150915 agenda and business papers 15 septemer 2015 ... agenda an… · prospectus 2015/16. 10....

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 15 September 2015 Commencing at 5.30pm at the Oberon Council Chambers

Oberon Council - Agenda and Business Papers – Ordinary Meeting – 15 September 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 NBN INSTALLATION UPDATE ..................................................................................... 9 09.03 UPPER MACQUARIE COUNTY COUNCIL ................................................................ 11 09.04 ELECTION OF MAYOR AND DEPUTY MAYOR ......................................................... 11 09.05 COUNCIL COMMITTEES ........................................................................................... 13 09.06 DELEGATES TO EXTERNAL ORGANISATIONS ...................................................... 15 09.07 RETURNS DISCLOSING INTERESTS ....................................................................... 17

10. NOTICES OF MOTIONS .......................................................................................................... 18 10.01 NOTICE OF MOTION – INVESTIGATION INTO FEASIBILITY OF STAFF HOURS

FOR ECONOMIC DEVELOPMENT & YOUTH DEVELOPMENT OFFICERS ............ 18 11. COUNCILLOR AND DELEGATES REPORTS ......................................................................... 19

11.01 CENTROC BOARD MEETING – CANBERRA 12 AUGUST 2015 ............................... 19 11.02 OBERON BUSINESS AND TOURISM ASSOCIATION .............................................. 22

12. COMMITTEE REPORTS .......................................................................................................... 27 12.01 SENIORS WELFARE COMMITTEE ........................................................................... 27 12.02 COMMUNITY SERVICES COMMITTEE ..................................................................... 30 12.03 HERITAGE COMMITTEE ........................................................................................... 34

13. REPORTS FOR DECISION ..................................................................................................... 38 13.01 CROWN ROAD CLOSURES ...................................................................................... 38 13.02 STRATFORD DOWNS ESTATE - TOWN IMPROVEMENT SPECIAL RATES ........... 42 13.03 TENDER T2015/4 AND T2015/5 – MOTOR GRADER AND LOW LOADER ................ 47 13.04 2014/15 FINANCIAL STATEMENTS FOR AUDITING ................................................ 53 13.05 FINANCIAL ASSISTANCE GRANTS .......................................................................... 53

14. REPORTS FOR INFORMATION .............................................................................................. 57 14.01 MONTHLY ACTIVITY REPORT – GENERAL MANAGER .......................................... 57 14.02 MONTHLY ACTIVITY REPORT – PLANNING AND DEVELOPMENT ....................... 62 14.03 MONTHLY ACTIVITY REPORT - WORKS AND ENGINEERING ............................... 67 14.04 MONTHLY ACTIVITY REPORT – FINANCE & COMMUNITY SERVICES ................. 71 14.05 STATEMENT OF INVESTMENTS .............................................................................. 75 14.06 WATER AND SEWER PLANT REPORT ..................................................................... 77 14.07 CAMPING IN SHOWGROUND – LEGISLATIVE REQUIREMENTS ........................... 79 14.08 ROAD STABILISER INVESTIGATION ........................................................................ 80

15. URGENT BUSINESS ............................................................................................................... 81 16. CLOSED SESSION / CONFIDENTIAL REPORTS .................................................................. 81

16.01 PROPERTY AND LAND DEVELOPMENT .................................................................. 82 17. CLOSURE OF MEETING ......................................................................................................... 82


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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 Clive McCarthy 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 Nil


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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 interest’s 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 A presentation will be provided by Upper Macquarie County Council Weeds Officer, Jill O’Grady.

7. COMMUNITY PRESENTATIONS AND QUESTIONS None received.

8. CONFIRMATION OF MINUTES Ordinary Meeting 18 August 2015 ATTACHED is the Minutes of the Ordinary Council Meeting held on 18 August 2015 Recommendation: That the Minutes of the Ordinary Meeting held on 18 August 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 the August Council Meeting. Recommendation: That Report Item 09.01 is received as information. Comment A. Meetings 1. Black Springs Progress Association Meeting – 10 August

2. Centroc Board Meeting, Parliament House Canberra – 12 August

3. Marg Armstrong, Oberon Cemetery Headstone Committee & Oberon Anti Amalgamation Committee – 17 August

4. Harry Fitzpatrick regarding proposed demolition works – 17 August

5. Ross Gibson and Anthony Daintith (with General Manager Alan Cairney) regarding progress of Development Application – 17 August

6. Ordinary Council Meeting – 18 August

7. Christine Monasghan, Columbia Homes – 19 August

8. Blue Mountains, Lithgow and Oberon Tourism Stakeholder Meeting, Leura – 24 August


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9. Bathurst Meals on Wheels – 24 August

10. Crennan Legal – 25 August

11. OBTA Meeting – 26 August

12. Community Services Committee Meeting – 27 August

13. Meeting with Stratford Downs Estate Residents re Town Improvement Rate – 27 August

14. Heritage Committee Meeting – 31 August

15. Centroc Health Workforce Meeting, Cowra (attended by delegate Clr John Morgan) 2 September

16. Community Meeting with Bob & Sally Parrington – 2 September re Lease & Policing

17. Teleconference with Ian Scott, NBN Co – 3 September

18. John Cobb MP – 3 September (see information below)

19. Australia Day Working Party Meeting – 4 September

20. Bob Conroy, Jenolan Caves – providing an update regarding Jenolan Caves – 7 September

21. Mayors and General Managers, Bathurst, Lithgow, Blayney & Oberon re UMCC – 8 September

22. Councillor Informal Briefing Session & Centroc JO Presentation – 8 September B. Representation 1. Interview with Prime 7 regarding Meals on Wheels – 11 August

2. Friends of the Oberon Library AGM – 11 August

3. Dinner with Centroc Board, Canberra – 11 August

4. Waste to Art Presentation of Herb Clark Trophy to Jocelyn Armstrong, held at Oberon Library 19 August

5. U3A Meeting – 19 August

6. 56th Burraga Annual Sheep Show and Country Fair – Burraga – 29 August

7. Annual Donations Presentation to Community Groups and Organisations – 1 September

8. Oberon High School – Alice and the Rabbit Spring Showcase – 3 September

9. Wrap with Love – Oberon Library – 4 September

10. Anti-Amalgamation Rally – Bathurst – 7 September

C. Correspondence 1. Local Government NSW and Australian Local Government Association requesting Councils

across Australia to pass resolutions acknowledging the importance of FAGS in facilitating the delivery of essential services for their communities.

2. Lyndall Precians raising concern about the possibility of the Red Oaks being removed in Oberon Street. A response has been sent advising there are no plans to relocate the trees from the main street.

3. Roads and Maritime Services invitation to attend the Regional Consultative Committee Meeting in Dubbo on Wednesday 9 September – attended by Clr Gibbons, Works and Engineering Director, Chris Schumacher and Project Engineer, Sam Golam.

4. Reliance Credit Union – letter of congratulations for appointment as Mayor of Oberon.

5. Western NSW Local Health District advising that they are no longer able to continue to provide the Meals on Wheels Service in Oberon and thanking Oberon Council for their willingness to commit time to the service to enable it to continue to function.

6. EPA, encouraging Oberon Council to take advantage of the latest round of funding available to introduce kerbside collections for food and/or garden waste.

7. Oberon High School, letter of invitation to the Alice and the Rabbit Performance being held on 3 September.


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8. Oberon RSL Club – letter of congratulations for appointment as Mayor of Oberon.

9. Destination NSW providing a copy of the Partner Opportunities with Destination NSW Prospectus 2015/16.

10. Invitation to attend the St Joseph’s Catholic School Secondary Graduation Ball being held on Thursday 5 November.

11. Anne Russell, Oberon Writers Workshop – letter of thanks for annual donation which will be used to produce and publish a limited edition anthology of works by Oberon writers.

12. Invitation to attend the Chifley Local Area Command National Police Remembrance Day Ceremony being held on 29 September

13. Invitation to attend the Camp Quality Tractor Trek fund raising Dinner to be held on Friday 18 September

14. Invitation to attend the Oberon Public School performance “In the Footsteps of Everyday Hero’s” a tribute to those who have served in conflicts from World War 1 to current conflicts, being held on Wednesday 16 September

15. Letter of thanks from Lyn Hawks for the replacement sign which has been installed at Shakespeare Close.

16. Correspondence sent to Mayor of Eceabat, Adem Ejder introducing Mayor Kathy Sajowitz and advising of the sad passing of Mayor John McMahon.

D. Meeting with Member of Calare, John Cobb MP General Manager Alan Cairney and I met with our Federal Member John Cobb on Wednesday 3 September. One of the discussion points was the NBN rollout. In summary consultation regarding the fixed line rollout will commence in the Oberon area around April 2016. The rollout should take eighteen months and full operation is scheduled for late 2017. Further information is provided in a separate report in this business paper. Two more Mobile Towers are planned to be installed at Paling Yards and Porters Retreat under the Black Spot Program. Installation of the towers should commence in the next twelve months. John Cobb advised he is supportive of Oberon remaining as an independent Local Government Area and is against forced amalgamations. We advised that Oberon Council has submitted applications for funding under the Federal Government Black Spot Road Funding program. We are seeking funding for two sections of Abercrombie Hill. Successful projects will be announced in 2016. John Cobb advised that applications are currently open for the Federal Community Grants Program. The selection committee for these grants is made up of representatives from communities across the electorate and Oberon resident, Barry Lang is on the panel. John Cobb asked for an update regarding development at the Borg Manufacturing facility and about the timber industry in Oberon. He is very supportive of this industry. Discussion was also held regarding the Building Stronger Regions fund and Regional Development. There will be an opportunity for Oberon to develop suitable projects to apply for funding under the next round of this program. Mayor Kathy Sajowitz


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09.02 NBN INSTALLATION UPDATE

File No: Energy Supplies & Telecommunications/Connections/Telecommunications Author: Mayor Kathy Sajowitz Summary Mr Ian Scott, Community Affairs Manager, NBN Co provided General Manager, Alan Cairney and I an update regarding the current status of the NBN roll out. Recommendation That Report Item 09.02 is received as information. Comment Two fixed line wireless towers have been installed in Oberon. One to the East of Oberon, at Titania Estate and one to the West of Oberon at the Falls Hill Lookout. Both of these towers have been commissioned and are now operational. They will service 383 properties that have near line of sight to the towers. A map FOLLOWS of the areas which have access to NBN Fixed Wireless service via the two towers. There are currently 60 properties connected to the service. This service is rated to provide a minimum data speed of 25Mb per second download speed which is considerably higher than current services. Consultation regarding the fixed line rollout will commence in the Oberon area around April 2016. The rollout should take eighteen months and full operation is scheduled for late 2017. Extensive publication will be undertaken regarding the rollout process and options to transfer over to the NBN once the consultation phase commences. The fixed line service to Oberon residents will be implemented over a two year period from the completion of installation. Long term Satellite delivery is planned for trials during 2016. There are two new satellites scheduled for launch in the near future and once trialled should be a vast improvement on the current Interim Satellite System. The Satellite Delivery System will provide access to the NBN for all properties outside townships with no line of site to the Fixed Wireless Towers. Although this has been classified as the remote solution, in reality a large part of the Oberon LGA will be able to access the Satellite solution. Access to all three options will be available through your service providers at the appropriate time.

Notes:


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09.03 UPPER MACQUARIE COUNTY COUNCIL

File No: Environmental Management/Meetings/Upper Macquarie County Council Author: Mayor Kathy Sajowitz Summary General Manager, Alan Cairney and I attended a meeting at Bathurst Regional Council Chambers on 8 September along with the Mayors and General Managers of Bathurst Regional Council, Lithgow City Council, Blayney Shire Council and the Council delegates to the Upper Macquarie County Council (UMCC). Recommendation 1. That Oberon Council request from the UMCC details about performance targets/levels of

service set out in its current Strategic Plan for:

a. Roadside inspections

b. Farmland properties

c. Rural Residential properties

d. Residential properties

e. Aerial spraying programs

f. Enforcement actions

2. That UMCC provide details about the level of employees allocated for works activities and inspections, for each Local Government Area

3. That UMCC provide details about the level of funding required to carry out the performance targets/levels of service set out in its current Strategic Plan

4. That UMCC provide a report on the organisations future directions and resource strategy Comment A consensus of the Mayors and General Managers was that the UMCC has failed to properly consider requests put forward by Bathurst Regional Council, specifically relating to performance measures and levels of services. This was most recently confirmed by a Joint Media Release issued on 20 February 2015 by the four constituent Councils outlining concerns about the proliferation of weeds in all four Local Government Areas within the management of the UMCC. 09.04 ELECTION OF MAYOR AND DEPUTY MAYOR

File No: Governance/Elections/Local Government Elections Author: Alan Cairney, General Manager and Sharon Swannell, Executive Coordinator Summary Council is required to elect a Mayor for the coming 12 month period. The report provides the procedure for the Election of Mayor and Deputy Mayor. Recommendation: That if an election is required for the positions of Mayor and Deputy Mayor, then the election is held by ordinary ballot.


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Comment Nomination forms have been provided to Councillors. Ballot papers will be issued if a decision is made to hold the election by Ballot. If a decision is made for “Open Voting” then this will be by a show of hands. The relevant clauses of Schedule 7 of the Local Government (General) Regulation 2005 for the election of the Mayor and Deputy Mayor are: 1. Returning Officer The General Manager (or a person appointed by the GM) is the Returning Officer. 2. Nomination (1) A Councillor may be nominated without notice for election as Mayor or Deputy Mayor.

(2) The nomination is to be made in writing by 2 or more Councillors (one of whom may be the nominee). The nomination is not valid unless the nominee has indicated consent to the nomination in writing.

(3) The nomination is to be delivered or sent to the Returning Officer.

(4) The Returning Officer is to announce the names of the nominees at the Council meeting at which the election is to be held.

3. Election (1) If only one Councillor is nominated, that Councillor is elected.

(2) If more than one Councillor is nominated, the Council is to resolve whether the election is to proceed by preferential ballot, by ordinary ballot or by open voting.

(3) The election is to be held at the Council meeting at which the Council resolves on the method of voting.

(4) In this clause:

Ballot has its normal meaning of secret ballot. Open voting means voting by a show of hands or similar means.

In previous years, and as is the case with most NSW Councils, elections are held by Ordinary Ballot. 5, 6 and 7 below apply with respect to elections by Ordinary Ballot 5. Marking of ballot-papers (1) If the election proceeds by ordinary ballot, the Returning Officer is to decide the manner in

which votes are to be marked on the ballot-papers.

(2) The formality of a ballot-paper under this part must be determined in accordance with clause 345 (1) (b) and (c) and (6) of this Regulation as if it were a ballot-paper referred to in that clause.

(3) An informal ballot-paper must be rejected at the count. 6. Count - 2 candidates (1) If there are only 2 candidates, the candidate with the higher number of votes is elected.

(2) If there are only 2 candidates and they are tied, the one elected is to be chosen by lot.


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7. Count – 3 or more candidates (1) If there are 3 or more candidates, the one with the lowest number of votes is to be excluded.

(2) If 3 or more candidates then remain, a further vote is to be taken of those candidates and the one with the lowest number of votes from that further vote is to be excluded.

(3) If, after that, 3 or more candidates still remain, the procedure set out in Subclause (2) is to be repeated until only 2 candidates remain.

(4) A further vote is to be taken of the 2 remaining candidates.

(5) Clause 6 of this Schedule then applies to the determination of the election as if the 2 remaining candidates had been the only candidates.

(6) If at any stage during a count under Subclause (1) or (2), 2 or more candidates are tied on the lowest number of votes, the one excluded is to be chosen by lot.

12. Choosing by Lot To choose a candidate by lot, the names of the candidates who have equal numbers of votes are written on similar slips of paper by the Returning Officer, the slips are folded by the Returning Officer so as to prevent the names being seen, the slips are mixed and one is drawn at random by the Returning Officer and the candidate whose name is on the drawn slip is chosen. 13. Result The result of the election (including the name of the candidate elected as Mayor or Deputy Mayor) is:

(a) to be declared to the Councillors at the Council Meeting at which the election is held by the Returning Officer, and

(b) to be delivered or sent to the Director-General and to the Secretary of the Local Government and Shires Associations of New South Wales (now known as Local Government NSW).

SUMMARY The General Manager will be the Returning Officer and will call upon Councillors for written Nominations; these will then be read to the Meeting. If more than one Nomination is received then Councillors will be required to decide the method of Voting. When Elected the incoming Mayor will Chair the Meeting. 09.05 COUNCIL COMMITTEES

File No: Governance/Meetings/Committees General Author: Alan Cairney, General Manager and Sharon Swannell, Executive Coordinator Summary There are a number of Section 355 Committees and other Council Committees. This report seeks the confirmation of the Councillor appointments to these Committees. Recommendation: Council confirm its appointments and Chair of the Section 355 Committees; and make appointments to other Council Committees, Community Committees and Working Parties.


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Comment In September each year at the same meeting as the Council elects the Mayor and Deputy Mayor for the following 12 months, the Council also confirms its Committee Structure and appoints Councillors to each Committee and/or Working Party. In April and June 2013 reports were considered on suggested changes to the Section 355 Committees and a decision was made to reduce the number of these and to have a Councillor appointed to Chair these Committees. Councillors may nominate as Council Members to other Committees, or alternatively withdraw their appointment to a particular Committee or Working Party. A summary is provided for each of the current Section 355 Committees and other Council Committees, noting the current Councillor delegates as follows: 1. Section 355 Committees Committee Current Councillors Appointed

Oberon Community Services Councillor Sajowitz – Chair Councillor Lord Councillor Evans

Hazelgrove Public School Reserve Clr McCarthy - Chair

Heritage Councillor McCarthy - Chair Councillor Doney

Oberon Sports Facilities Councillor Gibbons – Chair Councillor McCarthy (alternate)

Seniors Welfare Councillor Morgan – Chair Councillor Evans Councillor Sajowitz

Black Springs Community Hall (New – resolved at 19 May 2015 Ordinary Meeting)

Councillor Gibbons (Chair)

Note: the Elected Mayor is also a member of these Committees 2. Council Committees Finance Committee

Whole Council

Performance Review Committee Whole Council

Traffic Advisory Local Committee Is a statutory Committee

Councillor Gibbons Councillor Morgan (alternate delegate)

Works Committee

Whole Council


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3. Community Committees & Working Parties Australia Day Working Party Councillor Kathy Sajowitz

Councillor Jill Evans

Cemetery Headstone Maintenance Committee (Working Party reporting to Works Committee)

Mayor

Community Precinct Working Party

Chair of Community Services Committee

Self Care Units Tenants Panel

Councillor McCarthy Councillor Lord (alternate delegate)

Timber Heritage Walk Committee (Working Party reporting to Heritage Committee)

Chair of Heritage Committee

Youth Council Working Party Councillor Sajowitz

Oberon Common Working Party

Councillor Evans Councillor Lord Councillor Sajowitz

Community Representatives on Council’s Section 355 Committees are appointed and reconfirmed via the Minutes of the Committee Meetings. The General Manager will appoint staff to assist with the functioning of these Committees and Working Parties. 09.06 DELEGATES TO EXTERNAL ORGANISATIONS

File No: Governance/Meetings Author: Alan Cairney, General Manager and Sharon Swannell, Executive Assistant Summary Following the election of the Mayor and Deputy Mayor, Council traditionally reviews its delegates to a number of external organisations. In some cases the Mayor is automatically designated as a delegate representing Council. Recommendation: That Council appoint its delegates to external organisations for the following twelve months. Comment A summary of each of the external organisations on which Council appoints delegates, noting the current delegate (or delegates) is as follows:

Arts OutWest o Fran Charge, Oberon Arts Council


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Ben Chifley Catchment Management Steering Committee o Councillor Francis

Bicentennial Crossing Alliance

o Mayor

Blue Mountains, Lithgow and Oberon Tourism Association (BMLOT) o General Manager o Councillor Lord (alternate delegate)

Note: Blue Mountains, Lithgow and Oberon Tourism Association have been wound up and with the assistance of Destination NSW investigation into the formation of a new Regional Tourism solution is underway. A separate report recommending the appointment of delegates will be put forward when further details are known.

Central Tablelands Alliance Internal Audit Committee

o Mayor

CENTROC o Mayor and General Manager are automatic delegates

CENTROC Health Workforce

o Councillor Morgan

Chifley Local Area Command – Community Safety Precinct Committee o Mayor and General Manager are automatic delegates

Hawkesbury/Nepean Catchment Management Authority

o No delegate currently appointed

Joint Regional Planning Panel o Councillors Doney and McCarthy o Vacant (alternate delegate) (formerly held by Clr McMahon)

Note: Any delegate or alternate nominated by Council needs to be endorsed by the Director General of the NSW Department of Planning and Infrastructure.

Lachlan Catchment Management Committee


Lachlan Regional Transport Committee Incorporated o No delegate currently appointed

Macquarie Catchment Management Committee


NSW Public Libraries Authorised Elective Representative o Mayor Kathy Sajowitz

Oberon Arts Council (OAC)

o Mayor and General Manager

Oberon Business & Tourism Association (OBTA) o Mayor, Councillor Lord and General Manager


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Oberon Correctional Centre Community Consultative Committee o Councillor Gibbons and Councillor Evans

Oberon Timber Complex Community Consultative Committee Meeting

o Councillors Evans and Councillor Doney

Rural Fire Service Chifley Zone Liaison Committee o Councillors McCarthy and Francis (also attend Brigade Captains’ Meetings) o Works & Engineering Director and Finance and Community Services Director

Sydney Water Catchment Management Authority


Union Fenosa Pre Development Application Community Consultative Committee o Councillors Evans, Francis, Morgan and Sajowitz o Planning & Development Director

Upper Macquarie County Council

o Councillor Francis and vacancy (formerly held by Clr McMahon) General Manager’s Note: Council does not currently have a delegate appointed to the Catchment Management Committees. The Planning & Development Director has a watching brief on these Committees and attends meetings as required and will forward relevant information to Council and other staff. Council does not currently have a delegate appointed to the Lachlan Regional Transport Committee. Further investigation into the activities of this committee and the relevance of Oberon Council continuing their membership will be undertaken. The General Manager will also confirm and appoint staff to attend as delegates to these and other external organisations. 09.07 RETURNS DISCLOSING INTERESTS

File No: Corporate Management/Administration/Register of Disclosures Author: Alan Cairney, General Manager and Sharon Swannell, Executive Coordinator Summary All Councillors and designated persons who hold a position at 30 June must complete and lodge with the General Manager within 3 months a return. To facilitate this process a form has been sent to all Councils and relevant staff, including the General Manager. Recommendation: That Council note the requirement to lodge a return disclosing interests of Councillors and designated persons. Comment A “Disclosures by Councillors and Designated Persons Return” has been sent to all Councillors and the following staff members:


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Community Services Coordinator, Kathy Beesley

Executive Coordinator, Sharon Swannell

Finance and Community Services Director, Lynette Safranek

Finance Coordinator, Bradley Pascoe (commenced 31 August 2015)

General Manager, Alan Cairney

Health and Building Manger, Jaclyn Burns

Human Resources Coordinator, Joanne Barton

Planning and Development Director, Gary Wallace

Project Engineer, Sam Golam

Works Manager, Ian Tucker

Any Councillor or Designated Person who fails to complete and lodge the Return by the end of September will be in breach of the requirements of Section 449 of the Local Government Act 1993.

10. NOTICES OF MOTIONS 10.01 NOTICE OF MOTION – INVESTIGATION INTO FEASIBILITY OF STAFF

HOURS FOR ECONOMIC DEVELOPMENT & YOUTH DEVELOPMENT OFFICERS

File No: Economic Development/Planning/Regional Development Author: Mayor Kathy Sajowitz Summary That the General Manager investigate the possibility of employing both an Economic Development Officer and a Youth Development Officer as an investment in the future prosperity of Oberon. This includes reporting on the impact of this initiative on the budget forecast. Motion 1. That a cost analysis be provided to Council detailing the cost versus the benefits of employing

either full or part time, a dedicated Economic Development Officer.

2. That a cost analysis be provided to Council detailing the cost versus the benefits of employing a part time dedicated Youth Development Officer.

Comment As an investment into the future of Oberon it is vital we attract new business and industry to the

town, a proactive approach is required. A dedicated experienced Economic Development Officer possibly working part time would be a definite asset. The position would require the ability to work with both State and Federal Regional Development Ministerial Departments enabling Oberon to take advantage of the many areas of opportunity available. A broad proactive approach is required to attract new industry to the town. Council has committed to cost savings and efficiencies as a result of the Fit for the Future process but we cannot afford to wait for economic initiatives to come to us. This is an investment that with the right person has the potential for a good return for the community.


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The youth of the town are its future and we need to invest in that future, Oberon needs to

engage its young people including them as part of the community. If people feel valued you will get the best from them. The drain of young people from the town once they leave school is damaging to ongoing prosperity. We need to look and plan ahead, have strategies in place to ensure our future leaders and business people have ownership of their place in the community. The benefits far outweigh the costs.

These two initiatives could have some common objectives: our young people need employment and reasons to stay in town and engage with the broader community.

Tourism could also come under the umbrella of an Economic Development Officer; both criteria would support but not take the place of the Oberon Business and Tourism Association.

11. COUNCILLOR AND DELEGATES REPORTS 11.01 CENTROC BOARD MEETING – CANBERRA 12 AUGUST 2015

File No: Government Relations/Local and Regional Consultation/Centroc Author: Mayor Kathy Sajowitz, General Manager Alan Cairney and Jenny Bennett, Centroc Summary The Mayor, Councillor Kathy Sajowitz and General Manager, Alan Cairney attended the Centroc Board Meeting held in Canberra on Thursday 12 August 2015. Recommendation: That Delegates Report Item 11.01 is received as information. Comment FOLLOWING is a copy of the Draft Minutes from the Centroc Meeting. General Manager Alan Cairney and I attended Centroc Board (the Board) meeting held at Parliament House, Canberra on Wednesday 12 August and provide the following report for Council’s information.


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In attendance were representatives from Central West RDA, the Department of Premier and Cabinet and Mayors and General Managers from across the region.

The Centroc Executive also met prior to the Board the evening before. Centroc representatives also met with several Parliamentary Officials for meetings the day before. Federal Member for Hume, Angus Taylor co-ordinated the Parliament visit, the Board is very grateful for all his support and efforts to bring issues facing regional councils forward at the Federal level. The Board unanimously agreed Mr Taylor be thanked formally. His staff should also be commended for their commitment to the event.

We were fortunate to have the following Ministers and Parliamentary Secretaries address the Board.

The Hon Sussan Ley, Minister for Health Mr Adam Fitzgibbons, Advisor to the Deputy Prime Minister Warren Truss The Hon Jamie Briggs, Assistant Minister for Infrastructure and Regional Development The Hon Malcolm Turnbull, Minister for Communications The Hon Ian Macfarlane, Minister for Industry and Science The Hon Bob Baldwin, Parliamentary Secretary to the Minister for Environment The Hon Kelly O’Dwyer, Parliamentary Secretary to the Treasurer Senator Richard Colbeck, Parliamentary Secretary to the Minister for Agriculture Federal Members Angus Taylor, John Cobb and Mark Coulton

Prior to our Board meeting, on the Wednesday the Chair, Cr Bill West, Mayor of Cowra, met with:

The Hon Julie Collins, Shadow Minister for Regional Development & Local Government, Shadow Minister for Employment Services;

Mr Richard Hyett, Policy advisor to the Minister for Agriculture Barnaby Joyce; Senator Fiona Nash, Assistant Minister for Health; and Mr Adam Fitzgibbons, Deputy Prime Minister Warren Truss’s Advisor for Local

Government. Our ongoing presence at Parliament House was encouraged by Federal Ministers who were keen to impress on the Board the Federal Government’s enthusiasm for working with Local Government, especially Local Government working collaboratively at the regional level. I provide the following report for Council’s information, along with the meeting’s minutes. Transport Infrastructure - Centroc Members resolved to advocate for a second crossing over the Hawkesbury River as part of its approach to the Bells line of Road. Centroc will be working closely with TfNSW regarding the timing and next steps for the securing of the Bells line of Road between M7 and Kurrajong. On 16 July the Chair and a small delegation attended a consultation meeting on securing the corridor for the Bells line of Road. At the Board meeting it was suggested that we reengage with appropriate stakeholders, along with Western Sydney Councils for further work in this space. The Melbourne to Brisbane Inland Rail project was discussed with various Ministers throughout the day and the Board resolved to ramp up advocacy in support of this project.


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Further follow up will be undertaken with Minister Truss’s office regarding support for navigating the funding framework for our priority projects. Water Security –The final report for the CEEP 2, Nexus between Water and Energy Program and the Water Loss Management Toolkit was adopted by the Board. Copies were provided as attachments. Health – The Health Workforce Group will be asked to provide policy advice with regard to optimising the role of Local Government with the new Public Health Network in Western NSW, with this advice to recognise the limitations of the role that Local Government can play in the Health sector. The issue of the drug ice affecting many of our regional communities was raised with the Minister for Health Sussan Ley, where further follow up in regards to education on the drug through the Life Education program as a suggested step to tackling early prevention. The matter of change to the funding framework for radiology was also raised and Centroc will be providing further advocacy. Telecommunications – Advice was received by the Minister for Communications Malcolm Turnbull regarding the rollout of the NBN, by 2020. Advice regarding the current campaign by Regional TV stations was provided to the Board by the Minister. Various concerns regarding TV reception and towers were raised with the Minister. The Minister undertook to provide follow-up. Regional Development – A Regional Roundtable will be progressed through the Executive with support from DPC and RDA. This will be informed by the opportunities and other feedback provided by the meetings in Canberra. Further advice will be circulated to interested members in due course regarding this event. Planning - The Regional Growth Plan has progressed very well and Planning staff involved through the process have engaged extremely well within the short timeframe. A recommendation to the Department of Planning will be that elected members make up 50% of representation for the region in future Growth Plan committees. The Joint Organisation (JO) Pilot progress – The Board will receive copies of the Mid Pilot report, a survey on the JO Pilot to date for feedback and the State Standing Committee into Local Government Reform first transcript for review. Please request JO updates which have been sent out between Board meetings and provide more detailed advice. Operational – Centroc staff continue to maintain savings for the Region. To date a total Net Savings of $2,929,713 has been achieved for Councils for its operational support program since its inception in 2009.


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Financial – The Board gave permission for the accounts to be signed under the auspices of the Treasurer if the financial result after the audit does not differ greatly form the figures presented in the Board report dated 30 June 2015. A budget for the 2015/2016 financial year was provided; please see the Board paper for the full list of financials. Centroc activities and projects are tracking well to date. There is a lot of valuable collaborative activity going on in this region supported at both the State and Federal levels. Centroc members should be congratulated for their collaborative efforts, which as mentioned above were recognised by Federal Members of Parliament, for better outcomes for the region. 11.02 OBERON BUSINESS AND TOURISM ASSOCIATION

File No: Economic Dev/OBTA Author: Clr Sam Lord Summary Mayor Kathy Sajowitz, General Manager, Alan Cairney and I attended the Oberon Business and Tourism Association Meeting held at the Oberon Golf Club on 26 August 2015. Recommendation: That Delegate’s Report item 11.02 is received as information. Comment With the BMLOT being dissolved, we may look at going with Destination NSW. With this we might have more freedom and reach with a larger organisation. OBTA has been running a competition for a new name for the organisation, there are a few on the short list and we hope to choose one soon. Visitors Information Centre, Lynne Causer gave a run down of visitor numbers that are steady for this year. The usual requests are for Fossicking, Mushrooming, Jenolan Caves, Accommodation and Mayfield Gardens. Mayor Kathy Sajowitz spoke about Friends of the Oberon Library (FOOL’s) and the Waste to Art scrap metal art work to be displayed in local businesses, "STEEL STREET" (FOLLOWS A). There will be a people’s choice prize, and OBTA has donated $100 shop local vouchers. Prizes will be awarded in October. Lex Azzopardi handed out some notes on his ideas for tourism in Oberon (FOLLOWS B). No Amalgamation, Marjorie Armstrong and many others are working hard to get the message out and it was felt that OBTA should help facilitate a bank account for the group for some funding. Individual businesses have made donations to support this cause. Our Mayor also noted to members that it is not to late to lobby Ministers as a group or individuals. New Local Oberon Phone Directories will be out soon. The next OBTA meeting will be held on 16 September at the Long Arm Farm, commencing at 6pm. This is a dinner meeting and the cost will be $30.

Friends of Oberon Library Inc (FOOLs) PO Box 251 Oberon 2787

19/08/15 OBTA Subject: “Steel Street” Community Street Exhibition Proposal Friends of Oberon Library have organised and supported Oberon Library/ Community initiatives for many years. One of the group’s projects is the annual Waste to Art Competition and Exhibition.

In 2015 the competition theme was “Scrap Metal” which has led us to the concept of a Street Exhibition named “Steel Street” giving the community and visitors a chance to see some of the fantastic W2A Scrap Metal entries again, or for the first time on show in the Main Street.

Businesses in Oberon will be invited to display a piece of artwork for a period of two weeks during October; we will attempt to match the artwork to the business in a fun way ie Reliance Credit Union might be matched with Ned Kelly!

We have a list of all entries in W2A made from recycled scrap metal –farm implements to aluminum cans, all sizes, made by all ages. Not all are charmingly rusty! Some of the children's work is fun. Framed Photographs also appropriate if short of window space.

Beside each artwork will be a Steel Street symbol, the name of the work, artist and number with an invitation to 'vote inside for your people's choice’. They need to go into the business to vote, which provides an opportunity to purchase or at the very least browse the business.

One voting slip per person with name and phone number on the back. After the voting slips are counted one of those who have voted for the winner will also eligible for a prize. Art works may be for sale, but FOOLs will handle that– this will not be the responsibility of the business owner.

The display of artworks will begin at the ANZAC Horse at the RSL Sub Branch Museum (not for voting but listed) and work down both sides of the Main Street – “Steel Street”.

A similar project running for years during the Katoomba Winter Magic Festival enlivens the Main Street and is a talking point for locals and visitors.

We seek your enthusiastic support for the “Steel Street” Exhibition, and sponsorship for either the People’s Choice prize or the “Voter’s prize”, which will of course be widely publicized. NetWaste has committed support to the project.

Friends of Oberon Library Inc E‐mail … [email protected] Phone 6336 0742


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12. COMMITTEE REPORTS 12.01 SENIORS WELFARE COMMITTEE

File: Governance/Meetings/Seniors Welfare Committee/ September 2015 Author: Lynette Safranek, Finance & Community Services Director Summary Minutes of the Seniors Welfare Committee Meeting held on 10 August 2015 are submitted for Council’s information and consideration. Recommendation: That The Minutes of the Seniors Welfare Committee held on 10 August 2015 be received as information. Comment FOLLOWING is the Minutes of the Seniors Welfare Committee held on 10 August 2015. Discussions were held on the following matters: AT Johnston (Leath) Bequest - Malcolm Graham advised that Rotary has a Trust Fund set

up of over $100,000 to fund the elderly community in Oberon. Oberon Meals on Wheels – Community Services staff are assisting Bathurst Meals on

Wheels during the trial period until 31 October with the Coordinator role to ensure the service continues 5 days a week.

SWC and CSC - if both Committees combined it would result in 17 members and there was

concern by members regarding the size of a combined Committee. It was suggested that these two Committee Meetings be held the same day, back to back.

General Business – discussion was held on the Draft Community Guide for Oberon

Residents which will be printed as an A5 booklet. The next Meeting of the Seniors Welfare Committee is scheduled for 22 October 2015.

Notes:

OBERON COUNCIL – SENIORS WELFARE COMMITTEE Page 1 of 2

Minutes of the Seniors Welfare Committee Meeting held on 10 August 2015

The Meeting was held on 10 August 2015 in Council’s Committee Room. The Meeting commenced at 10.00am ATTENDANCE Clr John Morgan, Chair Council Member Clr Jill Evans Council Member Ray Mawhood Community Representative Lynette Safranek Finance and Community Services Director, Oberon Council Clr Kathy Sajowitz Council Member Sue Fisher-Smith Community Representative Mark Boffa Community Representative Malcolm Graham Oberon Rotary Representative Alain Cairney General Manager, Oberon Council Nadine Roach Finance & Community Services Trainee, Oberon Council

1. APOLOGIES – see Attendance and Apologies above 2. DECLARATIONS OF INTEREST - Nil 3. BUSINESS ARISING FROM THE PREVIOUS MINUTES The damage at the Hathaway Cottage repairs are about to commence and maintenance will continue to proceed to prevent the Cottage being a target for vandalism. 4. GENERAL BUSINESS a. Hathaway Cottages Update – Christine Monaghan, Facility Manager Christine Monaghan, the Facility Manager of Columbia Oberon Village has been rescheduled for the next meeting. b. Oberon Rotary Representative – AT Johnston (Leath) Bequest Malcolm Graham advised that Rotary has a Trust Fund set up of over $100,000 to be used to benefit the elderly community in Oberon. Graham will provide more information to the SWC next meeting. c. Oberon Meals on Wheels Director of Finance and Community Services updated the meeting on the status of Oberon Meals on Wheels. Council Community Services staff will provide a Coordinator to continue for 5 days a week. The new service started on 3 August 2015 but meals were only delivered for 4 days last week. It will however start again to be delivered 5 days a week from 10 August 2015. d. SWC and CSC Charters Combining the two Committees is workable but the Charters are quite broad. It was proposed that the Committee Meetings could be held back to back to enable Members to stay for both meetings. It was suggested the Seniors Welfare Committee work on setting up a service to provide verbal assistance to isolated elderly with is a good topic.

OBERON COUNCIL – SENIORS WELFARE COMMITTEE Page 2 of 2

Minutes of the Seniors Welfare Committee Meeting held on 10 August 2015

Other business: John Morgan would like to see a service for elderly that provides a phone call to check if they are okay if they live alone. The meeting was advised that there is a service called Care that has been advertised in the Newsletter that provides this service. Sue Fisher-Smith said that Outreach could be turned into one care provider. Employees are worried and have agreed that if it does turn into one care provider they will continue looking after current residents but aren’t prepared to take on new ones. The service could be distributed in the paper and Community Newsletter and if the person is interested they will be asked if they are willing to give their details and be contacted every few days or so. The Community Guide is now completed. Thanks to Sue Fisher-Smith and Nadine Roach for combining the old New Residents Guide and Older Residents Book together. 5. NEXT MEETING DATE AND MEETING CLOSE The next meeting will be held on Monday 12 October commencing at 10.00am. Meeting closed at 10.45am


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12.02 COMMUNITY SERVICES COMMITTEE

File: Governance/Ordinary/September 2015 Author: Lynette Safranek, Finance & Community Services Committee Summary Minutes of the Community Services Committee Meeting held on 27 August 2015 is submitted for Council’s information and consideration, along with recommendation. Recommendation: That the Minutes of the Community Services Committee held on 27 August 2015 be received as information. Comment FOLLOWING is the Minutes of the Community Services Committee held on 27 August 2015. Discussions were held on the following matters: Community Services Update - the Oberon Youth Council is holding a fund raising sausage

sizzle and raffle on Saturday 4 September; four youth Councillors will be attending the 2015 Youth Conference from 11 - 13 September which is hosted by the Eurobodalla Council; the 2015 Australia Day award nomination forms will be available in the next month or so; and the Mayor and General Manager will present the Section 356 Donations for 2015/16 on Tuesday 1 September.

Oberon Meals on Wheels – Council Community Services staff are assisting Bathurst Meals

on Wheels with the Coordinator role to ensure the service continues 5 days a week. SWC and CSC - the Seniors Welfare Committee would like to stand alone, and would be

interested in moving their meeting to enable Council staff and Community members who are involved in both meetings to save time by holding the meetings back to back. This proposal will be taken back to the SWC to move their next meeting to align with the CSC’s October meeting date.

General Business – discussion was on the Draft Community Guide for Oberon Residents

that it will be printed as an A5 booklet; Terry Boyce presented information to the Committee regarding free camping and will present to the next OPTA meeting; a Community Events Register will be created and it was suggested that the easy way to do this would be to assign a community group or two to a person who liaises regularly about upcoming events and updates the register; and Kathy Sajowitz is contacting the Oberon Police regarding the ICE problem, to see if the problem needs to be addressed in Oberon.

The next Meeting of the Community Services Committee is scheduled on 22 October 2015.

OBERON COUNCIL – OBERON COMMUNITY SERVICES COMMITTEE Page 1 of 3

Minutes of the Oberon Community Services Committee Meeting held on 27 August 2015

The Meeting was held on 27 August 2015 in the Council’s Committee Room, 137-139 Oberon St, Oberon. Clr Sajowitz declared the meeting open at 2:00pm. 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. ATTENDANCE Clr Kathy Sajowitz - Chair Council Member Clr Jill Evans Council Member Bev Evans Community Representative Maree Arrow Community Representative Sue Fisher-Smith Oberon Neighbourhood Centre Robin Toedter Community Representative Norelle Haim Community Representative Terry Boyce Community Representative Luke Adamson Community Representative Owen Rodgers Community Representative Kathy Beesley Community Services Coordinator, Oberon Council Lynette Safranek Finance and Community Services Director, Oberon Council Alan Cairney General Manager, Oberon Council Nadine Roach Finance & Community Services Trainee, Oberon Council 1. APOLOGIES – Nil 2. DECLARATIONS OF INTEREST – Nil 3. MINUTES OF THE PREVIOUS MEETING HELD ON 25 JUNE 2015 4. BUSINESS ARISING FROM LAST MEETING Owen Rogers brought up the topic of Youth Services in Oberon and suggested the Committee look into an organisation called Fishburners. It lets youth work together in a designated area and bring ideas forward on projects. Sue Fisher- Smith suggested using the neighbourhood centre for the office space to run that sort of service. The CTC Hub would also be a suitable location. The Community Services Staff will look into this and bring information back to the next meeting. The members were advised that the Hathaway Cottage repairs are underway. 5. REPORTS a) FINANCE AND COMMUNITY SERVICES UPDATE The report was presented to the members as submitted. It was noted that the Library Trainee, Susan Lee has resigned from the Library and that staffing arrangements are being considered. Community Services staff are doing the Coordinator role for Oberon Meals on Wheels during the trial period until 31 October 2015. Bathurst Meals on Wheels will be advertising this position. The Oberon Youth Council has welcomed five new members, and have 4 members attending the 2015 OYC Conference later in September.

Recommendation: That the Committee receives this report as information.



. b) MEALS ON WHEELS The Meals on Wheels report was discussed, with Community Services staff assisting Bathurst Meals on Wheels with the Coordinator role to ensure the service continues 5 days a week. Meals on Wheels is considered as a good day to day contact with clients to check how they are going and people are worried that this wont happen with multiple day orders and frozen meal deliveries the clients will forget to heat up their meals. Unfortunately, there is not enough volunteers as many have dropped off. Members were reminded by the Chair that this issue is between NSW Health and Meals on Wheels, Council is only assisting and can’t give direction. Bathurst Meals on Wheels will be paying a local Coordinator and Council will no longer be assisting. It was suggested that the Oberon Community get involved and run the Meals on Wheels by possibly sub-contracting it through Bathurst Meals on Wheels. Sue Fisher-Smith advised the Committee that she is able to do phone call check ups on isolated elderly residents to see if they are okay. An interagency meeting will be held on 10 September with all the providers to get a database up and running of clients.

Recommendation: That the Committee receives this report as information. c) SWC AND CSC CHARTERS The Seniors Welfare Committee would like to stand alone and would be interested in moving their meeting to enable Council staff and Community members who are involved in both meetings to save time by holding the meetings back to back. This proposal will be taken back to the SWC to move their next meeting to align with the CSC’s October meeting date. Recommendation: That the Committee receives this report as information. d) GENERAL BUSINESS Maree Arrow said she will step down from the Community Services Committee. She has been a part for a while now and commented that it is wonderful to see new faces joining the Committee. She will write a letter to the Chair to confirm this. The Draft Community Guide for Oberon Residents was distributed to members, who were advised that it will be printed as an A5 booklet so it is compact and easier to have on shop benches. The final changes will be completed and printed in time for the next Interagency Meeting. Terry Boyce presented information to the Committee regarding free camping. The Chair will review this information. Terry was asked to do a presentation at the next OPTA meeting, which he agreed. Jill Evans asked about the Community Events Register. It was suggested an easy way to do this would be to assign a community group or two to a person who liaises regularly about upcoming events and updates the register. The register would be updated quarterly on a website. This suggestion will be taken to the Interagency meeting for discussion and commencement.



Kathy Sajowitz is contacting the Oberon Police regarding the ICE problem, to see if the problem needs to be addressed in Oberon. The Oberon Heath Council is coming on board and an ICE information workshop is being planned. The resources will be aimed at supporting families that are dealing with the problems. e) NEXT MEETING DATE AND MEETING CLOSE The next meeting will be held on Thursday 22 October 2015, commencing at 2.00pm in the Committee Room. The Meeting closed at 3:05pm.


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12.03 HERITAGE COMMITTEE

File: Governance/Meetings/Heritage Committee Author: Gary Wallace, Planning & Development Director Summary Minutes of the Heritage Committee held on 31 August 2015 is submitted for Council’s information and consideration. Recommendation: That the Minutes of the Heritage Committee held on 31 August 2015 be received as information. Comment FOLLOWING is the Minutes of the Heritage Committee held on 31 August 2015 This is a summary of the Committee discussions and outcomes: Burraga European Heritage Sign is being finalised. Committee members are researching the

history of the Indigenous people of Burraga for reverse side of the sign.

Black Springs Heritage Sign is progressing and the Committee are researching the history of the Indigenous people of the Black Springs area.

Information on the history of the Oberon/Tarana Railway Line was supplied to assist the Committee in the preparation signage at the beginning of the proposed Timber Heritage Walk.

The Committee was advised that the owners of the Gingkin Papers are happy for Council to make a copy for archiving.

Preparation of a draft Conservation Management Plan (CMP) for the Macquarie homestead was supplied and discussed.

A series of ongoing actions were developed for the Committee.

The next meeting of the Committee will be held on Monday 30 November 2015.

Notes:

OBERON COUNCIL – HERITAGE COMMITTEE Page 1 of 3

Minutes of the Heritage Committee Meeting held on the 31 August 2015

The Meeting was held in the Council’s Committee Room, 137-139 Oberon Street, Oberon. The Meeting commenced at 5.01 pm ATTENDANCE Clr Clive McCarthy - Chair Council Member Ewen Stewart Community Representative Ian Davis OTHR RepresentativeBrenda Doney Community Representative Clr Ian Doney Council Member Christo Aitken Heritage Advisor Laurie McMahon Community Representative Gary Wallace Planning & Development Director, Oberon Council Alan Cairney General Manager, Oberon Council Clr Kathy Sajowitz Mayor, Oberon Council APOLOGIES Iain McPherson National Trust Representative Philippa Gemmell-Smith Community Respective Janet Bailey Planning & Development Administration, Oberon Council 1. APOLOGIES – see Attendance and Apologies list above. 2. DECLARATIONS OF INTEREST - Nil 3. BUSINESS ARISING FROM PREVIOUS MEETING HERITAGE SIGNAGE – BURRAGA Christo provided information on the History of Burraga. He indicated that the information is factual however not as interesting as that submitted by Ewen. Ewen indicated that the history of the mining industry is very important and should be included. Clive advised that she spoke with Peter Dove regarding the Black Springs sign and that the Black Springs Committee has only just met and will provide details for the next meeting. Action Gary to liaise with the Committee and develop a combined meld of both Christo and Ewen’s information. Ian Davis arrived 5.19pm TIMBER HERITAGE WALK Ian Davis provided a verbal report on the history of the Oberon/Tarana Railway Line which would assist the committee in the preparation signage at the beginning of the proposed Timber Heritage Walk. Action Gary to prepare a mock up of the information provided together with the information previously provided to prepare a sign similar to the Heritage Signage



GINGKIN PAPERS Gary notified Committee members that he had spoken with Mr & Mrs Bailey and they are happy for Council to make a copy for archiving. Gary and Janet to visit with the Baileys to view the papers. Action Janet and Gary will contact Mr & Mrs Bailey to obtain a copy of the papers. LINDLEGREEN Christ advised that he has spoken to Grahame Lupp of Bathurst who is going to organise a meeting with himself and new owners of Lindlegreen. The purpose of the meeting will be to gauge the new owners interest in restoring, preserving and listing the Pise Barn onsite. Action Christo to liaise with Grahame Lupp and the new owners of Lindlegreen gauge interest in listing the Pise Barn at Lindlegreen on the State Heritage Register. 4. REPORTS PLANNING & DEVELOPMENT DIRECTORS REPORTS HERITAGE SIGNAGE – BURRAGA Ewen has provided additional information to the Committee relating to the European History of Burraga. Christo provided additional information from the Annals of Burraga. The Committee was asked to consider both pieces of information and meld the two together. A general discussion was held and the Committee Members thanked Ewen on the excellent job he has done so far on the early history of Burraga. Action Gary and Christo to refine the information provided in consultation with Ewen and provided to the Committee for comment. MACQUARIE HOMESTEAD CMP Gary provided an overview of the draft CMP being prepared for the Macquarie Homestead. Gary indicated that this is one of many chapters in the CMP and further information will be supplied when it becomes available. General discussion was held in relation to the Macquarie Homestead and that Committee asked if further information was available. Action Gary to write to Hennessy’s requesting a copy of the draft CMP. Additionally, information on proposed infrastructure provision. GENERAL BUSINESS O’CONNELL MEMORIAL AVENUE Brenda indicated that the lettering has now been placed on one end of the signage and Iain McPherson and Sue Louden championing the other signage on the northern end of the avenue. Recommendation: That the information be noted.



SUMMARY OF ACTIONS

Activity Responsibility

HERITAGE SIGNS

Liaise with Peter Dove regarding the progress of the Black Springs Sign

Liaise with Christo and Mark Taylor in relation to design of the Burraga Heritage sign to see how much information can be included. If we have to cull information than a copy be forwarded to Committee members.

Gather information on the Indigenous people of Burraga from the Bathurst Land Council

Obtain information of the history of the Indigenous people of Black Spring from Philippa

Gary to liaise with the Committee and develop a combined meld of both Christo and Ewens information.

Gary and Janet

Gary and Christo

Iain Gary and Janet Gary & Committee

TIMBER HERITAGE WALK

the Committee source appropriate early working photos of the OTC

to provide a map of the Oberon Tarana Railway Line

Heritage Committee

Ian Davis

GINGKIN PAPERS

View and copy the Gingkin Papers.

Gary and Janet

HASSEMACQUARIE CMP

Gary to write to Hennessy’s requesting a copy of the draft CMP. Additionally, information on proposed infrastructure provision.

Gary

O’CONNELL MEMORIAL AVENUE

Iain to forward a copy of the proposed Anzac Memorial free standing sign to Gary to see if they require consent from Council

Iain

LINDLEGREEN

To make contact with the new owners and discuss options on preservation of Pise Barn.

Gary and Christo

5. NEXT MEETING DATE AND MEETING CLOSE The next meeting will be held on Monday 30 November 2015 commencing at 5.00pm The Meeting closed at 6.14 pm


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13. REPORTS FOR DECISION 13.01 CROWN ROAD CLOSURES

File No: Roads/RCl/Perm Author: Chris Schumacher, Works and Engineering Director Summary Applications have been submitted for the closure of a number of sections of Crown Road. Recommendation That Council has no objection to the closure of these sections of Crown Roads, as follows, provided that no properties are let without legal and practical access: 1. Crown Roads at Jaunter, within and adjoining properties 436 Tuglow Road, 1174 Kowmung

River Fire trail and 757 Drogheda Forest Road (Ref: 08/6731)

2. Crown Roads in Chatham Valley & Gingkin, west of Gingkin Road, within and adjoining the properties 760 & 990 Gingkin Road (Ref: 12/05412)

3. Crown Roads in Isabella, east of Arkstone Road, within and adjoining the property 109 Hinton’s Road (Ref: 15/06097)

Comment FOLLOWING is a copy of the plans of the proposed closures. The Department of Crown Lands has advertised the proposed closures in the Oberon Review and letters have been sent to all affected adjoining landholders advising of the proposed closures and providing the opportunity for affected landholders to lodge an objection. Crown Roads, sometimes known as paper roads, are roads which have never been dedicated, and are therefore not controlled or maintained by Council. In most cases there is no physical carriageway, or if there is it is used only by the adjoining landowner as an internal track. It is usually the adjoining landowner who applies for any such closures. The location of each of these proposed closures has been checked. Council has no interest in any of these Crown Roads, and will not be affected by their closure. If any nearby landowners believe they will be adversely affected, they have the opportunity to object directly to Crown Lands.

Notes:


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13.02 STRATFORD DOWNS ESTATE - TOWN IMPROVEMENT SPECIAL RATES File No: Governance/Meetings/Ordinary/August Author: Alan Cairney, General Manager and Lynette Safranek, Finance & Community Services Director Summary A Community meeting was held on 27 August 2015 with owners of properties within the Stratford Downs Estate to discuss the Town Improvement Special Rate. This resulted from a decision at the August Council Meeting where details were provided about complaints from ratepayers about the levying of the Special Rate for 2015/2016. An outcome from the Community meeting was to submit a report to this Council Meeting seeking a decision to remove the Special Rate for the Stratford Downs Estate for 2015/2016. Recommendation: That Council endorse the revision to the Operational Plan 2015/2016 with the removal of the Town Improvement Special Rate from the Stratford Downs Estate. That the revised Operational Plan 2015/2016 be placed on Public Exhibition with Council to consider submissions received at the October Council Meeting. That Council endorse the General Manager’s actions in “writing-off” the accrued interest for the rated properties within the Stratford Downs Estate. Comment The map showing the designated Oberon Village area boundary, to which the Town Improvement Special Rate applies, will be amended to exclude the Stratford Downs Estate. A revised Operational Plan 2015/2016 is being prepared to reflect the reduced income which will result from the removal of the 42 properties within the Estate. A revised Town Improvement Program is being prepared to also reflect a reduction in expenditure. With the adoption of the Oberon Community Strategic Plan 2015 a decision was made to include the Stratford Downs Estate within the defined Oberon Village area boundary thereby meaning that 42 properties would for the first time be levied the Town Improvement Special Rate. The Town Improvement Special Rate is set at an ad valorem amount of 0.265726 cents in the dollar. Due to the higher land values of properties within the Stratford Downs Estate this resulted in an inequitable distribution of rates when compared with other ratepayers within the Oberon Village area boundary. To resolve this inequity an option presented to the Community Meeting on 27 August was that the Special Rate be removed from the Stratford Downs Estate. It was also suggested that the General Manager exercise his delegated authority to “write-off” the accrued interest with respect to the Special Rates, as the first instalment was due on 31 August. Relevance to Oberon Community Strategic Plan Future Direction 5. OPEN COMMUNICATION Strategic Outcomes 5.4 WELL INFORMED COMMUNITIES WHOSE VIEWS ARE HEARD

5.5 CONTEMPORARY GOVERNANCE & CIVIC LEADERSHIP Action 5.4.1 Highlights need to observe the Community Engagement Strategy

5.5.5 Highlights requirements for sound financial management Operational Plan or other Plans

This impacts negatively by reducing Special Rate Income by $23,771 which is offset by a reduction in Town Improvements Program expenditure by $23,771.

OBERON COMMUNITY STRATEGIC PLAN 2015

Operational Plan 2015/16Amended September 2015

Rates & Annual Charges 4,756,398User Charges & Fees 4,024,703Interest & Investment Revenue 272,540Other Revenues 179,110Operating Grants 4,197,548Capital Grants 1,826,947Gain from Disposal of Assets 125,000TOTAL INCOME $15,382,246

Employee Benefits & Oncosts 4,645,708Borrowing Costs 288,143Materials & Contracts 3,421,622Depreciation & Amortisation 3,707,685Impairment 0Other Expenses 2,052,210Interest & Investment Losses 0Loss from Disposal of Assets 0TOTAL EXPENSES $14,115,368

$1,266,879Surplus

3,707,685$4,974,564

Net Transfers (to)/from Reserves 670,025Net Capital Income/(Expenditure) (4,920,618)

$723,970

Operational Plan 2015/16

Cash Surplus/(Deficit) from Operations

Non‐Operational Cash Movements:

Increase/(Decrease) in Unrestricted Cash

Income from Continuing Operations

Expenses from Continuing Operations

Operating Result ‐ Surplus/(Deficit)

ADD Non‐Cash Operating Expenses

REPORTING STAFF Income Expenditure

Surplus (Deficit)

CAPITAL ITEMS PROPOSED BORROWINGS

NON CASH EXPENDITURE

OUR COMMUNITY

Arts and Culture CSC/GM 0 9,100 (9,100) 0 0 0 0 (9,100)

Community Centre CSC 5,925 24,025 (18,100) 0 0 0 5,892 (12,208)

Community Events CSC/EC 6,830 102,854 (96,024) 0 0 0 0 (96,024)

Fitness/Gymnastic Centre CSC 0 0 0 0 0 0 0 0

Parks and Reserves WED 9,200 373,746 (364,546) 0 0 1,000 110,018 (255,528)

Social/Community Planning CSC 3,000 5,000 (2,000) 0 0 0 0 (2,000)

Swimming Pool PDD 47,000 336,669 (289,668) 32,600 0 0 49,560 (272,708)

Town Improvement WED 406,785 119,655 287,130 265,425 0 (0) 0 21,705

Village Improvement WED 0 15,000 (15,000) 0 0 0 (15,000)

Total for Our Community 478,740 986,048 (507,308) 298,025 0 1,000 165,470 (640,863)

BASIC SERVICES

Engineering Services WED 0 464,666 (464,666) 0 0 4,000 2,963 (465,704)

Roads Bridges Footpaths WED 3,798,397 4,285,225 (486,828) 5,528,893 3,400,000 (316,850) 2,398,449 99,578Street Lighting WED 0 0 0 0 0 0 0

Drainage WED 998 234,000 (233,002) 0 0 1,000 117,000 (117,002)

Quarry Operations WED 8,960 20,828 (11,868) 0 0 0 9,708 (2,160)

Plant WED 25,001 (855,106) 880,107 706,000 0 50,000 420,000 544,107

Works Section WED 27,318 (343,581) 370,899 0 0 0 0 370,899

Private Works WED/FCSD 2,040,000 1,832,231 207,769 0 0 0 0 207,769

Store/Depot FCSD 0 149,426 (149,426) 0 0 0 39,800 (109,626)Communications Technologies FCSD/WED 433 12,098 (11,665) 0 0 0 0 (11,665)

Public Toilets WED 0 117,539 (117,539) 0 0 0 3,550 (113,989)

Water Supply WED 1,475,243 1,582,927 (107,684) 277,000 0 4,001 177,404 (211,280)

Waste Water (Sewerage) Service WED 919,637 1,008,256 (88,619) 601,000 0 3,825 88,575 (604,869)

Waste Management WED/PDD 616,673 566,632 50,041 470,000 0 (420,000) 21,769 21,810

Total for Basic Services 8,912,661 9,075,141 (162,480) 7,582,893 3,400,000 (674,024) 3,279,218 (392,131)

ECONOMIC PROSPERITYDental Surgery GM 5,000 6,219 (1,219) 0 0 0 1,685 466

Tourism and Events GM/EC 1,000 36,607 (35,607) 0 0 0 0 (35,607)

Visitor Information Centre EC 19,560 314,775 (295,215) 0 0 0 1,705 (293,510)Caravan Park GM 20,045 14,511 5,534 0 0 0 8,800 14,334

Economic Development Activity GM 0 4,250 (4,250) 0 0 0 0 (4,250)

Land Development GM 125,000 1,753 123,247 0 0 0 0 123,247

Total for Economic Prosperity 170,605 378,115 (207,510) 0 0 0 12,190 (195,320)

Amended Operational Plan 2015/16OPERATING RESULT TRANSFERS

TO(FROM) RESERVES

NET CASH MOVEMENTFUTURE DIRECTIONS

REPORTING STAFF Income Expenditure

Surplus (Deficit)

CAPITAL ITEMS PROPOSED BORROWINGS

NON CASH EXPENDITURE

Amended Operational Plan 2015/16OPERATING RESULT TRANSFERS

TO(FROM) RESERVES

NET CASH MOVEMENTFUTURE DIRECTIONS

RESPONSIVE and CARING

Cemeteries WED 40,500 72,247 (31,747) 0 0 0 935 (30,812)

Community Transport WED 116,395 105,568 10,827 0 0 0 6,826 17,653

Library CSC 30,550 278,122 (247,572) 10,700 0 0 23,660 (234,612)

Hathaway Cottage CSC 7,853 23,714 (15,861) 0 0 0 10,861 (5,000)

Aged Care Units CSC 75,000 34,061 40,939 10,000 0 0 11,916 42,855

Community Technology Centre CSC 5,521 33,980 (28,459) 2,000 0 0 0 (30,459)

Main Street Security WED 0 10,777 (10,777) 0 0 0 7,965 (2,812)

Total for Responsive and Caring 275,819 558,469 (282,651) 22,700 0 0 62,163 (243,188)

OPEN COMMUNICATION

General Purpose Revenues FCSD 4,675,822 53,448 4,622,374 0 0 0 0 4,622,374

Council Chambers & Office GM/EC 0 101,526 (101,526) 0 0 0 27,437 (74,089)

Governance-Elected Members GM/EC 0 403,477 (403,477) 0 0 0 0 (403,477)

Finance and Administration GM/FCSD 29,228 929,216 (899,988) 0 0 0 8,600 (891,388)

Council Properties GM/FCSD 14,836 23,761 (8,925) 0 0 0 5,072 (3,853)

Rural Fire Service WED 645,000 481,771 163,229 410,000 0 0 140,411 (106,360)

Emergency Services WED 10,635 45,875 (35,240) 0 0 3,000 6,058 (32,182)

Total for Open Communication 5,375,521 2,039,074 3,336,447 410,000 0 3,000 187,578 3,111,025

NATURAL ENVIRONMENT

Development Control PDD 86,700 721,486 (634,786) 0 0 0 123 (634,663)

Building Control PDD 60,700 102,655 (41,955) 0 0 0 0 (41,955)

Animal Control PDD 11,000 93,008 (82,008) 7,000 0 0 943 (88,065)

Environmental & Public Health PDD 5,500 15,757 (10,257) 0 0 0 0 (10,257)

Weeds Management WED 0 108,614 (108,614) 0 0 0 0 (108,614)

Heritage PDD 5,000 37,000 (32,000) 0 0 0 0 (32,000)

Total for Natural Environment 168,900 1,078,520 (909,620) 7,000 0 0 1,066 (915,554)

15,382,246 14,115,368 1,266,878 8,320,618 3,400,000 (670,025) 3,707,685 723,969TOTAL


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13.03 TENDER T2015/4 and T2015/5 – MOTOR GRADER AND LOW LOADER

File No: BCS/Plant Equipment and Stores/Acquisition/Purchase Author: Chris Schumacher, Director of Works & Engineering

Summary This report provides details on Tenders called for the replacement of 1 x Motor Grader and 1 x Low Loader, in accordance with the adopted Plant Replacement Program. 2015/2016. Recommendation 1. That the Tender from Westrac Pty Ltd to supply 1 x CAT 12M Motor Grader for the tendered

price of $365,200 and the trade-in from Westrac Pty Ltd of the 2001 Caterpillar 12H Grader for $88,000, both be accepted.

2. That the Tender from Drake Trailers Pty Ltd to supply a Drake 3 x 4 Deck Widener Low Loader be accepted for the tendered price of $202,748.70 be accepted.

3. The Tender from Pickles Auctions for the purchase of the 2004 Drake Low Loader for $77,500 be accepted.

Comment FOLLOWING is the Operator and Mechanical Assessments for both Motor Grader and Low Loaders replacements. Open Tenders were called Tuesday 4 August 2015 for a 21 day period in accordance with clause 164 & 167 Local Government Tending Guidelines for the replacement of plant. Tenders closed on Tuesday 25 August 2015 with Tenders received from the following suppliers: T2015/4 – MOTOR GRADER

Supplier Make/Model

Supply & Deliver New Grader

Trade-In (Plant No. 2)

Net Change Over

Westrac Pty Ltd CAT 12M Motor Grader

$365,200 $88,000 $277,200

Komatsu GD 555-5 Grader $361,900 $84,700 $277,200

Hitachi/Deere 670 GP Grader $422,400 $60,500 $361,900

Hitachi/Deere 670 GP Grader $416,900 Pickles Trade $67,000

$349,900

Hitachi/Deere 670 G Grader $436,150 $60,500 $375,650

Hitachi/Deere 670 G Grader $430,650 Pickles Trade $67,000

$363,650

Earthmoving Equipment

Australia Pty Ltd

Case 865B Motor Grader

$358,600 $71,500 $287,100

Pickles Auctions Purchase Only $67,000


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Thorough assessment was conducted of both the Komatsu and Caterpillar Motor Graders by the workshop mechanics and plant operator. Whilst both graders meet the required tender specifications, the Caterpillar Grader offered by Westrac was rated with better features for the operational requirements of Council works. Historically speaking, Caterpillar equipment has formed a big part of Council Earth Moving Equipment having an excellent performance record and after sales back up from local suppliers Westrac located in Bathurst. The Caterpillar grader comes standard with compatible 2D grading technology, further assisting our sustainability practices in road grading works. From the analysis it is recommended that the Tender submission from Westrac Pty Ltd for the supply of 1 x Caterpillar 12M Motor Grader for $365,200 be accepted with the trade-in offer for the 2001 Caterpillar 12H Grader of $88,000. The net changeover is therefore $277,200 and is within the allocated amount of the 2015/2016 Plant Replacement Program. T2015/5 – LOW LOADER

Supplier Make/Model

Supply & Deliver New Low Loader

Trade-In (Plant No. 2)

Net Change Over

Drake Trailers Pty Ltd

Drake 3 x 4 Deck Widener Low Loader

$202,748.70 $60,500 $142,248.70

Drake Trailers Pty Ltd

Drake 3 x 4 Deck Widener Low Loader

$202,748.70 Pickles Trade $77,500 see below

$125,248.70

Midland Industries Low Loader $178,640 $66,000 $112,640

Pickles Auctions Purchase Only $77,500

Ellered Purchase Only $72,500

Barts Earthmoving Purchase Only $62,700

Sloane built Purchase Only $46,750

C&T Dwyer Purchase Only $25,000

Plant Mechanics inspected Low Loader Trailers built by Midland Industries and Drake Trailers Pty Ltd. From analysis of the two submissions received, it is noted that Midland Industries are new to the market in low loaders raising concerns of ability and proven performance to manufacture a robust product. Presently Council in possession of a Drake Low Loader, and the current submission represents a like for like exchange. It should be noted Council has not had any major problems with the Drakes performance and reliability. The new trailer has a longer loading ramps and has adjustable suspension providing for safer loading and unloading, especially handy in rugged terrain. Therefore it is recommended that the Tender from Drake Trailers Pty Ltd for a Drake 3 x 4 deck widener Low Loader for $202,748.70 be accepted. For the sale of the existing 2004 Drake Low Loader, the best offer received is from Pickles Auctions and it is recommended that the Trade-In for $77,500.00 be accepted.


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13.04 2014/15 FINANCIAL STATEMENTS FOR AUDITING

File No: Governance/Ordinary/Confidential 2015 Author: Lynette Safranek, Finance & Community Services Director Summary The Draft Annual Financial Statements for the 2014/15 Financial Year are ready to be audited by Council’s External Auditor, Crowe Horwath Auswild. The audit will be conducted on 22 and 23 September. Recommendation: That the Draft Financial Statements for the year ended 30 June 2015 be noted and made available for Auditing by Crowe Horwath Auswild. Comment The Draft Financial Statements for 2014/2015 have been distributed to Councillors separately. The 2014/15 Financial Statements are in Draft pending the Audit scheduled to be conducted by Crowe Horwath on 22 and 23 September. Pending any adjustments during the Audit, a surplus result is reported in net operating result from continuing operations (including capital contributions) of $914,000 for the year ended 30 June 2015. The net operating result for the year before grants and contribution provided for capital purposes is $69,000. The Auditor’s Report and Financial Statements will be presented to the November Council Meeting prior to being available to the public for comment. 13.05 FINANCIAL ASSISTANCE GRANTS

File No: Grants & Subsidies/Grants/FAG’s Author: Alan Cairney, General Manager Summary Correspondence has been received from Local Government NSW and from the Australian Local Government Association seeking Council’s support for a National advocacy campaign to have the freeze on indexation of Federal Assistance Grants lifted sooner than three years. Recommendation: That Council:

1. Acknowledge the importance of federal funding through the Financial Assistance Grants program for the continued delivery of Council services and infrastructure.

2. Acknowledge that the Council will receive $2,369,294 in 2015/2016.

3. Will ensure that this federal funding, and other funding provided by the Federal Government under relevant grant programs, is appropriately identified as Commonwealth grant funding in Council publications, including annual reports.


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Comment A copy of correspondence received from Local Government NSW and the Australian Local Government Association FOLLOWS for Council’s information. Financial Assistance Grants (FAG’s) provide a vital source of funding for Local Government. For the 2015/16 financial year this funding consists of a general purpose component of $1,496,001 and a local roads component of $873,293. The general purpose component is untied and can be utilised for essential community infrastructure projects In 2014 the Federal Government decided to place a three year freeze in the indexation of FAG’s at their current level until 2017/18 financial year. This will result in a permanent reduction in the FAG’s base by 13%. The Australian Local Government Association is asking all Council’s to pass a resolution acknowledging the importance of the grants in assisting Council’s to provide important community infrastructure. Council’s are also being asked to acknowledge receipt of FAG’s from the Commonwealth in media releases and Council publications, including our Annual Report. This will assist in promoting the importance and impact of the grants to Local Government.

Notes:


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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 August 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 SEPTEMBER and OCTOBER For the September Ordinary Meeting there will be an Election for the Mayor and Deputy Mayor and also appointment of Councillors as Delegates to External Organisations. Council will also review its Section 355 Committees and Working Parties. On 27 August a Community Meeting was held with residents/ratepayers from the Stratford Downs Estate (Shakespeare Ave and On Avon) about the levying of the Town Improvement Special Rate. The outcome of the Community Meeting was a commitment to report to this Council Meeting to “remove” the Special Rate for 2015/2016. Further work is planned for residential and industrial subdivision developments, property related matters, and also in finalising some positions vacant and also determining staffing requirements for additional works activities associated with the Local Infrastructure Renewal Scheme and RMS Contract work. Improvements are being made to reporting to Council Meetings to include more detail about the impacts on the Delivery Program and Operational Plans, in addition to financial impacts. 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. Minute Number Summary/Progress18 August 2015 ORDINARY COUNCIL MEETING 05 180815 Performance Review documents updated and provided to LG Management

Solutions – Mid Term Review scheduled for 17 September 10 180815 Policy Reviews noted 14 180815 Community Meeting held on 27 August, and Report Item to Council Meeting 20 180815 see Confidential Report to Council Meeting about Property Matters 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.


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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 3. LEGAL ACTION and CONSULTANCIES Since the last Council Meeting the following new commitments have been made for legal work or consultancies: Valuation – Abercrombie Rd for surplus road reserve. Estimate $750 Survey Work – potential residential subdivision. Estimate $2,500 Liquid Trade Waste Documentation – required for LTW Policy. Estimate $10,000 Water/Waste Water Submission – professional services to assist with submission. Est $5,000 Legal Opinion – Bird Legal about the Swimming pool Roof Enclosure Tender/Contract Est. $1k 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) These details are for July and August. Recruitment Mr Brad Pascoe has commenced as Finance Coordinator. The role of Management Accountant has been advertised. Recruitment for permanent Labourers and casual Truck Drivers and Plant Operators is also underway. The permanent Labourers replace a number of positions left vacant due to resignations, retirements and internal movements. An Internal recruitment for Town Maintenance & Waste Control Operator is expected to be filled during this month. A resignation was received by the Library Trainee and a review of staffing requirements at the Library will be carried out before any recruitment takes place. Training Jane Nichol completed her Traineeship in Certificate IV Business Administration. The following training was undertaken in July Chainsaw Training – various Works staff, delivered onsite by Mal Hall. Electrical Test and Tag, Works staff Rapid Plan – Traffic Management Software Future training includes Advanced Treatment of Waste Water, Office of Water – Nowra Prepare a Workzone Traffic Management Plan, Centroc – Orange Readers Advisory Seminar, State Library NSW – Sydney Seniors in Focus, State Library NSW – Sydney Drinking Water Guidelines, Atom Consulting – Orange Advanced Diploma Engineering, residential school and exams – Orange and Toowoomba


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WORKPLACE HEALTH AND SAFETY Incidents/Injuries No incidents were reported during August 2015. DAYS WITHOUT LOST TIME BECAUSE OF INJURY Department/work area 30 June 2015 31 August 2015 Administration 221 252 Works 131 161 Library 239 270 OVIC 1089 1120Workshop 806 837 Meetings/training attended Each Wednesday - meeting with GM 1 Aug – WHS induction for new Finance Manager, including WHS responsibilities for supervisors 2 Aug - construction site safety audit at swimming pool 3 Aug – meet with WED, Works Overseer and EPA discussing procedures for roadside weed spraying. Our Notification documentation was approved by EPA 4-5 Aug – joint project with Blayney & other Councils for Asbestos Assessment Tender 9 Aug – StateWide visit to review Swimming Pool Operations Manuals and conduct Risk Assessments 11 Aug – StateWide Regional Risk Manager visited and met with GM, EC and WHS/RM to discuss our RMAP for the past year and set goals for the future 11 Aug – JLTA delivered Insurance Summary for 2015/16 12 to 28 Aug – WHS/RM on leave 31 Aug – Received StateCover report on our current status with Workers Compensation Claims 31 Aug – received advice that CENTROC WHS/RM Group have been awarded a StateWide Mutual commendation for excellence in Risk Management projects Upcoming meetings/events 31 Aug – WHS induction for Finance Coordinator, including WHS responsibilities for supervisors 1 Sept – Construction Site Safety Audit at Oberon Swimming Pool 8 Sept – CENTROC WHS/RM group meeting in Orange 9 Sept – StateWide review Swimming Pool Operations manuals and conduct risk assessments 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 August advertising and information. This included

the Mayoral Column, Road Works updates and Library News.

Articles included – Plant Tenders, Swimming Pool Roof Enclosure Update, Positions Vacant Outdoor Works Area and Management Accountant Role, Community Meeting with Stratford Downs Estate Residents, Determinations July 2015 and September 2015 Council Meetings

Weekly “What’s On?” newsletter issued to Councillors each Friday during August Oberon Youth Council Meeting – 4 August Council Volunteers for Meals on Wheels Update – 5 August Australia Day Working Party Meeting – 7 August Seniors Welfare Committee Meeting – 10 August Councillor Informal Briefing – 11 August Centroc Board Meeting – Parliament House Canberra – 12 August


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Ordinary Council Meeting – 18 August RFS Incident Management Training (attended by Sarah-Jane Holland) – 19 August Tourism Stakeholder Meeting, Leura – 24 August OBTA Meeting – 26 August Community Services Committee Meeting – 27 August Community Meeting – Stratford Downs Residents re Town Improvement Levy – 27 August Heritage Committee Meeting – 31 August VISITOR INFORMATION CENTRE VISITORS for August 2015 Domestic 666 International 42 TOTAL: 708 MAJOR TOURISM REQUESTS for August 2015 77 Roads and Directions 68 Accommodation Enquiries for August and 19 for camping 63 Fossicking 56 Mayfield 48 Jenolan Caves 39 Kanangra Walls 36 Snow/Weather MAIN EVENTS for August included: Hungry Hare Pop Up Restaurant – 1 August Bathurst Chamber Orchestra – a Mitchell Conservatorium Ensemble Truffle Hunts – 1 August and 8 August Music on Mount David Concert – 23 August 56th Annual Burraga Sheep Show and Country Fair – 29 August ADMINISTRATION and OTHER ACTIVITIES A review of the content of the Website is in progress. Although most of the existing content successfully migrated across to the new website drivers there were some issues with some data that had been updated reverting back to old content. The review has been expanded to update a lot of old out of date information and freshen up the website. This will continue as time permits over the coming weeks. The implementation of the new Infocouncil Business Paper software has been put on hold pending Civica migrating our systems over to the new cloud environment. This project is now nearing completion. With Spring here enquiries for Open Gardens and Mayfield Garden are increasing. The Daffodil Fairies have given the Visitor Information Centre a Spring makeover and there are daffodils popping up everywhere – even on the windows. Central West Lifestyle magazine representatives met with Mayor Kathy Sajowitz, General Manager Alan Cairney, Executive Coordinator, Sharon Swannell as well as OBTA Representatives Tim Charge and Don Capel to discuss a proposal to feature Oberon and Lithgow in the Autumn 2016 Edition of the Magazine. This proposal is currently being considered in consultation with Lithgow City Council.


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6. COMMUNITY ACTIVITY, REGIONAL ISSUES and OTHER MEETINGS (August 2015) The following is a summary of meetings attended by the General Manager. August 3 Mayor Clr Kathy Sajowitz and Clr Deputy Mayor Kerry Gibbons meet with Paul Toole MP

5 meet with Rodger Powell consultant for Destination NSW about Regional Tourism 5 meeting with Pat Bird, Ray White Emms Mooney about property matters 6 Oberon Local Government Golf Day planning meeting

6 Oberon Golf Club – First Friday of the Month Dinner 10 Seniors Welfare Committee

11 Councillor Informal Briefing Session- apology

12 attended Centroc Board Meeting at Parliament House, Canberra with Mayor 14 with WED meet with ULSC at Abercrombie River border with Oberon Council 17 with Mayor and Clr Gibbons meet with developer of proposed Large Lot Subdivision

18 Oberon Council Meeting

19 Oberon Rugby League Football Club Board Meeting 20 meet with USU Local Organiser Shane Reece and staff delegate Joe McDermott

24 Regional Tourism Stakeholder Meeting in Leura, with Mayor Clr Sajowitz 25 with WED meet with adjacent landowners about proposed sale of surplus road reserve 26 Oberon Business & Tourism Association

27 with H&BM, and WED meet with developed of proposed Large Lot Subdivision

27 Community Services Committee 27 attended Community Meeting about Special Rates for the Stratford Downs Estate 21 Heritage Committee Meeting

During August there were also meetings with individual residents/ratepayers of the Stratford Downs Estate about the levying of the Town Improvement Special Rate. 7. PROPERTY MATERS A Confidential Report will be submitted to the Closed Session about potential residential development opportunities. A Sales Instruction has been issued for the remaining unsold Lot in the Tasman Estate. Work is progressing to get ready for sale the Residential Lots in Edith Road and Dudley Street. A Sales Instruction has been issued for one of the “undeveloped” Lots in the Albion Estate Industrial Subdivision. Work is progressing to register the whole of the residual land within the Subdivision to better facilitate marketing, promotion and therefore sales of industrial land.

Notes:


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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 August and September and provide information on statistics of work that has occurred in August. Recommendation: That report item 14.02 is received as information. Comment 1. Planned Activity for August and September SWIMMING POOL ROOF ENCLOSURE – work has been substantially completed on Stage 1 with landscaping and internal works planned to be completed prior to the start of the Swim 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 Oberon Waste Landfill. Bob Bailey (consultant) in consultation with staff is 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 completed within the next 3 months, with Councillor Workshops being scheduled during October and November. The current Contract for the Oberon Kerbside Waste Collection is due to expire in October and therefore a new Tendering process will be arranged. QUARRY DEVELOPMENTS – two separate applications have been lodged relating to Designated Development for Quarries. One is for a small operation on Lowes Mount Rd and is currently on Public Exhibition. The second is an expansion of an existing operation on Sewells Creek Rd. LARGE LOT RESIDENTIAL SUBDIVISION – Public Exhibition for a 254 Lot Subdivision has now ended. 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. A meeting has been organised with the concerned Government authorities in an attempt to finalise the matter. COMPLIANCE – Recently concerns have been raised and investigations have been undertaken in relation to pigs (free range and feral). These have not been concentrated in any particular area with investigations being undertaken at Isabella, Edith and even around Oberon. Staff are working with landowners to make their responsibilities known coming into the Spring.


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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 August 2015 Draft Waste Strategy being developed

Matter ongoing15190515 Hargraves Quarry Extension

Outcomes forwarded to DPE Response to Submissions Report sent to Council for consideration August 2015 Draft condition submission made in September

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. Application approved 27 August 2015

Matter Closed13 180815 Planning Proposal Oberon LGA

Oberon LEP 2013 Planning Proposal – Boundary Adjustments Matter has been referred to DPE for instruction

Matter Ongoing 3. Determinations The following Applications and Certificates were determined in August 2015

Type of Application/Certificate Number Approved

Development Applications 8

Construction Certificates 5

Complying Development Certificates 0

Section 68 Applications 5

Subdivision Certificates 0

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

10.2015.53.1 Storage Buildings 71 Hawken Street, OBERON 10.2015.41.1 19.2015.21.1

Retrospective farm shed and On-Site Waste Water System

316 O’Connell Plains Road, O’CONNELL

11.2007.132.2 Access to proposed Lot 1 53 O’Connell Plains Road, O’CONNELL

10.2015.45.1 11.2015.45.1 Shed 13A Oberon Street, OBERON 10.2015.46.1 11.2015.46.1 19.2015.22.1

Dwelling and On-Site Waste Water System

2900 Beaconsfield Road, WISEMANS CREEK

19.2015.30.1 Approval to operate On-Site Waste Water System 188 Purdons Lane, O’CONNELL


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10.2015.51.1 11.2015.51.1

Carport 18-20 Tarana Crescent, OBERON

10.2015.38.2 Modification – to install toilet and hand basin in shed

1778 Mutton Falls Road, O’CONNELL

10.2014.94.1 20.2015.9.1


10 Links Close, OBERON

10.2015.58.1 11.2015.58.1 19.2015.32.1


1800 Abercrombie Road, BLACK SPRINGS

Copies of determinations are available for inspection at Council’s Administration Centre. Total fees for applications during August 2015 were $14,640.13. The year to date income is $31,278.88 which is 31.6% of the total income ($99,000) estimated and is 6.8% ahead of monthly predictions. 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

50

100

150

200

250

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 August the following Certificates were issued:

CERTIFICATES

NUMBER ISSUED

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

20

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

11

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

5

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 August 2015

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

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

TYPE OF INSPECTIONS NUMBER

Building Inspections 19

Food Inspections 2

Environmental Inspections (Air, Noise and Water Pollution) 0

Subdivisions Certificate Inspections 0

Complaints (Including Animal Control) 5

Building Maintenance Inspections 14

7. Swimming Pool The 2015/16 Swim Season begins on 7 November 2015. Construction of the Swimming Pool Roof Enclosure will be completed prior to the 2015/16 swimming season. 8. Waste The FREE voucher scheme has now been finalised with the community to receive their vouchers early next week. Together with this scheme a FREE tip day has been earmarked for 20 September and also a heavy item kerbside pickup in October. Staff have reported continual good use of the recycling centre in North Street as well as at the Solid Waste Landfill.

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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9. EXTERNAL MEETINGS ATTENDED BY THE PDD DIRECTOR DURING AUGUST 17 August Department of Planning & Environment – SEPP Review Committee

18 August Paul & Bonnie Hennessey – Development at Macquarie

19 August Grant Thornton – Risk Management Audit

20 August Craig Flemming – Contamination Central

26 August Paul & Bonnie Hennessey – Development at Macquarie

28 August Netwaste Forum – Wellington 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 August 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: Maintenance grading is scheduled for:

Keith Armstrong Rd Arkstone Rd Emden Vale Rd Isabella Rd Connection Rd Knapsack Rd Brass Walls Rd Hinton’s Rd Greywacke Rd Gough’s Rd Murrays Lane Grady’s Lane Gibbons Lane

Continue with 2015/2016LIRS $1.2M Gravel Re-sheeting & Pavement Improvement Program.

Work on Hazelgrove Rd and Carlwood Rd is scheduled for September. Drainage remediation and heavy patching repair of a section of failed pavement on

Abercrombie Rd (western side) of Beaconsfield Rd intersection. Drainage work on roads at the Jenolan Caravan Park and the Oberon Pool Complex. Winning of gravel at Jerrong Pit for use in gravel re-sheeting at Wrens Nest Rd, Jerrong Rd

and Gorman’s Lane. Reconstruction of approx. 100m of Abercrombie Rd at Black Springs. Advanced preparation

has already involved shoulder widening, drainage extensions in readiness for asphalt overlay on the intersection, now scheduled for the 15 September 2015.

Fixing Country Road works are to commence on Beaconsfield Rd & Sewells Creek Rd in October. Work will include culvert drainage widening, roadside vegetation removal and widening in various forestry road intersections.


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2. ACTIONING COUNCIL DECISIONS The actions resulting from the August Council Meeting to be done by the Works and Engineering Director is summarised below: Resolution Number Summary/Progress 06 210715 provide services and drainage to land on Edith Rd/Prince St.

Work in Progress. 07 210715

discussion with landowner downstream of Campbells River. Has not commenced

11 210715 Arkstone Road - improve the sight distance Completed.

16 210715 transfer of Public Crown Road Completed.

3. WORKS ON LOCAL ROADS, BRIDGES, PARKS AND SIGNIFICANT PRIVATE WORKS WISEMANS CREEK CROSSING – The road is complete and the guardrails have been installed. . Sealing is scheduled for more preferable weather conditions envisaged for late September. MAINTENANCE GRADING has been carried out on the following roads:

Felled Timber Rd Brass Walls Rd Bald Ridge Rd Wrens Nest Rd Moss Grove Rd Soldiers Hill Rd Howe’s Rd Schumachers Rd

GRAVEL RESHEETING has been carried out on the following roads:

Gingkin Valley Road Baileys Lane

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

Beaconsfield Rd Hazelgrove Rd

MISCELLANEOUS WORKS

Site distance clearing has been carried out on Arkstone Rd Cleaning out of the drains out the front of Borg on Lowes Mount Rd At the Oberon Pool Complex work was carried out to install new ramps inside the complex

and to lower sewer and stormwater drains and remove gardens, in preparation for the new footpath and landscaping.

Footpath repairs were carried out at Richards Park and The Common. Underground services were located in preparation for works to commence at Tilsbury Lane

and Lowes Mount Rd Mowing, pruning and ground maintenance has continued at various parks and gardens, and including tree pruning along town streets and lanes. Maintenance of the grounds at Burraga Park and the Burraga streets has recently been completed. The Leagues Club and Recreation Grounds have now been fertilised leading up to spring. Repairs were arranged to play equipment at the Adventure Playground at The Common.


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PRIVATE WORKS – The Low Loader undertook 3 private works during August. The grader worked on two private driveways and the truck wash was used. The total value of private works was $1451.50. 4. WORKS FOR ROADS AND MARITIME SERVICES (RMS) RMCC - Routine maintenance works were undertaken on O’Connell Rd and Duckmaloi Rd. This work involved road patching and guardrail repair work. RMS has advised that funding will be made available for works along O’Connell Rd at the O’Connell Avenue of trees. The works are scheduled to begin after Remembrance Day in November and will involve work on approximately 700m of road. RMS is currently considering our proposal to undertake work on MR54 at Trunkey. Work will involve widening on both sides by 2.5m, with the cost estimated at $929,000. 5. WORKS ON TOWN IMPROVEMENTS During September & October it is expected to undertake the following tasks: Trenching for the Installation of power cables and new lights to be installed along North Street (adjacent to Recreation Oval) will commence August 2015. Removal of woody weed and overgrown vegetation matter within the top area of Oberon Common. Soiling and seeding at The Reef facilities. As part of a water meter replacement program, new water meters have been delivered and installation of these will commence soon. Installation of pipes to underground the stormwater along Lowes Mount Road. 6. ROAD INSPECTIONS The following roads were re-inspected or made safe in June:

Road Name Starting From Going To

Date of

Inspection Hazard Type

Re‐Inspection

Date

Make Safe or

Repaired

Nupiers Rd Wrens Nest Rd The End 21/08/2015

Potholes; Road

Surface n/a n/a

Felled Timber Rd Abercrombie Rd The End 21/08/2014 Potholes 4/08/2015 4/08/2015

Baileys Lane Duckmaloi Rd The End 3/12/2014

Other (weeds on

road) 12/08/2015 12/08/2015

Moss Grove Rd Burrage Rd Forestry 30/10/2014

Potholes; Rutting;

Road Surface n/a 13/08/2015

Soldiers Hill Rd Beaconsfield Rd Mayfield Rd 3/06/2015

Potholes; Road

Surface 18/08/2015 18/08/2015

Wrens Nest Rd Abercrombie Rd The End 4/08/2015

Potholes; Road

Surface; Other

(shoulder

drainage) 18/08/2015 18/08/2015

Nupiers Rd Wrens Nest Rd The End 4/08/2015

Potholes; Road

Surface 19/08/2015 19/08/2015

Phills Falls Rd Mount Olive Rd The End 28/07/2015

Potholes; Road

Surface 21/08/2015 21/08/2015

Titania Rd Edith Rd Duckmaloi Rd 30/07/2015

Potholes; Shoving

or Failures; Other

(drainage) 29/08/2015 29/08/2015

Edith Rd Oberon St

Kanangra

Walls Rd 30/07/2015

Shoving or

Failures; Potholes;

Edge Drop 29/08/2015 29/08/2015


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7. HEAVY PLANT MAINTENANCE The following plant was serviced during the month of August:

Repairs to heavy earthmoving plant were:

Repairs to RFS Plant were:

Workshop staff also assisted in cutting the steel beams on the old Mayfield Rd crossing. Delivery was taken of a new wood chipper on 20/08/2015 as well as a new tilt bucket for the mini excavator. The Low Loader and Grader tenders closed on 25/08/2015 and are currently being assessed. 8. GRANT SUBMISSIONS The WED submitted applications to obtain maximum funding of $10,000 to assist with this year’s line marking program through the ‘West Traffic Efficiency Program. The WED submitted the Restart NSW Water & Waste Water Backlog application to NSWS Office of Water for the upgrade of the Oberon Sewerage Treatment Plant.

DATE PLANT KMS/HRS

10/08/2015 # 73 ‐ TOYOTA RAV 4 80000 KMS

11/08/2015 # 1 ‐ CAT 12M GRADER 2000 HRS

13/08/2015 # 64 ‐ TOYOTA PRADO 20000 KMS

14/08/2015 # 8 ‐ CAT 324DL EXCAVATOR 2750 HRS

17/08/2015 # 42 ‐ ISUZU / PAVELINE 5000 KMS (TRACSERV ORANGE)

17/08/2015 # 85 ‐ FORD RANGER 2X4 30000 KMS

17/08/2015 # 63 ‐ TOYOTA PRADO 30000 KMS

18/08/2015 # 86 ‐ TOYOTA HILUX 2X4 20000 KMS

26/08/2015 # 91 ‐ ISUZU CREW CAB 2X4 150000 KMS

28/08/2015 # 24 ‐ CAT CS563E ROLLER 6250 HRS

DATE PLANT DESCRIPTION OF WORK

3/08/2015 # 8 ‐ CAT 324DL EXCAVATOR REPAIR TILT BUCKET TOP PLATE

5/08/2015 # 7 ‐ CAT D7R DOZER REPLACE HYDRUALIC HOSE / WHALANS PIT

5/08/2015 # 2 ‐ CAT 12H GRADER FIT NEW DISC PLATES TO PARK BRAKE

6/08/2015 # 90 ‐ FORD RANGER 4X4 REPLACE PARK BRAKE CABLE

7/08/2015 # 23 ‐ CAT CS563E ROLLER FIT NEW FUEL LIFT PUMP

7/08/2015 # 50 ‐ WESTERN STAR TRUCK NEW STEER TYRES FITTED

11/08/2015 # 62 ‐ MITSUBISHI TRITON 4X4 NEW ENGINE FITTED ( WARRANTY ‐ CLANCY MOTORS)

13/08/2015 # 54 ‐ MACK TIPPER BROKEN TAIL LIGHT HOUSING

14/08/2015 # 8 ‐ CAT 324DL EXCAVATOR FIT NEW CUTTING EDGE ON TILT BUCKET

19/08/2015 # 41 ‐ FUSO WATER CART REPLACE HORN MECHANISM BEHIND STEEING WHEEL

19/08/2015 # 7 ‐ CAT D7R DOZER REPLACE HYDRUALIC HOSE ON RIPPERS / WHALANS PIT

28/08/2015 # 9 ‐ CAT 324DL EXCAVATOR REPLACE HYDRAULIC HOSE TO QUICK HITCH

DATE VEHICLE DESCRIPTION OF WORK

3/08/2015 BFO 2625 ‐ BLACK SPRINGS CAT 1A SERVICE

7/08/2015 BFO 6054 ‐ OBERON CAT 7 PARK BRAKE FAILURE ‐ (WARRANTY TRACSERV ORANGE)

10/08/2015 BFO 1601 ‐ BLACK SPRINGS PC SERVICE / NEW BATTERY / 4X TYRES / NEW REVERSE LIGHT FITTED

14/08/2015 BFO 0517 ‐ OBERON CAT 1 REPAIR OIL LEAK ON ENGINE

19/08/2015 BFO 6055 ‐ BLACK SPRINGS CAT 7 SERVICE / FIT NEW MECHANICAL SEAL TO PUMP


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9. ATTENDING EXTERNAL MEETINGS The Works and Engineering Director attended the following:- 03/08/2015 Meeting with Highland Pine Products representatives regarding the water

reticulation systems failure on 9 July 2015. 03/08/2015 EPA Meeting Roadside Spraying Practices 07/08/2015 RMS (RMCC) Progress Meeting 11/08/2015 Toyota Fleet Management 13/08/2015 RFS Mayfield Fire Shed Meeting 14/08/2015 ULSC Abercrombie Bridge Replacement Meeting 19/08/2015 RFS Incident Management Exercise Oberon RFS Control Centre 20/08/2015 EPA Contaminated Land Management Framework Forum - Oberon 28/08/2015 Heavy Vehicle Coordinator Meeting - Oberon The Project Engineer attended the RMCC PEG meeting in Dubbo on 18/08/2015. 14.04 MONTHLY ACTIVITY REPORT – FINANCE & COMMUNITY SERVICES

File No: Governance/Meetings/Ordinary/September 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 August 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 September and October include: LCT Board Meeting Procurement Working Party 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: 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. Councillor Ian Doney – Request dated 18 August 2015 requesting a Legal Fees report. This information is included as a separate report. 3. FINANCE During July the Finance Team were completing end of year processes and procedures to ensure that Financial Statements are completed in time for the External Audit in September.


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Brad Pascoe commenced as the Finance Coordinator on 31 August. He comes to us from the Walgett Council and has worked in Local Government for almost 14 years. 4. INFORMATION TECHNOLOGY The new Cloud Environment for the Citrix platform is progressing well. We are looking to test on site in late September with migration in early October. The IT/GIS Coordinator and F&CS Director continue to develop an IT Strategy. The Strategy has been split into 3, 6 and 12 month sections and some items will need a budget allocation. Some of the topics we will cover include, the new Cloud Environment; Server review/capacity; IT Procedures; United Communications Tender evaluation; Back up and Disaster Recovery; Public water pump and card integration; staff training; security; inventory of systems and hardware; as well as hardware refresh as Council’s equipment ages. 5. GRANTS UPDATE Grant Submissions August was a very busy month for grant application submissions. The following table summarises all current grant submissions which are pending a decision.

External Grants: Submitted Details/Description of Project Grant Program Amount

07 Aug 2015 Upgrade Facilities Burraga Sport & Rec Club

Community Building Partnerships

$10,000

07 Aug 2015 Canteen upgrade Recreation Ground - Oberon Soccer Club


$1,222

07 Aug 2015 Kitchen Upgrade at Oberon Showground - Trust


$12,488

Internal Grants

Submitted Details/Description of Project Grant Program Amount

07 Aug 2015 Redevelopment of Oberon Swimming Pool Forecourt


$15,000

25 Aug 2015 Fish River Restoring Habitat through Best Practice Noxious Weed Management - Hassall Park

Waterway Values Local Govt. Incentives

$10,000

26 Aug 2015 Seniors Week 2016 Cinema for Seniors

Seniors Week Grants $1,000

18 Aug 2015 Landfill Environmental Improvement Grants - Oberon Waste Facility

EPA Waste Less Recycle More Total Project Cost ($455,874)

$102,365

28 July 2015 Abercrombie Rd Paling Yards Abercrombie River

Black Spot Rd Funding RMS $1,176,500

28 July 2015 Abercrombie Rd Hanrahan’s Lane

Black Spot Rd Funding RMS $2,201,000

31 Aug 2015 Upgrade of Sewage Treatment Works

Regional Water and Waste Water Backlog Restart NSW Total cost $12 million

$6 million over 5 years


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Grant Applications in Progress Green Army funding for environmental projects weed clearing and replanting with native species

at the Oberon Common, Kings Stockyard Creek Reserve, Reef Reserve Lake Oberon Country Arts Support Program (CASP) for a Random Weaving Workshop with Harriett Goodall. Regional Flagships Events Program from Destination NSW. An expression of interest has been

prepared for the Heritage Steam & Vintage Fair for assistance with promotion and marketing. Habitat Action Grants Recreational Fishing Trust. An application for funding to clear willows and

replant with native species on privately held land adjacent to Hassall Park O’Connell is being prepared subject to landholders consent. This project will be an ideal addition to the Waterways Values project at Hassall Park. Grants are available up to $40,000.

6. COMMUNITY SERVICES LIBRARY SURVEY We conducted a Survey of community members and visitors to the Oberon Library to look at areas such as why people visit our Library; the age of visitors; what they like most; and how we could improve our services. We had only 55 responses to the Survey and the results are summarised below:

- Average number of visits: once per fortnight - Average time spent during a visit: 15-30 minutes - Customer Service: good - Collection (books, DVDs, etc.): good - Programs/events: good - Library facilities: excellent - Hours of Operation: excellent - Overall rating of Library: good.

10%

35%

33%

6%

16%

How often do you visit the Oberon Library?

Daily

Weekly

Fortnightly

Montly

Twice a year


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From the results received, we are satisfied that we provide a relaxed and pleasant environment for visitors of all ages and will look to enhance the availability of technology in the Library environment. We can conclude from the Survey that Council is providing the community with a good service relative to the size of our Library. OBERON YOUTH COUNCIL Western Regional TAFE will be attending the next OYC Meeting on 3 October to give a presentation on careers and training at TAFE. This is an open meeting and other Oberon Youth community members are welcome to attend. The OYC held a Father’s Day Raffle and Sausage Sizzle on Saturday 5 September and raised $534. The Councillors are appreciative of the donations provided by local community members and businesses for this fund raiser. Prizes included: Mitre 10 gift voucher Stihl Package from Rural Farm Suppliers $30 meat tray voucher from Barkers Butchery Rainbow Trout Restaurant Dinner voucher from Oberon RSL Free wheel alignment from Wills Tyre Centre valued at $77 A Fishing pack 6 hours Handy Man work from The Black Springs Handy Man Darryl Lea Fathers Day Pack OBERON MEALS ON WHEELS The Community Services team are providing Coordinator assistance 5 days per week until 31 October while Bathurst Meals on Wheels recruit a permanent Coordinator.

25%

37%

32%

4%

2%

What is your average visit to the Oberon Library?

0‐15 mins

15‐30 mins

30 ‐60mins

1‐2 hours

2‐3 hours


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14.05 STATEMENT OF INVESTMENTS

File No: Financial Management/Investments/Register/September 2015 Author: Lynette Safranek, Finance & Community Services Director Summary Reporting the Statement of Investments as at 31 August 2015. Recommendation: That report item 14.05 is received as information. Comment Interest accrued on investments for the month of August came to $45,951.38 with an average interest rate of 2.90% performing above the 90 day Bank Bill Swap Rate of 3.21%. Interest receipted for the month of August on Term Deposits matured totalled $38,920.28. The Reserve Bank of Australia (RBA) kept interest rates on hold at 2% for a record fourth month. China is taking measures to regain control of their market. Several journalists have apparently been arrested for publishing commentaries that questioned the level and stability of the stock prices and thence started the sell off panic in the Chinese stock market.

At 31 August 2015 $11,200,000 was invested, as shown on the following Statement. Investment movements in August saw the maturity of three deposits with Arab Bank and NAB, with four new deposits made with AMP and NAB.

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 31/08/2015

Cash at Call

CBA Business Online Saver 31/08/2015 162,883.46

CBA Business At Call 31/08/2015 923,154.70

NAB Business Online Saver 31/08/2015 420,500.15

Total $1,106,538.31

Active Term Deposits

Arab Bank 13/01/2015 3.45% 11/08/2015 -

National Australia Bank 15/01/2015 3.49% 25/08/2015 -

National Australia Bank 27/01/2015 3.42% 25/08/2015 -

AMP 10/02/2015 3.30% 18/08/2015 -

Wide Bay Ltd 24/02/2015 3.05% 8/09/2015 500,000

Arab Bank 7/04/2015 3.15% 22/09/2015 500,000

Bank of Sydney 10/04/2015 3.05% 6/10/2015 500,000

IMB 19/05/2015 2.75% 20/10/2015 500,000

Rural Bank 28/05/2015 2.90% 3/11/2015 500,000

Rural Bank 28/05/2015 2.90% 17/11/2015 500,000

Bank of Queensland 2/06/2015 3.00% 2/01/2016 500,000

People's Choice 24/06/2015 2.85% 16/12/2015 500,000

Bankwest 10/07/2015 2.85% 8/10/2015 500,000

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

NAB 20/07/2015 2.96% 19/10/2015 500,000

NAB 20/07/2015 2.99% 20/01/2016 500,000

NAB 20/07/2015 2.94% 19/07/2016 500,000

NAB 20/07/2015 2.94% 20/01/2017 500,000

NAB 20/07/2015 2.95% 20/02/2017 500,000

NAB 20/07/2015 2.95% 20/03/2017 500,000

AMP 12/08/2015 2.90% 11/02/2016 500,000

AMP 18/08/2015 2.90% 18/02/2016 500,000

National Australia Bank 25/08/2015 2.90% 3/04/2016 500,000

National Australia Bank 25/08/2015 2.90% 22/03/2016 500,000

Total $10,500,000

FIIG Securities - Octagon 25/10/2005 0.00% 30/10/2015 700,000

Total $700,000

Total Investments $11,200,000


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Investment movements in August 2015 saw the maturity of deposits with Arab Bank, AMP, and NAB, with a total of $38,920.28 interest received.

Arab Bank 13/01/2015 3.45% 11/08/2015 $500,000 9,924.66

National Australia Bank 15/01/2015 3.49% 25/08/2015 $500,000 10,613.42

National Australia Bank 27/01/2015 3.42% 25/08/2015 $500,000 9,838.36

AMP 10/02/2015 3.30% 18/08/2015 $500,000 8,543.84

Total $1,500,000 $38,920.28

The following new deposits were made with AMP and NAB:

AMP 12/08/2015 2.90% 11/02/2016 $500,000

AMP 18/08/2015 2.90% 18/02/2016 $500,000

National Australia Bank 25/08/2015 2.90% 3/04/2016 $500,000

National Australia Bank 25/08/2015 2.90% 22/03/2016 $500,000

Total $2,000,000

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 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 August 2015. Recommendation: That report item 14.06 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: 31/08/2015 – 62.65% 17/08/2015 – 60.20% 10/08/2015 – 60.01% 03/08/2015 – 59.81%


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2. WATER CONSUMPTION kL FROM STATE WATER 01/08/2015 – 02/08/2015 = 4.50ML 03/08/2015 – 09/08/2015 = 12.75ML 10/08/2015 – 16/08/2015 = 13.20ML 17/08/2015 – 23/08/2015 = 12.50ML 24/08/2015 – 30/08/2015 = 12.69ML 31/08/2015 = 2.10ML The total consumption of raw water consumed from State Water is 57.74 ML for August. August Average Daily Consumption for Oberon Township 57.74ML/31 Days = 1.86 ML 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 August 2015. 4. SEWER PLANT – WEEKLY PLANT kL INTAKE FOR TREATMENT OF WASTE WATER 01/08/2015 – 02/08/2015 = 2625KL 03/08/2015 – 09/08/2015 = 11088KL 10/08/2015 – 16/08/2015 = 9976KL 17/08/2015 – 23/08/2015 = 8820KL 24/08/2015 – 30/08/2015 = 16375KL 31/08/2015 = 2206KL Total Waste Water Treatment into Oberon STP was 48884KL for August. 5. PLANT FAULTS, UPGRADES AND PRO-ACTIVE MAINTENANCE At the water treatment plant a routine inspection found that the stainless raw water pipe had a leak seeping from it, closer inspection revealed 3 pin holes leaks coming from an existing weld on the pipe. This was repaired by a local contractor. During daily testing it was found that the chlorine levels in treated water were substantially low. An inspection of the dosing pumps found that the diaphragms may be faulty. The manufacturer was contacted and an annual service on all dosing equipment was undertaken on the 24/8/15. Faulty diaphragms were the issue for the chlorine dosing pumps. This had no impact on the water supplied to town as the chlorine residual was still maintained in the reticulation system. Waste Water: At the waste water treatment plant construction of the framework above the active digester tank will commence in the coming weeks. Ongoing work with the new sludge lagoon pump still ongoing, pipework will be ordered in the coming days once it is known what is required. Monthly oil checks have been completed and greasing of the trickling filter arms has been done. Regular maintenance has been undertaken on the pump stations such as clearing rags from well washers, checking inlets are not blocked, checking that pumps are level, as well as giving the wet wells a hose out. Duckmaloi Rd pump station was checked for issues and a water leak was found coming from water meter. This leak was isolated and repaired by the plumbers.


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At the Bounty Street Pump Station it was found that this pump station had no power so contacted electrician to inspect. The power was turned back on but there was still no power to the pumps. Electrician found there was a faulty transformer which needed replacing as well as the warning light which was broken. Work has been completed and now pump station is up and running Hawken Street Pump Station also inspected and no issues were found. 14.07 CAMPING IN SHOWGROUND – LEGISLATIVE REQUIREMENTS

File No: S:\19 Land Use Planning Author: Gary Wallace, Planning & Development Director Summary This report outlines the requirements for the use of any Showground under a Trust arrangement or Crown Reserve as a Caravan Park. Recommendation: That report item 14.07 is received as information. Comment FOLLOWING is a Planning Circular outlining the requirements for a Caravan Park to operate in a Showground or Crown Land Reserve. Both the NSW planning and local government legislation has a role in the regulating the use of land as Camping Grounds and/or Caravan Parks. Approvals are required from local authorities for ongoing use of lands as Caravan Parks and Camping Grounds under State Environmental Planning Policy No 21 – Caravan Parks (SEPP 21), unless prohibited by another plan. This can only occur with development consent of Council. In addition, the operation of a Caravan Park or Camping Ground is an activity requiring Council approval under Section 68 of the Local Government Act 1993 (LG Act) unless excepted by the Local Government (Manufactured Home Estates, Caravan Parks, Camping Grounds and Moveable Dwellings) Regulation 2005 (LG Regulation 2005), other legislation. These exceptions are generally limited to primitive camping areas. Approval to operate a Caravan Park or Camping Ground is usually subject to a condition that the park or ground must be designed, constructed, maintained and operated in accordance with the relevant requirements of the LG Regulation 2005. The Regulations contain requirements for minimum size for a caravan park, dwelling site and camp site sizes, setbacks, roads, utility services, fire hose reels, shower and toilet facilities, laundry facilities, management and other matters. Future Direction 6. NATURAL ENVIRONMENT Strategic Outcomes 6.1 Compliance with environmental legislation and guidelines Action 6.1.1 Provide regulatory services required by EP&A Act 1979 and legislation. Operational Plan or other Plans

Enforcement and education of appropriate legislation limits Councils exposure to litigation. Appropriate information is provided to the community to also minimise risks.


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14.08 ROAD STABILISER INVESTIGATION File No: Author: Chris Schumacher, Works and Engineering Director Summary Councillor Sam Lord submitted a Councillor Request Form during August requesting that information be provided to Council regarding the product poly-com for surfacing dirt roads. Recommendation: That report item 14.08 is received as information. Comment Investigation has been undertaken into the cost benefit of using a Poly-com stabiliser for surfacing dirt roads. The cost to purchase the Poly-com product is approximately $1.30/m2 (incl. GST). From initial investigations into the benefits of applying this product on our gravel road network I understand that this product has dust suppression and binding qualities especially allegedly more so when being applied to high clay content roads, however it is not recommended for use on all road types. To apply this product requires the use of specialised machinery such as pavement stabiliser which adds to the cost of applying the product without grading and compaction costs. Following application of the product roads still require gravel re-sheeting approximately once every five years as the pavement will continue to breakdown, subject to the road base type and number and type of traffic movements. Presently Council have been patch gravel re-sheeting on a more frequent basis, subject to the road and the amount of traffic that frequent. The long term benefit applying a product like Poly-com to local roads would appear to be a very expensive exercise in return of what I believe to be very little longevity benefit, as opposed to continuing to apply gravel on an as required basis. Furthermore, subject to weather and fair wear and tear on the gravel pavement, potholes still develop requiring road surfaces to be reworked, hence breaking the application of this product down further and further each time the pavement requires maintenance grading. The cost of supplying local gravel is still deemed to be more cost effective approach, and will ensure that our roads are not being graded down to level in exceedance of their ability to adequately drain. The ultimate approach is to prioritise roads on a hierarchical basis of importance, vehicle type and use frequency as such to ultimately bitumen seal and extend our sealed road network hence reducing the ongoing maintenance burden.


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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. 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.


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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.

17. CLOSURE OF MEETING The Mayor will declare the meeting closed. The next Ordinary Meeting of Oberon Council will be held on: Tuesday 20 October 2015 commencing at 5.30pm in the Oberon Council Chambers 137 – 139 Oberon Street, Oberon.

150915 agenda and business papers 15 septemer 2015 ... agenda an… · prospectus 2015/16. 10....

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