131015 - Agenda and Business Papers 15 October 2013 ...€¦ · Recommendation: That the Minutes of...

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

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Agenda and Business Papers Oberon Council Ordinary Meeting

Tuesday 15 October 2013 5.30pm Council Chambers

01 OPENING OF MEETING ....................................................................................... 4

02 ACKNOWLEDGEMENT OF COUNTRY AND PRAYER ..................................... 4

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

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

05 PRESENTATIONS ................................................................................................ 6

06 QUESTIONS FROM THE PUBLIC ....................................................................... 6

07 CONFIRMATION OF MINUTES OF PREVIOUS MEETING(S) ........................... 6

08 MAYORAL MINUTE AND REPORT ..................................................................... 6

08.01 MAYORAL MINUTE AND REPORT ........................................................................................... 6

09 COUNCILLOR/DELEGATES REPORTS ............................................................. 9

09.01 OBERON BUSINESS ASSOCIATION .......................................................................................... 9 09.02 OBERON TIMBER COMPLEX COMMUNITY CONSULTATIVE COMMITTEE ................................ 16 09.03 OBERON PLATEAU TOURISM ASSOCIATION .......................................................................... 16 09.04 OBERON CORRECTIONAL CENTRE COMMUNITY CONSULTATIVE COMMITTEE ....................... 25 09.05 OBERON ARTS COUNCIL ....................................................................................................... 28 09.06 CHIFLEY LOCAL AREA COMMAND COMMUNITY SAFETY PRECINCT COMMITTEE MEETING ..... 31 09.07 UPPER MACQUARIE COUNTY COUNCIL MEETING ................................................................. 31 09.08 LOCAL GOVERNMENT NSW ANNUAL CONFERENCE ............................................................... 32

10 INWARDS CORRESPONDENCE ...................................................................... 33

10.01 INWARDS CORRESPONDENCE .............................................................................................. 33

11 REPORTS FOR INFORMATION ........................................................................ 35

11.01 MONTHLY ACTIVITY REPORT – GENERAL MANAGER ............................................................. 35 11.02 MONTHLY ACTIVITY REPORT – PLANNING AND DEVELOPMENT ............................................ 39 11.03 MONTHLY ACTIVITY REPORT ‐ WORKS AND ENGINEERING .................................................... 42 11.04 MONTHLY ACTIVITY REPORT ‐ FINANCE AND COMMUNITY SERVICES .................................... 44 11.05 STATEMENT OF BANK BALANCES AND INVESTMENTS ........................................................... 47 11.06 MEDIA ................................................................................................................................. 49 11.07 UPCOMING MEETINGS ........................................................................................................ 50 11.08 STATUS REPORT – ACTIONING COUNCIL DECISIONS .............................................................. 53

Oberon Council - Agenda and Business Papers – Ordinary Meeting – 15 October 2013

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12 REPORTS FOR DECISION ................................................................................ 56

12.01 DEVELOPMENT APPLICATION 10.2013.59.1 CONSTRUCTION OF A RESIDENTIAL GARAGE ...... 56 12.02 OCCUPATION PERMIT NORWAY FIRE SHED .......................................................................... 62 12.03 HAZELGROVE PUBLIC SCHOOL RESERVE COMMITTEE ............................................................ 62 12.04 INTERNAL AUDIT ................................................................................................................. 63

13 COMMITTEE REPORTS ..................................................................................... 65

13.01 LOCAL EMERGENCY MANAGEMENT COMMITTEE ................................................................. 65 13.02 COMMUNITY SERVICES COMMITTEE – 29 AUGUST 2013 ...................................................... 69

14 NEW BUSINESS OF AN URGENT NATURE ADMITTED BY COUNCIL ......... 74

15 CLOSED SESSION REPORTS .......................................................................... 74

12.04 INTERNAL AUDIT – CONFIDENTIAL ATTACHMENT ................................................................. 75

16 CLOSURE OF MEETING .................................................................................... 75


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01 Opening of Meeting

File No: Governance/Meetings/Ordinary

The Mayor welcomed members and declared the meeting open at ....

02 Acknowledgement of Country and Prayer Council acknowledges that this meeting is being held on the traditional lands of the Wiradjuri and Gundungurra People, and respects the history and culture of the elders both past and present. The Meeting was opened in prayer by ....

03 Record of Attendance

File No: Governance/Meetings/Ordinary

Members Mayor John McMahon (in the Chair)

Deputy Mayor Kerry Gibbons Clr Ian Doney Clr Jill Evans Clr Neil Francis Clr Sam Lord Clr Clive McCarthy Clr John Morgan Clr Kathy Sajowitz

Officers Alan Cairney, General Manager

Gary Wallace, Planning and Development Director Aruna Wickramasinghe, Works and Engineering Director

Sharon Swannell, Executive Coordinator Apologies Nil That apologies be received and accepted for the non-attendance of ....


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04 Declarations of Interest

Governance/Councillors/Declarations of Interest

A GUIDE TO ETHICAL DECISION-MAKING

(Provided by the Independent Commission Against Corruption)

Is the decision or conduct legal? Is it consistent with Government policy, Council’s objectives and code of conduct? What will the outcome be for you, your colleagues, the Council, anyone else? Does it raise a conflict of interest? Do you stand to gain personally at public expense? Can the decision be justified in terms of public interest? Would it withstand public scrutiny?

A conflict of interest is a clash between private interest and public duty. There are two types of conflict:

Pecuniary – regulated by the Local Government Act and Department of Local Government

Non-pecuniary – regulated by codes of conduct and policy. ICAC, Ombudsman, Department of Local Government (advice only)

The test for conflict of interest:

Is it likely I could be influenced by personal interest in carrying out my public duty? Would a fair and reasonable person believe I could be so influenced? Conflict of interest is closely tied to the layperson’s definition of “corruption” – using

public office for private gain Important to consider public perceptions of whether you have a conflict of interest

Identifying problems

1st Do I have private interests affected by a matter I am officially involved in? 2nd Is my official role one of influence or perceived influence over the matter? 3rd Do my private interests conflict with my official role?

Whilst seeking advice is generally useful, the ultimate decision rests with the person concerned. When making a Declaration of Interest the reason for making the declaration should be clearly stated. Pecuniary and Non-Pecuniary Significant Interests should be managed by leaving the room while the matter is considered. Pecuniary -

Non-Pecuniary Significant

-

Non-Pecuniary Less than Significant

-


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05 Presentations A presentation will be provided by:

1. Essential Energy Regional Manager, Phillip Green regarding Essential Energy’s operations and activities in the local government area.

2. Mark Genovese, CEO of Maritime Mining Power Credit Union.

06 Questions from the Public None received.

07 Confirmation of Minutes of Previous Meeting(s) Ordinary Meeting 17 September 2013 The Minutes of the Ordinary Meeting of Oberon Council held on 17 September 2013 are ATTACHED. Recommendation: That the Minutes of the Ordinary Meeting held on 17 September 2013 be taken as read and confirmed. Matters Arising from the Minutes Nil

08 Mayoral Minute and Report 08.01 MAYORAL MINUTE AND REPORT

File No: Governance/Meetings/Ordinary Author: Clr John McMahon, Mayor Summary This report summaries the main activity for the Mayor since my last report. Recommendation: That Report Item 08.01 is received as information.


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Comment A. Meetings 1. Ordinary Council Meeting – 17 September 2013

2. Upper Macquarie County Council Meeting – 20 September 2013

3. Lake Oberon User Group Meeting – 23 September 2013

4. Meeting with Bathurst & Lithgow Mayors and General Managers – 24 September 2013

5. Oberon Arts Council Meeting – 24 September 2013

6. Meeting with Paul Toole MP – 27 September 2013

7. Meeting with Marjorie Armstrong – Oberon Cemetery Headstone Committee – 30 September 2013

8. Councillor Informal Briefing Session and Asset Management Workshop – 8 October 2013

B. Representation 1. Presentation of Donations to Community Groups & Organisations – 11 September 2013

2. Black Springs Public School End of Term Assembly – 16 September 2013

3. Visit Oberon Men’s Shed to inspect new facility – 17 September 2013

4. Lunch with Doctors from Oberon Medical Centre – 17 September 2013

5. Oberon Public School - Sesquicentenary Performance “The Road to Oberon” – 18 September 2013

6. St Joseph’s School – End of Term Performance – 19 September 2013

7. NSW Police Chifley Local Area Command Remembrance Service – 27 September 2013

8. Local Government NSW Annual Conference – 1 – 3 October 2013

9. Interview with Prime 7 News regarding Official Opening of Lake Oberon to Canoeing and Kayaking – 4 October 2013

10. Official Opening Lake Oberon – 5 October 2013

C. Correspondence 1. Invitation to attend the Oberon Tigers Rugby League Club Annual Presentation Night

being held on Saturday 28 September 2013.

2. Media Release – new Local Government NSW Board has been elected at the first LGNSW Annual Conference.

3. Nominations open for the Central West Winter Volunteer Sporting Spirit Award – nominations must be lodged with the Office of Communities, Sport and Recreation Orange Regional Office by Friday 8 November 2013.

4. Mayor Maree Stratham, Lithgow City Council – letter of congratulations on re-election as Mayor – 20 September 2013

5. Paul Toole MP - Letter of congratulations on election as Mayor – 23 September 2013

6. Invitation to attend the launch of the Charles Sturt University Winery Label being held on Tuesday 1 October 2013


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7. Invitation to attend the 2013 Premiers Dinner at NSW Parliament House – special annual event for Keep Australia Beautiful NSW – being held on 24 October 2013.

8. Invitation to attend the official launch of the book “A Moment in Time” written by Joan Kent at Lithgow City Library on 11 October 2013.

Notes:


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09 Councillor/Delegates Reports 09.01 OBERON BUSINESS ASSOCIATION

File No: Community Relations/Community Consultation/Oberon Business Association Author: Alan Cairney, General Manager Summary Councillor McMahon and the General Manager are Council’s delegates to the Oberon Business Association (OBA) and details are provided of the Association meetings held on 3 July and 4 September 2013. It is noted that the meeting scheduled to be held on 7 August did not proceed due to the lack of a quorum. Recommendation: That delegate’s report item 09.01 is received as information. Comment On 3 July 2013 the Oberon Business Association held a special “150 Year Anniversary Dinner” Meeting at the Titania Motel. A copy of the Minutes of the Meeting FOLLOW for Councils information. A copy of the Minutes of the Oberon Business Association meeting held at the Big Trout Restaurant in Oberon on 4 September 2013 also FOLLOW for Council’s information. The Mayor and I both tendered an apology for the meeting held on Wednesday 2 October 2013 and at the time of preparing this report the minutes of this meeting were not available. During the meeting held on 4 September 2013, discussion was held regarding the 2013 Oberon Business Awards, which will be held on 15 November 2013 at the Oberon RSL Club. Discussion was also held regarding the option of a combined merger with the Oberon Plateau Tourism Association. It was suggested that a combined meeting be held to see how both Associations feel about the proposal.

Notes:


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09.02 OBERON TIMBER COMPLEX COMMUNITY CONSULTATIVE COMMITTEE

File No: Governance/Oberon Timber Complex Community Consultative Committee Author: Alan Cairney, General Manager Summary Councillor Ian Doney and the General Manager attended the last meeting of the Oberon Timber Complex Community Consultative Committee held on 17 July 2013. Recommendation: That report item 09.02 is received as information. Comment The Oberon Timber Complex Consultative Committee meets on a quarterly basis to provide an update of current activities at the industry. The meeting was advised there had been 2 new complaints received since the last meeting and one ongoing noise complaint which has not yet been resolved. One complaint was in relation to the noise from reversing beepers on forklifts or loaders and this will be investigated. The other related to labelling falling from packs travelling along Albion Street. The complaint hotline is operational at the Oberon Timber Complex; however there have been no logged complaints in order to check the system. There is no reference number issued when individuals call the hotline, a message needs to be left and a reference number will be given when the call is returned. Updates regarding current activities were provided by the representatives from Highland Pine Products, Borg Sites and Woodchem. There was no representative present from the Carter Holt Harvey Structaflor site. During the meeting I passed on Council’s thanks to the Oberon Timber Complex for their participation in the 150 year parade and also thanked Michael Borg and Jim Snelson for attending the 150 year dinner. The Oberon Review has requested a listing of positions currently vacant at the Oberon Timber Complex for inclusion in the Country and Regional Living Expo information. The next meeting of the Oberon Timber Complex Community Consultative Committee will be held on Wednesday 23 October 2013. 09.03 OBERON PLATEAU TOURISM ASSOCIATION

File No: Economic Development/Visitor Information Centre/Oberon Plateau Tourism Association Author: Alan Cairney, General Manager and Mayor John McMahon Summary Councillor Sam Lord is nominated as the Council’s delegate to the Oberon Plateau Tourism Association. The Mayor, Councillor John McMahon and I attended the Association meeting held on 12 August 2013. Councillor Sam Lord and the Mayor, Councillor John McMahon attended the meeting held on 9 September 2013. Recommendation: That delegate’s report item 09.03 is received as information.


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Comment A copy of the Minutes of the Oberon Plateau Tourism Association meeting held on 12 August and 9 September 2013 FOLLOW for Council’s information. The following matters were raised or discussed at the meeting held on 12 August.

Correspondence received from Randall Walker, BMLOT regarding Category Sponsorship at the Awards of Excellence and correspondence received from Oberon Council regarding new Transport Funding

Proposed New Members – Debbie and Shane Warfe – Beyond the Veil, healing meditation etc., D&S Drafting and Four Quarters Labradors and Alpacas

Treasurers Report (Council phone bill to be paid)

Other Reports – IT, Publicity, Jenolan Caves update, National Parks, Mayfield Garden and Oberon Arts Council

Mayor’s Report – John McMahon provided an update on Council activity and also the BMLOT Awards of Excellence 2013 held at Scenic World Katoomba on Friday 9 August 2013. An expression of interest has been lodged by Council for “management” of the Jenolan Caves precinct and is currently being assessed.

General Business – congratulations offered to businesses who received awards at the BMLOT Awards of Excellence, discussion held regarding proposal to merge with Oberon Business Association (OBA).

The following matters were raised or discussed at the meeting held on 9 September.

A report was provided by Charles Degotardi regarding the major road works on the Five Mile road into Jenolan Caves. The road will be closed for the next four weeks from 6pm to 6am each night while the RMS are stabilising a large land slip. Charles reported that visits to Jenolan Caves are at a 20 year high.

Flyer received from Potters Needs for exhibition commencing on 14 September, Insurance Renewal and Sponsorship Request for Highlands Steam and Vintage Fair (OPTA moved to provide sponsorship of $500)

Treasurers Report (Council phone bill to be paid, business insurance and Department of Fair Trading)

Other Reports – IT, Publicity, Jenolan Caves Update, National Parks, Hellarewe Adventures and Arts Council

Mayor’s Report – John McMahon provided an update on Council activity and advised that a meeting is scheduled the Mayors and General Managers of Bathurst, Lithgow and Oberon. A new fire shed is being constructed at Burraga and road works are commencing on the O’Connell Road.

General Business – Lake Oberon funding received via a grant from Fisheries which is being used to assist with infrastructure such as fencing, gates, roadworks etc.

Considerable discussion was held regarding the proposed merger of OPTA and OBA. The final outcome was that consultation should continue with joint meetings discussed with no firm outcome. Overall it was agreed that Oberon would benefit from a merger.

The OPTA Annual General Meeting will be held on Monday 14 October 2013 at the Titania Motel.

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OBERON PLATEAU TOURISM ASSOCIATION

Minutes of Meeting held at Cafe Savanna, Oberon on August 12, 2013 at 6.00pm

ATTENDEES: Tim and Fran Charge, Bob and Sally Parrington, Pat Bird, Don and Jenn Capel, Lynne Causer, Deb Marks, Greg Simpson, Jules Bros, Alan Cairney, Kay Jones, Julie Stott, Donna Gauci, Irene Bishop GUESTS: John McMahon – Oberon Mayor; Andrew Bird – President OBA APOLOGIES: Jo Murphy, Jennifer Prineas, Malcolm Allen, Peter and Meg Low, Brian and Sandra Harman, Barry, Robyn & Michael Richard, Charles Degotardi, Wayne and Monica Cooper CHAIR: Tim Charge The meeting opened at 6.05pm and members and guests were welcomed. MINUTES OF MEETING June 17, 2013: Sally thanked Jules for taking the Minutes at the June meeting. Minutes accepted (Pat Bird / Fran Charge) CORRESPONDENCE: Received: a) Letter from Randall Walker, BMLOT re Category Sponsorship – Awards of Excellence b) Letter from Kathy Beesley Oberon Council re transport funding Sent: a) Letter to Oberon Review re Sesquicentenary and Country Week publications b) A number of emails sent to members and BMLOT regarding membership

MATTERS ARISING FROM MINUTES & CORRESPONDENCE: a) OBA Dinner – well represented by OPTA members b) Bush Dance – Black Springs ‐ well represented by OPTA members c) Sesquicentenary Dinner ‐ well represented by OPTA members d) Country Week – thank you to Kay Jones for volunteering on the stand. Alan said the venue was difficult to find; the numbers were down to being a different venue; a great effort from Volunteers. e) Oberon Dam – Official opening scheduled for long weekend in October. Light hearted banter about kayaks and skinny dipping! f) Product Development – Regional map, bike trail, ready for printing when Destinations NSW approve g) Website Workshops – difficulty co‐ordinating people for a date

Fran moved that a letter be written to Council thanking them for their work with Country Week and this was seconded by Pat Bird. PROPOSED NEW MEMBERS a) Debbie and Shane Warfe – 3 separate businesses – Beyond the Veil – healing, meditation, etc. D&S Drafting; Four Quarters Labradors and Alpacas TREASURERS REPORT: Council phone bill to be paid. Moved that the report be accepted and the Council invoices be paid. (Jules Bros / Fran Charge) IT REPORT: Julie said several different Newsletters have been sent out and she hopes everyone is getting them.

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PUBLICITY REPORT: Kay Jones has sent several news items to BMLOT for their “Hot News” to keep them abreast of what is happening in Oberon. Fran said that Scenic World are interested in receiving info for their newsletter. Tim thanked Kay for her assistance. JENOLAN CAVES UPDATE: Report not available. NATIONAL PARKS: - Hunting in NPs – Game Council dismantled. Ban on hunting in State Forests until the new Local Land

Services are formed in early 2014. Review in process re‐management of hunting. NPWS – trial supervised volunteer hunting in western parks to occur.

- Maps to be ready for Australian Garden Show in early September. Disabled toilet – Ready for installation. Bike signs – to be installed ASAP in KBNP.

- Evans Crown NR – walking track upgrade to occur this financial year. - Yerranderie – Post Office upgrade completed & re‐opened for public accommodation. - Hartley Historic Site – Arts Out West Gallery opened. Talisman Gallery situated on site. NAIDOC

celebrations at HHS 20th September. Back to Hartley 27th October. - Oberon 150yr Celebrations‐ Kanangra‐Boyd Wilderness family bike ride –Free ‐ 10th November.

MAYFIELD GARDEN: - Retail/cafe/nursery area still progressing but not practical to open whilst areas still under construction

so opening deferred until March 2014 except for Open Weekends and booked groups. - On the spring weekend openings, Shakespeare is being performed in various areas of the garden. - Promotional packs being sent to tour bus companies. - Mayfield is exhibiting at the inaugural Australian Garden Show being held at Sydney’s Centennial Park

September 5 – 8. ARTS COUNCIL: - The Toilet block mural mosaic is progressing with 4 of the 8 Bullocks nearing completion under the

guidance of the artist Selena Siefert . - OAC in conjunction with Oberon Council are involving the youth of Oberon through all the local schools

in this project. - Members of the Oberon Community have also assisted at a workshop held outside the Council

Chambers on a freezing cold day at the beginning of July. Hopefully as we head towards spring it will be easier to work on the project.

- Members are reminded that Arts Outwest will provide advertising for any projects or upcoming events. - Oberon Council is a member of Arts Outwest and therefore the Oberon community may avail them‐

selves of the opportunity for publicity of all their events through print, radio and Television media free of charge

- Date for your diary : Friday 1st November and Saturday 2nd November, OAC will be facilitating an Arts and Craft Expo as part of the 150 Year Celebration of Oberon Council.

- We look forward to support from OPTA for both the Mural Project and the Art Expo. - If you know of any local artists or emerging artists please let us know so we can include them. MAYOR’S REPORT: BMLOT Awards of Excellence 2013 held at Scenic World Katoomba last Friday August 9 was a great night to showcase all that the Blue Mountains, Lithgow and Oberon Tourism have to offer. The attention to detail by Randall Walker, Chairman of BMLOT and his team was second to none. Greg Poppleton and the Lounge Bar Lotharios, 1920's orchestra, ensured the Great Gatsby was alive and dancing the night away.

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James Shearer, CEO, BMLOT introduced the evening which was followed by the National Anthem sung by Domino Houlbrook‐Cove (Oberon /Jenolan Caves). A welcome to country and a live performance of the Waradah Dancers set the tone for a great evening. The setting at Scenic world was amazing and made a future return during the day a must. David and Anthea Hammon and the Hammon family, Scenic World, were major sponsors for this occasion. The dinner was excellent and the speakers were informative and interesting as they presented awards in 38 different categories. Oberon was represented on the night by the Mayor of Oberon, John McMahon, The General Manager of Oberon Council, Alan Cairney, and Tim and Fran Charge, OPTA. Both Oberon Council and the Oberon Plateau Tourism Association, sponsored awards. The Mayor and the General manager, spoke on behalf of Oberon, and presented the Hosted Accommodation Award. Tim Charge presented the Unique accommodation Award whilst Fran informed the audience (170 people) that Oberon was a unique place to visit and had much to offer, especially the very fresh air! Great exposure for Oberon as evidenced by the majority of speakers following, who then told of their Oberon experiences, from Lowes Mount Truffiere to Mayfield Gardens and all places in between. An Expression of Interest has been lodged by the Council and is with the panel for Jenolan Caves. GENERAL BUSINESS: a) Congratulations to Greg Simpson on winning Certificate of Excellence Award with Trip Advisor. Also for his appearance on Mike Whitney’s Sydney Weekend for their feature on Orange. b) Awards of Excellence 2013 attended by Tim and Fran Charge, John McMahon and Alan Cairney. OPTA offers congratulations to the following: ‐ Charles Degotardi ‐ Regional Tourism Ambassador equal first ‐ The Oberon Visitor Information Centre won a Silver award for Visitor Information & Services ‐ NPWS won gold for Blue Mountains walking track with the Silver Award going to Jenolan Caves for Heritage and Cultural Tourism ‐ Selena and Jasper Seifert (our Mosaic artist) winner of the Excellence in Sustainable Tourism with their Wild Valley Art Park ‐ Aiden and Benita Clark, formerly of Jenolan Caravan Park for their awards of Gold and Silver for Katoomba and Blackheath Caravan Parks

c) OBA Meeting (Wednesday August 7, 2013) – discussion re merging OPTA and OBA

Andrew Bird outlined the idea and said that in very broad terms, it was envisaged that a new body

would be formed under which both OBA and OPTA could operate. Both organisations have some very

distinct goals, objectives and projects, however there is certainly a degree of commonality between

what our major goal is – the prosperity of the Oberon community.

As all community and volunteer based organisations experience, OBA has seen a decrease in the number of members attending monthly meetings and willingness to contribute to the activities of the Association. As there are a significant number of our members who are also members of OPTA, it would be my hope that a merger would see an invigoration of both organisations and co‐operation towards achieving our common goals, not to mention sharing the load between more people.

Meeting closed at 7.10pm and dinner was served. Tim thanked Barbara and Thea and staff for providing an excellent meal and Oberon Mayor, John McMahon for his input.

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Next Meeting: Monday September 9, 2013 ‐ location to be advised. Signed as a true and correct record of proceedings. Signed_________________________________ Date________________

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OBERON PLATEAU TOURISM ASSOCIATION

Minutes of Meeting held at Monkey Bean, Oberon

on September 9, 2013 at 6.00pm ATTENDEES: Tim and Fran Charge, Bob and Sally Parrington, Pat Bird, Brian and Sandra Harman, Charles Degotardi, Jules Bros, Irene Bishop, Don and Jenn Capel, Lynne Causer, Kay Jones, Donna and Andrew Gauci, Jennifer Prineas, Malcolm Allen, Denise Voytilla, Simon Hedges, Sam Lord GUESTS: John McMahon – Oberon Mayor; Janet Poole, Phillip Haynes APOLOGIES: Annie Phillips, Barry, Robyn and Michael Richard, Deb Marks, Julie Stott, Alan Cairney CHAIR: Tim Charge The meeting opened at 6.05pm and members and guests were welcomed. MINUTES OF MEETING August 12, 2013: Minutes accepted (Pat Bird / Fran Charge) CORRESPONDENCE: Received: a) Flyer from Potters Needs for exhibition commencing September 14, 2013 b) Insurance renewal from CGU c) Sponsorship request for Highlands Steam and Vintage Fair – February 7 – 9, 2014 Sent: a) Letter to Council thanking them for their work with Country Week b) Continuing emails to BMLOT regarding membership

MATTERS ARISING FROM MINUTES & CORRESPONDENCE: a) Product Development – Regional map – Jules reported that unfortunately the maps were not ready in time for the Australian Garden Show that Mayfield were keen to have available. However they are now ready for collection. b) Tim moved that we sponsor Highlands Steam and Vintage Fair as we did last year – Community Sponsorship for $500.00 (Tim Charge / Jules Bros) TREASURERS REPORT: Council phone bill to be paid and Business Insurance $723.91 and Department of Fair Trading $336.00. Moved that the report be accepted and the invoices be paid (Pat Bird / Fran Charge) MAYORAL REPORT: John said it has been fairly quiet in Council recently which is a relief after all the Sesquicentenary activity. A meeting is scheduled for next week with the Bathurst and Lithgow Mayor’s. A new fire shed at Burraga to accommodate fire tanker and equipment as in the height of the season they are the busiest area in our sector. Road works happening just out of town with trees pushed over to reduce shading and road surface improved to a much higher standard than previously. Chifley local command and rural crime prevention officers have held a meeting and they hope to make an arrest soon to stop the burglaries on outlying properties. IT REPORT: Julie provided a statistical report which was handed around and will be attached to Minutes. PUBLICITY REPORT: Kay Jones advised she has been sending reports to James Shearer but hasn’t heard anything back.

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JENOLAN CAVES UPDATE: Charles asked if everyone was aware of the roadworks RMS are carrying out at Jenolan from the Arch down towards Hampton. The work is being done at night from 6.00pm to 6.00am and the road is completely closed – access is through Oberon. 45 Expressions of Interest have been downloaded for Jenolan Caves but there has been no update from the Administrators. Caves visitation has been best for 20 years. Coupon deals mid week make a difference. NATIONAL PARKS: NAIDOC celebrations commence at Hartley Historic Site on September 20, 2013. Kanangra Classic run/bike endurance race approximately 500 participants (same as last year) – 19‐20 Oct. Evans Crown ‐ re‐align walking track and install additional steps, and increase car parking. Oberon area bike route brochures now printed and available for distribution and can be collected from VIC or NPWS. Oberon Area map distribution to be discussed at next meeting. Hazard reduction burns taking place – scheduled for Wombeyan Caves and Yerranderie.

MAYFIELD GARDEN: Not available. HELLAREWE ADVENTURES: Simon Hedges introduced himself and talked about the tours he runs. ARTS COUNCIL: The making of the bullocks has reached the halfway point with the Youth Week and community bullocks both completed. Oberon Public School and Oberon High School are now working on their bullock and the local small schools will be working on the Bullock wagon in the near future. This initiative is involving the Oberon community in a permanent public art project which will become a must see tourist attraction for Oberon. The project is being done in co‐operation with and supported by Oberon Council. The Mayor John McMahon and the General Manager Alan Cairney presented OAC with a cheque for $8,000.00 to progress this project at the August OAC meeting. Oberon Arts Council members along with artist Selena Seifert attended the Farmer’s Markets last Saturday and were encouraged by the enthusiasm of the many visitors and locals both young and older who joined in to help. Tim thanked the Mayor and members for providing reports and information. GENERAL BUSINESS: a) Lake Oberon ‐ A Recreational Trust Fishing Grant of just over $9k has been obtained through Fisheries.

This is being used to assist with infrastructure such as fencing, gates, and some road works etc. There is a Better Boating Program funding application pending for a total project of around $95k. Go Live date of 1 October is still on track, with a “community launch” proposed for Sat 5 October.

b) Merging OPTA with OBA – Tim informed the meeting of OBA’s request for input from OPTA as to how they felt about this idea. Tim asked for comments from the floor. These circulated separately to give all members the opportunity to comment.

c) Tim advised the meeting that next month is the AGM. OPTA protocol is that “A Nomination form must

be completed and signed by two members, be accepted by the candidate and be received by the

Secretary 10 days prior to the meeting for election of candidates”. Nomination forms will be circulated

by Newsletter as will the description of “Duties of the Committee” for the convenience of members.

Meeting closed at 7.10pm and dinner was served. Tim thanked Yoko, Lachie and Woot for providing an excellent meal

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Next Meeting: AGM Monday October 14, 2013 – Titania Motel Signed as a true and correct record of proceedings. Signed_________________________________ Date________________


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09.04 OBERON CORRECTIONAL CENTRE COMMUNITY CONSULTATIVE COMMITTEE

File No: Governance/Meetings/Oberon Correctional Centre Community Consultative Committee Author: Alan Cairney, General Manager Summary A meeting of the Oberon Correctional Centre Community Consultative Committee Meeting was held on Tuesday 20 August 2013. The Minutes of the meeting are provided for Council’s information. Recommendation: That delegate’s report item 09.04 is received as information. Comment The Mayor, Councillor John McMahon, Deputy Mayor Councillor Kerry Gibbons, Councillor Jill Evans and I attended the meeting of the Oberon Correctional Centre Community Consultative Committee held on 20 August 2013. A copy of the Minutes FOLLOW for Council’s information. Inmates have completed the retaining wall at the Oberon Men’s Shed. Further discussion was held regarding other community projects that can be undertaken by inmates. I provided an update regarding Lake Oberon being opened for canoeing and kayaking. Council is seeking additional funding to assist with building facilities in the area and the Oberon Correctional Centre advised they will be able to assist with construction of facilities and maintenance of the area. The Oberon Correctional Centre has a contact to undertake works with Forestry Corporation and Council will be speaking with Forestry Corporation regarding the upgrade of facilities at the rest areas at Hampton Forest and the Millionth Acre. The next meeting of the Consultative Committee is scheduled to be held on Tuesday 19 November 2013.

Notes:

Tuesday 20th August, 2013 At the Oberon Council Chambers

Meeting Opened: 1.00 pm Present: Kerry Gibbons (Oberon Council), John McMahon (Mayor Oberon Council), Jill Evans (Oberon Council), Alan Cairney (Oberon Council), David McMurray (Men’s Shed), David Horton (MOI at CSNSW), John O’Shea (GM at CSNSW), Brad Foley (Overseer at CSNSW), Janet Artey (Oberon Show Committee). Apologies: Sharon Foley (CSNSW), Sara Ruston (Classification at CSNSW), Ian Davis (Men’s Shed), Andrew Godden (CLC).

Previous Minutes: Previous minutes read. Accepted: Kerry Gibbons Seconded: Jill Evans Retaining wall at the men’s shed has been completed by the inmates Oberon CC. Still waiting on the MOU - Workers to be looked at and arrange with council to see if inmate could be used to assist with road side maintenance. Also to look at giving the inmate form Oberon CC community projects an area in Oberon e.g.: the common that they can maintain on a regular basis and look at scheduling a list of projects to involve Oberon CC community projects in. Correction from previous meeting: Nil Correspondence received: Nil received. New Business: General Business: Alan spoke about Lake Oberon has now been opened the motor craft (electric only). He is hoping to speak with the department of Maritime and Fisheries to get funding to maintain the area or build facilities in the area. Mark said that Oberon CC would be more than happy to assist with anything that is needed to be built or maintained in the area.

Oberon Correctional Centre

Community Consultative Committee Meeting No 8

MINUTES OF MEETING

The state forest contract is still active and major re shuffle with the forestry Department is on the cards so all work is to be looked at in the near future once outcome has been sorted. Council are going to talk with State Forest regarding the 100000th acre at Hampton Forest (rest area) to complete the upgrade of this area. Alan is going to look at the Memorandum of Understanding for any future work allocation. Alan Cairney asked if the OCC would be interested in a “contact” of mowing in the local cemetery & parks. Kerry Gibbons asked if the OCC could mow & clean up the area near the local tennis courts at Black Springs. John extended an offer of a Tour of Lithgow Correctional Centre after hours. Will organise a date for the tour and maybe look at using the Oberon CC bus to transport people over to the centre. Alan Cairney asked if the inmates could build a pizza oven at the local common park in Oberon. David from the Oberon Men’s shed thanked the OCC inmates and Officer Brad Foley for a great job completed with the retaining wall. Next Meeting: 12th November, 2013 at the Oberon Men’s Shed at 1.00 pm Meeting closed: 1:45pm


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09.05 OBERON ARTS COUNCIL

File No: Community Relations/Community Consultation/Oberon Arts Council Author: Alan Cairney, General Manager Summary The Mayor, Councillor McMahon and the General Manager are Council’s delegates to the Oberon Arts Council (OAC) and attended the meeting held on 27 August 2013 and 24 September 2013. Recommendation: That delegate’s report item 09.05 is received as information.

Comment FOLLOWING is the Minutes of the Oberon Arts Council meeting held on 27 August 2013. The Mayor and General Manager attended the meeting and the following summary is provided.

The Mayor advised discussions are continuing with Lithgow City Council and Bathurst Regional Council regarding LGA boundaries. Alan Cairney reported that Council has appointed a Grants Officer to assist with sourcing funding and liaise with community groups to assist with grant applications. Kathy Beesley provided a report regarding the funding Council has received from Transport NSW to support bus travel for community groups and individuals.

No new memberships / renewals

Fran Charge provided a report regarding the August Arts OutWest Board Meeting. The meeting reviewed current projects. Arts OutWest will assist with advertising the Art Shaping Life Exhibition. Local Oberon artist Harrie Fasher has received support from Arts OutWest for a trip to the United Kingdom.

OPTA Report – Alan Cairney advised that several new members have joined including Simmo’s Off Road Tours. The Mayfield Garden café and nursery opening has been delayed until Autumn 2014.

Fran Charge provided a report regarding the Bullock Mosaic Project. Arrangements have been made with artist, Selina Seifert to progress the construction of the mosaics. The “community bullock” will be progressed at the Farmers Markets in September.

A sub-committee is working on the Art Shaping Life Exhibition being held in celebration of Oberon’s 150 Anniversary. The entry forms/invitations have been finalised and will be sent out inviting artists to participate in the exhibition.

At the time of preparing this report the minutes of the meeting held on 24 September 2013 were not available. Discussion was held on the Art Shaping Life Exhibition and a Council update was provided by the Mayor and General Manager. The next meeting will be held on Tuesday 22 October 2013.

Oberon Arts Council Inc Tuesday 27th August 2013 5.00pm Oberon Golf Club

MINUTES OF GENERAL MEETING

Meeting Opens: 5.00pm ACTION Present: B Beesley, K Beesley, A Cairney, F Charge, B Harman, S

Harman, J Mc Mahon, M Ross, R Ross, L Thompson Apologies : S Fitzpatrick, C Ravesi, M Grady, I Mackenzie.

Minutes Meeting held 25th June 2013 Business arising – attendance to be verified

Moved : R Ross Seconded: B Beesley Carried

Correspondence In – list attached* Correspondence Out – attached* Business arising – response to Oberon Council about community transport funding to be prepared

Moved: L Thompson Seconded: S Harman Carried

Treasurer’s Report: F Charge (on behalf of S Fitzpatrick )

Current balance of $11, 994.02 It was resolved to pay the account received from Arrows Newsagency and pay any invoices received associated with the bullock mosaic project. Moved: F Charge Seconded: B Harman Carried

GENERAL BUSINESS

Oberon Council Report

J McMahon (Mayor) reported that it had been a quiet period for Council following the 150th Anniversary celebrations. Discussions are continuing with Lithgow Council and Bathurst Council about LGA boundaries. A Cairney (General Manager, Oberon Council reported that a Grants Officer had been appointed to assess sources of funding and liaise with community groups to assist with grant applications. The Mayor reported that the mayoral election will take place in September. The Mayor presented a cheque as the Oberon Council contribution towards the bullock mosaic project. It was resolved to thank Oberon Council for their generous support of the bullock mosaic project. Moved: F Charge Seconded: L Thompson Carried

Membership Report: F Charge No change since last meeting

Arts Out West Report: F Charge The August AOW board meeting reviewed current projects including those funded by indigenous and mental health-related grants. AOW will assist with advertising the Art Shaping Life! Exhibition. Local Oberon artist Harrie Fasher has received support from AOW for a trip to the UK. The Hartley Indigenous Art Gallery has opened. ArtSpeak is moving to a mostly online format, with hard copy on a quarterly basis which will assist in publicising events.

OPTA report: A Cairney Several new members have joined including Simmos’ Off Road Tours. The Mayfield Garden café and nursery opening has been delayed until Autumn 2014. Non-powered water activities will commence on Oberon Dam from 1 October 2013 with the primary access point at Reef Road and this is expected to add to tourism activities.

Community funding from Transport NSW: K Beesley

Oberon Council has received funding from Transport NSW to support bus travel for community groups and individuals. Regular bus trips to Bathurst (to coincide with the monthly grower’s markets) have been arranged and community groups may also book a 21 seat or 57 seat bus through Council for special event trips (eg. garden Club trip to Floriade). The cost of a return trip to Bathurst/Orange will be $5- for adults and $2.50 pensioner/senior; trips to Canberra/Sydney will be $10-. K. Beesley is talking to community groups to advertise the scheme. Groups may book a bus and pay for travel through Council; any associated costs (eg. entry fees) will be the responsibility of the group booking the bus.

Oberon Common – Bullock mosaic project: F Charge

Arrangements have been made with S Seifert to progress the construction of the bullock mosaics. The community bullock will be progressed at the next Farmer’s Market to be held on 6 September 2013. Gary Mawhood of Mawhoods Timber and Hardware has donated the Marine Ply sheets for the bullocks Glen Howse has donated tiles.

Art Shaping Life! Exhibition (150th Anniversary Arts & Crafts Show): F Charge

Sub-committee meeting was held on 14 August 2013 and invitation/entry form finalised. Next action is to send invitations to artists to participate in the exhibition.

Paver History Book: F Charge Printing quote is being sought from CSU Print.

ANY OTHER BUSINESS

Date of Next Meeting Tues. 24th September 2013 at 5pm Oberon Golf Club Meeting Closed 6.15pm Followed by Dinner at Oberon RSL

Correspondence In Bank statements from NAB – Cash Manager and Community Fee Saver accounts FINSURA renewal notices (2) Email from FOOLS – W2A Afternoon tea and presentation Email from Oberon Library – Bullock mosaic project Letter from Australian Charities and Not-for-profis Commission advising online access details Letter from Oberon Council about the community transport funding received from NSW Transport

Correspondence Out Emails to members advising next meeting date Email to Oberon Council attaching Minutes Email to Luke Adamson about offer to make a donation to Arts Council Email to Helen Knight’s family on the first anniversary of her death, remembering her contribution to OAC.


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09.06 CHIFLEY LOCAL AREA COMMAND COMMUNITY SAFETY PRECINCT COMMITTEE MEETING

File No: Community Services/Service Provision/Police Services (Community Precinct) Author: Alan Cairney, General Manager Summary Mayor John McMahon and General Manager, Alan Cairney attended the last meeting of the Chifley Local Area Command Community Safety Precinct Committee, held on Monday 2 September 2013 in Oberon. Recommendation: That report item 09.06 is received as information. Comment The Chifley Local Area Command Community Safety Precinct Committee meets on a quarterly basis across the four local government areas of the command. The September 2013 Quarterly Meeting was held in Oberon. The meeting was attended by representatives from Bathurst Regional Council and Lithgow City Council along with members of the Chifley Local Area Command. Blayney Shire Council tendered an apology for the meeting. The meeting was presented with the quarterly crime statistics along with comparisons for the last 3 years. Bathurst and Lithgow are the main areas of concern, along with rural property theft, with one offender in custody after a break and enter which involved firearms. Mayor, John McMahon raised concern about the rise in rural theft and the Chifley Regional Area Commander advised that there are proactive strategies in place to address this. The Oberon Eagle netphone trial has been completed and is being expanded across the State. The next quarterly meeting will be held in Blayney on Monday 2 December 2013. 09.07 UPPER MACQUARIE COUNTY COUNCIL MEETING

File No: Environmental Management/Meetings/Upper Macquarie County Council Author: Clr John McMahon, Mayor Summary Councillor Francis and I attended the meeting of the Upper Macquarie County Council held on Friday 20 September 2013 commencing at 2.30pm. Recommendation: That delegate report item 09.07 is received as information.


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Comment Council reviewed 178 property reports covering four Local Government Areas. In the Oberon Local Government Area 26 property inspections were carried out and 10 properties have been issued with inspectors reports requiring extra weed control. Weeds to be sprayed are serrated tussock, blackberry, nodding thistle and scotch broom. The only effective herbicide for the control of serrated tussock is “flupropanate” commonly called “Taskforce”. In the Goulburn and Armidale areas flupropanate resistance has been confirmed on some properties. This matter has been reported to the Department of Primary Industries for their comment.

09.08 LOCAL GOVERNMENT NSW ANNUAL CONFERENCE

File No: Government Relations/Local and Regional Liaison/Local Government NSW Author: Mayor John McMahon and Alan Cairney, General Manager Summary Mayor John McMahon and General Manager, Alan Cairney attended the inaugural Annual Conference of the newly formed Local Government NSW. The Conference was held on 2 and 3 October 2013 and is the first Conference held since the former Local Government Association and Shires Association merged into one entity earlier this year. Recommendation: That report item 09.08 is received as information. Comment Clr Keith Rhoades from Coffs Harbour was elected as the first President. Highlights of the Conference were the official opening by the Governor of NSW, Professor Marie Bashir and a welcome to the city by Sydney City Lord Mayor, Clover Moore. One of the main topics listed for discussion was the Structural Reform/Review of Local Government and the issues raised in relation to the report handed down by the Independent Local Government Review Panel. Professor Samson provided an informative presentation to the conference and the Minister for Local Government, Don Page addressed the conference again stating the Government’s position that “there will be no forced amalgamations”. The issue of Local Government Financial Sustainability has been raised by many Councils and in particular lobbying for a fairer share of the national taxation revenue through the Federal Government Financial Assistance Grants (FAG’s). Local Government is concerned that their share of the tax revenue has been progressively declining and has not kept pace with increasing costs faced by all Local Governments. The Conference Business Sessions were on the following five strategic themes:

1. Local Government Review 2. Local Government Financial Sustainability 3. Waste 4. The New Planning System 5. Local and State Government Relations


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For each of the strategic themes there were a number of actions proposed and voting delegates were able to put forward amendments and further motions. Unfortunately the Business Sessions were not fully completed due to a quorum not being achieved. An outcomes paper from the Conference will be available shortly and will be distributed to all Councillors.

10 Inwards Correspondence 10.01 INWARDS CORRESPONDENCE

File No: Governance/Meetings/Ordinary Author: Sharon Swannell, Executive Assistant Summary The Report Item provides a summary of incoming correspondence for the period 1 September to 30 September 2013. A copy of correspondence received will be available to be viewed at the Ordinary Council Meeting. Copies of correspondence are available upon request. Recommendation: That Report Item 10.01 is received as information. Comment A summary of incoming correspondence received by Council is as follows: 1. NSW State Emergency Service – regarding finding arrangements under the Partnership

Agreement between NSW SES and Council.

2. Division of Local Government Circular to Councils reminding Council’s of their reporting obligations under the new Model Code of Conduct Procedures.

3. Oberon Plateau Tourism Association expressing its appreciation to Oberon Council for their ongoing support of the Country and Regional Living Expo in 2013.

4. NSW Local Government Media Release regarding an update on the latest action taken on the critical issue of the proposed Planning Bill. NSW Local Government has written to the premier seeking his intervention to ensure fundamental amendments are made to planning Bill before it is brought before Parliament.

5. Oberon Business Association advising that the 2013 Oberon Business Awards will be held on Friday 15 November 2013 at the Oberon RSL Club and calling for nominations.

6. Oberon Men’s Shed – letter of thanks for the completion of earthworks for the new shed project.

7. Oberon Tigers Rugby League Club Inc. – letter of thanks for donation from the Annual Financial Assistance Program towards the purchase of playing jerseys for the 2013 Heritage Round.

8. Lifeline Central West – letter of thanks for the Council donation which will be used to support Counselling Services and Suicide Prevention in Central West NSW.


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9. Certificate of Appreciation from Black Springs Public School for the donation to help install an outdoor kitchen for the School.

10. Media Release - Local Government NSW welcomes Ministers consideration to changes to Planning Bill

11. Media Release – Robin Parker MP, Minister for the Environment and Heritage advising that the NSW Government has published a new native vegetation regulation which will commence on 23 September 2013.

12. Secretary to the Electoral Districts Commissioner advising that the names and boundaries of the NSW Electoral Districts have been proclaimed and published in the Government Gazette.

13. O’Connell Public School – letter of thanks for the donation towards the 2013 Presentation Night.

14. Local Government NSW providing an Annual Financial Statement for the former Shires Association of NSW.

15. Evans Community Options – letter of thanks for donation to be utilised in the Neighbour Aid/Social Support program.

16. Division of Local Government – Circular to Councils inviting Council’s and County Council’s to apply for funding under the third round of the Local Infrastructure Renewal Scheme.

17. Media Release – Local Government NSW Water Management Conference held in Terrigal seeks to improve the working flow.

18. Media Release – Independent Local Government Review Panel (ILGRP) advising the results of an opinion poll conducted by IRIS Research for the ILGRP.

19. Local Government NSW – letter providing an update regarding the action Local Government NSW has taken on the issues proposed in the State Government’s Planning Bill.

20. Division of Local Government – Circular to Council’s informing that the Local Government (General) Regulation 2005 has been amended to include new requirements relating to the measurement of water, the management of stormwater and the disposal of trade waste.

21. Division of Local Government – Circular to Council’s advising of the release of new guidelines for Special Rate and Minimum Rate Variations for the 2014/15 rating year.

Notes:


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11 Reports for Information 11.01 MONTHLY ACTIVITY REPORT – GENERAL MANAGER

File No: Governance/Meetings/Ordinary Author: Alan Cairney, General Manager Summary The Report Item summaries the main activity for the General Manager during August including Human Resources and Workplace Health & Safety, Executive Support matters, Community Activity, Regional issues, Grant Applications and details of planned activity for the coming months. Recommendation: That report item 11.01 is received as information. Comment 1. Human Resources and Workplace Health and Safety Includes information provided supplied by Human Resources Coordinator (HRC) and Work, Health and Safety Coordinator (WH&SC). HUMAN RESOURCES (ORGANISATIONAL DEVELOPMENT – OD) Due to current leave requirements of the HR Coordinator and other leave by relief personnel details of HR activity was not available when preparing the Council Meeting Agenda. HR details for September and October will be reported to the November Council Meeting. WORKPLACE HEALTH AND SAFETY Incidents/Injuries There were one incidents reported during September. An employee sustained a bruised hand whilst being involved in an indoor toolbox activity. There was no work hours lost due to injury in September. DAYS WITHOUT LOST TIME INJURY Department/work area 31 August 31 August Administration 231 261 Works 62 92 Library 398 428 OVIC 390 420 Workshop 107 137 Meetings/Training

Weekly meeting with GM, each Wednesday morning 3 Sept – attended CENTROC WHS/RM group meeting held in Blayney 11, 12 Sept -Training in Authority BIS 11 Sept - Evacuation drill and procedures and procedure for lending PPB for bush

walkers, with Executive Coordinator and VIC staff


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16 Sept - Workshop with HR Coordinator and Engineering Administration Assistant to address specific actions required for setting up a comprehensive plan for training subject to StateCover audit requirements

25 Sept – meeting with Overseer reviewing SWMS and discussion regarding training requirements for various levels of traffic control (blue, red, orange and yellow cards etc.)

30 Sept – Roads Inspector and Engineering Administration Assistant to discuss procedures for footpath repair program

30 Sept – meeting with Storeman to review chemicals and appropriate SDS Upcoming activities / meetings

4 Oct – WHS inductions for swimming pool staff. 8 Oct – meeting with Fiona Goodman, Risk Manager for StateWide Mutual to review

Councils RMAP 9 Oct – meeting with Roads Inspector to identify gaps in inspections/repairs

procedures Oct – review actions resulting from evacuation procedures for OVIC Nov – meeting with EMT and relevant managers to design and implement WHS

Action Plan 2013 3 Dec – CENTROC WHS/RM group meeting in Bathurst

WHS Action Plan 2013 Each year the WH&S Coordinator conducts an internal audit of Council’s WHS Management system. The audit is a useful tool to assist Management to prioritise actions for the year. The audit questions are provided by StateCover and are divided into14 key elements as follows:

1. WHS Policy 2. Planning 3. Hazard Identification, Assessment and Control 4. Consultation 5. Training 6. Emergency preparedness 7. Purchasing 8. Inspection and Testing 9. Health monitoring 10. Incident Investigation & Corrective Action 11. Document Control 12. Record Management 13. WHS Audits 14. Management Review

2. EXECUTIVE SUPPORT – MEETINGS & VISITOR INFORMATION CENTRE Includes information provided by the Executive Coordinator: Weekly Mayoral Column for the Oberon Review drafted for Thursday’s edition Weekly “What’s On?” newsletter issued to Councillors each Friday during September Informal Briefing Session – 10 September including Asset Management Workshop Monthly Ordinary Council Meeting – 16 September Community Precinct Working Party – 23 September


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There have been regular staff meetings with the Visitor Information Centre employees (permanent, part-time, and casuals) with most being able to attend. A number of issues have been raised and will need to be resolved prior to the General Manager and Executive Coordinator meeting with representatives of the Oberon Plateau Tourism Association (OPTA) to review the existing Memorandum of Understanding (MOU). The main issues are:

Respective roles of each staff member and the relationships/work done by OPTA particularly regarding events, marketing and promotional activities.

General relationships with major attractions, and influence with Blue Mountain Lithgow Oberon Tourism (BMLOT) as the Regional Tourism Organisation.

Fees for the hire of fossicking kits, fishing equipment and golf hire etc. Gathering of statistical information on visitor numbers, though the door plus internet. Relevance of activity with Operational Plan 2013/14 (GM and EC review). Complaints handling procedures

Staff from the Visitor Information Centre attended a Famil Tour of the Fossicking Sites around the Oberon LGA on Wednesday 11 September 2013. Feedback from staff has been very positive and a number of staff commented that they now feel very confident handling the increasing number of enquiries being received regarding fossicking in the area. A mock Emergency Evacuation Drill was held at the Oberon Visitor Information Centre during the month. The drill highlighted a number of issues at the Centre including the need to install appropriate signage for muster areas. These will be actioned as a priority. There were 1164 Visitors at the Oberon Visitor Information Centre during September 2013. The main enquiries received were for Jenolan Caves, Fossicking and Kanangra Walls. There has been an increase in enquiries for gardens with the opening of Mayfield Garden, Gairlock Garden and Falkirk during October as well as the Open Gardens being held on the first weekend in November. 3. COMMUNITY ACTIVITY, REGIONAL ISSUES and OTHER MEETINGS 2 Sept – Chifley Command Community Safety Precinct Committee in Oberon 3 Sept – GM meeting with USU Local Organiser and staff representatives 4 Sept – OBA breakfast meeting at the Big Trout 9 Sept – OPTA Meeting 11 Sept – Donations Presentations to community groups at the Community Centre. 16 Sept – Visit by Councillors to Oberon Men’s Shed 16 Sept – Councillors Lunch with Doctors from the Oberon Medical Centre 23 Sept – Lake Oberon Access Committee meeting to review community opening. 24 Sept – meeting with representative of Lithgow and Bathurst Councils 24 Sept - OAC Meeting at Oberon Golf Club 27 Sept – Mayor and GM meet with local member, Paul Toole MP

4. GRANT APPLICATIONS Following is a listing of Grants/Funding applied for from July with the current status/outcome: Submitted Details / Description of Project / Project$ Amount Status

July 2013 Recreational Fishing Grants - $13,696

joint project with Oberon Acclimatisation Society

$9,140 successful


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Aug 2013 Better Boating Program - $95,000

NSW Maritime Services

$57,504 submitted

Aug 2013 Regional Development Australia Fund – Round 5

side panels to “enclose” swimming pool - $152,268

$152,268 submitted

Sept 2013 Seniors Week 2014 - $2,000 $1,000 submitted

Sept 2013 Small Grants for Small Communities

Waste 2 Art Workshop / FOOLs

$4900 submitted

Sept 2013 Country Arts Support Program

Waste 2 Art / FOOLS

$1500 submitted

Sept 2013 Veolia Mulwaree Trust (VMT)

Seeding Funding for Youth Council

$1000 submitted

Sept 2013 Regional Flagship Events Program $1000 EOI submitted

Due Date and Details of Planned Applications

10/10/2013 Sculpture by the Sea / Trade & Investment NSW

artwork at the Common - $3000 for transport

$20000 EOI to be prepared

30/10/2013 Sport & Recreation or VMT

Skate Park or Hockey Club Grounds

up to $25k

27/11/2013 Veolia Mulwaree Trust

Community Precinct Upgrade

up to $40k

13/12/2013 Sport & Recreation Events Program

Sports Facilities Committee

up to $10k

1/10/2013 Country Arts Support Program

FOOLs – Waste to Art, Women’s Welding

Oberon Arts Council – design and art

up to $1500

5. PLANNED ACTIVITY FOR OCTOBER and NOVEMBER From 1 October Lake Oberon will officially be open for non-powered and electric powered craft. Signage will be finalised for the main access area at the Reef Reserve off the Reef Road. A community launch was planned for Saturday 5 October with the Mayor to open the access area. Managers and Supervisors will continue to be involved in workshop sessions to progress the implementation of the Programs and Projects in the Oberon Community Strategic Plan 2013. As detailed previously this will lead to a greater involvement in the CSP review process and the development of more relevant performance indicators, including financial indicators. Following the completion of a Health Check on our Financial Systems associated with the Civica Authority corporate software there will be further workshop type sessions with finance personnel and relevant Managers and Supervisors to consider and implement recommendations. The major topic for Councillor Workshops to be held in conjunction with the Informal Briefing Sessions in Oct and Nov will be a review of the Asset Management Plan and also information on the NSW Government Local Infrastructure Renewal Scheme.


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In October there are policy reviews proposed and work is required to complete the Annual Report. During October our External Auditors, Intentus Chartered Accountants (formerly known as Morse and Co) will visit to complete the audit of the Annual Financial Statements. A Works Committee meeting is scheduled for Tuesday 29 October and a Finance Committee for Tuesday 5 November, although this may be rescheduled (Staff Picnic Day is Monday 4 November and the Melbourne Cup will be held on Tuesday 5 November). The Quarterly Budget Review Statements will be presented to the November Council Meeting.

11.02 MONTHLY ACTIVITY REPORT – PLANNING AND DEVELOPMENT

File: Governance/Meetings/Ordinary Author: Gary Wallace, Planning and Development Director Summary Providing details of major work within the Planning and Development Department for September 2013. Recommendation: That report item 11.02 is received as information. Comment 1. Determinations The following Applications and Certificates were determined during September.

Type of Application/Certificate Number Approved

Development Applications 12

Construction Certificates 9

Complying Development Certificates 0

Section 68 Applications 2

Subdivision Certificates 2

Determinations - September 2013 (S.101 E.P. & A. Act.) Ref No Development Type Street Address Locality 10.2013.42.1 6 Lot Subdivision 10 Blenheim Ave OBERON 10.2013.49.1 11.2013.49.1

Storage Buildings 10 Hawken Street OBERON

10.2013.47.1 11.2013.47.1 19.2013.17.1

Dwelling and OSWW 121 Junction Road DUCKMALOI

19.2011.27.2 Modification to Septic 1172 Mutton Falls Road O'CONNELL 11.2012.22.2 Modification to Fire Shed 137-139 Burraga Road BURRAGA


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15.2011.17.1 Subdivision Cert.- (boundary adjustment)

1092 Lowes Mount Road TARANA

10.2013.46.1 3 lot Subdivision 1745 Mutton Falls Road O'CONNELL 10.2013.48.1 Security Fence 24-26 North Street OBERON 10.2013.55.1 11.2013.55.1

Additions to Dwelling 97 Marks Crescent TITANIA

20.2013.13.1 10.2011.75.2 11.2011.75.1

Modification DA to stage Construction works and Construction Certificate stage 1 - plumbing and drainage works

107 Ross Street OBERON

10.2013.50.1 11.2013.50.1

Farm Shed 1347 Hazelgrove Road OBERON

10.2013.54.1 11.2013.54.1 19.2013.16.1

Farm Shed & OSWW 2152 Edith Road OBERON

10.2013.57.1 11.2013.57.1

Additions to Dwelling Unit 7/79-81 North Street OBERON

10.2009.225.2 Motocross Track Facility Stage 2 Works

2968 Shooters Hill Road SHOOTERS HILL

19.2013.20.1 Approval to Operate OSWW

46 Gilholmes Road OBERON

10.2013.53.1 11.2013.53.1 20.2013.12.1

Dwelling and Connection to Sewer

36 Dart Street OBERON

Copies of determinations are available from inspection at Council’s Administration Centre. Total fees for applications during September were $10,785.04. These fees represent 16% of income shown in the Operational Plan 2013/2014. Year to date 41% of the predicted application income has been received. 2. Certificates Issued During the Conveyancing process, normally as part of the sale of a property, various Certificates are applied for by Solicitors, Real Estate Agents or by the public. In August the following certificates were issued:

Certificates Number Issued

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

38

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

9

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

9

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

6


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3. Oberon Animal Pound There were no Nuisance Dog or Nuisance Cat orders and no Dangerous Dog Declarations issued during September. The following are details of activity at the Animal Pound during September.

Details Cats Dogs

Animals carried over from previous month 1 1

Animals Seized - Roaming animals collected by Ranger 1 0

Animals Abandoned - Animals left in Council drop-off cages 0 0

Animals Surrendered - Animals given up by owner 0 0

Animals released to Owner 0 0

Animals Released to Charity Organisations 1 0

Animals Destroyed 0 0

Animals Sold 0 0

Animals died at Council’s facility 0 0

Animals Escaped/Stolen 0 0

Animals still in the Pound 1 1

4. Miscellaneous Matters Various inspections, including building inspections, health inspections, environmental inspections and complaints were conducted during September.

Type of Inspections Number of Inspections

Building Inspections 16

Food Inspections 1

Environmental Inspections

(Air Pollution/Noise Pollution/Water Pollution)

0

Subdivisions Certificate Inspections 2

Complaints (Including Animal Control) 2

Building Maintenance Inspections 6

5. Swimming Pool Swimming Pool activity is progressing towards opening on the second Friday in November. During September maintenance on the facility has occurred in preparation for the opening. Engineering detail for the proposed pool enclosure has been received with the development application currently being prepared for lodgement. It is proposed that an extended consultation phase be undertaken in an attempt to give the community an opportunity to comment on the proposal. Documents including plans will be placed on exhibition at Council Chambers, the pool and library.


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6. Attendance at Seminars/Conference/Short Courses No conferences, short courses or seminars were attended during September by staff. 7. Working Parties The Timber Heritage Walk Working Party has been working to finalise signage for stage 1 of the concept plan relating to the Timber Heritage Walk. Initial information has been edited and amended and it is anticipated that upon endorsement from the working party signage quotes will be sought for the first stage.

8. Upcoming Events

Advertising is currently being undertaken regarding the Swimming Pool Barrier Inspection Program. Exhibition of the document is until 20 October 2013 and submissions received will be reviewed and submitted to Council for consideration. Currently there is an observed increase in awareness with registrations of pools increasing during the September period.

11.03 MONTHLY ACTIVITY REPORT - WORKS AND ENGINEERING

File: Governance/Meetings/Ordinary Author: Aruna Wickramasinghe, Works & Engineering Director; Clive Cawthorne, Acting Works Engineer Summary Providing a summary of the major work carried out in the Works and Engineering Department for September 2013. Recommendation: That report item 11.03 is received as information. Comment 1. Local Roads/ Bridges/ Parks GRAVEL RESHEETING – The resheeting of selected sections of Schumachers Road, Mosgrove Road, Bald Ridge Road, Howes Road, and Arkstone Road was undertaken. TRAFFIC FACILITIES – The construction of kerbs, medians and islands on Rupert St, Carrington Ave/O’Connell Rd and Tarana Rd were completed. DRAINAGE CONSTRUCTION AND MAINTENANCE – Drainage works were undertaken on Arkstone Rd, Edith Rd, Beaconsfield Rd, O’Connell Plains Rd and Claytons Rd. HEAVY PATCHING – Heavy patching has been completed on Campbells River Rd, chainage 200m through to 600m from Arkstone Rd. PARKS AND RESERVES – Council staff are continuing to mow and whipper snip various town parks and recreation areas, the cemeteries and the public pool parks within the Council area.


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2. Works for Roads and Maritime Services (RMS) RMS MAINTENANCE – Maintenance is continuing on O’Connell Rd and Duckmaloi Rd. OBERON WEST – RMS has committed $1.7M towards rehabilitating the first 2km of O’Connell Rd north of the Albion St roundabout and Oberon Council has been engaged as the Contractor to undertake these works. The scope of works consists of culvert extensions, shoulder reconstruction, pavement rehabilitation and surfacing. The early works include tree removals, pruning and compensatory tree planting. The fencing is nearing completion. Several native trees are being planted to offset the removal of vegetation which posed roadside hazards especially around the curves. Works related to culvert extensions are scheduled to commence 8 October. The pavement rehabilitation works will follow upon completion of culvert extensions. 3. Waste Water ( Sewerage) Manhole replacement program – Work is continuing with the replacement and raising program of out-dated manhole covers with new sealed units. 4. Water Supply Water Main Replacement – Water main replacement works were completed in Tarana Cres. Membrane Replacement – The contractor has advised that there is a manufacturer’s delay and therefore the installation of the membranes will be delayed. 5. External Meetings

RMS Peer Review Group Meeting in Dubbo RMCC Progress meeting with RMS

6. Waste Management A free tip day was held on Sunday 15 September at Black Springs and Burraga Transfer Stations and Oberon Waste Facility. The negotiations with CSR related to the Contract for the excavation and haulage of wood fibre are complete. The Contract documents are expected to be signed on 10 October and work will be planned to commence shortly afterwards. 7. Plant We are investigating the purchase of a dozer for the use at the Oberon Waste Facility. 8. Staff Training RMS Red Ticket to select and modify traffic control plans – this will enable relevant staff

to design and approve traffic control plans and check traffic control set ups on site. RMS Orange Ticket to design and inspect traffic control plans – design and audit traffic

control plans.


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9. Upcoming Works Projects likely to commence over the next three months include:

REPAIR program – rehab works on Abercrombie Road, South of Sloggetts Road Installation of filtration membrane at the Oberon Water Treatment Plant Installation of speed humps on Curtis Street Heavy Patching on Arkstone Road Private Works for CSR in relation to excavation and haulage of wood fibre.

10. Works Committee The next Works Committee meeting is scheduled for Tuesday 29 October 2013 and the following reports will be prepared for discussion and consideration:

Recycling and Kerbside collection Disposal of trees at the Oberon West Project Fluoridation of Water Revised Works Program Arkstone Rd improvements (adjacent to potential landslip) Exposed pipes on unsealed roads Variable Message Signs (VMS) on Council Roads

11.04 MONTHLY ACTIVITY REPORT FINANCE AND COMMUNITY SERVICES

File No: Financial Management/Financial Reporting/Periodic Reports Author: Kathy Beesley, Community Services Coordinator, and David Mead, Finance Coordinator

Summary The report is a summary of the major works carried out in Finance and Community Services in September 2013. Recommendation: That report item 11.04 is received as information. Comment 1. General Work and Staff Matters Following recent interviews for the vacant position of Finance and Community Services Director an appointment is expected prior to the Council Meeting, with the successful applicant expected to commence in early November. The appointment replaces the previous Director who left in mid April. Major work within the Department has been the finalisation of the end of year financial statements and general activities associated with community services, including the library, community centre, and community technology centre and also events being held as part of the Sesquicentenary Celebrations.


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2. Rates Collection Report

3. Debt Recovery Action 21 reminder letters were sent in September for outstanding rate payments and outstanding accounts, as well as 5 ‘Letters of Demand’ with no ‘Statements of Claim’ issued, and no Judgements or Writs issued. 4. Certificates Issued

Certificates issued in AUGUST 2013 Number Issued

Section 603 (Rates & Charges) Local Government Act 1993 26

Consumers Water Meter Reading 3

5. Community Events

A number of remaining events linked to the 150 Year Anniversary Celebrations still to occur:

Fri 1 and Sat 2 Nov - Oberon Arts Council ‘s Art and Craft Expo Sat 2 Nov – Oberon Tarana Heritage Railway – Spring Fair Sun 3 Nov - Oberon Golf Club Sesquicentenary Tournament Sun 3 Nov - National Parks and Wildlife Discovery Tour

Planning is underway for Australia Day (Jan 2014), Seniors Week (March2014) and Youth Week (April 2014). 6. Library – Library Room Bookings for September

Room Sessions Hours Income

Back Room 17 26 NIL

Library Statistics for September

Items issued 1416 Computer Use 531 Items returned 1387 Seniors Computer Use 41 New Borrowers 8

Rate Category Farmland Residential Rural Residential Non Urban Centre Business Total

Brought forward 30/06/13 $142,485.34 $161,269.69 $18,832.24 $5,386.86 $18,149.78 $346,123.91

Current Levy $1,547,750.38 $1,743,029.68 $456,787.90 $132,079.04 $525,004.48 $4,404,651.48

Payments,Concessions and interest ‐$653,728.70 ‐$644,978.99 ‐$198,189.85 ‐$60,188.43 ‐$247,549.32 ‐$1,804,635.29

Balance outstanding $1,036,507.02 $1,259,320.38 $277,430.29 $77,277.47 $295,604.94 $2,946,140.10

Overpayments ‐$4,095.95

Legal Charges $2,251.05

Total rates outstanding $2,944,295.20

% Collected September 2013 39% 34% 42% 44% 46% 38%

% Collected September 2012 40% 36% 43% 46% 51% 40%

Rates and Charges collected by Rating Category September 2013


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General Library Information/Forward Planning Library facilitated book club – a new initiative increasing awareness of library resources. School Holiday Craft in the Community Centre very well patronised for the first week of the holidays. 7. The Robert Hooper Community Centre - - usage for September

Community Centre Sessions Hours Income

Function Room 25 47 NIL

Large Activity Room 18 44.5 NIL

Meeting Room 16 88 $154.40

TOTAL 67 238 $154.00

8. Community Technology Centre (CTC) There are still several members of the community volunteering their time. U3A and the CTC work in conjunction to offer the community a wide range of courses. Currently they are working on term 4 courses. CSC and CTC Coordinator attended CTC Association Conference which was very informative and brought back some great ideas and initiatives. This conference was fully funded by Community Technology Association. CTC usage for September

CTC Rooms Sessions Hours Income

Conference Room 5 26 $153.60

U3A Courses 15 24.5 NIL

CTC Coordinator 4 20 NIL

Work Placement Student 4 12 NIL

Total 28 82.5 $153.60

9. HACC Taxi voucher has been offered to Home and Community Care (HACC) clients. Over 100 vouchers have been distributed to 16 clients. Community Transport Program (CTP) (Transport Disadvantaged Communities). We have received 12 requests to use this service. A Second bus to Bathurst had slightly improved numbers. 10. Self Care Units 100% occupancy at the moment. There are some maintenance and management issues to be reviewed during the next month or two.


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11.05 STATEMENT OF BANK BALANCES AND INVESTMENTS

File: Financial Management/Investments/Register Author: David Mead, Finance Coordinator Summary Reporting the Statement of Bank Balances and Investments as at 30 September 2013. Recommendation: That report item 11.05 is received as information. Comment The information presented complies with the requirements of the Local Government (General) Regulation 2015 and the Local Government Act 1993.

Capital ValueDate of Legal Interest Term Invested

Institution, Type Maturity Rate (Days) Frequency 31/9/2013

BankCommonw ealth Call A/c 2.70% At Call Monthly - CBA Business Online Saver 2.75% Savings Monthly 70,000.00

70,000.00

Term DepositsME Bank 8/10/2013 4.23% 91 Maturity 500,000.00 ME Bank 12/11/2013 4.18% 126 Maturity 500,000.00 ME Bank 29/10/2013 4.15% 91 Maturity 500,000.00 ME Bank 5/11/2013 4.13% 95 Maturity 500,000.00 Bank of Sydney 22/10/2013 4.05% 63 Maturity 250,000.00 BOQ 4/12/2013 4.10% 120 Maturity 500,000.00 BOQ 4/12/2013 4.10% 120 Maturity 500,000.00 BOQ 3/12/2013 3.88% 91 Maturity 500,000.00 BOQ 10/12/2013 3.88% 98 Maturity 500,000.00 Rural Bank 28/01/2014 3.80% 124 Maturity 500,000.00 Arab Bank Australia Liimited 21/01/2014 3.80% 116 Maturity 500,000.00

5,250,000.00

Collaterlised Debt Obligations (CDO's)Lehman Brothers - Aphex/Glenelg 22/12/2014 4.76% Quarterly 450,000.00 FIIG Securities - Octagon 30/10/2015 0.00% 10 yrs Quarterly 700,000.00

1,150,000.00

Total Investments $6,470,000.00

Cash Book ($266,231.54)TOTAL CASH & INVESTMENTS $6,203,768.46

Oberon Council

Statement of Investments

As at 31 September 2013


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I certify that the investments have been made in accordance with Section 625 of the Local Government Act 1993, Clause 212 of the Local Government (General) Regulations 2005, and Council's Investments Policy.

A Cairney Responsible Accounting Officer 3 October 2013

Interest earned for the month of September 2013 for Term Deposits (TD) came to $21,019 with an average interest rate of 4.07% performing above the 90 day Bank Bill Swap Rate (BBSW) of 2.57%.

Market value is estimated by ANZ Custodians for the Lehman Brothers CDO Aphex/Glenelg to be $357,128 as at 31 August 2013. This is a minor decrease since 31 July 2013 with an anticipation the investments market value will continue increasing as it draws near to maturity.

Other InformationBank Statement - General Account $645,575.48Limit of overdraft $500,000.00Total General Fund Bank Balance $1,145,575.48

Investments Matured during the Month of - SEPTEMBER

BOQ 10/09/2013 4.05% $500,000.00Rural Bank 26/09/2013 4.32% $500,000.00ING 27/09/2013 4.28% $500,000.00

0.00%

1.00%

2.00%

3.00%

4.00%

5.00%

6.00%

Oberon CouncilAnnualised Monthly Return vs 90 Day BBSW

13/14 90 Day BBSW

13/14 TD % MonthlyReturn

12/13 90 Day BBSW

12/13 TD % MonthlyReturn


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11.06 MEDIA

File No: Information Management/Information and Communications/Media Releases Author: Megan Booth, Receptionist/Cashier Summary The Report Item provides a list of Media Releases issued during September 2013, a list of the dates where the Mayor’s column (Council News) has been published and a sample of Media Articles where Council is mentioned. Recommendation: That report item 11.06 is received as information. Comment The following is a list of Media Releases which have been issued since the previous Council Meeting. Thursday 05 September 2013

Oberon Library News – 05.09.2013 Thursday 12 September 2013

Bus trip to Bathurst on September 28 – Community Transport Oberon Library News 12.09.2013 Oberon Council holds a free open tip day Plenty on at the Library these holidays

Thursday 19 September 2013

Library News 19.09.2013


Library News 26.09.2013 The following is a list of the dates where the Mayor’s Column “Council News” has been published in the Oberon Review. Thursday 05 September, Thursday 12 September, Thursday 19 September, Thursday 26 September 2013. The following is a list of Media Articles where Council has been mentioned during the last month:


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Replanting Complete – Stone Walls planned for memorial avenue O’Connell Safety upgrade of O’Connell Road underway


Yes Minister – Emphatic win for Cobb and Nationals Pirate wins book week competition


McMahon retains his seat as Mayor No realignment for road – O’Connell Road Cobb set to sit on back bench Letter to the Editor – Rates Charges – Barry Stubbs Sergeant opens door to Locals Timber wall ticked off Men’s Shed list – Oberon Council provided earthworks


They’re ready to take to the Lake – Official opening Council coffers help out groups – Annual Financial Assistance Program Swimming season on its way Guidelines in place for lawn cemetery Funding is available for sporting facilities

11.07 UPCOMING MEETINGS

File No: Governance/Meetings/Ordinary Author: Sharon Swannell, Executive Assistant Summary A calendar of upcoming meetings is provided for information. Recommendation: That report item 11.07 is received as information. Comment A schedule of upcoming Council and Community Meetings being held during October and November 2013 FOLLOWS for Councils information.


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October 2013 Sunday Monday Tuesday Wednesday Thursday Friday Saturday

1 Local Government NSW Conference

2 Local Government NSW Conference 7.00am OBA Meeting

3 Local Government NSW Conference

4 5 Farmers Markets Community Launch of Lake Oberon Access

6

7

8 5.30pm – Councillor Informal Briefing Session & Asset Management Workshop

9

10

11

12

13

14 6.30pm – OPTA AGM 10am Seniors Welfare Committee Meeting

15 5.30pm Ordinary Council Meeting

16 11am – Oberon Youth Council Workshop 6.00pm Oberon Timber Complex Community Consultative Committee Meeting

17 10am BMLOT Board Meeting

18

19

20

21

22 5.00pm – Oberon Arts Council Meeting

23

24

25

26

27

28 5.00pm Heritage Committee Meeting

29 5.30pm Works Committee Meeting

30 4.30pm Oberon Sports Facilities Committee Meeting

31 2.00pm Community Services Committee Meeting


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November 2013 Sunday Monday Tuesday Wednesday Thursday Friday Saturday

1 Oberon Arts and Crafts Expo

2 Oberon Arts and Crafts Expo

Tablelands Way Farmers Markets

3 Sesquicentenary Golf Tournament – Oberon Golf Club NPWS Discovery Tour

4

5 Council Picnic Day

5.30pm – Finance Committee Meeting - TBC

6

7 9.00am – Traffic Advisory Local Committee Meeting

8

9

10

11

12 5.30pm – Asset Management Workshop and Councillor Informal Briefing Session

13

14

15

16

17

18

19 5.30pm Ordinary Council Meeting

20

21

22

23

24

25

26

27

28

29

30


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11.08 STATUS REPORT – ACTIONING COUNCIL DECISIONS

File No: Governance/Meetings/Ordinary Author: Sharon Swannell, Executive Assistant Summary Providing details of the status in actioning Council decisions, with reference to the actual Resolution Number as shown in the Minutes for each Council Meeting. Recommendation: That report item 11.08 is received as information. Comment The FOLLOWING document contains 17 separate Council “decisions”, which includes some requests by Councillors for information or actions not made by Resolution. There are 5 decisions from the 17 September 2013 Council Meeting and of these most have been completed, or are subject to a further report item. The remaining incomplete items will be given priority. It should be noted that due to the preparation of the Business Paper and finalising Report Items that some of the “outstanding items” may have been completed before the commencement of the Council Meeting.

Progress on Actions – updated 4 October 2013

Resolution No – Subject

Resolution - Summary Assigned To:

Action Taken

20170913 – Draft Guidelines – Oberon Lawn Cemetery

Draft Guidelines for the Oberon Lawn Cemetery be placed on public exhibition

WED Draft Guidelines will be placed on Public Exhibition from 10 October till 7 November.

19170913 – Swimming Pool Barrier Inspection Program

Endorse the proposed draft swimming pool barrier inspection program and that the draft be placed on public exhibition for a period of 28 days.

PDD Program placed on exhibition from 20 September until 18 October.

05170913 – DA 10.2009.225.2

Development Application 10.2009.225.2 for Stage Two (2) of the concept plan approval associated to the recreational motor cross facility at 2968 Shooters Hill Road, Shooters Hill

PDD Application approved 17 September 2013.

Matter Closed

02170913 – Delegates to External Organisations

That Council appoint its delegates to external organisations

GM Letters sent to external organisations.

Matter Closed

01170913 – Council Committees

Council confirm its current appointments and Chair of the Section 355 Committees; and make appointments to other Council Committees, Community Committees and Working Parties

GM Appointments noted for next 12 months.

Matter Closed


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29200813 – Disposal of Waste Material

That the Council approve the rates and charges outlined in this report etc.

WED negotiations with CSR are complete and work is planned to commence shortly

26200813 – Edith Road Bridge

That Council provide funding in the current 2013/14 budget allocation to allow investigation to take place for design work to widen the Edith Road Bridge and that the Member for Bathurst be contacted in relation to possible Grant Funding

WED Funding needs to be identified at the 1st quarterly budget review and also amend the Delivery Program / Operational Plan

23200813 – Traffic Advisory Local Committee

work be carried out for the intersection of Carrington Avenue and O’Connell Road:

WED Most work is completed with the removal of trees and changing of no parking zone to be completed in early October.

26160713-Works Committee Meeting

2. Council introduce a Kerbside Collection Day for the removal of large items … further consultation in the Villages of Burraga and Black Springs for options to collect large items.

WED 2. Not Commenced, a further report will be submitted to October Works Committee meeting.

14180613 Letter to Centroc and State Govt for greater efficiencies of rail transport

GM letter drafted

21210513 – Closure of Meetings

Note guidelines and vary Code of Meeting Practice to reflect these requirements when closing meetings to the public.

GM Noted. Work required to update and then to advertise Code of Meeting Practice.

30160413

Waste Less Recycle More

That Council staff be requested to investigate the cost and logistics of implementing a recycling program.

PDD Matter in progress in consultation with

Works & Engineering Director

27160413 – Access and Use of Lake Oberon

Council undertake to construct a gravel car parking area at the reserve off Reef Road

GM work not yet commenced

Pending Grant funding outcomes.

22190319 – Privacy Management Plan

Council adopt the Model Privacy Management Plan for Local Government.

GM report to Council on the appointment of “Privacy Contact Officers”

GM noted, further report to be completed

30190213 – Finance Committee Meeting

7. GM be requested to investigate options for purchase of land for Recreation Ground in the O’Connell district.

8. GM consult with Brigade Captain of the O’Connell RFS re possible expansion of the existing RFS land in O’Connell.

FCSD

GM

Noted and actioned or in the process of being actioned.

Initial meeting with RFS Captain and GM

43201112 – Golf Club Effluent Reuse

2. That Council undertake further investigations to determine whether the current pipe inlet arrangements

WED Investigations are complete. The existing 50mm poly pipe will be replaced with 100mm PVC Pipe as per Public Works advice.

34201112 – TALC Meeting

1. That the proposal to remove the no stopping zone on the north side of Albion Street, be supported.

2. That Council construct a section of path on the north side of Albion Street.

WED 1. Pending RMS feedback/agreement.

2. Pending above.


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Notes:


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12 Reports for Decision 12.01 DEVELOPMENT APPLICATION 10.2013.59.1

CONSTRUCTION OF A RESIDENTIAL GARAGE

File No: Property/PO57-48 Author: Senior Development Control Officer, Jaclyn Burns Summary A Development Application has been received for the construction of a residential garage at 48 Tarana Road, Oberon. A variation to Development Control Plan (DCP) 2001 is sought, with particular reference to Part C.6.4 – “Carports and Garages” of the Oberon Development Control Plan 2001 (DCP) which states that the maximum total floor area of garages and or carports is to be 60m2, the proposal is for a shed which is 63m2. Recommendation: That delegation is granted to the Planning & Development Director to vary Part C.6.4 “Carports and Garages” of the Oberon Development Control Plan 2001 associated to Development Application 10.2013.59.1 for the construction of a new residential garage at Lot 5 in DP 1119765, 48 Tarana Road, Oberon. Comment Development Application 10.2013.59.1 has been received for the construction of a residential garage at 48 Tarana Road, Oberon, within the 2 (v) Village Zone. FOLLOWING is a copy of the proposed plans and associated Statement of Environmental Effects associated to the garage, along with the applicant’s submission for the request to vary Part C.6.4. Part C.6.4 “Carports and Garages” of the Residential Development 2 (v) Zone requires:

“The maximum total floor area of garages and/or carports is to be 60m2.” The proposed development consists of a 6 x 10.5m garage with a total floor area of 63m2. The 3m2 non-compliance with the floor area limitation imposed by DCP represents a 5% variance which is considered minor. The applicants have indicated a shed of this size is required for the parking of vehicles and personal storage and is not uncommon in the village zone. The proposed development is considered suitable for the site and it is important to note that Part C.6.4 has been varied by Council in the past on a significant number of occasions. Neighbour notification has been undertaken to the neighbour to the southern side of the allotment. Submissions close at 4pm 18 October, 2013. Should any submissions be received resulting from the neighbour notification then a further report will be put to a forthcoming Ordinary Meeting of Council. It is considered that the variation can be supported in this instance.


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12.02 OCCUPATION PERMIT NORWAY FIRE SHED

File No: Emergency Services/Bushfire Sheds Author: Matilda Dwyer, Engineering Administration Assistant Summary The Norway Bushfire Shed is on Forestry land and a permit is required for the Norway Rural Bushfire Brigade to utilise the facilities. Recommendation: That the information on this report be noted and the General Manager be authorised to sign the Occupation Permit agreement. Comment An agreement between Council and Forestry Corporation of NSW in relation to the Occupation Permit of the Norway Shed in the Norway State Forest requires Council signature to allow Norway Rural Bushfire Brigade to use the shed and facilities. The agreement outlines that State Forests will retain ownership of the facility, however all maintenance and insurance costs will be borne by Council. The Occupational Permit has no associated fees and is valid for ten years.

12.03 HAZELGROVE PUBLIC SCHOOL RESERVE COMMITTEE

File No: Governance/Meetings/Committees General Author: Alan Cairney, General Manager and Sharon Swannell, Executive Coordinator Summary Council reviewed its delegates to Section 355 Committees and other Council Committees at its 17 September 2013 Ordinary Meeting, however a Council delegate was not appointed to the Hazelgrove Public School Reserve Committee. This report seeks the confirmation of the Councillor appointments to the Hazelgrove Public School Reserve Committee. Recommendation: That a Councillor be appointed as a delegate to the Hazelgrove Public School Section 355 Committee. Comment The Hazelgrove Public School Reserve Committee is a Section 355 Committee of Council which reports to the Works Committee under the management of the Works and Engineering Director. Councillor McCarthy is currently nominated as the Councillor delegate to this committee.


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The Committee has been delegated the following powers and responsibilities; a) Control and regulate the use of the ground. b) Recommend to Council any improvement works required at the ground. c) Arrange the repair and maintenance of the Reserve, either by voluntary labour or

otherwise. d) Recommend to Council any charges to be set for the use of the ground. e) Collect any charges and fees fixed by Council for the use of the ground and retain

those moneys for the purpose of the Committee. Council is required to nominate a Councillor delegate to this committee for the next 12 months. 12.04 INTERNAL AUDIT

File No: Governance/Audit/Internal Audit Author: Sharon Swannell, Executive Coordinator and Lee Chapman, CENTROC Summary This report provides advice on progressing a regional contract for the supply and delivery of internal audit services for Council. Recommendation: That Council endorse the selection of Grant Thornton Australia to perform Council’s Internal Audit Services and that Centroc be advised of the decision. Comment Central NSW Councils (Centroc) has previously run a successful regional internal audit contract which saved members both time and money. Oberon Council participated in this group contract and formed the Central Tablelands Alliance Internal Audit Committee with Lithgow City Council and Mid-Western Regional Councils. As the current contract is approaching expiry, the Regional Directors of Corporate Services and the Centroc Executive have resolved to develop another regional contract for internal audit services. Financial and resourcing impacts Centroc has managed the process including all costs of advertising and tender assessment and will receive a management fee from the supplier to cover these costs. Advice regarding the Selection Process of a Regional Supplier of Internal Audit Services The Centroc Request for Tender (RFT) for Internal Audit Services was managed under the auspices of the Centroc Regional Directors of Corporate Services, with the sponsoring General Manager being Brian Steffen of Forbes Shire Council. Members of the Regional Directors of Corporate Services oversaw the RFT process run by Centroc. All documentation including copies of the RFT, responses from tenderers and tender assessment documentation is available upon request from the General Manager or Executive Coordinator. A copy of the draft contract (22 pages) is also available upon request.


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The panel gave consideration to responses from 7 companies:

O’Connor Marsden & Associates Pty Ltd Twomeys National Audit BDO East Coast Partnership Grant Thornton Australia IAB Services Shephard Shambira

The panel reviewed all tendered responses utilising the APET 360Pro tender evaluation tool and recommended that Grant Thornton Australia be the preferred provider of internal audit services. A copy of the pricing for Council from Grant Thornton is provided as an ATTACHMENT in the Closed Session Reports to Council. Next steps As the process included an RFT, under the Local Government Act 2003, a Council resolution is required to accept this tender. Conclusion Members of Centroc’s Regional Directors of Corporate Services and Centroc’s Executive have overseen the selection of Grant Thornton Australia as the best organisation for Council to enter into a contract with for the supply of internal audit services. Based on pricing quoted in the RFT process, it is commended that Council approve Centroc to enter into a 3 year contract (with a possible 12 month extension) with Grant Thornton Australia. Under the Local Government Act 2003 a Council resolution is required to accept this tender.

Notes:


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13 Committee Reports

13.01 LOCAL EMERGENCY MANAGEMENT COMMITTEE

File: Governance/Meetings/LEMC Author: Rebecca Burgess, Works and Engineering Administration Summary Minutes of the Local Emergency Management Committee Meeting held on 15 August 2013 are submitted for Council’s information and confirmation. Recommendation: That the Minutes of the Local Emergency Management Committee held on the 15 August 2013 be received for information. Comment FOLLOWING is the Minutes of the Local Emergency Management Committee meeting held on 15 August 2013, for Council’s information. The following items were discussed by the Committee:

A field exercise is planned to be conducted at the Woodchem site. The General Manager advised Council would support the exercise by supplying catering. DEMO to arrange the logistics.

RFS advised that the Neighbourhood Safer Places program has been completed, in conjunction with the Brigade, Oberon Council and funded by RFS.

The Rescue Committee is drafting procedures for underground rescues.

NSW Health has run a desktop exercise simulating the failure of the water and sewerage systems.

Department of Corrective Services advised that John O’Shea is the new General Manager for the Oberon/Lithgow cluster.

RFS advised that two new repeater sites (new towers) at Mt Ryan and Mt Defiance are progressing with shed in place and construction commenced. These will provide enhanced communication to the southern end of the local government area.

RFS Incident Management Exercise will be run in Bathurst this year with the date to be advised.

Council advised that work is continuing on the Burraga Fire Shed, whilst some land acquisition has to be made for extensions to the O’Connell Fire Shed to occur.

Council’s General Manager will advise who the LEMO will be.

RFS discussed issues with rural numbering, with Council’s General Manager to investigate and advise the next meeting.

Lake Oberon will be open to passive water activities from 1 October and there was a suggestion that a representative from StateWater be invited to join the Committee.

OBERON COUNCIL – LOCAL EMERGENCY MANAGEMENT COMMITTEE Page 1 of 3

Minutes of the Local Emergency Management Committee Meeting held on 15 August 2013

The Meeting commenced at 2.05pm ATTENDANCE

Name Organisation

Inspector Glenn Cogdell NSW Police Force and LEOCON John Mayfield District Emergency Management Officer - DEMO Andrew Sterling Department of Corrective Services John Kanne Ambulance Service of NSW William Sayer Fire and Rescue NSW Mick Holland NSW Rural Fire Service Greg Wardle NSW Rural Fire Service Tom Shirt NSW Rural Fire Service Christine Symington NSW Health – Oberon Hospital Craig Ronan NSW SES Craig Gibbons NSW SES Sergeant Shelley Jackson NSW Police Force Rebecca Burgess Oberon Council Alan Cairney Oberon Council - Chair APOLOGIES

Lynette Safranek Tablelands LHPA Kim de Govrik NPWS Michael Wykes Essential Energy Ashley Slattery Essential Energy Marilyn Staines Department of Community Services Ron Gavin Duty Operations Manager Ambulance Service NSW Murray West Fire and Rescue NSW Aruna Wickramasinghe Oberon Council, Works & Engineering Director CONFIRMATION OF MINUTES OF THE PREVIOUS MEETING The Minutes of the meeting held on 16 May 2013 were noted as accurate. BUSINESS ARISING FROM THE PREVIOUS MINUTES - Nil ACTIONS FROM PREVIOUS MEETING

Procedure for inspecting, opening and closing, and notifying any road closures during snow events esp. to Jenolan Caves, under RMS control – Craig Ronan asked for item to be carried over.

Woodchem site – field exercise based on a theoretical incident – John Mayfield advised that he can organise, however there is no funding for the exercise therefore agencies are required to arrange their own participation. Alan Cairney advised Council would arrange lunch for the exercise.

Neighbourhood Safer Places – Tom Shirt reported that in conjunction with the Brigade and Oberon Council, and funded by the RFS, the program had ben completed. He extended thanks to Council for the support.

Rescue Committee to arrange some draft procedures for underground rescues – the Rescue Committee to meet following the LEMC meeting. Will report on progress at the next meeting.

Certificate of Appreciation to Ian Tucker – John Mayfield would like a certificate of appreciation to be issued to Ian Tucker for the years of contribution he made as LEMO.



REPORTS (note written reports to be sent with copy of Minutes to all members) Fire and Rescue NSW A written report was supplied. William Sayer reported that it has been a quiet quarter. NSW Health A written report regarding the desktop exercise undertaken on 12 April. Christine Symington reported that Chris Drew of NSW Health has in the previous quarter run a desktop exercise simulating the failure of the water and sewerage systems. This was very interesting and made staff think about how they would respond in the event that water and sewer failed. Department of Corrective Services Andrew Sterling reported that John O’Shea is the new General Manager for Oberon and Lithgow. NSW SES A written report was supplied. NSW Police Force Inspector Glenn Cogdell reported that Sergeant Shelley Jackson has completed the LEOCON course. NSW RFS

Two new radio repeater sites (new towers) at Mt Ryan and Mt Defiance are progressing with sheds in place and the construction of the towers themselves. These will provide enhanced communication to the southern end of the local government area.

Due to resignations and budgetary constraints currently 3 staff down. Hazard reduction burns will be undertaken before the fire season, weather permitting, on

Lowes Mount Rd and Hazelgrove Rd. A harder line will be taken with people who fail to notify of burning off including a media

campaign. Incident Management Exercise will be run this year in Bathurst. It is a good opportunity to

hone skills. The date is to be advised. In the previous quarter there were various incidents including grass fires and assisting Fire

and Rescue. Oberon Council

Council is in the process of commencing construction on the Burraga Fire Shed. There is some land acquisition required to progress extensions to the O’Connell Fire Shed. Council has been preparing for the extreme weather conditions, and in response to the next

big snowfall which will require road closures. John Mayfield asked who will act in the LEMO position and Alan Cairney will address this issue. DEMO

Emergency Management Training course details are still to be finalised The new Emergency Management Arrangement course is being trialled All courses are being reviewed currently There will be a bushfire pre-season briefing in Dubbo on 19/8/2013 A regional or local template or format for the Emergency Management Plan has not yet

been issued. This will be looked at once a template is available.



GENERAL BUSINESS

Tom Shirt raised the issue of rural numbering. The RFS were responding to a call for 360 Bald Ridge Road however there are several dwellings at this one rural address number. Councillor Francis had also raised this as an issue. Alan Cairney advised that staff at Oberon Council will investigate this and advise the next meeting..

Andrew Sterling made the offer to have inmates stockpile sandbags for emergencies. Department of Corrective Services and SES will discuss to progress this.

Inspector Glenn Cogdell expressed that all agencies should be involved in the Woodchem training day to ensure that cross-agency communication is sound.

Craig Gibbons asked whether it would be worthwhile to invite a relevant StateWater authority to be represented on the Committee now that Lake Oberon will be open to water activities. Alan Cairney advised that 1 October has been determined as the “go live” date to enable all agencies to undertake arrangements including signage. There was discussion about the SES rescue boat having access to the Lake.

NEXT MEETING DATE AND MEETING CLOSE. The next meeting will be held on 21 November 2013 commencing at 2.00pm. The Meeting closed at 2:35pm.


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13.02 COMMUNITY SERVICES COMMITTEE – 29 AUGUST 2013

File: Governance/Meetings/Community Services Committee Author: Hanna Bates, Community Services Assistant Summary Minutes of the Community Services Committee Meeting held on 29 August 2013 are submitted for Council’s information and consideration. Recommendation: That:

1. The Minutes of the Community Services Committee Meeting held on 29 August 2013 be received for information.

2. Council accept Norelle Hiam and Kerryn Coulter as members of the Community Services Committee.

3. That the Chair of the Committee, Councillor Kathy Sajowitz and Bev Evans, representing the Friends of the Oberon Library (FOOLs) be invited to attend meetings of the Working Group.

Comment FOLLOWING is the Minutes of the Community Services Committee held on 29 August 2013. This is a summary of the meeting:

Sesquicentenary Celebrations – there are still several events throughout the rest of 2013 in celebration of the sesquicentenary.

Library - a successful Book Week on 22 August 2013.

Community Centre – a portable stage is available to all users and the air conditioner problems within the Centre have been resolved.

CTC – the CTC is running very well. In partnership with the U3A, the CTC has offered 12 technology courses, with around 75 attendees.

U3A – the Oberon branch has received $500 in recognition of their impressive effort in establishing U3A in Oberon.

HACC – Taxi Vouchers will be available for HACC eligible clients from 2 September. The Transport Disadvantaged buses that are being offered to the community are proving popular.

A suggestion has been put forward to hold a Carols in the Common this Christmas.

The Committee has two new members representing seniors.

A Working Party will be held to consider “redevelopment” of the Community precinct

A representative from Medicare Local will be invited to the next Community Services Committee Meeting.

The FOOLs run a “Baby Bag” project, in conjunction with the Oberon Health Service, Library, Rotary and other community groups.

Clarification was given regarding the Community Transport Service funding and the Transport Disadvantaged Communities Program funding.

OBERON COUNCIL – OBERON COMMUNITY SERVICES COMMITTEE Page 1 of 4

Minutes of the Oberon Community Services Committee Meeting held on 29 August 2013

The Meeting was held at the Community Technology Centre, Ross Street, Oberon. The Meeting commenced at 2.00pm ATTENDANCE Clr Kathy Sajowitz - Chair Council Member Mayor, John McMahon Council Member Clr Jill Evans Council Member Bev Evans Community Representative Maree Arrow Community Representative Robin Toedter Community Representative Norelle Hiam Community Representative Kerryn Coulter Community Representative Alan Cairney, General Manager Oberon Council Kathy Beesley, Community Services Coordinator Oberon Council Hanna Bates, Community Services Assistant Oberon Council APOLOGIES Clr Ian Doney Council Member Julie Stott Community Representative Christine Parker Community Representative 1. APOLOGIES – see Attendance and Apologies 2. DECLARATIONS OF INTEREST - Nil 3. BUSINESS ARISING FROM THE MINUTES 4. REPORTS

A. COMMUNITY SERVICES COORDINATOR’S REPORT SESQUICENTENARY CELEBRATIONS There are still several events happening throughout the end of 2013 in celebration of the Sesquicentenary of Oberon. Promotion of these events is still continuing. LIBRARY ACTIVITIES The library held a successful Book Week Events on Thursday 22 August, with approx. 20 children attending. The Library’s Lap Sit program is slowly growing. Bev enquired why the Book Week Event was set up in the Community Centre, and not in the Library. Kathy advised that “Communities and Kids Central West”, the event organisers, had already set up in the Community Centre when she arrived at 10am. This was apparently the arrangements made with Library staff. COMMUNITY CENTRE A “portable” stage, constructed for the Sesquicentenary Celebrations will be utilised at the Community Centre. The stage will be stored initially in the Community Transport Garage and will be erected when required. The air conditioner problems have been addressed, one has been fixed, and the second one is in the process of being serviced.



COMMUNITY TECHNOLOGY CENTRE (CTC) The CTC is running very well, there are a lot of courses being held. James Baxter (work placement student) is continuing to help with the website and facebook page, and also attending to the public with computer/technology problems. Maree said that in partnership with the U3A, the CTC has offered 12 technology courses in total, with around 75 attendees. The scrabble and mah-jong groups are continuing weekly, as well as courses in drawing, poetry and Sudoku. There are now 60 members of the U3A. The program for next term is currently being set. Maree also thanked Council for their help with copying and use of rooms. U3A The U3A is progressing very well, and the Oberon Branch will receive $500 in recognition of their impressive effort in establishing U3A in Oberon. HACC The Taxi Voucher Scheme will be available for HACC eligible clients from Monday 2 September, .and this will allow clients 8 vouchers a month for trips around town. The new Community Transport Garage will have an official opening on Friday 30 August with drivers, Councillors and Council staff attending. The trip to Floriade is booked out and the trip to the Millthorpe Markets is filling fast. Several community groups and schools have come forward with ideas and booked buses. SELF CARE UNITS The available Curtis Street unit has now been occupied. Security lighting is being installed at the Curtis Street Units to try and address issues with vandalism. YOUTH COUNCIL Kathy Sajowitz advised that work is progressing on establishing a Youth Council and meetings with both the High School and St Josephs have been very positive about the idea. A steering committee will be formed to keep the idea moving forward. If all goes well, a Youth Council will start at the beginning of 2014. Alan suggested that a report be submitted to a Council Meeting to formalise arrangements. PROPOSED EVENTS Kathy asked the Committee to consider the idea of a Carols in the Common that could be held in conjunction with the local churches. A concern was raised about inclement weather and the use of tents/ marquees. Kathy will submit additional information to the next meeting. Seniors Week is coming up, and Kathy has approached the High School to host an event. Hospitality students from St Josephs and the High School could provide the meal, and the schools could put on a performance. The Committee agreed that this would be fantastic idea. A letterbox drop will be organised to promote the event. A bus can also be organised to pick up residents around Oberon. Council will apply for the Seniors Week Grant ($1,000) and the CTC will also apply for funding.



B. GENERAL MANAGERS REPORT

COMMITTEE MEMBERSHIP Norelle Hiam and Kerryn Coulter attended the meeting and both expressed a willingness to be members of the Committee. Recommendation That Council accept Norelle Hiam and Kerryn Coulter as members of the Community Services Committee. ESTABLISH A WORKING PARTY There are a number of projects associated with the “redevelopment” of the Library and the Community Centre that have not been finalised. These include a project for a deck and covered area at the rear of the Community Centre and it is suggested that this should be integrated with the rear access to the Library off the existing study area. Another project is the replacement of pavers at the entrance to the Library and associated landscaping work. In addition a Revitalising Regional Libraries Grant of $16,000 was received and funds were expended on improvements to the existing study area including new shelving, carpeting, seating and tables. Alan advised that around $10k is still available. There will be community consultation and a working party established to progress these works at the Library and Community Centre. Bev Evans expressed her interest to be on this working party. Recommendation That the Chair of the Committee, Councillor Kathy Sajowitz and Bev Evans, representing the Friends of Oberon Library (FOOLS) be invited to attend meetings of the Working Group. COUNCIL PROPERTY – DENTAL SURGERY The Dental Surgery Lease with Waratah Dental will be terminated. Other options are being investigated for the building, and will include continued use as a dental surgery. 5. GENERAL BUSINESS Alan advised the Agreement with Overdrive for e-books is to be terminated and other e-resource systems will be investigated. Alan and Kathy advised that representatives of Medicare Local had attended the last Council Meeting and expressed a willingness to be more active within the community, in conjunction with Council, and other local health services, such as the Health Council. It was suggested that the Agenda and Minutes for the Committee Meetings be sent to Medicare Local and a representative be invited to attend Committee Meetings. Kathy Sajowitz stated that it would be a positive step to see health issues highlighted more in the Oberon Community Strategic Plan 2013.



Gillian Salmon has been appointed to a role of Grants Officer with Oberon Council and will assist community groups in applying for relevant grants. Kathy Sajowitz advised of the FOOLs “Baby Bags” project in conjunction with the Oberon Health Service, Library, Rotary and other community groups. Robin requested clarification on funding for the Community Transport Service. Kathy Beesley explained that the Community Transport Service run in conjunction with the Medical Centre for eligible clients is separately funded to the Transport Disadvantaged Communities program. Funding for the Community Transport Service is granted annually, whereas the Transport Disadvantaged Communities funding will only continue if current funds are being used effectively. There were discussions about the running of the Hathaway Cottages and it was noted this is run by the Greater Western Area Health Service (GWAHS). 6. NEXT MEETING DATE AND MEETING CLOSE The next meeting will be held on Thursday 31 October, commencing at 2.00pm in the Committee Room. The Meeting closed at 2.55pm.


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14 New Business of an Urgent Nature Admitted by Council

Summary In accordance with Clause 241 of the Local Government (General) Regulations 2005 business may be transacted at a meeting of Council even though due notice of the business has not been given to the Councillors. However, this can happen only if: a) A motion is passed to have the business transacted at the meeting: and b) The business proposed to be brought forward is ruled by the Chairperson to be of great urgency. Recommendation: That Council consider the following matters as they are considered to be of an urgent nature requiring immediate consideration by Council

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

(a) Personnel matters concerning particular individuals (other than Councillors)

(b) The personal hardship of any resident or ratepayer

(c) Information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business

(d) Commercial information of a confidential nature that would, if disclosed:

(i) Prejudice the commercial position of the person who supplied it, or

(ii) Confer a commercial advantage on a competitor of the Council, or

(iii) Reveal a trade secret

(e) Information that would, if disclosed, prejudice the maintenance of law

(f) Matters affecting the security of the Council, Councillors, Council staff or Council property

(g) Advice concerning litigation, or advice that would otherwise be privileged from production in legal proceedings on the grounds of legal professional privilege

(h) Information concerning the nature and location of a place or an item of Aboriginal significance on community land.


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12.04 INTERNAL AUDIT – CONFIDENTIAL ATTACHMENT

File No: Governance/Audit/Internal Audit Author: Sharon Swannell, Executive Coordinator and Lee Chapman, CENTROC This item is classified CONFIDENTIAL under Section 10A(2)(c) of the Local Government Act 1993, which permits the meeting to be closed to the public for business relating to the following:

(c) information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business

16 Closure of Meeting The next Ordinary Meeting of Oberon Council will be held on Tuesday 19 November 2013 commencing at 5.30pm in the Oberon Council Chambers, 137 – 139 Oberon Street, Oberon.

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