Agenda Council Meeting Wednesday 22 April 2015

Council Chambers LEETON 2705

Date: 17 April 2015

ORDINARY COUNCIL MEETING

22 APRIL 2015

PLEASE TAKE NOTICE that an

ORDINARY COUNCIL MEETING will

be held in the Council Chambers on

Wednesday 22 April 2015 at 7.00PM

and your attendance is requested

thereat.

Garry Stoll

Acting General Manager

LEETON SHIRE COUNCIL Ordinary Council Meeting - Wednesday, 22 April 2015

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LEETON SHIRE COUNCIL

AGENDA

ORDINARY COUNCIL MEETING

22 April, 2015

7.00PM

______________________________________________________________ CIVIC PRAYER ACKNOWLEDGEMENT OF COUNTRY APOLOGIES CONFIRMATION OF THE MINUTES

RECOMMENDATION

THAT the Minutes of the Ordinary Council Meeting held on Wednesday, March 25 2015, as circulated, be taken as read and CONFIRMED.

THAT the Minutes of the Extraordinary Council Meeting held on Thursday, April 16 2015, as circulated, be taken as read and CONFIRMED.

MAYORAL MINUTES (If any) NOTICES OF MOTION (If any) OFFICERS’ REPORTS (As listed) STATEMENTS BY COUNCILLORS CLOSED COUNCIL – CONFIDENTIAL ITEMS (If any)


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Content Page No GENERAL MANAGER’S MATTERS

1. LOCAL GOVERNMENT REFORMS Fit For the Future – Stand Alone Submission ......................................... 4

CORPORATE SERVICES MATTERS

1. HUMAN RESOURCES Employment Update .................................................................................. 9

2. INVESTMENTS - DIVIDENDS Investments - March 2015 ....................................................................... 11

3. LEETON GOLF COURSE March 2015 Update ................................................................................. 18

4. INTEGRATED PLANNING AND PLANNING 2015/16 Operational Plan, 2015/16 - 2018/19 Delivery Program and Resourcing Strategy ............................................................................... 21

ENGINEERING AND TECHNICAL SERVICES MATTERS

1. MATTERS/BUSINESS PAPER ................................................................ 26

2. ROADS - MAINTENANCE Minor and Routine Maintenance Petersham Road Precinct Progress Report .......................................... 27

ENVIRONMENTAL AND COMMUNITY SERVICES MATTERS

1. MATTERS/BUSINESS PAPER ................................................................ 30

2. WASTE CHARGES LEETON LANDFILL & RECYCLING DEPOT .......... 31

STATEMENTS BY COUNCILLORS………………………………………. 39


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ETHICAL DECISION MAKING

AND CONFLICTS OF INTEREST

A GUIDING CHECKLIST FOR COUNCILLORS, OFFICERS AND COMMUNITY COMMITTEES ETHICAL DECISION MAKING

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?

Could your possible conflict of interest lead to private gain or loss at public expense?

Can the decision be justified in terms of public interest?

Would it withstand public scrutiny? CONFLICT OF INTEREST

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 Office of Local Government and, Non-pecuniary – regulated by Codes of Conduct and policy. ICAC, Ombudsman, Office 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 interest affected by a matter I am officially involved in? 2

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

3rd

Do my private interest conflict with my official role?

Whilst seeking advice is generally useful, the ultimate decision rests with the person concerned.

AGENCY ADVICE

Officers of the following agencies are available during office hours to discuss the obligations placed on Councillors, Officers and Community Committee members by various pieces of legislation, regulation and Codes.

Contact Phone Email Website

Leeton Shire Council 6953 0911 [email protected] www.leeton.nsw.gov.au

ICAC 8281 5999 [email protected] www.icac.nsw.gov.au Toll Free 1800 463 909

Office of Local Government 4428 4100 mailto:[email protected] http://www.olg.nsw.gov.au/

NSW Ombudsman 8286 1000 Toll Free

1800 451 524 [email protected] www.ombo.nsw.gov.au

mailto:[email protected]

http://www.leeton.nsw.gov.au/


http://www.icac.nsw.gov.au/


http://www.olg.nsw.gov.au/


http://www.ombo.nsw.gov.au/


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GENERAL MANAGER’S MATTERS

ITEM 1 LOCAL GOVERNMENT REFORMS Fit For the Future – Stand Alone Submission

RECORD NUMBER 15/98

RELATED FILE NUMBER EF11/171

AUTHOR Acting General Manager

INTRODUCTION On Monday 13 April 2015 a joint meeting of Leeton and Narrandera Councils was held to consider the final report from Morrison Low consultants on a merger case for the two Councils as recommended by the Independent Local Government Review Panel Report. The outcome of this meeting provided strong agreement that a merger of the two Councils did not provide any operational, financial or governance advantages. BACKGROUND The shared modelling business case identified that:

There is little difference between the existing scale and capacity of each council and the merged council.

The merged council does not meet all of the asset related benchmarks.

Currently both councils meet three of the seven Fit for the Future Benchmarks. A merged Council would only meet two.

Council has continued discussion with Morrison Low on the possibility of a stand alone proposal and they have recently provided an outline and cost of such a proposal. COMMENT Under the findings of the Independent Local Government Review Panel Report, Leeton Council was placed into Group G for larger rural councils and was recommended to merge with Narrandera. Any stand alone business case would therefore require justification of why we are not proposing to adopt the recommendation to merge with Narrandera and also how we propose to meet all seven Fit For the Future Benchmarks. The case for not merging with Narrandera has now been completed and Council will now need to address the seven benchmarks should a stand alone case be pursued.


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Morrison Low have indicated that they would ‘develop an improvement plan for Leeton that puts it on the path to meet the Fit for the Future Benchmarks” by identifying “the funding gaps” necessary to make this happen. A full copy of their proposal is attached to this report. RELATIONSHIP TO INTEGRATED PLAN 30A - Continue to improve consultation and engagement between the Council and the community. FINANCIAL IMPACT STATEMENT At the Council Meeting held on 28 January, 2015 Council voted $25,000 to cover its 25% share of the consultant’s costs for the preparation of the joint council business case with Narrandera. It is recommended that a further $25,000 be voted to fund the stand alone business case. This funding will be sourced as part of the working funds adjustments at the March, 2015 Quarterly Budget Review. Total allocated funding for Council’s participation in the local government reform process will then total $50,000. CONSULTATION Senior staff, Mayor Cr Paul Maytom, Crs Peter Davidson and Tracey Morris.

RECOMMENDATION

THAT Council engage Morrison Low to prepare a report on the potential for Leeton Shire Council to “stand alone” as a Council in accordance with Fit for the Future Guidelines.

ATTACHMENTS

1 Proposal Stand Alone Business Case from Morrison Low

Ordinary Council Meeting - Wednesday, 22 April 2015 LOCAL GOVERNMENT REFORMS Fit For the Future – Stand Alone Submission.DOC

Attachment 1 - Proposal Stand Alone Business Case from Morrison Low Page 6


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CORPORATE SERVICES MATTERS

ITEM 1 HUMAN RESOURCES Employment Update

RECORD NUMBER 15/91


AUTHOR Human Resources Officer

INTRODUCTION The aim of this report is to advise Council of all terminations, new placements and positions currently advertised and any other relevant Human Resources issues. BACKGROUND This report continues on from the last report presented to the Council Meeting on Wednesday 25.3.2015.

Retirements General Manager Administration Assistant – Leeton Early Learning Centre

8.5.2015 2.4.2015

Resignation & Terminations

Community Services Officer 10.4.2015

New Placements

Administration Assistant – Leeton Early Learning Centre Labourer Parks and Recreation ( 2 )

20.4.2015 23.3.2015

Appointments to be made

Work Health and Safety Officer Economic Development Manager Tourism and Events Administration Executive Support Officer

Closed 20.4.2015 Closed 22.4.2015 Closed 16.4.2015

Current Advertisements

To be Advertised

Plant Superintendent Community Services Officer

April/May 2015 To be advised

Under Review

Leeton Shire Council’s General Manager has notified Council of his retirement effective on the 8.5.2015. The General Manager commenced his Local Government career in December 1971 in an adjoining Council. Appointed as Director of Corporate Services Leeton Shire Council in February 2003 and General Manager in December 2011.


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The Community Services Officer position will not be advertised at this point as the Community Services Manager will be taking extended long service leave (3 months) in June. Interim arrangements have been made including cooperative arrangements with Narrandera Shire Council and utilising a current part time Leeton Shire Council employee to ensure the Community Services Department will meet its obligations. COMMENT N/A RELATIONSHIP TO INTEGRATED PLAN N/A FINANCIAL IMPACT STATEMENT N/A CONSULTATION N/A

RECOMMENDATION

That the report on Human Resources – Employment Update be noted.

ATTACHMENTS

There are no attachments for this report.


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ITEM 2 INVESTMENTS - DIVIDENDS Investments - March 2015

RECORD NUMBER 15/95


AUTHOR Finance Officer

INTRODUCTION The purpose of this report is to inform Council of the funds that have been invested on Council’s behalf. BACKGROUND This report is to be prepared and presented to the Council meeting under Clause 212 of the Local Government (General) Regulation 2005. COMMENT Attached is a report for investments in the name of Leeton Shire Council for the month of March 2015. RELATIONSHIP TO INTEGRATED PLAN Council investments relate to Strategy 34E in the Delivery Program – Ensure compliance with all relevant Acts and provisions that apply to Local Government. They have been invested in accordance with the Local Government Act, under the Ministerial Order, Regulations and Council’s investment policy. FINANCIAL IMPACT STATEMENT Not applicable CONSULTATION Leeton Shire Council uses the services of Amicus Advisory Pty Ltd for expert advice on the situation in regard to CDOs and also for current investment opportunities.

Leeton Shire has $19,400,053 invested with local branches’ of banks and credit unions in Leeton, with a total current investment portfolio of $28,400,053 invested in Approved Deposit Institutions that are regulated by the Australian Prudential Regulatory Authority.


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The following is a dissection of the investments:

Total Investments 28,400,053

Less restrictions

Water Supply 7,453,930

Sewerage Services 6,559,991

Other external restrictions 2,980,238

Internal restrictions 7,848,355

Total restrictions 24,842,514

Net unrestricted investments 3,557,539

External Restrictions can only be used for the purpose for which they were raised. These include water, sewer, domestic waste operations and unexpended specific purpose grants. Internal restrictions are funds set aside by Council resolution usually through adoption of the budget or the quarterly budget review process. Internal restrictions can be set aside to fund specific items such as plant replacement, infrastructure renewal, unplanned building renewal or liabilities such as Employee Leave Entitlements (ELE). Unrestricted cash is used to provide working capital for Council to fund short term operations and fluctuations in payables and receivables. The 90 day Bank Bill Swap Rate (BBSW) fell to 2.23% during the month and Council had an average yield on their investments of 3.43% for March 2015. This forced yield in shorter terms down to the 3% mark and lower, with longer term rates falling flat as well. The Reserve Bank of Australia chose to hold the cash rate at 2.25%, which was against market expectations of a 25 basis point cut.

The RBA has maintained an easing bias and concluded their accompanying statement by saying:

"At today's meeting the Board judged that it was appropriate to hold interest rates steady for the time being. Further easing of policy may be appropriate over the period ahead, in order to foster sustainable growth in demand and inflation consistent with the target. The Board will continue to assess the case for such action at forthcoming meetings."


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The door has been left wide open for a further cut, but the RBA will wait for further data to come in. It is expected a rate cut will be announced in May. Non-mining investment remains the main source of weakness in the domestic economy. The question marks over the recovery in non-mining investment, the soft labour market and the below trend pace of growth continue to suggest that another rate cut is likely.

At the RBA’s next meeting in May, the board will have the benefit of inflation data and the RBA’s revised growth and inflation forecasts ahead of its quarterly Statement on Monetary Policy.

Retail spending made a good start to 2015. Sales jumped 0.7% in February, following a 0.5% rise in January. Annual growth was just a touch below the long-run average of 4.3%, but up on the 3.6% annual growth recorded in January. An interest rate cut from the RBA in February and speculation of another rate cut to come appears to have encouraged consumers to lift spending. Lower petrol prices have also boosted the purchasing power of consumers. Moreover, the strength in the housing market is also helping to boost retail spending. Household-goods retailing was the strongest growing sector in the month and for the past twelve months.

Lehman Brothers Legal Disputes Lehman Brothers Australia Claims Resolution Process

No announcement has been made as yet from PPB regarding the payment of the first dividend and the setting of a bar date for claims. Our understanding is there have been practical difficulties processing the volume of claims still coming into PPB and delays in processing these claims will affect PPB’s ability to keep to the dividend payment timetable once it is set. A failure to adhere to the timetable will mean the dividend payment process will potentially fail and have to be re-set and re-started. This would be potentially embarrassing and lead to confusion and it is believed PPB shares this view. Therefore, it is believed, it is likely that PPB will wait until it feels confident it has the capacity to process the volume of remaining claims in the necessary time-frames to avoid a failure of the process. PPB has not indicated when this is likely to occur although it is estimated it will be a matter of weeks rather than months. Amicus Advisory Pty Ltd have provided their comprehensive monthly report for March 2015 however due to its confidential nature it is available to Councillors to read in the Council office should they wish.

RECOMMENDATION

That the information contained in the report on Investments be noted.


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ATTACHMENTS

1 Summary of Term Investments as at 31 March 2015

Ordinary Council Meeting - Wednesday, 22 April 2015 INVESTMENTS - DIVIDENDS Investments - March 2015.DOC

Attachment 1 - Summary of Term Investments as at 31 March 2015 Page 15


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ITEM 3 LEETON GOLF COURSE March 2015 Update

RECORD NUMBER 15/96


AUTHOR Director Corporate Services

INTRODUCTION Council at its Ordinary Meeting in May 2013 agreed to assume management and responsibility for the operation of Leeton Golf Course for a two year period (1 July 2013 – 30 June 2015). Council then at its Ordinary Meeting of Council on the 25 February 2015 agreed to continue the caretaker operation of the course for a further two year period being from 1 July 2015 to 30 June 2017. BACKGROUND On a quarterly basis a report is provided to council on the continuing operations of the Leeton Golf Course. This report is for the period 1 July 2014 – 31 March 2015. Membership Numbers: 2013/14 – 220 2014/15 – 214 There are also 58 Sporting and Junior members registered for the 2015 financial year. Volunteers Hours During the period 228 volunteer hours were spent on the course in relation to Khaki Weed spraying. Other volunteer hours totalling over 110 hours were also spent on other duties such as watering, cleaning and general course maintenance. COMMENT Attached to this report is a statement of income and expenses for the period 1 July 2014 – 31 March 2015.


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RELATIONSHIP TO INTEGRATED PLAN Under the Key Priority Area of Caring for Our Health and Well being Goal 6C is to “Seek cooperative arrangements with other facility owners to ensure that recreational options for the community are maintained and/or improved”. FINANCIAL IMPACT STATEMENT The attached financial statement for the period 1 July 2014 – 31 March 2015 indicates a loss year to date of $79,806 out of a full year budget of $150,000 (net loss). This compares to a net loss of $110,505 for the same period last year. CONSULTATION Senior Management Team Golf Course Staff

RECOMMENDATION

That Council note the March 2015 report on the activities of Leeton Golf Course.

ATTACHMENTS

1 Income and Expense Statement Period 1 July 2014 to 31 March 2015

Ordinary Council Meeting - Wednesday, 22 April 2015 LEETON GOLF COURSE March 2015 Update.DOC

Attachment 1 - Income and Expense Statement Period 1 July 2014 to 31 March 2015

Page 20

Leeton Golf Course Income and Expense Statement – Period 1 July 2014 to 31 March 2015

Income 2014/15 2013/14 Membership Fees 74,039 71,665 Green Fees 143,641 137,641 Golf Committee Donations 12,195 Volunteer Hours – Weeds 11,125 Golf Course Grant – Weeds 20,000 ________ _______ $260,999 $209,305 Expenses 2014 2013 Wages and Professional Fees 32,648 31,245 Rates and Charges 1,998 1,948 Water Consumption 4,604 1,000 Sewer Usage 984 640 Electricity 11,347 17,193 Security 696 1,215 Leasing Expenses 2,701 3,215 Affiliation Fees 6,682 8,010 Telephone 924 901 Fairway Maintenance 20,329 25,967 Rough Maintenance 24,312 22,289 Greens Maintenance 56,433 53,593 Tees Maintenance 16,414 14,346 Grounds Maintenance 20,390 18,669 Green Surround Maintenance 14,255 7,510 Tree Maintenance 7,138 10,691 Bunker Maintenance 1,839 208 Building Maintenance 2,350 3,063 Cyclic Maintenance 104 --- General Maintenance 16,127 20,445 Cleaning 2,429 1,753 Golf Course Grant Exp – Weeds 38,467 --- Chemicals 4,422 9,063 Fertiliser 2,707 2,911 Plant 6,558 11,662 Watering 26,950 38,236 Water Systems 16,995 14,035 ________ ________ Total Expenditure $340,805 $319,811 Net Loss for Period ($79,806) ($110,505)


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ITEM 4 INTEGRATED PLANNING AND PLANNING 2015/16 Operational Plan, 2015/16 - 2018/19 Delivery Program and Resourcing Strategy

RECORD NUMBER 15/99

RELATED FILE NUMBER

AUTHOR Financial Services Manager

INTRODUCTION Under the Integrated Planning and Reporting Framework (IPRF) Council is required to adopt a full suite of plans to guide the Council’s operations over a ten year horizon. This suite of documents also encompasses its yearly operational plan which provides the community with the detailed breakdown of Council’s major initiatives over the next 12 month period. The purpose of this report is for Council to endorse the draft 2015/16 Operational Plan and 2015/19 Delivery Program and Council’s Resourcing Strategy made up of:

- 10 yr Asset Management Plan, - 10 Yr Long Term Financial Plan - 4 year Workforce Plan)

The Operational Plan includes Council’s Revenue Policy and fees and charges.

The above documents are required to be placed on public display for 28 days, in accordance with Section 405 of The Local Government Act 1993. These documents will be placed on public display for 28 days from Friday 24 April to Friday 22 May, 2015. BACKGROUND Under the IPRF guidelines all Council’s within NSW are required to prepare the following documents:

Community Strategic Plan (previously endorsed by Council on the 28 November 2012)

Delivery Program

Resourcing Strategy consisting of Long Term Financial Plan, Asset Management Plan and Workforce Management Plan

Operational Plan (replaces the Management Plan)

Annual Report

End of Term Report.


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The Draft Operational Plan for 2015/16 and Draft Delivery Program 2015/16 – 2018/19 and Resourcing Strategy are now finalised and require Council’s endorsement prior to being placed on public display for 28 days. COMMENT Refer to Financial Impact Statement RELATIONSHIP TO INTEGRATED PLAN Action 34E from Council’s adopted Community Strategic Plan is “Ensure compliance with all relevant Acts and provisions that apply to Local Government”. The adoption of Council’s integrated plans is in accordance with the requirements of the Local Government Act 1993. FINANCIAL IMPACT STATEMENT The 2015/16 draft Operational Plan was adversely affected by a number of factors. Revenue loss of around $220,000 is expected due to the decision by the Federal Government to cease the indexing of Financial Assistance Grants (FAGS) in the 2013 Budget, an anticipated reduction in the FAG grant pool available to NSW Council’s due to slower population growth compared to other states and a reduction on the road length that was reported in the 2014 Roads Data return. In addition a net income amount of around $50,000 per annum is no longer available following the sale of the Onesteel building. The 2015/16 rate peg determined by the Independent Pricing and Regulatory Tribunal (IPART) was set at 2.4%. Following the 2.3% rate peg in the 2014/15 year, the compound effect of these increases (being 4.75% over two years) was the lowest increases granted in many years. On the expenditure side the Operational Plan has allowed for a 2.7% increase in wages and salaries in accordance with the 2014 Local Government Award. Full Time equivalent employee numbers (FTE) are 136 in accordance with Council’s adopted current organisational structure. The Operational Plan endeavours to continue the current level and mix of services provided by Council .This is difficult to achieve in an environment of limited revenue growth and rising costs of delivery. The loss of FAG funding has significantly reduced Council’s capacity to maintain services at current levels without further reductions in capital expenditure over time. Council has estimated that the loss in revenue will be in excess of $3M over 10 years. Council Water and Sewer charges are planned to rise by a minimum of 5%. Council is required to follow the NSW Office of Water (NOW) Best Practice


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Pricing Guidelines. This has resulted in the access charge for some larger meter sizes increasing by more than 5%. Water user charges have been increased by 5% across all consumption steps. The Water and Sewer Funds continue to forecast operating losses so future increases in charges in those funds are expected to ensure the long term financial sustainability of those funds. Waste collection charges including recycling have been increased by approximately 2.0%. Council’s other controllable fees and charges have been increased by 3.0% in line with expected cost increases. Council is forecasting a Consolidated Operating Deficit of $1,121,000 (before Grants & Contributions provided for Capital Purposes) for the 2015/16 year. Being able to achieve at least a break even operating result before capital across all funds is essential for financial sustainability in the medium to long term and this remains a challenge for Council. The overall forecast cash position for 2015/16 is a deficit of $25,772. The following major capital works are included in the Draft Operational Plan for 2015/16. GENERAL FUND Corporate Information System Hardware $25,000 Council Buildings Renewal $54,000 Early Learning Centre Kitchen Upgrade $150,000 Eventide Homes Renewal Works (Contingent) $100,000 Disability Access Counter – At Office $20,000 Depot Controlled Entry $20,000 Plant Fleet Renewal $1,264,000 Animal Management Asset Renewals $5,100 K9 Kube (Animal Lifting – Ranger) $16,000 Cemetery Capital Works including plinths $34,000 Central Control System – Irrigation ($130,000 over 3 years) $30,000 Park Pump Upgrades $10,000 Water Slide Renewal – Leeton Pool $15,000 Playground Renewal Program $43,000 BBQ Renewal Mountford Park $18,000 Library Resources Purchases $37,350 Mount Harris Road Rehab (RTR) $938,078 Reseal Renewals Program $495,434 Sealed Roads Rehabilitation $299,000 Unsealed Roads - Gravel Resheeting $283,000 Regional Roads Reseals and Rehab $263,872 Intersection Upgrades $66,000 Bus Stopping Areas (subject to grant funding $60,000


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Bus Shelter Construction & Replacement $25,000 Stormwater Drainage Design and Construction $152,575 Bicycle Facilities and Footpaths includes $196k shared cycleway $251,207 Kerb and Gutter construction and replacement $65,577 Vance Road Kerb & Gutter $153,000 Shoulder Widening $268,260

SUB-TOTAL $5,162,453 WASTE FUND ----- WATER FUND $1,149,319 SEWERAGE FUND $1,282,119 _________

TOTAL $7,593,891 The $150,000 for Leeton Early Learning Centre (LELC) Kitchen upgrade is proposed to be funded by $50,000 from the LELC capital restriction and $100,000 from the Council’s Building Restriction. In relation to the $100,000 for upgrade works at Eventide Homes, this is to be funded from Council’s Building Restriction. The works are yet to be fully scoped and costed. The undertaking of the works is contingent upon substantial change in the commercial operations of Eventide Homes including a significant revamping of rental arrangements and utility charging arrangements. A summary list and copy of all budget submissions projects and works has been circulated to Councillors. These submissions were considered in detail at the Councillors Workshop that was held on Thursday 9 April, 2015. CONSULTATION Councillors, Senior Staff, Managers

RECOMMENDATION

(a) Council endorse the draft Delivery Program (2015/16 – 2018/19), draft

Resourcing Strategy (comprising of the Long Term Financial Plan 2015/16 – 2024/25, Asset Management Plan (2015/16 - 2024/25) and Workforce Management Plan 2015/16 - 2018/19) and draft Operational Plan 2015/16.

(b) Council place the draft Delivery Program, draft Resourcing Strategy and

draft Operational Plan on public display for 28 days.


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(c) The final Delivery Program, Resourcing Strategy and Operational Plan

including the Making of the Rates (2015/16) be presented to Council for adoption at a Council meeting prior to 30 June 2015.

ATTACHMENTS

1 Delivery Program 2015-2019 (Includes Operational Plan 2015/2016) - DRAFT

Attached separately

2 DRAFT Revenue Policy 2015/2016 Attached separately

3 DRAFT Fees and Charges 2015/16 Attached separately

4 DRAFT Resourcing Strategy 2015/2025 Attached separately


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ENGINEERING AND TECHNICAL SERVICES MATTERS

ITEM 1 MATTERS/BUSINESS PAPER

RELATED FILE NUMBER

RECORD NUMBER 15/89

AUTHOR Manager Design & Construction

INTRODUCTION

RES NO DATE

FILE NO/TITLE OF ITEM/DESCRIPTION OF WORK

STATUS (INCLUDING ANTICIPATED

COMPLETION DATE)

15/040

25/2/2015

Future Heavy Vehicle Route Maps Council to review the heavy vehicle bypass options – Working Party to be formed

15/041

25/2/2015

Managing Encroachments on Council Road Reserves

No submissions received – Policy Adopted - Finalised

15/064

25/3/2015

Leeton Water Supply – Drinking Water Management System

Commencing to implement actions as tabled in DWMS in order of priority.

NSW Health – Advised of adoption of DWMS and letter of appreciation of financial and technical support being prerpared.

RECOMMENDATION That the information regarding matters arising from former meetings contained within the report be received and noted.

ATTACHMENTS

Nil Attachments


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ITEM 2 ROADS - MAINTENANCE Minor and Routine Maintenance Petersham Road Precinct Progress Report

RECORD NUMBER 15/88


AUTHOR Project and Traffic Officer

INTRODUCTION The purpose of this report is to offer a summary of the works undertaken during the Petersham Road Precinct Project. BACKGROUND Construction works commenced on 4 August at the intersection of Petersham Road and Corbie Hill Road in line with the project plan. The project is being funded by Council with the support of an interest subsidy from the Federal Government under the Local Infrastructure Renewal Scheme (LIRS). COMMENT Area 5 – Intersection of Petersham Road and Corbie Hill Road Completed Area 1 – Grevillia Street Completed Area 2 – Almond Road Completed Area 3 – Petersham Road The scope of work for this area included installation of kerb and gutter along the western side of Petersham Road from Almond Road to Grevillia Street, reducing stormwater issues in the area. Kerb and gutter will be installed east to the edge of current road seal and stormwater pipe network will be matched into kerb alignment. Installation of a 2.0m concrete shared cycleway from Almond Road to Grevillia Street, extending the network towards residential areas and completion of a Petersham precinct cycleway loop. Road works will be completed to improve the surface of the road and tie into newly constructed services.


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As of 10 April 2015, 525m kerb and 498m of footpath has been installed. Changes of scope have occurred with drainage installation, private sprinkler lines and private drainage works with Petersham Road project area but also additional kerb and gutter of approx 52m north of Grevillia Street intersection. Substantial public consultation and meetings have taken place resulting in additional works and delays to project timeline. Works around the school bus stopping area have been planned to be completed during the school holidays to minimise impact to school students and bus operators. The road areas in front of newly installed kerb are being jetpatched to minimise dust and traffic hazards. A revised completion date of all works in Petersham Road is 18 May 2015. Area 4 – Almond Road/Petersham Road Telstra service relocation works have been completed. Works on Murrumbidgee Irrigation infrastructure have also been completed by a contractor in lieu of commencement of Council works. Area 7 – Lansdowne Road Murrumbidgee Irrigation designs have been completed and provided to Council. Lodgement of land acquisition required for the project is taking place. The fourth community newsletter has been completed and distributed to all the residents within the immediate catchment of the works program who are directly or indirectly affected by the works (ie traffic). The community newsletter and associated press release are available on Council’s website and an article featured in The Irrigator. RELATIONSHIP TO INTEGRATED PLAN 24C- Effectively undertake long term road planning 24G – Develop a five year works program for Petersham Road precinct to include walk/bike paths, suitable lighting and infrastructure. FINANCIAL IMPACT STATEMENT Provision already made in Council’s budget. All works to date have been completed within the projected budget. As reported to Council within previous reports, the project has gone over the estimated budget in Area 1 and Area 5. This was due to changes in design and scope despite these variations to original estimated costs, the project is still under budget.


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CONSULTATION Council Staff, Community within Petersham Road Precinct Area, specific residents and organisations impacted directly by works.

RECOMMENDATION

That Council note the information contained in the progress report on Petersham Road Precinct Project works.

ATTACHMENTS

Nil Attachments


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ENVIRONMENTAL AND COMMUNITY SERVICES MATTERS

ITEM 1 MATTERS/BUSINESS PAPER

RELATED FILE NUMBER

RECORD NUMBER 15/100

AUTHOR Acting General Manager

INTRODUCTION

RES NO DATE

FILE NO/TITLE OF ITEM/DESCRIPTION OF WORK

STATUS (INCLUDING ANTICIPATED

COMPLETION DATE)

Manager Planning & Environment

15/068

25/3/2015

Reclassification of Public Land – 14 Yanco Avenue, Leeton

Delegation received from Department of Planning – currently in the process of organising public exhibition/community consultation

15/069

25/3/2015

Greenwaste _ Resource Sharing Opportunity with RAMROC

Advised RAMROC of our support.

RECOMMENDATION That the information regarding matters arising from former meetings contained within the report be received and noted.

ATTACHMENTS

Nil Attachments


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ITEM 2 WASTE CHARGES LEETON LANDFILL & RECYCLING DEPOT

RECORD NUMBER 15/101


AUTHOR Manager Planning & Environment

INTRODUCTION The purpose of this report is for Council to clarify the domestic waste charges when over a trailer load is delivered to landfill. BACKGROUND On 18 December 2014 a contractor delivered waste to the Leeton landfill. The contractor was charged $781.50 for the 10.42 tonnes of mixed waste as per Council’s pricing schedule. The owner of the waste raised concerns about Council’s pricing structure when he was asked to pay the fee by the contractor. He believed that some people were not paying for domestic waste and questioned why he should be charged. In December a contractor had delivered three semi trailer loads to the landfill and was able to dispose the waste free of charge when he was told prior, that domestic waste is free for residents. Investigation of the two incidents has revealed the need to clarify some of the waste charges that are applied and implemented so that both the community and Council staff have a common understanding of how the charges are implemented. COMMENT Discussions with the Landfill Supervisor corroborates that weighbridge staff have consistently applied the waste charges so that domestic waste is free to residents when it is limited to one car or trailer load per visit. This appears to be consistent with the original intention as reported to the Council on 28 June 2006 (Attached). Any other domestic waste delivered by an individual (including a resident) or a contractor is charged to mixed wastes @ $75/tonne. The incident in December related to a weighbridge officer who correctly advised that domestic waste is free however unfortunately failed to advise the enquirer that the loads were limited. On receiving the three truckloads at the


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landfill, weighbridge staff took them free of charge, given the miscommunication that had occurred. In respect to domestic waste, Council’s options are to have no charge for domestic waste irrespective of size, to impose the charge consistent with the rate that has been applied in the past for loads over a trailer load or to apply a rate with some discounting factor introduced. Council does impose waste management charges on ratepayers consistent with its management policy. For the 2014/2015 year these charges are: Landfill access charge $42.40 240L Bin $237.20 240L Bin Recycling- $119 While Waste Management income is around $1.5 Million, Council needs to pay for garbage and recycling collection under contract as well as daily landfill operations including significant costs associated with implementing Councils Landfill Environmental Management Plan and Environment Protection Licence. This includes rigorous pollution control requirements in landfill trench design and construction, operation, capping and rehabilitation works. s.496 and 501 of the Local Government Act provide for the rating and charging of domestic waste and require charges to be reasonable and related to the costs of providing the domestic waste management services. Because of the costs associated with landfilling, Council tries to facilitate resource recovery and diversion of waste from landfill. Another strategy is a pricing structure which promotes resource recovery. Implementing a system with no or minimal charges at the landfill gate for domestic waste for loads up to any size does not encourage resource recovery or recycling. It is reasonable for council to charge domestic waste loads over that ordinarily incidental to normal household use (ie over a car/ute or car trailer load). Mixed Rural Farm Waste is currently charged at $55 a load, and it should be clarified that that charge is up to one car trailer load. After that it is charged at $75/tonne. Of interest, Council’s financial staff have advised that the intention has always been to consider domestic waste up to one car/trailer load within the domestic waste category and for loads over that for such waste to be classified not as domestic but as commercial mixed waste, because of the higher volumes.


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RELATIONSHIP TO INTEGRATED PLAN 14B - Effective management of waste disposal facilities that includes recycling of suitable materials 14C - Implement and promote waste reduction programs including more recycling options FINANCIAL IMPACT STATEMENT Clarification of charges will promote transparency to the community and the proposed charges are consistent with costs of service provision. Recommended amendments to the landfill waste charges will ensure consistent application and transparency in the implementation of charges to the community. CONSULTATION Landfill Supervisor Director Environmental & Community Services

RECOMMENDATION

Council resolve to endorse the following amendments/additions to the 2015/2016 waste charges:

Mixed Rural Farm Waste (Limited to one car trailer load) $60/load.

Mixed Rural Farm Waste (Over one ute/car trailer load) $80/tonne.

Domestic Waste up to one car load/ute/car trailer load – free.

Domestic waste (Over one carload/ car trailer load) to be considered as Commercial Mixed Waste and charged accordingly.

And for these charges be incorporated within the draft 2015/2016 fees and charges identified in Item 4 (Corporate Services Matters) of this business paper.

ATTACHMENTS

1 Report Leeton Landfill & Recycling Depot Fees dated 28 June 2006

Ordinary Council Meeting - Wednesday, 22 April 2015 WASTE CHARGES LEETON LANDFILL & RECYCLING DEPOT.DOC

Attachment 1 - Report Leeton Landfill & Recycling Depot Fees dated 28 June 2006

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STATEMENTS BY COUNCILLORS

The Statement by Councillors section of the agenda is to formally provide an opportunity for Councillors or staff to bring forward important or urgent issues in accordance with the provisions of Clause 241 of the Local Government (General) Regulation.

Clause 241 states: 241 Giving notice of business “(1) A Council must not transact business at a meeting of the Council:

a) Unless a Councillor has given notice of the business in writing within such time before the meeting as is fixed by the Council’s code of meeting practice or (if the Council does not have a code of meeting practice, or its code of meeting practice does not fix that time) as is fixed by resolution of the Council; and

b) Unless notice of the business has been sent to the Councillors in accordance with section 367 of the Act.

(2) Subclause (1) does not apply to the consideration of business at a

meeting if the business:

(a) Is already before, or directly relates to a matter that is already before, the Council; or

(b) Is the election of a chairperson to preside at the meeting as provided by clause 236 (1); or

(c) Is a matter or topic put to the meeting by the chairperson in accordance with clause 243; or

(d) Is a motion for the adoption of recommendations of a committee of the Council

(3) Despite subclause (1), business may be transacted at a meeting of a

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.

Such a motion can be moved without notice. (4) Despite clause 250, only the mover of a motion referred to in subclause

(3) can speak to the motion before it is put.”

Agenda Council Meeting Wednesday 22 April 2015

Documents

Transcript of Agenda Council Meeting Wednesday 22 April 2015