business paper - Upper Lachlan Shire Council | - NSW ...

BUSINESS PAPER

ORDINARY MEETING

Thursday 16 April 2015

9.00am

Council Chambers

COUNCIL'S VISION

To be a diverse local government area that provides various lifestyle, business enterprise, leisure and recreation alternatives, whilst ensuring environmental

sustainability, preservation of our history and a sense of belonging in our community.

COUNCIL'S MISSION

To provide services and facilities to enhance the quality of life and economic viability

within the Council area.

COUNCIL'S AIMS

To perform services in a cost efficient, effective and friendly manner in order to achieve Council's Mission in meeting the annual objectives and performance targets.

NOTICE OF MEETING 7 April 2015 Councillors Dear Members Ordinary Meeting of Council Notice is hereby given that the next Ordinary Meeting of Council will take place on Thursday 16 April 2015 in the Council Chambers commencing at 9.00am. Your presence is requested. Yours faithfully JK Bell General Manager Upper Lachlan Shire Council

Ordinary Meeting held on 16 April 2015

AGENDA

ACKNOWLEDGEMENT OF COUNTRY

I would like to acknowledge the Traditional Custodians of this Land. I would also like to pay respect to the Elders past and present, of the Wiradjuri Nation, and extend that respect to other Aboriginals present. Contents

1 APOLOGIES AND LEAVE OF ABSENCE

2 CITIZENSHIP CEREMONY

Nil

3 DECLARATIONS OF INTEREST

4 CONFIRMATION OF MINUTES ..................................................................... 11

4.1 Minutes of the Ordinary Meeting of Council of 19 March 2015 13

5 MAYORAL MINUTES ..................................................................................... 29

5.1 Mayoral Minute - Mayoral Activities for March 2015 30

6 PRESENTATIONS TO COUNCIL/PUBLIC

Nil

7 CORRESPONDENCE .................................................................................... 31

7.1 Correspondence items for the month April 2015. 32

8 LATE CORRESPONDENCE

REPORTS FROM STAFF AND STANDING COMMITTEES

9 ENVIRONMENT AND PLANNING ................................................................. 41

9.1 Monthly Weeds Activities Report 42

9.2 Development Statistics for the Month of March 2015 46

9.3 Development application 105/2014 - recreation facility (major), Lot 3 DP750043, Lot 1 DP620598, Lot 4 DP1168750 and Lot 2 DP1170080, Pomeroy Road, Bannister 53

10 WORKS AND OPERATIONS ......................................................................... 67

10.1 Works In Progress - Construction & Maintenance 68

10.2 Works In Progress - Technical & Managerial 71

10.3 Water and Sewer Update 73

10.4 Swimming Pools Operations Plan 76

10.5 Renaming of Biala St - Gunning 113

10.6 Customer Request Management Reporting - 1 January to 31 March 2015 115

11 FINANCE AND ADMINISTRATION ............................................................. 117

11.1 Investments to 31 March 2015 118


11.2 Bank Balance and Reconciliation - 31 March 2015 122

11.3 Rates and Charges Outstanding as at 31 March 2015 124

11.4 Integrated Planning and Reporting - Adoption of Draft Plans for Public Exhibition 127

12 GENERAL MANAGER ................................................................................. 131

12.1 Staffing Matters 132

12.2 Disclosure of Interests at Meeting Policy and Procedure 134

12.3 Youth Policy Review 142

12.4 Preparation of Agendas Policy Review 145

12.5 WHS Committee Minutes 149

12.6 Consultative Committee Meeting Minutes 153

12.7 Action Summary - Council decisions 157

13 LATE REPORTS

14 REPORTS FROM OTHER COMMITTEES, SECTION 355 COMMITTEES AND DELEGATES ....................................................................................... 161

14.1 Reports for the month of April 2015. 162

15 BUSINESS WITHOUT NOTICE

16 NOTICES OF MOTION ................................................................................. 315

Nil

17 QUESTIONS WITH NOTICE ........................................................................ 317

Nil

18 TENDER PANEL .......................................................................................... 319

Nil


UPPER LACHLAN SHIRE COUNCIL

LEAVE OF ABSENCE General Manager Upper Lachlan Shire Council Spring Street CROOKWELL NSW 2583 Dear Sir I wish to apply for leave of absence from the Council Meeting to be held on Date: …………………………………….... I will be absent for the following reason/s: ………………………………………………………………………………………… ………………………………………………………………………………………… ………………………………………………………………………………………… Yours faithfully ……………………………… (Councillor Signature)


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:

1. Pecuniary – regulated by the Local Government Act and Department of Local Government and,

2. 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 interest 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 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

Upper Lachlan Shire Council

(02) 4830 1000 [email protected] www.upperlachlan.local-e.nsw.gov.au

ICAC (02)8281 5999 Toll Free 1800463909

[email protected] www.icac.nsw.gov.au

Division of Local Government

(02) 4428 4100 [email protected] www.dlg.nsw.gov.au

NSW Ombudsman

(02) 9286 1000 Toll Free 1800451524

[email protected] www.ombo.nsw.gov.au

mailto:[email protected]

http://www.upperlachlan.local-e.nsw.gov.au/



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


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


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



COUNCILLORS DISCLOSURE OF A

PECUNIARY INTEREST

PURSUANT TO SECTION 451 OF THE NSW LOCAL GOVERNMENT ACT 1993 (AS AMENDED)

To the General Manager I, ____________________________________________________________ Declare a Conflict of Interest, being a PECUNIARY Interest.

COUNCIL MEETING Name of Meeting _______________________________________________ Date of Meeting Page Number ________________________ Item Number ______________ Subject _____________________________________________________ Reason for Interest ____________________________________________ _____________________________________________________________ _____________________________________________________________ _____________________________________________________________

OTHER THAN COUNCIL MEETINGS Reason for Interest ______________________________________________ _____________________________________________________________ _____________________________________________________________ _____________________________ _____________________ Signature Date



COUNCILLORS DISCLOSURE OF A

NON-PECUNIARY INTEREST

PURSUANT TO SECTION 451 OF THE NSW LOCAL GOVERNMENT ACT 1993 (AS AMENDED)

To the General Manager

I, _______________________________________________________________________

Declare a Conflict of Interest, being a NON-PECUNIARY Interest. Significant Non Significant

COUNCIL MEETINGS

Name of Meeting __________________________________________________________

Date of Meeting __________________________________________________________

Page Number ________________________ Item Number ________________________

Subject ________________________________________________________________

Reason for Interest _______________________________________________________

________________________________________________________________________

________________________________________________________________________

As a result of my non-pecuniary interest, my involvement in the meeting will be as follows:

Option A – Make a declaration, stay in the Chamber, participate in the debate, and vote.

Option B – Make a declaration, stay in the Chamber, participate in the debate, but not vote.

Option C – Make a declaration, stay in the Chamber, participate in the debate, but leave the Chamber for the vote.

Option D – Make a declaration, stay in the Chamber, not participate in the debate, but vote.

Option E – Make a declaration, stay in the Chamber, not participate in the debate and not vote.

Option F – Make a declaration, do not participate in the debate, leave the Chamber upon making the declaration, and not return until the matter is resolved.

___________________________ _______________________ Signature Date


4 Confirmati on of Minutes

4 CONFIRMATION OF MINUTES

The following minutes are submitted for confirmation -

4.1 Minutes of the Ordinary Meeting of Council of 19 March 2015 ......................... 13


MINUTES OF THE

ORDINARY MEETING OF COUNCIL

HELD IN THE COUNCIL CHAMBERS

ON 19 MARCH 2015


Minutes of Or dinar y M eeting of C ouncil 19/03/2015

PRESENT: Councillor Shaw, Wheelwright, Craig, Culhane, McCormack, Marshall and Searl, Messrs J Bell (General Manager), A Croke (Director of Finance and Administration), P Newham (Director of Works and Operations), G Anable (Manager of Works), L Moloney (Manager of Operations), P Brown (Manager Noxious Weeds), and Mrs T Dodson (Director of Environment and Planning), Mrs M Vassallo (Media Officer), and Mrs H Peterson (Executive Assistant).

THE MAYOR DECLARED THE MEETING OPEN AT 9.00AM

SECTION 1: APOLOGIES & LEAVE OF ABSENCE

Apologies were received for the absence of Clr O’Brien due to work commitments and Clr Barlow due to his being hospitalised.

33/15 RESOLVED by Clr McCormack and Clr Searl that the apologies be received and leave of absence granted.

SECTION 2: CITIZENSHIP CEREMONY

Nil

SECTION 3: DECLARATIONS OF INTEREST

Nil

SECTION 4: CONFIRMATION OF MINUTES

34/15 RESOLVED by Clr McCormack and Clr Searl

1. That the minutes of the Ordinary Council Meeting held on 19 February 2015 be adopted.

- CARRIED


MINUTES OF THE



ON 19 MARCH 2015


SECTION 5: MAYORAL MINUTES

ITEM 5.1 LGNSW STATE ELECTION PRIORITIES 2015

35/15 RESOLVED by Clr Shaw and Clr Searl 1. That Upper Lachlan Shire Council supports LGNSW’s State

Election Priorities 2015 and seeks an official response from its local state members and other candidates contesting the 2015 NSW Election, including their position on the issue of forced council amalgamations.

2. That Upper Lachlan Shire Council supports LGNSW’s ‘no forced

amalgamations’ media campaign through local media outlets.

- CARRIED

ITEM 5.2 MAYORAL MINUTE - CONGRATULATIONS ST MARY'S SCHOOL CROOKWELL

36/15 RESOLVED by Clr Shaw and Clr Marshall

1. That Council congratulates St Mary’s School on the recent NAPLAN results.

- CARRIED

ITEM 5.3 MAYORAL MINUTE - MAYORAL ACTIVITIES

37/15 RESOLVED by Clr Shaw and Clr McCormack

1. That Council receive and note the list of activities attended by the Mayor for February 2015 and March 2015.

- CARRIED


MINUTES OF THE



ON 19 MARCH 2015


ITEM 5.4 MAYORAL MINUTE – CONGRATULATIONS TO KEVIN CONNOR AND NIGEL CROKE

38/15 RESOLVED by Clr Shaw and Clr Searl

1. That Council congratulates two Taralgans – Mr Kevin Connor on his NSW Male Masters Lifetime Contribution Award for his involvement in veterans hockey since 1980 and being an Australian Representative for the last 25 years and Mr Nigel Croke on the 2014 NSW Indoor Hockey Player of the Year Award as well as representing Australia in the Indoor Hockey World Cup held recently in Germany.

2. That Council congratulates Ms Kizziah Plumb and Ms Shelley Watson from Crookwell who represented Australia in the Indoor Hockey World Cup held recently in Germany.

SECTION 6: PRESENTATIONS TO COUNCIL/PUBLIC

Nil


MINUTES OF THE



ON 19 MARCH 2015


SECTION 7: CORRESPONDENCE

ITEM 7.1 CORRESPONDENCE ITEMS FOR THE MONTH OF MARCH 2015

39/15 40/15

RESOLVED by Clr Marshall and Clr Searl That Item 7.1 - Correspondence/Information listed below be received: 1. United Service Union – An Analysis of NSW Governments Fit for

the Future Reform Policy Package. 2. Hon Katrina Hodgkinson MP – Media Release – Katrina

welcomes $41 million for Tourism and Major Events. 3. Ken & Pat Bott – Thank you and appreciation of camp kitchen

facilities at Crookwell Caravan Park. 4. Gunning Independent Living Limited – DA3/2014 waiver fee

request. RESOLVED by Clr Culhane and Clr McCormack That Council is not able to waive retrospectively, the development application fees for DA3/2014. - CARRIED 5. Upper Lachlan Shire Council – Response to Gunning

Independent Living Ltd on request to waiver fee. 6. Hon Katrina Hodgkinson MP – Providing update on the

Government response to drought conditions in NSW. 7. NSW Local Government Remuneration Tribunal – Review

commenced for 2015 determination – submissions by 23 March 2015.

- CARRIED

SECTION 8: LATE CORRESPONDENCE

Nil


MINUTES OF THE



ON 19 MARCH 2015


REPORTS FROM STAFF AND STANDING COMMITTEES

SECTION 9: ENVIRONMENT AND PLANNING

ITEM 9.1 MONTHLY WEEDS ACTIVITIES REPORT

41/15 RESOLVED by Clr Craig and Clr Searl

1. That Council receives and notes the report as information.

Councillors who voted for:- Nil Councillors who voted against:- Clrs Craig, Culhane, Searl,

McCormack, Marshall, Shaw and Wheelwright

- CARRIED

ITEM 9.2 DEVELOPMENT STATISTICS FOR THE MONTH OF FEBRUARY 2015

42/15 RESOLVED by Clr McCormack and Clr Wheelwright

1. That Council receives and notes the report as information.

Councillors who voted for:- Nil Councillors who voted against:- Clrs Craig, Culhane, Searl,

McCormack, Marshall, Shaw and Wheelwright

- CARRIED


MINUTES OF THE



ON 19 MARCH 2015


SECTION 10: WORKS AND OPERATIONS

ITEM 10.1 WORKS IN PROGRESS - CONSTRUCTION & MAINTENANCE

43/15 RESOLVED by Clr Searl and Clr McCormack

1. That Council receive the report and note the information.

- CARRIED

ITEM 10.2 WORKS IN PROGRESS - TECHNICAL & MANAGERIAL

44/15 RESOLVED by Clr Craig and Clr Marshall


- CARRIED

ITEM 10.3 CONTRACTOR PERFORMANCE REPORT - DECEMBER 2014

45/15 RESOLVED by Clr Marshall and Clr McCormack


- CARRIED


MINUTES OF THE



ON 19 MARCH 2015


ITEM 10.4 WATER AND SEWER UPDATE


1. That Council receive and note the report as information.

- CARRIED

ITEM 10.5 DRINKING WATER QUALITY POLICY

47/15 RESOLVED by Clr Wheelwright and Clr Craig

1. That Council adopt the Upper Lachlan Shire Council Drinking Water Quality Policy.

- CARRIED

ITEM 10.6 WASTE STRATEGY REVIEW


1. That Council undertake EPA Pollution Reduction Program - Landfill Capacity Investigation to determine the potential to upgrade existing landfills to meet environmental standards and inform a decision as to whether to invest in the upgrade of facilities or progress to bulk waste transfer.

2. Eliminate planned collections of kerbside recycle with kerbside waste at times of potential high contamination.

3. Minimise unplanned collections of kerbside recycle with kerbside waste.

4. Develop and implement a Strategy to reduce the waste


MINUTES OF THE



ON 19 MARCH 2015


contamination rates of the kerbside recycle service.

5. Investigate opportunities to form an agreement with Endeavour Industries Goulburn for the processing of Councils recycling.

6. Council not proceed with green waste collection or bulky waste kerbside collection services at this time.

7. Provide funding in 2015/16 Capital budget to commence tip upgrades.

- CARRIED

ITEM 10.7 REPLACEMENT OF THE ABERCROMBIE RIVER BRIDGE ON MAIN ROAD 256


1. That Council authorise the Mayor and General Manager to sign the contract and to affix Council’s seal to the contract documents for the NSW Government “Fixing Country Roads” grant in relation to the replacement of the Abercrombie Bridge.

- CARRIED

ITEM 10.8 CROOKWELL WATER FILTRATION PLANT REPLACEMENT

50/15 RESOLVED by Clr Searl and Clr Craig


- CARRIED


MINUTES OF THE



ON 19 MARCH 2015


SECTION 11: FINANCE AND ADMINISTRATION

ITEM 11.1 INVESTMENTS TO 28 FEBRUARY 2015

51/15 RESOLVED by Clr Wheelwright and Clr McCormack


- CARRIED

ITEM 11.2 BANK BALANCE AND RECONCILIATION - 28 FEBRUARY 2015

52/15 RESOLVED by Clr Searl and Clr Culhane


- CARRIED

ITEM 11.3 RATES AND CHARGES OUTSTANDING AS AT 28 FEBRUARY 2015



- CARRIED


MINUTES OF THE



ON 19 MARCH 2015


ITEM 11.4 COMMUNITY OUTREACH MEETINGS


1. That Council receives the report as information and endorses Community Outreach Meetings locations and dates.

Locality Day Date Time Venue Bigga Tuesday 5 May 2015 6.30pm Bigga Golf Club Crookwell Wednesday 6 May 2015 6.30pm Crookwell Council Chambers Gunning Tuesday 12 May 2015 6.30pm Gunning Council Chambers Taralga Tuesday 19 May 2015 6.30pm Taralga Sports Club

- CARRIED

ITEM 11.5 BANK OVERDRAFT FACILITY POLICY


1. That Council adopts the reviewed Bank Overdraft Facility Policy.

- CARRIED

ITEM 11.6 CASH HANDLING POLICY

56/15 RESOLVED by Clr Wheelwright and Clr Searl

1. That Council adopt the reviewed Cash Handling Policy.

- CARRIED


MINUTES OF THE



ON 19 MARCH 2015


The time being 10.20am the meeting adjourned for morning tea

The time being 10.40am the meeting resumed.

SECTION 12: GENERAL MANAGER

ITEM 12.1 STAFFING MATTERS



- CARRIED

ITEM 12.2 LEGAL PROCEEDINGS REPORTING POLICY REVIEW

58/15 RESOLVED by Clr Searl and Clr Marshall

1. That Council adopt the reviewed Legal Proceedings Reporting Policy.

- CARRIED

ITEM 12.3 PETITIONS - ADMINISTRATION POLICY REVIEW


1. That Council adopts the reviewed Petitions – Administration Policy.

- CARRIED


MINUTES OF THE



ON 19 MARCH 2015


ITEM 12.4 INTERACTION BETWEEN COUNCILLORS AND STAFF POLICY


1. That Council adopt the reviewed Interaction between Councillors and Staff Policy.

- CARRIED

ITEM 12.5 DESIGNATED PERSONS DISCLOSING INTERESTS - RETURNS POLICY

61/15 RESOLVED by Clr Searl and Clr Culhane

1. That Council adopts the reviewed Designated Persons Disclosing Interests – Returns Policy.

- CARRIED

ITEM 12.6 ACTION SUMMARY - COUNCIL DECISIONS



- CARRIED


MINUTES OF THE



ON 19 MARCH 2015


SECTION 13: LATE REPORTS

Nil

SECTION 14: REPORTS FROM OTHER COMMITTEES, SECTION 355 COMMITTEES AND DELEGATES

ITEM 14.1 MINUTES/REPORTS FOR THE MONTH OF MARCH 2015

63/15 RESOLVED by Clr Searl and Clr Craig That Item 14.1 - Minutes of Committee/Information listed below be received: 1. Taralga Historical Society Inc – Newsletter 01/2015. 2. South East Regional Academy of Sport – Councils Report -

Board of Directors Meeting held Monday 16 February 2015. 3. Taralga Wind Farm – Newsletter February 2015.

- CARRIED

SECTION 15: BUSINESS WITHOUT NOTICE

Nil

SECTION 16: NOTICES OF MOTION

Nil

SECTION 17: QUESTIONS WITH NOTICE

ITEM 17.1 SMALL BUSINESS FRIENDLY COUNCILS (SBFC) PROGRAM

Refer to the Business Paper for 19 March 2015 for the General Managers comments.


MINUTES OF THE



ON 19 MARCH 2015


ITEM 17.2 PROVISION OF AGENDAS AND BUSINESS PAPERS ON COUNCILS WEBSITE


ITEM 17.3 STATUS OF THE YOUTH COUNCIL AND THE UPPER LACHLAN YOUTH POLICY


CLOSED COUNCIL ITEMS 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 10A (2c) of the Act and should be dealt with in a part of the meeting closed to the public and the media. Note: Pursuant to Clause 25(1) of the Local Government (Meetings) Regulation, Council invites verbal representation by members of the public about whether the items listed below should not be considered by Council in a Closed Meeting. The items are: 64/15

RESOLVED by Clr Wheelwright and Clr Searl

1. That Council move into closed Council to consider business identified, together with any late reports tabled at the meeting.

2. That pursuant to of the Local Government Act 1993: the press and public be excluded from the meeting on the basis that the business to be considered is classified confidential under the provisions of section 10A (2) as outlined above.

3. That the report relevant to the subject business be withheld from access to the media and public as required by section 11(2) of the Local Government Act, 1993.


MINUTES OF THE



ON 19 MARCH 2015


Council closed its meeting at 10.55am and the public, staff and press left the chambers. 65/15

RESOLVED by Clr Searl and Clr Marshall

That Council move out of closed Council and into open Council.

Open Council resumed at 11.05am. Resolutions from the Closed Council Meeting The following resolutions of Council, while the meeting was closed to the public, were read to the meeting by the Mayor.

SECTION 18: CONFIDENTIAL SESSION

ITEM 18.1 QUOTATIONS FOR THE SUPPLY AND DELIVERY OF ONE NEW PRIME MOVER

66/15 RESOLVED by Clr Searl and Clr Wheelwright

1. That Council purchase one new Mack Prime Mover (CMM64T – equipped with automatic transmission) from Southern Truck Centre for the sum of $208,596,000 (excluding GST).

2. That Council dispose of existing prime mover Plant No. 405 via Graysonline Auctions.

- CARRIED

ITEM 18.2 QUOTATIONS FOR ONE NEW MOTOR GRADER.


1. That Council purchase one new Caterpillar Model 12M motor grader from Westrac P/L for the sum of $326,000 (excluding GST).

2. That Council dispose of existing motor grader Plant No. 433 as per the trade in offer of $110,000 (exclusive of GST) made by


MINUTES OF THE



ON 19 MARCH 2015


Westrac P/L.

3. Council purchase an appropriate machine control system by inviting formal quotations from suitable qualified suppliers.

- CARRIED

SECTION 19: TENDER PANEL

Nil THE MEETING CLOSED AT 11.10AM

Minutes confirmed 16 APRIL 2015

…………………………. Mayor


5 Mayor al Minutes

5 MAYORAL MINUTES

The following item is submitted for consideration -

5.1 Mayoral Minute - Mayoral Activities for March 2015 30 5.1 M ayoral Mi nute - Mayoral Ac ti vities for March 2015

Mayor al Minutes

Mayoral Minutes - 16 April 2015

Ordinary Meeting of Council held on 16 April 2015

ITEM 5.1 Mayoral Minute - Mayoral Activities for March 2015

FILE REFERENCE I15/138

March 2015 12 March 2015 Country Mayors Meeting in Sydney. 16 March 2015 Council Budget Workshop. 17 March 2015 Meeting with Mark Schweikert, Chairman RDA Southern

Inland. 17 March 2015 Crookwell 3 Windfarm PAC meeting. 21 March 2015 Opening Bruce Bray Walk at Gunning. 24 March 2015 Addressed Crookwell High School leadership program. 25 March 2015 Collector Wind Farm CCC Meeting. 26 March 2015 Gullen Range Wind Farm Community Enhancement

Program Fund Committee allocation meeting. 27 March 2015 Canberra Region Joint Organisation (previously SEROC)

Board meeting in Bungendore. 29 March 2015 Book Launch "The Day That Dunkley Died" Gunning.


7 Correspondence

7 CORRESPONDENCE


7.1 Correspondence items for the month April 2015. 32 7.1 C orrespondence items for the month April 2015.

Correspondence

Correspondence - 16 April 2015


ITEM 7.1 Correspondence items for the month April 2015.

Recommendati on

RECOMMENDATION: That Item 7.1 - Correspondence/Information listed below be received: 1. NSW Government Rob Stokes MP – NSW Container Deposit Scheme (CDS). 2. Local Government NSW (LGNSW) – Considered illogical for finances and

assets of Local Water Utilities to be excluded from calculations in Fit for the Future.

3. NSW Government – NSW Environmental Trust – Crookwell Landfill Remediation Project – Unsuccessful.

4. NSW Government – Premier Mike Baird Media Release on NSW Cabinet.

ATTACHMENTS

1.View NSW Government Rob Stokes MP - NSW Container Deposit Scheme ( CDS ) - Commences 1 July 2017 - Response to E-mail

Attachment

2.View Local Government NSW ( LGNSW ) - Considered illogical for finances & assets of Local Water Utilities to be excluded from calculations in the Fit for the Future assessment process

Attachment

3.View NSW Government - NSW Environmental Trust - Crookwell Landfill Remediation Project - Unsuccessful

Attachment

4.View NSW Government - A Fresh Team for Rebuilding NSW - Premier Mike Baird announces new cabinet.

Attachment

Item: 7.1 Attachment 1.: NSW Government Rob Stokes MP - NSW Container Deposit Scheme ( CDS ) - Commences 1 July 2017 - Response to E-mail


Item: 7.1 Attachment 2.: Local Government NSW ( LGNSW ) - Considered illogical for finances & assets of Local Water Utilities to be excluded from calculations in the Fit for the Future

assessment process


Item: 7.1 Attachment 3.: NSW Government - NSW Environmental Trust - Crookwell Landfill Remediation Project - Unsuccessful


Item: 7.1 Attachment 4.: NSW Government - A Fresh Team for Rebuilding NSW - Premier Mike Baird announces new cabinet.



9 Envir onment and Planning

9 ENVIRONMENT AND PLANNING

The following items are submitted for consideration -

9.1 Monthly Weeds Activities Report 42

9.2 Development Statistics for the Month of March 2015 46

9.3 Development application 105/2014 - recreation facility (major), Lot 3 DP750043, Lot 1 DP620598, Lot 4 DP1168750 and Lot 2 DP1170080, Pomeroy Road, Bannister 53

Environment and Planning - 16 April 2015


Envir onment and Planning 9.1 Monthl y Weeds Ac ti vities Report

ITEM 9.1 Monthly Weeds Activities Report


AUTHOR Manager of Noxious Weeds

ISSUE

Providing Council with a summary of weed control activities that have been conducted in the past month.

Recommendati on

RECOMMENDATION That -

1. Council receives and notes the report as information.

BACKGROUND Standard monthly report providing Council with a summary of the weed control activities that have been conducted in the month of March 2015. REPORT Property Inspections

Property Weed Parish Road or Street Date Action Degree

Lot1 DP525461 BB Grabben Gullen Grabben Gullen 4/3/15 Notified 2

Lot 236 DP754114 BB Grabben Gullen Grabben Gullen 4/3/15 Notified 2

Lot 2 DP1156547 BB Grabben Gullen Grabben Gullen 4/3/15 Routine 1

Lot 97 DP754115 S/T Grabben Gullen Grabben Gullen 4/3/15 Notified 2

Lot 408 DP754115 BB Grabben Gullen Grabben Gullen 4/3/15 Notified 2

Lot 2 DP1146774 BB Grabben Gullen Grabben Gullen 4/3/15 Routine 1

Lot 4 DP1077712 BB Pejar Goulburn 5/3/15 Notified 2

Lot 1 DP770176 S/T Pejar Roslyn 5/3/15 Routine 1

Lot 256 DP750052 BB Pejar Roslyn 5/3/15 Notified 2

Lot 2 DP1169255 BB Pejar Roslyn 5/3/15 Routine 1



Lot 6 DP1194604 BB Pejar Roslyn 6/3/15 Notified 2




Lot 6 DP1161905 BB Tyrl Tyrl Roslyn 11/3/15 Routine 1


Lot 55 DP750052 ALG Pejar Roslyn 12/3/15 Notified 2

Lot 73 DP753058 S/T Tyrl Tyrl Roslyn 12/3/15 Routine 1

Environment and Planning MONTHLY WEEDS ACTIVITIES REPORT cont’d


Lot 1 DP105822 BB Upper Tarlo Roslyn 16/3/15 Routine 1

Lot 2 DP1146175 BB S/T Bolong Bolong 16/3/15 Notified 3 & 2

Lot 10 DP42294 BB Winduella Boorowa 16/3/15 Notified 2

Lot 6 DP1048691 BB Crookwell Croker 16/3/15 Notified 2

Lot106 DP750042 S/T Tyrl Tyrl Roslyn 17/3/15 Routine 1



Lot 57 DP750042 S/T Upper Tarlo Roslyn 18/3/15 Routine 1

Lot 33 DP1041941 S/T Upper Tarlo Woodhouselee 19/3/15 Notified 2

Lot 232 DP1041941 S/T BB Upper Tarlo Woodhouselee 19/3/15 Notified 2 & 2

Lot 307DP750052 S/T Upper Tarlo Woodhouse 19/3/15 Routine 1

Lot105 DP753058 Go Tyrl Tyrl Carrabungla 24/3/15 Notified 1

Lot 59 DP750052 S/T Tyrl Tyrl Roslyn 24/3/15 Notified 2

Lot 60 DP750052 S/T Tyrl Tyrl Roslyn 24/3/15 Routine 1

Lot16 DP753060 BB Wangalo Kangaloolah 26/3/15 Notified 3

Lot 41 DP753039 BB Wangalo Kangaloolah 26/3/15 Notified 3

Lot 222 DP753039 BB Wangalo Kangaloolah 26/3/15 Routine 1

Lot 47 DP753039 BB Wangalo Kangaloolah 26/3/15 Notified 3

Lot 233 DP753039 BB Wangalo Kangaloolah 26/3/15 Routine 2

Lot 7 DP 1054873 S/T BB Bubalahla Snake Gully 9/3/15 Notice 2 & 1

Lot 21 DP 1143286 BB Bubalahla Snake Gully 9/3/15 Notified 2

Lot 1 DP 620598 S/T BB Pomeroy Range 9/3/15 Notified 2

Lot 6 DP 250505 S/T BB Tarlo Taralga 11/3/15 Notified 2

Lot 80 DP 753067 S/T Yewrangara Grabine 16/3/15 Routine 3

Lot 2 DP 1053446 BB Guinecor Wombeyan

Caves 18/3/15 Routine 1

Lot 1 DP 203419 BB Guinecor Oberon 18/3/15 Notified 2

Lot 2 DP 1101359 S/T Kerrawary Brayton 19/3/15 Notified 3

Lot 2 DP 1174857 S/T Turrallo Bobs Ln 20/3/15 Routine 1

Lot 1 DP 1174857 S/T BB Turrallo Bobs Ln 20/3/15 Notified 2

Lot 3 DP 1135717 S/T BB Turrallo Bobs Ln 20/3/15 Notified 3 & 1

Lot 3 DP 1174857 S/T BB Tarlo Bobs Ln 20/3/15 Notified 2 & 1

Lot 4 DP 1174857 S/T BB Tarlo Bobs Ln 20/3/15 Notified 1 & 2

Lot 59 DP 750017 S/T BB Guinecor Laggan 20/3/15 Notified 1 & 2

Lot 2 DP 379262 BB Guinecor Martyn St 20/3/15 Notified 1

Lot 4 DP 1135717 S/T BB Turrallo Back Arm 24/3/15 Notified 2

Lot 42 DP 750045 S/T ALG Rhyana Middle Arm 24/3/15 Notified 1

Lot 43 DP 750048 S/T BB Tarlo Middle Arm 24/3/15 Notified 1

Lot 7 DP 1135717 S/T BB Turrallo Back Arm 24/3/15 Notified 2 & 1


Lot 52 DP 750051 S/T BB Turrallo Back Arm 24/3/15 Notified 2



Lot 11 DP754122 S/T Jerrawa Jerrawa 2/3/15 Notice 2

Lot111 DP 754106 S/T BB Bunton Felled Timber 4/3/15 Routine 1

Lot 1 DP 132015 S/T Cullerin Collector 4/3/15 Re-inspect 2

Lot 4 DP 611742 SJW Dalton Dalton 4/3/15 Routine 1

Lot 136 DP 39655 S/T Rabnor Narrawa 4/3/15 Notified 2

Lot 86 DP 754122 S/T Jerrawa Broadway 4/3/15 Re-inspect 1

Lot 35 DP 754125 S/T Jerrawa Rugby 5/3/15 Notified 2



Lots 354 DP 754106 - Bunton Blakney Ck 9/3/15 Routine 0

Lot 90 DP 754118 S/T Gunning Dalton 9/3/15 Routine 2

Lot 1 DP 62809 S/T BB Collector Collector 9/3/15 Re-inspect 2

Lot 2 DP 46341 S/T Kildare Bevendale 10/3/15 Re-inspect 2

Lot1 DP 578929 S/T BB Gurrundah Bannister Ln 11/3/15 Re-inspect 1

Lot 4 DP 113329 - Bunton Rye Park 11/3/15 Routine 0

Lot 1 DP 835428 S/T Lerida Collector 12/3/15 Routine 1

Lot 100 DP 754118 BB Gunning Dalton 13/3/15 Routine 1

Lot 89 DP 113328 S/T BB Bunton Boorowa 13/3/15 Routine 1

Lot 2 DP 1034956 S/T BB Gunning Dalton 18/3/15 Routine 1

Lot 1 DP 1152341 S/T Lerida Collector 18/3/15 Re-inspect 2

Lot 2 DP 115234 S/T Lerida Collector 18/3/15 Re-inspect 1

Lot 272 DP 754111 S/T Dalton Bush’s Ln 19/3/15 Routine 1

Lot 198 DP 754113 S/T BB Nelanglo Gundaroo 19/3/15 Re-inspect 3

Lot 130 DP 754106 S/T Bunton Flacknell Ck 23/3/15 Re-inspect 2

Lot 1 DP 747697 S/T Manton Hillgrove 23/3/15 Routine 1

Lot 5000 DP 834123 S/T BB Kildare Rugby 24/3/15 Re-inspect 1

Lot 119 DP 750008 S/T Collector Currawang 25/3/15 Routine 1

Lot 144 DP 754099 BB Bango Blakney Ck 25/3/15 Routine 1

Lot 4 DP1127327 S/T Kildare Rugby 26/3/15 Routine 1

Lot 362 DP754106 S/T Bunton Blakney Ck 31/3/15 Routine 1

Lot 1 DP 986850 BB Collector Collector 31/3/15 Notified 2

Lot 1 DP112600 B-Burr Jerrara Bevendale 31/3/15 Routine 1

Lot 1 DP611742 B-Burr Dalton Dalton 31/3/15 Routine 1

Key for Weed Abbreviations S/T Serrated Tussock BB Blackberry SJW St John’s Wort PC Patterson’s Curse CNG Chilean Needle Grass NTH Nodding Thistle SB Scotch Broom FW Fire Weed ALG African Love Grass GO Gorse CG Coolatai Grass Weed ID Weed Identification Key for Degree of Infestations 1. Scattered Plants 2. Scattered Plants with Isolated Patches 3. Dense Infestations Key for Actions of Inspections Routine – an inspection where the landowner has either provided adequate information or conducted adequate control work to fulfil their obligations to control noxious weed infestations on their land. Notified – an inspection where landowners are notified either verbally or by letter that control work is required on specific weed infestations. These inspections generally will require a reinspection.



Reinspection – an inspection that has been conducted to investigate whether adequate control work has been conducted after notification to control weed infestations. Notice – an inspection where a Weed Control Notice under section 18 of the Act will been served.

Roadside Weed Control Roadside weed control programs are continuing to focus on Woody Weed infestations with this control work planed to continue until the end of April. Control work will then be directed to grass weeds including Serrated Tussock, African Lovegrass, Chilean Needle Grass and Coolatai Grass.

POLICY IMPACT Nil OPTIONS Nil FINANCIAL IMPACT OF RECOMMENDATIONS Nil

RECOMMENDATION That - 1. Council receives and notes the report as information. ATTACHMENTS

Nil



9.2 D evel opment Statistics for the Month of March 2015

ITEM 9.2 Development Statistics for the Month of March 2015


AUTHOR Economic Development Officer

ISSUE

Providing Council with a summary of the development control activities that have occurred in the month of March 2015.

Recommendati on


1. Council receives and notes the report as information.

BACKGROUND Standard monthly report providing Council with a summary of the development control activities that have occurred in the month of March 2015. REPORT The following table outlines the type and value of new development.

Statistics by Development Type

Current Year Last year

DA Type March 2015 Year to Date

1/7/2014-30/6/2015 March 2014

Year to date 1/7/2013-30/6/2014

Count $Value Count $Value Count $Value Count $Value

Commercial 1 $245,000 5 $1,555,000 0 $0 1 $500,000

Residential 13 $1,701,179 82 $11,452,234 11 $1,006,250 89 $11,859,514

Industrial 0 $0 1 $80,000 0 $0 0 $0

Other 1 $0 5 $273,000 2 $220,000 10 $268,750

Total 15 $1,946,179 93 $13,360,234 13 $1,226,250 100 $12,628,264

Subdivision

Type Count Lots Count Lots Count Lots Count Lots

Residential 0 0 2 16 0 0 0 0

Rural Residential 2 5 9 35 0 0 8 28

Commercial 0 0 0 0 0 0 1 2

Industrial 0 0 0 0 0 0 0 0

Environment and Planning DEVELOPMENT STATISTICS FOR THE MONTH OF MARCH 2015 cont’d


Boundary Adjustment

0 0 0 0 1 0 2 0

Strata 0 0 0 0 0 0 0 0

Agricultural 1 5 7 33 1 3 12 37

Total 3 10 18 84 2

3 23 67

1. Development Applications

The level of development applications received is detailed in the following graph.

The current level of development activity being assessed is summarised in the following table:

DAs under assessment

DA modifications

under assessment

DAs received

Mar 2015

DA modifications

received Mar 2015

DAs determined

Mar 2015

DA modification determined Mar 2015

37 7 18 0 14 1

The average determination processing time is for the month of March was 25 days. The determinations issued from 1 March 2015 to 31 March 2015 are summarised in the following table:

Determinations Issued between 1 March 2015 to 31 March 2015

DA No. Proposal Property

64/2006 (Modification)

Subdivision Lot 3 DP 1086805 & Lot 1 DP 1077745 – Iron Mine Rd, Crookwell

103/2014 Subdivision Lot 40 DP 133755 – 1649 Coolalie Rd, Jerrawa

116/2014 Alterations/Additions Lot 1 DP 878852 – Denison St, Crookwell



Determinations Issued between 1 March 2015 to 31 March 2015


1/2015 Dwelling Lot 3 DP 1054839 – 64 Woodward Lane, Crookwell

4/2015 Dwelling Lot 2 DP 1089684 – Chapmans Lane, Chatsbury

8/2015 Dwelling Lot 10 DP 1004580 – Bigga Rd, Bigga

11/2015 Garage/Shed Lot 4 Sec 3 DP 758493 – 14 Wombat St, Gunning

12/2015 Garage/Shed Lot 5 DP 10797780 – Grabine St, Bigga

15/2015 Garage/Shed Lot 3 DP 36154 – 9 Roslyn St, Crookwell

18/2015 Dwelling & Shed Lot 48 DP 1075643 – 6 Somerset Place, Crookwell

20/2015 Dwelling Lot 2 DP 1163350 – 165 Boongarra Rd, Laggan

21/2015 Garage/Shed Lot 11 Sec 2 DP 1809 – 13 Gordon St, Crookwell

23/2015 Garage/Shed Lot 18 Sec 4 DP 1809 – 30 North St, Crookwell

24/2015 Garage/Shed Lot 2 DP 711960 – 1 Lerida St, Gunning

25/2015 Alterations/Additions Lot 2 DP 1201348 – 2975 Goulburn Rd, Pejar

The development applications outstanding as of 31 March 2015 are summarised in the following table:

Development Applications Outstanding on 31 March 2015

(In order of date submitted to Council)


20/2014 Alteration/Addition Lot 3 DP 1082543 – 3 Britannia St, Grabben Gullen


Dwelling Lot 3 DP 1021785 – 1781 Rhyanna Rd, Taralga

29/2014 Dwelling Lot 82 DP 133669 – Grovenor St, Gunning

30/2014 Garage/Shed Lot 31 DP 250695 – Park St, Crookwell

47/2014 Dwelling Lot 128 DP 754140 – 3350 Rugby Rd, Dalton


Change of Use Lot 1 DP 1196222 – 131 Storriers Lane, Bannister

84/2014 Motorcross Facility Lot 19 DP 754113 – Lade Vale Rd, Gunning

95/2013 Subdivision Lot 1 DP 739262 – Chisholm St, Taralga






100/2014 Commercial Use Lot 2 DP 753045 – Mulgowrie Rd. Crooked Corner


Subdivision Lot 59 DP 750048 – Taralga Rd, Tarlo

105/2014 Motorcross Facility Lot 3 DP 750043 – Pomeroy Rd, Bannister

113/2014 Dwelling Lot 43 Sec 6 DP 976169 – Orchard St, Taralga

114/2014 Dwelling Lot 44 Sec 6 DP 976169 – Orchard St, Taralga

125/2014 Garage/Shed Lot 11 Sec 3 DP 1697 – 28 Peelwood Rd, Laggan

7/2015 Dwelling Lot 12 DP 1095649 – 2166 Towrang Rd, Greenwich Park

9/2015 Dwelling Lot 6 DP 657507 – 52 Iron Mine Rd, Crookwell


Dwelling Lot 98 DP 1111842 – 28 Tait St, Crookwell


Subdivision Lot 1 DP 131892 & various lots in Parish of Georgiana – 2064 Foggs Crossing Rd, Bigga

10/2015 Dwelling & Garage Lot 6 DP 1198749 – 75 Boureong Dve, Gunning

13/2015 Multi Dwelling Housing Lot 1 DP 1199107 – 6 Spring St, Crookwell

14/2015 Community Event Lot 7009 DP 94454 – Copeland St, Gunning

16/2015 Dwelling Lot 80 DP 754141 – Lost River Rd, Lost River

17/2015 Transportable Dwelling Lot 176 DP 754141 – Lost River Rd, Lost River

19/2015 Dwelling Lot 25 DP 1095649 – 1924 Towrang Rd, Greenwich Park

22/2015 Subdivision Lot 21 DP 785602 – Hanworth Rd, Bannaby


Subdivision Lot 345 DP 754111 – Young St, Dalton


Subdivision Lot 1 DP 582255 – Cooks Hill Rd, Gunning

26/2015 Garage/Shed Lot 1 DP 32625 – Orchard St, Taralga


Mixed Use Development Lot A DP 33097 – Goulburn St, Crookwell

27/2015 Subdivision (Old Mulwaree DA)

Lot 1 DP 1002937 – 180 Range Rd, Bannister

28/2015 Alterations/Additions Lot 20 DP 753012 – 361 Kangaloolah Rd, Binda






29/2015 Community Event Lot 10 DP 1046757 – 3 Brennan St, Collector

30/2015 Garage/Shed Lot 3 DP 862233 – Peelwood Rd, Tuena

31/2015 Transportable Dwelling Lot 1 DP 11265598 – 20 Church St, Collector

32/2015 Dwelling Lot 103 DP 1174962 – Grabben Gullen Rd, Gunning

33/2015 Dwelling & Shed Lot 2 Sec 11 DP 2383 – Clements St, Crookwell

37/2015 Dwelling Lot 27 DP 1200509 – 2 Park St, Gunning

34/2015 Garage/Shed Lot 4 Sec 2 DP 1754 – 35 Laggan Rd, Crookwell

35/2015 Dwelling Lot 10 DP 1205245 – 68 Breadalbane Rd Breadalbane

36/2015 Dwelling Lot 71 DP 753025 – 71 Peelwood Rd, Limerick

2. Construction Certificates Determined

Construction Certificates Issued between 1 March 2015 & 31 March 2015

CC No. Proposal Property

45/2014 Garage/Shed Lot 1 DP 519435 – 80 Biala St, Gunning

77/2014 Decks Lot 1 DP 837182 – 2168 Brayton Rd, Big Hill

12/2015 Dwelling Lot 3 DP 1054839 – 64 Woodward Lane, Crookwell

15/2015 Garage/Shed Lot 4 Sec 3 DP 758493 – 14 Wombat St, Gunning

16/2015 Garage/Shed Lot 3 DP 36154 – 3 Roslyn St, Crookwell

17/2015 Garage/Shed Lot 18 Sec 4 DP 1809 – 30 North St, Crookwell

19/2015 Garage/Shed Lot 2 DP 711960 – 1 Lerida St, Gunning

23/2015 Garage/Shed Lot 11 Sec 2 DP 1809 – 13 Gordon St, Crookwell

Approved by Council Approved by Private Certifier

March 2015 Year to date March 2015 Year to date

8 44 0 2



3. Occupation Certificates

Occupation Certificates Issued between 1 March 2015 and 31 March 2015

OC No. Proposal Property

7/2015 Alterations/Additions Lot 77 DP 754113 – Lade Vale Rd, Gunning

8/2015 Garage/Shed Lot 1 DP 1172469 – 4 Murray St, Collector

4. Subdivision Certificates

Subdivision Certificates Issued between 1 March 2015 & 31 March 2015

SC No. Proposal Property

2/2015 Subdivision Lot 1 DP 1121922 – Flacknell Rd, Dalton

5. Planning Certificates

The number of Planning Certificates issued this financial year is detailed below.

Year Number of Certificates Issued

1 July 2008 to 30 June 2009 383

1 July 2009 to 30 June 2010 464

1 July 2010 to 31 June 2011 535

1 July 2011 to 30 June 2012 426

1 July 2012 to 30 June 2013 408

1 July 2013 to 30 June 2014 457

1 July 2014 to 30 June 2015 319




2 18 0 0



1 45 0 0



RECOMMENDATION That - 1. Council receives and notes the report as information. ATTACHMENTS Nil 9.3 D evel opment applicati on 105/2014 - recr eation facility (major), Lot 3 D P750043, Lot 1 D P620598, Lot 4 D P1168750 and Lot 2 DP1170080, Pomeroy R oad, Bannister



ITEM Development application 105/2014 - recreation facility (major), Lot 3 DP750043, Lot 1 DP620598, Lot 4 DP1168750 and Lot 2 DP1170080, Pomeroy Road, Bannister

FILE I15/142

ZONING Zone RU2 Rural Landscape under Upper Lachlan Local Environmental Plan 2010

DATE OF LODGEMENT 15 October 2014

APPLICANT David Brown

OWNERS Pomeroy West Pty Ltd

ESTIMATED VALUE $250,000

AUTHOR Manager of Environment and Planning

SUMMARY REPORT This matter is reported to Council due to the proposed development’s potential significance to its locality and the Shire, and also due to advertisement and notification of the subject development application having attracted 100 submissions in the allowed 29 days submissions period. Development Application 105/2014 proposes “construction and operation of a Motocross Facility and Enduro Motorcycle Facility”. The accompanying statement of environmental effects (SEE) and proposed development drawings indicate the proposed development includes:

Four motocross tracks, involving extensive earthworks to create motorcycle jump obstacles up to 2.0m high and 40.0m long, and an adjacent marshalling area

A mobile kiosk van

An officials and site management building with an adjoining transportable amenities block

A mechanics workshop building with an adjoining transportable amenities block

Four shipping containers for “bike storage”

Rain water storage tanks

Vehicle entry/exit, manoeuvring and parking facilities including 160 parking spaces and an additional overflow parking area of unspecified capacity Installation and operation of on-site sewage management system facilities

Environment and Planning DEVELOPMENT APPLICATION 105/2014 - RECREATION FACILITY (MAJOR), LOT 3 DP750043, LOT 1 DP620598, LOT 4 DP1168750 AND LOT 2 DP1170080, POMEROY ROAD, BANNISTER cont’d


On-site effluent disposal facilities

Stormwater drainage works

An “evaporation and re-use dam”

Barrier fencing to the perimeter of the main motocross compound area

Extension of an electricity supply to the proposed development site. The proposed development is understood to also include use of existing internal access tracks – within an identified containment area – for enduro motorcycling activities. The application has been considered with regard to the relevant provisions of applicable environmental planning instruments, including:

State Environmental Planning Policy 55—Remediation of Land

State Environmental Planning Policy (Infrastructure) 2007

State Environmental Planning Policy (Miscellaneous Consent Provisions) 2007

State Environmental Planning Policy (Rural Lands) 2008

State Environmental Planning Policy (Sydney Drinking Water Catchment) 2011

Upper Lachlan Local Environmental Plan 2010, as well as the relevant provisions of Upper Lachlan Development Control Plan 2010. The proposed development’s consideration is detailed in the attached section 79C assessment report. The proposed development is not for a rural or related purpose. Given this, its location in a rural area and its proximity to productive agricultural and rural residential land uses, the proposed development is considered to have significant potential to cause rural land use conflict. The proposed development is also considered:

unlikely to facilitate promotion and protection of opportunities for current and potential productive and sustainable economic activities in the locality

unlikely to facilitate a satisfactory balance between the social, economic and environmental interests of the community

to have significant potential to compromise the maintenance of biodiversity, the protection of native vegetation, the quality of water resources and the avoidance of constrained land

likely to detract from the provision of satisfactory opportunities for rural lifestyle, settlement and housing that contribute to the social and economic welfare of rural communities.

The subject land is in a rural locality, but the proposed development does not involve use of rural resources for agriculture, primary production or a related purpose. The proposed development is not considered likely to facilitate sustainable primary industry production in the locality, is not considered consistent with the locality’s rural/agricultural landscape character (visually or otherwise), is not considered compatible with surrounding agricultural and rural residential land uses, is considered to have significant potential to facilitate land degradation (particularly soil erosion),



and is not considered conducive to maintaining vegetation on the land, which is identified by Council’s Biodiversity Planning Framework (2008) as having medium to high conservation value. The proposed development – particularly its inherent increase in activity and inevitable noise emissions – is considered likely to disturb native fauna and their habitats. Given the above, the proposed development is considered contrary to the following aims, specified at clause 2 (a) and (c) of State Environmental Planning Policy (Rural Lands) 2008: (a) to facilitate the orderly and economic use and development of rural lands for rural

and related purposes, (c) to implement measures designed to reduce land use conflicts. The proposed development is also considered contrary to the following Rural Planning Principles, specified at clause 7 (a) and (d)-(f) of State Environmental Planning Policy (Rural Lands) 2008: (a) the promotion and protection of opportunities for current and potential productive

and sustainable economic activities in rural areas, (d) in planning for rural lands, to balance the social, economic and environmental

interests of the community, (e) the identification and protection of natural resources, having regard to

maintaining biodiversity, the protection of native vegetation, the importance of water resources and avoiding constrained land,

(f) the provision of opportunities for rural lifestyle, settlement and housing that contribute to the social and economic welfare of rural communities.

Furthermore, the proposed development is not considered consistent with the aim specified at clause 1.2 (c) of Upper Lachlan Local Environmental Plan 2010 (the LEP), “to promote the use of rural resources for agriculture and primary production including fishing, forestry, mining and related processing, service and value adding industries”. With respect to clause 2.3 of the LEP, the proposed development is not considered consistent with the following specified RU2 zone objectives:

To encourage sustainable primary industry production by maintaining and enhancing the natural resource base

To maintain the rural landscape character of the land

To provide for a range of compatible land uses, including extensive agriculture

To minimise the visual impact of development on the rural landscape

To minimise the impact of development on the existing agricultural landscape character

To protect and enhance the water quality of watercourses and groundwater systems and to reduce land degradation

To maintain areas of high conservation value vegetation.



The proposed development is also not considered consistent with the biodiversity aim specified at clause 6.2 (1) of the LEP, “...to maintain terrestrial and aquatic biodiversity including: “(a) protecting native fauna and flora, and (b) protecting the ecological processes necessary for their continued existence,

and (c) encouraging the recovery of native fauna and flora, and their habitats”. Finally, the proposed development is not considered to be designed, sited or managed – or capable of being redesigned – to satisfactorily avoid, minimise or mitigate its potential adverse environmental impacts with respect to biodiversity. On this basis, clause 6.2 (4) of the LEP effectively specifies that Council must not grant consent to the proposed development. As Upper Lachlan Development Control Plan 2010 (the DCP) underpins the provisions of the LEP, the proposed development is also not considered satisfactory with respect to its relevant provisions. The application was advertised/notified for a period of 29 days. 100 submissions were received during this period, all objecting to the proposed development. The submissions raise a wide range of issues including:

Potential noise emissions

Potential dust emissions

Road and traffic safety

Cumulative local development impacts

Public safety

Potential flora/fauna impacts

Lack of economic benefit to Upper Lachlan Shire

No need for proposed development

Inadequate telecommunications service availability

Bush fire risk

Incompatibility of proposed development with surrounding agricultural land uses

Potential pollution of water supplies, including groundwater

Insufficient availability of water supply to the proposed development

Security and potential criminal and/or anti-social activity, e.g. trespassing, alcohol and drug control

Unsuitability of the proposed development in the relevant local environmental plan zone

Potential land degradation, including soil erosion

Excessive scale of the proposed development in the locality

Inadequacy of proposed vehicle entry/exit and parking facilities

Social impact in the locality. Given the number of submissions received, they have not been included in or as an attachment to this report, but have been separately circulated to Councillors for information.



POLICY IMPACT The proposed development is considered contrary to relevant aims, objectives and development controls specified by State Environmental Planning Policy (Rural Lands) 2008, the LEP and the DCP. FINANCIAL IMPACT Nil Recommendati on

RECOMMENDATION It is recommended that the application be determined by refusal, for the following reasons:

1. Having regard to section 79C (1) (a) (i) of the Environmental Planning and Assessment Act 1979 (the Act), Council is not satisfied by the development application that the proposed development is satisfactory with respect to: a. The aims specified at clause 2 (a) and (c) of State Environmental

Planning Policy (Rural lands) 2008 b. The Rural Planning Principles specified at clause 7 (a) and (d)-(f) of

State Environmental Planning Policy (Rural lands) 2008 c. The aim specified at clause 1.2 (2) (c) of Upper Lachlan Local

Environmental Plan 2010 d. The objectives of Zone RU2 Rural Landscape, specified in the Land Use

Table at the end of Part 2 of Upper Lachlan Local Environmental Plan 2010.

2. Having regard to section 79C (1) (b) of the Act, Council is not satisfied by the

development application that the proposed development will not have significant negative impacts, including environmental impacts on the natural environment, and social impacts in the locality.

3. Having regard to section 79C (1) (c) of the Act, Council considers the proposed development inconsistent and incompatible with existing and desired surrounding agricultural and rural residential land uses, and is therefore not satisfied that the site is suitable for the proposed development.

4. Having regard to section 79C (1) (d) of the Act, Council received 100

submissions from the public, all objecting to the proposed development.

5. Having regard to section 79C (1) (e) of the Act, granting of consent to the proposed development is not considered in the public interest.

ATTACHMENTS

1.View DA 105/2014 - section 79C assessment report Attachment

Item: 9.3 Attachment 1.: DA 105/2014 - section 79C assessment report



10 Works and Operations

10 WORKS AND OPERATIONS


10.1 Works In Progress - Construction & Maintenance 68

10.2 Works In Progress - Technical & Managerial 71

10.3 Water and Sewer Update 73

10.4 Swimming Pools Operations Plan 76

10.5 Renaming of Biala St - Gunning 113

10.6 Customer Request Management Reporting - 1 January to 31 March 2015 115

Works and Operations - 16 April 2015


Works and Operations 10.1 Wor ks In Pr ogress - Constr ucti on & M ai ntenance

ITEM 10.1 Works In Progress - Construction & Maintenance


AUTHOR Manager of Works

ISSUE

This report provides Council with details regarding the construction and maintenance works in progress.

Recommendati on


1. Council receive the report and note the information.

BACKGROUND Construction and maintenance works in progress. REPORT Service requests for grading maintenance, pothole repairs and drainage maintenance are being received frequently. Due to the large amount of maintenance requests, works are being attended to in a priority order and within budgetary constraints. Details of the major current projects are set out below: 1. MR54 Segment 475 Junction Point Road reconstruction and initial sealing Council is continuing with the construction of Segment 475, Junction Point Road. Top soiling and revegetation of disturbed areas and pavement construction is complete. Completion of the project is expected to be late April 2015. Detail survey and design of segment 518 is complete and these have been presented to RMS for approval. Consultants have been engaged to complete the review of environmental factors for segment 518 and this is due at the end of April 2015. The detail survey of segment 600 is complete and Council will undertake detailed design of this segment shortly. 2. MR256 “Tarlo Hill” Reconstruction Council will be continuing with the reconstruction of Tarlo Hill. Reconstruction of the pavement has commenced with 700m completed prior to the Easter Holiday period.

Works and Operations WORKS IN PROGRESS - CONSTRUCTION & MAINTENANCE cont’d


Works will continue after Easter and are expected to take till mid May 2015 to complete. This project is part of road safety improvements on MR256 and associated with the heavy haulage transport route to the Taralga Wind Farm Development. 3. Taralga Road Reconstruction and Sealing Council will re-establish at the MR248 East project and continue with drainage installations and earthworks on the remaining 3.1km unsealed section. Weather permitting works will continue over the winter period and are expected to be completed in October 2015. 4. Range Road Rehabilitation Council will commence the pavement rehabilitation of selected sections of Range Road commencing at the Pomeroy River Bridge and heading west for 12km. Works will involve shoulder rehabilitation, heavy patching, full width rehabilitation for 2km and intersection improvements with Kialla Road. This project is part of road repairs and associated with the heavy haulage transport route to the Gullen Range Wind Farm Development. Routine Grading Maintenance Councils proposed maintenance grading program for the upcoming month is as follows. It should be noted that due to the dry conditions water supply is becoming scarce in some areas. If rainfall does not replenish water supply, Council may have to further reduce its grading program until useful rainfall occurs: Works in Progress

1. Foggs Crossing Road; 2. Wombeyan Caves area; 3. Fullerton Area; 4. Peelwood Road; 5. MR241 Rye Park Road.

Scheduled Works

1. Reids Flat and Greenmantle Road; 2. Carrabungla and Tyrl Tyrl Road; 3. Junction Point Road; 4. Pejar area. Other Construction & Maintenance Works Other Works in Progress/scheduled 1. Box culvert installations on Range Road and Bannister Lane associated with

the Gullen Range Wind Farm;

Works and Operations WORKS IN PROGRESS - CONSTRUCTION & MAINTENANCE cont’d


2. If not too high a fire danger, grass slashing in villages of Binda, Taralga and Grabben Gullen;

3. Federally funded road Blackspot improvements on MR256 Oberon Road at locality of “Richlands” and approaches to the Curraweela Creek causeway;

4. Gravel re sheeting on Ladevale and Elms Roads; 5. Replacement of 8 tree surrounds in Yass Street, Gunning.

Works Completed

1. Jerrawa Road reconstruction; 2. Culvert installations on Kialla Road (2 off), Range Road (1 off) and Bannister

Lane (2 of), associated with the Gullen Range Wind Farm; 3. Drainage maintenance on Brayton and Big Hill area; 4. Line marking on MR54 and MR256 at selected locations; 5. Grass slashing in villages of Gunning, Dalton, Collector and Breadalbane; 6. Drainage Maintenance in Bourke Street Collector; 7. Fencing in Barbour Park to restrict vehicle access. POLICY IMPACT Nil OPTIONS Nil FINANCIAL IMPACT OF RECOMMENDATIONS Nil

RECOMMENDATION That - 1. Council receive the report and note the information. ATTACHMENTS

Nil



10.2 Wor ks In Pr ogress - Technical & M anageri al

ITEM 10.2 Works In Progress - Technical & Managerial


AUTHOR Director of Works and Operations

ISSUE

This report advises Council in regard to technical and managerial activities of the Works and Operations Department during the previous month.

Recommendati on



BACKGROUND Nil REPORT

i. The Director of Works and Operations, Grants Officer, Economic Development Officer and the Manager of Works have attended numerous meetings of the Goulburn - Crookwell Rail Committee during the last month. The Manager of Works has also prepared a detailed estimate of cost for the project, whilst Council’s Grants Officer and Economic Development Officer were heavily involved in preparing the Expression of Interest for the grant funding application. The EOI was lodged with Infrastructure NSW by the Rail Trail Committee on 31 March 2015.

ii. The Mayor, General Manager, Director of Environment and Planning and

Director of Works and Operations met with the NSW Planning Assessment Commission to discuss issues of concern regarding the Crookwell 3 Wind Farm development. The meeting took place on 17 March 2015.

iii. The General Manager and Director of Works and Operations participated in an

RMS Regional Subgroup meeting in Goulburn on 20 March 2015. iv. The Director of Works and Operations attended a meeting in relation to the

Rye Park Wind Farm development on 24 March 2015. The meeting also involved staff members of Yass Valley and Boorowa Councils. Items discussed mainly related to the use of the road assets of all three councils and the proposed Community Enhancement Plan for the project. The matters were not resolved at the meeting and future work is required to finalise the matters.

Works and Operations WORKS IN PROGRESS - TECHNICAL & MANAGERIAL cont’d


v. The General Manager, Director of Environment and Planning and Director of Works and Operations attended a meeting with the proponents of the Collector Wind Farm on 25 March 2015.

vi. The Director of Works and Operations, RMCC Officer and Clr McCormack

attended a meeting of Council’s Traffic Committee on 18 March 2015. A copy of the minutes of the meeting is included elsewhere in the business paper.

vii. The Director of Works and Operations has been on annual leave from 7 April

2015 to 13 April 2015. viii. The Director of Works and Operations has been working on finalising the

contract for the two grants (State and Federal) for the replacement of the Abercrombie River Bridge (on MR 256). The work has involved several teleconferences. It is expected that a signed contract (with the NSW Treasurer) will be in place by the end of April 2015.


RECOMMENDATION That - 1. Council receive the report and note the information. ATTACHMENTS

Nil



10.3 Water and Sewer U pdate

ITEM 10.3 Water and Sewer Update


AUTHOR Manager of Operations

ISSUE

An update on water supply and sewerage services.

Recommendati on


1. Council receive and note the report as information.

BACKGROUND An update on water supply and sewerage services. REPORT Operational Functions Water treatment and consumption

Water supply usage data for Councils four serviced towns is presented in the following table. Table 1 Water Usage February 2015 Town Total Usage

(ML) Average Daily Usage (kL/day)

Trend (kL/day)

Storage Capacity %

Crookwell 29.2 1043 +185 100 Gunning 8.2 292 +37 100 Dalton 2.4 86 +5 100 Taralga 6.0 214 +3 100 March 2015 Town Total Usage

(ML) Average Daily Usage (kL/day)

Trend (kL/day)

Storage Capacity %

Crookwell 35.3 1140 + 97 90 Gunning 9.0 292 0 100 Dalton 2.5 81 -5 100 Taralga 6.6 214 0 100

Works and Operations WATER AND SEWER UPDATE cont’d


With below average rainfall in March, water usage remains high. Routine bacteriological and chemical water tests undertaken at Crookwell, Gunning, Taralga and Dalton are continuously meeting the requirements of the Australian Drinking Water Guidelines 2011. Water systems in the respective towns are operating well. Wastewater Treatment and Production

Wastewater production data for Councils three serviced towns is presented in the following table:- Table 2 Wastewater Production February 2015 Towns Total Flow

(ML) Average Daily Production kL/day

Trend kL/day

Crookwell 19.8 707 - 367 Gunning 3.6 129 - 10 Taralga 2.8 100 - 13 March 2015 Towns Total Flow

(ML) Average Daily Production kL/day

Trend kL/day

Crookwell 19.2 620 - 87 Gunning 3.7 120 -9 Taralga 2.9 94 - 6 Wastewater flows have declined in response to reduced rainfall. The Crookwell, Gunning and Taralga STP’s are operating effectively with effluent quality produced at the respective plants complying with EPA requirements. Maintenance Activities Maintenance tasks undertaken include mains flushing, the repair of leaking water services and maintaining and servicing treatment and pumping equipment. The March water meter read is currently being completed. Capital Projects Crookwell Water Supply Upgrade The funding offer of $3.0M under the Restart NSW Water Security for Regions Program remains available to Council. The result of Councils application for an additional $3.0M under the Australian Government National Stronger Regions Program is expected to be known during May 2015. Staff are continuing with design activities and the completion of a design and construct tender document.

Works and Operations WATER AND SEWER UPDATE cont’d


POLICY IMPACT Nil OPTIONS Nil FINANCIAL IMPACT OF RECOMMENDATIONS In accordance with 2014/15 Operational Plan.

RECOMMENDATION That - 1. Council receive and note the report as information. ATTACHMENTS

Nil



10.4 Swi mming Pools Oper ations Pl an

ITEM 10.4 Swimming Pools Operations Plan


AUTHOR Manager of Operations

ISSUE

A Swimming Pools Operations Plan has been completed to clarify and document policy and procedures pertaining to Councils management of its Swimming Pools at Crookwell and Gunning.

Recommendati on


1. Council adopt the Upper Lachlan Swimming Pools Operations Plan 2015-2016.

BACKGROUND Nil REPORT Council manages and operates Public Swimming Pools in Crookwell and Gunning. A Swimming Pools Operations Plan has been completed to clarify Councils existing policy and procedures in relation to the Pools. The Plan provides a support document for Council, Council staff and the Public in understanding the Swimming Pools framework for operations. POLICY IMPACT Documenting existing Council Policy. OPTIONS Nil FINANCIAL IMPACT OF RECOMMENDATIONS In accordance with 2015-2016 Operations Plan.

RECOMMENDATION That - 1. Council adopt the Upper Lachlan Swimming Pools Operations Plan 2015-2016. ATTACHMENTS

1.View SWIMMING POOL OPERATION PLAN 2015 Attachment

Item: 10.4 Attachment 1.: SWIMMING POOL OPERATION PLAN 2015



Swimming Pools Operations Plan

2015 - 2016

Item: 10.4

Attachment 1.: SWIMMING POOL OPERATION PLAN 2015


1 Introduction ................................................................................................ 4 1.1 Commencement .................................................................................. 4 1.2 Application ........................................................................................... 4 1.3 Definitions ........................................................................................... 4

2 Pools .......................................................................................................... 5

2.1 Crookwell Swimming Pool ................................................................... 5 2.2 Gunning Swimming Pool ..................................................................... 5

3 Administration of Swimming Pools ......................................................... 5

3.1 Records ............................................................................................... 5 3.2 Records to be maintained by each Pool .............................................. 5

4 Work Health & Safety ............................................................................... 5

4.1 General Compliance ............................................................................ 5 5 Clubs, Schools, Businesses .................................................................... 6

5.1 General ................................................................................................ 6 5.2 Swim Clubs ......................................................................................... 7 5.3 Kiosks .................................................................................................. 7 5.4 Coaches / Commercial Instructors ...................................................... 7 5.5 Schools ............................................................................................... 8

6 Restrictions on Staff & Operations ......................................................... 8 7 Operating Hours ........................................................................................ 9

7.1 General ............................................................................................... 9 7.2 Specific Conditions on Hours .............................................................. 9 7.3 Crookwell Swimming Pool Hours ........................................................ 9 7.4 Gunning Swimming Pool Hours .......................................................... 9

8 Fees ......................................................................................................... 10

8.1 Evidence of Age ................................................................................ 10 8.2 Fees .................................................................................................. 10

9 Bookings .................................................................................................. 11

9.1 General ............................................................................................. 11 9.2 Cancellation of Bookings ................................................................... 11 9.3 Standing Bookings ............................................................................ 12

Item: 10.4



10 Managing Tardiness ........................................................................... 12 11 Conditions of Entry - All Pools ........................................................... 12 12 Activities Requiring Approval - All Pools ........................................... 14 13 Young Children ................................................................................... 14 14 Abandoned Children ........................................................................... 15 15 Authority ............................................................................................... 15 15.1 Refusal to comply .............................................................................. 15 15.2 Appeals ............................................................................................. 16 16 Routine Lane Allocation ...................................................................... 16 17 Diving Platform .................................................................................... 17 18 Access for people living with a disability ........................................... 17 18.1 Assistance ......................................................................................... 17 18.2 Guide dogs ........................................................................................ 17 18.3 Pool Access ....................................................................................... 17 18.4 Limits on manual handling and care of impaired persons ................... 17 18.5 Refund entitlement ............................................................................ 17 19 Emergencies ........................................................................................ 18 20 Mass Evacuations Plans .................................................................... 18 21 Access to Council Resources ............................................................ 18 22 Display of Code of Conduct & General Conditions of Entry ........... 18 Booking Application Form/Terms and Conditions Agreement (Appendix A) ..... 27 Daily Inspection Checklist (Appendix B) ........................................................... 29 Daily Attendance Sheet (Appendix C) .............................................................. 30 Pool Water Testing Sheet (Appendix D) ........................................................... 32 Incident Report Form (Appendix E) .................................................................. 34 Accident Report Form (Appendix F) ................................................................. 35 Eviction Report Form (Appendix G) .................................................................. 36

Item: 10.4



1 . I n t r od uc t i on This Operations Plan provides the instructions necessary for Council staff to administer the routine functions of its swimming pool facilities. The aim of this Operations Plan is to provide facilities which promote a healthy lifestyle, and social interaction, for the residents and visitors of the Shire. The Upper Lachlan Shire Council Operations Plan considers the following for the Shire's Swimming Pools:

a) operating hours b) user charges c) lane configurations to provide for various activities d) minimum requirements for businesses e) general conditions of entry

1.1 Commencement This Operations Plan is effective from the commencement of the 2015/2016 swimming pool season. The Plan will remain in force until reviewed by Council. 1.2 Application This Operations Plan applies to the two public swimming pools operated and maintained by Council (Crookwell and Gunning) This Operations Plan does not affect the operation of any Act or Regulation relating to the appropriate management of public swimming pools. Practice Note 15 (produced by the NSW Department of Local Government) will provide guidance on any standard not specifically discussed in this Operations Plan. 1.3 Definitions In this Operations Plan:

"mass evacuation plan" means a plan designed to ensure the safe egress of large organised groups from the swimming pool grounds

"Pool Manager" is a pool attendant who is also responsible for daily maintenance and general operations at a swimming pool

"Pool Attendant" is a person qualified (and being employed by Upper Lachlan Shire Council) to supervise a swimming pool

"WH&S" means Work Health and Safety

"Code of Conduct" is signage provided at a pool which communicates to the public the standard of behaviour required on swimming pool grounds.

Item: 10.4



2 Pools Council aim's to provide the following pool related facilities: 2.1 Crookwell Swimming Pool

a) A 331/4m swimming pool b) A toddler's pool. c) A 1m diving platform d) A lifting chair to provide an alternative means of entering the main

swimming pool. 2.2 Gunning Swimming Pool

a) A 25m swimming pool b) A toddler's pool. c) A lifting chair to provide an alternative means of entering the main

swimming pool. 3 Administration of Swimming Pools 3.1 Records

a) Staff will ensure all records for the operation of swimming pools are legible, and kept for the minimum period of time as per Councils record keeping policy.

3.2 Records to be maintained by each Pool

A “Daily Checklist” (see Appendix B).

A daily log attendance by the public (see Appendix C).

Water analysis records (see Appendix D).

Incident Report (see Appendix E).

Accident Report (see Appendix F).

Eviction Report (see Appendix G).

A daily diary in which all incidents, accidents and events are to be recorded.

Material Safety Data Sheets (MSDS) for all chemicals used to sanitise swimming water.

4 Work Health & Safety 4.1 General Compliance

a) Contractors will either comply with Councils WH&S policies and procedures, or have their own policies and procedures that are as thorough as Councils Procedures and Policies. This will be clarified at the time of engagement.

b) All incidents are to be reported in accordance with Council's

WH&S procedure.

Item: 10.4



c) All accidents are to be investigated and reported in accordance

with Council's WH&S procedure.

d) All other organisations operating at the pools (see Section 5), that are covered by the NSW WH&S Act, will have WH&S policies to a standard that meets the minimum required by the Act.

5 Clubs, Schools, Businesses 5.1 General A person business/club etc wishing to conduct trade at a swimming pool must (in addition to other more specific requirements explained in this document):

a) Have a current workers compensation policy, if they employ any staff. b) Possess a public liability insurance policy (minimum value AUD$10,000,000.00).

c) Ensure that the number of clients can be accommodated in the

pool space provided by Council to conduct their intended activities.

d) Provide all equipment associated with their activity. This includes kickboards, seats & stands for small children, balls, nets, etc and must ensure that the items are designed and approved for the intended purpose and in good working order.

e) Comply with all pool rules including strict adherence to the Code of Conduct, Conditions of Entry, and Prohibitions for Swimming Pools.

f) Complete and comply with “Terms and Conditions” for the Hire of

Facilities (see Appendix A). Council staff may prohibit any business which is not in keeping with the principal purpose of a swimming pool. The phone number at the pool is not to be provided as a point of contact for a business nor is it available for use by businesses. A commercial business (such as a gym or instructor) must request in writing the use of a lane or exclusive access to a portion of a pool. Lane bookings will not be accepted whilst the Swimming Club is using the pool.

Item: 10.4



5.2 Swim Clubs

a) Council will allow the formation of one swim club at each swimming pool. The swim club will be provided storage areas, and preference for pool bookings. The current swim club at each pool will be the preferred swim club. No other swim club will be recognised whilst these swim clubs are in existence.

b) The Swim Club must

i, be incorporated and have a constitution ii. Be run by an elected committee that consists of at least the

following office bearers, President, Secretary, Treasurer. iii. Coaches must hold a current AUSTSWIM Teacher of

Swimming and Water Safety Certification, and a current CPR Certificate.

iv. Have public liability insurance to the value of $10 million.

v. Provide and maintain their own equipment. The use of which must be approved by the pool attendant.

vi. Ensure sufficient supervision is provided to perform the custodial role of members under 10 and not rely on the Pool attendants to perform this role.

vii. Nominate a liaison person (ie committee member) to discuss operation matters in relation to the daily use of the pool. The aim of this requirement is to avoid confusion as to the Swimming Clubs requirements during each swimming session, and avoid the potential for harassment of pool attendants to occur.

5.3 Kiosks

The Crookwell Swimming Pool is equipped with vending machines only. No kiosk facilities or vending machines are provided at the Gunning Swimming Pool.

5.4 Coaches /Commercial Instructors /Other Clubs

a) Swimming coaches and instructors will only be provided a dedicated lane if they hold a current AUSTSWIM Teacher of Swimming and Water Safety Certification, and a current CPR Certificate. Lanes must be booked in accordance with Section 10.

b) In the case of a business wanting to run fitness programs (e.g.,

aqua aerobics) they must provide evidence that their instructors possess a minimum of a Certificate III in Fitness, and a current Senior First Aid Certificate.

c) Lap training (requiring a dedicated lane) will not be permitted whilst

the swim club is using the pool or when the pool is booked by an organisation in accordance with Section 10. Coaches are

Item: 10.4



encouraged to train at an alternate time to the Swimming Club or make an arrangement to share Swimming Club allocated lanes.

d) Parents or Guardians must escort children under 10 years old to

and from Coaches/Instructors.

e) These conditions apply to any activity at the pool where a fee is paid to the supervising individual or business.

5.5 Schools

a) It is the responsibility of the School to perform the custodial role of students (not the responsibility of life guards).

b) A school must ensure it provides adequate supervision to school

students attending the venue. Should school children be left without a teacher the children will be immediately required to vacate the water and the school contacted to arrange their collection. The Principal of the School, NSW Department of Education, and WorkCover NSW will be advised in writing of the event.

c) School children under the age of 10 are not permitted to enter

pool grounds unless their supervising teachers are present. d) Underwater breath holding competitions (races) may not be held

by schools, nor permitted during free time by supervising teachers due to the risk of Hypoxic Blackout (Teachers wishing more information on this matter should refer to the Department of Education and Training memo DN/04/00543 available at www.sports.det.nsw.edu.au/latest_news/year_2005/hypoxic.htm

e) Schools are required to participate in any Mass Evacuation Plan

implemented by the Pool Attendant. This includes teachers taking specific roles in ensuring the pool premise is evacuated quickly and efficiently.

f) Principals of each School wishing to utilise Council Swimming

Pools must sign and return an acknowledgement and acceptance of Council's rules and any relevant procedures prior to first use of the pool each season or entry will be refused.

6 Restrictions on Staff & Operations

a) Council staff are not permitted to volunteer to facilitate (supervise) the running of a community event at the pool.

b) A Council staff member is allowed to volunteer or participate in a

community event at a pool where other staff members of Council have been rostered to provide supervision and operate pool plant and equipment.

http://www.sports.det.nsw.edu.au/latest_news/year_2005/hypoxic.htm

Item: 10.4



c) Only trained Council staff are permitted to operate swimming pool

facilities and provide supervision of swimming events at Council's pools.

d) Councils Policy is to provide one life guard for 100 swimmers.

7 O p e r a t i n g H o u r s 7.1 General

a) The following is standard for each swimming pool

i. Season commences the first Saturday of November each year. ii. Season Ceases: No later than the 31st of March each year iii. The Pool may be opened early for NSW Department Sport

and Recreation learn to swim program for schools. iv. Closed Christmas Day. v. Crookwell Swimming club will be accommodated one

weekday evening -currently Friday evening. vi. The pool attendant may change pool operating hours subject

to the weather or due to critical maintenance issues. 7.2 Specific Conditions on Hours

a) A pool may not open, or may close early due to:

Safety reasons (e.g., lightning is eminent or forecast, or contamination event etc).

Inclement weather accompanied by low patronage. b) A pool attendant has the authority to close one or more pools within

the pool grounds. c) A pool attendant has the authority to close sections of the pool

grounds. 7.3 Crookwell Swimming Pool Hours Season Commencement Date: 7 November 2015

Months Day Time

November - March Monday – Thursday 11am – 6.00pm

Friday 11am – 5.00pm

Weekends 11am – 6.00pm

Public Holidays As normal

Christmas Day Closed

7.4 Gunning Swimming Pool Hours Season Commencement Date: 7 November 2015

Months Day Time

November - March Monday - Friday 11.00 am – 6.00 pm

Weekends 11.00 am – 6.00 pm

Public Holidays As normal

Christmas Day Closed

Item: 10.4



8 F e e s 8.1 Evidence of Age

a) Evidence of age can be requested as a condition of entry to the pool grounds (for the purpose of determining which fee to charge or to confirm they are a responsible adult for the purpose of attending minors).

b) Acceptable evidence of age will be a current "Proof of Age Card",

Divers Licence, or Australian Passport. c) A person who cannot provide evidence will be charged the Adult

entry fee or advised they cannot enter the grounds as a supervisor of persons under the age of 10 (as appropriate).

8.2 Fees

a) Fees will be charged for pool entry and pool services in accordance with Council's Management Plan.

b) Children under the age of 2 are admitted for free.

c) A spectator is a person over the age of 3 who enters the ground

and does not swim.

d) A teacher or teacher's assistant will be charged the applicable rate.

e) Council staff that enters pool grounds for recreational purposes is required to pay the pool entry fee or possess a current season ticket.

f) Swimming instructors and special event participants are required to

pay the entry fee. g) Fees will not be reimbursed if an individual is prohibited from

swimming pool grounds because of unacceptable behaviour. This includes reimbursement of the balance of a season ticket.

h) Council may enter into an agreement with schools and groups for a

method of paying entry fees other than at the gate (e.g., invoice).

i) A season ticket holder must present their season ticket when requested at the time of entry, or pay the appropriate entry fee at the gate.

j) Contractor staff replenishing vending machines are not required to

pay an entry fee provided they do not undertake swimming activities.

Item: 10.4



k) Persons attending an organised event at a pool where a fee is being charged for the event, are still required to pay the entry fee (if they are not a season ticket holder) unless the event organiser pays the entry fee on their behalf (eg as part of the event entry fee).

9 Bookings 9.1 General

a) All bookings must include a completed Booking Application Form and Terms and Conditions Agreement Form (Appendix A). Swimming clubs are not exempt from the need to obtain Council's consent for events outside ordinary hours (other than standing bookings — Section 9.3).

b) A minimum of one calendar month's notice is required to book a

swimming pool during normal operating hours or outside operating hours.

c) The Manager of Operations or Director of Works and Operations

may consider and approve applications for events outside the official operating hours of the pool, but must report any approved events to Council.

d) Bookings will be confirmed on a "first come first serve" basis.

Where a conflict arises, Council may need to cancel a booking in accordance with Section 9.2.

e) Council staff will contact schools prior to the commencement of

the swimming season to book dates for annual swimming carnivals.

9.2 Cancellation of Bookings

a) Council will not provide compensation for an event cancelled by Council, as Council does not charge rental fees for bookings.

b) Council has the right to cancel or change bookings at any time.

c) Where a booking is cancelled, Council staff will endeavour to

provide an acceptable alternative, when such an alternative can be accommodated.

d) When there is conflict between bookings, Council will attempt to

negotiate an outcome that suits all, however, if that is not possible then preference will be given as follows:

1. An event approved by resolution of Council (includes standing bookings)

2. National /International Events (including public holidays and days of national significance.

3. State Events, Regional Events

Item: 10.4



4. Community Local Events (i.e. all school event, competition etc)

5. Annual School Swimming Carnivals 6. Relevant Local Incorporated Swimming Club 7. Activities organised by Federal or State Government

Departments 8. School requests (eg, school sport or physical education

classes) 9. Community Groups 10. Charity fund raising events 11. Private Swimming Instructors, Commercial Businesses

Activities (Gyms) 12. Private Functions

9.3 Standing Bookings Staff are to facilitate the following bookings each year (subject to the

receipt of an application and presentation of any required insurances /mandatory supporting documents).

a) The Crookwell Swimming Club – weekly meet during the normal

swimming season for the pool between the hours of 5pm and 8pm on an agreed business day weeknight.

b) One swimming carnival school event per school located in Upper

Lachlan Shire Council.

c) State /regional school swimming carnivals.

d) Intensive swimming (lessons) for schools. 10 Managing Tardiness

a) Where a swimming club, sporting club, school, organisation or individual does not vacate the pool or pool grounds by the required time, the Manager of Operations or Director of Works and Operations, may issue a tardiness notice (in writing).

b) On the third occasion of tardiness a 4 week cancellation of their

booking will be automatically implemented. If a subsequent tardiness event occurs after the 4 week cancellation period ends, the booking will be cancelled for the remainder of the season.

c) Neither refunds nor compensation will be paid where bookings

have been cancelled due to tardiness. 11 Conditions of Entry - All Pools The following conditions of entry apply to all persons: (within swimming pool grounds without written exemption from Council):

Item: 10.4



A person must:

a) Shower & toilet before entering pool b) Follow all directions given by pool attendants c) Pay the entry fee on entering the pool grounds or display a current

season ticket,

d) Comply with Section 12: Activities Requiring Approval - All Pools

e) Not swear

f) Not run on concrete areas

f) Not "bomb" (jump on) other patrons

g) Not obstruct the entry/exit points to a pool (including sitting on stairs).

h) Not interfere with any pool safety equipment

i) Follow all directions for the safe use of diving platforms

j) Not enter pump rooms or chemical storage areas

k) Not enter the Pool Attendant’s office (excepting for the receipt of

first aid or instruction)

m) Adhere to the signposted rules (“general Code of Conduct”) for swimming pools

n) Ensure children under the age of 10 are accompanied by a

responsible adult (16 or over).

o) If requested, provide evidence of age

p) Wear an appropriate unsoiled bathing costume at all times

q) Be unsoiled before entering a pool

r) Not urinate or defecate (anywhere other than in a public toilet)

s) Not attempt to enter the swimming pool grounds whilst intoxicated or under the influence of illegal drugs, nor bring or consume alcohol or illegal drugs on pool grounds

t) Not cause or permit an animal, that is under the person's control, to

enter or remain in swimming pool grounds

Item: 10.4



u) NO Smoking

v) Not take photographs, or make video (or electronic) recordings in change rooms

w) Not sit on, dive over, or otherwise interfere with lane ropes.

x) Not damage, deface, interfere with or alter swimming pool

infrastructure

y) Not obstruct any authorised person/employee of Council, or contractor to perform their required duties.

z) Not enter the water if they have sores, open cuts or contagious

infections/afflictions. 12 Activities Requiring Approval - All Pools A person must not do any of the following (within swimming pool grounds without either the written exemption from Council, or verbal approval from the senior attendant on duty). Permission will not be unreasonably withheld:

a) Engage in trade or commerce; nor distribute any circulars, advertisements, paper drawing or photographic material

b) Bring or use inflatable devices (such as air mattresses, but

excluding flotation devices or kickboards specifically designed as learn to swim aids), domestic pool toys, or balls onto the grounds

c) Use scuba diving fins

d) Play or conduct any unapproved sport or contest

e) Camp or reside on the land

f) Bring or leave any rubbish, refuse, scrap metal (including remains

of vehicles), rock, soil, sand or any other such substances onto swimming pool grounds,

g) kill, capture or in any way interfere with any animal, bird, fish or

other fauna, whether native or introduced, plant any tree, shrub, herbage or other plant without prior consent Offenders will be prosecuted under relevant State or Federal Law

13 Young Children Excluding change rooms, all children must wear either:

a) a clean (unsoiled) bathing costume or, b) a water proof nappy at all times when in the pool grounds

Item: 10.4



14 Abandoned Children Where a child (under the age of 10) is identified as abandoned at the pool (ie, without the required supervision), a pool attendant will firstly ensure the physical safety of the child (remove from the water) and then attempt to contact the parent(s) /legal guardian (via phone if a number is provided). Any child abandonment incident is to be recorded in the pool diary. Children, under 10 years old, being dropped off for swimming lessons etc must be escorted to the instructor and picked up from the instructor. This will be a condition of operation for the instructor. Dropping off a child does not constitute spectating and so no fee will be charged. If a parent is unable to be contacted by phone or refuses to collect the child or does not arrive within 30 minutes to collect the child the pool attendant will contact either the NSW Police Service or Department of Community Services (DOCS) to arrange the transfer of the child into their custody. The 24 hour contact number for DOCS is 13 2111. Pool attendant shall ring their Manager or delegate within 2hrs to advise of incident & complete a written incident report within 24hrs 15 Authority The pool attendant on duty may:

a) Request a person to leave the swimming pool grounds at any time, and

b) Implement a temporary or permanent prohibition on entry to

swimming pool grounds. A ban at any one pool in the Shire applies to all pools operated within the Shire. If a ban is applied upon a person who is supervising others, they must also leave the pool. Poorly behaving spectators may also be banned from swimming pools. Pool attendant to complete an incident report so the person can be formally notified of the ban in writing 15.1 Refusal to comply A patron refusing to comply with the directions of a pool attendant will:

a) Automatically be banned from entering any Upper Lachlan Shire swimming pool grounds for the remainder of the pool season

Item: 10.4



Pool attendants are to contact the NSW Police to arrange the forced removal of an offender and complete an incident report with information obtained by the police from the non compliance patron. 15.2 Appeals A person who wishes to appeal the imposition of a ban is entitled to write to Council for a review, and state their reasons why the imposition of a ban is unfair. A review will be conducted within 28 days of receipt of correspondence, and the appellant notified of the outcome of the review in writing. 16 Routine Lane Allocation The following lane allocations are the default setting for a pool (unless the pool is booked out). The pool attendant may decide to adjust lane allocations to suit the use on a particular day. This will be based on the attendant's judgment of the current and likely numbers of swimmers. The attendant's decision is final. Harassment of the attendant (either as an individual or a group) with regard to lane allocation will not be tolerated. Those guilty of harassing attendants (ie challenging the attendants allocation of lanes after the attendant has considered their initial request to review the lane allocations) will be warned in writing, that if harassment reoccurs during the swimming season, the perpetrator will be banned for the season (with no refund of season tickets). If, after asking the pool attendant to consider a reallocation of lanes, a pool user believes that lane allocations are not being properly monitored by the attendant they should address their detailed concerns (date, time, numbers etc), in writing, to the General Manager (attention of the Director of Works). It is expected that Swimming Club members will

a) Use the lanes allocated to the Swimming Club and; b) Direct any questions in relation to the setup of the pool to the

attendant through the nominated liaison person, (see 5.2.viii). At least one (1) lane at the edge of the pool will remain available to the general public at all times when the pool is open to the public for general use. Provision of an edge provides both elderly and young swimmers with a quick point of respite in the event of fatigue. Private swimming coaches or businesses will need to liaise with the Swim Club if they want to conduct business or coaching activities requiring the use of lanes allocated to the Swimming Club. Private swimming coaches or businesses will not have exclusive access to Dedicated Lanes whilst the

Item: 10.4



Swimming Club is using the pool, for any session. Where lap swimming is provided for the general public the pool attendant may decide to grade each lane as slow, medium or fast. 17 Diving Platforms Where diving platforms are provided these will only operate at the discretion of the pool attendant. Safety is the paramount consideration when deciding to operate a diving platform. A diving platform will be closed by the placement of a sign and/or barrier between the end of the board and the route which a person using a diving board correctly, would normally enter. A person who uses a diving platform that has been closed will be asked to leave the pool, and pool grounds immediately A person who uses a diving platform in a manner which endangers others will be asked to leave the pool and pool grounds immediately. A refund of the pool entry fee will not be given to a person instructed to leave the pool grounds because of incorrect use of a diving platform. 18 Access for people living with a disability 18.1 Assistance Staff are to provide all reasonable assistance to people living with a disability to facilitate the enjoyment of the swimming pool facilities by all patrons. 18.2 Guide dogs Trained guide dogs are permitted on swimming pool grounds. 18.3 Pool Access Council will aim to provide a lifting chair at each pool and will assist with its operation upon request. 18.4 Limits on manual handling and care of impaired persons

a) Council will not operate or provide access to a lifting chair if a person wishing to utilise the facility is (in the opinion of the pool attendant) physically incapable of getting into or out of the chair without assistance from a pool attendant (manual handling).

b) The pool attendant is to document the problem encountered in the

pool diary (if possible, the name and contact details of the person who experienced the problem) and bring the event to the attention of the Pool Manager and supervisors to see if the problem can be

Item: 10.4



accommodated in future. 18.5 Refund entitlement If staff are unable to provide the assistance required to facilitate access to the pool for a person with a disability, a refund of pool entry is to be offered. 19 Emergencies

a) The contact number for emergencies is 000. b) The secondary contact number is either Council's Works Division

(during business hours) 02 4830 1000 or Council's after hours Emergency On call phone 0429 786 659 (Crookwell) or 0427 454 206 (Gunning).

20 Mass Evacuations Plans

a) A Mass Evacuation plan for both Crookwell & Gunning are reviewed and issued at the start of the session each year.

b) Prior to any large event (eg, a school carnival) the pool attendant will review the mass evacuation plan submitted by the event organiser.

c) Mass evacuation plans will be submitted to the WH&S Coordinator

for review & approval. 21 Access to Council Resources The phone in the swimming pool grounds is for the use of Council staff only to conduct Council business. 22 Display of Code of Conduct & General Conditions of Entry Both the Code of Conduct and the General Conditions of Entry will be displayed in a prominent place at each Pool. Under Section 632 of the Local Government Act 1993

Item: 10.4



Appendix A

UPPER LACHLAN SHIRE COUNCIL SWIMMING POOLS

TERMS AND CONDITIONS (INDUCTION)

FOR THE

HIRE OF FACILITIES

Upper Lachlan Shire Council Crookwell Office 44 Spring Street

CROOKWELL NSW 2583

Gunning Office 123 Yass Street

GUNNING NSW 2581

Taralga Office 29 Orchard Street

TARALGA NSW 2580

Item: 10.4



1. Purpose This document is used as a guide to inform all parties wishing to hire facilities, the minimum requirements and expectations of Upper Lachlan Shire Council. The Crookwell and Gunning Swimming Pools are owned and operated by Upper Lachlan Shire Council and Council endeavours to make the pool available to organisations for the purpose of hosting swimming events. The following terms and conditions shall apply from 1 November each year, and supersede all previous conditions and agreements previously signed. It is a condition of Hire that this document shall be signed by all parties and that a booking confirmation shall be forwarded to the Hirer before the event. 2. Risk Management

Upper Lachlan Shire Council has a Duty of Care to all user of the Pool facility. Upper Lachlan Shire Council shall ensure that all Risk and identified Hazards are assessed and control measures are documented and in place to eliminate or reduce the risk of injury. The Event organiser shall submit a Risk assessment for each event at the pool facilities. The following reference information is available on the internet from the various organisations Royal Life Saving Society ‘Guidelines for Safe Pool operations”. Department of Local Government Practice Note No.15 NSW Department of Health Guidelines Department of Education Sports Unit Guidelines

3. Known Risks & Controls

Access and Egress: Upper Lachlan Shire Council will ensure safe Access and Egress to the Crookwell and Gunning Swimming Pools. Entry to the Swimming Pool for participants, officials and spectators is permitted 30 minutes prior to the specified time of Hire Commencement. During the allocated booking time, access to the water is limited only to the booked water space confirmed. If additional space is required, consultation with the Pool Manager is mandatory to determine whether or not additional space is available. Warm-up time can be only granted if it has been pre-booked. Hirers may use only the areas of the pool that has been booked for their use.

Item: 10.4



This area shall be marked on the facility map provided in this ‘Terms and Conditions’. Car parking shall be provided as standard. Hirers are reminded that “Disabled Parking’ is only for those persons who display the relevant permit as supplied by the RTA. Arrangements for special access for equipment drop off/pick up may be made at the time of booking.

Other Users: Hirers are reminded that there may from time to time be other users of the Pool. The Hirers agrees that unless specified in the “Terms and Conditions” they do not have exclusive rights to the whole of the Pool. The Hirer is responsible for ensuring that participants and spectators respect the rights and amenity of other users of the Pool.

Hazards Upper Lachlan Shire Council acknowledges that there are hazards specific to the respective Pools and the hosting of events. Staff will identify and control identified hazards, and request that other hazards are reported immediately to the Pool Manager. Hazards identified at the centre are listed below, but are not limited to: Slips, trips and falls Drowning Cuts and Abrasions UV exposure Weather conditions Noise Bites and stings Hazardous chemicals Explosion Electrocution

Hazardous Chemicals Chemical use for the Chlorination of the Pool is essential for the Health of people accessing the pool. Therefore all chemicals will be stored and used as per Manufacturers / WorkCover Guidelines; Signage will be displayed warning the general public from entering these storage areas. No unauthorised person is to enter a restricted area or Plant room. Some people may be affected by Chlorinated water. It is advised that “Swimming Goggles” be worn and showering after swimming, to reduce the risk of skin or eye irritation.

Item: 10.4



Slips, Trips and Falls The surface area around the pools can become slippery when wet, Pool staff request that all persons entering the pool area DO NOT RUN, and walk carefully when on wet and slippery surfaces. Pool staff will make every effort to ensure that surface areas are safe for normal activities around the pool concourse.

UV Exposure The staff of the Pool urges all persons entering the Pools to practice”Sun Safe” procedures. Damage to skin tissue can be severe and cause long lasting damage to people of all ages and skin types. With this in mind shade areas have been provided and request that sun screen is applied or suitable clothing is worn at all times when exposed to UV conditions. Some sun screen is available at the office upon request. Pool staff will promote SUN SAFE at all times.

Weather Conditions Weather conditions can affect the safety of all persons entering the water. If the Pool Manager is aware of dangerous weather conditions, all persons will be requested to leave the water immediately. No person is to re-enter the water until the all clear is given by the Pool Manager.

Drowning Drowning is a hazard associated with any water activity; Pool staff are trained in the correct rescue and resuscitation of persons in distress. Staff will be in attendance to ensure a safe swimming environment, and request that all people behave in an appropriate manner to ensure the safety of all persons entering the Pool facilities.

Electrocution At no time is any electrical equipment brought into the Pool to be used near the pool edge. Only electrical equipment that is approved by the Pool Manager may be used, and on the grassed areas only. The equipment must be tagged and tested (current) and used with caution. All electrical cords are to be free from damage, tagged tested and not run along the ground surface. Where possible and Earth Leakage device will be fitted to the appliance. No extension cords of more than 30 mtrs may be used.

Noise If using PA system for carnivals, users should avoid using them constantly, and use them for announcements only.

Item: 10.4



EMERGENCIES: In the event of an Emergency, staff will direct all patrons through the emergency exits points, and request that all persons assemble at the nominated assemble areas shown on the map provided. To assist in ensuring all persons are accounted for, Organisers will ensure that a list of all attendees is available to staff on request. Please ensure all persons under your control leave the area quickly and in an orderly manner. Assistance for disabled or elderly patrons must be given priority. Please instruct persons under your control not to return for personal belongings. NO PERSONS WILL BE ALLOWED TO RE-ENTER THE POOL UNTIL SAFE TO DO SO AS AUTHORISED BY THE POOL ATTENDANT TERMS AND CONDITIONS: Failure to comply with these Terms and Conditions may affect future applications for bookings:

Responsibilities: Upper Lachlan Shire Council shall be responsible for providing:- Lane Set up Removal of lane markers on request 1st Aid Facilities for general public Vending machines for snacks and drinks Pool attendant on site for the duration of event exclusive use of area, so determined at time of booking Risk and hazards control measures for the general public safe access and egress for all participants, spectators and officials garbage bins for waste collection Clean and suitable amenities and showers

The Hirer shall be responsible for the following:- Shall provide Council with a current Risk Assessment, taking into

account risks and specific swimming capabilities of participants. Ensure that trained Supervisors are in attendance at all times.

1. Bronze Medallion (current) copies of which are to be presented at the time of booking.

2. Senior 1st Aid Certificate (current) copies of which are to be presented at the time of booking.

3. Senior Resuscitation (current) copies of which are to be presented at time of booking.

Supervision of conduct by all participants, spectators and officials. Supervision of swimming events Safe and orderly access and egress from the centre by participants

and spectators, including the park area.

Item: 10.4



Supervision of participants and spectators in change rooms Ensure that all participants and spectators do not enter prohibited

areas including:- staff rooms, plant rooms, storage bays (unless authorisation has been given by the Pool Staff)

Ensure, in case of school groups, that they meet their responsibilities under any existing ministerial guidelines.

Ensure all participants stay within designated area unless competing or using amenities.

Provide ‘Sun Safe’ supervision for all participants, spectators and officials.

Supervision of children when visiting the amenities. Provision of suitable 1st Aid Kit (1st Aider to be easily identified) Event Officials / Supervisors (easily identified). Upon request shall have at all times a list of names of participants,

spectators and officials in attendance at the event. Notify Pool employees of any hazards immediately. Notify Pool employees of any incident or near misses. Do not allow any person to wilfully interfere with equipment, buildings

or structures. Shall not allow any person to endanger the health and wellbeing of any

person having access to the Pool. Condition of Entry: Please note: these conditions apply to all users of the centre:- All centre users are entitled to enjoy their desired activity in a pleasant, healthy and safe environment. Therefore the following are not permitted: 1. Running / Jumping into shallow water 9. Litter 2. Pushing 10. Alcohol and drugs 3. Diving into shallow water 11. Food at pool level 4. Smoking 12. Bombing or back-flips / diving 5. Glass 13. Offensive language 6. Playing on lane ropes 14. Eating or drinking in the pools 7. Chewing Gum 15. Use of mobile phones or

photographic 8. Skateboarding / scooter / bicycle / skates Children under the age of 10 yrs must be closely supervised by an adult (16yrs and over) Users must comply with all reasonable requests made by Pool staff. Failure to comply may result in expulsion from the Pool.

Item: 10.4



Cleaning / Damage: Hirers are responsible for:- Ensuring that novelty items such as streamers, pom poms or balloons

are prohibited on the pool deck level. If those items do become a problem, hirers will be asked to remove then from the centre.

Ensuring that the booked area is left in a clean and tidy condition and that no damage has occurred (if extra cleaning or maintenance is required, your organisation will be expected to meet all costs incurred by Council).

Ensuring that no glass or plastic cups are distributed (it is suggested that foam or paper cups can be used)

First Aid: The Pool facility is responsible for providing:- First Aid Services for minor injuries or immediate response until the

arrival of an ambulance for general public. Give assistance in an emergency e.g. multiple injuries

The Hirer is responsible for providing:- Portable First Aid facilities to be available for event organisers,

participants and spectators. First Aid trained supervisors (current Senior First Aid minimum) Immediate response to any incident arising from their event. Reporting of any incident or near miss to Pool Staff as soon as

practicable. Catering: Vending machines are available for the purchase of snacks and drinks. No sale or distribution of food can occur without prior approval. Exemptions are:- Individual or families bringing food or beverages into the centre for their

own use. Carnival officials catering for themselves only School teachers attending school carnivals catering for themselves

Insurances: Your organisation is to effect at it’s own cost Public Liability Insurances for a cover no less than 10 million dollars (10,000.00) for each claim in the names of Council as owners and your organisations as occupiers of the area concerned as to their respective rights and liabilities. A copy of the policy is to be lodged with Upper Lachlan Shire Council office prior to the event. Cover notes are not accepted as a certificate of currency for insurance purposed.

Item: 10.4



Unforseen Circumstances: Management reserves the right to alter or cancel bookings at short notice due to late bookings for major events or other unforseen circumstances. Should this occur, every effort will be made to accommodate your booking at an agreed time. Fees and Charges: Pool fees are set annually by Upper Lachlan Shire Council and

normally apply from 1 July to 30 June the following year. Fees and Charges applied to a booking will be those current at the time

the usage occurs and therefore may vary from those quoted previously. Upper Lachlan Shire Council recommends organisers confirm fees and charges at least 1 month prior to the event.

Due to the busy nature of the Pool it is important that bookings finish on time. If the booking runs over the allocated time without prior permission from the Pool Management the full hourly fee applies to each hour or pat thereof in excess.

Pool Management requires three (3) working days notice of cancellation from the date of booking affected. Cancellation of bookings may be subject to administrative fee. If this notice is not given you will be charged the full fee for the booked space.

All cancellation or alterations to bookings must be requested in writing. These must be submitted to the Pool Management and may be email to [email protected] or faxed (48322066). Telephone cancellations or alterations will not be accepted.

Cancellation/alteration requests must be signed by the person who made the original request, and will not be deemed effective until received by the administration office. All requests are subject to management approval and may incur a fee.


Item: 10.4



Appendix A


SWIMMING POOLS

BOOKING APPLICATION FORM School / Group: ______________________________________________ Contact Teacher / Leader: ______________________________________ Position: ______________________________________ ______________ Phone: _____________________ Mobile: _________________________ Fax:_______________________ Email:__________________ ________ Proposed Date of Event _____/_____/_____ Alternate _____/_____/_____ Proposed Time of Event _________ am/pm ________ am/pm Estimate number of Students: _______________ Age Groups ___________ Level of Swimming a. learners b. basic c. intermediate d. advanced 1) Carnival: Student admission As per Council Management Plan 2) Lesson: Student Admission as per Council Management Plan Note: (The Royal Life Saving Society recommends one life guard per 100 students) Comments: ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ I have applied for a booking on the dates above and at time listed: Signed: _____________________ on behalf of: _______________________ (Name of school/organisation)

Item: 10.4



TERMS AND CONDITIONS AGREEMENT FORM

HIRERS INFORMATION: Name of School / Organisation: ____________________________________ Address: ______________________________________________________ Phone: __________ Mobile: ____________ Email: ___________________ Name of representative(s) (must be of 18yrs of age or over) who will personally present and in charge of the group: 1). Name ________________________ Phone ____________________ First Aid Yes Expiry Date __/__/__ Bronze Medallion Yes Attained Date __/__/__

2). Name ________________________ Phone ____________________ First Aid Yes Expiry Date __/__/__ Bronze Medallion Yes Attained Date __/__/__

3). Name ________________________ Phone ____________________ First Aid Yes Expiry Date __/__/__ Bronze Medallion Yes Attained Date __/__/__

Estimated total of participants and Officials ______ Spectators _________

I have read and accept these Terms and Conditions:

Signed: ____________________ On behalf of: ________________________ Date: ___/___/___

Office Use Only

Reference: _________________ Date: __/__/__ Type: _________________ Special Conditions: ____________________________________________________ Hire Fee $ ______ Deposit $ ______ Date: __/__/__ Final Payment $ _____ Date: __/__/__ Comments: ______________________________________________________________

Item: 10.4



Appendix B

CROOKWELL/GUNNING SWIMMING POOL

DAILY INSPECTION CHECKLIST Weather: ______________________ OK NOT

OK N/A

1. Check Plant (Pump room) 2. Check pool for hazards/objects 3. Check concourse for hazards/objects 4. Check fence line for hazards/objects/holes 5. Check Diving Board (for fractures etc) 6. Clean Toilets 7. Commence water sample test 8. Check oxygen and equipment set up 9. Make sure spinal board is ready to use 10. Check 1st Aid Kit is correct 11. Make sure phone service is working 12 Make sure all paperwork is up to date 13. Make sure correct P.P.E is worn at all times

(sunscreen, hat, glasses)

Actions/Comments: ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ ______________________________________________________________ ______________________________________________________________

Inspection by: _______________________________________ Signed: ____________________________ Date: _______________________ Time: __________________________

Item: 10.4



Appendix C

YEAR TO DATE ATTENDANCE FROM PREVIOUS

DAY

ATTENDANT NAME: DATE:

CROOKWELL SWIMMING POOL

ATTENDANCE

Total

People

Entry

Fee

Total $

Paying - Adults

$4.00

Paying - Children

$3.00

Learn to Swim – Children

$1.00

Sub Total

Pool Passes – Adults

Pool Passes – Children

Pool Passes – Family

Sub Total

Spectator – Adults

Spectator – Children

Sub Total

TOTAL

Item: 10.4



YEAR TO DATE ATTENDANCE

YEAR TO DATE ATTENDANCE FROM PREVIOUS

DAY

ATTENDANT NAME: DATE:

GUNNING SWIMMING POOL

ATTENDANCE

Total

People

Entry

Fee

Total $

Paying - Adults

$4.00

Paying - Children

$3.00

Learn to Swim – Children

$1.00

Sub Total

Pool Passes – Adults

Pool Passes – Children

Pool Passes – Family

Sub Total

Spectator – Adults

Spectator – Children

Sub Total

TOTAL

YEAR TO DATE ATTENDANCE



Appendix D

POOL WATER TESTING SHEET

Date: Pool Location: Crookwell / Gunning Time

Testing

Due

Time

Testing

conducted

Temp

C

Total

Chlorine

mg/L

DPD 1+3 (a)

Free

Chlorine

Mg/L

DPD 1 (b)

Combined

Chlorine

mg/L Total-

Free

(a-b)

pH

Total

Alkalinity

Corrective actions taken Name of

Tester

10.30am

12.30pm

2.30pm

4.30pm

Cyanuric acid concentration (weekly measurement on Thursday or next operating day) _____________ Date: ____________

Calcium Hardness (weekly measurement on Thursday or next operating day) _____________ Date: ____________

Water Balance (weekly measurement on Thursday or next operating day) Date: ____________ Using the water balance chart on reverse, calculate the Langelier Saturation Index (LSI). The ideal LSI is 0.2 and the range is - 0.5 to 0.5

LSI = pH + TF + CF + AF – 12.1 where:

TF = Temperature factor

CF = Calcium Hardness factor

AF = Alkalinity Factor

_______ + _______ + _______ + _______ - 12.1 = __________ Calculated by ________________________

pH TF CF AF LSI (Signature)

Total Dissolved Solids (monthly measurement on 1st Thursday of month or next operating day) _____________PPT Date: ____________

Daily Maintenance Log Detail what was undertaken and at what time of the day.

Maintenance Area Maintenance undertaken Time of

maintenance

Signature



-

+Temperature

(C)

Temperature

Factor (TF)

Calcium

Hardness

Calcium

Hardness

factor (CF)

Total

Alkalinity

Alkalinity

Factor

(AF)

0 0.0 5 0.3 5 0.7

3 0.1 25 1.0 25 1.4

8 0.2 50 1.3 50 1.7

12 0.3 75 1.5 75 1.9

16 0.4 100 1.6 100 2.0

19 0.5 150 1.8 150 2.2

24 0.6 200 1.9 200 2.3

29 0.7 300 2.1 300 2.5

34 0.8 400 2.2 400 2.6

40 0.9 800 2.5 800 2.9

53 1.0 1000 2.6 1000 3.0



Appendix E

CROOKWELL/GUNNING POOL INCIDENT REPORT

Date: __________ Time: ____________ am/pm Report No: ____________ Incident: ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Action Taken: ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ Person Reporting Incident: Name: ____________________________________________________ Address: ____________________________________________________________ ______________________________ Postcode: __________ Others Involved: Name: _____________________________________________________ Address: _____________________________________________________________ ______________________________ Postcode: ___________ Name: _____________________________________________________ Address: _____________________________________________________________ ______________________________ Postcode: ___________ Lifeguard: Name: ________________ Sign: ________________________ Name: ________________ Sign: ________________________ Other staff: Name: ________________ Sign: ________________________ Name: ________________ Sign: ________________________ Duty Manager: _____________________________ Date: _________________



Appendix F

CROOKWELL/GUNNING POOL ACCIDENT REPORT

Accident Report No: _____________________________ Date: ______________ Reported by: _________________________ Time: ______________ Report written by: ________________________ Injured person: Name: ___________________________________ Age: ________ Address: _________________________________ Ph: _________ Nature of Injury: _____________________________________________________ ___________________________________________________________________ ___________________________________________________________________ Witnesses: 1. Name: _____________________________________________ Age: ______ Address: ___________________________________________ Ph: ________ 2. Name: _____________________________________________ Age: ______ Address: ___________________________________________ Ph: ________ 3. Name: _____________________________________________ Age: ______ Address: ___________________________________________ Ph: ________ 4. Name: _____________________________________________ Age: ______ Address: ___________________________________________ Ph: ________ Date of Accident: ______________________ Time of Accident: _______________ First Aid rendered by: _________________________________________________ Ambulance called: (Time): __________________ Arrival Time: ________________ Police Called (Time): ______________________ Arrival Time: ________________ Other: __________________________________ Arrival Time: ________________ Remarks: ___________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ Signature LP: _____________________ Guardian/Parent: ___________________ _________________________________ _________________________________



Appendix G

CROOKWELL/GUNNING POOL EVICTION REPORT

Date: ……………………………. Time: …………………………… Person Evicted: Name: ………………………………………………………….. Address: ……………………………………………………….. …………………………………………………………… Phone: ………………….. Reason for Eviction: …………………………………………………………………. …………………………………………………………………………………………… …………………………………………………………………………………………… Further Action: …………………………………………………………………………. ……………………………………………………………………………………………. ……………………………………………………………………………………………. Signature: ……………………………….

Police called: Yes No Time of Arrival: ………………………………………….. Names of Police personnel Attending …………………………………………………………………………………… Evicted by: Name: …………………………………… Date: ………………………… Signature: ……………………………………………… Supervisor notified: ………………………………………………………….. Date: ………………………………..



10.5 Renami ng of Bial a St - Gunning

ITEM 10.5 Renaming of Biala St - Gunning



ISSUE

This report provides Council with advice regarding difficulties in the planned renaming process. Recommendati on


1. Council not proceed with the renaming of the north western part of Biala Street at Gunning.

BACKGROUND Council had resolved to rename part of Biala St Gunning at its meeting on 16 October 2014. Unfortunately, recent developments have created a situation whereby the renaming will be impractical to complete.

REPORT When this project commenced, it was envisaged that the process would provide clarity in providing the north western end of Biala St with a different, unambiguous name by including that part of the street with the new subdivision road (that is, continuous with Biala St). The new subdivision road had already been named Boureong Drive. Unfortunately, as part of the development (due to unexpected demand for the new lots), the new part of Boureong Drive had already been numbered in the rural addressing processes and the new owners issued with rural addressing numbers for their new purchases. The rural numbering system commences at the intersection between Biala Street and Boureong Drive. To incorporate the urban addresses required to rename and renumber the existing part of Biala Street would make it necessary to change all of the numbers that had been previously issued to the new Boureong Drive owners. This would obviously create significant confusion for this group of ratepayers. The simplest solution to the problem is to not proceed with the renaming project. POLICY IMPACT Nil

Works and Operations RENAMING OF BIALA ST - GUNNING cont’d


OPTIONS Nil FINANCIAL IMPACT OF RECOMMENDATIONS Nil

RECOMMENDATION That - 1. Council not proceed with the renaming of the north western part of Biala Street

at Gunning. ATTACHMENTS

Nil

Item: 10.6 Attachment 1.: Works & Operations Department - Monthly CRM Statistics Report (January - March 2015)


10.6 Cus tomer R equest M anagement R eporti ng - 1 Januar y to 31 March 2015

ITEM 10.6 Customer Request Management Reporting - 1 January to 31 March 2015



ISSUE

Customer Request Management (CRM) Statistics Report for the quarter 1 January – 31 March 2015.

Recommendati on



BACKGROUND Upper Lachlan Shire Council operates a Customer Request Management (CRM) system to record and monitor service requests within the Shire. The Works Department presented Council with a statistics report in December 2014 and is now providing Council with reports on a quarterly basis. REPORT The statistics report for the Works and Operations Department for the quarter 1 January 2015 to 31 March 2015 is attached. POLICY IMPACT Nil OPTIONS Nil FINANCIAL IMPACT OF RECOMMENDATIONS Nil RECOMMENDATION That - 1. Council receive the report and note the information. ATTACHMENTS

1.View Works & Operations Department - Monthly CRM Statistics Report (January - March 2015)

Attachment

Item: 10.6 Attachment 1.: Works & Operations Department - Monthly CRM Statistics Report (January - March 2015)



11 Finance and Admi nistr ation

11 FINANCE AND ADMINISTRATION


11.1 Investments to 31 March 2015 118

11.2 Bank Balance and Reconciliation - 31 March 2015 122

11.3 Rates and Charges Outstanding as at 31 March 2015 124

11.4 Integrated Planning and Reporting - Adoption of Draft Plans for Public Exhibition 127

Finance and Administration - 16 April 2015


Finance and Admi nistr ation 11.1 Inves tments to 31 March 2015

ITEM 11.1 Investments to 31 March 2015


AUTHOR Manager of Finance and Administration

ISSUE

Council Investments Portfolio Register as at 31 March 2015.

Recommendati on



BACKGROUND A summary of the investment portfolio register to 31 March 2015 for the information of Council. REPORT

Investment Institution Type

Investment Face Value Interest Rate Term Days

Maturity Date

Interest Due

CBA Call $400,000 2.20% N/A 31-03-15 $822.74

Adelaide Bank TD $500,000 3.05% 63 01-04-15 $2,632.19

Adelaide Bank TD $500,000 3.35% 119 20-05-15 $5,460.96

Adelaide Bank TD $500,000 2.95% 98 03-06-15 $3,960.27

Adelaide Bank TD $700,000 3.10% 182 12-08-15 $10,820.27

Adelaide Bank TD $500,000 3.05% 196 02-09-15 $8,189.04

Adelaide Bank TD $800,000 2.95% 273 16-12-15 $17,651.51

Bank of Qld TD $500,000 3.55% 189 03-06-15 $9,191.10

Bank of Qld TD $500,000 3.60% 182 10-06-15 $8,975.34

Bank of Qld TD $500,000 3.15% 140 24-06-15 $6,041.10

Bank of Qld TD $600,000 3.15% 140 22-07-15 $7,249.32

Bank of Qld TD $1,000,000 3.20% 182 05-08-15 $15,956.16

Bank of Qld TD $500,000 3.20% 182 19-08-15 $7,978.08

Bankwest TD $1,000,000 3.50% 96 22-04-15 $9,205.48

Bankwest TD $500,000 3.45% 182 06-05-15 $8,601.37

Finance and Administration INVESTMENTS TO 31 MARCH 2015 cont’d


Bankwest TD $800,000 3.45% 182 13-05-15 $13,762.19

Bankwest TD $500,000 3.35% 210 27-05-15 $9,636.99

Bankwest TD $400,000 3.10% 91 03-06-15 $3,091.51

Bankwest TD $400,000 3.00% 133 22-07-15 $4,372.60

IMB TD $800,000 3.40% 182 08-04-15 $13,562.74

IMB TD $500,000 3.40% 140 15-04-15 $6,520.55

IMB TD $1,200,000 3.40% 168 24-06-15 $18,779.18

IMB TD $900,000 3.55% 364 15-07-15 $31,862.47

NAB TD $700,000 3.55% 182 06-05-15 $12,390.96

NAB TD $500,000 3.90% 184 10-06-15 $9,830.14

NAB TD $800,000 3.55% 182 17-06-15 $14,161.10

NAB TD $600,000 3.67% 357 24-06-15 $21,537.37

NAB TD $600,000 3.12% 140 08-07-15 $7,180.27

NAB TD $500,000 3.68% 364 26-08-15 $18,349.59

NAB TD $500,000 3.11% 196 23-09-15 $8,350.14

St George TD $500,000 3.36% 168 29-04-15 $7,732.60

St George TD $500,000 3.23% 154 17-06-15 $6,813.97

Westpac TD $400,000 3.40% 365 19-08-15 $13,600.00

Westpac TD $800,000 3.50% 365 24-09-15 $28,000.00

$20,900,000

$372,269.29

COUNCIL INVESTMENT PERFORMANCE: - BUDGET COMPARISON TO 31 MARCH 2015 Interest on Investments Received YTD $497,728 Annual budgeted amount for all funds $490,900 Percentage of Interest Received YTD 101.39% Percentage of Year Elapsed 75.07% BBSW COMPARISON TO 31 MARCH 2015 Average market interest rate (90 day BBSW) 2.63% Average return on all investments 3.49% The above investments have been made in accordance with Section 625, of the Local Government Act 1993, the Local Government Regulations, the Ministerial Investment Order and the Council’s Investment Policy.



INVESTMENTS FINANCIAL INSTITUTION PROFILE AS AT 31 MARCH 2015 The following chart shows the current distribution of Council’s investment portfolio between the authorised financial institutions used. The current distribution of funds between institutions complies with Council Investment Policy which states:- “The maximum percentage that may be held in term deposits with any one financial institution is 25% of the portfolio, and the maximum to be held in at-call accounts be no more than 15%.”

INVESTMENTS - MATURITY PROFILE AS AT 31 MARCH 2015 The following chart illustrates the maturity profile of Council’s investment portfolio showing the amount of time remaining until current term deposits mature. This demonstrates that Council’s investing activities should meet future cash flow requirements.



SUMMARY OF AVAILABLE CASH AT 31 MARCH 2015 TOTAL INVESTMENTS: - $ 20,900,000.00 LESS RESTRICTED ASSETS: -

General Fund Reserves $ 14,914,858.57

Water Supply Fund Reserves $ 1,660,822.80

Sewer Fund Reserves $ 3,056,473.32

Domestic Waste Management Fund Reserves $ 1,258,125.30

Trust Fund Reserves $ 9,720.01

REPORT Nil POLICY IMPACT Nil OPTIONS Nil FINANCIAL IMPACT OF RECOMMENDATIONS Nil


Nil



11.2 Bank Bal ance and Reconciliati on - 31 M arch 2015

ITEM 11.2 Bank Balance and Reconciliation - 31 March 2015


AUTHOR Director of Finance and Administration

ISSUE Statement of Bank Balance and Reconciliation – 31 March 2015. Recommendati on



BACKGROUND Nil REPORT 31 MARCH 2015 STATEMENT OF BANK BALANCE & RECONCILIATION $ General Ledger balance brought forward 28 February 2015 443,406.88

Add: Receipts for March 2015 3,313,958.87

3,757,365.75

Deduct: Payments for March 2015 3,913,694.61

Balance as at 31 March 2015 (156,328.86)

Balance as per Bank Statement 31 March 2015 26,756.35 Add: Outstanding Deposits 1,833.27

28,589.62

Deduct: Unpresented Cheques / EFTs 184,918.48

Balance as at 31 March 2015 (156,328.86)

POLICY IMPACT Nil OPTIONS Nil

Finance and Administration BANK BALANCE AND RECONCILIATION - 31 MARCH 2015 cont’d


FINANCIAL IMPACT OF RECOMMENDATIONS Nil


Nil



11.3 Rates and Charges Outs tandi ng as at 31 March 2015

ITEM 11.3 Rates and Charges Outstanding as at 31 March 2015



ISSUE

Rates and Charges Outstanding Report 2014/2015. Recommendati on



BACKGROUND Summary report of Rates and Charges outstanding as at 31 March 2015 is detailed. REPORT There is an attached report titled “Rate Collection 2015 Year” for the 2014/2015 financial year. A comparison of the rates and charges outstanding percentage to previous financial years is highlighted in the below table:-

Description

31/03/2015

31/03/2014

31/03/2013

Total % Rates and Charges Outstanding 21.20% 22.72% 22.12%

Total $ Amount Rates and Charges Outstanding

$2,191,003 $2,251,563 $2,086,072


Finance and Administration RATES AND CHARGES OUTSTANDING AS AT 31 MARCH 2015 cont’d



1.View Rates Collection 2015 Year Attachment

Item: 11.3 Attachment 1.: Rates Collection 2015 Year




11.4 Integrated Planning and R eporti ng - Adoption of Dr aft Pl ans for Public Exhi bition

ITEM 11.4 Integrated Planning and Reporting - Adoption of Draft Plans for Public Exhibition



ISSUE

Providing details regarding the preparation and exhibition of the draft Community Strategic Plan, Delivery Program, Operational Plan and Resourcing Strategy documentation.

Recommendati on


1. Council, in accordance Sections 402-406, of the Local Government Act 1993, place on public exhibition the following suite of draft plans:-

Community Strategic Plan ‘Vision 2023’;

Delivery Program 2015/2016 – 2018/2019;

Operational Plan 2015/2016;

Resource Strategy documents including:- - Long Term Financial Plan 2015 – 2025; - Infrastructure Plan 2015 – 2025; - Workforce Plan 2015/2016 – 2018/2019; and

Social and Community Plan 2013 - 2018.

The public exhibition period commences Monday, 20 April 2015 to Friday, 22 May 2015 inclusive, with copies of each plan available for inspection on Council's website, links to Council’s FaceBook Page, available to view at the three Council Administration Offices at Crookwell, Taralga and Gunning, and at the Crookwell and Gunning Libraries.

BACKGROUND In accordance with NSW State Government Integrated Planning and Reporting requirements, provisions in Section 402 to 406, of the Local Government Act 1993, Council has prepared the 2015/2016 draft plans for public exhibition. REPORT The following draft plans have been prepared for public exhibition in accordance with the Integrated Planning and Reporting legislation:- 1. Community Strategic Plan ‘Vision 2023’ in accordance with Section 402, of

the Local Government Act 1993;

Finance and Administration INTEGRATED PLANNING AND REPORTING - ADOPTION OF DRAFT PLANS FOR PUBLIC EXHIBITION cont’d


2. Resource Strategy in accordance with Section 403, of the Local Government Act 1993, contains the following:-

Long Term Financial Plan 2015 – 2025; Workforce Plan 2015/2016 – 2018/2019; and Infrastructure Plan 2015 – 2025.

3. Delivery Program 2015/2016 – 2018/2019 (four year program and budget) –

Section 404, of the Local Government Act 1993; 4. Operational Plan 2015/2016 (one year plan and budget contains the Fees and

Charges and Revenue Policy) – Section 405, of the Local Government Act 1993; and

5. Social and Community Plan 2013 – 2018 – Section 406, of the Local

Government Act 1993.

A workshop was held on 16 March 2015 with the Mayor, Councillors and senior management attending. The workshop provided the opportunity for Councillors to give feedback with respect to the draft budget and Revenue Policy and for Councillors to give consideration to all pre-plan community submissions received. Each of the above-mentioned draft Plans, are now to be placed on public exhibition for a five week period to allow for an extended period of community consultation. The community is invited to make public submissions to the Plans. The public submission period closes on 25 May 2015, and all submissions will be considered by Council at the 18 June 2015 Council Meeting. A public submission form is available on Council’s website or at the Council offices. During the community consultation period Council will hold four Community Outreach Meetings during May 2015. In relation to the draft Operational Plan 2015/2016, a summary document has been prepared by Council to allow the community a snapshot of Council’s Revenue Policy and major projects in the coming twelve month period. POLICY IMPACT Nil OPTIONS Nil

Finance and Administration INTEGRATED PLANNING AND REPORTING - ADOPTION OF DRAFT PLANS FOR PUBLIC EXHIBITION cont’d


FINANCIAL IMPACT OF RECOMMENDATIONS Council is to adopt the draft 2015/2016 Operational Plan; including the operational and capital works projects budget, Fees and Charges and Revenue Policy. The 2015 – 2025 Long Term Financial Plan is on public exhibition. RECOMMENDATION That - 1. Council, in accordance Sections 402-406, of the Local Government Act 1993,

place on public exhibition the following suite of draft plans:-

Community Strategic Plan ‘Vision 2023’;

Delivery Program 2015/2016 – 2018/2019;

Operational Plan 2015/2016;

Resource Strategy documents including:- - Long Term Financial Plan 2015 – 2025; - Infrastructure Plan 2015 – 2025; - Workforce Plan 2015/2016 – 2018/2019; and

Social and Community Plan 2013 - 2018.

The public exhibition period commences Monday, 20 April 2015 to Friday, 22 May 2015 inclusive, with copies of each plan available for inspection on Council's website, links to Council’s FaceBook Page, available to view at the three Council Administration Offices at Crookwell, Taralga and Gunning, and at the Crookwell and Gunning Libraries.

ATTACHMENTS

1.View Draft Community Strategic Plan Vision 2023 Appendix

2.View Draft Delivery Program 2015-2016 to 2018-2019 Appendix

3.View Draft Operational Plan 2015-2016 Appendix

4.View Draft Long Term Financial Plan 2015-2025 Appendix

5.View Draft Infrastructure Plan 2015-2025 Appendix

6.View Draft Work Force Plan 2015-2018 Appendix

7.View Draft Social and Community Plan 2013-2018 Appendix

ORD_16042015_ATT_EXCLUDED.PDF#PAGE=1

ORD_16042015_ATT_EXCLUDED.PDF







12 Gener al M anager

12 GENERAL MANAGER


12.1 Staffing Matters 132

12.2 Disclosure of Interests at Meeting Policy and Procedure 134

12.3 Youth Policy Review 142

12.4 Preparation of Agendas Policy Review 145

12.5 WHS Committee Minutes 149

12.6 Consultative Committee Meeting Minutes 153

12.7 Action Summary - Council decisions 157

General Manager - 16 April 2015


Gener al M anager 12.1 Staffing M atters

ITEM 12.1 Staffing Matters


AUTHOR General Manager

ISSUE

Providing details in relation to current staffing matters for Councillors' information.

Recommendati on



BACKGROUND Providing information for Councillors in relation to current staffing matters, including recent resignations and appointments. REPORT On 19 March 2015 Richard Stephenson, Council’s Plant Operator – Parks & Gardens resigned from Council effective as from 31 March 2015. The vacant position of Plant Operator – Parks & Gardens was internally advertised on Thursday, 9 April 2015 with applications closing on Friday, 24 April 2015. Council will be advised of the results of the applications and interviews in due course. On 27 March 2015 Glen Hall, Council’s Townsperson resigned from Council effective from 27 March 2015. The vacant position of Townsperson was internally advertised on Thursday, 9 April 2015 with applications closing on Friday, 24 April 2015. Council will be advised of the results of the applications and interviews in due course. The vacant position of Skilled Labourer - Gunning was internally advertised on Thursday, 9 April 2015 with applications closing on Friday, 24 April 2015. Council will be advised of the results of the applications and interviews in due course. Performance reviews for all staff members for 2014/2015 have recently been commenced with 12% of staff completed as at 31 March 2015. POLICY IMPACT Nil OPTIONS Nil

General Manager STAFFING MATTERS cont’d


FINANCIAL IMPACT OF RECOMMENDATIONS Nil


Nil



12.2 Disclosure of Interes ts at Meeti ng Policy and Procedur e

ITEM 12.2 Disclosure of Interests at Meeting Policy and Procedure



ISSUE

Providing details regarding a review of the Disclosure of Interests at Meetings Policy and Procedure. Recommendati on


1. Council adopt the reviewed of the Disclosure of Interests at Meetings Policy and Procedure.

BACKGROUND Providing details regarding a review of the Disclosure of Interests at Meetings Policy and Procedure. REPORT

POLICY:-

Policy Title: Disclosure of Interests At Meetings Policy and Procedure

File reference: F11/611

Date Policy was adopted by Council initially:

24 November 2005

Resolution Number: 339/05

Other Review Dates: 16 October 2008, 19 May 2011, 19 July 2012

Resolution Number: 308/08, 181/11, 240/12

Current Policy adopted by Council: 16 April 2015

Resolution Number: xxx/15

Next Policy Review Date: 2018

PROCEDURES/GUIDELINES:-

Date procedure/guideline was developed:

24 November 2005

Procedure/guideline reference number:

F11/611

RESPONSIBILITY:-

Draft Policy Developed by: General Manager

Committee/s (if any) consulted in the development of this policy:

Nil

General Manager DISCLOSURE OF INTERESTS AT MEETING POLICY AND PROCEDURE cont’d


Responsibility for implementation: General Manager

Responsibility for review of Policy: General Manager

OBJECTIVES This policy has been produced to guide Councillors and staff as to the disclosure of pecuniary and non-pecuniary interests in accordance with Chapter 14 of the Local Government Act 1993 and Council’s Code of Conduct. POLICY STATEMENT Pecuniary Interests Pecuniary interests must be disclosed in accordance with Chapter 14 of the Local Government Act 1993 and Council’s Code of Conduct. A Councillor or other member of a Council Committee who is present at a meeting and has a pecuniary interest in any matter which is being considered must disclose the nature of that interest to the meeting as soon as practicable. Specifically, Section 451 (1) of the Act {Part 4 Clause 4.7 (b) of the Code of Conduct} requires that Councillors or members of a Committee Meeting disclose the interest to the meeting, leave the meeting and be out of sight of the meeting and not participate in discussions or voting on the matter. Non-Pecuniary Interests Under Council’s Code of Conduct, Councillors and staff must also disclose non-pecuniary interests. If a person has a non-pecuniary interest in a Council Meeting or Committee Meeting, the person must inform the meeting of the interest as soon as possible. Depending on the nature of the interest, it may be appropriate for the person not to take part in the consideration, discussion and/or vote on the matter (see below for options). Note: Disclosure of Pecuniary and Non-Pecuniary Interests also applies at meetings of external bodies/committees to which Council has appointed a person. When disclosing a Pecuniary or Non-Pecuniary Interest at a Council or Committee Meeting, the person should also complete the attached form and submit it to the General Manager or his representative. DISCLOSING INTERESTS AT MEETINGS PROCEDURE Pecuniary Interests Section 442 (1) of the Local Government Act (Part 4 Clause 4.5 of the Code of Conduct) defines a Pecuniary Interest as:



An interest that a person has in a matter because of a reasonable likelihood or expectation of appreciable financial gain or loss to the person. Section 442 (2) continues that: A person does not have a pecuniary interest in a matter if the interest is so remote or insignificant that it could not reasonably be regarded as likely to influence any decision the person might make in relation to the matter or if the interest is of a kind specified in section 448. Pecuniary Interests must be disclosed in accordance with Section 451(1) of the Local Government Act 1993. A Councillor or member who is present at a meeting and has a pecuniary interest in any matter that is being considered must disclose the interest to the meeting as soon as practicable. That person must leave the room and remain out of sight of the Council Meeting or Committee Meeting at any time during which the matter is being considered, discussed or voted on. The Division of Local Government Circular No. 01/12 indicates that it is the intent of Section 451(1) that the nature of the interest is required to be disclosed. Non-Pecuniary Interests Clause 4.10 of the Code of Conduct defines a Non-Pecuniary Interest as: A private or personal interest the Council official has that do not amount to a pecuniary interest as defined in the Act. These commonly arise out of family, or personal relationships, or involvement in sporting, social or other cultural groups and associations and may include an interest of a financial nature. If you have disclosed a non-pecuniary conflict of interest you have a broad range of options for managing the conflict. The option you choose will depend on an assessment of the circumstances of the matter, the nature of your interest and the significance of the issue being dealt with. You must deal with a non-pecuniary conflict of interest in at least one of these ways as follows:

It may be appropriate that no action is taken where the potential for conflict is minimal. However, Council officials should consider providing an explanation of why they consider a conflict does not exist.

Limit involvement if practical (for example, participate in discussion but not in decision making or vice-versa). Care needs to be taken when exercising this option.

Remove the source of the conflict (for example, relinquishing or divesting the personal interest that creates the conflict or reallocating the conflicting duties to another Officer).

Have no involvement by absenting yourself from and not taking part in any debate or voting on the issue as if the provisions in section 451(2) of the Act apply (particularly if you have a significant non-pecuniary conflict of interest).



Include an independent person in the process to provide assurance of probity (for example, for tendering or recruitment selection panels).

Note: Please refer to Chapter 14 of the Local Government Act for further details concerning Pecuniary Interests. Please refer to the Code of Conduct for further details concerning Non-Pecuniary Interests. 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: 1. Pecuniary – regulated by the Local Government Act and the Office of Local

Government and, 2. 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? 2nd Is my official role one of influence or perceived influence over the matter? 3rd Does 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

Upper Lachlan Shire Council

(02) 48301000 [email protected] www.upperlachlan.local-e.nsw.gov.au

ICAC (02) 82815999 Toll Free 1800 463909

[email protected] www.icac.nsw.gov.au

Office of Local Government

(02) 44284100 [email protected] www.olg.nsw.gov.au

NSW Ombudsman

(02) 92861000 Toll Free 1800 451524

[email protected] www.ombo.nsw.gov.au

VARIATION

Council reserves the right to vary or revoke this policy.

Other Related Documents

Local Government Act 1993; Local Government (General) Regulation 2005; Government Information (Public Access) Act 2009; NSW State Records Act 1998; Privacy and Personal Information Protection Act 1998; Council Code of Conduct; Council Code of Business Practice; Council Code of Meeting Practice; Council Delegations of Authority Policy Council Interaction between Councillors and Staff Policy; Council Privacy Policy; Council Privacy Management Plan; Council Section 355 Committee Policy; Council Section 355 Committee Code of Meeting Practice; and Council Statement of Ethical Principles.





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


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


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



Councillors Disclosure of A

PECUNIARY Interest

Pursuant to Section 451 of the NSW Local Government Act 1993 (As Amended)

To the General Manager I,_____________________________________ Declare a Conflict of Interest, being a PECUNIARY Interest.

COUNCIL MEETINGS Name of Meeting: ______________________________________________ Date of Meeting: _______________________________________________ Page Number: ________________________ Item Number: _____________ Subject: ______________________________________________________ Reason for Interest: _____________________________________________

_____________________________________________________________ ______________________________________________________________

OTHER THAN COUNCIL MEETINGS Reason for Interest: _____________________________________________ Signature Date



Councillors Disclosure of A Non-PECUNIARY Interest

Pursuant to Section 451 of the NSW Local Government Act 1993 (As Amended) To the General Manager: I,____________________________________, Declare a Conflict of Interest, being a NON-PECUNIARY Interest of a Significant Non Significant

COUNCIL MEETINGS Name of Meeting: ______________________________________________ Date of Meeting: _______________________________________________ Page Number: ________________________ Item Number:_____________ Subject: ______________________________________________________ Reason for Interest______________________________________________ _____________________________________________________________ _____________________________________________________________ As a result of my non-pecuniary interest, my involvement in the meeting will be as follows:

Option A – Make a declaration, stay in the Chamber, participate in the debate, and vote.

Option B – Make a declaration, stay in the Chamber, participate in the debate, but not vote.

Option C – Make a declaration, stay in the Chamber, participate in the debate, but leave the Chamber for the vote.

Option D – Make a declaration, stay in the Chamber, not participate in the debate, but vote.

Option E – Make a declaration, stay in the Chamber, not participate in the



debate, and not vote.

Option F – Make a declaration, do not participate in the debate, leave the Chamber upon making the declaration, and do not return until the matter is resolved.

_______________ ________ Signature Date POLICY IMPACT Nil OPTIONS Nil FINANCIAL IMPACT OF RECOMMENDATIONS Nil

RECOMMENDATION That - 1. Council adopt the reviewed of the Disclosure of Interests at Meetings Policy and

Procedure. ATTACHMENTS

Nil



12.3 Youth Policy R eview

ITEM 12.3 Youth Policy Review



ISSUE Providing details regarding a review of the Youth Policy.

Recommendati on


1. Council adopts the reviewed Youth Policy.

BACKGROUND Providing details regarding a review of the Youth Policy. REPORT

POLICY:-

Policy Title: Youth Policy



15 October 2009


Other Review Dates: 17 May 2012







N/A


N/A

RESPONSIBILITY:-



Youth Council



General Manager YOUTH POLICY REVIEW cont’d


OBJECTIVE To plan, develop and promote community partnerships and a range of services for young people (aged 13-18 within the Upper Lachlan Shire LGA), to achieve a sustainable future. POLICY In respect to young people, Council undertakes to: i. Plan

Young people are involved in identifying and determining their needs and interests in developing appropriate strategies when planning;

Seek co-operation from government, the community, business and institutions to facilitate effective and equitable use of resources;

Provide an integrated approach to planning which crosses sector boundaries and fosters partnerships;

Provide proactive strategies in order to adequately address the issues facing young people; and

Equitable allocation of resources towards youth services. ii. Develop

Work collaboratively with community organisations to offer support in the development of programs for young people;

Support existing youth networks within the Shire and co-ordinate resources accordingly; and

Seek funding opportunities and provide regular information on youth issues. iii. Promote

Positive image of young people in our community and acknowledge their achievements;

Education for young people and the community on their rights and responsibilities;

Ensure that young people are given a ‘fair go’ at expressing their opinions and ideas;

Celebrate the individuality of young people, the backgrounds they come from and their future potential through participating in special events i.e. Youth Week; and

Encourage a sense of belonging amongst young people. RELEVANT LEGISLATION AND COUNCIL POLICIES The following legislation and Council policies that are relevant to this Policy include:

Anti Discrimination Act 1977;

The Ombudsman Amendment (Child Protection & Community Services) Act 1998;

Children & Young People (Care & Protection) Act 1998

General Manager YOUTH POLICY REVIEW cont’d


Child Protection (Prohibited Employment) Act 1998

Commission for Children & Young People Amendment Act 1998;

Government Information (Public Access) Act 2009;

Local Government Act 1993;

Local Government (General) Regulation 2005;

NSW State Records Act 1998;

Privacy and Personal Information Protection Act 1998;

Work Health and Safety Act 2011 and Regulations;

Council Bribes, Gifts and Benefits Policy;

Council Code of Conduct;

Council Code of Business Practice;

Council Child Protection Policy;

Council Cultural Policy;

Council Event Funding Policy;

Council Fraud and Corruption Prevention Policy;

Council Service Delivery Policy;

Council Complaints Management Policy;

Council Section 355 Committee Policy; and

Council Section 355 Committee Code of Meeting Practice;

Council Skate Park Facility Policy;

Council Statement of Ethical Principles; and

Council Work Experience Policy. VARIATION Council reserves the right to vary or revoke this policy. POLICY IMPACT Nil impact OPTIONS Nil FINANCIAL IMPACT OF RECOMMENDATIONS Nil

RECOMMENDATION That - 1. Council adopts the reviewed Youth Policy. ATTACHMENTS

Nil



12.4 Pr eparation of Agendas Policy R eview

ITEM 12.4 Preparation of Agendas Policy Review



ISSUE

Providing details regarding a review of the Preparation of Agendas Policy and Procedure. Recommendati on


1. Council adopts the reviewed Preparation of Agendas Policy and Procedure.

BACKGROUND Providing details regarding a review of the Preparation of Agendas Policy and Procedure. REPORT

POLICY:-

Policy Title: Preparation of Agendas Policy and Procedure



22 December 2005


Other Review Dates: 15 October 2009, 21 June 2012

Resolution Number: 438/09, 191/12






22 December 2005


N/A

RESPONSIBILITY:-



N/A



General Manager PREPARATION OF AGENDAS POLICY REVIEW cont’d


OBJECTIVE The aim of this policy and procedure is to clearly define the process for preparing Agendas/Business Papers. For this purpose the following differentiation applies:

Type 1 Meeting/Reports are those that apply to Council Standing Committees (such as Works and Operations, Environment and Planning, Finance and Administration, etc) and also the Ordinary Meeting;

Type 2 Meeting/Reports are those that apply to other Committees (Consultative Committee, Work Health and Safety, etc).

1. Agenda Dispatch Deadlines. Type 1 Agendas/Business Papers are to be forwarded at least 5 days prior to Committee Meetings and Ordinary Meetings. Type 2 Agendas/Business Papers are to be forwarded at least 5 days prior to the meeting date. 2. Preparing Reports. Staff should be aware of scheduled meeting dates for the Type 1 Meetings and also those Meetings from Type 2 with which they are involved.

For Type 1 Meetings draft reports are to be prepared on the following basis:

i. Reports are to be in the Infocouncil report template (as part of the corporate system) and are to be submitted so that report is available for inclusion in the Business Paper by 4.30 pm on the Friday the week prior to dispatch. (See ULSC Yearly Calendar for Report due dates).

For Type 2 Meetings:

ii. Reports are to be in the Infocouncil report template (as part of the corporate

system) and are to be submitted so that report is available for inclusion in Business Paper a minimum of 7 working days prior to meeting date.

The above requirements are achievable if those responsible for preparing reports do so progressively in the lead up to meetings and also by being aware and responsive to the agenda timetable deadlines. It would assist the process if staff preparing reports advise (in advance) the Administrative Assistant of any possible late or unusually lengthy reports. In the case of scheduled absences staff should arrange preparation of reports in advance. There will be instances when correspondence and/or issues arise in the day(s) of Business Paper preparation. A determination will be made by the General Manager as to the inclusion or otherwise of those reports in the Agenda. Reports that are not included in the Business Paper, but are required to be submitted to the Council Meeting, may be done as late reports using the Infocouncil Late Report Template



(subject to approval by General Manager). The distribution of such reports (whether prior to or at the meeting) will be determined on the basis of the circumstances involved. 3. Authorisation of Reports/Agendas. All reports are to be checked and authorised in Infocouncil by the respective Department Director prior to the agenda being finalised. When reports are authorised for the agenda at Director level they are then submitted to the General Manager for authorisation in Infocouncil (final proof) as follows:

for Type 1 Agenda by 12 noon two days prior to dispatch;

for Type 2 Agenda by 3.00pm two days prior to dispatch. 4. Report Format The Infocouncil report template is the standard format that is to be used for Council/Committee meeting reports. The procedure for staff typing their reports is as follows:

Staff should follow the Infocouncil Report Writing Manual to create a new report using the report template and then save the report into the current “meeting date” as listed in the Infocouncil system.

Reports should be allocated to the correct TRIM folder using the correct month date e.g. GOVERNANCE - MEETINGS - Council Business Paper 2015 January.

Summary For Type 1 meetings the timetable is as follows: WEEK PRIOR TO DISPATCH Committee Reports Friday: reports to be submitted by 4.30pm* Monday: Authorisation by Directors and General Manager as per the Infocouncil system. Ordinary Reports Friday: reports to be submitted by 4.30pm* Monday: Authorisation by Directors and General Manager as per the Infocouncil system. *NOTE: Reports can be submitted progressively and prior to these times and dates.



VARIATION Council reserves the right to vary or revoke this policy. Other Related Documents Local Government Act 1993; Local Government (General) Regulation 2005; Government Information (Public Access) Act 2009; NSW State Records Act 1998; Privacy and Personal Information Protection Act 1998; Council Code of Conduct; Council Code of Business Practice; Council Code of Meeting Practice Council Section 355 Committee Policy; Council Section 355 Committee Code of Meeting Practice; Council Agenda Format and Committee Structure; Council Service Delivery Policy; Council Statement of Ethical Principles; Delegations of Authority Policy; Disclosure of Interests at Meetings Procedure; Presentations to Council Policy; Council Privacy Policy; Council Privacy Management Plan; and Questions For Which Notice Has Been Given Policy. POLICY IMPACT Nil impact OPTIONS Nil FINANCIAL IMPACT OF RECOMMENDATIONS Nil

RECOMMENDATION That - 1. Council adopts the reviewed Preparation of Agendas Policy and Procedure. ATTACHMENTS

Nil



12.5 WH S C ommittee Minutes

ITEM 12.5 WHS Committee Minutes



ISSUE

Minutes from the March meeting of the WHS Committee.

Recommendati on


1. Council receives and notes the WHS Committee Meeting Minutes as information.

BACKGROUND The minutes from the WHS Committee meeting that was held on 30 March 2015 are attached including any recommendations that have been put forward by the Committee, to Council, for adoption. REPORT Attached for Councillors information are the Minutes from the WHS Committee meeting that was held on 30 March 2015. POLICY IMPACT Nil OPTIONS Nil FINANCIAL IMPACT OF RECOMMENDATIONS Nil

RECOMMENDATION That - 1. Council receives and notes the WHS Committee Meeting Minutes as

information. ATTACHMENTS

1.View Work Health and Safety Committee - 2015-03-30 - Minutes - Attachments

Attachment

Item: 12.5 Attachment 1.: Work Health and Safety Committee - 2015-03-30 - Minutes - Attachments


PRESENT: Messrs J Hanley, S Bill, B Churchill, J Bell, K Kara, P Newham, S Poidevin.

Also present: Clr J Searl (Observer) and Mrs Helen Peterson (Executive Assistant).

THE CHAIRMAN DECLARED THE MEETING OPEN AT 9.35am


Apologies were received from S Bartolo-Thearle, G Anable, C Clements, M Wilson and P Cramp.

RECOMMENDATION:

1. That the apologies be accepted.

Moved J Bell seconded B Churchill. CARRIED


Nil


ITEM 4.1 RECOMMENDATION:

1. That the minutes of the Work Health and Safety Committee Meeting held on 2 February 2015 be adopted.

Moved S Bill seconded B Churchill. CARRIED



SECTION 4: REPORTS

ITEM 4.1 INCIDENT REPORTS

Recommendation that -

1 Mitigating actions/suggestions be discussed by the committee, and be passed onto senior management for consideration; and

2. Committee members discuss/review current work practices within their work group/s to ensure that reasonable, practicable controls are in place to prevent / minimise the risk of these incidents from re-occurring.

Moved B Churchill seconded S Poidevin CARRIED

ITEM 4.2 SUMMARY OF WHS STATISTICS FOR CALENDER YEAR 2014


1. The Committee receive and note the report as information.

Moved B Churchill seconded P Newham. CARRIED

ITEM 4.3 CORRESPONDENCE


1. The documents released by NSW Government Trade and Investment Mine Safety be disseminated to relevant areas of Council.

2. The documents be placed on relevant notice boards for employee information.

Moved J Bell seconded K Kara. CARRIED



ITEM 4.4 ACTION LIST


1. The Committee receive the report and note the information.

Moved S Bill seconded Phil Newham. CARRIED

SECTION 5: ITEMS FOR DISCUSSION

Evacuation drills will be organised for the Crookwell Administration office and the Crookwell and Gunning libraries over the coming weeks.

THE MEETING CLOSED AT 10.00am

Minutes confirmed 1 JUNE 2015

…………………………. Mayor



12.6 Consultati ve Committee M eeting Mi nutes

ITEM 12.6 Consultative Committee Meeting Minutes



ISSUE

Minutes from the March meeting of the Consultative Committee.

Recommendati on


1. That Council receives and notes the Consultative Committee Meeting Minutes as information.

BACKGROUND The minutes from the Consultative Committee meeting that was held on 30 March 2015 are attached including any recommendations that have been put forward by the Committee, to Council, for adoption.

REPORT

Attached for Councillors information are the Minutes from the Consultative Committee meeting that was held on 30 March 2015.

POLICY IMPACT

Nil

OPTIONS

Nil

FINANCIAL IMPACT OF RECOMMENDATIONS

Nil

RECOMMENDATION That - 1. That Council receives and notes the Consultative Committee Meeting Minutes

as information. ATTACHMENTS

1.View Consultative Committee - 2015-03-30 - Minutes - Attachments Attachment

Item: 12.6 Attachment 1.: Consultative Committee - 2015-03-30 - Minutes - Attachments


PRESENT: Messrs D Scott, J Bell, S Bill, B Smithers, R Stephenson, K Kara, Mrs S Francis and Mrs T Dodson.

Also present Clr Searl (observer) and Mrs Helen Peterson (Executive Assistant).

THE CHAIRMAN DECLARED THE MEETING OPEN AT 11.00AM


Apologies were received from P Newham, C Wray and M Wilson.

RECOMMENDATION:

1. That the apologies be accepted.

Moved S Bill seconded K Kara. Carried

.


Nil



1. That the minutes of the Consultative Committee Meeting held on 2 February 2015 be adopted.

Moved J Bell seconded R Stephenson. Carried



SECTION 4: REPORTS

ITEM 4.1 HUMAN RESOURCES COORDINATOR'S REPORT


1. The Committee receive and note the information.

Moved K Kara seconded S Bill. Carried

ITEM 4.2 COMMITTEE MEMBERS - REVIEW OF CONSTITUTION


1. There is no vacant position to be filled on the Consultative Committee.

2. In accordance with the constitution three employee representative positions will be declared vacant and nominations will be called to fill these positions. Current members are able to renominate.

Moved S Francis seconded R Stephenson. Carried


Internal applicants notification of successful and unsuccessful – Human Resources Coordinator will undertake to notify unsuccessful applicants at the same time he notifies the successful applicant.

Manex to consider that casual staff should undertake a performance review at the same time as annual staff reviews are undertaken.

Resignations have recently been received by the HR Coordinator from Glenn Hall and Richard Stephenson.



THE MEETING CLOSED AT 11.45AM

Minutes confirmed 1 JUNE 2015

…………………………. Mayor



12.7 Ac tion Summar y - C ouncil decisions

ITEM 12.7 Action Summary - Council decisions



ISSUE

Details are provided of action taken with respect to Council decisions. Recommendati on



BACKGROUND Details are provided of action taken with respect to Council decisions. REPORT Summary sheet from the:- Council Meeting: 21 November 2013

380/13 Council in cooperation and collaboration with the Rural Fire Service, SES, Police and other stakeholder emergency services develop and publish emergency plans on the Council website with links to relevant agencies.

DOW Awaiting review of Upper Lachlan Shire Council DISPLAN.

Council Meeting: 19 February 2015

6/15 The Planning Proposal to amend Upper Lachlan LEP 2010 - Lots 347 and 348, DP 754108 Smith Road, Crookwell, and any other relevant information required under the Gateway Process be submitted to the NSW Planning and Environment Department for a Gateway Determination including a request for authorisation to exercise Council’s delegation on this matter as an ‘other matter of

DEP Correspondence forwarded on 4 March 2015.

General Manager ACTION SUMMARY - COUNCIL DECISIONS cont’d


local significance'.

8/15 Development Application 84/2014 - Development for the purpose of a Recreation Facility (Major): Motocross Park, lot 2 DP1033543, lots 19 & 141 DP754113 and lots A & B DP937968, Lade Vale Road, Gunning - Council allow the applicant additional time to address Council’s concerns until 13 March 2015, noting that there will be a 28 day public exhibition period required.

DEP Council report scheduled to be placed before Council at 21 May 2015 Council Meeting.

30/15 Council completes the “Fit for the Future - Council Improvement Proposal (Existing Structure)” template and forwards a submission to the Office of Local Government demonstrating that Upper Lachlan Shire Council has sufficient scale and capacity to be sustainable.

GM Submission to be forwarded prior to 30 June 2015 deadline.

Council Meeting: 19 March 2015

36/15 That Council congratulates St Mary’s School on the recent NAPLAN results.

GM Correspondence forwarded on 24 March 2015.



38/15 Council congratulates two Taralgans – Mr Kevin Connor on his NSW Male Masters Lifetime Contribution Award for his involvement in veterans hockey since 1980 and being an Australian Representative for the last 25 years and Mr Nigel Croke on the 2014 NSW Indoor Hockey Player of the Year Award as well as representing Australia in the Indoor Hockey World Cup held recently in Germany.


38/15 Council congratulates Ms Kazea Plumb and Ms Shelley Watson from Crookwell who represented Australia in the Indoor Hockey World Cup held recently in Germany.


40/15 Council is not able to waive retrospectively, the development application fees for DA3/2014.


47/15 Council adopt the Upper Lachlan Shire Council Drinking Water Quality Policy.

EA Placed in Policy Register and on the Website on 2 April 2015.

49/15 Council authorise the Mayor and General Manager to sign the contract and to affix Council’s seal to the contract documents for the NSW Government “Fixing Country Roads” grant in relation to the replacement of the Abercrombie Bridge.

GM Correspondence to be forwarded – awaiting signature of the yet to be appointed NSW Treasurer by the end of April 2015.

55/15 Council adopt the reviewed Bank Overdraft Facility Policy.


56/15 Council adopt the reviewed Cash Handling Policy.


58/15 Council adopt the reviewed Legal Proceedings Reporting Policy.


59/15 Council adopt the reviewed Petitions – Administration Policy.




60/15 Council adopt the reviewed Interaction between Councillors and Staff Policy.


61/15 Council adopts the reviewed Designated Persons Disclosing Interests – Returns Policy.


66/15 Council purchase one new Mack Prime Mover (CMM64T – equipped with automatic transmission) from Southern Truck Centre for the sum of $208,596.00 (excluding GST).

DOW Order forwarded on 20 March 2015.

67/15 Council purchase one new Caterpillar Model 12M motor grader from Westrac P/L for the sum of $326,000.00 (excluding GST).

DOW Order forwarded on 20 March 2015.



Nil


14 Reports from Other Committees, Secti on 355 C ommittees and D elegates

14 REPORTS FROM OTHER COMMITTEES, SECTION 355 COMMITTEES AND DELEGATES


14.1 Reports for the month of April 2015. 162 14.1 R eports for the month of April 2015.

Reports from Other Committees, Secti on 355 C ommittees and D elegates

Reports from Other Committees, Section 355 Committees and Delegates - 16 April 2015


ITEM 14.1 Reports for the month of April 2015.

Recommendati on

RECOMMENDATION: That Item 14.1 - Minutes of Committee/Information listed below be received: 1. Country Mayors Association – Minutes from meeting held 13 March 2015. 2. Audit and Investment Committee – Minutes from meeting held 11 March 2015. 3. Economic Development Task Force – Minutes from meeting held 3 February

2015. 4. SERAS – Annual Report & Year Book 2013. 5. Southern Tablelands Arts (STARTS) – 2014 Annual Report. 6. South East Australian Transport Strategy Inc – Minutes from meeting held

February 2015. 7. South East Australian Transport Strategy Inc – Report for February 2015. 8. South East Australian Transport Strategy Inc – Newsletter March 2015. 9. Traffic Committee – Minutes from meeting held 18 March 2015. 10. Breadalbane Hall Committee - Minutes from meeting held 22 March 2015.

ATTACHMENTS

1.View Country Mayors Association - Minutes meeting held Friday 13 March 2015

Attachment

2.View Audit and Investment Committee - 2015-03-11 - Minutes Attachment

3.View Economic Development Task Force - Minutes from meeting held 3 February 2015

Attachment

4.View NSW Government Communities Sport & Recreation - South East Regional Academy of Sport - 2013 Annual Report & Yearbook

Attachment

5.View Southern Tablelands Arts ( STARTS ) - 2014 Annual Report Attachment

6.View SEATS - Minutes of Meeting held February 2015 Attachment

7.View South East Australian Transport Strategy Inc - Report February 2015

Attachment

8.View South East Australian Transport Strategy Inc - SEATS Newsletter March 2015

Attachment

9.View Traffic Committee Minutes 18 March 2015 Attachment

10.View Breadalbane Hall Meeting 22 March 2015 Minutes Attachment

Item: 14.1 Attachment 1.: Country Mayors Association - Minutes meeting held Friday 13 March 2015


Country Mayors Association of NEW SOUTH WALES

Chairman: Cr Rod Kendall PO Box 20 Wagga Wagga NSW 2650

02 69269111 ABN 92 803 490 533

MINUTES

GENERAL MEETING FRIDAY, 13 MARCH 2015, COUNTRY EMBASSY, SYDNEY The meeting opened at 9.30 a.m. Cr Mathew Dickerson Chaired the meeting 1. ATTENDANCE:

Albury City Council, Cr Kevin Mack, Mayor Albury City Council, Mr Frank Zaknich, General Manager Armidale Dumaresq Council, Cr Laurie Bishop, Mayor Bathurst Regional Council, Mr David Sherley, General Manager Bellingen Shire Council, Cr Mark Troy, Mayor Berrigan Shire Council, Cr Bernard Curtin, Mayor Clarence Valley Council, Mr Scott Greensill, General Manager Dubbo City Council, Cr Mathew Dickerson, Mayor Dubbo City Council, Mr Mark Riley, General manager Harden Shire Council, Cr John Horton, Mayor Harden Shire Council, Mr Trevor Drowley, General Manager Moree Plains Shire Council, Cr Katrina Humphries, Mayor Moree Plains Shire Council, Mr David Aber, General Manager Murray Shire Council, Cr Tom Weyrich, Mayor Murray Shire Council, Ms Margot Stork, General Manager Narrabri Shire Council, Cr Conrad Bolton, Mayor Shoalhaven City Council, Cr Allan Baptist, Assistant Deputy Mayor Tamworth Regional Council, Cr Col Murray, Mayor Tamworth Regional Council, Mr Paul Bennett, General Manager Upper Lachlan Shire Council, Cr John Shaw, Mayor Upper Lachlan Shire Council, Mr John Bell, General Manager Wagga Wagga City Council, Cr Dallas Tout, Deputy Mayor Wagga Wagga City Council, Mr Phil Pinyon, General Manager Walcha Council, Cr Janelle Archdale, Mayor Warrumbungle Shire Council, Mr Steve Loane, General Manager



APOLOGIES:

As submitted

SPECIAL GUESTS: RFS Assistant Commissioner Bruce McDonald AFSM, Executive Director of Infrastructure Services Kelly Foran, CEO Friendly Faces Helping Hands Foundation Damian Mannix, Policy Advisor, Regional Capitals Australia

2. ADOPTION OF MINUTES OF PREVIOUS MEETING: RESOLVED that the minutes of the General Meeting held on 14 November 2014 be accepted as a true and accurate record (Albury City Council / Bellingen Shire Council).

3. Matters Arising from the Minutes NIL 4. Presentation

RFS Assistant Commissioner Bruce McDonald AFSM, Executive Director of Infrastructure Services In NSW there are 2053 Brigades in 4 regions and 126 LGA’s with 73,746 volunteers and 858 staff. During the past 12 months there have been several large fires. High rainfall since last September has been helpful. There are a number of Coronial Enquiries and recommendations are yet to be released. There has been a National Review of Personnel and Protective Clothing and a National Review of Information and Warnings whose aim is to get consistency within hazards across Australia and an increasing role in social media. The RFS is continuing with paging services due to the contention on mobile sites. In 2014/15 the Rural Fire Fighting Fund amounts to $285.44million and there is a 4 year commitment for stations and fire control centres

5. Membership

Resolved that Murray Shire Council and Uralla Shire Council be admitted as members of the Association (Berrigan Shire Council/Armidale Dumaresq Council)

6. CORRESPONDENCE Outward (a) Ms D Rygate The Secretary General , Local Government NSW, advising

the Associations Office Bearers and Meeting Dates for 2015 (b) To Councils with a population of 10,000 or less inviting them to make a

submission on the new “Rural Council Model” (c) The Hon Stuart Ayres, Minister for Police and Emergency Services,

Minister for Sport and Recreation and Minister Assisting the Premier on Western Sydney, urging him to introduce an advertising campaign on illicit drug use, to take a more active role in the funding and management



of CCTV’s in public places and to investigate the communities concerns with the reporting of incidents to police

(d) Hon M Baird, Premier, and Minister for Infrastructure and Minister for Western Sydney, regarding the inability of farmers and graziers to manage their own farm land due to government regulations

(e) Hon P Toole, Minister for Local Government, requesting councilor representation of councils with 10,000 or less in the group developing the Rural Council Model

(f) Bland Shire Council, advising acceptance of the membership (g) Coonamble Shire Council, advising acceptance of their membership (h) Glen Innes Severn Council, advising acceptance of their membership (i) Harden Shire Council, advising acceptance of their membership (j) Leeton Shire Council, advising acceptance of their membership (k) Hon Niall Blair. Parliamentary Secretary for Police and Emergency

Services, thanking him for his presentation on 14 November 2014 (l) Hon Kevin Humphries, Minister for Natural Resources, Land and Water,

and Minister for western NSW, thanking him for his presentation on 14 November 2014

(m) The Secretary, Country Mayors Association, requesting that the changes to the Constitution be registered with the Department of Fair Treading

Inward (a) Department of Fair Trading, advising that changes to the Constitution of

the Association have been registered (Copy of Constitution attached)

NOTED

7. FINANCIAL REPORT RESOLVED That the financial reports for the last quarter were tabled and accepted (Bathurst Regional Council / Albury City Council)

8. PRESENTATIONS

8.1 Kelly Foran, CEO, Friendly Faces Helping Hands

The Foundation provides essential information on hospitals and medical facilities for

country people, particularly for those having to travel to get those facilities in other

country centres or in Sydney. It’s easy if you know where to look and that is where

the Foundation comes in by giving people the power of information, support and

financial information. The Foundation receives no government support and cannot

get Deductible Gift Recipient Status as the Foundation supplies support to people

with a great variety of ailments. If they gave support for a single ailment they would

be eligible for DGRS. The Foundation has used the $10,000 donation from CMA to

upgrade their Web site and to organise high profile speaking engagements on

health



8.2 Damian Mannix, Policy Advisor, Regional Capitals Australia

Regional Capitals Australia is built upon two key ideas – Regional Development and

National Productivity. The Regional Capital does not have any size criteria but the

Regional Capital acts as the hub with to provide services to smaller communities.

Challenges include lower productivity, lower levels of capital investment in

business, poor infrastructure and lower levels of investment in education and

training. Regional Capitals undertakes assessment of the economic value of

regional capitals and is preparing a formal submission to the development of the

National Stronger Regions Fund guidelines. Regional Capitals liaises with public

servants and briefs members of parliament and attends events featuring

government ministers, annual networking breakfasts and the annual ALGA

conference There is a annual Regional Capitals Australia conference

9. General Business

(a) Joint Organisation Pilots

Paul Bennett outlined the Namoi model which consists of the Namoi Regional

Organisation members plus Moree Plains and Gwydir. The group is working

through strategic issues, governance structures and regional priorities. They are

looking at enabling legislation to support the Joint Organisation

(b)Friendly Faces Helping Hands

RESOLVED That Country Mayors Association congratulate and support Friendly

Faces and Helping Hands by

(1) Asking Councils to actively support Friendly Faces Helping Hands by individual

Council website promotion and literature distribution and

(2) Getting country Mayors Association and individual councils to write to the

Australian Government through their local MP’s and state senators to amend

Australian Taxation Laws to accommodate Deductible Gift Recipient Status for

organisations such as Friendly Faces Helping Hands (Narrabri Shire

Council/Wagga Wagga City Council)

(c)Flooding and Water Issues

Shoalhaven City Council asked if the State wide issues of inundation and flooding could be addressed by the Association An invitation to be forwarded to Minister for the Environment to attend the next meeting (d) FAG Grants RESOLVED that the ALGA be requested to advise information regarding work undertaken by them on indexation and the redistribution of Financial Assistance Grants (Berrigan Shire Council/Moree Plains Shire Council)

There being no further business the meeting closed at 12.10pm.

Cr Mathew Dickerson Acting Chair – Country Mayor’s Association of NSW

Item: 14.1

Attachment 2.: Audit and Investment Committee - 2015-03-11 - Minutes


PRESENT: Clr P Culhane (Chairperson), Clr M Barlow and Clr J Searl, Messrs J Bell (General Manager), A Croke (Director of Finance and Administration) and B Johnston (Manager of Finance and Administration), Messrs W Martin, T Fielding and D Marshall (Community Representatives), and Mrs D Taylor (Management Accountant).

THE CHAIRPERSON DECLARED THE MEETING OPEN AT 8.30 am.


There were no apologies.


Nil.



That the minutes of the Audit and Investment Committee Meeting held on 10 December 2014 be adopted.

Moved Clr Searl seconded Clr Barlow. Carried.

SECTION 4: REPORTS

ITEM 4.1 COUNCIL INVESTMENT PORTFOLIO REPORT TO 28 FEBRUARY 2015


1. The report on Council’s investment portfolio is received and information noted.

Moved Mr D Marshall seconded Mr W Martin. Carried.

ITEM 4.2 REVIEW OF BUSINESS CONTINUITY AND DISASTER RECOVERY PLAN


1. The reviewed Business Continuity and Disaster Recovery Plan is adopted by Council.

Moved Clr Searl seconded Mr W Martin. Carried.

Item: 14.1



PLAN:-

Plan Title:

Business Continuity and Disaster Recovery Plan (BCP)

File Reference:

F10/943

Date Plan was adopted by Council initially:

18 December 2008

Resolution Number:

411/08

Other Review Dates:

16 July 2009, 17 October 2013

Resolution Number:

294/09, 332/13

Current Plan adopted by Council:

16 April 2015

Resolution Number:

XX/15

Next Review Date:

2018



N/A


N/A

RESPONSIBILITY:-

Draft Plan developed by:

Assets and Risks Coordinator and Director of Finance and Administration

Committee/s (if any) consulted in the development of this Plan:

Audit and Investment Committee

Responsibility for implementation:

General Manager

Responsibility for review of Plan:

Assets and Risks Coordinator and Director of Finance and Administration

Item: 14.1



1. BACKGROUND

Council provides essential services to the Upper Lachlan Shire community. Disruptions to services may conceivably be caused by individual incidents, outages, or by natural disasters of such a nature as fire, storm, flood, snow, earthquake or explosion. Business continuity management is to ensure timely resumption of essential business activities in the event of a major disruption. The Business Continuity Plan (BCP) is a plan for mitigating risks. The BCP is initiated when a risk event occurs that has a business interruption consequence. The business interruptions that are of concern from a continuity viewpoint are referred to as ‘outages’. Outages are distinct from system glitches and processing errors, these events will cause a significant disruption to, or loss of, key business activities over a prolonged period of time. The BCP provides a strategy for response, management and recovery from an incident, outage or disaster. The BCP is a living document which will be updated to reflect changing circumstances or information. 2. OBJECTIVES OF THE PLAN

The objective of this Business Continuity Plan (BCP) is to provide a readily accessible, useable and thorough document which enables Council and its Officers to:-

Follow an agreed, tried and systematic approach for the management of any incident, outage, or declared disaster;

Implement procedures to maintain core business services, wherever possible, through the disaster recovery period(s);

Re-establish services and operations as quickly and efficiently as possible; and

Minimise the impact and affects of business interruptions on the public, staff and Council.

3. SCOPE OF THE BUSINESS CONTINUITY PLAN The scope of the BCP is limited to the services provided by Upper Lachlan Shire Council at the three Council Administration Offices located in Crookwell, Gunning and Taralga, and services to its stakeholders and the orderly management of staff during an incident and the coordinated communication of any impact to the rest of the organisation and the public. The BCP has been developed to respond to three categories of incident:-

Denial of Access: Loss of access to a critical asset, including damage;

IT Services: Extended disruption to information technology (IT) services and telecommunications; and

People Threats: Sudden loss of staff, Work Health and Safety, industrial relations, and transport network.

Item: 14.1



4. INCIDENT GOVERNANCE

The Upper Lachlan Shire Council BCP defines a three-tier management structure to respond to an incident and disasters with the potential to cause a significant disruption to organisational operations and crucial support services. Management of an internal incident is escalated up and an Emergency / Disaster response is driven down.

Upper Lachlan Shire Council is a relatively small Council this may result in the Director and Managers taking on various roles on the ERC, BCT and DIT. The emergency response structure allows the General Manager to lead at a high level with assistance from Manex and Public Relations. With an appointed Departmental Director making the strategic business decisions with assistance from the LEMO and other staff specialists.

Item: 14.1



5. INCIDENT RESPONSE GUIDE

The Incident Response Guide is split into three major phases:- A. Alert and Invocation Phase: The problem is recognised, evaluated and

a decision made on whether to invoke a business continuity response. The following documents are attached in Appendix A:-

1. Alert and Invocation flowchart 2. A-1 Check Sheet – Assess impact on Council office functions 3. A-2 Check Sheet – Emergency Response 4. A-3 Check Sheet – Incident Assessment

B. Invocation and Recovery Phase: Execute the necessary recovery

actions to provide the minimum service for continued business operations. The following documents are attached in Appendix B:-

1. Invocation and Recovery Flowchart 2. B-1 Check Sheet – Business Continuity Invocation 3. B-2 Check Sheet – Plan incident Response 4. B-3 Check Sheet – On-site Recovery Response

C. Return to Normal Phase: Planning and implementation of necessary

tasks to return business activities to normal operations. The following document is attached in Appendix C:-

1. Return To Normal Flowchart 2. C-1 Check Sheet – Return to Normal

6. BUSINESS IMPACT ANALYSIS

6.1 Business Impact Analysis for the Council Office Function area A business impact analysis shall be completed, minimum of annually or after a BCP event or training as determined.

A risk assessment for each area should be completed to determine:-

Importance’s of office functions to continued operations;

Business As Usual Tolerance (BAU); and

Maximum Tolerable Outage (MTO).

Disruption factors that should be considered:-

Loss or damage to Facility where the function is preformed;

Lost or damage to Systems / tools use; and

Unavailable or missing suitable Council staff.

Item: 14.1



Refer to Appendix D for the Sample Business Impact Analysis Risk Reference Table and Template. If a risk assessment has not been undertaken by Council, it is recommended that this is done before proceeding with the Business Impact Analysis. The completed Business Impact Analysis is recorded in Appendix C – Check Sheet A-1. The Council Office Functions by Council Department are listed below:-

General Manager’s Office

Office Function Location

Executive Assistance / Secretariat

Crookwell

Public Relations / Media Crookwell

Governance Crookwell

Strategy Crookwell

Councillors / Chambers Crookwell

Councillors / Chambers Gunning

Finance and Administration Department


Finance and Administration Directorate

Crookwell

Finance Management Crookwell

Payroll Crookwell

Switchboard / Telephones Crookwell

Human Resources Crookwell

Rates and Charges Crookwell

Web Page/ Facebook/ Internet Crookwell

RMS Motor Registry Crookwell

Customer Service Crookwell

Customer Service Taralga

Customer Service Gunning

Record Management Crookwell

Record Management Gunning

Information (IT) Services Crookwell

Information (IT) Services Gunning

Creditors and Debtors Crookwell

Creditors and Debtors Gunning

Purchasing Gunning

Post Office Taralga

Environment and Planning Department


Environment and Planning Directorate

Crookwell

Building Control / Surveyor Crookwell

Rangers Crookwell

Noxious Weed Management Crookwell

Noxious Weed Management Taralga

Noxious Weed Management Gunning

Development Control / Planning Crookwell

Regulatory Functions Crookwell

Building Management Crookwell

Economic Development Crookwell



Environmental Services Crookwell

Item: 14.1



Addressing Management Crookwell

Works and Operations Department


Works and Operations Directorate

Crookwell

Operations Management Crookwell

Operations Engineering Assistance

Crookwell

Works Management Crookwell

Asset Surveillance Crookwell

RMS - RMCC Contract Management

Crookwell

Contractor Management Crookwell

Purchasing Crookwell

Design Management Crookwell

Asset and Risk Management, Work Health and Safety

Crookwell


Gunning



6.2 Impact Time Line The Upper Lachlan Shire Council Business Continuity Plan recognises three stages of business continuity activation:-

Business as Usual recovery only Green

Monitor and limited Invocation Amber

Full Business Continuity Invocation Red The incident should be referred to the BCT if the recovery times are likely to exceed half of the Maximum Tolerable Outage. The following diagram presents an incident time-line and its relationship with the BCP stages of BAU (Business As Usual) Tolerance and MTO (Maximum Tolerable Outage):-

Item: 14.1



Important: It is the expected recovery time that governs the response, not the time that has actually passed since the incident. 6.3 Emergency Response Emergency Response and Evacuation procedures are adopted by the Work Health and Safety Committee of Council (WH&S). Refer to WH&S section for Administration Office Emergency Plans, evacuation procedures and emergency response documentation. The purpose to emergency response is to ensure the safety of visitors, contractors and staff from the impact of the incident and the provision of prompt assistance to anyone affected by the incident. The initial evacuation response should be directed by the Emergency Response Team located at each occupied site e.g. Fire Wardens.

7. DISASTER ADMINISTRATION

7.1 Emergency Response Committee (ERC) The General Manager will automatically become the Chairperson of the Emergency Response Committee (ERC). If, under extreme circumstances, the General Manager is unable to fulfil this role, the Director of Finance and Administration will assume the role. This hierarchy becomes the Policy of Council effective from the date of the disaster. The Executive Assistant will provide secretariat support to ERC and the Mayor will be the consulted directly by the General Manager.

The following senior management hierarchy shall be employed in the event of an emergency:-

Item: 14.1



7.2 Contact Details

Council’s response to any disasters affecting Council operations and the implementation of this disaster recovery and contingency plan will be administered by the Emergency Response Committee (ERC). The ERC will comprise the following permanent members. The emergency contact numbers are presented below. Other members may be inducted as required.

POSITION NAME NUMBER

GENERAL MANAGER John Bell (02) 4830-1010, 0418 417 005

DIRECTOR OF FINANCE AND ADMINISTRATION

Andrew Croke (02) 4830-1008, 0417 068 766

DIRECTOR OF ENVIRONMENT AND PLANNING

Tina Dodson (02) 4830-1027, 0408 664 671

DIRECTOR OF WORKS AND OPERATIONS

Phil Newham (02) 4830-1063, 0409 050 451

INFORMATION SERVICES COORDINATOR

Marianne Laws (02) 4830-1004

ASSETS AND RISK COORDINATOR

John Levien (02) 4830-1014

7.3 Crisis Centre – off site recovery response

The ERC will act as Council’s immediate response and disaster recovery group, establishing priorities, organising and directing Council’s resources and providing information to staff and members of the public. The ERC will assemble upon the instructions of the General Manager or the nominated Chairperson. The ERC will assemble at the nominated premises and be known as the Crisis Centre: Library building, Denison Street, Crookwell, or Library building, Yass Street, Gunning The existing Council telephone number (02) 4830-1000 and facsimile number (02) 4832-2066 are to be redirected immediately to the Crisis Centre. Appendix E should be signed by the General Manager or Chairperson and sent to Telstra within 24 hours. The Executive Assistant should be assigned to the Crisis Centre effective the next working day, to assist the ERC with all communication and correspondence. The Manager of Finance and Administration should be assigned to the Crisis Centre immediately, to assist with all purchases, rentals and property

Item: 14.1



agreements required for the immediate establishment of the Crisis Centre and has the delegated authority to purchase individual items as required. 7.4 Crisis Centre Facilities

Immediately upon occupation of the Crisis Centre, the Storeperson and Information Services Coordinator must arrange for the following items to be available within 24 hours and delivered to the Crisis Centre:

FACILITY NUMBER CONTACT NAME AND NUMBER

TELEPHONES Mobiles as required.

Source from field staff. If more required: * Telstra Shop (02) 4828-6888 * Goulburn Mobile Solutions (02) 4822-8288 Use existing Library telephones

FAX 02 4832 1048 Use existing Library Fax

COMPUTERS Dell Computers

1800-812-393

DESKS Seven initially

CHAIRS Seven initially

STATIONARY To be determined Council Depot. If more required: * Crookwell Newsagency (02) 4832-1061 * Corporate Express 132644, www.ce.com.au

REFRESHMENTS To be determined

To be determined

7.5 Emergency Response Committee Meeting The General Manager will contact the Director of Finance and Administration who will set up the Crisis Centre at Crookwell, Gunning or Taralga, and notify all members of the ERC. If possible, the General Manager and/or nominated members of the ERC will perform a visual inspection of the disaster area prior to the meeting of the ERC to determine the extent of the damage. The Mayor, Councillors and designated employees maybe requested to attend the first meeting of the ERC. The Agenda for this meeting is attached as Appendix F. The Executive Assistant will contact the following people and place them on notice for assistance during the next few days:-

http://www.ce.com.au/

Item: 14.1



SERVICE CONTACT NAME CONTACT NUMBER NSW FIRE BRIGADE Crookwell

Goulburn (02) 4832-1601 (02) 4822-1608

NSW POLICE Goulburn Crookwell Gunning Taralga

(02) 4824-0799 (02) 4824-0777 (02) 4845-1244 (02) 4840-2044

RURAL FIRE SERVICE Crookwell (02) 4832-0268

INSURANCE BROKER Jardine Lloyd Thompson (JLT)

(02) 6251-9843 or 9320-2746

SOLICITORS Pikes Lawyers R.J. McCarthy & Co

(02) 9262-6188 (02) 4832-1055

CIVICA Account Manager (02) 5310-2348 or 0407613505

TELSTRA Account Manager (02) 6129-4678 or 0418927294

LOCAL MEDIA Crookwell Gazette Goulburn Post

(02) 4832-1077 (02) 4827-3500

RADIO CONTACT 1368, 2GN FM 93.5 FM 103

(02) 4821-3377 (02) 4821-7777 (02) 4822-1103

ELECTRICITY COMPANY Essential Energy 13-23-56

PORTABLE GENERATORS Crookwell Hire Kennards Hire

(02) 4832-1609 (02) 4822-1068

ELECTRONIC EQUIPMENT RECLAMATION

Council IT Staff

DOCUMENT RECOVERY SPECIALIST

Council IT Staff

STATIONERY AND OFFICE SUPPLIERS

To be determined Depot Store, or * Crookwell Newsagency (02) 4832-1061 * Corporate Express 132644, www.ce.com.au * Q-Stores 1800-424-613, www.qstores.com.au

PRINTERS ENIGMA Business Products

(02) 9453-1900

OFFICE FURNITURE Corporate Express (02) 6269-1190

REMOVALISTS Council Staff (02) 4830-1039

LOCKSMITHS Goulburn Locksmithing

(02) 4821-3893

ELECTRICAL CONTRACTORS

Steve Ward Electrical 0428-280-877

TELEPHONE EQUIPMENT SUPPLIERS

Boomerang Communications

0409-203-355

SOFTWARE SUPPLIERS Lagan Spatial Harris Technology

(02) 9527-9592 1300-13-9999

http://www.ce.com.au/

http://www.qstores.com.au/

Item: 14.1



7.6 Role of the Emergency Response Committee

7.6.1 Determining Priorities 1. All Council’s priorities will be determined by the ERC and will be

communicated to the Council, the public and any other organisation required. In order to do this each Director will provide the ERC with the following information updated as required.

Staff, plant and equipment available, Property and communication systems available, Summary of operations temporarily and permanently effected by the

disaster, Estimate of resources needed to restore the effected operations, Timeframe for recovery to partial and full operations, Location of operations not affected by the disaster, List of operations needing relocation. The ERC will determine the best allocation of available resources to meet the Council’s service priorities. 2. The overall coordination of the recovery will be the responsibility of the

General Manager or the Chairperson of the ERC. Specific tasks must not be assigned to them. The General Manager or Chairperson should remain highly visible and accessible to all staff and others needing assistance with their problems. The success of this plan revolves around the leadership of the General Manager or the Chairperson.

7.6.2 Communications

It is important to reiterate that only the General Manager or Mayor is permitted to speak with the press. Council should release a statement to the press immediately. Appendix G is an example of such a release. All communications will be coordinated through the ERC who will be responsible for:- The allocation of communication resources, All news releases to the media, Communications to employees, assisted by the Human Resources

Coordinator, All communications to insurance companies, All communications regarding recovery strategies. The ERC will hold scheduled major briefings twice daily in the Crisis Centre. These meetings will be open to all employees, members of the public and the media. The frequency of these meetings can be scaled down as recovery progresses.

Item: 14.1



The ERC and the Executive Assistant will establish a status data bank which will keep a chronological diary of events, scheduled meetings, minutes, telephone logs etc. The data base should include; An up to date employee phone directory listing mobile and landline

telephone numbers, A list of radio frequencies used during the emergency, A full account of assignments given to sections and employees, A schedule and minutes of all meetings held.

7.6.3 Disaster Declaration Criteria

A work environment can experience a wide range of operational disruptions on a daily basis. The vast majority of such disruptions would be handled with business-as-usual incident response process. An extreme incident will clearly be recognised as being an Emergency / Disaster, warranting the formal invocation of the Council Business Continuity Plan for the site of the emergency. However, there is likely to be a grey area of moderate disruptions where it is unclear where to declare a disaster or use business-as-usual processes to respond to the incident. A set of high-level guidelines are provided to identify the circumstances for declaring a disaster at an Upper Lachlan Shire Council site. A disaster may be declared if one of the following is true:-

A significant or fatal accident has occurred that requires the immediate involvement of WorkCover, Police and/or Emergency Services. The incident or accident requires site management active involvement or has been caused by a continuing and imminent threat to staff safety.

Any sudden incident that has the potential to undermine the ongoing effective operation of Upper Lachlan Shire Council.

Any sudden incident that could result in a disruption to one or more critical Council activities for longer than the maximum tolerable outage.

Actions 1. Broadly assess the situation against the above criteria. If there is a

reasonable prospect that any of the above criteria will be met: DECLARE A EMERGENCY / DISASTER

2. If there is a possibility that one or more of the above criteria will be met, but the current response is expected to keep the impact within acceptable levels: MONITOR SITUATION and consider selective activation of the business continuity response.

3. It the incident impact is firmly under control and is highly unlikely to meet any of the above criteria: STAND-DOWN THE ERC AND BCT

Item: 14.1



The three levels of action are in line with the definitions of GREEN, AMBER and RED stages of business continuity activation given in the Invocation phase. 8 ROLES AND RESPONSIBILITIES

8.1 Role of Director of Finance and Administration The Director of Finance and Administration will:-

Be a member of the ERC.

Be responsible for insurance related issues resulting from the disaster. These duties will include:-

- Notification of the insurance broker,

- Relay of instructions from insurance broker and underwriter to the

ERC

- Appointment of the loss adjuster,

- Accept, dispute or negotiate loss adjuster decisions,

- Preparation of the statement of claim with the help of the insurance

broker.

Be responsible for all documentation generated by the ERC. The documentation will be filed in accordance with the current Records Management Policy adopted by Council.

Oversee the activities of Manager of Finance and Administration, Human Resources and Information Technology Services.

8.2 Role of Manager of Finance and Administration The Manager of Finance and Administration will:-

Coordinate the assessment, salvage and restoration of Financial Services for Council and work with the ERC through the Director of Finance and Administration to minimise the effect of the disaster on Council operations.

Supervise the Information Services Coordinator and Storemen in the emergency procurement of materials, items of plant, equipment and services until otherwise directed by the Director of Finance and Administration. This will include all rental and leasing of items.

Establish a manual purchase requisition system until all computer systems are operational.

Be responsible for generating all forms used to record Council’s financial transactions and will provide forms to staff via the ERC with written rules and procedures regarding cost accounting.

Item: 14.1



Designate the Management Accountant the authority to maintain a register of all disaster related expenditures for purpose of cost accounting and reimbursement of expenses by the insurance company.

Establish a special account code which will identify any financial transaction, both internal and external as well as overtime charges to the special cost collection account code.

Work closely with Information Services Coordinator to assist in the recovery of IT functions.

Prepare a summary report of the extent of the damage and disruption to the Finance Department with any recommendations to the Director of Finance and Administration.

Assist the Director of Finance and Administration in the preparation of the claims documentation for insurance purposes.

Establish the temporary finance centre in the Crisis Centre, and establish the financial services in the following order: Payroll, Cashier, Rates, Stores, Others.

Establish the temporary administration centre in the Crisis Centre.

Establish the local computer network with the help of the Information Services Co-ordinator for inquiries into the system.

Source and replace all Personnel Records and all Workers Compensation Records (Appendix K may assist in the recovery of workers compensation records) currently held by Council.

8.3 Role of the Information Services Co-ordinator The Information Services Coordinator will:-

Coordinate the assessment, salvage and restoration of IT services for Council departments effected by the disaster and work with the Manager of Finance and Administration through the ERC to minimise the effect of the disaster on Council operations and to assist in the swift recovery of information services to user departments and to the public. This will be in accordance with the Upper Lachlan Shire Council Business Continuity and Disaster Recovery Plan – Information Technology Services Sub-Plan, attached as Appendix L.

Notify current suppliers of hardware and software to Council and place them on stand-by for assistance.

Assist the ERC to conduct a survey of the disaster site when cleared for inspection by the Authorities answering the following questions:-

Item: 14.1



- Which operating functions of the Information Services section are

operational?

- Are there any steps that can be taken immediately to maintain

operating functions?

- Should the equipment be removed from the site to prevent further

damage?

- What resources are required to regain functions?

Address computer security issues such as removal of hard drives from damaged computers and securing any non damaged system documentation.

Prepare a summary report of the extent of the damage and recommendations to the Director of Finance and Administration.

Assist the Director of Finance and Administration in the preparation of the claims documentation for insurance purposes.

Set up the Crisis Centre’s PC and peripherals when they become available.

Establish the temporary computer centre in the Crisis Centre. Temporary computer centres will be established in the following order; Crisis Centre, Works and Operations, Payroll, Cashier, Finance, Environment and Planning Department, Administration, and others.

8.4 Telecommunications Telephone communications will be vital for the organisation of Council’s recovery efforts. It will be the responsibility of the Information Services Co-ordinator to coordinate for the duration of the disaster all telecommunications activities. Appendix L should assist Council and Telstra determine the needs and priorities. The Information Services Co-ordinator will contact Telstra to inform them of the disaster and to request emergency services including:-

Redirecting of Council’s telephone and facsimile numbers to the Crisis Centre,

Immediate installation of additional serviceable phone lines to the Crisis Centre,

The disconnecting of services to Council’s PABX system and establishing the required number of lines to each of the temporary buildings as per the contingency plans attached to this plan;

Item: 14.1



CRISIS CENTRE Crookwell Library or Gunning Library

COMPUTER CENTRE Crisis Centre

FINANCE Crisis Centre

ADMINISTRATION Crisis Centre

TECHNICAL SERVICE Crisis Centre

Coordinate efforts to salvage existing telecommunications equipment with the nominated electronic equipment reclamation specialist.

Report to the ERC the status of all telecommunication equipment including telephones, facsimiles, PABX, file servers and mobile phones.

8.5 Role of the Human Resource Coordinator The Human Resource Coordinator will:-

Be the Council appointed designated Chief Warden for the Emergency Evacuation of the Crookwell Administration Office.

Coordinate the personnel services for employees affected by the disaster and work with the ERC through the Director of Finance and Administration to minimise the effect of the disaster on Council operations.

Ensure the safety of all employees working in or around any damaged buildings.

Contact all administration employees alerting them of the disaster and requesting them to stay at home near the telephone or within mobile telephone coverage area until requested to return to work.

Establish the services required by the employees dealing with the psychological aspects of the disaster and recovery.

Implement the “Management of Traumatic Incidence in the Workplace “procedure. (Appendix I).

Coordinate the industrial relations issues that may arise out of the disaster, such as:-

- The necessity of alternative duties (working outside of classifications),

- Employees working extended hours or shifts,

- Changing of lines of supervision as a result of the contingency plan,

- Inconvenience associated with temporary accommodation of

substandard condition.

8.6 Role of the Director of Works and Operations The Director of Works and Operations will assist in the assessment, salvage and restoration of services affected by the disaster and work with the ERC to

Item: 14.1



minimise the effect of the disaster on Council operations and services provided to the public. Apart from the normal engineering operations, the Director of Works and Operations will be a member of the ERC Committee and will directly assist the General Manager or ERC Chairman and assist in the establishment of a Crisis Centre. The Director of Works and Operations will coordinate Council motor vehicle and fleet purchases, recovery and allocation of plant fleet resources to assist in the emergency management coordination activities. The Director of Works and Operations will be responsible for ensuring work, health and safety policies and procedures are implemented by the ERC. 8.7 Role of the Assets and Risk Coordinator The Assets and Risk Coordinator will be a member of, and directly assist, the ERC. This position is the Council officer responsible for risk management and compliance duties and will assist all Council Departments in conducting BIA risk assessments and implementing learning from incidents and event testing. 8.8 Engineering Operations The Manager of Works and the Manager of Operations will both work with the ERC to conduct a survey of affected assets within the disaster site when cleared for inspection by the Authorities. The Managers will direct engineering staff in areas where assistance is required as directed by the ERC.

8.9 Role of the Director of Environment and Planning The Director of Environment and Planning will be a member of the ERC and will be responsible for the continuous operation of the ERC and that the activities of the ERC operate smoothly and without interruption. The Director of Environment and Planning will oversee the activities of the Environment and Planning Department. The Director of Environment and Planning will organise contractual services (carpenters, electrical, plumbing and others as needed) for all temporary premises listed below:-

CRISIS CENTRE Crookwell Library or Gunning Library

COMPUTER CENTRE Crisis Centre

TECHNICAL SERVICE Crisis Centre

ENVIRONMENTAL SERVICE

Crisis Centre

8.10 Role of the Manager of Environment and Planning The Manager of Environment and Planning will:-

Item: 14.1



Assist in the assessment, salvage and restoration of services affected by the disaster and work with the ERC through the Director of Environment and Planning to minimise the effect of the disaster on Council operations and to the public.

Contact all Environment and Planning employees alerting them of the disaster and requesting them to stay at home near the telephone or within mobile telephone coverage area until requested to return to work.

Work with the ERC to conduct a survey of the disaster site when cleared for inspection by the Authorities.

Establish Environment and Planning services in Crisis Centre.

Help Information Services Co-ordinator establish the local computer network in Environment & Planning.

Source and replace all Technical Manuals.

Source and replace all Property files and Development Application files and registers.

Establish the extent of file damage, recover files if possible and establish new files.

9. TRAINING AND INCIDENT EVENT EXERCISES For the BCP planning process to be brought to a logical conclusion and to ensure that the plan continues to be relevant to the Council, this involves:- (a) Training Council staff on how and when the BCP is to be used; and (b) Exercising or rehearsing the BCP to ensure that Council staff are indeed

able to execute the plan when there is an outage, incident, or an event. The primary objective of training is to ensure that the importance of the BCP is understood by all Council staff and they are aware of their roles and responsibilities during an emergency or crisis situation. Training will be pitched at different levels of the organisation, depending on what the needs and objectives are. 10. VARIATION That Council reserves the right to vary the terms and conditions of this Plan to ensure it meets the requirements of the relevant legislation. 11. RELEVANT LEGISLATION AND COUNCIL POLICIES

The following legislation and Council policies that are relevant to this Policy include:-

Local Government Act 1993;

Item: 14.1



Local Government (General) Regulation 2005;

Environmental Planning and Assessment Act 1979;

Independent Commission against Corruption Act 1988;

Government Information (Public Access) Act 2009;

NSW State Records Act 1998;

Work Health and Safety Act 2011 and Regulations;

Privacy and Personal Information Protection Act 1998;

Fair Work Act 2009;

Australian Standards AS5050.2010 – Business Continuity Managing Disruption Related Risk;

Local Government (State) Award 2014;

Upper Lachlan Shire Council Code of Conduct;

Upper Lachlan Shire Council Code of Meeting Practice;

Information Technology (IT) Strategic Plan;

Emergency Evacuation Administration Building and Council Chambers Policy and Emergency Plans for Crookwell, Gunning and Taralga Office;

Service Delivery Policy;

Trauma Management Policy;

Risk Management Policy;

First Aid Policy;

Injury Incident Management Procedures;

Protective Clothing and Equipment Policy; and

Delegations of Authority Policy. 12. APPENDIX Appendix - A Alert and Invocation Phase Flowchart and check sheets Appendix - B Recovery Phase Flowchart and check sheets Appendix- C Return to Normal Flowchart and check sheet Appendix - D Business Impact Analysis Template Appendix - E Telephone Redirection Authorisation Appendix - F Emergency Response Committee (ERC) Agenda Appendix - G Press Release Appendix - H Pre- Printed Stationary list Appendix - I Trauma Management Procedure Appendix - J Telecommunications Requirements Appendix - K List of Insurance Companies Appendix - L Information Technology (IT) Sub-Plan

Item: 14.1



Appendix A: A – Alert and Invocation Phase Flowchart

Assess Impact on Service Levels The initial risk assessment is performed by the responsible Council Department Manager and/or Department Director. The purpose is to establish whether the identified incident can be managed entirely by the Council’s staff within established service levels using Business-As-Usual response mechanisms. The outcomes of the initial risk assessment are decisions on whether to invoke emergency response procedures and utilise the Emergency Response Committee (ERC) and/or whether to escalate the incident to the Business Continuity Team (BCT).

Item: 14.1



Appendix A: A-1 Check Sheet Alert and Invocation Phase Check Sheets

Check Sheet – Incident Description: ______________________________ General Manager’s Office

Office Function Location BAU MTO Affected Yes / No

Executive Assistance / Secretariat

Crookwell

Public Relations / Media Crookwell

Governance Crookwell

Strategy Crookwell

Councillors / Chambers Crookwell

Councillors / Chambers Gunning

Finance and Administration Department


Finance and Administration Directorate

Crookwell

Finance Management Crookwell

Payroll Crookwell

Switchboard / Telephones Crookwell

Human Resources Crookwell

Rates and Charges Crookwell

Web Page/ Facebook/ Internet Crookwell

RMS Motor Registry Crookwell


Customer Service Taralga


Record Management Crookwell

Record Management Gunning

Information (IT) Services Crookwell

Information (IT) Services Gunning

Creditors and Debtors Crookwell

Creditors and Debtors Gunning

Purchasing Gunning

Post Office Taralga

Environment and Planning Department


Environment and Planning Directorate

Crookwell

Building Control / Surveyor Crookwell

Rangers Crookwell

Noxious Weed Management Crookwell

Noxious Weed Management Taralga

Noxious Weed Management Gunning

Development Control / Planning Crookwell

Regulatory Functions Crookwell

Building Management Crookwell

Economic Development Crookwell


Item: 14.1




Environmental Services Crookwell

Addressing Management Crookwell

Appendix A:

Works and Operations Department


Works and Operations Directorate

Crookwell

Operations Management Crookwell

Operations Engineering Assistance

Crookwell

Works Management Crookwell

Asset Surveillance Crookwell

RMS - RMCC Contract Management

Crookwell

Contractor Management Crookwell

Purchasing Crookwell

Design Management Crookwell


Crookwell


Gunning



Determination of Assessment 1 ( Green – Amber – Red ) Completed by _________________________ Date _________________________ The incident should be referred to the BCT if the recovery times are likely to exceed half of the Maximum Tolerable Outage.

Important: It is the expected recovery time that governs the response, not the time that has actually passed since the incident. A-2 Emergency Response

Item: 14.1



Refer to Administration Office locations’ Emergency Procedures. Appendix A: A-3 – Incident Assessment The incident assessment is performed by the nominated Incident Manager with information covering the nature of the incident and impact to Council’s operations provided by all relevant parties. The purpose is to evaluate the status of the incident and decide on the incident recovery approach to be taken. The outcome of the incident assessment tasks will be a decision on whether to invoke the Business Continuity Plan or to use Business-As-Usual (BAU) recovery practice. Task Checklist – Incident Description: ____________________________

Task ID

Task Description Required Y/N

Assigned to: Done

A1.1 Determine if there has been a fatality or serious injury ; If yes

Initiation the fatality and serious injury response plan

A1.2 Convene the Business Continuity Team

Contact all members not present at site or delegate if not immediately contactable

Select incident management crisis centre

Ensure BCT members bring copy of BCP and mobile telephone

A3.3 Obtain incident situation update form

All staff involved in the incident

Business units whose operations are affected by any resultant disruption attributed to the incident

Emergency Services

3rd party services providers

A3.4 Assess impact of incident on staff and business operations

Identify if immediate medical response is required

Identify scope and likely duration of operational disruption

Evaluate the likely outcomes of Business-As-Usual incident response practices

Evaluate expected disruption against service level commitments

A3.5 Determine if Business continuity response is required; Invoke BCT response if:

An WH&S significant Work Cover incident has occurred

There is a current and continuing threat to staff and visitor safety

Is Council long-term reputation at risk

BAU recovery will not meet service level obligations

Urgent repairs to site will disrupt business operations

A3.6 BCT monitoring protocol setup if Business Continuity response is not invoked

Item: 14.1



Appendix B: Recovery Phase Check Sheets

Appendix B: B1 – Business Continuity Invocation

Item: 14.1



Business Continuity Invocation is performed by the Business Continuity Team (BCT) of Upper Lachlan Shire Council.

The purpose of the activity is to formally activate the Business Continuity Plan and its associated changed work practices. The outcome of the Business Continuity Invocation tasks will be the establishment of the BCT as the operations coordination body of Upper Lachlan Shire Council under the direction of the ERC and revised service availability for the duration of the incident. Task Checklist – Incident Description: _____________________________

Task ID


Assigned to: Done

B1.1 Activate the Business Continuity Team (BCT)

Activation should be through the ERC Chairperson or delegate to establish the authority of the Incident Manager of the BCT

B1.2 Notify the Upper Lachlan Shire Council of BC invocation

Notify Council departments through directorate ERC members Record date & time of notification to each department

Highlight role of BCT and ERC and provide contact details to the incident Manger, as the coordinator of all incident response activities

Outline the nature of the incident and specify that future details will be communicated as available

B1.3 Add emergency security

Specify assess by authorised personnel only

Provide security with ERC contact

B1.4 Update staff with current status of the incident

Specify that all statements regarding the incident must be through the ERC

Ensure all staff members know what is expected of them

Staff to take direction from BCT through Business Unit Management

Staff to be on standby to respond to specific instructions

Reassure them that management are in control of the situation.

Appendix B: B2 – Plan Incident Response

Item: 14.1



Plan Incident Response is performed by the Business Continuity Team (BCT) of Upper Lachlan Shire Council, under the direction of the ERC.

The purpose of the activity is to assess the recovery options available to the business and to plan the recovery activities to be performed. The outcome of the plan incident response task will be an incident recovery plan that aims to establish an acceptable level of business continuity in a timely manner.

Task Checklist – Incident Description: _____________________________

Task ID


Assigned to: Done

B2.1 Perform inspection of the asset / location

Ensure building / area has been cleared by emergency Services personnel

Engage Insurance assessor to inspect damage

Note all visible damage

Make preliminary estimate of make-good time (trades will confirm)

B2.2 Review business activity priorities

Refer to list of item is Impact on service levels as a good starting point

Consider business activity cycles, e.g. payroll, and peaks in demand for Council Services, e.g. storm damage repairs

Engage with each Department to confirm disruption impact

Confirm business resumption priorities with ERC

B2.3 Identify Recovery tasks

Take note of service level commitments and service priorities

Sequence & prioritise recovery tasks

Options may include 1 or more of

Facilities and equipment salvage

Facilities repairs or replacement

Operations relocation to the Business Recovery Site or alternate Council premises

B2.4 Identify emergency expenses and communicate to ERC

B2.5 Allocate Recovery Team members

Consider all available team members

Facilities recovery

IT recovery

Records recovery

B2.6

Obtain external assistance if local resources are unavailable or specialist assistance is required

Appendix B:

Item: 14.1



B3 – On-Site Recovery Response

On-site recovery response is controlled by the Business Continuity Team (BCT) which coordinates the activities of resources from internal and external response teams. The purpose of the activity is to implement the planned recovery tasks to recover services at the affected Upper Lachlan Shire Council site in a timely manner. The outcome of the On-site recovery response tasks will be a controlled and coordinated recovery of disrupted critical services base on established business priority.

Task checklist – Incident Description: _____________________________

Task ID


Assigned to: Done

B3.1 If incident is an infectious disease outbreak, activate Quarantine area with 20m clear zone

B3.2 Perform facilities and equipment salvage

Ensure building has been cleared by emergency Service personnel

Obtain specialist help, if required

Obtain access to secure storage

Create checklist to note status of all equipment

B3.3 Telephones redirection if phone services disrupted

B3.4 Has the site electricity supply

B3.5 Has the site Water & sewerage

B3.6 Do we have the resources internal to control the disruptions & response

B3.7 Engage facilities repair contractors

Building

Electrical reticulation

Telecommunications carrier

PABX

Item: 14.1



Appendix C: Recovery Phase Check Sheet

Item: 14.1



Appendix C:

C1 – Return to Normal Check Sheet

Damage Assessment ACTION DONE

1 The Emergency Response Committee (ERC) will decide when would be an appropriate time to conduct a detailed damage assessment

2 Assign Council staff to participate on the Department Incident Team (DIT)

3 Carry out damage assessment under the direction of the ERC

Salvage and Restoration ACTION DONE

1 Compile list of items from the Department that can be salvaged and those that have to be replaced

2 Work with IT and relevant Department Director to identify requirements for new office

Relocation ACTION DONE

1 Following the decision of the ERC to relocate determine the move requirements

2 Develop plan to relocate processing back to the primary office, ensuring to maintain data integrity through the process

Item: 14.1 Attachment 2.: Audit and Investment Committee - 2015-03-11 - Minutes


Appendix D:

Sample Business Impact Analysis – Risk Reference Table

Risk Level

Rating Injuries 1. Financial Loss Interruption of Service

2. Reputation and Image

Operational Efficiency

3.Stakeholder Impact

4.Regulatory Statutory

1 Insignificant None Less than $10,000

Less than 4 hrs Unsubstantiated, low impact, low profile or

no news item

Little impact Inconvenience & delays to

individuals

No noticeable regulatory/statutory

impacts

2 Minor First Aid treatment

$10,000 to $25,000 4 hours to 2 days Substantiated, low impact, low news

profile

Inconvenient delays Significant impacts on individuals but

no noticeable impact on overall service delivery

Minor and temporary non-compliance with

regulatory requirements

3 Moderate Medical treatment required

$25,000 to $75,000 2 days to 1 week Loss of building or

workspace

Substantiated, public embarrassment, moderate impact,

moderate new profile

Delays in major deliveries

Major impacts on significant numbers

of individuals, resulting in

noticeable impact on overall service

delivery

Short-term non compliance with

significant regulatory requirements

4 Major Death or extensive injuries

$75,000 to $250,000 1 week to 1 month Loss of building or

workspace

Substantiated, public embarrassment, high

impact, high news value, Third party

actions

Non achievement of major

deliverables

Major and long term impacts on individuals and

overall delivery of services

Significant non-compliance with

essential regulatory requirements

5 Catastrophic Multiple deaths or several permanent disabilities

More than $250,000 More than 1 month Loss of building or

workspace

Substantiated, public embarrassment, very high multiple impacts, high widespread news

profile, Third Party actions

Non achievement of major key

corporate objections

Permanent or debilitating impact on individuals and overall delivery of

services

Long-term or indefinite non-

compliance with essential regulatory

requirements

The purpose of the above Business Impact Analysis – Risk Reference Table is to provide a common language on how consequences (impacts) are evaluated and measured. The above illustrates 5 consequence categories that will be used in Council’s risk assessment process. A subset of these categories is used for a Business Impact Analysis (BIA). The categories should reflect the Council‘s economic, social and environmental responsibilities in relation to business continuity.



Appendix D – Sample Business Impact Analysis (BIA) Template Council Department: Business Process or Activity: Assess the potential business impact on the Council as a whole should this process / activity suffer an outage of varying durations due to a major incident. Assume that all your normal day to day resources (such as computers, data, office facilities, and business records) are not available. Refer to the Business Impact Reference Table for definitions of the Risk Level Ratings.

1 Financial Loss

Could interruption of services lead to financial loss (such as revenues, interest costs, penalties and extra cost of working)?

1 day

3 days

5 days

10 days

2 Reputation and Image

Could interruption of services lead to a loss of public confidence, negative publicity and/or damage the image and reputation of the Council?

1 day

3 days

5 days

10 days

3 Stakeholder Impact

Could interruption of services suspend or restrict expectations of stakeholders?

1 day

3 days

5 days

10 days

4 Regulatory/Statutory

Could interruption of services breach statutes/regulations?

1 day

3 days

5 days

10 days

OVERALL RATING

Based on the above impacts, provide an overall impact rating for this process / activity

1 day

3 days

5 days

10 days

Comments: Maximum Tolerable Outage (MTO)

Completed by: _________________________________ Date: _________________ Position Held: _________________________________

Appendix E: Telephone Redirection Authorisation

UUppppeerr LLaacchhllaann SShhiirree CCoouunncciill

Duration of Outage Risk Rating Impact

1 2 3 4 5



All correspondence addressed to the General Manager, PO Box 42, GUNNING NSW 2581 Crookwell Office: 44 Spring Street, Crookwell NSW 2583

p: 02 4830 1000 │ f: 02 4830 1045 │ e: [email protected] │ www.upperlachlan.nsw.gov.au

Gunning Office: 123 Yass Street, Gunning NSW 2581

p: 02 4845 4100 │ f: 02 4845 1426 │ e: [email protected] Taralga Office: 44 Spring Street, Crookwell NSW 2583 p: 02 4840 2099 │ f: 02 4840 2296 │ e: [email protected]

AABBNN 8811 001111 224411 555522

(DATE) Upper Lachlan Shire Council PO Box 42 GUNNING NSW 2581 The Manager Telstra Australia (INSERT ADDRESS OF TELSTRA OFFICE) To whom it may concern, Re: Telephone Number Change Due to an unforseen event that has occurred to Council, this letter is to request Telstra Australia to redirect the current Upper Lachlan Shire Council telephone number (02) 4830-1000 and facsimile number (02) 4832-2066, to the Crookwell Library, Denison Street, Crookwell. Council will require the change effective immediately and will notify Telstra when the situation changes. Thank you for your co-operation in this matter. Yours faithfully, GENERAL MANAGER






Appendix F: Emergency Response Committee Agenda

EMERGENCY RESPONSE COMMITTEE (ERC)

AGENDA

1. Disaster report from initial site visit 2. Identification of affected Departments 3. Initial plan for operations during the first few days The necessity of alternative duties (working outside of classifications) Appointment of purchasing authority Allocation of temporary work locations Implementation of emergency contact numbers Public notification Implementation of equipment requirements 4. Schedule of staff meetings 5. Staff requirements



Appendix G: Press Release

UUppppeerr LLaacchhllaann SShhiirree CCoouunncciill All correspondence addressed to the General Manager, PO Box 42, GUNNING NSW 2581 Crookwell Office: 44 Spring Street, Crookwell NSW 2583 p: 02 4830 1000 │ f: 02 4830 1045 │ e: [email protected] │www.upperlachlan.nsw.gov.au Gunning Office: 123 Yass Street, Gunning NSW 2581 p: 02 4845 4100 │ f: 02 4845 1426 │ e: [email protected] Taralga Office: 44 Spring Street, Crookwell NSW 2583 p: 02 4840 2099 │ f: 02 4840 2296 │ e: [email protected]

AABBNN 8811 001111 224411 555522

PRESS RELEASE

On (INSERT DAY AND DATE) at approximately (INSERT TIME) a (INSERT TYPE OF DISASTER) (INSERT EXTENT OF DAMAGE) (INSERT COUNCIL NAME AND BUILDING). The cause of the disaster is unknown and is being investigated by the NSW Fire Department and the NSW Police Department. Council will be open for business with reduced services on (INSERT TIME, DAY AND DATE) at Crisis Centre. The contact number for Council will remain as (02) 4830-1000. Further information will be released concerning the emergency situation as it becomes available. Council thanks the community for their understanding and patience during this difficult time. By Authority GENERAL MANAGER






Appendix H: Pre-Printed Stationary

Document Name of Printer

Address Phone Number

Fax Number

LETTERHEAD Elect Printing P.O. Box 115, Fyshwick, ACT, 2609

(02) 6280-6925 (02) 6280-6820

ENVELOPES Hypercet Printing

34 Clifford St., Goulburn. NSW, 2580

(02) 4822-2970 (02) 4822-2168

CHEQUES, RATE NOTICES, WATER NOTICES, LIBRARY RECEIPTS, PLANT SHEETS.

Forms Express

P.O. Box 318, Belmont, VIC, 3216

(03) 5227-7300 (03) 5223-1588



Appendix I: Trauma Management Procedure

Trauma Management shall be carried out in accordance with Upper Lachlan Shire Council’s Trauma Management Policy.

Appendix J: Telecommunications Requirements Refer to current “Business Services Agreement” (Director of Finance and Administration).

Appendix K: List of Insurance Companies 1. WORKERS COMPENSATION: StateCover Ltd. (02) 8270-6001. 2. PUBLIC LIABILITY: StateWide Mutual Ltd. Managed by Jardine Lloyd

Thompson (02) 6251-9843 or 9320-2746. 3. PROFESSIONAL INDEMNITY: StateWide Mutual Ltd. Managed by Jardine

Lloyd Thompson (02) 6251-9843 or 9320-2746. 4. PROPERTY PROTECTION: StateWide Mutual Ltd. Managed by Jardine Lloyd

Thompson (02) 6251-9843 or 9320-2746. 5. MOTOR VEHICLE FLEET: Zurich, administered through Jardine Lloyd

Thompson (02) 6251-9843 or (02) 9320-2746.

Appendix L: Information Technology (IT) Sub-Plan

1. COMPUTER SERVICES

BACK-UP Back-ups are to be performed daily by Information Services Co-ordinator. Daily back-ups include the network “I-Drive”, Authority, TRIM EDM, Email, and MapInfo (GIS) Servers. RECOVERY Back-ups are to be used to reinstate the corporate IT systems as required. OFF SITE STORAGE Back-ups of all programs used by Upper Lachlan Shire Council and data files will be held off site. Refer to Information Technology (IT) Strategic Plan.



ITEM 4.3 INTENTUS CHARTERED ACCOUNTANTS - PRESENTATION OF AUDIT STRATEGY FOR UPPER LACHLAN SHIRE COUNCIL


1. The Intentus Chartered Accountants Audit Strategy for Upper Lachlan Shire Council for 2014/2015 be received and information noted.

Moved Mr W Martin seconded Mr D Marshall. Carried.


Nil. NEXT MEETING DATE WEDNESDAY 10th JUNE 2015 AT 8.30am. THE MEETING CLOSED AT 8.50am.

Minutes confirmed 10TH JUNE 2015

…………………………. Chairperson

Item: 14.1

Attachment 3.: Economic Development Task Force - Minutes from meeting held 3 February 2015


MINUTES OF THE UPPER LACHLAN SHIRE COUNCIL EDTF COMMITTEE HELD TUESDAY, 3 FEBRUARY 2015 AT CROOKWELL

Present: Clr Jo Marshall, Robert Sutton, Andrew Lindner, Clr Paul Culhane & Brenda

Proudman. Apologies: Tina Dodson & Margaret Campbell. Moved by Brenda Proudman seconded by

Clr Paul Culhane. CARRIED Meeting commenced at 4.30pm. Declaration if Interest: Nil. Confirmation of Minutes: Minutes from the 2 December 2014 were moved by Robert

Sutton & seconded by Andrew Lindner. CARRIED Correspondence: Nil. Agenda Item 4.1 Brenda handed out some of the collated survey responses. There is still some more to add. Robert offered to help Brenda condense the answers down into a usable format. The answers will then be used to help formulate an Economic Development Strategy. Agenda Item 4.2 Robert explained his concerns about the poor lighting in Crookwell and surrounding villages and how uninviting the main street presentation can be at night. A lighting and beautification submission will be considered when we write the Strategy Plan. Agenda Item 4.3 Jo put forward her ideas about setting up a fund to help women starting up in business using money raised from the International Women’s Day lunch she is organising for the 8 March 2015. Jo intends to speak to the BEC and John Bell for advice to define any possible issues of the EDTF granting money for women starting up in business. Robert said it is important to make sure there is a merit based process. Agenda Item 4.4 The EDTF are to arrange a 6pm informal community meeting at the end of March followed by an open discussion on forming a Progress Assoc. Moved Clr Jo Marshall seconded Clr Paul Culhane. CARRIED General Business: a) Robert asked about ULSC development costs and Brenda explained what Section 94

fees are. The committee inquired if Shire development fees are competitive with other neighbouring Shires and suggested further analysis may be required.

b) Brenda is to have a look at other Council Economic Strategies and form some ideas

for this committee to consider.

Item: 14.1

Attachment 3.: Economic Development Task Force - Minutes from meeting held 3 February 2015


Next meeting of the EDTF Committee is scheduled for Tuesday, 3 March 2015 at 4.00pm in the Council Chambers in Crookwell. There being no further business meeting closed at 6.15pm.

Item: 14.1 Attachment 4.: NSW Government Communities Sport & Recreation - South East Regional Academy of Sport - 2013 Annual Report & Yearbook


Item: 14.1 Attachment 5.: Southern Tablelands Arts ( STARTS ) - 2014 Annual Report


Item: 14.1 Attachment 6.: SEATS - Minutes of Meeting held February 2015


MINUTES OF THE SOUTH EAST AUSTRALIAN TRANSPORT STRATEGY INC

EXECUTIVE MEETING HELD AT PORT WELSHPOOL, VICTORIA HOSTED BY SOUTH GIPPSLAND SHIRE COUNCIL ON

THURSDAY 19 FEBRUARY 2015 COMMENCING AT 10.45 AM

_________________________________________________________________________ 1. WELCOME AND ATTENDANCE The Chair welcomed members to the Executive Meeting. The Chair noted the importance of the occasion with the retirement of the outgoing Executive Officer, Chris Vardon, and the appointment of the incoming Executive Officer, John Duscher.

MEMBERS POSITION

Cr Jeanette Harding Mayor, South Gippsland Shire Council and SEATS Chair

Cr Sue Whelan Queanbeyan City Council and SEATS Deputy Chair

Chris Vardon OAM Outgoing Executive Officer

John Duscher Incoming Executive Officer

Gordon Charles East Gippsland Shire Council and SEATS Treasurer

Mark Burnett East Gippsland Shire Council

Greg Pullen Shoalhaven City Council

Cr Debbie Brown Baw Baw Shire Council

Cr Marianne Peltz East Gippsland Shire Council

Cr Neil Burnside Eurobodalla Shire

Cr Bob Wenger Wellington Shire Council

MINUTES POSITION

Cavell Ferrier South Gippsland Shire Council

2. APOLOGIES:

Cr Bob Stewart Bombala Shire Council

3. MINUTES OF THE PREVIOUS MEETING

MOTION: The Minutes of the meeting held on 6 November 2014 were accepted as a true and accurate record. Moved: Greg Pullen Seconded: Cr Marianne Peltz Carried.

3. BUSINESS ARISING FROM THE MINUTES Nil. 4. EXECUTIVE OFFICER’S REPORT Chris Vardon addressed the group and reported the following:-

o November to February has not been the most productive time, with holiday periods and

pending elections. Directorates of all political parties in NSW have been written to, outlining



the goals of SEATS and seeking support for our projects. He noted the importance of targeting political persons who have influence in decision making.

o He is completing his duties as Executive Officer on 5 March 2015. John Duscher will take

up the role.

o The SEATS website is now online. There have been significant changes with the site which

includes information about meetings, presentations, reports, etc. An interactive feature is also available where questions may be posed to the Executive Officer with responses via email.

o Jindabyne Shire is enthusiastic about joining SEATS and will be a welcome addition to the

SEATS group.

o Priority projects are important and need to be tracked accordingly.

o The Notice of Motion re Main Road 2 Beyond Nerriga Report is to be discussed tomorrow.

The Chair added the following comments:-

o The Labor Party representative had been invited to the meeting, however was unable to

attend. Further invitations will be made in advance of SEATS gatherings.

o Danny O’Brien MLC will be attending the dinner this evening and will briefly address

delegates. Cr Debbie Brown reported that the next meeting is in Victoria, hosted by Baw Baw Shire Council and her office has invited several ministers to the meeting.

5. FINANCIAL REPORT Gordon Charles talked to the Treasurer’s report, which had been circulated, was received. He noted that vigorous pursuit of outstanding fees from the last financial year had been recouped. Funds have been allowed for the transition from outgoing to incoming Executive Officer. A resolution will be taken tomorrow to determine the use of the income line item of $19,170.00. It was noted that there will be not be any refund to respective governments and the funds may be used for additional studies. 6. INTRODUCTORY REMARKS BY NEWLY APPOINTED EO JOHN DUSCHER John Duscher addressed the group. He reported that the transition has commenced and he has had helpful discussions with Chris Vardon. John reported that he is pleased to have the opportunity to take up the role and will embrace the challenges with enthusiasm. He added that he is familiar with SEATS members and affiliated organizations; having been a member from the first days. He believes that SEATS is meeting its mission and vision very well, with much work still to be done. Chair responded that it was a unanimous decision to appoint John Duscher from a group of exceptionally fine applicants. John’s passion for SEATS will give him the chance of filling the considerable shoes of the outgoing EO, Chris Vardon.



7. OTHER BUSINESS Cr Debbie Brown queried the term of Chairperson with a maximum of two years in the role before a change. Chris Vardon responded that for this to occur, a change to the Constitution is required. This requires 28 days notice to all members before the Annual General Meeting in August.

MOTION: That the draft notice of motion to be submitted to the AGM regarding term of Chairperson (Chair and Deputy Chair) be tabled at the Executive Meeting in May for consideration. Moved: Greg Pullen Seconded: Cr Sue Whelan Carried.

There being no further business, the meeting closed at 11.45 am.



MINUTES OF THE SOUTH EAST AUSTRALIAN TRANSPORT STRATEGY INC

GENERAL MEETING HELD AT PORT WELSHPOOL, VICTORIA HOSTED BY SOUTH GIPPSLAND SHIRE COUNCIL ON

THURSDAY 19 AND FRIDAY 20 FEBRUARY 2015 COMMENCING AT 1.00 PM

_________________________________________________________________________

1. WELCOME: The Chair, Cr Jeanette Harding, welcomed members to the General Meeting. 2. ATTENDANCE:

MEMBERS POSITION

Cr Jeanette Harding Mayor, South Gippsland Shire Council and SEATS Chair

Cr Sue Whelan Queanbeyan City Council and SEATS Deputy Chair

Chris Vardon OAM Outgoing Executive Officer

John Duscher Incoming Executive Officer

Gordon Charles East Gippsland Shire Council and SEATS Treasurer

Mark Burnett East Gippsland Shire Council

Greg Pullen Shoalhaven City Council

Cr Debbie Brown Baw Baw Shire Council

Cr Marianne Peltz East Gippsland Shire Council

Cr Neil Burnside Eurobodalla Shire

Cr Bob Wenger Wellington Shire Council

Bill Ellison Palerang Council

Cr Paul Cockram Palerang Council

John Ernst South Gippsland Shire Council

Paul Stampton South Gippsland Shire Council

Ken Fraser South Gippsland Shire Council

Tim Tamlin CEO, South Gippsland Shire Council

Phil Cantillon Baw Baw Shire Council

Mike Hyde Wollongong City Council

Harvey Dinelli DEDJTR

Greg Hatt Gippsland Ports

Cr Clare Le Serve Bass Coast Shire Council

Warren Sharpe Eurobodalla Shire

Cr Rob Pollock RDA – FSC

Cr Patricia White Shoalhaven City Council

Cr John Murray Shellharbour City Council

Stuart Clark GHD

Graham Brisbane GHD

Cr Bill Taylor Bega Valley Shire Council

Mayor Michael Britten Bega Valley Shire Council

Wayne Sartori Bega Valley Shire Council

Chris Hastie Wellington Shire Council

Cr Denzil Sturgiss Goulburn Mulwaree Council

Cr Graeme Middlemiss Latrobe City Council

Phil Stone Latrobe City Council

Mark Williams Sanmar Consulting

Sandy Williams Sanmar Consulting

Peter Francis Bass Coast Shire Council

Cr James Wheelwright Upper Lachlan Shire Council



Phil Newham Upper Lachlan Shire Council

Kenn Beer Safe System Solutions Pty Ltd

Brad Close Victorian Transport Association

Stuart Clark GHD

Graham Brisbane GHD

GUEST SPEAKER POSITION

Brad Close Victorian Transport Association

A/Prof Robert Faggian Deakin University

MINUTES POSITION

Cavell Ferrier South Gippsland Shire Council

3. APOLOGIES:

Felicity Sist Bass Coast Shire Council

Michael Lamperd Bega Cheese

Nola Bansgrove OAM Bransgrove Freight

Fiona Hatcher RDAFSC

Andy Beldom GHD

Cr Bob Kirk Goulburn Mulwaree Council

Noel McCann Canberra Airport

Kathryn Scarano Canberra Airport

Phil Hansen Queanbeyan City Council

Cr Marianne Saliba Shoalhaven City Council

Lesley Scarlett Southern Councils Group

Mark Williams Sanmar Consulting

Sandy Williams Sanmar Consulting

David Wilson RMS

Dom Figliomeni NSW Ports

Cr Judy Hannan Wollondilly Council

4. MINUTES OF THE PREVIOUS MEETING

MOTION: The Minutes of the meeting held on 6 and 7 November 2014 were accepted as a true and accurate record with the following amendments:-

Add Greg Pullen and Cr Marianne Saliba to the attendance list.

Typographical error on p.20, section 11 – Minister for Roads is Duncan Gay. Moved: Greg Pullen Seconded: Cr Debbie Brown Carried.



5. BUSINESS ARISING FROM THE MINUTES EXECUTIVE OFFICER – RETIREMENT OF CHRIS VARDON OAM The Chair expressed sadness at the retirement of the outgoing EO, Chris Vardon but was pleased to announce the appointment of John Duscher as new EO. The Chair invited Warren Sharpe to say a few words. Warren stated that Chris has been a personal mentor to him and a dear and respected friend. Chris has an OAM for his services to local government and had been Mayor of Warren’s council for several years. His leadership and ability to build relationships and strategic expertise has been invaluable in his role as EO of SEATS. Warren shared some anecdotes of his association with Chris which brought a smile to delegate’s faces. Warren acknowledged the support of Chris’ wife, Judy, behind the scenes and wished Chris and Judy all the best for the future. A copy of a press release issued by Eurobodalla Shire will be available on the SEATS website. Deputy Chair, Sue Whelan, then addressed the group. Sue has known Chris since his Eurobodalla days. Chris leaves a great legacy in NSW in local government and in the community. Sue also thanked Judy for her unwavering support of Chris. Sue stated she would treasure her friendship with Chris and Judy. The Deputy Chair presented a Certificate of Appreciation to Chris Vardon in recognition of his dedicated service to SEATS and its membership in the south east Australian region. The Treasurer, Gordon Charles reiterated the sentiments of Warren and the Deputy Chair and presented Chris with a gift. The Chair presented Judy Vardon with a gift of appreciation. Tim Tamlin, CEO of South Gippsland Shire Council briefly addressed the delegates. Tim acknowledged the traditional owners of the land; past and present. Tim thanked all delegates for coming from far and wide to attend the SEATS event and he hoped that there would be an opportunity to see some of the natural beauty of the Prom and region. Chris Vardon responded to the delegates, thanking all the speakers for their kind words and jokingly reporting that he has decided not to retire! Chris expressed his gratitude and love for his great supporter, his wife, Judy. Chris thanked everyone for the courtesy extended to him and his wife. The next two weeks sees him end a 54 year working career. Chris expressed delight that John Duscher has taken on the role and is confident that SEATS will progress further under his guidance. A copy of Chris thank you notes had been circulated. The Chair expressed thanks and acknowledged the emotion of the occasion. INTRODUCTION OF JOHN DUSCHER, INCOMING EXECUTIVE OFFICER The Chair introduced John Duscher, the incoming Executive Officer. John added that Chris has been a great leader of SEATS, his guidance and zest for getting things done have drawn on his personal skills and knowledge and has taken SEATS to a new level where SEATS is sought out for advice and direction and this is an absolute credit to him. John added he is looking forward to stepping up to the role and challenges of the future. Having been a foundation member of SEATS, he has a well-developed appreciation of the value of SEATS.



6. EXECUTIVE OFFICER’S REPORT: The Executive Officer’s Report had been circulated.

MOTION: That the Executive Officer’s Report be accepted, as presented. Moved: Mike Hyde Seconded: Ralf Kastan Carried.

7. FINANCIAL REPORT The Financial Report had been circulated.

MOTION: That the Financial Report be received:- Moved: Gordon Charles Seconded: Cr Sue Whelan Carried.

8. RESCISSION OF MOTION RE MR 92 BEYND NERRIGA REPORT (UPPER LACHLAN) The Recission Motion was held over for discussion tomorrow when delegates from respective councils concerned will be in attendance. 9. PRESENTATION:- John Ernst from South Gippsland Shire Council presented on Gippsland’s Safe Freight Network. A copy of the Presentation will be available on the SEATS website. 10. VICROADS REPORT; The VicRoads report, which had been circulated, was received. Harvey Dinelli spoke briefly to the report. 11. ROADS AND MARITIME SERVICES (RMS) REPORTS: The RMS-Southern Report, which had been circulated, was received. Chris Vardon presented the report on behalf of David Wilson who was absent due to other duties. Greg Pullen added that two programs were announced last Friday under the Heavy Vehicle Safety Program and Fix the Country Roads Program. These announcements will be available on the website. MEETING ADJOURNED: The meeting was adjourned at 2.45 pm on 19 February 2015.



Delegates then enjoyed a 2 hour cruise, with afternoon refreshments, on the catamaran, Nooramunga before gathering for dinner at the Pier Port Hotel in Port Welshpool. Guest speaker at the dinner was Richard Elkington, Chairman, RDA - Gippsland, who presented on the Gippsland Food Plan and Mr Danny O’Brien MLC briefly addressed the delegates. MEETING CONTINUED: The meeting resumed at 9.20 am on Friday 20 February 2015. 12. PRESENTATIONS: Agricultural Industry Transformation – Gippsland – Associate Professor Robert Faggian, Deakin University. A copy of this PowerPoint presentation will be posted to the website. Transport Issues in Gippsland and south east region – Brad Close, Victorian Transport Association. Brad addressed the group focusing on five main areas including:-

1. National Reform

While National Heavy Vehicle legislation has been introduced, notionally improving administration, various State legislation is still in place. This has in effect increased red tape and continues to affect productivity. The Industry is seeking from regulators and statutory bodies a consistent approach despite borders or jurisdiction, example inconsistencies when crossing borders a PBS approved Truck & dog in Victoria loads to 57.5tn on approved network, crosses into NSW and is automatically back to 50.5tn or enters SA and is back to 54.5tn same truck with approval for PBS yet up to 7 tonne in difference in capacity. How does an industry deal with such variances and remain sustainable?

2. Doubling of the Freight Task

The freight task will double over the next 20 to 30 years. Containers through the Port of Melbourne will almost triple. The Port will likely reach maximum capacity by 2028 and new arrangements will need to found. Empty containers being returned to Asia are now the biggest export. Containers are only 4% of the metro freight task; in 30 years will only be 10%.

Changes to configurations will see the freight task move from current status of +66% of freight moved in metro area on tray trucks (less than 22.5tn GVM) to semi-trailer/multi trailer combinations to around 42% from the current 30%. This trend is similar in regional areas. The doubling of the freight task cannot be simply doubling the amount of trucks on the road network – more is required by all in the supply chain to address this challenge

Rail and coastal shipping are possible alternatives and should be explored to ease congestion on an already stressed road network.

3. Infrastructure

Governments do not have enough money to fund required infrastructure. Private road operators are becoming more prevalent and in times of shortages of funding opportunities governments are turning to Private operators to build the infrastructure to service the needs. This in turn leads to communities and taxpayers and road users being left with the choice of further congestion or toll roads with most agreements in place for road operators in excess of 30 years. Governments need to seek out different funding options or be forced to do the same thing and get the same result.

Move to Larger Vehicles

Higher Productivity vehicles will be desired as part of the solution in order to meet productivity requirements and increasing congestion. But it will need agencies and government to look closely at asset preservation techniques especially life expectancy of assets such as bridges and roads and consider the options again more of the same or less



trucks carrying more? Industry will accept technology to allow access be it Intelligent Access Programs (IAP) or smarter trucks with the ability to sense changes in conditions and environment already major manufacturers are producing safer trucks that “see” traffic example Mercedes Benz & Volvo

4. Fueling the growth

The increasing freight task in metro areas will pull many drivers from rural areas. How will regional areas attract and keep drivers? What initiatives can be implemented to ensure the transport & logistics industry becomes an employer of choice for school leaver and career changers? Driver profiles to be improved +$750K equipment cost to furnish new B double add cost of freight this is not a cost that should be left to lower socio/economic class and thus should be promoted as a career not just a job.

5. Challenges for Industry into the future regardless of geographic position (metro or regional/country)

· People · Profile · Profitability · Community · Environment · Confidence/Investment

13. RECISSION MOTION RE MR 92 BEYOND NERRIGA REPORT (UPPER LACHLAN) Members discussed, at length, this motion with concerns being raised for Palerang Shire Council and the ongoing issue of the unsealed Braidwood section. Cr Paul Cockram from Palerang spoke against the motion. Warren Sharpe from Eurobodalla spoke in support of part of the motion but also in support of Palerang Shire’s concerns. Cr Denzil Sturgiss from Goulburn Mulwaree Council and Greg Pullen from Shoalhaven City Council spoke in support of the motion. Given the complexities of the discussion a further motion was raised by the Deputy Chair.

MOTION: Moved that that standing orders be suspended to allow members to have further discussions on this motion. Moved: Cr Sue Whelan Seconded: Gordon Charles Carried.

The meeting adjourned for morning tea with a view to considering a new motion after further communication between the respective stakeholders The meeting resumed at 11.38 am with further discussion on the motion. Greg Pullen report that consensus had been reached.

MOTION: To withdraw the previous motion, taken at Shoalhaven Heads. Moved: Paul Newham Seconded: Cr Sue Whelan Carried.

MOTION:



Shoalhaven City Council proposes the following motion to be put to SEATS today as an alternate to the motion proposed by Upper Lachlan Shire Council:- a) SEATS accept and endorse the “Beyond Nerriga Route Options Study – Corridor

Options Report” as submitted to SEATS as a technical document. b) SEATS continue to work with member Councils and Government Agencies to advance

the freight corridor “beyond Nerriga” with emphasis on Stage 1 – Nerriga to Tarago (via Sandy Point)

c) SEATS encourages member Councils to use the report and further analysis to form partnerships and project proposals to be submitted to SEATS for consideration as “priority projects” and to pursue grants under the various funding programs that may be applicable to improve the transport network,

(i) SEATS specifically invites Palerang Shire Council to submit a SEATS Priority Project application for upgrading of the MR92 link (Nerriga-Braidwood) and pursue grant funding opportunities. d) Seats allocate the unspent funds to be used by the Councils for further analysis tasks. e) SEATS thank the participants in the study - Goulburn-Mulwaree, Palerang,

Shoalhaven, Upper Lachlan and Yass Valley Councils and Transport for NSW as well as the consultant, GHD.

Moved: Greg Pullen Seconded: Cr James Wheelwright Carried.

The Chair noted that an important decision has been made with this motion. 14. MEMBERS UPDATES Ralf Kastan, Kastan Consulting

Outlined his intention to set up a meeting with A/Prof Robert Faggian to look further at expanding the information presented today to other councils in NSW.

Phil Cantillon, Baw Baw Shire

Warragul project with VicRoads is progressing well and will provide a significant public transport connection and hopefully improved rail service from Melbourne.

Awaiting announcement of Heavy Vehicle Program and Heavy Bridge Program for two projects identified through SEATS which will hopefully be on the list.

Road Maintenance contract of 8 years duration finishes on 30 June. Tenders for new model has been developed.

Working with other parties, MAV members, to create regional road groups in an effort to harmonize asset information, systems, etc.

Chris Hastie, Wellington Shire Council

Upgrades between Sale and Traralgon progressing well. Further works to be done after this has been finished.

Engaging with VicRoads re upgrades. Pas Monacella, VicRoads

Pas thanked Chris Vardon for his outstanding contribution to SEATS which has resulted in some fantastic outcomes across the Gippsland region.

Paul Stampton, South Gippsland Shire Council

Street reconstruction of Gray Street, Leongatha (special charge scheme).

Road rehabilitation of Henrys Road, Nyora



Black Spur, Koonwarra – South Gippsland Highway, $211,000 planning study, late 2015. Cost of $40-60m with a business case to be presented.

Leongatha Heavy Vehicle Alternative Route – final detailed design with a change to right of way.

Phil Newham, Upper Lachlan Shire Council

Working on sealing last km’s of MR 54, which is progressing well with stage one almost complete. Stage 2 planned for next financial year.

Developer funded works on MR 56.almost completed.

Successful with a $1.5 m allocation from State and Federal Governments for a boundary bridge with a neighbouring Shire.

Cr Paul Cockram, Palerang Shire Council

Captains Bridge works with thanks to RMS for this piece of infrastructure. Cr Sue Whelan, Queanbeyan Council

RMS Extension Program Mark Burnett East Gippsland

Next round of black spot funding applications for three locations; Scriveners Road in Lakes Entrance, some road in Omeo and another in Lakes.

Heavy vehicle parking area in Cann River

Bridges – 243 bridges in various states of disrepair – inventory on Fitzgerald Bridge – level 2 inspection. Bridge may need to be closed. This affects five properties.

Cr Marianne Peltz, East Gippsland Shire

Country aerodrome and native vegetation issues. Need for support for public facilities such as aerodromes and telecom towers, particularly in remote areas in cases of emergency situations.

Mike Hyde, Wollongong City Council

Fowles Road extension from Dapto into major multi-lot development in Wollongong area. Expensive project exacerbated by flooding issues and indigenous concerns. Latest estimate from GHD for the project including bridge and ancillary works is $93.5m, however this will flood-proof Dapto.

Kenn Beer, Safe System Solutions Safe System Solutions Pty Ltd has partnered with VicRoads to develop a training program aimed at road designers, engineers and operators that highlights the needs of heavy vehicles. The training will be rolled out in Victoria from April and advertising will be sent to local councils and VicRoads offices. Peter Francis, Bass Coast Shire Council

Talks re a bypass around Wonthaggi continue.

San Remo road slips have been resolved.

Integrated transport study as per VicRoads report.

Koo Wee Rup bypass also significant.

Abattoir upgrading truck movements. Warren Sharpe, Eurobodalla Shire Council

Currently starting work on the Link Road.

Still working with RMS for intersection solutions with the Princes Highway.

$850,000 to relocate a water supply.

Running a Fit for Purpose session in March.

Warren also added his sentiments again re the retirement of Chris Vardon, and shared his press release regarding Chris’ career and community service.



Graeme Brisbane. GHD

Echoed the sentiments of Warren Sharpe re Chris Vardon’s contribution to SEATS. Greg Pullen, Shoalhaven City Council

Capital expenditure this year is $107 m with $55 m being road related, creating in excess of 500 jobs. Appreciative of State and Federal government funding for the support.

NSW Productivity grants with $7.2 million for road corridor through South Nowra commencing April/May.

Wayne Sartori, Bega Valley Shire Council

Focused on east-west links; Snowy mountains Highway leading to Canberra (tourism and freight route) will result in closure for a week or so.

Council supporting developments of airport and port transport routes. 15. DISCUSSION: HOW CAN MEMBERS BE MORE INVOLVED IN SEATS MATTERS. Item held over to next meeting. 16. OTHER BUSINESS MINUTES SECRETARY The Chair stated that SEATS need a Minutes Secretary and asked if anyone would like to nominate for the position. No assistance was forthcoming and it was determined that this task would be the responsibility of the host Council and be included in the list of requirements for hosting SEATS meetings. It was agreed that this matter be further discussed at the AGM. AGRICULTURAL INDUSTRY TRANSFORMATION – GIPPSLAND The Deputy Chair noted that several delegates had been very impressed with A/Professor Robert Faggian’s, presentation on Agricultural Industry Transformation – Gippsland.

MOTION:- Investigate with Associate Professor Robert Faggian, options for further studies re Agricultural Industry Transformation.

Moved: Cr Sue Whelan Seconded: Cr Bob Wenger Carried.

THANK YOU John Duscher reiterated his delight at being involved again with SEATS. He thanked everyone for an excellent attendance and reminded all that the next meeting will be held in May in Canberra, hosted by GHD (first time hosting). Venues for 2016 meetings are being explored and suggested have been welcomed. The Executive Officer thanked the Chair and South Gippsland Shire Council for hosting a successful and productive meeting. The Chair thanked everyone for attending and wished all a safe journey home. There being no further business, the meeting closed at 12.23 pm.

Item: 14.1

Attachment 7.: South East Australian Transport Strategy Inc - Report February 2015


SOUTH EAST AUSTRALIAN TRANSPORT STRATEGY INC.

SEATS

SEATS provides highly co-ordinated and influential advocacy for the development of transport infrastructure in the South Eastern Australia region that supports economic development and the prosperity of its constituents.

SEATS REPORT – February 2015 The quarterly meeting of SEATS was held on 19th and 20th February 2015 at Port Welshpool in Victoria. The meeting was attended by over 40 delegates each day. SEATS members were welcomed by Mayor Cr Jeanette Harding and Mr Tim Tamlin CEO of South Gippsland Shire Council, hosts of the meeting. Mr Tamlin indicated that South Gippsland Shire Council believes that SEATS is an important part of their function and that membership of SEATS has been beneficial to their Shire. The Shire is very reliant on transport services. South Gippsland Shire Council has been a valued member of SEATS for many years and it is encouraging that they are keen to expand their role with SEATS with Cr Harding now the Chair. CEO Tim Tamlin, in addressing the delegates acknowledged the traditional owners of the land; past and present and thanked all delegates for coming from far and wide to attend the SEATS event. He hoped that there would be an opportunity to see and enjoy some of the natural beauty of Wilson’s Prom and Region. The Chair expressed sadness at the retirement of the outgoing Executive Officer Chris Vardon after nearly 12 years but was pleased with the appointment of his replacement John Duscher.

John Duscher appointed Executive Officer of SEATS John is well known to SEATS members as he served for 26 years as a councillor on the Bass Coast Shire Council, Mayor for four years and Deputy Mayor during that time. He was Deputy Chairman of SEATS in 1993 and continued as his Council delegate until 2012. He also served as a Victorian representative on the SEATS Executive on several occasions. Currently he is a Board Director of Westernport Water and Community Representative on the Victorian Community Road Safety Alliance for the Eastern Region which includes all Gippsland Councils. His long term experience, knowledge and skills working in Education, Local Government, Justice Department, sporting and Service Clubs and working with people to manage Aged and Disability services and facilities will equip him to serve SEATS as the new Executive Officer well into the future. John reported that the transition has commenced with very helpful discussions with Chris Vardon in preparation to taking up the position and he acknowledged the wonderful legacy of Chris’s work with SEATS, in local government and in the community. As from 2 March 2015, the details for SEATS will be as follows: Mr John Duscher, Executive Officer SEATS Postal Address: 36 Turner Street, WONTHAGGI Victoria 3995 Phone: (03) 5672 6435 Mobile: 0488 026 435 Email: [email protected]

Retirement of Chris Vardon OAM Chris Vardon retired after nearly twelve years as Executive Officer of SEATS and an emotional farewell was organized for the February 2015 meeting. Warren Sharpe gave a moving testimony to Chris and his work with SEATS, local government and his well respected relationship with the community. He outlined Chris’s


Item: 14.1



ability to lead and foster these valuable links and plan strategically, building the reputation of SEATS to a new level where it is sought out for advice and leadership. The Deputy Chairman of SEATS, Cr Sue Whelan OAM, presented a Certificate of Appreciation to Chris Vardon in recognition of his dedicated service. The Treasurer, Gordon Charles reiterated the sentiments of Warren and the Deputy Chairman and presented Chris and wife Judy with a gift of appreciation. Chris Vardon responded to the delegates, thanking all the speakers for their kind words and jokingly reporting that he has decided not to retire! Chris expressed his gratitude and love for his great supporter, his wife, Judy. Chris thanked everyone for the courtesy extended to him and his wife. The next two weeks sees him end a 54 year working career. Chris expressed delight that John Duscher has taken on the role and is confident that SEATS will progress further under his guidance. .

New South Wales Election The NSW State election will be held on Saturday28 March 2015. The writs will be issued on 6 March and all candidates and political parties will be requested to support SEATS and its priority projects.

Presentations Danny O’Brien MLC attended the Dinner on Thursday evening and briefly addressed the delegates. There was also a presentation from Mr Richard Elkington,Chair Regional Development Australia (Gippsland) who spoke on the” Gippsland Food Plan” Agricultural Industry Transformation – Gippsland – Associate Professor Robert Faggian, Deakin University. A copy of this PowerPoint presentation will be posted on the website and will be highlighted in the SEATS newsletter This was a very interesting presentation looking at climate change modelling and its effect on agriculture, detailing the strategic planning already done and looking closely at projected transport patterns and costs. Gippsland is well positioned because of this work and Regionally this provides opportunities that SEATS could well explore further. Transport Issues in Gippsland and south east region – Brad Close, Victorian Transport Association. Brad an old friend of SEATS addressed the group focusing on five main areas including:-

1. National Reform

While National Heavy Vehicle legislation has been introduced, notionally improving administration, various State legislation is still in place. This has in effect increased red tape and continues to affect productivity. The Industry is seeking from regulators and statutory bodies a consistent approach despite borders or jurisdiction, example inconsistencies when crossing borders a PBS approved Truck & dog in Victoria loads to 57.5tn on approved network, crosses into NSW and is automatically back to 50.5tn or enters SA and is back to 54.5tn same truck with approval for PBS yet up to 7 tonne in difference in capacity. How does an industry deal with such variances and remain sustainable?

2. Doubling of the Freight Task

The freight task will double over the next 20 to 30 years. Containers through the Port of Melbourne will almost triple. The Port will likely reach maximum capacity by 2028 and new arrangements will need to found. Empty containers being returned to Asia are now the biggest export. Containers are only 4% of the metro freight task; in 30 years will only be 10%.

Item: 14.1



Changes to configurations will see the freight task move from current status of +66% of freight moved in metro area on tray trucks (less than 22.5tn GVM) to semi-trailer/multi trailer combinations to around 42% from the current 30%. This trend is similar in regional areas. The doubling of the freight task cannot be simply doubling the amount of trucks on the road network – more is required by all in the supply chain to address this challenge

Rail and coastal shipping are possible alternatives and should be explored to ease congestion on an already stressed road network.

3. Infrastructure

Governments do not have enough money to fund required infrastructure. Private road operators are becoming more prevalent and in times of shortages of funding opportunities governments are turning to Private operators to build the infrastructure to service the needs. This in turn leads to communities and taxpayers and road users being left with the choice of further congestion or toll roads with most agreements in place for road operators in excess of 30 years. Governments need to seek out different funding options or be forced to do the same thing and get the same result.

Move to Larger Vehicles

Higher Productivity vehicles will be desired as part of the solution in order to meet

productivity requirements and increasing congestion. But it will need agencies and

government to look closely at asset preservation techniques especially life

expectancy of assets such as bridges and roads and consider the options again

more of the same or less trucks carrying more?

Industry will accept technology to allow access be it Intelligent Access Programs

(IAP) or smarter trucks with the ability to sense changes in conditions and

environment already major manufacturers are producing safer trucks that “see” traffic

example Mercedes Benz & Volvo

4. Fueling the growth

The increasing freight task in metro areas will pull many drivers from rural areas. How will regional areas attract and keep drivers? What initiatives can be implemented to ensure the transport & logistics industry becomes an employer of choice for school leaver and career changers? Driver profiles to be improved +$750K equipment cost to furnish new B double add cost of freight this is not a cost that should be left to lower socio/economic class and thus should be promoted as a career not just a job.

5. Challenges for Industry into the future regardless of geographic position

(metro or regional/country)

· People . Profile .Profitability . Community

John Ernst from South Gippsland Shire Council presented on Gippsland’s Safe

Freight Network. A copy of the Presentation will be available on the SEATS website and

will be highlighted in the SEATS newsletter. Again a very informative presentation providing

an overview of where the network came from, the partnerships and how they developed,

issues the industry faces and the importance of whole route planning locally, regionally and

inter-regionally.

Item: 14.1



VicRoads Report and RMS Report. These reports are attached

The VicRoads and RMS Reports which had been circulated were received. These will

also form part of the SEATS meeting report to members and be on the Website soon.

These reports reflect the Government’s direction, investment in network improvements,

maintenance and planning and progress of significant projects across the Region. Harvey

Dinelli spoke briefly on his report from the Department of Economic Development,

Jobs, Transport and Resources.

MR 92 Report

The motion approved at the November 2014 meeting was rescinded and the Notice of

Motion was withdrawn. The following motion was subsequently put to the meeting and

approved after a lengthy discussion.

a) SEATS accept and endorse the “Beyond Nerriga Route Options Study – Corridor Options Report” as submitted to SEATS as a technical document.

b) SEATS continue to work with member Councils and Government Agencies to advance the freight corridor “beyond Nerriga” with emphasis on Stage 1 – Nerriga to Tarago (via Sandy Point)

c) SEATS encourages member Councils to use the report and further analysis to form partnerships and project proposals to be submitted to SEATS for consideration as “priority projects” and to pursue grants under the various funding programs that may be applicable to improve the transport network,

(i) SEATS specifically invites Palerang Shire Council to submit a SEATS Priority Project application for upgrading of the MR92 link (Nerriga-Braidwood) and pursue grant funding opportunities. d) Seats allocate the unspent funds to be used by the Councils for further analysis tasks. e) SEATS thank the participants in the study - Goulburn-Mulwaree, Palerang, Shoalhaven,

Upper Lachlan and Yass Valley Councils and Transport for NSW as well as the consultant, GHD.

Moved : Greg Pullen Seconded: Cr James Wheelwright Carried

Palerang Council has submitted the project from Nerriga to Braidwood for recognition as a

SEATS Priority Project. This is a recommendation of the GHD M R 92 Beyond Nerriga

Report

MEMBERS REPORTS Ralf Kastan, Kastan Consulting Outlined his intention to set up a meeting with A/Prof Robert Faggian to look further at expanding the information presented today to other councils in NSW. Phil Cantillon, Baw Baw Shire

Warragul project with VicRoads is progressing well and will provide a significant public transport connection and hopefully improved rail service from Melbourne.

Awaiting announcement of Heavy Vehicle Program and Heavy Bridge Program for two projects identified through SEATS which will hopefully be on the list.

Item: 14.1



Road Maintenance contract of 8 years duration finishes on 30 June. Tenders for new model has been developed.

Working with other parties, MAV members, to create regional road groups in an effort to harmonize asset information, systems, etc.

Chris Hastie, Wellington Shire Council

Upgrades between Sale and Traralgon progressing well. Further works to be done after this has been finished.

Engaging with VicRoads re upgrades. Pas Monacella, VicRoads

Pas thanked Chris Vardon for his outstanding contribution to SEATS which has resulted in some fantastic outcomes across the Gippsland region.

Paul Stampton, South Gippsland Shire Council

Street reconstruction of Gray Street, Leongatha (special charge scheme).

Road rehabilitation of Henrys Road, Nyora

Black Spur, Koonwarra – South Gippsland Highway, $211,000 planning study, late 2015. Cost of $40-60m with a business case to be presented.

Leongatha Heavy Vehicle Alternative Route – final detailed design with a change to right of way.

Phil Newham, Upper Lachlan Shire Council

Working on sealing last km’s of MR 54, which is progressing well with stage one almost complete. Stage 2 planned for next financial year.

Developer funded works on MR 56.almost completed.

Successful with a $1.5 m allocation from State and Federal Governments for a boundary bridge with a neighbouring Shire.

Cr Paul Cockram, Palerang Shire Council

Captains Bridge works with thanks to RMS for this piece of infrastructure. Cr Sue Whelan, Queanbeyan Council

RMS Extension Program Mark Burnett East Gippsland

Next round of black spot funding applications for three locations; Scriveners Road in Lakes Entrance, some road in Omeo and another in Lakes.

Heavy vehicle parking area in Cann River

Bridges – 243 bridges in various states of disrepair – inventory on Fitzgerald Bridge – level 2 inspection. Bridge may need to be closed. This affects five properties.

Cr Marianne Peltz, East Gippsland Shire

Country aerodrome and native vegetation issues. Need for support for public facilities such as aerodromes and telecom towers, particularly in remote areas in cases of emergency situations.

Mike Hyde, Wollongong City Council

Fowles Road extension from Dapto into major multi-lot development in Wollongong area. Expensive project exacerbated by flooding issues and indigenous concerns. Latest estimate from GHD for the project including bridge and ancillary works is $93.5m, however this will flood-proof Dapto.

Item: 14.1



Kenn Beer, Safe System Solutions Safe System Solutions Pty Ltd has partnered with VicRoads to develop a training program aimed at road designers, engineers and operators that highlights the needs of heavy vehicles. The training will be rolled out in Victoria from April and advertising will be sent to local councils and VicRoads offices. Peter Francis, Bass Coast Shire Council

Talks re a bypass around Wonthaggi continue.

San Remo road slips have been resolved.

Integrated transport study as per VicRoads report.

Koo Wee Rup bypass also significant.

Abattoir upgrading truck movements.

Warren Sharpe, Eurobodalla Shire Council

Currently starting work on the Link Road.

Still working with RMS for intersection solutions with the Princes Highway.

$850,000 to relocate a water supply.

Running a Fit for Purpose session in March.

Warren also added his sentiments again re the retirement of Chris Vardon, and shared his press release regarding Chris’ career and community service.

Graeme Brisbane. GHD

Echoed the sentiments of Warren Sharpe re Chris Vardon’s contribution to SEATS. Greg Pullen, Shoalhaven City Council

Capital expenditure this year is $107 m with $55 m being road related, creating in excess of 500 jobs. Appreciative of State and Federal government funding for the support.

NSW Productivity grants with $7.2 million for road corridor through South Nowra commencing April/May.

Wayne Sartori, Bega Valley Shire Council

Focused on east-west links; Snowy mountains Highway leading to Canberra (tourism and freight route) will result in closure for a week or so.

Council supporting developments of airport and port transport routes. MINUTES SECRETARY SEATS still requires a Minutes Secretary and would welcome a nomination to fill this role. Please consider. No assistance was forthcoming at this meeting and it was determined that this task would be the responsibility of the host Council and be included in the list of requirements for hosting SEATS meetings. It was also agreed that this matter be further discussed at the AGM. GHD who are hosting the next meeting in Canberra have offered to provide this service for the next meeting. AGRICULTURAL INDUSTRY TRANSFORMATION – GIPPSLAND The Deputy Chair noted that several delegates had been very impressed with A/Professor Robert Faggian’s, presentation on Agricultural Industry Transformation – Gippsland.

Item: 14.1



MOTION:- Investigate with Associate Professor Robert Faggian, options for further studies re Agricultural Industry Transformation.

Moved: Cr Sue Whelan Seconded: Cr Bob Wenger Carried

As a result of this motion, it has been decided to approach Assoc Prof Faggian to ascertain

what can be done to assist in involving the entire SEATS region so that a full picture can be

painted to enable appropriate infrastructure planning which will benefit the Region.

Other Business

Some suggestions for future meetings

It has been suggested that there are several things that could be done to improve SEATS

meetings and to improve the accuracy of the Minutes of the meetings.

The following points are worth considering:

(a) Name plates be provided for the meeting provided by the host organisation and given

out at a “registration table” along with any promotional material for the area in which

the meeting is being held. The name plates could be put in front of the delegate at

the position they take at the table

(b) delegates write their reports which could be read out and then handed to the Minute

Secretary to enable more accurate minutes

(c) Someone who is a regular attendee sit next to the Minute Secretary (provided by

host council or organization) to assist with Minute taking.

Terms of Chairperson

Following a query from Cr Debbie Brown, Chris Vardon explained that to change the term of

Chair and Deputy Chair a change to the Constitution is required. This requires a 28 day

notice to all members before the AGM.

It was moved by Greg Pullen and seconded by Cr Sue Whelan that a draft notice of motion

be tabled at the Executive Meeting in May for consideration. Carried.

Hosting a meeting Hosting a meeting involves arranging for between 25 and 35 delegates to hold a meeting with power point presentation facilities, light lunch and afternoon tea on the Thursday, host a Dinner on Thursday evening for between 30 and 40 guests and a Guest Speaker, arranging two or three guest speakers on transport infrastructure matters of interest (not more than half an hour per presentation) on the Friday morning with arrangements for morning tea and then a light lunch at about 12 noon. It is also usual (although it doesn’t have to happen) for the host Council to organise a guided Bus Tour of the area with particular reference to a transport infrastructure issue in the area or something considered of interest to delegates. It may be necessary to recommend to the host Council to minimize tours to enable more discussion time. Alternatively, it is also acceptable to extend the meeting time on Thursday from, say 10.30am onwards.

Item: 14.1



Any Council willing to host a meeting in 2016 and 2017 is asked to contact the Executive Officer as soon as possible. There have been some tentative offers to host meetings in 2016 which the E.O. will be eager to follow up. It is also very helpful for the host Council to provide close to venue accommodation contact details.

More Good News! A few days after our meeting we received the great news from the Mayor of Tumut Shire, Trina Thomson and Bob Stewart that they had received a commitment of $70m over five years for Gocup Road, on top of the $10m currently being spent on the Gundagai side. This has been a culmination of many years of lobbying which SEATS has been well involved in as a priority project. Our congratulations have been sent to the Mayor, Councillors and staff. It is a significant project of great economic importance and safety to not only Tumut but to the Region.

Meeting Dates and Venues for 2015

FEBRUARY: 19 – 20 May 2015 hosted by South Gippsland Shire Council MAY: 21 – 22 May 2015 hosted by GHD in Canberra ACT AUGUST: 20 – 21 August 2015 hosted by Baw Baw Shire Council at Warragul, Victoria NOVEMBER: 5 -6 November 2015 at Goulburn hosted by Goulburn Mulwaree Council.

Meeting Dates and Venues for 2016 FEBRUARY: 18 and 19 February 2016 (a Victorian Council to host) MAY: 18 and 19 May 2016 at Shellharbour City Council at Shellharbour NSW AUGUST: 18 and 19 August 2016 (a Victorian Council to host)) NOVEMBER: 3 and 4 November 2016 (a NSW Council to host)

Item: 14.1 Attachment 8.: South East Australian Transport Strategy Inc - SEATS Newsletter March 2015


Item: 14.1 Attachment 9.: Traffic Committee Minutes 18 March 2015


PRESENT: Phil Newham (ULSC), Stephen Lloyd (ULSC), Phil Downes (Police), Jesse Fogg (RMS), Councillor McCormack (ULSC), Graham Croker (Observer), Carrie Gibson (ULSC).

THE CHAIRMAN DECLARED THE MEETING OPEN AT 10.00AM


There were no apologies.


Nil



That the minutes of the Traffic Committee Meeting held on 3 September 2014 be adopted.

Moved by Phil Downes seconded Phil Newham

SECTION 4: REPORTS

ITEM 4.1 TARALGA ROAD, INTERSECTION WITH PARSON'S LANE, BUS STOP


1. The Committee endorse Design Option B;

2. Both the RMS and Council are requested to investigate possible sources of grant funding for the Parson’s Lane bus stop reconfiguration (Design Option B);

3. Local residents who participated in the community consultation be advised accordingly of Council’s decision.

ITEM 4.2 GOULBURN TO GUNNING (AND BACK) CHARITY CYCLE, SUNDAY 15 MARCH 2015


1. The Goulburn to Gunning (and back) Charity Cycle scheduled for 15 March 2015 be conducted in accordance with the New South Wales Guidelines for Bicycle Road Races 2004 and that



all future applications are received by both Police and Council with appropriate time for approval;

2. The Traffic Control Plans be suitably endorsed by a person having minimum Select/Modify Traffic Control Plans (Red Card) qualifications and be specific for the roads within Upper Lachlan Shire Council;

3. The Traffic Committee approve the use of the roads within Upper Lachlan Shire provided the events are conducted strictly in accordance with the conditions imposed by the NSW Police and the submitted Event & Traffic Management Plans.

ITEM 4.3 MAIN ROAD 54 INTERSECTION WITH ST STEPHENS ROAD


1. The RMS arrange and erect suitable sign posting 80metres prior to the junction;

2. Council conduct and collect traffic count on vehicles on St Stephens Road and forward to RMS;

2. A request is forwarded to the RMS to investigate this matter with the view of developing both an interim and long term solution to the traffic hazards that exist at Main Road 54 intersection with St Stephens Road.

ITEM 4.4 MAIN ROAD 54 INTERSECTION WITH PEJAR ROAD


1. The RMS arrange and erect suitable sign posting prior to the junction;

2. And further investigate this matter with the view of developing both an interim and long term solution to the traffic hazards that exist at Main Road 54 intersection with Pejar Road.

ITEM 4.5 GOULBURN CYCLE CLUB 2015 WINTER CYCLE PROGRAM APPLICATION

RECOMMENDATION That - 1. The Traffic Committee note the updated 2015 Winter Cycle

Program proposed by the Goulburn Cycle Club;

2. The updated 2015 Winter Cycle Program proposed by the Goulburn Cycle Club be conducted in accordance with the New South Wales , Guidelines for Bicycle Road Races1 January 2004;

3. The submitted Traffic Control Plans be suitably endorsed by a



person having minimum Select/Modify Traffic Control Plans (Red Card) Qualifications and be specific for the roads within Upper Lachlan Shire Council;

4. The submitted Risk Management Plan be modified to ensure that risks are controlled by the application of the controls measures selected;

5. The Traffic Committee approve the use of Cullerin Road, Range Road, and Middle Arm Road provided the events are conducted strictly in accordance with the conditions imposed by the NSW Police and the submitted Event & Traffic Management Plans;

6. The Goulburn Cycle Club liaise with ACT Veterans Cycling Club,

Masters Cycling & NSW Southern Division in hosting the Racing Program.


ITEM 5.1 HEAVY VEHICLE APPLICATIONS - ACCESS TO CROOKWELL SHOWGROUND (STOCK RELOADING FACILITY)

PROPOSED CONCLUSION: That the Committee discuss options for access to the Crookwell Showground.

ITEM 5.2 HEAVY VEHICLE SPEEDING - VILLAGE OF GUNNING

PROPOSED CONCLUSION: That the Traffic Committee advise Police representatives of the issue.

Council will conduct traffic classification on the main street of Gunning and forward the data to Police as to set a task force.

SECTION 6: GENERAL BUSINESS

ITEM 6.1 ACT VETS CYCLING APPLICATION

Future applications on behalf of the ACT Vets are to be forwarded to Police in the first instance for approval.

ITEM 6.2 NEW RMS SAFETY OFFICER



RMS advise that Nathan Bosco is the new appointed Roads Safety Officer for the RMS. All pedestrian enquiries and applications are to be forwarded to Nathan Bosco.

ITEM 6.3 SCHOOL CROSSING AT DALTON PUBLIC SCHOOL

RMS will investigate the feasibility of the School crossing at Dalton and advise the committee at the next meeting.

THE MEETING CLOSED AT 11.30am

Minutes confirmed

…………………………. Director of Works & Operations

Item: 14.1 Attachment 10.: Breadalbane Hall Meeting 22 March 2015 Minutes



16 Notices of M oti on

16 NOTICES OF MOTION

There were no items submitted for this section at the time the Agenda was compiled.


17 Questi ons With Notice

17 QUESTIONS WITH NOTICE



18 Tender Panel

18 TENDER PANEL


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