minutes of the ordinary monthly meeting of lockhart shire ... · ordinary meeting – 19 september...

BUSINESS PAPER

of the Ordinary Meeting

Held 19 September 2016

Our Values: Leadership • Integrity • Progressiveness • Commitment • Accountability • Adaptability

The Prayer

We humbly beseech Thee to vouchsafe Thy blessings on this Council. Direct and prosper our deliberations to the glory and welfare

of the people of this Shire and throughout our country. Amen

The Council’s Charter

A council has the following charter:

- to provide directly or on behalf of other levels of government after due consultation, adequate, equitable and appropriate services and facilities for the community and to ensure that those services and facilities are managed efficiently and effectively

- to exercise community leadership

- to exercise its functions in a manner that is consistent with and actively promotes the principles of cultural diversity

- to promote and to provide and plan for the needs of children

- to properly manage, develop, protect, restore, enhance and conserve the environment of the area for which it is responsible, in a manner that is consistent with and promotes the principles of ecologically sustainable development

- to have regard to the long term and cumulative effects of its decisions

- to bear in mind that it is the custodian and trustee of public assets and to effectively account for and manage the assets for which it is responsible

- to facilitate the involvement of councillors, members of the public, users of facilities and services and council staff in the development, improvement and co-ordination of local government

- to raise funds for local purposes by the fair imposition of rates, charges and fees, by income earned from investments and, when appropriate, by borrowings and grants

- to keep the local community and the State government (and through it, the wider community) informed about its activities

- to ensure that, in the exercise of its regulatory functions, it acts consistently and without bias, particularly where an activity of the council is affected

- to be a responsible employer.

(Section 8(1) Local Government Act, 1993)

File Ref: RS:LA:C70-005 O:\2016-17\General Manager\C70-005 Council Committees General\Business Paper\September 2016\September 2016 Business Papers.doc

14 September 2016 The Mayor & Members Lockhart Shire Council 65 Green Street LOCKHART NSW 2656 Dear Councillors

I wish to advise that the Ordinary Monthly Meeting of Lockhart Shire Council will be held at the Council Chambers, Green Street, Lockhart on Monday, 19 September 2016 commencing at 5.00pm.

Reports are appended for your consideration.

BUSINESS: Opening with a Prayer Apologies Oath and Affirmation for Councillors Election of Mayor and Deputy Mayor Confirmation of Minutes of the Ordinary Meeting 15 August 2016 Leave of Absence Declarations of Pecuniary & Non-Pecuniary Interest Mayoral Minute/Report Urgent Matters Notice of Motion Committee Reports Status Report/Précis of Correspondence Issued Staff Reports

- General Manager - Director Corporate and Community Services - Director Engineering and Environmental Services

Delegates Reports Questions & Statements Consideration of Business in Closed Session Yours faithfully

Rod Shaw GENERAL MANAGER

Lockhart Shire Council Ordinary Meeting – 19 September 2016

Oath and Affirmation for Councillors 1. OATH AND AFFIRMATION FOR COUNCILLORS (GM/C70-005)

Executive Summary Local Government Act now requires Councillors to take either an oath or an affirmation of office at or before the first meeting of the council after the councillor is elected Report The oath or affirmation is required to be taken individually, the form of which is included in the Act. It is also required that details be kept of who has taken the oath of affirmation in our minutes. I will have prepared a certificate which each Councillor can sign and keep as their memento. A copy will be kept for our files. Integrated Planning and Reporting Reference E6.1.1 - Meet all governance and regulatory requirements in the conduct of Council’s operations Legislative Policy & Planning Implications Councillors not legally able to attend Council Meetings until oath or affirmation taken Budget & Financial Aspects Nil. Attachment Nil. Recommendation: That the names of those Councillors completing the oath or affirmation be listed hereunder. Notes:

Election of Mayor and Deputy Mayor

2. ELECTION OF MAYOR (GM/E15-015)

Section 225 of the Local Government Act provides that each Council must have a Mayor elected in accordance with the Act and, in the case of Lockhart Shire Council, the Mayor is now to be elected bi-annually by the Councillors. The Mayoral term is for a period of two years (Section 230(1)). The procedure for the election of Mayor is set out in the Local Government (Elections) Regulation 2005 as follows: Returning Officer 1. The General Manager (or a person appointed by the General Manager). Nomination 2. (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 two 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.

This is page 4 of the Business Paper of the Ordinary Monthly Meeting of the Lockhart Shire Council held in the Council Chambers, Green Street, Lockhart – 19 September 2016.

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(3) The nomination is to be delivered or sent to the returning officer. (This can occur prior to or

at the Council meeting at which the election will be held.) (4) The returning officer is to announce the names of the nominees at the council meeting at

which the election is to be held.

Election 3. (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.

Blank nomination forms have been provided to Councillors in their correspondence folder. Recommendation: That the election of the Mayor be conducted. Notes:

3. ELECTION OF DEPUTY MAYOR (GM/E15-015)

Section 231(1) of the Local Government Act provides that Council may elect a Deputy Mayor. If Council decides to elect a Deputy Mayor, the procedures are the same as for the Mayoral election. Lockhart Shire Council has previously chosen to elect a Deputy Mayor. In anticipation of this practice continuing nomination forms were supplied to Councillors with Mayoral nomination forms. Recommendation: That the election of the Deputy Mayor be conducted. Notes:

Mayoral Minute

Nil.

Mayoral Report

Nil.

Urgent Matters

Nil.


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Notice of Motion

Nil.


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Committee Reports 1. MINUTES OF THE TOURISM/ECONOMIC DEVELOPMENT STEERING COMMITTEE MEETING

(T26-005)

MINUTES OF THE TOURISM/ECONOMIC DEVELOPMENT STEERING COMMITTEE MEETING OF LOCKHART SHIRE COUNCIL HELD AT PLEASANT HILLS HALL ON TUESDAY, 6 SEPTEMBER COMMENCING AT 6.35PM. PRESENT Mrs Raeleen Pfeiffer, Mrs Susan Creek, Mr Colin Wiese, Tourism/Economic Development Officer (Jennifer Connor). APOLOGIES Ms Sandra Johnstone, Councillor Gail Driscoll, Ms Justine Isherwood, Mrs Myra Jenkyn, Mr Greg Smith. LEAVE OF ABSENCE Councillor Derek Douglas (September) PECURINARY / NON PECURINARY INTEREST Raeleen Pfeiffer – Lockhart Shire Tourism Logo CONFIRMATION OF MINUTES The minutes of the Meeting held Tuesday, 2 August 2016, as printed and circulated, be taken as read and confirmed on the Motion of S Creek. 1. Economic Development

Crowe Horwath will be facilitating a workshop to hone in on the more specific actions which Council wishes to take to promote economic development and to determine how it wishes to resource the actions to be taken. The date for the workshop will be set following the local government elections and subsequent council meeting. Members of the Tourism and Economic Development Committee will be invited to attend this workshop. TEDSC members are asked to review the summaries of the community consultation and feasibility information study as disseminated at the August meeting. Recommendation: That the information be noted. Notes:

2. Lockhart Shire Business Excellence Awards The TEDO is working with Rotary to host the inaugural Lockhart Shire Business Excellence Awards. It is proposed nominations/voting will take place in January 2016, with judging to take place in early February, followed by the Awards at the end of February. NSW Business Chamber are happy to provide judges for the Business Awards, and there is also a possibility for the winning businesses to enter in the Riverina stage of the Business Chamber Awards if categories align. Based on this the following categories have been suggested to Rotary: • Young Entrepreneur • Excellence in Small Business • Business Leader. The TEDO has a follow up meeting with the President of Rotary in mid-September to further progress the Awards.


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Recommendation: That the information be noted.

Notes:

3. Free Business Workshops The TEDO is working with Murray Hume Business Enterprise Centre to bring two free business workshops to Lockhart Shire in September and November. The first workshop is to be held in Lockhart on Tuesday, 13 September from 6pm to 9pm. The topic is Understanding and Developing E-Business Strategies, to help all businesses drive revenue through cost effective Internet and social media marketing strategies. The second workshop is Sales Secrets for Small Business to be held in Lockhart on Tuesday, 18 October from 6pm to 9pm. The TEDO is also working with NSW Business Chamber to run a morning event for farm businesses and other small businesses in an effort to bring together a one stop shop of various trade industries which our local businesses deal with such as WH&S, Insurance, etc. The event will be held on Wednesday, 28 September from 9.30am – 11.30am with morning tea and networking around the trade tables at the conclusion. It is important as many people as possible attend these business events to ensure we are included in further opportunities in the future. Recommendation: That the information be noted. Notes:

4. Weekend Sunrise Weekend Sunrise visited the Riverina on 3 September as part of a Riverina Regional Tourism marketing initiative to promote the Taste Riverina Festival and to showcase some of the best experiences the Riverina has to offer. While the TEDO was unsuccessful in securing an airstrip in Lockhart as the broadcasting venue due to distance from Temora Aviation Museum, one of only six available live segments was secured for the Lockhart Sculptures at no cost. The President of the Spirit of the Land Festival accompanied the TEDO to Temora and gave an interview on the morning, with a number of easily moveable sculptures from Lockhart featuring as a backdrop in the broadcast. The live broadcast with the sculptures resulted in very definite visitor spikes on both the Lockhart Shire Tourism and the Spirit of the Land Festivals websites and social media pages. Recommendation: That the information be noted. Notes:


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5. Virtual Touring Route

The TEDO is meeting with relevant council and tourism members in Jerilderie on Thursday, 8 September to further discuss and progress the development of The Drovers Way virtual touring route from Lockhart, Urana, Jerilderie, Conargo and Deniliquin. The response received to the TEDO’s proposal has been very positive. The TEDO will keep the TEDSC updated on progress. Recommendation: That the information be noted. Notes:

6. Destination Riverina Murray Following changes by Destination NSW, Lockhart Shire will now form part of the Riverina Murray network, replacing the existing Regional Tourism Organisation (RTO), Riverina Regional Tourism. The TEDO received an update on the new Destination Networks and has briefly meet with Murray River RTO directors. RRT will be calling a meeting of Riverina based LGAs to discuss how we go forward and work with the new network. It is vitally important that Lockhart Shire retains a voice as a destination for visitors. There are currently discussions taking place regarding the continuance of RRT as a Local Tourism Office working in conjunction with the new Destination Network, which is in line with the direction being considered by other neighbouring RTOs. The TEDO will keep the TEDSC up to date on developments as details become available. Recommendation: That the information be noted. Notes:

7. Lockhart Shire Tourism Logo Following resolution at the August Ordinary Meeting of Council, the TEDO is working on a tourism logo to assist with the branding of Lockhart Shire as a tourist destination. The TEDO has approached local artist Raeleen Pfeiffer regarding the design of the logo and will update the committee on progress at the meeting. Recommendation: That the information be noted. Notes:

8. Town Visitor Information Boards The TEDO is working on new information boards to be placed initially in The Avenue in The Rock and Walter Day Park in Lockhart. Despite the content being replaced regularly, the current information boards are damaged and look very unprofessional. A number of visitors have advised they miss the one in Walter Day Park as they think it is a bus shelter.


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The new information boards will be easy to see and read, and designed in keeping with a heritage theme of the towns. They will be two sided, with one side featuring a map of the relevant town including key local attractions and website details, and the other side featuring a map of the Shire detailing attractions including all towns and villages, Galore Hill, The Rock, Tootool Wetlands, the Chinese Crossing, etc. While the design of the actual maps and information provided on the boards will be quite different to the style shown here on the ‘Welcome to Scarborough’ image, the frames of the information boards will be very similar. Rotary, having approached the TEDO about replacing the existing information signage in the shelter in Walter Day Park, have indicated they are interested in building the frame for the replacement information board in Lockhart and are happy to work off the template for the one designed for The Rock. The cost for the new information boards is approximately $3,800, to be funded from the TEDO’s Tourism Information Bay budget of $4,300.

Recommendation: That new town visitor information boards be designed and installed in The Rock and Lockhart. Notes:

9. Current TEDO Projects

The TEDO reported briefly on the following new and ongoing projects at the meeting.

Billboard The DA and design content are in progress. MWS Fabrication has submitted design structure to structural engineer for review and as soon as received the DA will be lodged.

Australia BIG List The TEDO is working on recognition of the large Emu & Kangaroo Sculptures, which stand approximately 8m tall, for inclusion on the ‘Australia BIG list’.

Shop the Spirit and Win The TEDO is working on the promotion of the campaign to kick of mid-September. Entry forms for the 8 week spring shopping campaign in Lockhart are being ordered.

The Rock Shop Local Promotion The TEDO is working on a draft postcard to promote businesses in The Rock and will liaise with The Rock Progress Association regarding the product

The Rock Heritage Trail The TEDO is meeting with members of The Rock community next week to review content on The Rock Heritage Trail brochure. Need a sunny day to get a few more photos.

The Rock Museum Waiting to hear back regarding grant for sound system which will tell the story of The Rock.

The Rock Progress The Progress Association are looking for funding for the Faerie Tree project. Working on a B&S Ball for 2017.

The Rock Hill Works by NPWS are ongoing. Interpretative signage is at design stage.

Lockhart Museum Continuing to work on collections, looking to do VIC training day organised by TEDO including visit to Galore Hill. Working on invite list for grand opening.


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Signage Galore Hill signage has been installed on the road between

Lockhart and the Sturt Highway, and the new sign has been installed at the Lockhart Industrial Park.

Wall of Fame TEDO still looking for potential grant funding. Spirit of the Land Festival Marketing has commenced. TEDO has organised marketing

material and flyer mail out is in progress. Radio and TV campaigns in place for closer to the date.

Marketing Campaigns The TEDO worked with Wagga Council to ensure Lockhart Shire attractions featured in the new Visit Wagga brochures which was released last week. Advertising continues in the Out & About magazine including free editorial, caravanning magazines and online. The latest Lockhart Shire radio campaign starts mid-September.

The next TEDSC meeting will be held at Yerong Creek Bowling Club on Tuesday, 4 October 2016 at 6.30pm. Recommendation: That the report be received and the recommendations contained therein be adopted. Notes:


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Status Report/Précis of Correspondence Issued

Status Report: Council Resolutions and Tasks to be finalised

Res. No:

Officer to Action Info Action Taken

Ordinary Council Meeting held 15 August 2016 229/16 Mayor Closed Session – Recruitment of New General

Manager a) Mayor to co-ordinate the recruitment process b) Selection panel comprising the Mayor, Deputy

Mayor and Cr Driscoll to shortlist applicants, with interviews to be conducted by the full Council

c) Council to discuss other matters associated with the recruitment at proposed workshop with recruitment consultants on Mon, 22 Aug 2016.

In progress.

227/16 MES Local Heritage Grants 2016-17 (Milbrulong) Council reviewed and adopted proposed local heritage grant projects for Milbrulong in the 2016-17 financial year.

Letters sent. Project proceeding. Complete.

226/16 MES Variation to Council Policy 2.37 – Sheds to Residential Properties Council to grant approval of a variation to Council policy for shed height on Lot 10, DP864460, Plunkett Street, Yerong Creek, on condition proposed development be assessed under 79C of the EP&A Act 1979.

DA approved. Complete.

220/16 DCCS Financial Statements – 2015-16 Audit a) Draft 2015/16 Financial Statements be referred to

Council’s Auditor, Crowe Horwath Auswild for audit, and

b) Council delegate authority to the GM to authorise the accounts for issue to the OLG on date of receipt of audit report.

Progressing.

218/16 GM End of Term Report Draft End of Term Report 2016 accepted in principle pending responses from Councillors.

Complete.

217/16 GM Request to Waive Hall Hire and Printing Fees Council to donate hall hire fee of $200.00, provided hall is cleaned and left in neat and tidy condition, and printing fee of $311.50 (total $511.50) for the free performance of Carpe Diem.

Complete.

216/16 GM Request for Legal Assistance Council not to offer a financial contribution towards Cowra Shire Council’s request for legal assistance from members of LGNSW.

Complete.

215/16 GM/ TEDO

Lockhart Shire 2016 Business Survey a) Outcomes of business survey noted and endorsed b) Survey results posted online and a summary

featured in the newsletter c) Survey outcomes used to inform future strategic

decision making in Delivery Programs and budget priorities.

Complete.

198/16 GM Mayoral Minute In recognition of Cr Yates’ services, he and his wife attend the LGNSW Annual Conference Dinner 2016 and be presented with Certificates of Service, and all associated costs be covered by Council

In progress.


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Ordinary Council Meeting held 18 July 2016

193/16 GM Closed Session – Proposal to Purchase Lockhart Building If clear validation certificates received, Council: a) Purchase property known as Billabong Motors,

Lockhart and authorise fixing of Council Seal to relevant transfer documents

b) Acknowledge fund raising efforts of Lockhart and District Historical Society and future commitments it has made towards refurbishing the building

c) Retain equity of $30,000 in Lots 8, 9 and 10 in DP4749 for its own future strategic purposes

d) Make one-off donation of $20,000 towards purchase price in recognition of fund raising efforts of the community

e) Loan Lockhart and District Historical Society balance of purchase price interest free, repayable at a minimum of $4,000 per annum.

In progress.

192/16 GM Closed Session – Recruitment of New General Manager Council to engage Blackadder Associates to recruit a new General Manager.

In progress Refer 229/16. Complete.

189/16 DEES Contaminated Land Management Policy Council place draft policy ‘2.47 Contaminated Land Management’ on public exhibition for 28 days, after which it be considered for adoption at next available Council meeting.

Policy placed on public exhibition. Report to next Council meeting. Complete.

185/16 DEES Sewer Financial Plan and Proposed Extension at The Rock a) Commence with design and planning of sewer

extension at The Rock in 2016/17 as per Lockhart Sewerage Business: Capital Works Plan and Financial Plan

b) Undertake construction of Stages 1-6 of proposed low pressure sewer extension at The Rock in 2017/18 as per Lockhart Sewerage Business Capital Works Plan and Financial Plan

c) Investigate feasibility of sewering Council subdivision on Milne Rd in advance of rest of works.

Will commence quotes for design works once Project Officer is engaged. Project detailed design to commence mid Sept.

184/16 DEES Swimming Pool Upgrade – Lockhart and The Rock a) Commence detailed design/planning works for

Lockhart and The Rock pool upgrades with works funded from Council reserves

b) Form Steering Committee involving DEES, Council Project Manager and community members to assist/provide guidance to Council, especially during design phase of project

c) Commence upgrade of pools in 2016/17 and 2017/18 yrs, subject to confirmation of funding streams, being combination of grant funding, loan and Council reserves.

Will commence quotes for design works once Project Officer is engaged. Project detailed design to commence mid Sept.

183/16 DEES Country Passenger Transport Infrastructure Grant Scheme (CPTIGS) 2016/17 a) Endorse proposed plan to upgrade bus shelter in

Matthew St, Lockhart b) Submit grant application under CPTIGS 2016/17.

Grant applications close 30 Sept 2016.


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182/16 DEES Term Contract Project Officer Position

Endorsed proposed position of ‘Term Contract Project Officer’ for fixed term of up to 3 years.

Have advertised for the position. Position filled, to commence mid Sept. Complete.

175/16 GM Rural Fire Service – New Financial Allocation Model Council to: a) Although being in favour of strategic value of

proposed changes in funding model, express strong disappointment to Minister for Emergency Services about • Lack of consultation and timing of changes,

with the effect that Council has had no opportunity to budget for them. Changes should not become operative until 2017/18 budget year

• Abolition of total reimbursement immediately, after it being a significant component of funding model over many years. If reimbursement is to be abolished, it needs to be phased in over say 3 years to enable a reasonable transition in Council’s budget

• Additional financial impost on each Council in Riverina District caused by lack of reduction in Riverina District budget as a consequence of loss of former Urana Shire area from the district.

b) Request meeting be called of the 4 remaining Councils in the Riverina District to discuss strategic action which may be warranted.

Meeting held of Riverina District Councils to discuss action. Further meetings planned with RFS in August. Meeting held of 4 Councils & further letters sent to Minister. Deputation arranged with Treasurer.

GM Local Government NSW 2016 Annual Conference Council to: a) Determine attendees at the 2016 LGNSW

Conference b) Designate the Mayor as voting delegate at the

conference.

Referred to September CM. Complete.

172/16 GM Economic Development Strategy Council to arrange a workshop to consider specific actions to take to enhance economic activity in the shire as per details contained in report.

Deferred for action by new Council. Refer Sept CM report. Complete.

168/16 GM Special Rate Variation Application Council confirm its intent to apply for a special rate variation in the 2017/18 financial year to raise revenue to pay for future infrastructure.

Action to follow between now and end of year Refer update in Sept CM Complete.

163/16 GM Notice of Motion – Saggers Family Contribution Acknowledgement Council to decide in future on appropriate form of recognition for contribution the Saggers Family has made to the community

No action yet.

Ordinary Council Meeting held 20 June 2016 152/16 DEES Proposed Lighting to Displays at Lockhart and The

Rock Council staff to install lighting to permanent sculptures/displays in Lockhart and The Rock with costs to be funded by expected budget surplus.

Works ordered and have commenced works on site. Works completed. Complete.

136/16 GM Binding of Council Minute Books Further information to be sought re. Council’s obligation under the State Records Act.

Work in progress.


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Ordinary Council Meeting held 16 May 2016

109/16 DCCS Old Lockhart Railway Station Building Council to: a) Seek to find a suitable use/tenant for the building b) Begin negotiations with JHR to hand building back,

if suitable use/tenant not found within next 6 months.

Ongoing.

102/16 DCCS Draft Delivery Program 2013-17 & Operational Plan 2015-16 and Budget Council contribute $10,000 and provide up to $10,000 as an interest-free loan repayable over 5 years to the Lockhart Recreation Ground Committee for replacement sprinkler system.

Incorporated into 2016-17 Operational Plan Budget. Payment processed.

92/16 TEDO Minutes of the Tourism/Economic Development Steering Committee – Virtual Touring Route TEDO investigate the potential to develop Drovers Way as a virtual touring route through the region.

In Progress.

Ordinary Council Meeting held 18 April 2016 62/16 TEDO Lockhart Shire Business Awards

Business Awards for the existing Lockhart Shire to be conducted at an agreed date in November.

In Progress.

Ordinary Council Meeting held 21 March 2016 50/16 DW Public Toilets – Walter Day Park

Council to allocate a further $50,000 from Council Reserves and construct the new toilet block in Walter Day Park, Lockhart in 2015/16 Financial Year.

Specification completed. Currently calling for quotes. Contractor appointed. Works to commence on site mid May 2016. Works have commenced on site. Works now due for completion with footpaths and landscaping mid Sept 2016.

37/16 RS Fit for the Future Update Council to formally invite the Hon. Mike Baird MP, Premier of NSW to open the Greens Gunyah Museum redevelopment, before the end of June 2016, if possible.

Invitation sent.


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Ordinary Council Meeting held 20 July 2015

171/15 DW Fixing Country Roads Funding Council to: 1. Participate and submit an EOI for funding for Fixing

Country Roads 2. Submit applications for:

a. Grubben Rd Upgrade/Sealing b. Replacement/Upgrade of Causeways and

Bridge over Brookong Crk, Urana Lockhart Rd at Brookong

c. Seek further funding for either of these two projects in other programmes such as Heavy Vehicle Safety or Bridges Renewal if they meet the respective criteria.

Waiting advice from NSW Government to when applications open. Applications now open, close 11 December 2015. Applications being submitted as per Council Resolution 171/15. Due to find out if make second stage of submissions early Feb 2016. Council successful in stage 1 with applications, being shortlisted to go to stage 2 submissions which closed 2 May 2016. Council advised successful with Fixing Country Roads portion of project. Council also successful with HVSPP grant (Federal). Projects now commencing with site establishment and materials ordering

Ordinary Council Meeting held 22 June 2015 145/15 DW Closed Session – Milne Road, The Rock Subdivision

Decision deferred pending further investigation regarding sewering the lots.

Registration of lots occurring, which will include an easement for sewer. Next meeting of Focus group occurred. Public consultation to now occur. Electrical works contracted with works commencing on site. Lots surveyed and pegged and Registration being arranged. Electrical works complete. Road part sealed. Linen plan completed, lots in process of being registered. Entry road has been re-aligned. Expect registration completed by end of July 2016. Registration of Stage 1 complete. Marketing commenced. Complete.


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Ordinary Council Meeting held 16 February 2015

13/15 RS Correspondence Sent to Councillors a) Correspondence received from the Minister for

Industry regarding Potential Diesel and Petrol Shortage (Resolution No. 309/14 – 17 Nov 14 Ordinary Council Meeting) be forwarded to Senator Bill Heffernan expressing Council’s disappointment with the Minister’s reply

b) Further letter be forwarded to GrainCorp requesting further clarification regarding The Rock to Boree Creek Rail Line.

(a) Complete. (b) Work in progress.

Letter sent. No word from Graincorp but $9M upgrade of line in progress – new sleepers and ballast being laid. John Holland requested to apply for grant in Fixing Country Rail Program.

Ordinary Council Meeting held 17 November 2014 328/14 CF Request for Financial Assistance – The Rock Men’s

Shed a) Suitable lease conditions be negotiated between

Council and The Rock Men’s Shed.

321/14 RS/CF Section 355 Committee Merger Council endorsed the merger of The Rock Hall Section 355 Committee with The Rock Historical Society to create The Rock Hall and Museum Section 355 Committee.

In progress.

Ordinary Council Meeting held 14 October 2014 294/14 CF Report of Section 355 Committees - Finances

Council to endeavour to meet with all 355 Committees & Pleasant Hills Community Hotel to work with them to understand their costs and future projects

Plan being developed with correspondence to be sent. Workshop material in planning & being developed.

Ordinary Council Meeting held 21 July 2014 172/14 RS The Rock to Boree Creek Rail Line

Council to investigate all avenues to have The Rock to Boree Creek Rail Line upgraded to Heavy Weight Rail so grain wagons can be loaded to maximum axle weight.

Letters sent – work in progress. 1st priority in our EOI for State Government $20B Infrastructure Fund.

Ordinary Council Meeting held 17 March 2014 49/14 TEDO Minutes of Tourism/Economic Development Steering

Committee Meeting - Heritage Standards within Lockhart Shire Assessment on the heritage area in Green St to be reviewed by the TEDSC following completion.

In progress.

Ordinary Council Meeting held 15 August 2016 – Councillor Questions & Statements

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GM Cr Day – Destination NSW Report – Noted that Destination NSW report advised of funding for Regional Flagship events and enquired as to Spirit of the Land’s eligibility to apply.

GM advised Council is aware of the funding. Complete

DEES Cr Morgan – Mortons Lane – Enquired as to whether Mortons Lane could have some gravel in patches when it is graded?

DEES advised he will investigate and take appropriate action. Minor touching up will occur when resourcing permits. Complete.

Cr Morgan – Billabong Motors Land – stated that he would like to see the new Council look at utilising the spare land worth $30,000 at the Billabong Motors site, which Council is currently negotiating to purchase.

Strategic decision required at some stage by Council but not urgent at this stage Complete


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Ordinary Council Meeting Held 20 June 2016 – Councillor Questions & Statements

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Run? – Enquired if the Council Newsletter is included in the Rand mail run?

DCCS will investigate and advise.

DEES Cr Yates – Yerong Street, The Rock – requested that as this street is not a B-Double route due to insufficient staking distance for trucks at the Olympic Hwy intersection, could Council lobby State Government for turning/slip lanes to be installed to allow B-Doubles to use this route instead of the main street of The Rock?

DEES advised he will make some enquiries, as well as make contact with RMS and advise. DEES is in discussions with GHSC on best way to handle this matter. Ongoing.

Ordinary Council Meeting Held 21 March 2016 – Councillor Questions & Statements

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RS/DW Cr Day – Lockhart Town Entrance Signs Advised oval-shaped town entrance signs to Lockhart are showing signs of fading. Cr Day has investigated refurbishment with a quote of approx. $2,000. Lockhart Progress Association would be prepared to contribute half the total costs.

To be discussed at a later date.

Ordinary Council Meeting Held 16 November 2015 – Councillor Questions & Statements

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DW Cr Morgan – Funding Application for Brookdale Hill Blackspot Enquired if Council has received any news on this funding application?

DEES advised that no news has been received to date. Application has been unsuccessful at Federal level, currently being assessed at State level. Council currently undertaking design works for the intersections. Design work complete. Currently investigating services relocations required.

Ordinary Council Meeting Held 19 October 2015 – Councillor Questions & Statements

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Noticeboard at Milbrulong Advised that Bruce White of Milbrulong is requesting a Community Noticeboard be installed near the water tower at Milbrulong.

DEES aware of request – will be discussed at MANEX shortly. Report to next Council meeting. Complete.

Ordinary Council Meeting Held 21 September 2015 – Councillor Questions & Statements

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DW Cr Verdon – Street Light in front of Police Station, The Rock Advised that street light is out.

DW to obtain pole number and report to Essential Energy.

Ordinary Council Meeting Held 17 August 2015 – Councillor Questions & Statements

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DW Cr Verdon – Solar Power Concerned about high cost of electricity at public recreation grounds and pools within Shire and enquired if Council has considered solar power, especially for The Rock Recreation Ground?

DW has spent considerable time/gone to seminars investigating this issue and will be putting a report to Council shortly. DW will also investigate if s355 Committees could come under Council’s power supply contract to obtain a saving. DEES has investigated and grouping all electrical accounts into Council account is possible. Staff currently investigation total number of accounts that could be rolled over.


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Ordinary Council Meeting Held 22 June 2015 – Councillor Questions & Statements

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Cr Day Cr Day - Milbrulong Silos Cr Day will talk to Graincorp about Milbrulong silos and possibility of obtaining more land for bunkers – maybe eastern end of Lockhart Industrial Park?

19 September 2016 Council Meeting - Correspondence Sent to Councillors Date to Councillors

From Subject File Ref

15/8/16 (e-mailed)

ALGA News Editor ALGA News – 12 August 2016 A75-005

15/8/16 (e-mailed)

Cr Keith Rhoades, LGNSW LGNSW Weekly #32 – 12 August 2016 S20-007

15/8/16 (e-mailed)

Cr Keith Rhoades, LGNSW President of LGNSW Weekly Update S20-007

17/8/16 (e-mailed)

Nicole Campbell, UTS Centre for Local Government

Invitation for all NSW Councillors to participate in University of Technology Sydney research – Decision making by Elected Representatives

C85-015

22/8/16 (e-mailed)


22/8/16 (e-mailed)


22/8/16 (e-mailed)

ALGA News Editor ALGA News 19 August 2016 A75-005

29/8/16 (e-mailed)


29/8/16 (e-mailed)


29/8/16 (e-mailed)

ALGA News Editor ALGA News 26 August 2016 A75-005

31/8/16 (e-mailed)

Cr Keith Rhoades, LGNSW New RFFF Contributions Methodology B35-065

5/9/16 (e-mailed)

Cr Keith Rhoades, LGNSW LGNSW Weekly #35 – 2 September 2016 S20-007

5/9/16 (e-mailed)

ALGA News Editor ALGA News 2 September 2016 A75-005

5/9/16 (e-mailed)


12/9/16 (e-mailed)

ALGA News Editor ALGA News 9 September 2016 A75-005

12/9/16 (e-mailed

Cr Keith Rhoades, LGNSW LGNSW Weekly #36 – 9 September 2016 S20-007

12/9/16 (e-mailed)


Recommendation: That the information be noted.

Notes:


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Staff Reports General Manager 1. STANDING ORDERS (GM/D10-005)

Executive Summary Council is required to confirm standing orders for the following 12 months. Report The Council is required to meet at least ten (10) times each year, each time in a different month (LGA s365) and the General Manager is to send to each councillor at least three (3) days before the meeting, a notice specifying the time, date and place where the meeting is to be held (LGA s367). The Council is also required to fix the order of business, requirements for giving notice, etc. in accordance with the Local Government (Meetings) Regulation. There are a number of items which I’d like Council to consider prior to acceptance of standing orders: • The 3rd Monday of the month seems to work for Councillors and should continue. However,

Councillors may wish to discuss whether there should be a change to the meeting time. As it is, the 5.00pm start often results in meetings finishing after 10.00pm which, after a long day may result in tiredness driving home. Alternatives could be an earlier start, or more streamlining of Council business to achieve an earlier finish time.

• The long gap between the December meeting (which is often held earlier in the month than usual)

and the February meeting (at least 8 weeks) can cause some logistical problems and usually leads to an extra-large agenda in February. Council could consider evening out the time gaps if the February meeting was brought forward by say 2 weeks and the March meeting be held at the normal time. This would result in about a 6 week spread between those meetings rather than 8 weeks and then 4 weeks.

• Currently staff reports are set out under the Directorate from which they originate. This is not in the

spirit of the Integrated Planning and Reporting Framework, which is to take precedence in amendments to the Local Government Act. Under the amendments, the issues set out in the Community Strategic Plan are those which Council will be dealing with, and I propose that those headings be utilised instead of the Directorate reports. This would mean we would have 5 headings for reports, one each for the strategic levels set out in the Community Strategic Plan. These are: o Connected and Resilient Community o A Dynamic and Prosperous Economy o An Environment that is Respected and Protected o Infrastructure for the Long Term Needs of the Community o Strong Leadership and Services. This would mean that any Directorate reports would be placed under the appropriate heading rather than being grouped together as is currently the case. As time goes by, this arrangement will have more relevance to the way we do business and I recommend the change.

• One way in which our meetings could be streamlined is to revamp the way that the Questions and Statements segment is conducted. This part of the meeting is meant to be a forum for statements to be made about current issues and for questions (the intent is for these to be written and made available in advance) of relevance about some aspect of our strategy or planning issues, or perhaps requesting some investigation of an alternate way of carrying out an activity(ies). In practice, it seems more often than not, the vast majority of questions seem to be about minor operational matters that could be very easily and more expeditiously dealt with outside the formal meeting forum. The Practice Note from Office of Local Government makes it clear that Council agendas can contain an item ‘Questions on Notice’. In this way written questions are provided to the GM in advance and included in the Agenda.


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The Practice Note equally makes it clear that ‘questions without notice’ are inconsistent with the provisions of meeting regulations that require notice to be given of matters to be discussed at council Meetings (clause 241). Our current Code of Meeting practice contains a clause (3.16) about allowing questions to be put to other Councillors and Council employees, however, the same clause states the requirement for the intended respondee to be given reasonable notice of the question and other matters.

Integrated Planning and Reporting Reference E6.1 – Provision of excellent leadership and governance within Council. Legislative Policy & Planning Implications Nil. Budget & Financial Aspects Nil. Attachment Nil. Recommendation: That Council adopt the following Standing Orders for Council Meetings for the next 12 months: a) Appointment of Ordinary Meetings

THAT subject to the right of Council to vary by resolution in pressing or necessitous circumstances Ordinary meetings of the Council shall be held monthly at the Council Chambers, Green Street, Lockhart on the third Monday of each calendar month, except for January and February. For those months, a meeting will not be held in January, and in February will be on the first Monday. The commencement time of meetings to be fixed.

b) Notice of Meetings THAT notice of each meeting of Council or of a Council Committee shall be delivered or posted to each councillor so as to reach that councillor not less than three (3) days before such meetings provided however, that notices of less than three (3) days may be given of an extraordinary meeting and of a Committee meeting called in an emergency and furthermore a notice of any meeting shall specify the time and place at which the date on which the meeting is to be held and the business proposed to be transacted at the meeting.

c) Notices of Motion THAT notices of motion intended for consideration at any meeting shall be delivered to or posted to the General Manager so as to reach that officer not less than ten (10) days before such meeting.

d) Order of Business

THAT subject to the proviso the order of business so fixed can be altered if a motion to that effect, which can be moved without notice, is carried, the general order of business at a meeting of the Council shall be: Opening with a Prayer Apologies Confirmation of Minutes Declaration of Pecuniary and Non Pecuniary Interests Mayoral Minute/Report Urgent Matters Notice of Motion Committee Reports Delegates Reports Status Report/Precis of Correspondence Issued Business Paper Items: − A Connected and Resilient Community − A Dynamic and Prosperous Economy − An Environment that is Respected and Protected


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− Infrastructure for the Long Term Needs of the Community − Strong Leadership and Services Questions & Statements Consideration of Business in Closed Session And furthermore that, for the purposes of that part of the agenda, except where the chairperson rules otherwise, each member be generally limited to two questions and statements of relevance, preferably submitted in advance.

Notes:

2. APPOINTMENT OF DELEGATES/MEMBERS (GM/D10-005)

Executive Summary Council is represented on various internal and external Committees which Council has an interest in. Generally Council’s Delegates to these Committees are appointed annually by Council to the Councillors who have interests in particular areas. Report The following is a list of those Committees and the Councillors who represented Council prior to the September 2016 elections. Councillors may wish to give consideration to nominating for one or more of the Committees prior to the Council meeting. Councillors might note however that it has not been unusual for Council to defer this matter until the October meeting to allow Councillors time to consider which Committee/s they would like to nominate for.

Committee Current Delegate/s Nominated Delegate/s

Riverina Water County Council

This appointment is for the term of the Council; that is until September, 2016.

Cr Verdon

Riverina Regional Tourism The RRT Board has been restructured with the Board now consisting of elected representatives from each of the clusters and nominated industry representatives. Lockhart TEDO has recently been elected to the Board. Each participating LGA has up to three representatives in their cluster. Our cluster is the Eastern Riverina Destination Management Organisation (ERDMO) and currently TEDO and GM are our nominees.

Cr Driscoll Jennifer Connor, TEDO – RRT Board Member (no Councillor delegate on Board)

ERDMO – General Manager, TEDO, Cr Driscoll (alternate)

Eastern Riverina Noxious Weeds Advisory Group

Membership entitles each council to two delegates, one an elected member and one an employee (Weeds Inspector).

Noxious Weeds Inspector, Cr Morgan (alternate)

Riverina Eastern Regional Organisation of Councils

Membership of this organisation entitles Council to two delegates, one elected member and one staff.

The Mayor, General Manager, Deputy Mayor (alternate)


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Riverina Regional Library

These appointments are for the term of the Council; that is until September, 2016.

Cr Verdon, General Manager, Cr Driscoll (alternate)

Town Progress Associations

Lockhart Progress Association The Rock Progress Association Pleasant Hills Yerong Creek Recreation Ground Committee

Cr McDonnell Cr Driscoll Cr Douglas Cr Yates

District Emergency Management Committee Director Engineering and Environmental Services, Cr Day (alternate)

Lockhart Shire Local Emergency Management Committee

Under the State Emergency Management Act there is established for each Local Government Area, a Local Emergency Management Committee with membership comprised of representatives drawn from various emergency response agencies, e.g. police, ambulance, fire brigade, electricity authority, Telstra, etc. Council is obliged to provide secretarial support to the Committee as well as providing an Emergency Control Centre. Council’s Director of Engineering has, in past years, been appointed as Council representative on the Committee, as Chairman of the Local Emergency Management Committee and also as Local Emergency Management Officer.

Director Engineering and Environmental Services

Riverina Fire Zone Bush Fire Management Committee This is a statutory committee established under the Rural Fires Act 1997 and Regulation. Its main function is to prepare operational and risk management plans for the rural fire district for which it is constituted. Membership is drawn from a myriad of land management and environmental interests. Council membership is limited by Clause 15(1)(a)(f)(c) of the Rural Fires Regulation to the Mayor or a Councillor, the Fire Control Officer and the Director or person responsible for Environmental Services.

Cr Schirmer, Director Engineering and Environmental Services, Cr Morgan -alternate


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Riverina Fire Zone – Service Level Agreement Liaison Committee Under the Service Level Agreement between Lockhart, Coolamon, Junee and Urana Shire Councils and Wagga Wagga City Council and the Commissioner of NSW Rural Fire Service, a Liaison Committee consisting of 18 members is provided for, i.e. 1 Councillor appointed by each member Council 1 The General Manager of each member Council or

his/her delegate 1 Volunteer rural fire fighter from each member

Council area 2 Members of Rural Fire Service staff 1 Zone Fire Officer who will be the committee’s

executive officer. The Liaison Committee monitors the performance of the Service Level Agreement. The procedures for calling meetings and the conduct of business at those meetings are determined by the Liaison Committee. The committee must meet at least quarterly.

C Cr Morgan, General Manager, Director Engineering and Environmental Services (alternate)

Lockhart Shire Floodplain Management Committee(s)

During the past year the Mayor and A Ward Councillors were appointed as Council representatives on a Lockhart Floodplain Management Committee. The Mayor and C Ward Councillors represented Council on a Floodplain Management Committee for The Rock and Yerong Creek. Both committees will again be required in connection with ongoing floodplain studies and any associated works to be undertaken.

Lockhart: The Mayor, Cr Schirmer, Cr Day, Community members

The Rock: The Mayor, Cr Verdon, Cr Driscoll, Community members

Magnolia Lodge Tenancy Advisory Committee Comprised of two (2) representatives from Council and two (2) representatives from Lockhart & District Aged Care Association, the committee is consulted in relation to allocation of tenancy at the Magnolia Lodge Aged & Disabled Persons Self-care Units, which are managed by Council.

The Mayor, Cr Schirmer

Tourism/Economic Development Committee

Cr Gail Driscoll, Cr Derek Douglas, Ms Raeleen Pfeiffer, Mrs Susan Creek, Mrs Myra Jenkyn Mr Greg Smith, Mrs Sandra Johnstone, Mr Colin Wiese, and Ms Justine Isherwood


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Lockhart Shire Traffic Committee This is a statutory committee established pursuant to the Motor Traffic Act and Regulation. It comprises one representative of Council; Police Department; Roads & Traffic Authority; and the local State Member of Parliament. It is a technical body to provide advice on road and traffic related issues. The Traffic Authority of NSW is responsible for road traffic control in NSW. In order that the management of road traffic is responsive to local community needs as well as social attitudes the Traffic Authority has delegated some of its powers to local councils. In many circumstances the Council must first consider the advice of its local traffic committee before determining an issue and, in some cases, can only proceed with concurrence of its Traffic Committee representatives of RTA and Police. Because of the technical nature of the committee’s role it has been customary to appoint the Director of Engineering as Council’s representative on the Committee.

Director Engineering and Environmental Services, Road Safety Officer, RMS, NSW Police, Community members

Police Community Consultation Group

The Mayor, Mr Bob Martin, Mrs Karen McPherson Cr Verdon, and General Manager

Youth Engagement Strategy

Cr Driscoll, Director Corporate and Community Services, Youth Officer

Spirit of the Land Committee The Mayor, Cr Schirmer

Country Mayors Association The Mayor, General Manager

Local Health Advisory Committee General Manager

Murray Darling Association Cr Verdon, The Mayor, Cr Douglas (alternate)

Integrated Planning and Reporting Reference E6.1 – Provision of excellent leadership and governance within Council. Legislative Policy & Planning Implications Nil. Budget & Financial Aspects Nil. Attachment Nil.


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Recommendation: That Council appoints Councillors to the various committees referred to. Notes:

3. INDUCTION FOR COUNCILLORS (GM/C70-005)

Executive Summary Discussion about type and timing of induction program for Councillors Report It is vitally important for new Councillors to be inducted as soon as possible to get up to speed with the variety and complexity of many of the issues that Council deals with and is responsible for. Continuing Councillors would also benefit from refreshing their knowledge about the various aspects of our business. Induction can be carried out in a variety of ways, and a combination of in-house and external support will probably work best. There is an incredible amount of information, reading and knowledge required particularly for new Councillors to get up to speed about and it will all take time to take in. However some things are more important than others for new Councillors to know, and need to be addressed as soon as possible. In terms of the important aspects, I suggest a workshop be held as soon as possible to increase your awareness of those issues. For other matters, Office of Local Government, LGNSW, and REROC are all developing induction programs which will be available in the next couple of months and will cover a range of issues for your information. The issues which are important initially are around Council Meeting practice, Codes of Conduct and Pecuniary Interests, the role of Councillors, Mayor, and General Manager and the relevant responsibilities of each of these facets of our organisation. Other strategic documents and policies and their relevance can be dealt with a little later to avoid information overload. Councillors need to determine a date and time for the initial workshop. Integrated Planning and Reporting Reference E3.1.2a - Ensure attendance at training sessions by Councillors as required by the Office of Local Government following each election. Legislative Policy & Planning Implications Local Government Act amendment pending mandating Councillors to make all reasonable efforts to acquire and maintain the skills necessary to perform the role of a Councillor. Budget & Financial Aspects Councillor training included in budget. Attachment 1. OLG Circular to Councils – 2016 Local Government Elections – Hit the Ground Running Councillor

Workshops


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Recommendation: That a workshop be convened for an initial induction for Councillors as soon as possible with a date and time to be fixed, and councillors avail themselves of other induction programs as they become available. Notes:


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Attachment 1. - OLG Circular to Councils – 2016 Local Government Elections – Hit the Ground Running Councillor Workshops


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4. COMMUNITY STRATEGIC PLAN REVIEW (GM/I13-005)

Executive Summary Reviews required of Community Strategic Plan (CSP) and other Integrated Planning and Reporting Documents. Report The Local Government Act requires a review to be carried out of the entire Integrated Planning and Reporting Documents by 30 June 2017. These documents are: • Community Strategic Plan, (10+ years), from which is derived

o Delivery Program (4 years) o Operational Plan and Budget (1 year)

• Resourcing Strategy comprising o Asset Management Plans o Long Term Financial Plan o Workforce Management Plan.

Council will need to determine if the current documents are suitable for future use with appropriate minor alterations or whether more substantial community consultation is warranted. In either case, after the draft documents are completed, they will need to be exhibited for public comment prior to their approval by Council. This work will need to be completed by about March 2017 in order for budget planning in preparation for the 2017/18 financial year. As substantial community consultation will be required to prepare an application for a Special Rate Variation (SRV), I would propose that consultation for the CSP be carried out in conjunction. This will need to be scheduled in October and November 2016 to meet the deadline for submission of the SRV application in January 2017. Integrated Planning and Reporting Reference E4.2.1a - Continue to develop sound financial management policies and practices that help ensure Council’s long term financial sustainability. Legislative Policy & Planning Implications Possibly substantial depending on community feedback. Budget & Financial Aspects Significant detriment to Council’s financial position if not proceeded with. Also possible increased costs. Attachment 1. Integrated Planning and Reporting. Recommendation: That community consultations for the review of the Community Strategic Plan be arranged as soon as practicable and be carried out in conjunction with community consultations for the proposed Special Rate Variation. Notes:


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Attachment 1. – Integrated Planning and Reporting


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5. OCTOBER COUNCIL MEETING DATE (GM/C70-005)

Executive Summary Clash of proposed October Council Meeting with LGNSW Annual Conference and optional dates. Report The normal October Council Meeting date of the 3rd Monday of the month falls on 17 October, which is at the same time as the LGNSW Annual Conference which is set for 16-18 October. Several Councillors including the Mayor and myself will be in attendance, resulting in the need to change the Council Meeting Date. If we were to stay with Monday as the preferred day, viable alternatives would be 10 Oct (2nd Monday) or 24 Oct (4th Monday). Of course other days may be just as suitable. Looking at Mondays first, 24 Oct would provide an even spread of time between meetings over the 3 month period from September to November. Moving it to 10 Oct, will only allow 3 weeks between it and the September meeting. Another factor is that Spirit of the Land weekend is 7-9 October, which is usually a hive of activity for a number of Councillors, and is immediately preceding Monday, 10 Oct. Integrated Planning and Reporting Reference E6.1 - Provision of excellent leadership and governance within Council. Legislative Policy & Planning Implications Nil. Budget & Financial Aspects Nil. Attachment Nil. Recommendation: That the date for the October Council Meeting be moved to Monday, 24 October 2016. Notes:

6. LGNSW ANNUAL CONFERENCE (GM/S20-005)

Executive Summary Need to determine attendees at the Conference. Report As reported to Council in July, the LGNSW Conference is to be held this year in Wollongong from Sunday 16 to Tuesday 18 October 2016. Council has already resolved that the Mayor will be our voting delegate at the Conference, and has agreed that outgoing Mayor Yates attend the Conference dinner to receive well deserved Certificates of Service for his contribution to our industry over 17 years. Council needs to determine attendees to the Conference. In past years, 3 Councillors plus General Manager has attended. In addition, Councillor Verdon usually attends as a delegate from Riverina Water. Tentative registrations and accommodation have been made for 3 Councillors and General Manager as well as conference dinner registration for former Councillor Yates. Because of the Wollongong location it is planned to car pool rather than fly.


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Integrated Planning and Reporting Reference E3.1.1 – Provide opportunities for relationship building and development Legislative Policy & Planning Implications Nil. Budget & Financial Aspects Costs provided in budget, except for partner costs not covered by Council policy, which will be on-charged, if applicable. Attachment Nil. Recommendation: That Council determine attendees to the 2016 LGNSW Annual Conference. Notes:

7. COUNCIL IMPROVEMENT ACTION PLAN (GM/I06-005)

Executive Summary Endorsement required for strategic actions contained in our successful IPART submission during the Fit for the Future (FFF) process and titled Council Improvement Action Plan (CIAP). Report This report was initially submitted to the June 2016 Council Meeting when it was resolved that it be endorsed for the next Council to take forward as strategic actions. It is now re-presented for endorsement. Following the decision for Council to remain independent, the onus will be on Council to carry out the CIAP set out in our submission to IPART last year which resulted in that Body’s determination that Lockhart Council is Fit For the Future as a Rural Council. Our continued FFF status will be dependent on meeting the actions and targets set out in the CIAP, and I anticipate that Office of Local Government will regularly check to ensure that we are carrying out the Improvement Actions stated in our submission. The CIAP includes a number of actions in various sections of the submission, which are now included in the table below, together with the proposed implementation timetable, and a current status for each item.

Streamlined Governance PROPOSAL IMPLEMENT TIMELINE CURRENT STATUS Reduce number of Clrs from 9 to 6 with ward retention

2020 election No action yet

No reduction in Council Meetings NA NA Increase delegations to GM via creation of new policies

2016 Ongoing – no action yet

Reduce Directors from 3 to 2 2014 NFA required


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Streamlined Planning Regulation & Reporting

Proposed the following functions to be carried out by REROC/JO • Community Strategic Plans • SOE Reports • Land use Plans • Regional transport plans • Common governance requirements • Regional contracts • Internal audit • Regional economic development • Contaminated land, asbestos, waste

management, climate change • Strategic water issues

Reliant on timing for setting up JO’s & ultimately on functions agreed on

REROC currently does a small amount of these, but now waiting for JO set-up to occur

Service Reviews Waste Management – sub-regional contract 2016/17 Contract in development

phase for advertising Asset management review 2018/19 Ongoing S94A Contributions Plan completed NFA External contracting with neighbouring Councils to at least $350K pa

ongoing Negotiations in progress

Aged accommodation review 2017/18 No action yet OOSH Needs Analysis complete NFA Solar power use review 2017/18 WIP Shire Roads Classification Review 2018/19 No action yet Swimming Pool Operational review 2016/17 Current community

consultation Additional Options Identified By Council

Special Rate Variation to increase Own Source Revenue by 4.6% per annum cumulative for the next 10 years

2016/17 Not achieved for 2016/17 due to merger considerations – will commence in 2017/18

The key actions that made up the CIAP in the IPART submission were: • Apply for SRV to begin revenue expansion and increase OSR • Increase external contracting to increase OSR • Continue involvement with REROC/JO • Commence service review actions. Obviously, this Council is nearing the end of its tenure with elections in September and the caretaker period to commence soon. The above CIAP will form the basis of ongoing strategic action by the incoming Council. These are obviously not all the strategic actions the new Council will need to take forward, but these will be the ones that the OLG will continue to monitor for ongoing improvement. Integrated Planning and Reporting Reference E4: Strong and Effective Leadership Legislative Policy & Planning Implications May result in some changes to the way Council carries out its business Budget & Financial Aspects Various, depending on actions taken. Attachment Nil.


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Recommendation: That Council acknowledge and endorse the strategic actions embodied in this report as key performance requirements for the Council and they be included in revised Integrated Planning and Reporting documentation accordingly. Notes:

8. DRAFT REPORT OF IPART REVIEW OF LG RATING SYSTEM (GM/L15-025)

Executive Summary Draft recommendations made for the review of the LG rating system and inviting submissions by Friday, 14 October 2016. Report IPART has now released its draft report for the review of the LG rating system and invites submissions by Friday 14 October 2016. A review of the legislation about our rating system is the next part of the on-going review of the Local Government Act. The main changes mooted are to: • Integrate the use of the Capital Improved Valuation (CIV) method into our rating system as an

optional alternative to the current Land Value (or Unimproved Value) method • Give councils more options to set rates within rating categories • Modify rate exemptions so eligibility is based on land use rather than ownership. The full Report is 150 pages long and can be accessed at www.ipart.nsw.gov.au/home/industries/localgovt/reviews/reviewoflocalgovernmentratingsystem. For your information, I have attached the executive summary and the list of draft recommendations. This matter was discussed at REROC at its meeting on 23 August 2016 where it was agreed to convene a special REROC meeting in early October to discuss the recommendations prior to a REROC submission being prepared. Our Council will need to consider its response prior to the REROC meeting in order to put our views to that meeting. Council will also need to determine whether to prepare its own submission or rely on our views being included in REROC’s. It would be prudent for Council to meet in a workshop prior to the end of September to consider its view on the recommendations. Depending on timing, that workshop may incorporate other issues as well. Integrated Planning and Reporting Reference E4.2.1a - Continue to develop sound financial management policies and practices that help ensure Council’s long term financial sustainability. Legislative Policy & Planning Implications Legislative changes will eventuate hopefully providing more available options to achieve equity in our rating system. Budget & Financial Aspects Nil overall, maybe some changes in rate incidence for individual ratepayers Attachment 1. Executive Summary - IPART Rating System Review Draft Report.


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http://www.ipart.nsw.gov.au/home/industries/localgovt/reviews/reviewoflocalgovernmentratingsystem


Recommendation: That Council convene a workshop prior to the end of September to consider its response to IPART’s Draft Report of its review of the Local Government Rating System. Notes:


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Attachment 1. – Executive Summary - IPART Rating System Review Draft Report


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9. SPECIAL RATE VARIATION APPLICATION (GM/S20-005)

Executive Summary Preparations required for Special Rate Variation Application Report At its July Meeting, Council resolved its intent to apply for a special rate variation in the 2017/18 financial year to raise revenue to pay for swimming pools refurbishment and flood mitigation works. This follows the series of strategic actions identified by Council in its submission to IPART and the FFF program which it needed to accomplish in order to satisfy IPART and the NSW Government that our Council is and will continue to be FFF. One of those was a special rate variation (SRV) of 4.6% per annum for the next 10 years to raise revenue to pay for swimming pools refurbishment and flood mitigation works. It was intended to start in this financial year but was delayed as our Council was involved in a merger proposal. Having now kept our independence, it needs to be commenced from the 2017/18 financial year. There are several month’s preparatory work required to complete a submission to IPART, which is required by IPART in January 2017. IPART then assesses our application, and if considered okay, notification is received by us in April or May to enable our budgeting process to be completed by 30 June as usual. There are numerous requirements involved in the preparations for the application and attached are two documents produced by IPART which help explain the process. Apart from the enormous amount of detail required to accompany the Application, its most important aspect is community engagement and awareness, and the attached fact sheet explains IPART’s requirements for this. Specifically, IPART will consider whether: • The application demonstrates that the community is aware of the need for, and extent of, the rate

rise • The application has demonstrated an appropriate variety of engagement methods to ensure

community awareness and input into the special variation process. The community consultations required will need to be carried out in October and November to enable the January deadline for submission of the Application to be attained. Community consultations will also be required to review our Community Strategic Plan and other Integrated Planning and Reporting documents, and it makes good sense to incorporate these at the same time. Integrated Planning and Reporting Reference E4.2.1a - Continue to develop sound financial management policies and practices that help ensure Council’s long term financial sustainability. Legislative Policy & Planning Implications Nil. Budget & Financial Aspects Significant detriment to Council’s financial position if not proceeded with. Attachments 1. Fact Sheet – How IPART will assess applications for special variations. 2. Fact Sheet – Community awareness and engagement for special variations.


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Recommendation: That community consultations for the Special Rate Variation be arranged as soon as practicable and be carried out in conjunction with community consultations for a review of the Community Strategic Plan. Notes:


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Attachment 1. – Fact Sheet – How IPART will Assess Applications for Special Variations


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Attachment 2. – Fact Sheet – Community Awareness and Engagement for Special Variations


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10. ECONOMIC DEVELOPMENT STRATEGY (GM/E05-020)

Executive Summary Report of economic development community consultation sessions and discussion about next steps. Report This report was initially presented to the July Council Meeting when it was resolved that a further workshop be arranged with Crowe Horwath to consider specific actions to take to enhance economic activity in the shire. For the benefit of new Councillors, the report to that meeting follows Council has commissioned Crowe Horwath to conduct a feasibility study to explore economic opportunities to support its population growth aspirations into the future. Previously, Council determined by discussion with Crowe Horwath to concentrate initially on opportunities for the Industrial Park in Lockhart, and the Commercial Precinct in The Rock. The final stage of this process was the conducting of community consultations in each of those centres to gain an appreciation of the local views of residents about these issues. The study outlined two core approaches: a business as usual approach and a differentiation approach. Community feedback clearly demonstrated support for a business as usual approach at both centres. No appetite existed for either a Council or community funded differentiation approach. The study has highlighted a number of important matters that should be progressed/implemented: • The advantage of positioning Council as “open for business’ and ‘business friendly’. In order to

support these claims, Council must ensure that it works to understand business needs and tailors its offering and support to assist owners/tenants in achieving their needs,

• Positioning The Rock as a “destination” town, attracting both day-trippers and weekenders to come and sample its offerings,

• The need to develop a Strategic Marketing Plan and ensure marketing materials focus on the value proposition of the business location, community and municipality,

• The requirement to tailor incentives to meet individual business needs and ensure sufficient funding is available to support staff in negotiating such incentives,

• The creation of a town masterplan at The Rock to identify the preferred location of a commercial hub that will support availability of commercial shopfronts, and how to effectively create linkages between the Olympic Highway and this nominated commercial hub, and

• The importance of working with building owners in the existing commercial hub of Urana Street, The Rock in order to support retention of viable shopfronts.

Ongoing and proactive focus is required in order to identify and win businesses into our shire area. Next Steps Attached is a copy of the Feasibility Study and Community Consultation Summary. There is a lot to take in and Council now has to grapple with the actions it wishes to take to turn our aspirational goals into reality. I suggest another workshop be held, again with Crowe Horvath facilitating, to hone in on the more specific actions which Council wishes to take to promote economic development and to determine how it wishes to resource the actions to be taken. It would also be beneficial to invite the non-Council members of the Tourism and Economic Development Committee as well as a representative of our marketing agents to attend. Integrated Planning and Reporting Reference Strategic Direction B: A dynamic and prosperous economy. Legislative Policy & Planning Implications Probable policy reviews and possible planning implications Budget & Financial Aspects Various, depending on actions taken


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Attachments 1. Feasibility Study – Lockhart Shire Council (attached as a separate document). 2. Economic Development Strategy – Community Consultation Summary (attached as a separate

document). Recommendation: That Council arrange a further workshop as soon as possible to consider specific actions to take to enhance economic activity in the shire as per the details contained in the above report Notes:

11. COUNCIL STAFF PICNIC DAY (GM/S30-065)

Executive Summary Council allows a Council Staff Picnic Day each year in accordance with the Local Government State Award. Report The Local Government (State) Award provides that Council shall grant an annual picnic day to its employees and this is on the assumption that employees will organise some activities on this day. Following a meeting and a vote being taken, the requested date for the Council Employee Picnic Day this year is Monday, 17 October 2016. Activities and lunch will be organised by staff. Integrated Planning and Reporting Reference E6.1.1 – Meet all governance and regulatory requirements in the conduct of Council’s operations. Legislative Policy & Planning Implications Nil. Budget & Financial Aspects Nil. Attachment Nil. Recommendation: That Council holds its annual Staff Picnic Day on Monday, 17 October 2016. Notes:


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Director Corporate and Community Services 12. STATEMENT OF FUNDS FOR AUGUST 2016 (DCCS/F10-010)


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Recommendation: That the Statement of Funds for August 2016 be received. Notes:


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Director of Engineering and Environmental Services 13. ENGINEERING REPORT (DEES/T10-005)

Executive Summary Monthly report on engineering matters. Background Information (a) Works Report: Construction projects are now in planning phase with anticipated commencement in

early October 2016 suitable weather pending. Final funding for two major projects – Grubben Road Upgrade and Urana Lockhart Road Causeways Upgrade – have just been received. First construction projects to be commenced are MR543 Heavy Patching, The Rock Mangoplah Road widening & Grubben Road upgrade. These projects will be followed then by MR370 Rehabilitation north of Wattles Lane & Western Road widening. At present all three grader crews are undertaking re-sheets and maintenance grading in accordance with program. Recent inclement weather has caused delays to the program. Updated 12-month programme will be presented at the meeting. Concrete crew is currently undertaking miscellaneous culvert and footpath works around the Shire, as well as sign and flood markers maintenance. The crew will be mostly engaged on drainage structures for the year being new works or maintenance of old pipe crossings. Only major PAMPS project this year is the sealing/completion of path from The Rock to The Rock Hill Nature Reserve.

(b) Flood Mitigation: Council has submitted grant applications for Stage 4 construction of flood

mitigation structures in both Lockhart and The Rock for 2016/17 & 2017/18 years, and it is hoped we will be advised on applications very shortly. Voluntary Purchase of flood affected properties is continuing in both Lockhart and The Rock, with first settlements completed and second round of property purchases currently being negotiated.

(c) Road Safety Officer: Interviews for replacement Road Safety Officer (RSO) have been undertaken and offer to preferred applicant has been accepted. The new RSO is due to commence week of 10 October 2016.

(d) Traffic Committee: Nil to report.

(e) Lockhart Local Emergency Management Committee: Council is currently working with SES in completing Local Flood Plan. This will include using data from our recently complete early warning stations on both Brookong & Burkes Creeks. In addition, Emergency Management planning is close to being finalised, with presentation to Council expected later in the year.

(f) Fleet: Quotes and tendering for plant replacement programme for 2016/17 year has been

undertaken in accordance with adopted Operational Plan, with orders for small vehicles placed. Large plant items tenders have closed and will be reported to Council.

Legislative Policy and Planning Implications Nil. Integrated Planning and Reporting Reference D3.1 – Develop infrastructure for our community. Budget and Financial Aspects Will be conducted within Council’s allocated budget. Attachment 1. Updated 12 Months Works Programme (handed out separately at meeting).


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Recommendation: That the information be noted. Notes:

14. NOXIOUS WEEDS (DEES/N10-025)

Executive Summary Monthly report on Noxious Weeds. Report Property Inspections The majority of inspections were carried out on residual properties. These properties were targeted for inspection as a result of change of ownership. The weeds most commonly found were Bridal Creeper (Asparagus asparagoides), Privet (Ligustrum sp.), and Horehound (Marrumbium vulgare). Other weeds found in lower frequency were Prickly Pear (Opuntia sp.), Green Cestrum (Cestrum parqui), Willow (Salix sp.), Cape Broom (Genista monspessulana), and Athel Pine (Tamarix aphylla).

No. 1st Inspections

No. Re-inspections

required

No.2nd Inspections

No. Sect 18A’s issued

No.3rd Inspections

No. Section 18’s issued

20 13 1 1 16 6 One fourth inspection, three fifth inspections and one sixth inspection also occurred. The majority of these properties have absentee land owners. Spray Program Priority for spraying has been given to the control of Bridal Creeper (Asparagus asparagoides) and Horehound (Marrumbium vulgare) on Shire roads. DrumMUSTER Expressions of interest for the management of the September drumMUSTER events have now closed. The successful applicant for the Lockhart drumMUSTER event, scheduled for 13 September, is St Joseph’s School. The successful applicant for The Rock drumMUSTER event, scheduled for 15 September, is The Rock & District Men’s Shed. No other applications were received by council. Both these community groups are experienced in implementing these collection events and have volunteers who are trained in the appropriate safety procedures required for handling chemical drums. Integrated Planning and Reporting Reference C1.4 – Decreased occurrence, spread and impact of weeds and pests throughout the Shire. Legislative Policy and Planning Implications Inspections and associated activities carried out in accordance with the Noxious Weeds Act 1993. Budget and Financial Aspects Will be conducted within Council’s allocated budget. Attachment Nil.


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Recommendation: That the information be noted. Notes:

15. PARKS AND GARDENS REPORT (DEES/P10-005)

Executive Summary Monthly report on parks and gardens. Report Walter Day Park Landscaping around the new toilet block is in the planning stages; new footpaths, a permanent home for ‘Dance Hall Days’ and an extension of the rose garden will be part of the redesigned space. Sculpture Trail and Urana St Lighting ‘Eagle’ and ‘Rain Dragon’ in Lockhart and the Gallipoli panels and APC at The Rock are all now able to be viewed at night with installation of spot lights. Street Cleaning Attention is being focused on urban guttering that the streetsweeper cannot access. Priority will be given to streets that are not tarred to the gutter as they tend to get a buildup of grass that then catches debris and blocks water flow. Parks and Gardens Routine garden maintenance is being conducted including regular weeding, spraying, pruning, mulching and redefining garden edges. A number of replacement shrubs have been planted throughout the parks and grasses and clumping perennials are being divided and transplanted. Maintenance of park furniture is also being conducted on wet days, including the sanding and painting of weathered timbers. Tree The annual pruning of street trees and urban lanes has almost drawn to an end. A stump grinder will be organized to deal with a number of stumps throughout the shire once the ground dries sufficiently. Mowing and Slashing The spring slashing schedule has commenced and will be of high priority leading up to the many major events in and around the shire over the next two months including, Picolight Fly-in, Lockhart Show, Henty Field Days, Lockhart Picnic Races and Spirit of the Land Festival and The Rock Show. Milbrulong Recreation Ground and most of the streets have been completed recently along with Lockhart Airstrip. The recent heavy rainfall will make some areas inaccessible in the short term. Mowing and edging of most irrigated areas is still being conducted as required, the regular fortnightly schedule will recommence shortly as the days grow warmer. Weed Control Regular weed control has been hindered by persistent wet weather but will also be a priority. Hand weeding may also be necessary in many areas before the upcoming events. General Maintenance Regular duties include inspections of parks and public facilities to remove litter, clean BBQ’s, check for damage or vandalism, clear footpaths and empty public and roadside bins. Most areas undergo inspections twice per week, including Galore Hill, where crews also clean and check the toilet facilities. Contract cleaners attend to the public toilet facilities in Lockhart, The Rock and Yerong Creek. Playgrounds in the shire are being inspected regularly as per Australian Standards, with any maintenance being noted and completed as necessary.


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Integrated Planning and Reporting Reference D1 – Infrastructure that facilitates an active community. Legislative Policy and Planning Implications Nil. Budget and Financial Aspects Will be conducted within Council’s allocated budget. Attachment Nil. Recommendation: That the information be noted. Notes:

16. KERBSIDE WASTE COLLECTION (DEES/W05-035)

Executive Summary Council’s current waste contract for kerbside collection expires 31 March 2017. Report At its meeting 17 August 2015 Council resolved to extend its current waste contract for kerbside collection until 31 March 2017. This was to allow further investigation into a joint contract with Wagga Wagga City Council (WWCC) and Urana Shire Council (USC). Lockhart Shire Council (LSC) currently has a two bin system, being 240L general waste bin collected weekly, and 240L recycling bin (introduced July 2010) collected fortnightly. WWCC has a 120L general waste bin collectedly weekly, 240L recycling bin collected fortnightly, and 240L green waste bin collected fortnightly. While LSC, with the introduction of kerbside recycling collection being introduced in 2010, has improved waste reduction, Council staff are looking at innovative ways to take the reduction in waste to landfill. One such way is to introduce green waste and food organics collection. Food and garden organics make up approximately 60% of what is in a general waste bin. Introducing a food & garden organic waste collection will mean residents can put all food waste in the garden waste bin instead of the general waste bin. This will reduce the amount of waste going to landfill. Currently it is anticipated that LSC has approximately 15 years of landfill space available. Milbrulong has recently closed due to not having any more room. Any initiatives that can extend the life of the current landfills will be of benefit to residents, as if the sites are closed then waste transfer stations will have to be created and waste taken to Wagga or another regional landfill, adding significant cost burden to Council. Council is currently trialling making compost at its Lockhart landfill site, with the intent that if organics collection is introduced then it will be able to make its own compost/mulch for Parks & Gardens, as well as possibly the general public. As there are many permutation and combinations of bin sizes and collection frequency it is proposed that Council staff undertake further consultation with the community to seek feedback on possible options to enhance system to collect and process waste materials, once tender costs are known.


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WWCC has recently resolved to extend its current contract for a further six (6) months to undertake further investigations. Therefore, LSC should extend its contract by similar timeframe to align with WWCC. Integrated Planning and Reporting Reference C3.2 – Utilise effective Waste Management throughout the Community. Legislative Policy & Planning Implications Nil. Budget & Financial Aspects • Waste Contract is included in budget with annual cost of approximately $191,000. • Current charge to LSC residents for two bins is $365/annum. • WWCC charge to residents for three bins is $303/annum. Attachment Nil. Recommendation: That Council extends the current Waste Contract with Transpacific Cleanaway until 30 September 2017, to be in line with WWCC. Notes:

17. NSW GRAIN HARVEST MANAGEMENT SCHEME 2016/17 (DEES/R40-065)

Executive Summary Update on the NSW Grain Harvest Management Scheme (GHMS) for 2016/17. Report Council previously resolved to trial the GHMS for the 2013/14, 2014/15 and 2015/16 harvest seasons from 1 November to 31 January. In June 2013 Transport NSW brought out a paper for discussion of a proposed scheme to allow trucks to carry up to Concessional Mass Limit (CML) (5% increase in mass of loads carried) from 1 November to 31 January to increase productivity. The original proposal only allowed for semi-trailers and B-Doubles to participate. At this time the REROC group of Councils agreed not to support the scheme for a number of reasons. Industry has continued to lobby the State Government and an updated, and more relaxed, scheme was issued in July 2013. The revised scheme is now allowing: • To run from 31 August to 31 May (increase of 6 months’ duration each year) • All truck types to carry up to CML (generally a minimum of 0.5t per vehicle), with some truck

configurations up to 2.13t per vehicle more. • No registration with the National Heavy Accreditation Scheme required • Carriers now allowed to skim loads at the receiver sites. The revised scheme was extended to 30 June 2016, includes a wider variety of grains, removed the National Heavy Vehicle Accreditation Scheme mass management requirement, and also removed the “three strikes you’re out” clause. The scheme allows 15 truck configurations to use the scheme, which moves some 95+% of the grains in Lockhart Shire.


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A review of the scheme was undertaken by Transport for NSW, which was received 21 August 2015. No further information or data has been provided since. There has still been very little if any consultation with Council’s to-date despite regular advocacy by REROC. The NSW Government has now extended the scheme for another 5 years until 30 June 2021, with 2 additional vehicles codes included, as well as scheme will run for 12 months of the year. The GHMS was discussed recently at REROC Infrastructure Group meeting and most Councils have agreed to participate in some way or form. Council staff generally does not support any scheme which increases the mass of truck on local roads. A truck which is carrying additional 0.5 tonnes does 1.6 times more damage to the road, and a truck carrying additional 2.13 tonnes are 8.4 times more damaging to the road network. This has cost implications to road network not designed to carry this type of heavy haulage. In addition, Councils bridges and culvert system are aging and not load tested and staff are concerned about the capacity of these structures to carry additional weight and the potential liability to Engineering and Council staff in the event of damage or accident. Furthermore, the NSW Government has indicated in several forums to tie the GHMS with the Livestock Loading Scheme which allows load increase of up to 7.5% or Higher Mass Limits (HML). The review recently provided has not demonstrated any benefit of the scheme to Council. Urana Shire received the most grain in 2014/15, which it is assumed would include grain from Lockhart Shire as a vast majority of grain is delivered either to Boree Creek or Oaklands silos, both located outside our Shire. Thus, although the report doesn’t indicate this, heavier loaded trucks have travelled through our Shire. Staff do acknowledge that the scheme would provide a benefit to local grain producers. As the manager of the roads asset it is also difficult to support any scheme where the safety of users of the assets is potentially compromised unless suitable funding is provided by the Government. Council may not see an immediate impact to our roads (i.e. potholes forming) but more likely see a quicker degradation of the live span of the pavements. The recent wetter winter has demonstrated the fragility of some of Council’s road network. Integrated Planning and Reporting Reference D2 – Improved transport safety and accessibility. Legislative Policy & Planning Implications The scheme is being implemented through a Ministerial Order. Budget & Financial Aspects It is anticipated that the implementation of the scheme could result in additional costs to Council of $1M/year in damage to roads. Attachment 1. Various Correspondence from NSW Roads & Maritime Services regarding the Scheme extension

and Gazettal Notice. Recommendation: That Council continues to participate in the Grain Harvest Management Scheme for 2016/17 grain harvest, from 1 November 2016 to 31 January 2017. Notes:


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Attachment 1. – Various Correspondence from NSW Roads & Maritime Services regarding the Scheme Extension and Gazettal Notice


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18. F111 STABILISER DISPLAY, THE ROCK (DEES/P10-035)

Executive Summary The Rock Sub-Branch RSL has requested assistance from Council to undertake concrete works and assist with installation of new F111 Stabiliser display in The Rock. Report The Rock Sub-Branch RSL has requested assistance from Council to undertake concrete works and assist with installation of new F111 Stabiliser display in The Rock. The Stabiliser fin would be a long term loan from RAAF Heritage. The fin is approximately 6m long, 3m high and 0.2m thick. The location request is yet to be determined, however in the Avenue of Honour would be fitting. The display would greatly enhance the tourism potential of The Rock and be fantastic addition to the main street. Council recently undertook works to assist with two new displays in The Rock that were unbudgeted, to approximately $20,000. Integrated Planning and Reporting Reference B5.4 - Develop partnerships that support our tourism industry. Legislative Policy & Planning Implications Nil. Budget & Financial Aspects - Cost estimate to construct concrete pad and assist installation is $7,910. The RSL has indicate

that it could pay for materials (approx. $2,675). - This work is currently unbudgeted. - That Council is currently looking at budget deficit due to recent unplanned increase in Bush Fire

Levy. Attachments 1. Letter of Request from The Rock Sub-Branch RSL dated 22 August 2016. 2. Photo of proposed Stabiliser Fin. 3. Engineering details for slab and installation. Recommendation: That Council: (a) supports the installation of the F111 Stabiliser fin; (b) a site meeting occurs to agree position for installation; and (c) determines what level of support it wishes to contribute to the project. Notes:


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Attachment 1. – Letter of Request from The Rock Sub-Branch RSL dated 22 August 2016


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Attachment 2. – Photo of Proposed Stabiliser Fin


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Attachment 3. – Engineering Details for Slab and Installation


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19. PURCHASE OF ADDITIONAL ROAD MAKING PLANT (DEES/P28-005)

Executive Summary Council staff are always looking at ways to continuously improve its operations and become more efficient. Report Council staff are always looking at ways to continuously improve its operations and become more efficient. Staff have identified two additional items of plant that will either improve efficiency of operations and/or provide a cost saving to Council. (i) Watercart – currently Council has only one watercart in its plant fleet, despite having three

grader crews. This means Council his generally hiring two watercarts to undertake its normal business. Our local contractor who has provided these two watercarts is close to retiring and also has difficulty finding suitable operators, plus with planned work load over the next two years it would be unlikely to have any impact on his business. With increased R2R monies as well as recent grant monies from Fixing Country Roads and Heavy Vehicle Safety & Productivity Program it is anticipated Council will be hiring 3-4 watercarts to undertake these works. Council has spent approximately $136,000/year on average over last 4 years hiring one watercart using our local contractor. The purchase of a new watercart is expected to cost Council $130,000-$140,000. This would also create an additional job at Council of a second Water Truck Operator.

(ii) ShoulderMaster Paver – as discussed previously at Council a large proportion of Council’s rural sealed network is narrow and requires widening to meet today’s modern trucks and community expectations. Council has plans to widen a 100km’s of its network over the next 10 years. Council’s current rate to widen its rural roads is $92,000/km, already down from $130,000/km from three years ago. Staff have identified the critical timely (and therefore costly) part of the widening process is placing and spreading of the gravel. A way of paving the shoulder would save significant time and material wastage. The ShoulderMaster paver is a purpose built machine for widening roads with both gravel and asphalt. The manufacturer claims to save 66% time and cost of the operation. Council staff have had experience with pavers and believes a more conservative saving would be more like 20%. This would reduce overall cost to $75,000/km, as saving of $17,000/km or $1.7M over the next 10 years. Council staff have inspected ShoulderMaster in operation and confident it will provide savings identified. The machine can be adapted to fit existing Council plant, thus no other equipment necessary nor additional staff to operate. A check with Kempsey Council Works Engineer indicated the machine does perform as stated. The cost to purchase paver is $109,000.

Integrated Planning and Reporting Reference D2 - Improved transport safety and accessibility. B2.1 - Develop the skills and employment opportunities of our residents. E6 - Provision of efficient and cost effective services by Council to the Lockhart Shire Community. Legislative Policy & Planning Implications Nil. Budget & Financial Aspects (i) Watercart – Council’s annual cost of watercart & operator is $88,000. This would provide an

annual saving to Council of $48,000/year plus create another job for the community. The payback period is 2.9 years; with Council policy to trade major plant every 7 years, thus paying itself off in less than half of its lifecycle.

(ii) ShoulderMaster – Cost of the equipment is $109,000, with annual saving of $170,000, thus the equipment will pay itself back within the first year.


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(iii) The purchase of the equipment and additional staff member will not impact Council’s budget as these items are costed to road projects.

Attachment 1. Brochures & Photo of proposed ShoulderMaster unit. Recommendation: That Council: (a) Approves purchase of additional water up to value of $140,000, with funds coming from

Council’s Asset Replacement Reserves; (b) Endorses the additional Water Truck Operator position at Grade 5 on Council’s Salary &

Performance structure and Council’s organisational structure is adjusted accordingly; and (c) Approves the purchase of ShoulderMaster paver up to value of $109,000, with funds coming

from Council’s Asset Replacement Reserves. Notes:


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Attachment 1. – Brochures and Photo of Proposed ShoulderMaster Unit


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20. FIXING COUNTRY ROADS AND HEAVY VEHICLE SAFETY AND PRODUCTIVITY PROGRAM

GRANT FUNDING (DEES/G10-005) Executive Summary Council has been successful in gaining funding under both Fixing Country Roads (State Government) and Heavy Vehicle Safety & Productivity Program (Federal Government) grant schemes to upgrade Grubben Road and Urana Lockhart Road Causeways. Report At its meeting 20 July 2015 Council resolved to participate in Fixing Country Roads (FCR) and Heavy Vehicle Safety & Productivity Program (HVSPP) grant schemes to upgrade Grubben Road and Urana Lockhart Road Causeways. Council has been successful in gaining funding under both grant schemes. Grubben Road project value is $1,875,000, whereas Urana Lockhart Road Causeways project value is $1,320,000. It is planned to commence works as soon as practicable in accordance with our Works Programme, with major culvert works to be undertaken first and then road/pavement widening works to follow. Integrated Planning and Reporting Reference D2.1 - Improve the safety of people on our roads. Legislative Policy & Planning Implications Nil. Budget & Financial Aspects Project funding is as follows: (i) Grubben Road - works cost $1,875,000: FCR - $468,750; HVSPP - $937,500; Council -

$468,750. (ii) Urana Lockhart Road - works cost $1,320,000: FCR - $330,000; HVSPP - $660,000; Council -

$330,000. Council contribution was included in 2016/17 Budget as unallocated in the Capital renewal Program of the Operational Plan. Attachment Nil. Recommendation: That Council: (a) Notes the information provided; and (b) Authorise the Mayor and General Manager to sign the Funding Agreements under Council Seal

as required. Notes:


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21. DEVELOPMENT APPLICATIONS (MES/P25-010)

The following development applications were approved, with conditions, from 1 August 2016 to 31 August 2016. DA No Development Applicant/Owner Site of Development 2/17 Colorbond Shed Peter Skillicorn 12 Green St, Lockhart 3/17 Shipping Container Lance Smith 17 Queen St, Yerong Creek CDC 5/17

Inground Swimming Pool Adam Price 27 Prichard Pl, Lockhart

6/17 Subdivision John Cusak 30 Emily St, The Rock Integrated Planning & Reporting Reference D3.2 – Land use that supports the development of our community. Legislative Policy and Planning Implications Applications processed in accordance with the Environmental Planning & Assessment Act 1979. Budget and Financial Aspects Nil. Attachment Nil. Recommendation: That the information be noted.

Notes:

22. DEVELOPMENT APPLICATION 45/16 – LOCKHART AGRICULTURAL, PASTORAL AND SHOW

SOCIETY (MES/P25-010) Executive Summary Lockhart Agricultural, Pastoral & Show Society have lodged a development application with Council to demolish the existing poultry pavilion, and replace it with a new steel shed. The site is heritage listed in accordance with the Lockhart Local Environmental Plan 2012. Report An application has been lodged with Council to demolish the existing poultry pavilion in Lockhart, and replace it with a new steel framed, colorbond pavilion. The Lockhart Showground, located off Treasure Street at Lot 122 DP756429, is a Council-managed parcel of crown land, and is heritage listed in accordance with the Lockhart LEP. As such, any works undertaken on the site are subject to a heritage assessment. Advice provided by Council’s heritage advisor recognises the historical significance and aesthetics of the existing galvanised iron shed, which was built many decades ago from local labour and materials. It consists of pine posts and rails, a high pitched roof, with an awning added at a later date. Aside from the unoriginal awning, the shed itself is still in good condition. Unfortunately, however, it does not meet the needs of the Committee, who plan to increase exhibition space for showing and sales of poultry at the site. Grant funding has recently been approved by NSW Department of Primary Industries – Crown Lands to rebuild a new pavilion, and the committee are keen to have it built in place of the existing building.


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The application for demolition/construction has been assessed with respect to section 79C of the Environmental Planning and Assessment Act 1979, which requires consideration to be given to the social, environmental and economic impacts of a proposed development. The pavilion represents one of the few standing buildings in the area, with connections to local labour, materials and building practices, which is publicly available for viewing. Other similar buildings on the site have been replaced with new colorbond versions over the years, and the historical significance of the site is slowing being diminished. On this premise, and to help sustain the appeal of Lockhart as a ‘historical verandah town’, the heritage advice provided for the project is very relevant, and there remains considerable public interest to maintain the site as a heritage listed site. The assessing officer of the development application considers the historical nature of the shed and surrounds to be significant, and would like to see the existing shed retained, despite the preference of the applicant. Council’s considerations is therefore sought to determine the most desirable outcome for the project. Integrated Planning and Reporting Reference Legislative Policy & Planning Implications Permissibility for development consent will be assessed in accordance with s79C of the Environmental Planning & Assessment Act 1979. Budget & Financial Aspects Nil. Attachments 1. Elevation of proposed new pavilion 2. Photographs of existing pavilion 3. Heritage advice letter. Recommendation: That Council determine development application 45/16 for the erection of a new poultry pavilion at the Lockhart showground, on the condition that the proposed new pavilion be constructed in accordance with Council’s heritage advice, with the original pavilion retained and repaired. Notes:


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Attachment 1. – Elevation of Proposed New Pavilion


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Attachment 2. – Photographs of Existing Pavilion


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Attachment 3. – Heritage Advice Letter


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23. CONTAMINATED LAND MANAGEMENT POLICY (MES/E30-055)

Executive Summary After consideration at the July 2016 meeting, Council resolved to place a proposed Contaminated Lands policy on public exhibition. The exhibition period has now closed, and the policy is again presented to Council for their consideration. Report The Contaminated Land Management Project, an initiative of RAMROC and REROC, aims to develop the capacity of Councils on the regulatory framework that underpins management of non-regulated contaminated sites, and to develop expertise and technical capacity to carry out regulated functions under the CLM Act in regards to managing land contamination in planning functions. Developing a contaminated land management policy and procedures as well as a contaminated land site register is expected to enable councils to become better equipped and empowered to confidently ensure that decisions are made in “good faith” and in accordance with regulatory requirements. The policy (attached) has been drafted and reviewed by a Contaminated Land Working Group, made up of Council project participants, and has been through a rigorous process of review being undertaken by Kell Moore Lawyers, EPA and Sutherland Shire Councils’ contaminated land management team leader. The policy has been publicly exhibited for 28 days, and with no submissions received. Integrated Planning and Reporting Reference D3.2 – Land use that supports the development of our community. Legislative Policy & Planning Implications Council has obligations under the Contaminated Land Management Act and Environmental Planning and Assessment Act 1979 to identify, report on and ensure management of contaminated land within the Shire. This proposed Policy 2.47 and associated supporting documentation outlines the requirements relating to the use and/or development of land that is or may be contaminated. Budget & Financial Aspects Nil. Attachments 1. Draft Policy 2.47 Contaminated Lands. 2. Riverina Eastern Regional Organisation of Councils (REROC) (2016) – Contaminated Land

Management Policy, which forms the basis of proposed Policy 2.47. Recommendation: That Council adopts the Policy 2.47 Contaminated Lands.

Notes:


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Attachment 1. – Draft Policy 2.47 Contaminated Lands


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Delegates’ Reports DELEGATES REPORT FOR RIVERINA WATER COUNTY COUNCIL (RWCC) SEPTEMBER 2016 1. Financial Statements and Reports for 2015/16 received and accepted and referred to Auditor. 2. Capital Expenditure Budget result received, achieved 90% with some funds re-voted to this current

financial year. 3. Operational Plan Performance Targets presented. Overall result most satisfactory. 4. Minutes of Audit & Risk Committee received and adopted along with extension of Term for Community

members of Committee. 5. A meeting was held with Administrator of Federation Council to discuss way forward and

representation. 6. Council to retain its High Security Water Licence. 7. Water Treatment Plant progress continues to be delayed by high-river. 8. Council agreed to donate $500 to Lockhart Bowling Club for a defibrillator, along with donations to

Quinty Men’s Shed and Wagga Country Club. 9. I attended the 2016 Water Conference at Broken Hill, 28-30 August. Greg Verdon Delegate

Questions and Statements

Nil.

Closed Session Agenda

The following item/s are listed for consideration by Council on 19 September 2016: 1. TENDER – WINNING AND CRUSHING OF GRAVEL (DEES/T20-005)

2. LOCKHART AND THE ROCK POOL CONTRACTOR – 2016/17 SEASON (DEES/S55-005, S55-015)

3. TENDER – MAJOR PLANT (DEES/T20-010)

4. MILNE ROAD SUBDIVISION, THE ROCK (GM/L05-055)


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