent for a specific purpose

Internally Restricted (2)

Plant & Vehicle Replacement 411 (314) 97 97

Employees Leave Entitlement 541 541 541

Cemetery Plaques 11 11 (11) -

Garbage Depot 882 882 882

Gravel Pits 102 102 102

Information Technology 1 1 1

Land Development 811 (99) 712 (170) (60) 482

Legal Costs 43 43 43

Library 15 15 (15) 120 120 1

Office Equipment 37 37 37

Rail Crossings Update 38 38 38

Road Construction 745 (458) 288 288

Self Care Units 109 109 (27) 82




Cash & Investments Budget Review Statement

Comment on Cash & Investments Position

Investments

Investments have been invested in accordance with Council's Investment Policy.

Cash

Recommended changes to revised budget

Budget Variations being recommended include the following material items:

Notes Details

1 $120,290 Public Library Infrastructure Grant received.

2 Accrued repayment of $15,951 for $1,600,000 LIRS loan for final quarter.



Consultancy & Legal Expenses Budget Review Statement

Consultancy & Legal Expenses Overview

Bugeted

Expense (Y/N)

Consultancies N

Legal Fees 94,445 N

Definition of a consultant:

A consultant is a person or organisation engaged under contract on a temporary basis to provide

recommendations or high level specialist or professional advice to assist decision making by management.

Generally it is the advisory nature of the work that differentiates a consultant from other contractors.

Comments

Expenditure included in the above YTD figure but not budgeted includes:

Details

Legal Fees include investigation into Code of Conduct complaints, as well as the normal budgeted expenditure.

YTD Expenditure

(Actual Dollars)

60,541

Consultancies is made up of $13,429 during the Apr-Jun quarter, for a financial consultant to assist with end of

Financial Year Statements and Audit. The balance being for the Acting Director of Engineering in the Oct-Dec

quarter.


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14.07 SMOKE FREE LEGISLATION – OUTDOOR PUBLIC PLACE LEGISLATIO

File No: S:\24 Public Health Author: Gary Wallace, Planning & Development Director Summary This report outlines updated legislation relating to Smoke Free public areas which came into place on 6 July 2015. Recommendation: That report item 14.07 is received as information. Comment FOLLOWING are two Facts Sheets outlining the amendments being implemented under the Smoke-Free Environment Act 2000 and Smoke-Free Environment Regulation 2007. The amendments include changes to smoking near entrances to or exits from a public building (being known as the 4 metre law) & smoking in commercial outdoor dining areas. On 6 July 2015 these requirements were extended to include a smoking ban on commercial outdoor dining areas. The following public places are included in the ban;

shopping centres, malls and plazas; schools, colleges and universities; childcare facilities; community centres, halls and places of worship; theatres, cinemas, libraries and galleries; accommodation hotels and motels; professional, trade, commercial and other business premises; fitness centres, bowling alleys and other sporting and recreational facilities; and Local, NSW and Federal Government premises, licensed premises including clubs and hotels; restaurants; and cafés.

NSW Health Authorised Inspectors can enforce the ban within 4 metres of an entrance to or exit from a public building under the Smoke-free Environment Act 2000. On the spot fines of $300 may apply to individuals who do not comply with the ‘4 metre law’, including at hospitality venues from 6 July 2015 and penalties of up to $5,500 may apply to business owners if a person is found to be smoking in a commercial outdoor dining area. Information about the changes to this legislation will be distributed to commercial premises and also the Oberon Business and Tourism Association.


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14.08 WATER AND SEWER PLANT REPORT

File: Governance/Meetings/Ordinary Author: Chris Schumacher, Works and Engineering Director & Richard Robinson, Sewer & Water Plant Operator. Summary Providing a summary of water consumption and sewerage treatment processes for the month of July 2015. Recommendation: That report item 14.08 is received as information. Comment 1. WEEKLY OBERON DAM LEVELS The following is a weekly dam level recording for Oberon Dam, conducted by State Water: 10/08/2015 – 60.01% 03/08/2015 – 59.81% 27/07/2015 – 59.55% 20/07/2015 – 58.72% 13/07/2015 – 57.32% 06/07/2015 – 57.13% 2. WATER CONSUMPTION kL FROM STATE WATER 01/07/2015 – 05/07/2015 = 9.46ML 06/07/2015 – 12/07/2015 = 15.24ML 13/07/2015 – 19/07/2015 = 13.21ML 20/07/2015 – 26/07/2015 = 13.30ML 27/07/2015 – 31/07/2015 = 7.94ML The total consumption of raw water consumed from State Water is 59.15 ML for July. July Average Daily Consumption for Oberon Township 59.15ML/31 Days = 1.91ML p/d 3. REPORTS OF WATER ISSUES There were no reports of dirty water, supply issues, water odour or taste issues logged in Council’s complaints system during July 2015. 4. SEWER PLANT – WEEKLY PLANT kL INTAKE FOR TREATMENT OF WASTE WATER 01/07/2015 – 05/07/2015 = 6659 KL 06/07/2015 – 12/07/2015 = 10933 KL 13/07/2015 – 19/07/2015 = 16196 KL 20/07/2015 – 26/07/2015 = 15324 KL 27/07/2015 – 31/07/2015 = 8649 KL


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Total Waste Water Treatment into Oberon STP was 57761 Kl for July. PLANT FAULTS Vacuum pump at WTP had to be replaced as it was not sucking enough air out of the system. WTP had issues regarding trans membrane pressures, set points were set too low (-25) when first installed February 2014.This caused issues for process tank by filling the tank up and tripping power at the plant (wasn’t enough suction through the filters to keep tank levels down). SCADA Technician changed set point to original manufacturers specifications which is -54 and problem is now resolved. 5. PLANT UPGRADES AND PRO-ACTIVE MAINTENANCE Checked oil levels in all pumps at both water and waste water plants. Serviced and unblocked filter arms on trickling filters at WWTP. Online meters at WTP have been calibrated for the month. Bench top meters also calibrated at both WTP and WWTP. Cleaning of all channels around WWTP. Commenced the installation of new sludge pump and pipe work for sludge lagoons. Awaiting on quotations for total renewal of the secondary Sewerage Digestor Framework, old frame has corroded beyond refurbishment. 6. STATE WATER CORPORATION FISH RIVER WATER SUPPLY CUSTOMER COUNCIL FOLLOWING are the minutes of the State Water Corporation Fish River Water Supply Customer Council meeting held in Wallerawang on 9 June 2015.

Notes:

Fish River Water Supply Customer Council

Fish River Water Supply - Customer Council Meeting Minutes of Meeting Page 1 of 5

State Water Corporation

Fish River Water Supply

Customer Council

Minutes of Meeting 4 -2014/2015

Fish River Water Supply –Customer Council Minutes of Meeting Page 2 of 5

MEETING MINUTES 3 -2014/2015 Date: 9 June 2015, Commenced 10:30 am, Finished 12:00pm Venue: FRWS Wallerawang Administration Centre

Present:

Peter Gray, Regional Production Manager, Energy Australia NSW

(nominated Customer Council delegate)

Peter Griffiths, Environmental Manager, Energy Australia NSW

Samdani Golam, Project Engineer, Oberon Council

Graham Attenborough, Senior Manager, Operations and Maintenance,

WaterNSW

Brian Simmons, Manager North/West operations, WaterNSW

David Thomlinson, System Configuration Stakeholder Relations, WaterNSW

Rhys Brownlow, Supervisor Plant & Pump Stations, Lithgow City Council

Madison Bailey, Water and Wastewater Manager, Lithgow City Council

Daniel Buckens, Urban Water Manager, WaterNSW

Sri Sritharan, Water Delivery Manager, WaterNSW

Kathryn Green, Executive Support Officer to Manager Water Operations,

WaterNSW

Apologies:

Chris Shumacher, Works and Engineering Director, Oberon Council

Alan Cairney, General Manager, Oberon Council

Peter Littlejohns, System Configuration and Stakeholder Relations,

WaterNSW

Adrian Langdon, A/Executive Manager Asset, Operations and Maintenance,

WaterNSW

Jack Langfield, Asset Planner, WaterNSW

Bold denotes the nominated FRWS Customer Council member.

Next Meeting: No. 5 (Ordinary Meeting)

Venue: FRWS, Administration Office

Time: 10:30 am

Date: 8th September 2015


Item1 Adoption of Previous Meeting Minutes

The minutes of the Customer Council Meeting held on 10th March 2015 were adopted

Item 2 Business Arising

See action sheet.

Item 3 Operations Report Sri reported on this item. The water balance report was explained and noted by the CC. 50.8% is net (corrected for carryover) dam level. When net dam level reaches 50% then level 1 restrictions will kick in and the weekly allocation will drop to 244ML All Customers carry over their maximum allowed 20% of share component. Around 90ML per week is currently being used by customers.

Item 4 Drought Planning

The Fish River water usage graphs and predictions were noted by the Customer Council and were discussed regarding the restriction levels with worst case scenario. This should have a commercial in confidence noted on it. Customers are using half of their allocation at the moment except for (WaterNSW former SCA) who are currently not using. Sri suggested writing to NOW regarding the level of restrictions; this letter is to be sent to CC for approval first, the letter seeks to defer the implementation of restrictions until the actual dam level reaches 50%, the diminished take should come into account with Wallerawang Power Station not using at all now they have shut down. Colloidal silica does not affect Mt Piper Power Station like it did at Wallerawang so the Duckmaloi water should be ok. EA to review quality criteria in the view to take more water from Duckmaloi Weir July, August, September there should be more inflows into Oberon Dam.

Item 5 Finance Report

The Finance report for April 2015 was noted by the CC.

Item 6 Asset Report The asset report was discussed and noted by the CC.

Item 7 WH&S Report

Nil to report Item 8 Environmental Report


Nil to report

Item 9 Customer Report

Energy Australia NSW reported that they had their board visit and the sourcing of coal is still on the agenda. Energy Australia NSW has only 1 Executive Manager now. WaterNSW reported that 5 Executive Manager Positions have been advertised and interviews are occurring, we should know who the successful candidates are in the next 6 to 8 weeks as well as the new structure, business is as usual.

LCC had nil to report Oberon Council had nil to report

Item 10 General Business LCC was under charged due to water losses and meters not reading correctly this has been written off, a new meter will be placed to read this water usage correctly.

The meeting was closed at 12:00pm.


Item No 2

Fish River Customer Council Committee Action Sheet

When By Whom Progress to Date

131210/5 Oberon Council would like the buoys placed in Oberon Dam

8-9-15 CC Meeting

Sam to follow up with Chris

for next meeting

Decision made to install a full barrier due to risk assessment and 50% of cost may be covered by RMS

140311/5 Present paper to CC in relation to changes to carryover rules for the SCA

8-9-15 CC Meeting, Then to be discussed

Refer to Craig Cahill

Still not received by CC. Craig to action before next meeting

140610/2 Comments from the WaterNSW/SydneyWater regarding the Duckmaloi Water use procedures are to be acted on.

8-9-15 CC Meeting

Dave Thomlinson/Daniel Buckens

This needs to be in place before Summer, due to outcomes of meeting with Sydney Water next week. Draft to be finalised soon.

150310/1 The iSmart program update is to be presented at the next meeting.

8-9-15 CC Meeting

Daniel Buckens Construction work to start next month for iSmart and it will be around the end of the year for a start date. Presentation unavailable for this meeting 9-6-15.

150609/1 Oberon dam behaviour graph should be labelled as Commercial in confidence/worst case scenario and a blue dotted line is to be applied and show it from December 2014

8-9-15 CC Meeting

Sri Sritharan

150609/2 To be discussed regarding Energy Australia NSW to take the Duckmaloi water as Colloidal Silica does not affect Mt Piper power Station as it did at Wallerawang Power Station

8-9-15 CC Meeting

Daniel Buckens/Peter

Gray

Xxxxxx Letter to DPI Water seeking approval to differ application of level 1 restriction when Oberon Dam actual level reached 50% instead of net level of 50% as in the current rules.

Before 8-9-15 CC Meeting

Sri Sritharan The draft letter to be approved by CC before forwarding to DPI Water


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14.09 MAYFIELD ROAD PROJECT – PROGRESS REPORT

File No: R12 Author: Chris Schumacher, Works and Engineering Director Summary This report outlines progress and accumulative expenditure on the Construction of the $1.6m Mayfield Road Project. Recommendation: That report item 14.09 is received as information. Comment Staff have worked very hard against competing weather conditions during the month of July. To date the road works for the Mayfield Road are nearing completion, only a few outstanding items remain along with favourable weather conditions for the last 500m of bitumen seal to be applied to the new road surface. Works completed up to early August is as follows: Reconstruction of the road alignment on both sides of Wisemans Creek to join into existing

bitumen road on both the eastern and western sides of Mayfield Rd.

Layered Compaction of road base materials into both abutments of the new culvert crossing.

Application of final 150 layer of road base material on both sides of the culvert crossing.

Works planned during August include: Installation of new guard rail across the new culvert crossing at Wisemans Creek 12/08/15.

Installing road advisory signage and guide posts along the remaining section of Mayfield Rd.

Demolition of the existing single lane culvert crossing across Wisemans Creek (Condition of Environmental Permit – Dept. Primary Industries).

Tidy worksite area, spread topsoil and sow with grass seed for revegetation of work areas

Bitumen sealing of the road approaches to the new crossing during September.

Arrange centre line marking of new bitumen road approaches.

Decommission all plant, materials and worksite facilities from Mayfield Rd.

Close out and arrange acquittal paper work for project closure.

Financial Update As of 7 August 2015, expenditure on this Project is $1,041,000. It is still envisaged that the total project expenditure will not exceed be $1,200,000 when finished.

15. URGENT BUSINESS Summary In accordance with Clause 241 of the Local Government (General) Regulations 2005 business may be transacted at a meeting of Council even though due notice of the business has not been given to the Councillors. However, this can happen only if:

a) A motion is passed to have the business transacted at the meeting: and b) The business proposed to be brought forward is ruled by the Chairperson to be of great

urgency.


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Recommendation: That Council consider the following matters as they are considered to be of an urgent nature requiring immediate consideration by Council

16. CLOSED SESSION / CONFIDENTIAL REPORTS Summary In accordance with the Local Government Act 1993 and the Local Government (General) Regulation 2005, in the opinion of the General Manager, the following business is of a kind as referred to in Section 10A(2) of the Act, and should be dealt with in a part of the meeting closed to the media and public. Set out below is Section 10A(2) of the Local Government Act 1993 in relation to matters which can be dealt with in the closed part of a meeting. The matters and information are the following:

(a) Personnel matters concerning particular individuals (other than Councillors) (b) The personal hardship of any resident or ratepayer (c) Information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business (d) Commercial information of a confidential nature that would, if disclosed:

(i) Prejudice the commercial position of the person who supplied it, or (ii) Confer a commercial advantage on a competitor of the Council, or (iii) Reveal a trade secret

(e) Information that would, if disclosed, prejudice the maintenance of law (f) Matters affecting the security of the Council, Councillors, Council staff or Council property (g) Advice concerning litigation, or advice that would otherwise be privileged from production in legal proceedings on the grounds of legal professional privilege (h) Information concerning the nature and location of a place or an item of Aboriginal significance on community land. 16.01 PROPERTY AND LAND DEVELOPMENT

File No: File No: Governance/Ordinary/Confidential Author: Alan Cairney, General Manager This report item contains matters and information which relate to Section 10A (1) – (3) of the Local Government Act 1993. This report item contains matters and information listed in Section 10A (2) of the Act: (c) Information that would if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.


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17. CLOSURE OF MEETING The Meeting closed at …. The next Ordinary Meeting of Oberon Council will be held on: Tuesday 15 September 2015 commencing at 5.30pm in the Oberon Council Chambers 137 – 139 Oberon Street, Oberon.