AGENDA AND BUSINESS PAPERS Oberon Council Ordinary … · 20 Jun Corporate Health and Wellbeing...

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

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AGENDA AND BUSINESS PAPERS Oberon Council Ordinary Meeting Tuesday 19 July 2016 Commencing at 5.30pm at the Oberon Council Chambers

Oberon Council - Agenda and Business Papers – Ordinary Meeting – 19 July 2016

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Agenda Items page

1. OPENING OF MEETING .............................................................................................. 4

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

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

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

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

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

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

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

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

09.01 MAYORAL MINUTE AND REPORT ............................................................................................ 6

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

11. COUNCILLOR AND DELEGATES REPORTS ............................................................. 9

11.01 AUSTRALIAN LOCAL GOVERNMENT ASSOCIATION CONFERENCE CANBERRA .............. 9 11.02 UPPER MACQUARIE COUNTY COUNCIL .............................................................................. 17 11.03 OBERON ARTS COUNCIL ........................................................................................................ 18

12. COMMITTEE REPORTS ............................................................................................ 23

12.01 LOCAL EMERGENCY MANAGEMENT COMMITTEE ............................................................. 23 12.02 COMMUNITY SERVICES COMMITTEE ................................................................................... 26 12.03 SENIORS WELFARE COMMITTEE .......................................................................................... 30 12.04 OBERON SPORTS FACILITIES COMMITTEE ......................................................................... 34

13. REPORTS FOR DECISION ........................................................................................ 37

13.01 ROAD REALIGNMENT AND GAZETTAL - TODDS ROAD ....................................................... 37 13.02 LATE REPORT - DEVELOPMENT APPLICATION 10.2015.81.1 – 24 HOUR SERVICE

STATION ................................................................................................................................... 39

14. REPORTS FOR INFORMATION ................................................................................ 39

14.01 MONTHLY ACTIVITY REPORT – ACTING GENERAL MANAGER .......................................... 39 14.02 MONTHLY ACTIVITY REPORT - WORKS AND ENGINEERING ............................................. 52 14.03 MONTHLY ACTIVITY REPORT – FINANCE & COMMUNITY SERVICES ............................... 56 14.04 STATEMENT OF INVESTMENTS............................................................................................. 60 14.05 GRANTS UPDATE .................................................................................................................... 63 14.06 WATER AND SEWER PLANT REPORT ................................................................................... 66 14.07 2016/2017 SAFER ROADS PROGRAM - ABERCROMBIE ROAD PALING YARDS ............... 75

15. URGENT BUSINESS .................................................................................................. 80

16. CLOSED SESSION / CONFIDENTIAL REPORTS ..................................................... 80

16.01 USED MOTOR OIL COLLECTION TENDER ............................................................................ 80 16.02 LEHMAN US BANKRUPTCY COURT PROCEEDINGS ........................................................... 81 16.03 LEHMAN BROTHERS AUSTRALIA UPDATE .......................................................................... 81

17. CLOSURE OF MEETING ............................................................................................ 81


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1. OPENING OF MEETING

The Mayor will welcome members and declared the meeting open.

2. ACKNOWLEDGEMENT OF COUNTRY

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

3. PRAYER

The Meeting will be opened in prayer.

4. RECORD OF ATTENDANCE

Members Mayor Kathy Sajowitz (in the Chair) Deputy Mayor Kerry Gibbons Clr Ian Doney Clr Jill Evans Clr Neil Francis Clr Sam Lord Clr Clive McCarthy Clr John Morgan

Staff Gary Wallace, Acting General Manager

Chris Schumacher, Works and Engineering Director Lynette Safranek, Finance and Community Services Director

Sharon Swannell, Executive Coordinator Apologies Nil


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5. DECLARATIONS OF INTEREST

File No: Governance/Councillors/Declarations of Interest

A GUIDE TO ETHICAL DECISION-MAKING

(Provided by the Independent Commission Against Corruption)

Is the decision or conduct legal?

Is it consistent with Government policy, Council’s objectives and code of conduct?

What will the outcome be for you, your colleagues, the Council, anyone else?

Does it raise a conflict of interest?

Do you stand to gain personally at public expense?

Can the decision be justified in terms of public interest?

Would it withstand public scrutiny? A conflict of interest is a clash between private interest and public duty. There are two types of conflict:

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

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

The test for conflict of interest:

Is it likely I could be influenced by personal interest in carrying out my public duty?

Would a fair and reasonable person believe I could be so influenced?

Conflict of interest is closely tied to the layperson’s definition of “corruption” – using public office for private gain

Important to consider public perceptions of whether you have a conflict of interest Identifying problems

1st Do I have private interests affected by a matter I am officially involved in?

2nd Is my official role one of influence or perceived influence over the matter?

3rd Do my private interests conflict with my official role? Whilst seeking advice is generally useful, the ultimate decision rests with the person concerned. When making a Declaration of Interest the reason for making the declaration should be clearly stated. Pecuniary and Non-Pecuniary Significant Interests should be managed by leaving the room while the matter is considered. Pecuniary -

Non-Pecuniary Significant

-

Non-Pecuniary Less than Significant

-


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6. GENERAL AND CIVIC PRESENTATIONS

Nil

7. COMMUNITY PRESENTATIONS AND QUESTIONS

None received.

8. CONFIRMATION OF MINUTES

Ordinary Meeting 21 June 2016 ATTACHED is the Minutes of the Ordinary Council Meeting held on 21 June 2016. Recommendation: That the Minutes of the Ordinary Meeting held on 21 June 2016 be confirmed. Matters Arising from the Minutes Nil Extraordinary Meeting 30 June 2016 ATTACHED is the Minutes of the Extraordinary Council Meeting held on 30 June 2016. Recommendation: That the Minutes of the Extraordinary Meeting held on 30 June 2016 be confirmed. Matters Arising from the Minutes Nil

9. MAYORAL MINUTE AND REPORT

09.01 MAYORAL MINUTE AND REPORT

File No: Governance/Meetings/Ordinary Author: Mayor Kathy Sajowitz

Summary This report summaries the main activity for the Mayor since my last report.

Recommendation: That Report Item 09.01 is received as information.


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Comment A. Meetings

15 Jun Andrew Gee – Candidate for Calare Visit

15 Jun Community Meeting – Presentation of Operation Plan and Delivery Program – Robert Hooper Community Centre

15 Jun Community Meeting – Presentation of Operation Plan and Delivery Program – Oberon RSL Club

21 Jun Ordinary Council Meeting

23 Jun Seniors Welfare Committee (apology submitted)

23 Jun Community Services Committee Meeting (apology submitted)

24 Jun Office of Local Government – Webinar re Joint Organisations

27 Jun Meeting with Jenolan Caves/Mayfield Garden re Tourism opportunities

27 Jun Jess Jennings – Candidate for Calare re Shorton plebiscite offer

27 Jun Centroc Special Meeting re Constitutional Changes – phone conference

28 Jun Oberon Arts Council Meeting

29 Jun Oberon Sports Facilities Committee Meeting (apology submitted)

30 Jun Extraordinary Council Meeting

7 Jul Office of Local Government – JO Discussion, Orange

8 Jul Andrew Beattie re Titania Estate

8 Jul Don Capel re Regional Living Expo

B. Representation 18 Jun Anti-Amalgamation Rally

27 Jun Andrew Gee – funding election commitment re Oberon Community Hub

3 Jul Draw the Rural Fire Service raffle

6 Jul Presentation of Cheque and Photo – Oberon Little Athletics Grant from Violia Mulwaree Trust for new Long Jump Pits at the Oberon Recreation Ground

6 Jul Citizenship Ceremony

7 Jul Wavesound Demonstration – Library

9 Jul Oberon Inner Wheel Annual Changeover

C. Correspondence 8 Jun Australian Logistics Council providing a copy of the Future Freight Networks Australian

Logistics Council 2016 Yearbook

9 Jun Senator Fiona Nash advising of her awareness of the level of concern expressed by many communities as a result of the NSW Government’s local government amalgamation process.

14 Jun Correspondence sent to Col Roberts supporting an application under the NSW Heritage Activation Grant for a project at the Oberon Museum.

16 Jun Australian Government Department of Infrastructure and Regional Development responding on behalf of correspondence forwarded to the Hon Barnaby Joyce MP about the proposed merger of Oberon and Bathurst Councils and encouraging Council to continue to engage with the NSW Government on the issue.

17 Jun Alex Greenwich, Co-chair Australian Marriage Equality seeking Council’s support for a motion being put at the Australian Local Government Associations National General Assembly.


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17 Jun Local Government NSW – save the date for the Local Government NSW Annual Conference being held on 16 – 18 October in Wollongong

17 Jun Invitation to attend the Local Government Week Awards Evening being held on 4 August in Sydney.

20 Jun Corporate Health and Wellbeing Summit being held on 30 November 2016 in Sydney

21 Jun Ken Barwick, Principal Oberon High School providing information about the new Vivo program which has been introduced at Oberon High School and seeking Council support for the program. Response sent supporting the program through the donation of 2 x single pool passes for the 2016/17 season.

21 Jun Local Government NSW confirmation of the receipt of ballot papers for the Local Government NSW Board Elections.

21 Jun Office of Local Government advising that OLG will hold a series of regional visits to discuss Joint Organisations. The visit to Orange will be held on 7 July 2016.

21 Jun Andrew Beattie following up questions in relation to the proposed development at Titania Estate.

22 Jun Local Government NSW providing information for members regarding the Local Government Act amendments and integrity Reform Legislation.

27 Jun – Anthony Craig – Independent Candidate for Calare advising that an Aged Care cuts rally will be held in Lithgow on Monday 27 June.

30 Jun Bob Bearup seeking an update regarding the Local Government amalgamation process.

2 July Gerard and Amanda O’Brien raising concerns regarding the current condition of Gingkin/ Tuglow Roads.

Notes:


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10. NOTICES OF MOTIONS

Nil

11. COUNCILLOR AND DELEGATES REPORTS

11.01 AUSTRALIAN LOCAL GOVERNMENT ASSOCIATION CONFERENCE CANBERRA

File No: Gov Relations/Local & Regional Liaison/National Timber Council Association Author: Chris Schumacher, Works & Engineering Director & Clr. Kerry Gibbons

Summary This report provides an overview of the annual Australian Local Government Conference (ALGA) recently held in Canberra 19 – 22 June 2016. The highlights of the 3 day program focused on the direct link between our work in local government and the productivity of our nation, highlighting the importance of innovation, adoption to change, technology and collaboration to help shape the future of our councils and communities.

Recommendation: That Council receive report 11.01 as information.

Comment FOLLOWING are the minutes of the National Timber Council Association General Meeting held on 15 June 2015. The focus of this year’s Australian Local Government Conference (ALGA) targeted the key drivers of success for the councils of the future, the ability of Councils to be innovative and adapt to change. Councillor Gibbons and the Works & Engineering Director attended 2 days of the conference involving discussions on:

The Future of Local Government

Surfing the Wave of Disruption

Presentation from George Megalogenis – Author & Journalist 3 decades in media and

urban change

Presentation from Leader of the Australian Greens, Senator Dr Richard Di Natale

Presentation from Managing Director of Microsoft Pip Marlow

Panel Session – Digital transformation at the Local Government level

Leading industry experts provided technical forum discussion outlining the need for change with an emphasis that today’s Councillors must be open to new ideas, find innovative ways of engaging citizens and making interactions with councils simpler, faster and easier. Sessions presented during the course of the conference examined the many ways local government is being innovative both here and overseas.


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As a responsive, pragmatic and dynamic level of government, councils innovate with technology, with their resources and in practical ways within their organisations and communities. Through the conference delegates were given the opportunity to learn from the ideas and experiences of other councils (nationally), sharing knowledge and valuable ideas for their own councils. Some interesting statistics:

Nationally, Local Government employs 189,000 Australians (around10 per cent of the total public sector)

Owns and manages non-financial assets with a replacement value of $437 million

Raises around 3.4 per cent of Australia’s total taxation revenue per annum; and

Has annual operational expenditure of around $33 billion, or just under 6 per cent of total public sector spending

Local government plays a significant role in the national economy and councils play critical roles in their local economies. Some additional key point announcements made during the conference include continued commitments as follows:

Roads to Recovery Program – commitment to extend the federal funded program beyond 2019/2020

Bridges Renewal Program - commitment to continue assistance up to 2019/2020

Federal Assistance Grant - Unfreezing of the FAG grant 2017 and reassessment of funding allocations

Further to the ALGA Conference, the National Timber Councils Association General Meeting was held on the Monday Evening at the Crown Plaza in Canberra. The annual meeting commenced at 5.00pm, and this year involved informative discussions from the President Sandy Cam regarding the forward direction of the timber industry. Further presentations were provided from Forest Wood Products Australia, outlining the new future and innovative building approvals being sought to construct multi story residential building complex’s out of 100% timber. Additional information and discussion involved the National Timber Councils providing continued commitment to pursue the Federal Government for additional funding to facilitate new and innovative ways to grow and market timber as a natural and renewable construction resource into the future. An invite was extended to the Oberon Council to visit the forestry operations of like operations in southern NSW. The General Manager Snowy Valley Council, Mr Bob Stewart (formerly Tumbarumba and Tumut Councils) shared like experiences during the course of the meeting. It is considered that ongoing commitment to this group will provide opportunities for Oberon Council to consult and liaise with other like local governments not only in NSW but throughout Australia.


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11.02 UPPER MACQUARIE COUNTY COUNCIL

File No: Environmental Management/Meetings/Upper Macquarie County Council Author: Clr John Morgan

Summary Councillor John Morgan and Councillor Neil Francis attended the Upper Macquarie County Council Committee meeting held on the 17 July 2016.

Recommendation That report item 11.02 is received as information.

Comment Councillor Neil Francis and Councillor John Morgan attended the Upper Macquarie County Council meeting held on 17 June 2016. The Committee was advised that due to a greater emphasis placed on Safety, Compliance & Training, there was a decrease in property inspections that took place since the last Upper Macquarie County Council Meeting. Another factor in the reduction of inspections that had been undertaken was seasonal weather conditions. It was advised that the Chief Weeds Officer, who is a senior inspector, has opted to retire in July. Replacement of permeant staff will not be sought at this time. Vacancies will be filled by casuals and contractors. Staff training is currently underway. This is in conjunction with Bathurst Regional Council employees and several CENTROC e-training programs being used.

Notes:


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11.03 OBERON ARTS COUNCIL

File No: Community Relations/Consultation/Oberon Arts Council Author: Mayor Kathy Sajowitz

Summary Councillor Sajowitz attended the last meeting of the Oberon Arts Council. A copy of the minutes of the meeting are provided for Council’s information.

Recommendation: That report item 11.03 is received as information.

Comment Delegate did not attend the meeting held on March 22 but the minutes of that meeting FOLLOW. Delegate did not attend the meeting held on May 24 but the minutes of that meeting FOLLOW. Meeting held Tuesday June 28 at the Royal Hotel commencing at 6pm.

Apologies were accepted

Correspondence was accepted

Treasurer was not present – May balance was accepted as unchanged

Mayor Kathy Sajowitz gave a report which included the following:

Update on Community Consultation in relation to 2016/17 Operational Plan

Update on Legal Challenge in relation to proposed forced amalgamation

Update and comment invited on Tourism Strategy soon to be place on public exhibition

Update on W2A Regional Competition winners – Oberon was successful and received seven awards

Update on sponsorship of 2BSMayfield Concert sponsorship – OAC would like to be included in the sponsorship package, Clr Sajowitz committed to advising OAC of opportunities after meeting with Rod Camplin in the near future. Tim Charge indicated OBTA would also like to be involved.

Arts OutWest Report – Delegate Fran Charge attended the recent event in Orange, report will be tabled with official minutes.

Oberon Common Wall Update: Advice has been sought to repair the damage to the wall

Mural on utility block – Mark is progressing with mural

A social event is planned for spring; possibly involving “Mothers of Invention” Fran Charge will bring further information to next meeting.

Meeting was closed at 5.40pm followed by dinner. Clr Sajowitz did not attend the dinner.

OBERON ARTS COUNCIL INC

MINUTES OF GENERAL MEETING held on Tuesday 22 March 2016 at Oberon RSL Club

Minutes taken by Rhondda Pearce

Meeting Opened: Fran Charge welcomed everyone and declared meeting opened 5.00pm.

Present: Brian and Sandra Harman, Tim and Fran Charge, Katie Graham, Ray and Margaret Ross,

Rhondda Pearce.

Apologies: Mayor Kathy Sajowitz, Alan Pearce, Sue Roberts, Bob and Sally Parrington.

Minutes of Previous Meeting: Rhondda Pearce moved that the minutes of meeting held on 16th

February 2016 be accepted. Seconded Sandy Harman. Carried.

Business Arising: Fran Charge to follow up with Mark Taylor regarding progress of the next stage of

the Mural timeline.

Correspondence In: Bank Statements, Letter from Oberon Council re funding grants for projects,

Information from Waste to Art, Australian Charities re annual report, Ironfest brochures.

Correspondence Out: Emails to members, Oberon Council re minutes and meetings, Cheque to

FOOLS to support Waste to Art, Australian Charities re annual reporting.

Moved by Katie Graham that correspondence in and out be accepted. Seconded Brian Harman.

Carried.

Treasurer’s Report: Rhondda Pearce presented report showing $13,751.80 in Wild Oats account and

$527.66 in Community Saver account and asked that this be accepted. Seconded Fran Charge.

Carried.

General Business: Rhondda Pearce moved that OAC apply for Oberon Council funding grant to assist

in finishing the mural on toilet block. Seconded Brian Harman.

OBTA Report: Brian Harman reported on behalf of OBTA. A working committee has been formed

with Oberon Council at their request to formulate a new MOU to create a tourist strategy for the

future of Oberon. A new committee has been formed to run the Oberon Markets and benefits are

already been seen. The contact person for the Oberon Markets is Sue Arnisson.

Arts Out West Report: Council delegate to AOW, Fran Charge, reported that the AGM for AOW will

be held in Orange on Sunday 29 May 2016 and invitations should be received shortly. AOW are

working towards forming a skill-based Board to hopefully utilise broadbased expertise to enable

further growth.

Oberon Common Wall Update: Fran Charge has met with Mark Taylor and provided photographs

for use in the next stage of the timeline. Fran will keep members informed of progress at next

meeting.

Further Business: Rhondda Pearce suggested that a social evening be organised to encourage new

members. Possible play readings or musical performances.

Next Meeting: To be held at the Oberon RSL at 5.00pm on Tuesday 26 April 2016.

Close of Meeting: Fran Charge declared meeting closed and invited those present to stay for dinner

at RSL.

MINUTES OF GENERAL MEETING OF OBERON ARTS COUNCIL INC HELD ON TUESDAY 24 MAY 2016

AT OBERON RSL CLUB

Meeting Opened: Fran Charge declared meeting open at 5.10pm and welcomed those present.

Present: Fran Charge, Tim Charge, Sandy Harman, Brian Harman, Alan Pearce, Rhondda Pearce.

Apologies: Ray and Margaret Ross, Katie Graham, Mayor Kathy Sajowitz, Acting General Manager

Gary Wallace, Sally Parrington and Bob Parrington.

Minutes of Previous Meeting: The minutes of meeting held on 26 April 2016 were read. Tim Charge

moved these minutes be accepted, seconded Sandy Harman. Carried.

Correspondence: In-FOOLS invitation to Waste to Art opening and awards night. Newsletter from

John Cobb. Bank Statements. Out – Minutes of previous meeting. Rhondda Pearce moved that

correspondence be accepted, seconded Fran Charge. Carried.

Treasurers Report: The balance of the Community Saver Account as at 18/5/2016 is $730.19. There

are no outstanding cheques. The balance of the Wild Oats Cash Management account including

interest as at 29/4/2016 is $12,785.39. Fran Charge moved that $5,000.00 be transferred from Wild

Oats account to Community Saver account to cover forthcoming payments to Mark Taylor. Rhondda

Pearce moved that treasurers report and transfer of monies be accepted. Seconded Sandy Harman.

Carried.

Oberon Council Report: No report tabled as Council representatives are currently participating in

court action against Amalgamation. Oberon Arts Council wish Council all the very best in this anti-

amalgamation battle. Oberon Arts Council take this opportunity in thanking Mayor Kathy Sajowitz

and her team, along with Brian Dellow and the many diligent anti-amalgamation supporters for their

dedicated and tireless work on behalf of the Oberon community.

OBTA Report: Tim Charge reported that thanks to Col Roberts the Survey Monkey has been

instigated. Caravan Park and Highlands Motor Inn have been approached to commence the process.

Quotes are being sought to print 1000 double-sided survey sheets. Borgs will be providing

promotional material and video to VIC. Quotes are being sought to produce OBTA promotional

banners and pull-ups. Borgs have offered a donation of $1100.00 plus materials towards these.

Borgs are to be congratulated for their great community support.

Arts Out West Report: Fran Charge advised that the Bi-Annual Regional Arts Conference is be held

in Dubbo on October 27th. The cost for this will be $695.00. Rhondda Pearce moved that the

Oberon Arts Council pay for Fran Charge to attend this important networking opportunity. Sandy

Harman seconded. Carried. ( Fran Charge to take the early bird booking opportunity)

The Arts Out West Annual General Meeting is to be held this Sunday 29h May at 11.00am at the

Orange Regional Art Gallery. Tim and Fran Charge will be attending and will take the opportunity to

look around the revamped Art Gallery and Information Centre. NOTE: All members of OAC are

welcome to attend this and the luncheon. This is no charge for OAC members. Please contact Fran

Charge if you wish to attend.

Oberon Common Mural Project Report: Fran Charge advised that Mark Taylor has started the final

stage of the timeline. He will prepare this at home and install onsite. Funds will be available for

payment to him on request. Fran will update at next meeting.

General Business: Fran Charge attended the Waste to Art Awards Night presenting the OAC prize.

Yet another successful event. Tim Charge advised that Dennis Kirkwood has inspected the Walls at

the Common and will be undertaking repairs in the near future. Fran Charge advised that OAC stands

are currently be stored at St Josephs School and that alternative storage options needed as access is

now limited. Dependant on the size, prices of appropriate-sized shed can be sourced. Rhondda

Pearce has a small garden shed available is suitable. Brain Harman moved that an OAC Springtime

Event be looked at with the suggestion of involving the local ukulele group. Seconded Rhondda

Pearce. Carried.

Next Meeting: To be held on Tuesday 28 June 2016.

Close of Meeting: Fran Charge declared meeting closed at 5.50pm followed by a very enjoyable

dinner.


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12. COMMITTEE REPORTS

12.01 LOCAL EMERGENCY MANAGEMENT COMMITTEE

File: Governance/Meetings/Traffic Advisory Local Committee Author: Chris Schumacher, Works and Engineering Director

Summary Minutes of the Local Emergency Management Committee Meeting held on 16 May 2016 are submitted for Council’s consideration.

Recommendations: That the minutes of the Local Emergency Management Committee held on 16 May 2016 be received as information.

Comment FOLLOWING are the Minutes of the Local Emergency Management Committee held 16 May 2016. The following is a summary of the Committee discussions and outcomes:

Oberon Hospital are developing a winter bed strategy

SES confirmed that there would be no change to the Oberon SES as a result of proposed Council amalgamations, should they occur

Corrective Services and SES are collaborating on a Snow Plan for the Shooters Hill Gaol and for Jenolan Caves

Oberon Fire Station to hold an open day 21 May

Oberon Police are now near a full contingent of staff

RFS reported that they are currently short staffed. RFS are conducting burns in various areas

The next meeting of the Committee will be held on Monday 15 August 2016, commencing at 2.00pm in the RFS building, North Street, Oberon.

Notes:

OBERON LOCAL EMERGENCY MANAGEMENT COMMITTEE

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Minutes of the Oberon Local Emergency Management Committee Meeting held on 16 May 2016

The Meeting was held on 16 May 2016 in the Rural Fire Service Training Centre, off North Street and Albion Street Oberon. The Meeting commenced at 2.10pm ATTENDANCE

Name Organisation

Chris Schumacher Oberon Council – Works and Engineering Director

Gary Wallace from 2.20pm Oberon Council – Acting General Manager

Rebecca Burgess Oberon Council – Works and Engineering Administration

Aaron Evans Woodchem

Ron Gavin New South Wales Ambulance

Brendan Bourne New South Wales Ambulance

Christine Symington Oberon Health Service

Mick Holland Rural Fire Service

Michelle Puzicha Fire and Rescue New South Wales

Murray West Fire and Rescue New South Wales

Andrew Erlik Fire and Rescue New South Wales

Craig Gibbons State Emergency Service

Kim de Govrik National Parks and Wildlife Service

Andrew Sterling Corrective Services

Alistair Gordon-Smith Local Land Services

Michaela Ries New South Wales Police - Oberon

Jim Hawkes Borg Panels

APOLOGIES

Gary Wallace Acting General Manager, Oberon Council

Brett Jackson Fire and Rescue New South Wales

John Kanne New South Wales Ambulance

Inspector White Fire and Rescue New South Wales

Craig Ronan State Emergency Services

Mark Darling State Emergency Services

1. ATTENDANCE & APOLOGIES – see above lists 2. DESKTOP EXERCISE – EMERGENCY RESPONSE TO WOODCHEM Aaron Evans advised that additional staff from Woodchem would be present to participate in the desktop exercise, which would be conducted at the conclusion of the LEMC meeting. During the Woodchem desktop exercise which followed the LEMC meeting, the following joined the meeting: Dean Evans – Woodchem Coordinator Brett Wells – Shift Leader Woodchem (Chief Warden) Kieren Hunter - Shift Leader Woodchem (Chief Warden) 3. REPORTS – from Agencies/Members The following is a brief summary of reports provided by members:

New South Wales Ambulance – Ron Gavin advised there were some issues with regards to Kanangra-Boyd search and rescues which he will raise at the Rescue Sub-Committee meeting.

National Parks and Wildlife Services – nil update.

OBERON LOCAL EMERGENCY MANAGEMENT COMMITTEE

Page 2 of 2

Minutes of the Oberon Local Emergency Management Committee Meeting held on 16 May 2016

NSW Health – Oberon Hospital – Christine Symington advised that since the last LEMC meeting Oberon Hospital experienced a failure of the early warning system. This has now been rectified. Christine also advised that they are working on developing a winter bed strategy.

Woodchem – nil update.

State Emergency Services – Craig Gibbons spoke about an interview on ABC Radio given by Oberon Council’s Deputy Mayor during which it was alluded to that the amalgamation of Oberon Council with Bathurst Council would result in the folding of the Oberon SES. Craig clarified that this is not correct and that there would be no change for SES as a result of Council amalgamation.

Corrective Services – Andrew Sterling said that ongoing collaboration with SES is being put towards a Snow Plan for the jail and for Jenolan Caves.

Fire and Rescue New South Wales – Andrew Erlik advised that the Oberon Fire Station Open Day is to be held Saturday 21 May. Also, as it has been 10 years since legislation was introduced for smoke alarms, a Re-Alarm campaign is being conducted.

Local Land Services – nil update.

Oberon Police – Michaela Ries reported no major incidents since the last LEMC meeting. Oberon Police are near a full contingent of staff.

Rural Fire Service – Mick Holland reported that RFS have been busy in particular issuing infringement notices for unauthorised burns, with 6 issued recently.

Mick also updated the Committee about RFS staffing changes – Greg Wardle has taken a promotion and Greg Sim from Coonamble will start in this role. Mick reported that the RFS were short staffed at the moment.

Mick advised that a 5 hectare burn is scheduled for this Saturday 21 May near the Golf Club and Water Treatment Plant. The Black Springs brigade has taken delivery of a new Cat 1 and construction on the new Fire Control Centre in Bathurst has begun.

During this update Kim de Govrik also advised that Forestry were conducting burns at Boggy Creek as well as the continuation of significant burns in the Blue Mountains National Park.

Christine Symington asked what notification is given to neighbours prior to a burn being undertaken, Mick Holland advised that boundary neighbours are given at least 24 hours notice of a burn.

Oberon Council – Chris Schumacher discussed the amalgamation situation with Oberon Council which is pending court action which is expected to be resolved by the end of May. The RFS shed at O’Connell is progressing with preliminary works now complete and a tender planned to be out in June for the building works.

5. GENERAL BUSINESS Ron Gavin of NSW Ambulance advised he has items for discussion during the Rescue Sub Committee. Christine Symington of NSW Health requested that the minutes of the last LEMC meeting be distributed. 6. NEXT MEETING DATE AND MEETING CLOSE. The next meetings will be held on 15 August 2016; 14 November 2016 at 2.00pm. The Meeting closed at 2.20pm


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12.02 COMMUNITY SERVICES COMMITTEE

File: Governance/Meetings/Community Services Committee Author: Lynette Safranek, Finance & Community Services Committee

Summary Minutes of the Community Services Committee Meeting held on 23 June 2016 is submitted for Council’s information and consideration.

Recommendation: That:

1. Council receive report 12.02 as information, and

2. That Council combine the Oberon Community Services Committee with the Seniors Welfare Committee and develop a unique working party for appropriate projects that arise in the future.

Comment FOLLOWING is the Minutes of the Community Services Committee held on 23 June 2016. Discussions were held on the following matters:

Exercise equipment repairs at The Common

Off leash dog area recommendation from last meeting

Community Services update on:

o School Holiday Activities

o Community Genes for Jeans fundraising morning tea on 5 August in the Council Chambers

o Community Transport

Council legal action update

Drinking water stations There was also discussion on the Seniors Welfare Committee and Community Services Committee combining to form one over arching Community Services Committee, proposing unique Working Parties for projects that arise. The next Meeting of the Community Services Committee is scheduled for 25 August 2016.

Notes:

OBERON COUNCIL – OBERON COMMUNITY SERVICES COMMITTEEPage 1 of 3

Minutes of the Oberon Community Services Committee Meeting held on 23 June 2016

The Oberon Community Services Committee Meeting was held on 23 June 2016 in theCouncil’s Committee Room, 137-139 Oberon St, Oberon.

The Meeting commenced at 2:00pm

ATTENDANCE

Gary Wallace Acting General ManagerRobin Toedter Community RepresentativeTerry Boyce Community RepresentativeKathy Beesley Community Services CoordinatorSue Fisher-Smith Oberon Neighborhood Centre RepresentativeRell Hiam Community Representative

APOLOGIES

Lynette Safranek Finance and Community Services DirectorMayor Kathy Sajowitz - Chair Council MemberClr Jill Evans Council MemberBev Evans Community Representative

1. APOLOGIES – see Attendance and Apologies above

2. DECLARATIONS OF INTEREST- Nil

3. MINUTES OF THE PREVIOUS MEETING HELD ON 25 FEBRUARY 2016

4. BUSINESS ARISING FROM PREVIOUS MEETING

Sue Fisher-Smith asked if the damaged walking machine at the Oberon Common hasbeen fixed. Acting General Manager, Gary Wallace replied that it has.

Terry Boyce asked why was the recommendation for an off-leash dog park not carried byat the previous Council meeting. Acting General Manager, Gary Wallace replied that theCouncil resolved not to support this recommendation.

5. REPORTS

5a. Community Services Update

Kathy Beesley, Community Service Coordinator gave a verbal report on CommunityServices:· Oberon Council is holding a Genes for Jeans fundraising morning tea on Friday

5 August 2016 in the Oberon Council Chambers. The Morning tea is open to allmembers of the public.

· It is a funding agreement requirement with Transport NSW that all communitytransport services offer access trips to larger centres for social, medical, businessand recreational activities. Oberon Community Transport is currently holding a trialmini bus service to and from Bathurst on Saturday 9 July, 13 August and10 September. Leaving the Fleming Street bus stop at 10am and returning around



3pm. This service is available to the entire Oberon community for a variety ofactivities.

· School Holiday Activities are being offered with afternoon craft sessions in theLibrary for children ages of 8-12 years, themed Christmas in July. There are bus tripactivities to Bathurst including Movies and Tenpin Bowling for high school agedstudents.

· The Oberon Youth Council is available to assist with community events ifcommunity groups are looking for help.

5b. Council Legal Action Update

The Acting General Manager, Gary Wallace gave an update on the Council Legal Challenge.The Committee were advised that no decision has been made yet and he is unable to notifywhen this decision will be handed down by the Judge. Gary did advise that the hearing wasoriginally scheduled for 2 days and it was extended to 8 days. He said that the Judge willhand his decision of the three Councils under the same title but each Council will have adifferent outcome.

5c. Drinking Water Stations

The Oberon Council had been previously approached by the Oberon Health Council toinstall Drinking Water Stations in sporting grounds. The Oberon Council requested support inregards to funding and the Oberon Health Council declined. The Acting General Managerstated that this is a great idea and will keep in mind for future grant funding.

6. GENERAL BUSINESSSue Fisher-Smith applied for a donation under the section 356 Donations for the 2016/2017financial year for the amount of $366. The purpose of this receive this donation was to installa sign to the entrance of the Neighbourhood Centre. Sue asked if this could please bereconsidered as this is a “Not for Profit” community organisation and with a large number ofthe Oberon Community members benefitting from this facility.

The Acting General Manager advised Sue to complete a submission in relation to theCommunity donations before the 28 June 2016.

Terry Boyce advised the Committee that there has not been a Showground Trust meeting in18 months. Terry also advised the Committee has not been able to conduct a meeting as acurrent member (John McMahon) had passed away and the vacant membership has notbeen filled. Terry stated that interviews to replace this Committee member had beenundertaken, but nothing has come of this.

The Acting General Manager put forward to the committee members to discuss a possibilityof combining the Seniors Welfare Committee and the Community Services Committee. Thiswas suggested as the two Committees have similar meeting content. The Oberon SeniorWelfare Committee was originally established to promote the building of an Aged CareFacility which Columbia Homes has now completed. The Hathaway Cottages has been soldand there may be a special aged care project in the future, in which a working party wouldbe established. The working party will then report back to the newly-formed combinedcommittee. Gary also added that there wouldn’t be a limit of committee members.



All members agreed with this suggestion as they would like to see meeting numbersincrease and meetings not segregated by age groups. They would like to see a largeCommunity Services Committee working for the entire community.

Recommendation:That Council consider combining the Community Services Committee and the OberonSeniors Welfare Committee to develop a unique working party for appropriate projects thatarise in the future.

Robin Toedter mentioned that the sensor light on the side entrance to the Community Centreis not working. Robin continued that the hand basin in the bathroom of the function room isalso leaking.

The Community Services Coordinator Kathy Beesly replied that she will look into both ofthese issues.

7. NEXT MEETING DATE AND MEETING CLOSE

The next meeting will be held on Thursday 25 August 2016 commencing at 2.00pm.

Meeting closed at 2.58pm


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12.03 SENIORS WELFARE COMMITTEE

File: Governance/Meetings/Seniors Welfare Committee/ March 2016 Author: Lynette Safranek, Finance & Community Services Director

Summary Minutes of the Seniors Welfare Committee Meeting held on 23 June 2016 are submitted for Council’s information and consideration.


1. Council receive report 12.03 as information, and

2. That Council combine the Oberon Seniors Welfare Committee with the Community Services Committee and develop a unique working party for appropriate projects that arise in the future.

Comment FOLLOWING is the Minutes of the Seniors Welfare Committee held on 23 June 2016. Discussions were held on the following matters:

Update on sale of Hathaway Cottages

Community Services update on:

o School Holiday Activities

o Community Genes for Jeans fundraising morning tea on 5 August in the Council Chambers

o Community Transport

Council legal action update

Meals on Wheels

Oberon Skate Park.

There was also discussion on the Seniors Welfare Committee and Community Services Committee combining to form one over arching Community Services Committee, proposing unique Working Parties for projects that arise.

The next Meeting of the Seniors Welfare Committee is scheduled for 25 August 2016.

Notes:

OBERON COUNCIL – SENIORS WELFARE COMMITTEEPage 1 of 3

Minutes of the Seniors Welfare Committee Meeting held on 23 June 2016

The Oberon Seniors Welfare Committee Meeting was held on 23 June 2016 in Council’sCommittee Room, 137-139 Oberon St, Oberon.

The Meeting commenced at 1.00pm

ATTENDANCEClr John Morgan, Chair Council MemberGary Wallace Acting General ManagerKathy Beelsey Community Services CoordinatorSue Fisher-Smith Community Representative

APOLOGIESLynette Safranek Finance and Community Services DirectorMajor Kathy Sajowitz Council MemberClr Jill Evans Council Member

1. APOLOGIES – see Attendance and Apologies above

2. DECLARATIONS OF INTEREST – Nil

3. MINUTES OF THE PREVIOUS MEETING HELD ON 25 FEBRUARY 2016

4. BUSINESS ARISING FROMTHE PREVIOUS MEETING

There was an enquiry on who purchased Hathaway Cottage, how much and when the will theytake over the building. The Acting General Manager, advised that Borg has purchased theproperty and the sale is not settled yet due to the determination of land use. A survey tosubdivide Council’s self care units from the Hathaway Cottages needs to be carried out. Thesale price is confidential.

5. REPORTS

a. Community Services Update

Kathy Beesley, Community Service Coordinator, gave a verbal report on CommunityServices:· School Holiday Activities planned with afternoon craft sessions for children

between the ages of 8-12 years which are themed Christmas in July. There aretrips to Bathurst for movies and Tenpin Bowling for High School aged students.

· Oberon Council is holding a Genes for Jeans fundraising morning tea on Friday5 August 2016 in the Council Chambers. The Morning tea is open to entirecommunity. A local lady produces quilts and a variety of items from old denim willbe selling her products in the Council foyer, with all proceeds from this sale andcollected at the morning tea donated to Genes for Jeans Foundation.

· Oberon Community Transport are currently holding a trial mini bus to and fromBathurst on Saturday 9 July, 13 August and 10 September. The bus will leave theFleming Street bus stop at 10am and return around 3pm. This service is availableto the entire Oberon community for a variety of activities and the cost is $10.00return per person, over the age of 5.



There was an enquiry regarding possibility of a bus trip for events such as theTarana Markets for elderly who would like to attend. The bus is currently housedat Lithgow and would need to be picked from there by a volunteer driver onSaturday and returned on Sunday afternoon, which could be difficult, but theservice is looking at obtaining a bus, so it may be possible in the future.

· The lights in the Community Transport garage are not working at the moment,making it very hard to find the way around when returning the vehicle. Could a asensor light installed? There is a sensor light on the outside, it may just be turnedoff. Perhaps a sign that says please do not turn off near the light switch.

b. Council Legal Action Update

· The Acting General Manager gave an update on the Council Legal Action. Garyadvised the Committee that he unfortunately had no further information regardinga decision and he can not advise when the judge will hand down his decision.

c. Meals on Wheels

Councillor, John Morgan asked if there is any positive feedback from consumersregarding the new Meals on Wheels service.

Kathy Beesley advised the Committee that the Oberon Council volunteers everysecond Monday. Nothing has been stated by staff who deliver meals.

Sue suggested that it may be hard to gauge as all complaints would be directed toMeals on Wheels.

Kathy Beesley advised the Committee that the Office hours for the Oberon Office forMeals on Wheels are Monday-Tuesday 10am-1pm, Wednesday, Thursday andFriday 11am-1pm.

6. GENERAL BUISNESS

Sue Fisher Smith asked if a site has been chosen for the Oberon Youth Council Skate Parkproject.

The Acting General Manager, Gary Wallace replied that a possible site has been earmarked atthe Oberon Common but there is not enough funding at the present time to complete theproject. The OYC are still raising awareness and there may be funds available from Council orSport and Recreation grants in the future.

Councillor John Morgan stated that the recent figure for how much this project will cost isaround $500,000.

Sue asked how many Skaters will use this facility. Kathy Beesley replied that this facility will beused by the Roller Derby and possibly future tournaments. Kathy added that the first projectthat the Oberon Youth Council initiated was to install a Bike Rack in the Main Street, which is



now complete. She stated that the OYC are passionate about making positive changes in thecommunity.

The Acting General Manager put forward to the Committee members to discuss a possibility ofcombining the Seniors Welfare Committee and the Community Services Committee. This wassuggested as the two Committees have similar meeting content. The Oberon Senior WelfareCommittee was initially established to promote the building of an Aged Care Facility in Oberonwhich is now complete with Columbia Homes building the Oberon Village. The Acting GeneralManager suggested that the two Committees be combined under a new Section 355Committee and if any special projects arise, a working party from the Committee be created.The Working Party will then report back to the newly-formed Committee.

Recommendation:That Council consider combining the Oberon Seniors Welfare Committee with the CommunityServices committee and develop a unique working party for appropriate projects that arise inthe future.

7. NEXT MEETING DATE AND MEETING CLOSE

The next meeting will be held on Thursday 25 August commencing at 1.00pm.

Meeting closed at 1.50pm


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12.04 OBERON SPORTS FACILITIES COMMITTEE

File: Governance/Meetings/Oberon Sports Facilities Committee Author: Chris Schumacher, Works and Engineering Director

Summary Minutes of the Oberon Sports Facilities Committee held on 29 June 2016 is submitted for Council’s information and consideration.

Recommendation: That the Minutes of the Oberon Sports Facilities Committee held on 29 June 2016 be received as information.

Comment FOLLOWING are the Minutes of the Oberon Sports Facilities Committee held on 29 June 2016. A summary of the Committee discussions and outcomes is listed below:

A Long Jump Pit at the Recreation Oval, as well as permanent wire netting to the discus and shot put circles, is to be constructed with grant funding.

Council’s Works and Engineering Director to arrange repairs to the Recreation Oval toilet facility.

Council’s Works and Engineering Director to arrange installation of new shower heads at the shower facility at the Recreation Oval.

•Council’s Works and Engineering Director to arrange repairs to Recreation Oval lighting timer.

Committee members discussed arranging proper identification signage for all sporting ovals and facilities in Oberon.

The next meeting of the Committee will be held on Wednesday 21 September 2016, commencing at 4.30pm.

Notes:

OBERON COUNCIL – OBERON SPORTS FACILITIES COMMITTEE

Page 1 of 2

Minutes of the Oberon Sports Facilities Committee Meeting held on 29 June 2016

The Meeting was held in the Council’s Committee Room, 137-139 Oberon Street, Oberon. The Meeting commenced at 4.30 pm. ATTENDANCE

Clr Kerry Gibbons - Chair Oberon Council Member (chair)

Chris Schumacher Works and Engineering Director

Ian Christie-Johnson Oberon Tigers Rugby League

Clinton Corby Oberon United Football Club

Kay Lyme Oberon Tennis Centre

Raeleine Eiler Oberon Little Athletics

APOLOGIES

Mayor, Clr Kathy Sajowitz Oberon Council Member

Peter Varlas Oberon Touch Football

Vicki Walsh Oberon Rugby League Club Inc.

Harold Lyme Oberon Tennis Centre

Geoff Oxley Oberon Junior Hockey Club

Kylie McGrath Oberon Pool

Suzanne Webb Oberon Pool

Brent Grady Oberon Junior Rugby League

Gary Wallace Acting General Manager

1. ATTENDANCE and APOLOGIES – see list above 2. DECLARATIONS OF INTEREST – Nil 3. BUSINESS ARISING FROM LAST MEETING – 16 March 2016 A Summary of ACTIONS from the last meeting was reviewed, see below. SUMMARY OF ACTIONS – updated 17/06/2016

Activity Responsibility

Develop an overall standardised Signage Plan which will include “No Dogs” signs for the sporting grounds - Signs as Remote Supervision Ongoing – pending resolution of Council overall branding

Chris & WHS Manager (Maisie Richardson)

Develop a Parks, Gardens and Grounds Plan, with priorities for maintenance and improvements – as part of an overall Policy including guidelines around bookings and usage by clubs and consultation with users about ground closures. Draft Plan is in progress. Some points suggested for inclusion:-

A structured ground bookings process including lead-times for bookings to ensure facilities can be ready as requested.

Guidelines around use of canteen and storage in canteen by clubs with seasonal bookings.

A clear process for requesting field markings, perhaps a map to be completed by clubs? Plan to include lead-times to ensure any requests can be met in a timely manner.

Chris

Ascertain whether the installation of new grounds tower lighting at the Leagues Club grounds is on the agenda to be installed in the immediate future?

Chris

OBERON COUNCIL – OBERON SPORTS FACILITIES COMMITTEE

Page 2 of 2

Minutes of the Oberon Sports Facilities Committee Meeting held on 29 June 2016

Leagues Club are formulating a Plan of Management to stage capital works.

Installation of permanent wire on the discus and shot put at the Recreation Ground. Awaiting quotes.

Chris

Report to Committee on maintenance frequency of Leagues Club grounds and Recreation Ground. Chris to report

Chris

Maintenance works on the Tennis Centre Maintenance works have been undertaken at the Tennis Centre

Chris

4. RECREATION GROUND – LONG JUMP PIT AND PERMANENT WIRE ON DISCUS AND

SHOT PUT. An outline of the recent grant funding for the construction of the new Long Jump Pit and wire to the existing discus and shot put area was provided to the Committee. Formal quotations have been received and a local Contractor has been engaged to commence earthworks during July for the construction of the Long Jump facility, weather pending. Specialist Synthetic Grass Contractors have been scheduled to lay the new turf on the concrete long jump runways 15 August and it is envisaged that the new facility will be fully functional before the 24 September when the 2016 Athletics’ season commences.

Quotations are being finalised for the supply of suitable permanent wire netting to be applied to the Discus/Shot Put area, provision of a safety barrier. 5. GENERAL BUSINESS Maintenance works was requested to the Recreation Oval Toilet Facility. The door locks on some toilet cubicles have been vandalised and require replacement. The Works and Engineering Director has followed up this matter up and repairs are to be undertaken immediately. New shower heads were requested by the Oberon United Football Club, some of the old shower heads are not working properly and others are missing. The Works and Engineering Director has stock of water saving shower heads and will arrange for all showers to be fitted with new shower roses. The lighting timer on the Recreation Oval needs to be fixed by a licenced electrician. The Works and Engineering Director to arrange licenced electrician to rectify faulty lighting timer switch. A request was discussed amongst Committee Members for the establishment of proper identification signage for ALL Sporting Ovals in Oberon i.e. The Recreation Oval, The Oberon Rugby League Oval, Cunningham Oval, The Common. The Works and Engineering Director to seek quotations and proof examples from local sign provider for discussion at next meeting 21 September. 6. NEXT MEETING DATE AND MEETING CLOSE The next meeting will be held on Wednesday 21 September 2016 at 4.30pm. The Meeting closed at 5.45pm.


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13. REPORTS FOR DECISION

13.01 ROAD REALIGNMENT AND GAZETTAL - TODDS ROAD

File No: Roads/R56 Author: Chris Schumacher, Works & Engineering Director

Summary This report seeks the approval of Council to formally gazette the road alignment alterations that have been previously reconstructed at the intersection Todd’s and Beaconsfield Road.


1. Council resolve to proceed with the formal registration of a new plan of survey for the realignment of road at the intersection of Todd’s Road with Beaconsfield Road.

2. That the Acting General Manager be authorised to sign and affix the Council Seal to the plans for registration.

3. That Council approve the associated costs for the formalities involved for survey, legal and

gazettal of land to Council Public Road.

Comment FOLLOWING is a locality map showing the extent of boundary alterations at Todd’s Road with Beaconsfield Road. Council may recall the completion of a rural subdivision by a local land owner approximately 3 years ago, which resolved to realign the intersection of Todd’s with Beaconsfield Roads. Prior road construction had meant the first 100m of Todd’s Road was aligned on private property and a small section of an unnamed Crown Road. Council staff seek Council resolution to engage the services of a registered surveyor to prepare formal survey plans to rectify the road reserve alignment and Gazette the encroached land that the new road has been formalised within the Todd’s Road reserve. The formal alteration also involves the acquisition of a small portion of Crown Land. It is a requirement to Gazette this small section of unnamed Crown Land into Council Public Road, so that it may be incorporated into the new road intersection plan for Todd’s Road. The cost to prepare plans is approximately $3300 including legal and registration fees. It is requested that Council endorse this undertaking, allowing staff to proceed with the formality of survey and registration of the new road plan.

Acting General Manager’s Comment Guidelines have been issued under Section 23A of the Local Government Act 1993 titled ‘Council Decision making During Merger Proposal Periods’. Council must consider the guideline in relation to each decision they make during the proposal period. This matter is considered to comply with the guidelines.


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LOCALITY MAP

Notes:


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13.02 LATE REPORT - DEVELOPMENT APPLICATION 10.2015.81.1 – 24 HOUR SERVICE STATION

File No: P029-1 Author: Jaclyn Burns, Health and Building Manager

Summary A late report will be provided prior to the meeting in relation to this item.

14. REPORTS FOR INFORMATION

14.01 MONTHLY ACTIVITY REPORT – ACTING GENERAL MANAGER

File No: Governance/Meetings/Ordinary Author: Gary Wallace, Acting General Manager

Summary This report item summaries the main activity by the Acting General Manager since the May Council Meeting including Human Resources and Workplace Health & Safety, Executive Support matters, Community Activity, Regional Issues, Executive Management Team Meetings, planned activities and major work within the Planning & Development Department.


Commentary 1. PLANNED ACTIVITY FOR AUGUST and SEPTEMBER DRAFT OPERATIONAL PLAN AND RESOURCING STRATEGY 2016/17 – The 2016/17 Operational Plan, Delivery Program and associated documents were adopted at the Extraordinary Meeting held on 30 June 2016. TOURISM STRATEGY – The draft Tourism strategy has been placed on public exhibition. The exhibition period closes on Thursday 21 July 2016. Feedback will be provided to Council at the conclusion of the exhibition period. LAND SALES – Council’s solicitor is progressing the sale of Hathaway Cottage, Edith Road residential allotments and various leases either about to or already expired. . Work is continuing on the development of the Common Master Plan. Opportunities for the sale of land in the Edith Road Subdivision and the Industrial Subdivision continue to be sought. With CENTRAL WEST/ORANA REGIONAL PLAN – The Department of Planning and Environment provided a presentation to Councillors on Tuesday 12 April outlining the Draft Central West and Orana Regional Plan which is the first time a consolidated strategic plan has been prepared for all 20 Local Government Areas that comprise the Central West and Orana region. The Plan is being placed on public exhibition and a submission will be lodged on behalf of Council during the exhibition period.


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REGIONAL LIVING EXPO – discussion has been held with the Oberon Business and Tourism Association (Don Capel) in relation to Oberon exhibiting at the 2016 Regional Living Expo being held on 6 - 7 August. OBTA has provided a commitment to attend the Expo with volunteers manning the stand. OBTA is also liaising with local Real Estate Agents, Borg Panels, Mayfield Garden and other interested parties to become involved in the Expo. Mayor, Acting General Manager, Executive Coordinator and OBTA continue to meet, coordinate and finalise the activities proposed. STRATEGIC PLANNING –the submission in response to the draft Central West and Orana Regional Plan is being prepared for submission to the Department of Planning and Environment. Concern has been raised over the inappropriate level of recognition to those smaller towns outside the regional centres as well as inconsistencies within the Plan relating to infrastructure readiness opposed to population growth. Commentary on the proposed new complying and exempt SEPP is being prepared and provided to the Department of Planning and Environment. Further negotiations to secure ongoing heritage advisor assistance from the Office of Environment and Heritage continue. Planning proposals for the preparation of functions centres as permissible use in RU1 primary production zone continue. Exhibition of the gateway is expected between July and August. 2. ACTIONING COUNCIL DECISIONS Following each Council Meeting the General Manager and Directors review the decisions and agree on a priority for actioning these decisions. Each Director has been requested to provide an update in the Monthly Activity Report, as well as reporting on actions to the General Manager.

Minute Number Summary/Progress

20 October 2015 ORDINARY COUNCIL MEETING

05 201015 Plan of the Oberon Common to be developed by a subcommittee of Council.

- Survey plan has been developed and preliminary discussion held with Council relating to Master Plan for future development of Common.

- Meeting of the Common Working Party held on 10 May 2016

Matter ongoing

15 December 2015 ORDINARY COUNCIL MEETING

03 151215 That Oberon Council subdivides land it owns in Curtis Street to have Hathaway and the Self Care Units on separate Allotments with a service road between to access to the rear of each lot.

- Application currently being prepared for lodgement

Matter ongoing

29 151215

30 151215

That Council in principal approve the sale of the 2.1267ha of road reserve fronting 1300 Abercrombie Road, Oberon.

1. Council determine an appropriate price for the sale of the land in accordance with the valuation of OPTEON Group Pty Ltd.

2. The Acting General Manager and Mayor be delegated authority to sign relevant legal documents associated with the transfer of the land.

3. Other relevant neighbours be contacted to ascertain interest in the land.

- Item 3 – concluded. Item’s 1 & 2 ongoing.

AGM has met with landowner in relation to the sale. Landowner will provide correspondence back to Council in relation to the land for consideration.

No correspondence has been received at 11/7/16.

Matter ongoing


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15 March 2016 ORDINARY COUNCIL MEETING

20 150316

1. Council proceed with an independent valuation of the land.

2. That all owners of land adjoining the Drainage Reserve be advised in writing of the sale and given the opportunity purchase.

3. All costs associated with the sale of a Drainage Reserve including legal, survey and application fees are to be borne by the purchaser, as part of the sale price.

4. A further report be provided to Council for consideration upon receipt a valuation for the reserve and appropriate expressions of interest. Further information is to be provided outlining its current use and uptake from water users.

Matter progressing. WED to undertake desk top hydraulic assessment of drainage users.

Matter ongoing

40 150316 1. Acknowledge that there are extenuating circumstances surrounding the procurement of electricity and as such Council should be excused from the tendering requirements under S55 of the LG Act,

2. Engage Energy and Management Services to conduct the procurement process for electricity for the next rounds of small sites, large sites and street lighting contracts, and

3. Delegate the authority to execute the contracts for the supply of electricity to the Mayor and General Manager.

Matter ongoing

41 150316 1. Council accept the revised offer from Borg Group for the purchase of the premises known as Hathaway Cottage subject to the Council conditions contained in the report.

2. No other additional cost beyond administration costs in processing the Subdivision and Change of use application be borne by Council.

3. Council not bear any construction costs associated with any change of use.

4. A sale of contract be issued as soon as practical listing the conditions that have been agreed and providing a timeframe the conditions would expect to be met in.

Borg advised of acceptance of offer and contracts are being drawn.

Matter ongoing

31 May 2016 FINANCE COMMITTEE MEETING

11 310516 That Council delegate authority to the Mayor and General Manager to negotiate a sponsorship package for the 2016/17 Mayfield Garden Music Festival.

- Council has sought a meeting with organisers. To be held in the near future.

21 June 2016 ORDINARY COUNCIL MEETING

05 210616 A report outlining the activities permissible in B6 and Light Industrial zones be provided to the next available Council Meeting.

Report provided to 30 June 2016 Extraordinary Council Meeting.

Matter closed

15 210616 That Council place the Draft Oberon Tourism Strategy on public exhibition.

Document on public exhibition until 21 July 2016.


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23 210616 1. Give ‘in principle’ support the inclusion of Lots 6 & 7 section 63 DP 758805 in the land that currently forms the Reserve Trust for the Oberon Golf Club.

2. Write to the Department of Primary Industries – Crown Lands and the Minister indicating its support for the inclusion of the additional land.

3. Delegate to the Acting General Manager and Mayor all functions associated with the inclusion of these parcels into the Reserve Trust.

Met with Golf Club and Council Solicitor to discuss the options available. Consensus has been reached in formal application has now been made to Crown Lands for the execution of a licence for the land.

Matter Ongoing

30 Jun 2016 EXTRAORDINARY MEETING

05 300616 Council allocate an additional $15,000 for legal expenses.

Matter closed

With respect to outstanding actions from previous Council Meetings the Acting General Manager will review these with the Mayor and the Directors on at least a monthly basis. If any Councillor requires an update on a specific item they should contact the General Manager or the relevant Director, or submit a Councillor Request Form to the Executive Coordinator. 3. WORKPLACE HEALTH AND SAFETY AND HUMAN RESOURCES Includes information provided supplied by Human Resources Coordinator (HRC) and Work, Health and Safety Coordinator (WH&SC). WORKPLACE HEALTH AND SAFETY Incidents/Injuries No incidents or injuries were reported during June 2016 DAYS WITHOUT LOST TIME BECAUSE OF INJURY

Department/work area 31 May 2016 30 June 2016

Administration 400 430

Works 160 190

Library 452 482

OVIC 1302 1332

Workshop 1020 1050

Meetings /activities attended

14 June Notification to SafeWork NSW for Works Depot chemicals

15 June Meeting with Works Staff, Works Manager and WED introducing new incident reporting forms

June Conducted Contractors inductions/ various dates

21 June CENTROC WHS/RM group meeting

23 June F&CS team meeting to introduce new incident reporting forms

23 June WHS Committee meeting

24 June Ergonomics workspace assessments

30 June Completed update of PIRMP for STP

30 June Completed arrangements for 2016-17 Insurance renewals


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Upcoming meetings/events

4 July Attend EMT meeting to discuss StateWide RMAP for 2016-17

July Update PIRMP for Oberon Waste Facility

6 July Meet with WED and Assets Coordinator to set objectives for Roads

14 July Dust Diseases bus will come to Oberon to conduct respiratory tests on staff who are concerned that they have been exposed to NOA.

18 July Attend meeting with RMS to discuss procedures for road closures during extreme weather conditions

4. EXECUTIVE SUPPORT – MEETINGS & VISITOR INFORMATION CENTRE Includes information provided by the Executive Coordinator. ACTIVITIES & MEETINGS Council Page in the Oberon Review was prepared each week during June with advertising and information. This included the Mayoral Column, Road Works updates and Library News. Articles included – Quotation Hire of Plant 2016/17, Public Exhibition – DA 10.2016.37.1, 88 Lot Subdivision, Community Meetings, Presentation of Draft Oberon 2016 Operational Plan, Road Naming Submissions invited, Public Exhibition of Draft Oberon 2016 Operational Plan, Winter Weather Campaign, Council Meetings June 2016, School Holiday Activities, Determinations May 2016, Council Meetings July 2016, Public Exhibition – Draft Oberon Tourism Strategy and Free Testing for Loose Fill Asbestos. Council Website and Council Facebook Page updated with media releases and relevant articles. “Good News Week” newsletter was issued to Councillors on 3, 10 & 17 June. 8 Jun Community Meeting – presentation of Draft Oberon 2016 Operational Plan and Delivery

Program, O’Connell

15 Jun Andrew Gee, Nationals Candidate for Calare – meet with Councillors

15 Jun CSP Community Meeting – Robert Hooper Community Centre Oberon

15 Jun CSP Community Meeting – Oberon RSL Club

16 Jun Can Assist fundraising lunch in memory of Lisa Nash

21 Jun Council Meeting

27 – 29 Jun Staff Annual Performance Appraisals

30 Jun Procurement Working Party


6 Jul Staff Meeting – update re Procurement Process

6 Jul Citizenship Ceremony VISITOR INFORMATION CENTRE VISITORS FOR JUNE 2016 Domestic 882 International 69 TOTAL: 951


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MAJOR TOURISM REQUESTS FOR JUNE 166 Mushrooms 160 Snow/Weather 94 Roads/Directions 91 Mayfield Garden 89 Fossicking Accommodation Enquiries 72 and camping 31 Events for June included: 4 Jun Oberon Farmers Markets

4 Jun Community Transport Saturday Bus Fleming Street Bus Stop, Oberon

12 Jun Cheese Making Workshop Potters Needs, corner Curtis and Dudley Streets, Oberon

12 Jun Bach in the Dark, in the bush! ‘Kennedy Park’ Loch Erin Road Mount David

26 Jun Tarana Farmers Markets

Saturdays in June July and August 2016 - Truffle Hunts and Hamper Lunch Lowes Mount Truffiere, Lowes Mount Road, Oberon

Sundays in June July and August 2016 - Truffle Hunts and Lunches Lowes Mount Truffiere, Lowes Mount Road, Oberon Upcoming Events 2 Jul Oberon Farmers Markets

2 – 30 Jul Wednesday and Saturday Yulefest Jenolan Caves House, Jenolan Caves

5 – 15 Jul School Holiday Activities – Christmas in July

6 Jul Oberon Community Transport Social Bus Trip to visit Rylstone

14, 15 & 16 Jul Yulefest (Christmas in July) Dinner Tourist Hotel, Oberon

20 Jul Oberon Community Transport Social Bus Trip to visit Bathurst Sheep and Cattle Drome

23 Jul Tigers Annual Ball Oberon RSL Club

24 Jul Christmas in July Luncheon at Mayfield Garden

24 Jul Tarana Farmers Markets ADMINISTRATION AND OTHER ACTIVITIES The OBTA Winter Photographic Competition is now requesting entries to be sent in, the sections for Winter are: Active, Landscape, Industrial, Historical and an open section for Children ages 8 to 12 years of age The first snow of the 2016 Season saw a flurry of activity in town. Mushrooms are now disappearing as the cold weather sets in. The Draft Oberon Tourism Strategy has been placed on Public Exhibition until 21 July 2016. A meeting was held between representatives of Jenolan Caves, Mayfield Gardena and Oberon Council to discuss tourism opportunities for the region. This meeting provided a good opportunity for Council to facilitate contact with two of the major attractions in the region and look at opportunities to collaborate in the future.


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COMMUNITY ACTIVITY, REGIONAL ISSUES and OTHER MEETINGS (JUNE/JULY 2016)

The following is a summary of meetings attended by the General Manager. 7 Jun EMT Meeting

10 Jun Columbia Oberon Village 1st Birthday Celebration

14 Jun EMT Meeting

14 Jun Meet with Rob McGrath re Quarry Development Application

14 Jun Councillor Informal Briefing Session

15 Jun Andrew Gee, Nationals Candidate for Calare – meet with Councillors

15 Jun Tony Simmons, Civica

15 Jun Pat Bird – re Golf Club Lease and other legal matters

15 Jun CSP Community Meeting – Robert Hooper Community Centre Oberon

15 Jun Richard and Margaret Stevenson re access to land

15 Jun CSP Community Meeting – Oberon RSL Club

21 Jun EMT Meeting

21 Jun Council Meeting

22 Jun Regional State of the Environment Report Meeting, Cabonne

23 Jun Meet with Paul and Bonnie Hennessey re Development Application

23 Jun Seniors Welfare Committee Meeting

23 Jun Community Services Committee Meeting

23 Jun WHS Committee Meeting

24 Jun Chris Grady, Surveyor re WTP / Golf Club survey

24 Jun Meet with FCSD re Rates

24 Jun Brian Beesley and Mick English re Oberon Golf Club

24 Jun Office of Local Government Webinar – Joint Organisation Model

27 Jun Meeting with Jenolan Caves/Mayfield Garden re Tourism opportunities

27 Jun Centroc Special Meeting regarding Constitution changes – teleconference

27 Jun Andrew Gee - Funding Announcement

28 Jun WaterNSW Rural Pricing Determination - Fish River (Oberon Council) – teleconference

29 Jun Meet with Pat Bird, Brian Beesley and Mick English from Oberon Golf Club

29 Jun Liquid Trade Waste - Timber Industry

29 Jun Fish River Pricing Discussion – teleconference

29 Jun Oberon Sports Facilities Committee Meeting


5 Jul Meet with Andrew Trafford re parking for visiting services in Tally’s Lane

6 Jul Staff Update – outdoor and indoor staff meetings re Procurement Policy, current projects and legal proceedings

6 Jul Pat Bird re registration of drainage easements in Glyndwr Avenue

6 Jul Citizenship Ceremony

7 Jul Office of Local Government regional visit – Joint Organisations

7 Jul Greg Bakker, Village Voice

8 Jul Andrew Beattie with Mayor re Titania Estate

8 Jul Don Capel with Mayor re Regional Living Expo

8 Jul Library Staff Update – Procurement Process, current projects and legal proceedings

8 Jul Meet with Spiro Kavalieros, CHH Structaflor


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5. PLANNING AND DEVELOPMENT MATTERS STATUS OF COUNCIL DECISIONS

Minute Number Action Taken

16 April 2013 ORDINARY COUNCIL MEETING

30160413

Waste Less Recycle More

Councillor Workshop held 9/12/14.

Recycling Area established September 2015

Draft Waste Strategy developed

Report to be drafted for a future meeting to workshop the strategy.

Matter Ongoing

18 August 2015 ORDINARY COUNCIL MEETING

13 180815

Planning Proposal Oberon

Oberon LEP 2013 Planning Proposal – Boundary Adjustments

Proposal reported to December meeting.

Proposal referred to the Department of Planning and Environment for gazettal.

Amendment Gazetted June 2016

Matter Closed

15 December 2015 ORDINARY COUNCIL MEETING

06 151215

Notice of Motion

Parkland in Glyndwr Avenue.

Amendment to the LEP required.

Matter Ongoing

16 February 2016 ORDINARY COUNCIL MEETING

15 160216

Planning Proposal Titania

Planning Proposal to reduce the Minimum Lot Size and the proposed amendment to Clause 4.1A (3) (b) and (c) of the Oberon Local Environmental Plan 2013.

- Proposal referred to the Department of Planning and Environment for further discussion.

Matter Ongoing

15 March 2016 ORDINARY COUNCIL MEETING

19 150316

Development Application 10.2015.81.1 – 24 Hour Service Station

That Development Application 10.2015.81.1 be referred to Council for determination upon receipt of all appropriate information and assessment from Council staff.

Application being submitted to July Ordinary Meeting

Matter Closed


14 190416

Development Application 10.2016.17.1 – Dual Occupancy - Relocatable Dwelling

That Council approve the Buffer Management Plan submitted with DA 10.2016.17.1 and delegation be granted to Councils Acting General Manager to approve DA 10.2016.17.1 for a proposed Dual Occupancy - Relocatable Dwelling with a boundary setback of 22m from the Western boundary on Lot 70 in DP 666035, 1149 Edith Road, Edith.

Awaiting payment S94 contributions

17 May 2016 ORDINARY COUNCIL MEETING

16 170516

Planning Proposal Function Centre

1. Council support the planning proposal in principle to amend the Oberon Local Environmental Plan 2013 and add “function centre” as a permitted use in the RU1 Primary Production zone for the entire Oberon Council area,


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2. Decline the request to amend the Oberon Local Environmental Plan 2013 to enable a function centre as an additional permitted use on Lot 10 DP 1153955 (397 Mutton Falls Road, Tarana) and refund the applicant’s fees,

3. Authorise the Acting General Manager to prepare a planning proposal in relation to the above amendment, and

4. Authorise the Acting General Manager to submit the above planning proposal to the Department of Planning and Environment requesting Gateway Determination in accordance with the requirements of Section 56 of the Environmental Planning and Assessment Act 1979.

Exhibition of the gateway is expected between July and August. Matter ongoing

31 May 2016 EXTRAORDINARY COUNCIL MEETING

06 310516

Development Application 10.2016.24.1- Dwelling with sub-floor parking and storage

Delegation is granted to the Acting General Manager to vary Covenant No 2 of DP1142106 – “Restriction on Use of Land” associated to Development Application 10.2016.24.1 for the construction of a dwelling with sub-floor parking and storage at Lot 3 in DP 1142106, being known as 2068 Beaconsfield Road, Wisemans Creek.

Pending receipt of further information.

Matter ongoing


11 210616 1. The Heritage Committee seek the support from Council to contribute $500 towards the printing costs of a new Cox’s Road brochure to go hand in hand with the original one currently on display at the Visitors Information Centre, subject to the township of Oberon being clearly marked on the map within the brochure.

2. The Heritage Committee seek $500 to assist the erection of a sign depicting the site of the three private graves on the Porters Retreat property owned by Mr & Mrs Healey.

Matter closed

30 June 2016 EXTRAORDINARY COUNCIL MEETING

04 300616 That Council approve the amended setback and incorporated Buffer Management Plan submitted with the Modification of Development Consent application 10.2015.75.with a modified setback of 30m from the southern boundary on Lot 78 in DP 757065, 114 Gingkin Road, Edith.

Application approved.

Matter closed

07 300616 The currently unallocated $2,500 for the 2015/16 O’Connell Village Fund be used to support immediate heritage protection of buildings within the O’Connell Urban Conservation Area.

That council provide a $150 consultancy fee to Mr Rod Burton for out of pocket expenses.

Matter closed


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DETERMINATIONS The following Applications and Certificates were determined in June 2016

Determinations June 2016 (S.101 E.P. & A. Act.) REF NO. DEVELOPMENT TYPE STREET ADDRESS

10.2016.22.1 11.2016.22.1 19.2016.8.1

Shed with bathroom and attached awning

14743 Sewells Creek Road, OBERON

10.2016.15.1 Boundary Adjustment 395 and 399 The Meadows Road, OBERON

10.2016.33.1 2 Lot Boundary Adjustment 24 Endeavour Street, OBERON

19.2016.18.1 On-Going Use of On-Site Waste Water System

99 Bloomhill Road, O’CONNELL

19.2016.17.1 On-Going Use of On-Site Waste Water System

856 Carlwood Road, O’CONNELL

10.2016.34.1 11.2016.34.1

Shed 18a Blenheim Avenue, OBERON

10.2015.88.1 Change of Use 24-26 North Street, OBERON

10.2016.4.1 11.2016.4.1

Storage shed/warehouse associated to water bottling plant

2308 Shooters Hill Road, SHOOTERS HILL

10.2010.65.1 Extractive Industry 1547 Lowes Mount Road, TARANA

11.2007.168.1 Access Construction 199 Rutters Ridge, OBERON

19.2016.6.1 Replace existing On-Site Waste Water System

1937 O’Connell Road, O’CONNELL

10.2016.10.1 11.2016.10.1

Carport 32 Glyndwr Avenue, OBERON

10.2015.93.1 7 Lot Subdivision O’Connell Road, OBERON

10.2015.67.2 19.2016.22.1

Additions 59 O’Briens Hill Road, O’CONNELL

10.2016.41.1 19.2016.19.1

Dwelling and On-Site Waste Water System

Lot 7 in DP 1216692 O’Connell Road, O’CONNELL

10.2016.48.1 11.2016.48.1

Shed Lot 7 in DP 1216692 O’Connell Road, O’CONNELL

Copies of determinations are available for inspection at Council’s Administration Centre. Total fees for Applications during June 2016 were $17,931.05. The year to date income is $205,818.60 which is 208% of the total income ($99,000) estimated. Applications for the calendar year are being provided in a table form to give an outline of applications being lodged against those of the previous year.


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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 June 2016 the following Certificates were issued:

CERTIFICATES NUMBER ISSUED

SECTION 149(2) AND (5) PLANNING CERTIFICATES

Environmental Planning and Assessment Act, 1979

22

SECTION 735A CERTIFICATES AS TO NOTICES

Local Government Act, 1993.

10

SECTION 121ZP CERTIFICATES AS TO ORDERS


5

SECTION 149D BUILDING CERTIFICATES


3

0

100

200

300N

um

be

r o

f ap

plic

atio

ns

Month

Number of Applications Accumulated

2016

2015

05

10152025303540

Jan

uar

y

Feb

ruar

y

Mar

ch

Ap

ril

May

Jun

e

July

Au

gust

Sep

tem

be

r

Oct

ob

er

No

vem

be

r

De

cem

ber

Nu

mb

er

of

app

licat

ion

s

Month

Number of Applications Lodged

2016 Applications

2015 Applications


50 | P a g e

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

OBERON ANIMAL POUND The following are details of activity at the Animal Pound in June 2016.

In June 2016 there were no Dangerous Dog Declarations, no Dangerous Dog Orders or Notice of Intentions to declare a dog dangerous issued.

0

10

20

30

40

50

60Ja

nu

ary

Feb

ruar

y

Mar

ch

Ap

ril

May

Jun

e

July

Au

gust

Sep

tem

be

r

Oct

ob

er

No

vem

be

r

De

cem

ber

Certificates for 2015/2016

Building Certificate

121ZP

735A

149's

Total certificates2015

02468

10121416

Jan

uar

y

Feb

ruar

y

Mar

ch

Ap

ril

May

Jun

e

July

Au

gust

Sep

tem

be

r

Oct

ob

er

No

vem

be

r

De

cem

ber

Nu

mb

er

of

An

imal

s

Month

Number of cats and dogs impounded 2015/2016

2016 Carried Over

2016 Dogs

2016 Cats

2015 Cats & Dogstotal


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MISCELLANEOUS MATTERS

Various inspections, including building inspections, health inspections, environmental inspections and complaints were conducted during June 2016.

TYPE OF INSPECTIONS NUMBER

Building Inspections 28

Food Inspections 26

Environmental Inspections (Air, Noise and Water Pollution) 0

Subdivisions Certificate Inspections 0

Complaints (Including Animal Control) 6

Building Maintenance Inspections 4

Notes:


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14.02 MONTHLY ACTIVITY REPORT - WORKS AND ENGINEERING

File: Governance/Meetings/Ordinary Author: Chris Schumacher, Works and Engineering Director

Summary Providing a summary of the work activities in the Works & Engineering Department for the month of June 2016 and including scheduled work for the coming month of July.


Comment 1. UPCOMING/PLANNED WORKS The following works will commence during the month of July 2016: EDITH ROAD REPAIR PROJECT – Staff are continuing to undertake preparation works on extending under road piped culverts, embankment widening and clearing of trees to allow future widening of the road pavement scheduled to commence later this year in September October. There were cost savings in this project allowing for further works extension to the 2015/2016 scope of works. A further $800,000 will be spent commencing in September/October making further improvements to the Edith Road. WATER MAIN REPLACEMENT PROGRAM – Recent wet weather during June has delayed the finalisation of the old fibro water main in Dulce Drive from Strathroy Avenue to Dr Perkins Cres. It is expected that Council plumbing staff will complete this work during July. DOG ROCKS ROAD – Wet weather again has delayed the commencement of road works on Dog Rocks Road during June. The WED has developed a forward plan of works with staff to commence gravelling works on the 2.9km section of unsealed road commencing Monday 18 July. MAINTENANCE GRADING – Maintenance grading is expected on the following roads – Chatham Valley Road, Keith Armstrong Road, Millers Lane, Felled Timber Rd, Brass Walls Rd, Cosgrove Rd, Mount Werong Road, Jerong Road, Springmount Rd, Gingkin Valley Road, Bastard Point Road. LIRS FUNDED WORKS – Gravelling, drainage, and vegetation maintenance will be carried out on Tuglow Road, Gingkin Road, Sheep Station Road. BUS SHELTER – A local Oberon engineering fabrication firm has been engaged to manufacture a bus shelter for corner Arkstone Road & Emden Vale Road. The concrete slab has been poured and currently curing. The new shelter will be installed during July. ALBION STREET FOOTPATH – Through the 2016/2017 Town Improvement Program, continuation of the concrete footpath along Albion Street will recommence during July to close the missing path link between Ross Street and the Columbia Homes. LONG JUMP PIT CONSTRUCTION – The commencement of the long jump pit construction is set to commence during July, earthworks to level the site along with new dual concrete runways and the formalisation of the new sand box 6m x 9m to be constructed. This work will be in preparation for the Contractor to lay special synthetic grass on the new runways on 15 August.


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2. WORKS ON LOCAL ROADS, BRIDGES, PARKS AND PRIVATE WORKS UNDERTAKEN DURING JUNE.

LIRS FUNDED WORKS – Gravelling and drainage works have commenced, and are continuing, on Wrens Nest Road. LOWES MOUNT ROAD – Clearing and pruning of vegetation along Lowes Mount Rd is in progress. Arborists and a contractor with specialised mulching equipment assisted with these works. MAINTENANCE GRADING – Grading has been carried out on Mozart Rd, Jeremy Rd, Beaconsfield Rd, Baileys Lane and EDITH RD SUBDIVISION – The kerb and gutter has been constructed. Water and sewer mains have been installed. The electricity, telecommunications and natural gas have been installed and these blocks are now ready for sale. As part of the contracts of sale, compaction testing on the 5 allotments has been undertaken and will be attached. Official energising of the power mounted sub-station by Essential Energy to provide power to the 5 lots is envisaged to occur 11 August 2016. DRAINAGE WORKS on the following gravel roads has been completed – Mozart Road, Sewell’s Creek Road, Dog Rocks Road, Arkstone Road. PRIVATE WORKS

The Prime Mover & Low Loader undertook 7 Private Works during June 2016.

Council supplied gravel to private works on two occasions.

The mini excavator and a truck were hired for a private job.

The total invoiced for Private Works in June 2016 was $4,316.82.

WORKS FOR ROADS AND MARITIME SERVICES (RMS)

MONTHLY WORKS UPDATE JUNE 2016:

Submission of RMAP (Risk Management Activity Plan) for associated Roads & Maritime Services works for 2016-2017

Submission of Speed Zone Authorisation Application for 2016-2017 for Routine Maintenance and Heavy Patching works.

Submission of Monthly SPR (System Performance Report) to RMS under RMCC Contract

RMCC Routine Maintenance is going on as normal day to day operations.

Due to bad weather increased inspections and maintenance works on Duckmaloi Rd and O’Connell Rd are being stepped up.

Reworks on Heavy patching on Duckmaloi Rd due to bad weather.

JPA meeting finalises;

Funding allocations for Routine Maintenance: $190, 000.00

Heavy patching : $380,000.00

Funding for MR54 rehabilitation works yet to be finalised - finalising scope of works in conjunction with RMS.


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UPCOMING WORKS : Preparation of work proposal for the MR54 rehabilitations works. Inspections and routine maintenance works on State roads. Preparation of Quality Control (QC) Documentation for proposed rehabilitation projects. 3. WORKS ON TOWN IMPROVEMENTS During July Council’s plumbers will be installing new water meters as part of the replacement program. There was a clean up of scrap metal undertaken at the Burraga and Black Spring Transfer Stations.

4. ROAD INSPECTIONS The following roads were inspected in June 2016.

Road Name Starting From Going To Date of Inspection

Hazard Type

Chatham Valley Rd

Shooters Hill Rd

The End 2/06/2016 Potholes; Road Surface (wash, corrugations)

Mount Werong Rd Shooters Hill Rd

Unsealed Section

2/06/2016 Other (biddy bush)

Shooters Hill Rd Edith Rd Abercrombie Rd

2/06/2016 Potholes; Shoving or Failures; Rutting; Signage and Furniture (Give Way sign faded)

Lowes Mount Rd North St Mutton Falls Rd

7/06/2016 Potholes; Shoving or Failures

Mutton Falls Rd Fish River Bridge

O'Connell Rd 7/06/2016 Potholes; Shoving or Failures (drainage/wash)

5. PLANT & WORKSHOP REPORT

Specific Heavy Plant items in accordance with the 2016/2017 Plant Replacement Program are now being reviewed for replacement. Quotations for various items of plant are being sought by the plant mechanics and will under go inspections and review with the relevant plant operators before report recommendations are brought before Council for approval. General maintenance, servicing and repairs have been undertaken on trucks, graders, rollers and minor plant such as chainsaws, mowers and light fleet vehicles during the month of June.. 6. ATTENDING EXTERNAL MEETINGS The Works and Engineering Director attended the following meetings during June 2016: 02/06/2016 Black Springs Community meeting

06/06/2016 ECW Water and Sewer consultant


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06/06/2016 Assetic Asset Management Software Training

07/06/2016 Burraga Community Strategic Plan Meeting

08/06/2016 O’Connell Community Strategic Plan Meeting

14/06/2016 Meeting with ENACON Group Pty Ltd - Edith Rd Subdivision Utility Installation

15/06/2016 Oberon Community Strategic Plan Meeting

15/06/2016 Meeting Liquid Trade Waste (Classification 3) Timber Industry Swan Environmental

20& 21/06/2016 National Local Government Conference & Annual National Timber Conference Canberra.

22/06/2016 CENTROC Road Freight Meeting Orange

23 - 24/06/2016 My Predictor Assetic Asset Management Training

29/06/2016 Liquid Trade Waste Meeting with local Timber Industries

30/06/2016 Oberon Sports Facilities Committee Meeting

The Project Engineer attended the following meetings during June 2016:

20/06/2016 Monthly RMCC progress meeting and joint inspection of State Roads.

30/06/2016 CWUA - Centroc Water Utility Alliance Meeting - Cowra.

Notes:


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14.03 MONTHLY ACTIVITY REPORT – FINANCE & COMMUNITY SERVICES

File No: Governance/Meetings/Ordinary/June 2016 Author: Lynette Safranek, Finance and Community Services Director

Summary This report provides a summary of work within the Finance and Community Services Department during June 2016, plus planned activities for the upcoming months.


Comment 1. PLANNED ACTIVITIES FOR JULY AND AUGUST

OBERON COMMUNITY TRANSPORT On 12 July 2016 Lithgow Community Transport will formally vote to amalgamate with CareWest from 1 October 2016. Transport NSW is encouraging this amalgamation and will issue the new funding contract to CareWest for 10 transport groups, including Lithgow, Oberon and Cowra, on 1 October 2016. The Lithgow Community Transport Social Trips are so popular that we have waiting lists for most trips. Oberon has now created its own social trips, once a month, for the remainder for 2016. These are in addition to the Lithgow trips. To promote these events, we will write to all Community Transport Clients, publicise it in the Oberon Village Newsletter, Oberon Review, Village Voice, and Council Notice Boards. It is a funding agreement requirement with Transport NSW for all community transport services offer access trips to larger centres for social, medical, business and recreational activities. As such, Oberon Community Transport is currently holding a trial mini bus to and from Bathurst on Saturday 9 July, 13 August and 10 September. The bus will leaving the Fleming Street bus stop at 10am and return around 3pm. This service is available to the entire Oberon community for a variety of activities and the cost is $10.00 return per person, over the age of 5. RATES The Rates Newsletter and Waste Voucher Scheme flyers are completed and will be included in the Rates Notices for 2016/17. Newsletters will also be made available at Council’s Administration Office and Library for community members who do not receive rate notices. 2. STATUS OF COUNCIL DECISIONS

Minute Number Summary/Progress


29 190416 REQUEST FOR RATE WRITE OFF A/C 12367567 - Council write off a portion of the current outstanding balance of rates for

account 12367567 under a Council payment plan as per direction to the Acting General Manager.

- Further that subject to an application being made to the annual Section


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356 donation program, consideration be given to a contribution towards the annual rates.

Letter issued to Ratepayers and waiting a response.


09 210616 - Erect a new free standing sign at the Black Springs Community Hall that also incorporates a noticeboard, in consultation with the Black Springs Progress Association.

Finance & Community Services Director to attend BSPA meeting to discuss.

12 210616 - That Council approve the amended policy 1206 – Procurement and Disposal for immediate implementation

Staff advised through staff meetings the week of 4 July 2016, posted on Intranet site and Council Website.

14 210616 - Council allocate an additional $50,000 for legal expenses for legal action currently being undertaken in relation to the State Government merger proposal of Bathurst Regional Council and Oberon Council.

Funds allocated as part of 2016/17 Budget

30 June 2016 EXTRAORDINARY COUNCIL MEETING

02 300616 - Council adopt the Operational Plan 2016/17 incorporating the changes outlined within the report and any variation deliberated at the meeting.

- Council endorse the 2016/17 Fees & Charges per changes indicated in this report.

- Council adopt the 2016/17 Rating Structure as set out in this report. Operational Plan, Fees & Charges and Rating Structure for 2016/17 have all been placed on Council’s Website and implemented into the 2016/17 Budget.

3. INFORMATION TECHNOLOGY Some of the tasks that the IT/GIS Coordinator is has worked during June and currently working on are: - myPredictor asset modelling software installation, configuration and training arranged for

Engineering, Finance and Planning staff. - Organising network connectivity for the Pool complex and Waste Water Treatment Plant,

necessary for the Unified Communications Project. - All manner of technical support ranging from hardware, software and mobile devices to network

and firewall level troubleshooting and problem resolution.

4. FINANCE The end of financial year process appears to have ran smoothly. Staff are now reconciling all areas, including assets, closing 2015/16 financial modules, commencing the work required for the Financial Statements in preparation for the Audit in September, and setting the rates levy ready to for the Rates Notices to be printed and issued. There was an error discovered by Council staff in the Bank Reconciliation reports which was raised with Civica. This error has not allowed staff to balance the bank reconciliation. As Civica were unable to assist with this matter, Council finance staff spent a lot of time doing a manual bank reconciliation for the entire financial year. The result is that Council balances and the error is a Civica problem. The matter has been forwarded back to Civica for rectification.


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RATES & CHARGES Following are the Rates and Charges collected as at 30 June 2016.

Farmland Residential Rural

Residential Non-urban

Centre Business Total

Brought forward 30 Jun 2015

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

Current Levy $1,697,122 $2,055,345 $526,611 $144,655 $576,120 $4,999,853

Payments, concessions and interest

-$1,710,742 -$2,007,070 -$524,499 -$146,535 -$562,118 -$4,950,965

Balance outstanding

$128,386 $224,637 $24,584 $7,634 $46,105 $431,346

Overpayments -$78,397

Legal charges $1,436

Total rates outstanding

$354,386

Collected @ June 2016

92% 89% 95% 95% 92% 91%

5. COMMUNITY SERVICES OBERON LIBRARY During June, the Oberon has had approximately 1,573 visitors. We have issued 1,330 articles, with 1,184 returns. The Library has 15 new members and have 158 new items available. We had 32 Interlibrary Loans, 6 of which we could not supply. The computers had 232 uses, with 16 of these over 65 years old. Library and Community Services staff have been preparing and involved in the School Holiday Activities. This term we are providing three activities for the 12-18 year olds (Ninja Turtle movie at Metro5 Cinema, Tenpin Bowling and Ice Skating) which have been well attended. We have been holding cooking and craft in a Christmas in July theme for the primary school students.


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The Community Display Space has a wonderful Closing the Gap and NAIDOC display by Oberon High School.

JEANS FOR GENES FUNDRAISER

Oberon Council is holding a Genes for Jeans fundraising morning tea on Friday 5 August 2016 in the Council Chambers. The Morning tea is open to entire community. A local lady produces quilts and a variety of items from old denim will be selling her products in the Council foyer, with all proceeds from this sale and collected at the morning tea donated to Genes for Jeans Foundation. 6. UPCOMING MEETINGS FOR JULY & AUGUST 4-15 July School Holiday Activities

9 July Oberon Community Transport bus trial to/from Bathurst

11 July Black Springs Progress Association meeting

12 July Friends of Oberon Library Meeting

12 July Extraordinary Lithgow Community Transport Board meeting

13 July Local Land Services 2016-17 Funding and Project, Grants Officer

14 July Oberon Interagency meeting

19 July Council Meeting

28 July Contracts for Non-Lawyers Training

2 Aug OYC Meeting

9 Aug FOOLS AGM

9 Aug Council Informal Briefing

16 Aug Council Meeting

23 Aug Lithgow Community Transport Board meeting

25 Aug Seniors Welfare and Community Services Committee meetings

25 Aug Procurement Working Party meeting


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14.04 STATEMENT OF INVESTMENTS

File No: Financial Management/Investments/Register Author: Lisa Koleda, Management Accountant

Summary Reporting the Statement of Investments as at 30 June 2016.


Comment Interest accrued on active investments for the month of June came to $28,445 with an average interest rate of 2.96% performing above the 90 day Bank Bill Swap Rate of 2.14%. Current interest accrued on active Term Deposits sits at $134,147. Interest receipted for the month of May on Term Deposits matured totalled $12,598.36. Total year to date interest receipted on matured investments is $233,241.23. The RBA kept the cash rate unchanged at 1.75% when they met in the first week of July and remains data-dependent going forward. As per Commonwealth Bank economists, Michael Workman, comments on the RBA’s outlook: “the 2Q CPI print, due for release on 27th July, is now in focus. Inflation is expected to remain low for “some time”, but another downside surprise will demand a response”. A close result in the Australian Federal Election could mean a different fiscal outlook and budget gridlock could widen the deficit.

0.00%

0.50%

1.00%

1.50%

2.00%

2.50%

3.00%

3.50%

4.00%

Oberon Council Annualised Monthly Return vs 90 Day BBSW

15/16 90 Day BBSW

15/16 TD % Monthly Return

14/15 90 Day BBSW

14/15 TD % Monthly Return


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At 30 June 2016, $12,000,000 was invested as shown in the following Statement. Total Cash at call being $12,273,922.87.

Institution Date of

Investment Interest

rate Date of Maturity Value

Cash at Call

CBA Business Online Saver 244.26

CBA Business At Call 29,014.49

NAB Business Online Saver 244,664.12

Total $273,922.87

Active Term Deposits

Bank of Queensland 05/01/2016 2.90% 2/07/2016 500,000.00

National Australia Bank 20/07/2015 2.94% 19/07/2016 500,000.00

Big Sky Building Society 02/03/2016 3.03% 20/07/2016 500,000.00

ME Bank 7/12/2015 3.02% 2/08/2016 500,000.00

AMP 11/02/2016 3.10% 9/08/2016 500,000.00

ME Bank 16/12/2015 3.06% 16/08/2016 500,000.00


Reliance Credit Union 3/02/2016 3.00% 3/09/2016 500,000.00

My State Bank 4/02/2016 3.05% 5/09/2016 500,000.00

ME Bank 13/04/2016 3.10% 11/10/2016 500,000.00

Auswide Bank Ltd 29/04/2016 3.12% 26/10/2016 500,000.00


AMP Bank 12/05/2016 3.00% 10/11/2016 500,000.00

AMP Bank 16/05/2016 3.00% 16/11/2016 500,000.00


My State Bank 2/03/2016 3.10% 7/12/2016 500,000.00

AMP Bank 7/06/2016 3.00% 7/12/2016 500,000.00

People’s Choice Credit Union 10/06/2016 3.05% 14/12/2016 500,000.00

AMP Bank 23/06/2016 3.00% 20/12/2016 500,000.00

Commonwealth Bank 30/06/2016 4.40% 30/12/2016 500,000.00




AMP Bank 31/05/2016 3.00% 31/05/2017 500,000.00

Total $12,000,000.00

Total Cash at Call $12,273,922.87


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Investment movements in May saw the maturity of two investments with Bankwest and Bank of Queensland; and four new deposits made: two being placed with AMP Bank, one with People’s Choice Credit Union and one with the Commonwealth Bank.

Institution Date invested

Rate Maturity date

Amount Interest earned

Bankwest 11/01/2016 3.00% 09/06/2016 6,164.38

National Aust. Bank 20/01/2016 3.09% 20/06/2016 6,433.97

Total Interest earned $12,598.36

The following new deposits were made during the month of May 2016:

Institution Date invested

Rate Maturity date Amount

AMP Bank 7/06/2016 3.00% 07/12/2016 500,000.00

People’s Choice CU 10/06/2016 3.05% 14/12/2016 500,000.00

AMP Bank 23/06/2016 3.00% 20/12/2016 500,000.00

Commonwealth Bank 30/06/2016 4.40% 30/12/2016 500,000.00

Total $2,000,000.00

Note: New Commonwealth Bank Term Deposit of 4.40% is for the FIXED LEG period portion for a 5 year in total Fixed/Floating Term Deposit placed on 30 June 2016. Quarterly interest payments will be made to the Oberon Council after the initial 6 months Fixed Leg period is completed at which will always be paid at a margin of Plus 1.04% above the Floating rate of BBSW 3M. I certify that the investments have been made in accordance with Section 625 of the Local Government Act 1993, Clause 212 of the Local Government (General) Regulations 2005, and Council's Investments Policy. Lynette Safranek Responsible Accounting Officer

Notes:


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14.05 GRANTS UPDATE

File No: Governance/Meetings/Ordinary/July 2016 Author: Gillian Salmon, Grants Officer

Summary This report provides a summary of Grant Funding Applications and Submission, both internal and external, during June 2016.


Comment 1. Successful Grant Applications and Submissions A successful month for grant funded projects have been secured that will improve the safety of the Oberon Community. Council have been awarded funding under both the Federal Safer Streets Programme and the State Governments Safer Roads Program.

a) Safer Streets funding to upgrade CCTV network in the main street. Council have been awarded a $25 000 grant to replace and extend the CCTV security camera network in the main business area of Oberon Street with new high definition cameras. The Safer Streets Programme is part of the Governments $50 million commitment to deliver effective solutions to areas experiencing problems with criminal and anti-social behaviour. Once funding agreements have been finalised a meeting will be organised between Council and key project stakeholders including the police and the business community to finalise the location of the new camera network.

b) Safer Roads Program funding to upgrade the road on Abercrombie Hill - Paling Yards

On June 30 2016 Roads and Maritime Services (RMS) advised Council that we have been successful in gaining $1,201,500 of funding to upgrade a 2.5 km section of Abercrombie Road at Paling Yards. The project has been fully funded by RMS and will involve curve widening and delineation and installation of a safety barrier on the Abercrombie Hill north of the crossing over the Abercrombie River. The Safer Roads Program aims to reduce the number of casualty crashes and reduce the severity of injuries when they occur at identified road black spots. All physical works on this project will need to be completed by 30 April 2017. Due to the late and unexpected notification of this grant, adjustments to the budget and work schedules for road projects in 2016/17 are being made to accommodate for the timeline of this project.

c) Community Hub Funding

The newly elected Federal Member for Calare Mr Andrew Gee has announced that a re- elected Liberal/National government will deliver $100,000 in funding for the Oberon Community Hub project which will physically combine the Oberon Library and the Robert Hooper Community Centre buildings.


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The Oberon Community Hub project was identified as one of Oberon’s top two community infrastructure priorities through a decision making matrix and advocacy process conducted by Centroc. Oberon’s second project priority identified through this process was to upgrade Oberon’s Sports Fields. The Grants Coordinator will continue to seek funding for this project in what is becoming an increasingly challenging State and Federal framework for community infrastructure.

2. Current Grant Application Status Report

An application to the State Governments Youth Opportunities Program to run work readiness workshops for up to 20 school leavers was submitted on 24 June 2016. This project which is an initiative of the Oberon Youth Council will help to address Oberon’s youth exodus by helping school leavers to realise employment opportunities in Oberon’s expanding timber manufacturing, forestry, agricultural and retail businesses. The following tables summarise the status of current grant applications. External Grants

Submitted Details/Description of Project

Grant Program Grant Amount

Status

22 April 2016 Upgrade Facilities at Oberon Golf Club house

Stronger Communities Program

$20,000 Pending

Internal Grants

Submitted Details/Description of Project

Grant Program Grant Amount

Status

28 July 2015 Abercrombie Rd Paling Yards Abercrombie River (under Safer Roads Program)

Black Spot Rd Funding RMS

$1,201,500 Successful

31 Aug 2015 Upgrade of Sewage Treatment Works

Regional Water and Waste Water Backlog Restart NSW

$6 million over 5 years

Total cost $12 million

Invited to submit full application

17 Feb 2016 Upgrade of Closed Circuit Television (CCTV) Surveillance

Safer Streets Program – Round 2

$25,000 Successful

08 April 2016 Drop Off zone at Oberon Primary School

Safety Around Schools Program-RMS

$9,000 Pending

24 June 2016

Work Readiness Workshops for School Leavers

Youth Opportunities NSW Dept. of Family and Community Services

$12,000 Pending


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3. Grant Applications in Progress a) Extension to Oberon RSL Sub Branch Museum The Grants Coordinator continues to work with members of the Oberon RSL Sub Branch to apply for a grant from the NSW Government’s Community Development Fund War Memorials Grants Program. This project will build an extension to their museum to house the growing collection of military items and war records. This project will again promote community participation in the 2017 Waste to Art competition. b) Country Arts Support Program (CASP) CASP grants are now open. Following the success of the recent Women’s Weavers of the West workshop supported by a 2015 CASP grant, an application is being prepared on behalf of Friends of the Oberon Library to hold a coil weaving workshop with Orange basket weaver and fibre artist Lanny Mackenzie. c) Community Building Partnerships Program Grants are now open for this program and close on 22 July 2016. These grants are awarded at the discretion of our State member Mr Paul Toole. An application is being prepared for Council for a project to landscape the forecourt of the Oberon Pool Complex and install an electronic noticeboard outside the pool. The total cost of this project is $32 677. Council will need to fund 50% of this project. 4. Heritage Near Me Grants The NSW Office of Environment and Heritage (OEH) have developed the Heritage Near Me Incentives program to address gaps in the existing funding and resourcing for local heritage in NSW. There are three new grant streams under this program including the Heritage Activation Grant. Grant applications will only be accepted from owners or managers of heritage items that are listed on Schedule 5 of Council’s Local Environment Plan 2013. At the May 2016 meeting of the Oberon Council Heritage Committee, three projects were suggested for the Heritage Near Me program. Of these the Heritage Railway Station upgrade project and the Lindlegreen Pise Barn project may be eligible for future rounds of the Heritage Near Me grants. The Grants Coordinator will contact the owners and managers of these sites to assist them to develop their project ideas so that they are” project ready” for future rounds of this program. Unfortunately the proposed projects at Porters Retreat Cemetery and the Pathway through the Memorial Avenue at O’Connell are not eligible for Heritage Near Me funding as these sites are not listed on the Oberon Council Local Environment Plan 2013.


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14.06 WATER AND SEWER PLANT REPORT

File: Governance/Meetings/Ordinary Author: Chris Schumacher, Works and Engineering Director & Richard Robinson, Sewer & Water Plant Operator.

Summary This report provides a summary Water & Waste Water Activity for the previous month of June 2016.


Comment 1. WEEKLY OBERON DAM LEVELS The following is a weekly dam level recording for Oberon Dam, conducted by State Water: 06/06/2016 – 51.90%

14/06/2016 – 52.49%

20/06/2016 – 52.85%

27/06/2016 – 55.52% 2. WATER CONSUMPTION FROM WATER NSW 01/06/2016 – 05/06/2016 = 8.6 ML

06/06/2016 – 12/06/2016 = 9.7 ML

13/06/2016 – 19/06/2016 = 10.0 ML

20/06/2016 – 26/06/2016 = 12.3 ML

27/06/2016 – 30/06/2016 = 10.0 ML The total of 50.6 ML raw water for June 2016 was consumed from NSW Water.

June 2016 Average Daily Consumption for Oberon Township 50.6 ML/30 Days = 1.69 ML p/d Note: The Average Daily Water Consumption trend is 1.60ML p/d

3. WATER & SEWERAGE COMPLAINTS No reports of discoloured drinking water, water odour or taste issues logged in Council’s complaints system during the month of June 2016. No complaints or faults were found or reported with sewerage reticulation during the month of June.


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SEWER PLANT – WEEKLY PLANT kL INTAKE FOR TREATMENT OF WASTE WATER

01/06/2016 – 05/06/2016 = 7839 kL

06/06/2016 – 12/06/2016 = 10430 kL

13/06/2016 – 19/06/2016 = 7585 kL

20/06/2016 – 26/06/2016 = 19511 kL

27/06/2016 – 30/06/2016 = 8587 kL

Total Waste Water Treatment into Oberon STP was 53952 kL for June 2016

4. PLANT FAULTS Water Treatment Plant Chlorine Tank Fault – Attempted repairs were carried out to fix the flange at base of chlorine storage tank due to a minor leak, but staff had no success. First investigations assumed that a rubber gasket had perished, but after further investigation it was found there was a crack in the tank connection flange. Investigations are continuing to see if it’s possible to repair the crack in the flange connection, worst case scenario the storage tank will have to be replaced. Heavy Frost Post Snow - On Sunday 26 June Plant Operators observed water reservoir levels were dropping substantially, raising concerns of broken infrastructure from the heavy frost post snow. Council plumbers and the Plant Operator investigated the town but found no evident leaking water mains. Observations found several residential water meter leaks, after isolating these leaks there was still no great improvement to water production levels at the water plant. Water levels were still declining, the WED instructed Plant Operators to restrict the valves coming from the reservoirs to slow the flow allowing the water production within the plant to catch up to a balanced level. During this time the water treatment plant ran constantly for 27 hours straight. Other areas of concern were raised with the Timber Industries, several fire services suffered split hoses within the internal timber facilities. And an additional broken service was also located within a timber storage facility in Albion Street. Respective timber contacts were contacted to rectify these leaks. Water production levels did not return back to normal until around Tuesday morning 28 June. Waste Water Treatment Plant No.1 Pump Station The Primary Pump at the number 1 pumping station to the sewerage treatment plant had to removed from service on 29 June as it broke down This has left only the secondary pump to continue until the rebuild is completed on the primary pump, expected to be back in service by the 15 July. Total cost to rebuild the pump expected to be $7,300, as opposed to cost of a new pump at $25,000. Plant operators experienced issues with a faulty foot valve in the control room 29 June. The fault is due to the aging infrastructure and is expected to be repaired by 12 July.


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5. PLANT UPGRADES AND MAINTENANCE Water Treatment Plant: New water treatment flow switches have been installed and programmed at the water treatment plant during June. This is part of upgrading aging infrastructure allowing more efficient, effective and sustainable water production. Waste Water Treatment Plant: No significant upgrades were undertaken to the Sewerage Treatment Plant during June. Plant Operators and the WED are in the planning stages of running a free 3-month trial of a environmentally friendly product to improve plant operation performance, as previously advised. This trial will commence the first week of August and conclude by the end of October, it is expected that this trial will assist Council in eliminating its need on chemical products like chlorine, and reducing the quantity of Alum required in the sewerage treatment process. 6. STATE WATER CORPORATION FISH RIVER WATER SUPPLY CUSTOMER COUNCIL FOLLOWING are the minutes of the State Water Corporation Fish River Water Supply Customer Council meeting held in Wallerawang on 5 April 2016.

Notes:

Fish River Customer Council – Minutes – 5 April 2016

WaterNSW, PO Box 1128 LEETON NSW 2705

Fish River Customer Council Minutes of Meeting

Tuesday 5 April 2016 Fish River Water Supply Administration Centre, Wallerawang

Present: Peter Gray - Regional Production Manager, Energy Australia (Chair),

Peter Griffiths – Environmental Manager, Energy Australia NSW

Rhys Brownlow – Water and Wastewater Works Coordinator, Lithgow City Council

Madison Bailey – Water and Wastewater Manager, Lithgow City Council

WaterNSW: David Stockler – EM Retail

Peter English – Manager Sales

David Tomlinson – System Configuration Stakeholder Relations

Peter Littlejohns – System Configuration Stakeholder Relations

Christine White – Business Support Officer, Retail

Meeting Opened: 10:40am

Apologies: Brian Simmons – Manager North/West Operations WaterNSW

2. Declaration of Interest(s) and Meeting Confidentiality:

Declarations of interest were sought from Customer Council members in relation to the meeting’s agenda items. No interests were declared.

All items included in the agenda are not considered confidential unless declared as such.

3. Minutes of previous meeting 17 December 2015

Resolved the minutes of meeting held on 17 December 2015 be confirmed as a correct record.

Rhys Brownlow/Peter Gray

4. Actions arising from minutes 17 December 2015

See attached action sheet.

5. Correspondence

Tabled and noted.

6. Safety

Peter Littlejohns advised the committee members that the operational safety focus is on electrical hazards and ensuring all is safe.

Interest was expressed in WaterNSW LTIFR. WaterNSW focus on behavioural safety was explained. WNSW “Switch On” Safety Program is being rolled out to all staff. The end of April target is for every staff member to have completed the program.



7. WNSW Rural Pricing Determination

P English provided an introduction to today’s presentation. No recommendations/decisions are sought today. Pricing information will be made available by mid-April for feedback by the end of April.

D Stockler advised the that the purpose of today’s meeting is discussion. WNSW is not promoting one particular position, and will present spectrum range of options for committee members to consider.

Submission is due 30 June.

Key features of current framework:

Valley specific pricing.

Annual revenue determined using the “building block” approach.

Only prudent and efficient expenditure is allowed to be included.

Cost sharing arrangement between NSW Government and water users.

Broadly speaking, currently MDB Valleys operate with a 40:60 (fixed:variable) tariff, with under and overs mechanism (UOM). Fish River 40:60 (filtered) and 55:45 (raw)

P Gray: suggested that information provided today should be presented to the GM, Lithgow Shire Council.

D Stockler advised that WNSW are happy to have discussions with key customers, but it is the role of FRCC representatives to provide the information back to their constituents. Feedback/questions can also be submitted via the pricing email address: [email protected]

No change to current valley based pricing will be made for this determination, but will be reviewed for future submissions for potential benefits

Key matter for discussion at today’s meeting is the WNSW tariff structure.

Current pricing structure parameters –40:60 (fixed:variable) split with an unders and overs mechanism (UOM). Aims to correlate customer costs with their revenue/ability to pay.

WNSW recognise the current 40:60 tariff structure provides some customer cash flow benefits, however this tariff structure increases WNSW volatility, increasing cost to business, and consequently customers.

WNSW have undertaken long term analysis on customer costs using different fixed:variable ratios and turning on/off UOM over a 20 year period. Data used is last 20 years actual usage (1996-2015) to present future scenarios. All modelling based on actual draft budgets, with work to be done prior to presenting final figures in mid-April.

Current Tariff Structure Key attributes:

UOM – more significant price adjustments year to year to account for over recovery or under recovery of revenue (under recovery increases future prices, over recovery decreases future prices). Akin to paying interest on a loan or earning interest on a deposit.

Tariffs a function of revenue requirement inclusive of UOM adjustment.

mailto:[email protected]



40:60 fixed:variable structure highly variable, necessitating a UOM, with higher customer charges due to WNSW costs associated with more volatile revenue.

The UOM is not a substitute for the volatility allowance (VA) – addresses the under and over recovery of revenue only. The UOM does dampen volatility, but only by 7% (93% of the volatility risk remains). Options are to change tariff structure to higher fixed component (reducing volatility), reintroduction of volatility allowance or insure (at cost). IPART in the past addressed by allocating a $2.2M volatility allowance in the 2010-2014 period. ACCC introduced the UOM in 2014, without volatility allowance.

Under 40:60, all customers will pay more than our revenue requirement. At 80:20, UOM and risk issues largely disappear.

D Stockler encouraged customers to consult with their constituents to determine their opinion on the most preferable tariff structure.

D Stockler noted the need to recognise that this is a user pays model. Slide 36 “Fish River – Impact to Revenue Analysis” identifies $1.8m pa revenue shortfall which is unsustainable.

P. Gray expressed interest in recovering customer contribution for capital underspend. D. Stockler acknowledged this is a common customer view which WaterNSW has insufficient time to address within this pricing submission and has committed to address with customers in preparing for the next pricing submission.

R Brownlow: Have WNSW done any pricing budgeting? D Stockler confirmed that WNSW will provide pricing in mid-April.

D Stockler advised members that they have two weeks to consider pricing information and provide Feedback on 29 April 2016.

Next steps:

Valley specific pricing available for review mid-April.

Minimum 2 week review and feedback period.

Pre-submission consultation concludes 29 April 2016.

8. Water Delivery

8.1 Operations Report

P Littlejohns spoke to the reports.

Inflow in last three months has been very low.

9. Projects

9.1 Key Projects Update

Taken as read.

Action 1604.01: Request for reinstatement of practice where appropriate that graphs be stamped Commercial in Confidence.

Responsibility: P Littlejohns

Action 1604.02: R Brownlow questioned whether WNSW have seen any verification documents on meters – told they were being delivered.

Responsibility: P English



10. Finance

10.1 Operating Statement

No report tabled.

Customers noted these have been absent for at least two meetings

11. Customer Consultation

11.1 Customer Update/Feedback

Many people that embarked on solar installation rebates have fallen. This year will be the first year those customers will receive bills. Customers will need to decide if retaining solar or going to battery.

Cook Street Pumps - first one is operational and second one due to go in April.

Filter replacements due to start in June.

D Tomlinson advised that Farmers Creek Dam won’t be able to supply water. M Bailey and D Tomlinson to meet outside this meeting.

Blue Mountains update - In a good situation. Up to 75% heading into lower demand period, but also going to be heading into lower rain. Still running gravity, running 9ML/day. Waiting on rain in the mountains.

Catchment to tap risk assessment this Friday.

12. General Business

Nil.

13. Meeting Review and Next Meeting

Meeting closed: 4pm

Next meeting: 14 June 2016

Report deadline: 18 May 2016

To: Sonia Townsend

Email: [email protected]

mailto:[email protected]



CARRIED FORWARD ACTIONS

Action No. Action Responsibility Status

131210/5 Oberon Council would like the bouys placed in Oberon Dam. B Simmons A WNSW Authority to Spend (ATS) is to be prepared justifying the expenditure. This will include a review of risks. Timeframe for completion approx. 4 months. 5/4/16: Approval is with Adrian Langdon. Chairman noted that this has been ongoing for over 12 months and need to make a decision. David advised currently working through Risk Assessment Audit Program with all the sites. PENDING

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

D Tomlinson Scheme-side review is underway to determine how the scheme will operate in the medium to long term. This action not required, as carryover rules will be included as part of that review. 5/4/16: ACTION CLOSED

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

D Tomlinson This will be included in the wider review of the strategy for the scheme. ACTION CLOSED - Subsumed by systems review – to be addressed at agenda item 8.2.

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

P Littlejohns

Update to be provided at meeting. 5/4/16: D Tomlinson will provide update and answer questions at the June meeting. PENDING



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

S Sritharnan/ P Gray

Energy Australia request they continue to be supplied with water from Oberon Dam. In order for EA to receive value from the FRWS, the reduced volume being taken needs to be of superior quality than what can be supplied from the Duckmaloi source. As total demand on the system is well below level 1 restricted demand, it is not anticipated that this will have a significant impact on security of supply. 5/4/16: D Tomlinson discussed with P Gray. CLOSED.

150908/1 An appropriate risk assessment should be done by WNSW for the buoys at Oberon Dam

D Tomlinson A WNSW Authority to Spend (ATS) is to be prepared justifying the expenditure. This will include a review of risks. 5/4/16: CLOSED. 1312/5 Refers.

CURRENT ACTIONS

Action No. Action Responsibility Status

1604.01 Request for reinstatement of practice where appropriate that

graphs be stamped Commercial in Confidence.

Peter Littlejohns COMPLETE.

1604.02 R Brownlow questioned whether WNSW have seen any verification documents on meters – told they were being delivered.

P English PENDING.


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14.07 2016/2017 SAFER ROADS PROGRAM - ABERCROMBIE ROAD PALING YARDS

File No: Roads/R256.1 Author: Chris Schumacher Works & Engineering Director

Summary Roads & Maritime Services have recently notified Council of its success in gaining funding through the NSW Governments Safer Roads Program for the 2016/2017 financial year.


Comment FOLLOWING is the RMS fact sheet outlining the similarities of the Safer Roads Program and the Black Spot Programs. During 2015/2016 Council staff submitted a Blackspot Grant Application through RMS for consideration into the NSW Black Spot Program for this financial year. Unfortunately, there were a record amount of submissions and whilst Oberon’s submission ranked highly it did not receive the support of the technical assessment panel. However, with the assistance of the RMS funding has been obtained through a similar roads assessment program known as the Safer Roads Program. Subject to the high number of motor vehicle crash statistics that have been recorded on the Abercrombie Hill through the NSW Police data base, it was not to hard to demonstrate that the Abercrombie Hill section at Paling Yards required attention as a high priority. The $1.2M NSW Government funding allocation as outlined in the below table will allow Council to upgrade and make much need improvements to the entire 2.5km section of the Abercrombie Hill, linking the work into the last round of Blackspot funding completed in 2013/2014 at the bottom of the hill.

In the short-term, forward project planning will commence and include undertaking an Environmental Assessment inclusive of additional safe guards to ensure that there is no Naturally Occurring Asbestos within the work zone. Some key project features will include the installation of a concrete v-drain along the inside steep road decline sections to assist storm water flow through the construction of several additional piped culverts to be placed under the road. The blasting and widening of the inside batter of the hillside to increase the pavement width and improve the road alignment, where possible.


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The installation of new guard rail down the majority of the hillside, the installation of new gateway type signage to alert motorists to the steep gradients of the hill and including UHF channel advisory for trucks traversing the hill through the hair-pin bends. It is expected that construction work will not commence until October/November or as the weather permits, with all work to be completed prior to the end of April 2017 as part of the grant acquittal conditions. It is noteworthy that the Safer Roads program is 100% fully subsidised by the NSW Government, this is a great result for Oberon Council providing funding for a long overdue improvement to one of the most notorious sections of road within the Oberon LGA.

Notes:


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15. URGENT BUSINESS

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

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

urgency.

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

16. CLOSED SESSION / CONFIDENTIAL REPORTS

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

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

(b) The personal hardship of any resident or ratepayer

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

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

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

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

(iii) Reveal a trade secret

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

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

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

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

16.01 USED MOTOR OIL COLLECTION TENDER

File No: Plan Equipment and Stores/Stores/Ordering Author: Chris Schumacher, Works and Engineering Director

This report item contains matters and information which relate to Section 10A (1) – (3) of the Local Government Act 1993. This report item contains matters and information listed in Section 10A (2) of the Act:


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(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

16.02 LEHMAN US BANKRUPTCY COURT PROCEEDINGS

File No: Governance/Confidential/July Author: Lynette Safranek, Finance & Community Services Director

This report item contains matters and information which relate to Section 10A (1) – (3) of the Local Government Act 1993. This report item contains matters and information listed in Section 10A (2) of the Act: (g) Advice concerning litigation, or advice that would otherwise be privileged from production in legal proceedings on the grounds of legal professional privilege

16.03 LEHMAN BROTHERS AUSTRALIA UPDATE

File No: Governance/Confidential/July Author: Lynette Safranek, Finance & Community Services Director

This report item contains matters and information which relate to Section 10A (1) – (3) of the Local Government Act 1993. This report item contains matters and information listed in Section 10A (2) of the Act: (g) Advice concerning litigation, or advice that would otherwise be privileged from production in legal proceedings on the grounds of legal professional privilege

17. CLOSURE OF MEETING

The Mayor will declare the Meeting closed. The next Ordinary Meeting of Oberon Council will be held on: Tuesday 16 August 2016 commencing at 5.30pm in the Oberon Council Chambers 137 – 139 Oberon Street, Oberon.

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