Glen Innes Severn Council Meeting 26 NOVEMBER 2015€¦ · MINUTES From the meeting held at the...

Glen Innes Severn Council Meeting

26 NOVEMBER 2015

Glen Innes Severn Council – Open Ordinary Meeting – 26 November 2015

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GLEN INNES SEVERN COUNCIL

ORDINARY MEETING OF COUNCIL

MINUTES

From the meeting held at the Glen Innes Severn Learning Centre,

William Gardner Conference Room, Grey Street, Glen Innes on:

Thursday, 26 November 2015 at 5.15pm

Table of Contents

1 ACKNOWLEDGEMENT TO COUNTRY ................................................................. 5

2 OPENING BY MINISTER FROM THE FRATERNAL ............................................. 6

3 APOLOGIES ........................................................................................................... 6

1.11/15 RESOLUTION .................................................................................. 6

4 DISCLOSURE OF CONFLICT OF INTERESTS / PECUNIARY AND NON-PECUNIARY INTERESTS ...................................................................................... 6

5 MINUTES OF PREVIOUS ORDINARY MEETING - 22 OCTOBER 2015 TO BE CONFIRMED .................................................................................................... 6

2.11/15 RESOLUTION .................................................................................. 6

6 MAYORAL MINUTE ............................................................................................... 6

6.1 Fit for the Future ........................................................................................... 6

3.11/15 RESOLUTION .................................................................................. 6

7 NOTICE OF MOTIONS ........................................................................................... 7

8 NOTICE OF MOTION OF RESCISSION ................................................................ 7

9 REPORTS ............................................................................................................... 7

9.14 Overnight Camping - Glencoe Bicentennial Park ...................................... 7 4.11/15 RESOLUTION .................................................................................. 7

9.1 General Purpose Standing Committee No. 6: Report on Local Government in New South Wales ................................................................ 7 5.11/15 RESOLUTION .................................................................................. 7

9.2 Glen Innes Severn Council Annual Report 2014-15 ................................... 8

6.11/15 RESOLUTION .................................................................................. 8


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9.3 Presentation of Financial Reports for the Year ended 30 June 2015 ....... 9 7.11/15 RESOLUTION .................................................................................. 9

9.4 September Quarterly Budget Review .......................................................... 9 8.11/15 RESOLUTION .................................................................................. 9

9.5 Finance Report - October 2015 .................................................................... 9

9.11/15 RESOLUTION .................................................................................. 9

9.6 Rates and Charges Collections - October 2015 ....................................... 10 10.11/15 RESOLUTION .............................................................................. 10

9.7 Review of Social Media Policy ................................................................... 10 11.11/15 RESOLUTION .............................................................................. 10

9.8 Review of Drug and Alcohol Policy ........................................................... 11

12.11/15 RESOLUTION .............................................................................. 11

9.9 Workplace Injury Management Report - October 2015 ............................ 11

13.11/15 RESOLUTION .............................................................................. 11

9.10 Life Choices - Support Services Bus Use Policy ..................................... 11 14.11/15 RESOLUTION .............................................................................. 11

9.11 Library and Learning Centre Report - October 2015 ............................... 12

15.11/15 RESOLUTION .............................................................................. 12

9.12 Department of Corporate and Community Services: Monthly Report - September and October 2015 ..................................................... 12 16.11/15 RESOLUTION .............................................................................. 12

9.13 Proposed Northern Tablelands Regional Weeds Committee ................. 12 17.11/15 RESOLUTION .............................................................................. 12

9.15 Review of Domestic Waste Management Policy ...................................... 13 18.11/15 RESOLUTION .............................................................................. 13

9.16 Department of Development, Planning and Regulatory Services: Monthly Report - October 2015 .................................................................. 13 19.11/15 RESOLUTION .............................................................................. 13

9.17 Infrastructure Services: Capital Works Progress Report ........................ 14 20.11/15 RESOLUTION .............................................................................. 14

9.18 Department of Infrastructure Services: Monthly Report - October 2015 .............................................................................................................. 14

21.11/15 RESOLUTION .............................................................................. 14

10 CORRESPONDENCE, MINUTES, PRESS RELEASES ...................................... 14

10.1 Correspondence and Press Releases ....................................................... 14 22.11/15 RESOLUTION .............................................................................. 14


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10.2 Minutes of Committee Meetings for Information ..................................... 15 23.11/15 RESOLUTION .............................................................................. 15

10.3 Minutes of Community Committees for Information ............................... 15 24.11/15 RESOLUTION .............................................................................. 15

11 REPORTS FROM DELEGATES .......................................................................... 15

25.11/15 RESOLUTION .............................................................................. 15

12 MATTERS OF AN URGENT NATURE ................................................................. 15

13 CLOSED COUNCIL REPORTS ............................................................................ 16 26.11/15 RESOLUTION .............................................................................. 16

13.1 Offer of Funding Agreement with the Commonwealth Department of Social Services under the Commonwealth Home Support Programme .................................................................................................. 16 27.11/15 RESOLUTION .............................................................................. 16

13.2 Performance Management: General Manager .......................................... 17

28.11/15 RESOLUTION .............................................................................. 17 29.11/15 RESOLUTION .............................................................................. 17 30.11/15 RESOLUTION .............................................................................. 17


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COMMUNITY CONSULTATION (Commenced at 5.02pm)

Mr Adrian Maddocks, Project Representative for White Rock Wind Farm gave a presentation regarding the Wind Farm which will be located 20 km west of Glen Innes and include 119 wind turbines, with stage one (1) of the project incorporating 70 turbines. Mr Maddocks advised that the final design is currently being refined and planning compliance documents are being developed. Mr Maddocks conveyed that the State Government is the approving body for this development and that it is anticipated that construction will be underway by March 2016 with stage one (1) being fully operational by the end of 2017. It is anticipated that wind monitoring towers will be operational prior to the end of the year. Mr Maddocks informed those present that there will be three (3) key access points to the Wind Farm (i.e. the Gwydir Highway, Ilparran Road and Maybole Road). He also spoke about the key phases of construction and the community engagement activities being undertaken.

Ms Nicci Parry-Jones addressed Council to provide an update regarding the issue of refugee resettlement in Glen Innes. Ms Parry-Jones conveyed that she has forwarded various information to Council including the Refugee Welcome Zones pack, and an information kit regarding Syrian and Iraqi Refugee Settlement in Australia. Ms Parry-Jones advised that there are national resettlement standards that need to be me in order for regional communities to be considered. These standards include: access to housing, employment, services, educational opportunities and intensive English language courses. The support group is now researching and collating the resources available in Glen Innes. Ms Parry-Jones read her letter to Council dated 24 November 2015 in which she strongly urges Glen Innes Severn Council to consider becoming a Refugee Welcome Zone, and reiterated that signing the Declaration to be a Refugee Welcome Zone does not confer any formal obligations and registered zones are not required to uphold any statutory responsibilities or financial commitments. Ms Parry-Jones stated that the support group will continue to invite refugees into Glen Innes regardless of Council’s decision to become a Refugee Welcome Zone; however, the whole process will be much more positive and likely to succeed with Council’s support, and requested that a report be presented to the December Council meeting on this matter. Ms Parry-Jones reiterated that the support group’s proposition is to assist only as many families as they can realistically assist, which they believe is three (3) to five (5) families.

Mr Dan Walker addressed Council in relation to Item 9.14 “Overnight Camping – Glencoe Bicentennial Park”. Mr Walker commenced by extending his thanks to Council for the improvements given to the Glencoe community. Mr Walker conveyed that Bicentennial Park is used regularly and is promoted as free camping on the internet. Mr Walker stated that the campers using the park are mainly grey nomads and use the shop and tavern.


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Mr Walker put forward a proposal that Council consider acquiring vacant land such as the vacant Post Office and Police blocks which could then be used as alternative camping grounds to the park and suggested that the local Member of Parliament could be approached seeking funding for this project.

Ms Kathleen Black addressed Council in relation to Item 9.14 “Overnight Camping – Glencoe Bicentennial Park”. Ms Black advised that Bicentennial Park was established in 1988 to beautify Glencoe and provide a park for the people of Glencoe and a rest stop for travellers. Ms Black stated that trees are being damaged from campers and nearby residences are being subject to noise and light disturbance. She also stated that the children of Glencoe are not using the park due to the increased number of overnight campers and the potential of ‘stranger danger’. Ms Black suggested that an area closer to the shop and tavern be provided for overnight camping and suggested various alternative vacant blocks within the village which could be used for this purpose. Ms Black raised her concerns that Bicentennial Park only has one (1) eco-toilet and two (2) small water tanks which are not sufficient to service the number of travellers, and conveyed that some travellers are emptying their effluent waste around the park. There have also been problems with dogs and rubbish, and Ms Black commented that road safety is also an issue as there is no turning lane on the highway. Ms Black closed by saying that she and others in the Glencoe community support the recommendation that is put before Council.

PRESENT: Cr Colin Price, Cr Dianne Newman, Cr Andrew Parsons and Cr Michael Scherf. IN ATTENDANCE: Mr Hein Basson (General Manager), Mr Keith Appleby (Director of Infrastructure Services), Mr Graham Price (Director of Development, Planning and Regulatory Services), Mrs Anna Watt (Director of Corporate and Community Services), Mr Paul Della (Chief Financial Officer) and Mrs Debbie Duffell (Minute Taker). OPENED: 5.44pm.

1 ACKNOWLEDGEMENT TO COUNTRY The Mayor read the following “Acknowledgement to Country”:

“I acknowledge the Ngoorabul people as the traditional custodians of our land.

I give respect to past and present Elders and extend that respect to other Aboriginals present.

I also recognise the role of our early settlers, Celtic and Anglo, in shaping the community that we have become.”


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2 OPENING BY MINISTER FROM THE FRATERNAL Adam Cinzio opened the Meeting with a prayer.

3 APOLOGIES Moved Cr A Parsons Seconded Cr M Scherf

1.11/15 RESOLUTION

That the written apologies from Cr Schumacher and Cr Quinn, as well as the verbal apology extended to the Mayor by Cr Graham be received and accepted.

CARRIED

4 DISCLOSURE OF CONFLICT OF INTERESTS / PECUNIARY AND NON-PECUNIARY INTERESTS

There were no disclosures of conflict of interests / pecuniary and non-pecuniary interests.

5 MINUTES OF PREVIOUS ORDINARY MEETING - 22 OCTOBER 2015 TO BE CONFIRMED

Moved Cr D Newman Seconded Cr M Scherf

2.11/15 RESOLUTION

That the Minutes of the Ordinary Meeting of the Council held on 22 October 2015, copies of which were circulated, be taken as read and confirmed as a correct record of the proceedings of the Meeting.

CARRIED

6 MAYORAL MINUTE

6.1 Fit for the Future

Moved Cr C Price (Clause 20.2 of the Code of Meeting Practice refers.)

3.11/15 RESOLUTION

That Council recognises the significance of IPART’s assessment of Glen Innes Severn Council as being Fit for the Future.

CARRIED


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7 NOTICE OF MOTIONS

There were no notice of motions received.

8 NOTICE OF MOTION OF RESCISSION

There were no notice of motion of rescission received.

9 REPORTS Due to the number of people in the public gallery wishing to hear the outcome of Item 9.14 “Overnight Camping – Glencoe Bicentennial Park” the Mayor brought this item forward for consideration by Council.

9.14 Overnight Camping - Glencoe Bicentennial Park

REPORT FROM: DEVELOPMENT, PLANNING AND REGULATORY SERVICES

Author: Graham Price - Director of Development, Planning and Regulatory Services

Moved Cr A Parsons Seconded Cr D Newman

4.11/15 RESOLUTION

1. That Council erects signage in Glencoe’s Bicentennial Park prohibiting camping in the park.

2. That overnight camping continues to be monitored after the signage is erected and if overnight camping continues to be a problem, then provision be made in the 2016-17 Operational Plan for fencing to be erected so as to prevent unauthorised parking and camping in the park.

CARRIED

9.1 General Purpose Standing Committee No. 6: Report on Local Government in New South Wales

REPORT FROM: GENERAL MANAGER’S OFFICE Author: Hein Basson - General Manager

Debbie Duffell - Executive Assistant

Moved Cr M Scherf Seconded Cr D Newman

5.11/15 RESOLUTION

That Council notes the information contained in the General Purpose Standing Committee No. 6 Report 1 titled “Local Government in New South Wales”. CARRIED


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9.2 Glen Innes Severn Council Annual Report 2014-15

REPORT FROM: GENERAL MANAGER’S OFFICE Author: Debbie Duffell - Executive Assistant Moved Cr D Newman Seconded Cr A Parsons

6.11/15 RESOLUTION

1. That Council notes the Glen Innes Severn Council Annual Report for 2014-15, as distributed under separate cover with the Business Paper.

2. That Council requests the General Manager to lodge the Glen Innes Severn Council Annual Report 2014-15 with the Office of Local Government by 30 November 2015.

CARRIED Ms Kylie Ellis, Audit Principal, Crowe Horwath gave a presentation regarding Council’s audited Financial Statements for the financial year ended 30 June 2015. Ms Ellis provided an outline of the audit process and advised that the financial statements report an operating surplus of $1,590,000 compared with a surplus of $772,000 in the previous year. This result includes grants for capital purposes of $1,059,000 – and a profit without capital grants of $531,000, compared with a deficit of $898,000 for the previous year. Ms Ellis further advised that total income increased by 8.6%, borrowing costs are below budget due to the payout of a loan in the Sewer fund, and the depreciation expense for the year was $5,128,000 which is 21% of Council expenditure and is consistent across many Councils in NSW. Other comprehensive income recognises a profit on revaluation of fixed assets of $16,412,000. 2014/15 also reflects a full year Financial Assistance Grant compared to the prior year which was reduced by 50% and had a significant impact on the financial result. Cash and investments have increased due to positive cash flow by operations and there is a realised cash surplus of $7.9million from general activities compared to $6.94million in 2014. Ms Ellis noted Council’s diligent debt recovery processes with outstanding debts sitting at 3.7% compared to the industry benchmark of 10%, assets acquired of $9.557million compared to $5.8million in 2014, revaluations of $16.41million and that borrowings have increased by $5.6million after redrawing on existing loans. Ms Ellis closed by stating that Council is in a relatively sound financial position as reflected in performance ratios. Its ability to meet financial obligations is above the benchmark figure; however there should be continued focus on improving efficiency and maintaining costs. There is an ongoing issue of declining infrastructure and cost to renew these assets, however, there is a continued expectation of Council generating an operational surplus. Ms Ellis commented that the only


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recommendations to Council are housekeeping issues and thanked the staff that she dealt with directly. Ms Ellis extended her congratulations regarding the positive results of Council’s Fit for the Future Proposal and commended staff for the work involved in the submission. The General Manager extended his thanks to the staff of Crowe Horwath for their patience shown during the audit period in respect to staffing changes at Council.

9.3 Presentation of Financial Reports for the Year ended 30 June 2015

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Paul Della - Chief Financial Officer Moved Cr D Newman Seconded Cr A Parsons

7.11/15 RESOLUTION

That Council notes the audited Annual Financial Statements for the year ended 30 June 2015, attached as Annexure A to the Annual Report 2014/15. CARRIED

9.4 September Quarterly Budget Review

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Paul Della - Chief Financial Officer Moved Cr M Scherf Seconded Cr D Newman

8.11/15 RESOLUTION

That Council notes and adopts the information in this report with the estimated annual operational surplus of $3,693,639 being the result of the September 2015 Quarterly Budget Review. CARRIED

9.5 Finance Report - October 2015

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Merle Westendorp - Financial Accountant Moved Cr D Newman Seconded Cr A Parsons

9.11/15 RESOLUTION

That Council notes the following information:


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The cash book report disclosing a total reconciled cash balance of $1,793,447.59;

The investment report disclosing total invested funds of $17,000,000.00 with total cash and investments of $18,793,447.59 (compared with $13,019,092.72 in October 2014); and

The loan liability report showing a total loan liability of $17,510,717.91 (compared with $12,022,841.41 in October 2014).

CARRIED

9.6 Rates and Charges Collections - October 2015

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Andrea Davidson - Rates Officer Moved Cr M Scherf Seconded Cr A Parsons

10.11/15 RESOLUTION

That Council notes the information in this report. CARRIED

9.7 Review of Social Media Policy

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Mahri Koch - Communications and Committee Liaison

Officer Moved Cr D Newman Seconded Cr M Scherf

11.11/15 RESOLUTION

1. That Council adopts the revised Social Media Policy as attached as an Annexure to this report.

2. That the Social Media Policy be communicated by the Communications and Committee Liaison Officer to all Managers, for the Managers to discuss the Policy at their team meetings.

CARRIED


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9.8 Review of Drug and Alcohol Policy

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Peter Sayers - Manager of Administration and Human

Resources Moved Cr D Newman Seconded Cr M Scherf

12.11/15 RESOLUTION

1. That Council adopts the Drug and Alcohol Policy as attached as Annexure A to this report.

2. That Council notes the information in the Drug and Alcohol Testing Procedures as attached as Annexure B to this report.

3. That the reviewed Drug and Alcohol Policy and Drug and Alcohol Testing Procedures be distributed to managers by the Manager of Administration and Human Resources, together with a summary of changes, for highlighting at team meetings.

CARRIED

9.9 Workplace Injury Management Report - October 2015

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Ann Blunt - WHS Co-ordinator Moved Cr M Scherf Seconded Cr D Newman

13.11/15 RESOLUTION


9.10 Life Choices - Support Services Bus Use Policy

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Sandra Royal - Team Leader Life Choices-Support Services Moved Cr D Newman Seconded Cr A Parsons

14.11/15 RESOLUTION

1. That Council adopts the Life Choices – Support Services Bus Use Policy as attached as Annexure A to this report.

2. That Council notes the Life Choices – Support Services Bus Use Procedures as attached as Annexure B to this report.


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3. That the Life Choices – Support Services Bus Use Policy be communicated by the Manager of Community Services to Community Services teams for discussion at their team meetings.

CARRIED

9.11 Library and Learning Centre Report - October 2015

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Kerry Byrne - Manager of Library / Learning Centre Moved Cr A Parsons Seconded Cr M Scherf

15.11/15 RESOLUTION

That Council notes the information in this report.

CARRIED

9.12 Department of Corporate and Community Services: Monthly Report - September and October 2015

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Anna Watt - Director of Corporate and Community Services Moved Cr D Newman Seconded Cr A Parsons

16.11/15 RESOLUTION


CARRIED

9.13 Proposed Northern Tablelands Regional Weeds Committee



Moved Cr M Scherf Seconded Cr A Parsons

17.11/15 RESOLUTION

1. That the Northern Tablelands Local Land Service be advised that its delegate to the new Northern Tablelands Regional Weeds Committee will be Cr Scherf and a delegate as nominated by the New England Weeds Authority.


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2. That in the event that Cr Scherf is unable to attend a meeting of the Northern Tablelands Regional Weeds Committee, then Cr Schumacher will be the alternative delegate.

3. That the “Northern Tablelands Regional Weeds Committee” be added to the list of “Groups of Councils” in Council’s list of Community Committees; in order for Council to revisit its decision in this regard annually in September.

CARRIED

9.15 Review of Domestic Waste Management Policy



Moved Cr A Parsons Seconded Cr M Scherf

18.11/15 RESOLUTION

1. That Council adopts the revised Domestic Waste Management Policy attached as an annexure to this report.

2. That a media release be provided to the Glen Innes Examiner advising of the adoption of the updated Domestic Waste Management Policy.

3. That the Director of Development, Planning and Regulatory Services provides an updated copy of the Domestic Waste Management Policy to Council’s Customer Service staff, Rates Officer, Purchasing and Supply Officer and the Manager of Technical Services.

CARRIED The meeting adjourned for a refreshment break at 6.39pm. The meeting resumed at 7.04pm.

9.16 Department of Development, Planning and Regulatory Services: Monthly Report - October 2015


Author: Kathleen Taminiau - Administration Officer Moved Cr D Newman Seconded Cr A Parsons

19.11/15 RESOLUTION



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9.17 Infrastructure Services: Capital Works Progress Report

REPORT FROM: INFRASTRUCTURE SERVICES Author: Keith Appleby - Director of Infrastructure Services Moved Cr M Scherf Seconded Cr D Newman

20.11/15 RESOLUTION


CARRIED

9.18 Department of Infrastructure Services: Monthly Report - October 2015

REPORT FROM: INFRASTRUCTURE SERVICES Author: Cathi Tibbs - Personal Assistant Moved Cr D Newman Seconded Cr A Parsons

21.11/15 RESOLUTION


10 CORRESPONDENCE, MINUTES, PRESS RELEASES

10.1 Correspondence and Press Releases

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Sarah Clarke - Records Supervisor Moved Cr M Scherf Seconded Cr A Parsons

22.11/15 RESOLUTION

That the information be noted. CARRIED


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10.2 Minutes of Committee Meetings for Information


23.11/15 RESOLUTION


10.3 Minutes of Community Committees for Information


24.11/15 RESOLUTION


11 REPORTS FROM DELEGATES The following is a list of meetings recently attended by Councillors. Name of Councillor Name of Committee Date attended

Councillor Schumacher Minerama Committee

Open Spaces Committee

14/10/15

22/10/15

Moved Cr A Parsons Seconded Cr M Scherf

25.11/15 RESOLUTION


12 MATTERS OF AN URGENT NATURE There were no matters of an urgent nature raised for consideration.


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13 CLOSED COUNCIL REPORTS Moved Cr A Parsons Seconded Cr D Newman

26.11/15 RESOLUTION

That Council considers the confidential report(s) listed below in a meeting closed to the public in accordance with Section 10A(2) of the Local Government Act 1993:

Item Report Reason

13.1 Offer of Funding Agreement with the Commonwealth Department of Social Services under the Commonwealth Home Support Programme

(d) (ii) commercial information of a confidential nature that would, if disclosed confer a commercial advantage on a competitor of the Council.

13.2 Performance Management: General Manager

(a) personnel matters concerning particular individuals (other than councillors).

CARRIED All members of the public left the room at 7.12pm.

13.1 Offer of Funding Agreement with the Commonwealth Department of Social Services under the Commonwealth Home Support Programme

REPORT FROM: CORPORATE AND COMMUNITY SERVICES Author: Janine Johnson - Manager of Community Services Moved Cr D Newman Seconded Cr A Parsons

27.11/15 RESOLUTION

That Council resolves to approve the affixing of Council’s Seal to both copies of the Schedule – Comprehensive Grant Agreement, accompanying the Offer of Funding Agreement under the Commonwealth Home Support Programme, between the Commonwealth Department of Social Services and Glen Innes Severn Council. CARRIED All staff members (with the exception of the General Manager) left the room at 7.14pm.


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13.2 Performance Management: General Manager

REPORT FROM: GENERAL MANAGER’S OFFICE Author: Hein Basson - General Manager Moved Cr M Scherf Seconded Cr D Newman

28.11/15 RESOLUTION

1. That Council notes the overall rating and summary of comments by the General Manager’s Appraisal Committee regarding the performance of the General Manager for the period 1 July 2014 to 30 June 2015.

2. That the General Manager’s remuneration package be adjusted in terms of Clause 8.5 of the (Standard) Contract of Employment and as discussed in more detail in the body of the report, as from 1 July 2015.

CARRIED Moved Cr D Newman Seconded Cr A Parsons

29.11/15 RESOLUTION

That Council moves out of Closed Council into Open Council.

CARRIED

Moved Cr M Scherf Seconded Cr A Parsons

30.11/15 RESOLUTION

That the confidential Closed Council Resolutions be recommended for adoption to the Ordinary Meeting of the Whole of Council.

CARRIED

The Meeting closed at 7.25pm.

Glen Innes Severn Council Meeting 26 NOVEMBER 2015€¦ · MINUTES From the meeting held at the...

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