Agenda of Ordinary Council Meeting

Ordinary Council Meeting Minutes

26 February 2019

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Minutes

Ordinary Council Meeting

Alby Schultz Meeting Centre,

Cootamundra

6:00pm, Tuesday 26th February, 2019

Administration Centres: 1300 459 689

MINUTES OF Cootamundra-Gundagai Regional Council
Ordinary Council Meeting
HELD AT THE Alby Schultz Meeting Centre, Cootamundra
ON Tuesday, 26 February 2019 AT 6:00pm

PRESENT: Cr Abb McAlister (Mayor), Cr Dennis Palmer (Deputy Mayor), Cr Leigh Bowden, Cr Gil Kelly, Cr Penny Nicholson, Cr Doug Phillips, Cr Charlie Sheahan

IN ATTENDANCE: Phil McMurray (Acting General Manager), Susan Gheller (Manager Business), Grace Foulds (Acting Manager Development, Building and Compliance), Andrew Brock (Manager Facilities), Tim Swan (Manager Finance), Janelle Chapman (Regulatory Officer)

1 Open Forum

List of Speakers

1. Trevor O’Toole – Spoke on the proposed solar farm development and stated that while he does not oppose the development he has concerns in relation to privacy and the proposed viewing platform, biosecurity and possible effects on livestock which are in the vicinity of the development.

2. Steve Dwyer – Spoke on the proposed solar farm development in relation to the development being detrimental to the view from his property.

3. Denise Dwyer – Spoke on the proposed solar farm development in relation to its proximity to the town and the possible impact of the aesthetics of the area.

4. Carol Buttriss – Spoke in relation to the proposed solar farm development stating it will obstruct the current view from her property, that it will be an eyesore and believes it will potentially impact property sales in the immediate area.

5. John Terry – Spoke in relation to the proposed solar farm development stating that it will spoil the view for residents adjacent to the area and the detract from the view when coming into town on the Gundagai Road.

6. Anthony Vippond – The developer of the proposed solar farm and addressed some concerns raised by the previous speakers in relation to the proposed development.

7. Rod Chalmers – Spoke on a number of issues. Firstly, he offered support to the proposed solar farm development. He raised concerns in relation to the untidy state of the Cootamundra Waste Station, voiced his disappointment that no member of Council staff had responded to a complaint lodged through the Council webpage in relation to the state of the Cootamundra Waste Station, and further complained that his correspondence to Council often went without response. He suggested that a regular report be submitted in relation to the length of time it takes Council to approve development applications and asked if Council has a public policy in relation to how it offers assistance to potential developers? Mr Chalmers then commended Cr Sheahan on item 9.1, Notice of Motion – Amendment to Cemeteries and Crematoria Act, 2013.

8. Lin Chaplin (Lambing Flat Enterprises Community Support) and Paula Maher (Intereach) – Spoke in relation to the need for disabled access and facilities at the Cootamundra heated swimming pool. They requested Council consider the installation of an appropriate change table being installed to assist with the care of disabled swimmers and for the installation of a hoist to safely lift swimmers in and out of the swimming pool. They also mentioned the Access and Inclusive Advocacy Committee in relation to their inclusion on the committee.

9. Isabel Scott - spoke in relation to the Riverina Tourism Campaign and mentioned that Cootamundra has not been included on the campaign link.

10. Nigel Lotz – Spoke as the applicant in relation to item 8.2.6 Tumblong Subdivision stating he had hired a consultant to address the issues raised by Council and that he believed the subdivision to be aligned with the Council’s Village Strategy.

2 Acknowledgement of Country

The Chairperson acknowledged the Wiradjuri people who are the Traditional Custodians of the Land at which the meeting was held and paid his respects to Elders, both past and present, of the Wiradjuri Nation and extended that respect to other Aboriginal people who were present.

3. Apology

Note: Apologies were received on behalf of Cr’s Graham and Stewart.

Resolution 032/2019

Moved: Cr Dennis Palmer

Seconded: Cr Doug Phillips

That the apologies received from Cr’s Graham and Stewart be accepted and leave of absence granted.

Carried

Nil

4 Disclosures of Interest

Cr Palmer disclosed a pecuniary interest in item 11.2 Yass Road Electricity and Gundagai Road Works (Late item) for the reason that he owns property in the vicinity of the subject development.

5 Confirmation of Minutes

5.1 Minutes of the Ordinary Meeting of Council held on Tuesday 29 January 2019

Resolution 033/2019

Moved: Cr Dennis Palmer

Seconded: Cr Leigh Bowden

The Minutes of the Ordinary Meeting of Council held on Tuesday 29 January 2019 be confirmed as a true and correct record of the meeting.

Carried

5.2 Minutes of the Extraordinary Meeting of Council held on Thursday 14 February 2019

Resolution 034/2019

Moved: Cr Doug Phillips

Seconded: Cr Charlie Sheahan

The Minutes of the Extraordinary Meeting of Council held on Thursday 14 February 2019 be confirmed as a true and correct record of the meeting.

Carried

6 Mayoral Minutes

6.1 Mayoral Minute - Councillor Engagement

Note: The following amendments to the Mayoral Minute were noted:

22^nd January, 2019

The Fees and Charges meeting was cancelled.

Cr Graham did not attend the Softwoods Working Group meeting

25^th January, 2019

Cr’s Bowden, Kelly and Phillips also attended the Councillor Workshop held in Cootamundra.

Resolution 035/2019

Moved: Cr Doug Phillips

Seconded: Cr Leigh Bowden

The information in the Mayoral Minute, as amended, be received and noted.

Carried

7 Reports from Committees

Nil

8 General Manager’s Report

8.1 Corporate Services Directorate

8.1.1 Council Meeting Action Report

Resolution 036/2019

Moved: Cr Dennis Palmer

Seconded: Cr Penny Nicholson

The updated Council Meeting Action Report, attached to the report, be received and noted.

Carried

8.1.2 Information Bulletin

Resolution 037/2019

Moved: Cr Doug Phillips

Seconded: Cr Charlie Sheahan

The information contained in the Information Bulletin attached to the report be received and noted.

Carried

8.1.3 Cootamundra Creative Art and Cultural Centre s.355 Committee Membership

Resolution 038/2019

Moved: Cr Gil Kelly

Seconded: Cr Leigh Bowden

The office bearers and membership of the Cootamundra Creative Art and Cultural Centre S.355, Committee as detailed in the report, be endorsed.

Carried

8.1.4 Cootamundra Tourism Action Group s.355 Committee Membership

Resolution 039/2019

Moved: Cr Doug Phillips

Seconded: Cr Leigh Bowden

1. The Minutes of the Cootamundra Tourism Action Group s.355 Committee Annual General Meeting held on 31 January 2019, attached to the report, be received and noted.

2. The office bearers of the Cootamundra Tourism Action Group s.355 Committee, as detailed in the report, be endorsed.

Carried

8.1.5 Cootamundra Tourism Action Group s.355 Committee Meeting Minutes

Resolution 040/2019

Moved: Cr Penny Nicholson

Seconded: Cr Leigh Bowden

The Minutes of the Cootamundra Tourism Action Group s.355 Committee meetings held on 31 January 2019 and 7 February 2019, attached to the report, be received and noted.

Carried

8.1.6 Gundagai Tourism Action s.355 Committee Meeting Minutes

Resolution 041/2019

Moved: Cr Penny Nicholson

Seconded: Cr Gil Kelly

The Minutes of the Gundagai Tourism Action s.355 Committee meetings held on 13 February 2019 attached to the report, be received and noted.

Carried

8.1.7 Tender for the provision of Legal Services

Resolution 042/2019

Moved: Cr Charlie Sheahan

Seconded: Cr Dennis Palmer

1. Tenders be invited, using the open tender method, for the establishment of Council’s panel of Legal Service providers.

2. A further report be prepared and submitted to Council on the outcomes of the tender process referred to in 1 above.

Carried

8.1.8 Delivery Program 2018-2021 and Operational Plan 2018/19 - Half Yearly Progress Report

Resolution 043/2019

Moved: Cr Doug Phillips

Seconded: Cr Charlie Sheahan

The Delivery Program 2018-2021 incorporating the Operational Plan 2018/19 (Year 1) half yearly progress report (1 July – 31 December 2018) be received and noted.

Carried

8.1.9 Monthly Major Projects Program Report

Resolution 044/2019

Moved: Cr Doug Phillips

Seconded: Cr Dennis Palmer

1. The progress report on project status be received and noted.

2. The recommended changes to the project budgets as listed in the report be adopted.

Carried

8.1.10 LGNSW Financial Issues in Local Government Conference

Resolution 045/2019

Moved: Cr Dennis Palmer

Seconded: Cr Charlie Sheahan

The report by Councillor Graham in relation to the LGNSW Financial Issues in Local Government conference be received and noted.

Carried

8.1.11 Donation to Gundagai Lions Club Inc

Resolution 046/2019

Moved: Cr Dennis Palmer

Seconded: Cr Charlie Sheahan

Council donate the sum of $801.50 to the Gundagai Lions Club Inc. for Water & Sewer Access Charges for the period 1 July 2016 to 30 November 2018.

Carried

8.1.12 Investment Report - January 2019

Resolution 047/2019

Moved: Cr Doug Phillips

Seconded: Cr Penny Nicholson

The Investment Report as at 31 January 2019, attached to the report, be received and noted.

Carried

8.1.13 Monthly Finance Report for - January 2019

Resolution 048/2019

Moved: Cr Doug Phillips

Seconded: Cr Leigh Bowden

The Monthly Finance Report for January 2019, attached to the report, be received and noted.

Carried

8.1.14 December Quarterly Budget Review Statement

Resolution 049/2019

Moved: Cr Doug Phillips

Seconded: Cr Leigh Bowden

1. The December 2018 Quarterly Budget Review Statement be accepted.

2. The budget variations listed in the attached report be adopted.

Carried

8.2 Development and Community Services Directorate

8.2.1 Access & Inclusion Advisory Committee Nominations

Resolution 050/2019

Moved: Cr Charlie Sheahan

Seconded: Cr Dennis Palmer

The nominations be accepted and the committee formed.

Carried

8.2.2 Draft Tourism and Economic Development Strategy

Resolution 051/2019

Moved: Cr Leigh Bowden

Seconded: Cr Dennis Palmer

The Draft Tourism and Economic Development Strategy, attached to this report, be placed on public exhibition for a period of 28 days.

Carried

8.2.3 Draft Wallendbeen Strategic Heritage Study

Resolution 052/2019

Moved: Cr Charlie Sheahan

Seconded: Cr Gil Kelly

1. The Draft Wallendbeen Strategic Heritage Study dated January, 2019, circulated under separate cover, be placed on public exhibition for a period of 14 days commencing 27^th February, 2019 and concluding 13^th March, 2019.

2. Any submissions received in response to the public exhibition period referred to in 1 above be the subject of a further report to be submitted to the March, 2019 Ordinary Meeting of Council.

3. In the event there are no submissions received during and in response to the public exhibition period referred to in 1 above, the Draft Wallendbeen Strategic Heritage Study be deemed to be adopted.

Carried

8.2.4 Development Applications Approved January 2019

Resolution 053/2019

Moved: Cr Charlie Sheahan

Seconded: Cr Penny Nicholson

The information on Development Applications Approved in January 2019 be noted.

Carried

8.2.5 Development Application 2018/181 Proposed Energy Generating Works (Solar Farm), Muttama Road, Cootamundra.

Resolution 054/2019

Moved: Cr Charlie Sheahan

Seconded: Cr Leigh Bowden

Development Application 2018/181 be approved subject to the conditions contained within the Development Assessment (Section 4.15 report).

VOTING RECORD
FOR RESOLUTION	AGAINST RESOLUTION
Cr Abb McAlister (Mayor) Cr Dennis Palmer Cr Leigh Bowden Cr Gil Kelly Cr Penny Nicholson Cr Doug Phillips Cr Charlie Sheahan	Nil
ABSENT	DECLARED INTEREST
Cr David Graham Cr Craig Stewart	Nil

Carried

8.2.6 Development Application 2010/048 Proposed Six (6) Lot Subdivision, Old Hume Highway, TUMBLONG

Resolution 055/2019

Moved: Cr Dennis Palmer

Seconded: Cr Charlie Sheahan

The General Manager be granted authority to issue a Notice of Approval for Development Application 2010/048

VOTING RECORD
FOR RESOLUTION	AGAINST RESOLUTION
Cr Abb McAlister (Mayor) Cr Dennis Palmer Cr Leigh Bowden Cr Gil Kelly Cr Penny Nicholson Cr Charlie Sheahan	Cr Doug Phillips
ABSENT	DECLARED INTEREST
Cr David Graham Cr Craig Stewart	Nil

Carried

8.2.7 Development Application 2018/94 Resource Recovery Facility, Turners Lane Cootamundra

Resolution 056/2019

Moved: Cr Gil Kelly

Seconded: Cr Leigh Bowden

DA2018/94 Waste Resource Recovery Facility be approved subject to the conditions contained within the Development Assessment (Section 4.15 report).

VOTING RECORD
FOR RESOLUTION	AGAINST RESOLUTION
Cr Abb McAlister (Mayor) Cr Dennis Palmer Cr Leigh Bowden Cr Gil Kelly Cr Penny Nicholson Cr Doug Phillips Cr Charlie Sheahan	Nil
ABSENT	DECLARED INTEREST
Cr David Graham Cr Craig Stewart	Nil

Carried

8.3 Operations Directorate

8.3.1 February Operations Report

Resolution 057/2019

Moved: Cr Doug Phillips

Seconded: Cr Penny Nicholson

The Operations Update and Works Program for the month of February 2019 attached to the report be received and noted.

Carried

8.4 Asset Management Directorate

8.4.1 Draft Roads Management Policy

Resolution 058/2019

Moved: Cr Leigh Bowden

Seconded: Cr Charlie Sheahan

The draft Roads Management Policy, attached to the report, be adopted.

Carried

9 Motion of which Notice has been Given

9.1 Notice of Motion - Amendment to Cemeteries and Crematoria Act 2013

Resolution 059/2019

Moved: Cr Charlie Sheahan

Seconded: Cr Gil Kelly

By way of policy Council adopt the following options as per the NSW Cemeteries and Crematoria Act 2013 No. 105:

That Cootamundra Gundagai Regional Council, as the recognised cemetery operator, protects all existing “Perpetual Internment Rights”, and in the future offers only “Perpetual Internment Rights”, across all cemeteries under Council’s control.

Carried

10 Questions with Notice

Nil

11 Confidential Items

11.1 Closed Council Report

RECOMMENDATION

1. Items 11.2, 11.3, 11.4 and 11.5 be considered in closed Council at which the press and public are excluded in accordance with the applicable provisions of the Local Government Act, 1993 and related public interest reasons detailed.

2. In accordance with section 11 (2) and (3) of the Local Government Act, 1993, the reports, correspondence and other documentation relating to Items 11.2, 11.3, 11.4 and 11.5 be withheld from the press and public.

11.2 Yass Road Electricity and Gundagai Road Works (Late item)

Provisions for Confidentiality

Section 10A (2) (g) – The Confidential Report contains advice concerning litigation, or advice as comprises a discussion of this matter, that would otherwise be privileged from production in legal proceedings on the ground of legal professional privilege.

Public Interest

It is considered that discussions of this matter in open Council would, on balance, be contrary to the public interest as it would prejudice Council's ability to ensure the appropriate outcome is achieved.

11.3 Lidley Park Playground

Provisions for Confidentiality

Section 10A (2) (c) – The Confidential Report contains information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

Public Interest

It is considered that discussion of this matter in open Council would, on balance, be contrary to the public interest as it would impact upon the ability of Council to obtain the optimum outcome for the community.

11.4 Dog on the Tuckerbox - Expressions of Interest

Provisions for Confidentiality

Public Interest

It is considered that discussions of this matter in open Council would, on balance, be contrary to the public interest as it would prejudice Council's ability to secure the optimum outcome for the community.

11.5 Elouera Association Inc. - Material Recycling Facility Contract and
Container Deposit Scheme

Provisions for Confidentiality

Public Interest

It is considered that discussions of this matter in open Council would, on balance, be contrary to the public interest as it would prejudice Council's ability to secure the appropriate outcome..

Recommendation

Submitted for the consideration of Council.

11.2 Yass Road Electricity and Gundagai Road Works (Late item)

Note: At this stage of the Meeting Cr Palmer disclosed a pecuniary interest in this item for the reason that he owns property in the vicinity of the subject development and left the meeting at the commencement of discussion and consideration.

Resolution 060/2019

Moved: Cr Gil Kelly

Seconded: Cr Doug Phillips

The General Manager be delegated authority to seek legal advice on Council’s obligations in relation to the matters contained within the report.

Carried

11.3 Lidley Park Playground

Resolution 061/2019

Moved: Cr Doug Phillips

Seconded: Cr Dennis Palmer

1. Council purchase 48 Mount Street South Gundagai for the installation of the playground for the amount specified in the report, with funding received through the Social Housing Community Infrastructure Fund.

2. A masterplan be prepared for future development of a parklet at the property referred to in 1 above.

3. The General Manager be granted authority to execute the related contract and other documentation.

Carried

11.4 Dog on the Tuckerbox - Expressions of Interest (LATE ITEM)

Resolution 062/2019

Moved: Cr Penny Nicholson

Seconded: Cr Leigh Bowden

I. Paramount Concrete Construction be selected as the preferred developer of the Dog on the Tuckerbox site.

2. Council, in partnership with Paramount Concrete Construction and through open dialogue and negotiation, fulfill all avenues to procure the development and enhancement of the site whilst ensuring that a financially sustainable model is in place for its long term viability.

3. The negotiations referred to in 2 above be conditional on the following four aspects being achieved:

I. Preservation and enhancement of the Dog on The Tuckerbox Memorial.

II. Preservation of the historic ruins - The Joseph Carberry Inn (aka) Limestone Inn.

III. Provide and maintain Public Amenity facilities.

IV. The development must meet the objectives of the zoning under the Gundagai Local Environmental Plan (LEP) 2011.

Carried

11.5 Elouera Association Inc. - Material Recycling Facility Contract and
Container Deposit Scheme (LATE ITEM)

Resolution 063/2019

Moved: Cr Dennis Palmer

Seconded: Cr Doug Phillips

1. Council endorse the Agreement signed on 13^th June, 2018 by Allen Dwyer (General Manager) under delegation, with the addition of addendum number 1 (included in the letter dated 14^th February, 2019) attached to the report, which clarifies that the agreement will end at the time of Elouera entering into a new recycling contract with Council and/or Elouera ceasing to be the Material Recycling Facility (MRF) operator.

2. Council provide a statement to Eloura and the EPA to enact the agreement dated 13^th June, 2018 referred to in (1) above, effective from 1^st December, 2018.

Carried

11.6 Resumption of Open Council Meeting

Resolution 064/2019

Moved: Cr Penny Nicholson

Seconded: Cr Leigh Bowden

The Open Council meeting resume.

Carried

11.7 Announcement of Closed Council Resolutions

Note: The Chairperson announced the resolutions made in Closed Council.

The Meeting closed at 9:25pm.

The minutes of this meeting were confirmed at the Ordinary Council Meeting held on 26 March 2019.

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CHAIRPERSON GENERAL MANAGER

Ordinary Council Meeting Agenda

26 March 2019

8.1.4 Draft Code of Conduct

DOCUMENT NUMBER

299224

REPORTING OFFICER

Teresa Breslin, Governance Officer

AUTHORISING OFFICER

Susan Gheller, Manager Business

RELEVANCE TO COMMUNITY STRATEGIC PLAN

4. Good governance: an actively engaged community and strong leadership team

4.1 Decision-making is based on collaborative, transparent and accountable leadership

FINANCIAL IMPLICATIONS

There are no Financial implications associated with this report.

LEGISLATIVE IMPLICATIONS

To comply with Sections 440 and 440AA of the Local Government Act 1993.

POLICY IMPLICATIONS

Code of Conduct Policy and Procedures to be in accordance with the Model prescribed by the Office of Local Government.

ATTACHMENTS

1. Draft Code of Conduct Policy and Procedures (under separate cover) ⇨

2. Draft Code of Conduct for Local Councils in NSW (under separate cover) ⇨

3. Frequently Asked Questions (under separate cover) ⇨

Recommendation

1. The following three(3) bespoke draft Codes of Conduct attached to the report be adopted:

(a) Code of Conduct for Councillors

(b) Code of Conduct for Staff

(c) Code of Conduct for Delegates and Committee Members

2. The draft Code of Conduct Procedures attached to the report be adopted.

3. The following members of the Regional Code of Conduct Review Panel be appointed to Council’s panel of conduct reviewers:

Andrew Hedges, Andrew Patterson, Atousa Khadem, Roger North, Rhonda Stein, Peter Bascomb, Gavin Cater, Chris Gallagher, Corey Courtemanche, Elsie Coetzee, Gabrielle Sulllivan, Kath Roach, Kathy Thane, Peta Tumpey, Robert, Lorraine Lopich and Sean Lee

Background

Sections 440 and 440AA of the Local Government Act 1993 respectively require every council to adopt a Code of Conduct and Code of Conduct Procedures that incorporate the provisions of the ‘Model’ documents issued by the Office of Local Government.

At its meeting on 15 August 2016 Council considered a report on the adoption of a Code of Conduct and Code of Conduct Procedures and resolved as follows:

1. That Council adopt the draft Code of Conduct Policy as presented.

2. That Council adopt the draft Code of Conduct Procedure as presented.

3. That the following members of the Regional Code of Conduct Review Panel be appointed to Council’s panel of conduct reviewers:

Allan Bradbury, Peter Brown, Timothy Bye, Maurice Daly, Chris Gallagher, Gerry Holmes, Kath Roach, Tim Rogers, Kathy Thane and Greg Wright.

On 14 December 2018 The Office of Local Government (OLG) released the new 2018 Model Code of Conduct for Local Councils in NSW (the Model Code of Conduct) and Procedures, and councils have six months from that date to adopt a code of conduct and procedures based on the prescribed Model Code of Conduct and Procedures.

Discussion

As advised above, Councils have six months from 14 December 2018 to adopt a code of conduct and procedures based on the prescribed Model Code of Conduct and Procedures. In the interim, Council’s existing Code of Conduct and Procedures remain in force. Should Council not adopt the ‘Models’ before 14 June 2019, the ‘Model’ documents will automatically override the provisions of Council’s existing Code and Procedures.

As Councillors are aware, the Code of Conduct applies to Councillors and Council Officers, in addition to delegates and committee members. In the past, one version of the Code of Conduct has applied to all of these categories, collectively referred to as “Council Officials”. For the first time OLG has offered councils an option to adopt separate bespoke codes of conduct for these discreet categories of Council Officials. By including provisions that only relate to the respective categories of Council Officials covered by the version, it overcomes some confusion and complexities that previously existed in understanding the application of the Code and providing training. An excellent example of this arises when explaining the Code of Conduct provisions to member of Council’s s.355 Committees, when only certain provisions relate to those ‘volunteers’. The new bespoke versions significantly address these difficulties. Accordingly it is recommended that Council adopt the three individual, bespoke versions of the Model Code of Conduct attached to the report. By way of comparison the ‘full’ version of the Model Code of Conduct is also attached. Also attached is the Model Code of Conduct Procedures for consideration for adoption.

In adopting a new code of conduct and procedures, councils may include provisions that are supplementary to those contained in the Model Code of Conduct and Procedures. Should Council choose to do so, such provisions can only be more onerous than those prescribed under the Model Code of Conduct and must not dilute the standards prescribed under the Model Code of Conduct.

Key Changes

OLG has prepared a ‘Frequently Asked Questions (FAQ’s)’ document to assist in the implementation and explanation of the new Model Code and Model Procedures, A copy of that document is attached. However, an extract from that document is provided below detailing the main changes from the previous Model Code and providing related commentary:

The most obvious change is that the pecuniary interest provisions previously contained in the LGA and Regulation have now been included in the Model Code of Conduct.

One of the recurrent themes of the feedback received in the first round of consultation on the new Model Code of Conduct was that the “principles-based” approach to prescribing ethical and behavioural standards in the previous version of the Model Code of Conduct resulted in some of the prescribed standards being too vague, meaning that the ethical and behavioural standards expected of council officials were unclear and that almost anything could potentially constitute a breach of a council’s code of conduct. In response to this, the Model Code of Conduct has been substantially redrafted to be more prescriptive and to more clearly identify the behaviours that it seeks to deter.

Other key changes include:

• new standards relating to discrimination and harassment, bullying, work health and safety, behaviour at meetings, access to information and maintenance of council records

• new rules governing the acceptance of gifts including mandatory reporting

• a new ongoing disclosure requirement for councillors and designated persons requiring disclosure of new interests in returns of interests within three months of becoming aware of them

• councillors will be required to disclose in their returns of interests whether they are a property developer or a close associate of a property developer.

Code of Conduct Review Panel

As highlighted earlier, in adopting its current Code of Conduct and Procedures, Council also appointed a panel of Code of Conduct Reviewers. This Panel was established by REROC following an Expression of Interest process.

REROC has subsequently undertaken another Expression of Interest process to establish a new Regional Panel of Code of Conduct Reviewers. The Panel comprises the following people:

· Andrew Hedges - Workplace Investigation Services

· Andrew Patterson - Workplace Investigation Services

· Atousa Khadem, Roger North, Rhonda Stein, Peter Bascomb & Gavin Cater - Centium Group of Investigators

· Chris Gallagher - Chris Gallagher Consulting

· Corey Courtemanche - Workplace Investigation Services

· Elsie Coetzee - Workplace Investigation Services

· Gabrielle Sulllivan - Bradley Allen Love Lawyers

· Kath Roach - SINC Solutions

· Kathy Thane -Train Reaction

· Peta Tumpey - TressCox Lawyers

· Robert and Lorraine Lopich - Mediate Today

· Sean Lee - Kell Moore Solicitors

It is recommended that Council adopt this Regional Panel as its panel of Code of Conduct Reviewers.

Ordinary Council Meeting Agenda

26 March 2019

The NAIDOC Week School Initiative Competitions have brought a coordinated educational component to the week-long celebrations. The competitions have been overwhelmingly successful and last year was no exception which produced over 206,211 entries from schools who participated in a variety of competitions and we are delighted to announce this year’s “2019 NAIDOC Week” Colouring-in/short story and Creative/Essay writing Competitions. Entry is open to all primary and secondary school students in communities.

NAIDOC Week 2019 July 7^th – 14^th

The ultimate aim of these initiatives is to provide our kids with a greater understanding on the importance of friendship and cultural diversity. The competitions reflect Aboriginal ancestry and promote the growth of positive attitudes in all students towards Aboriginal people. They are broadly based around each year’s national NAIDOC theme. The colouring-in/ Short-Story competitions are open to all primary school students and the creative writing/ Essay Writing competition will be open to all secondary students. The winning students are each year awarded prizes from our major sponsors.

As part of National NAIDOC Week celebrations Koori Kids coordinates, with the support of various government departments and local councils an educational component to provide a link of cultural diversity to our kids with the NAIDOC Week School Initiative Competitions. These competitions have been a successful part of NAIDOC Week and to date we have received over 2,431,121 entries which include colouring-in, short story, creative writing and essay writing. As a result we have awarded over 480 major prizes including; Computers, Televisions, Mountain Bikes, XBox consoles, DVD Players, MP3 Players, Mini Stereos, and Encyclopedia’s. We have presented some 5350 encouragement awards including; CDS, DVDS, Movie Tickets and certificates to all participants

This year our highlighted Indigenous role models include a broader spectre recognising Indigenous talent in entertainment and sport and their contribution to the national identity Jessica Mauboy (Indigenous Singer) and Lance Franklin (Indigenous sportsman). Our message this year is that education is knowledge and knowledge is GOLD

The logistics of the initiatives involve packages being sent to all school principals inviting students to participate in the competitions. Prizes will be awarded to the winning students along with the “NAIDOC Medal of Excellence” The Prime Minister has annually provided a message of support for the initiatives encouraging students to participate. “The wonderful work of student winners – and indeed all entrants – gives me great confidence for the future and our ability to forge a more united, harmonious and respectful future together in the spirit of reconciliation. We can draw inspiration from their idealism and creativity, and their instinctive sense of possibility and openness to change. That is why I am so delighted to be associated with the successful NAIDOC Week School Initiatives”

The judging of entries last year was adjudicated by a panel including; our patron, Aboriginal Elders and Sponsoring agency delegates. The judging this year will take a similar precedent. At an awards presentation held during NAIDOC Week the Minister praised the competitions and their purpose “The initiative we are here to celebrate today provides a perfect illustration of how general public awareness has been raised around these issues in recent times. The NAIDOC School Initiative competitions are a perfect opportunity to bring Australians together. They have clearly done so”.

We acknowledge and appreciate the support of the council last year and seek your involvement again in this year’s competitions. We are asking that you assist this year by preparing a report to council and continuing your support to the initiative with a $450.00 contribution towards printing and distribution for students within councils LGA. Support last year was recognised by the Prime Minister and Minister – Indigenous Affairs at the NAIDOC Awards presentation held during NAIDOC Week. Logo was displayed on all materials sent to both principals and student’s across council’s LGA and a proof the 2019 competition entry forms for your information is attached. Support was also recognised in all media which included the Advertiser, National Indigenous Times, ABC Radio, Local media and ABC TV’s Message Sticks.

Presentation of NAIDOC Medals of Excellence were presented to the winning students were held at special school assemblies and were attended by Elders, Executive Director, NAIDOC Week School Initiatives, Director, Social Wellbeing & Community – Koori Kids, local Mayor or representatives, Regional Director of Schools, Delegates from the Department Education NSW and Australia Post. I would particularly like to acknowledge; Hon. Rob Stokes M.P – Minister for Education, Hon. Sarah Mitchell M.P – Minister for Early Childhood Education and Aboriginal Affairs, Ms Jayde Ward (Catholic Schools NSW), Local Mayors and Mayoral Representatives; Hills Shire Council, Hornsby Shire Council, City of Canada Bay, Lismore City Council, Sutherland Shire Council, Parkes Shire Council, Murray Shire Council, Kempsey Shire Council, Griffith City Council, Queanbeyan-Palarang Regional Council, Albury City Council, Hawkesbury City Council, Tamworth Regional Council, Tamworth Local Aboriginal Land Council, Kiama Municipal Council, Bayside Council, Cowra Shire Council, Dubbo Regional Council, Moree Plains Shire Council, Inner West Council, Eurobodalla Shire Council, Canterbury Bankstown Council, Hornsby Shire Council, Liverpool City Council, Goulburn-Mulwaree Council, City of Ryde, Northern Beaches Council, Bega Valley Shire Council, Lachlan Shire Council, Northern Beaches Council, Strathfield Council, Upper Hunter Shire Council, Mid-Western Regional Council and Representatives of the Aboriginal Land Council for taking time out of their schedules to attend the school presentations.

Without support these initiatives would not have been an overwhelming success and we hope that you will be able to assist us with this small community contribution. For further please contact the co-ordinator on (02) 8088-0791 or send an Email to director@koorikids.com

Warm Regards

Dylan Williams

Executive Director

NAIDOC Week 2019

School Initiative Competitions

‘ANNEXURE’

NAIDOC Week 2019 School Initiatives

Koori Kids – Request for financial partnership

Mayor,

Chief Executive Officer

CC: Director: Community Services

REPORT IN BRIEF

Koori Kids is a community organisation that engages young people in a range of school initiatives to promote education and awareness of Aboriginal & Torres Strait Islander culture. Each year Koori Kids conducts the NAIDOC Week School Initiative Competitions for school aged children. This is broken up into primary and secondary school categories being; colouring-in, short story writing and creative and essay writing. Koori Kids is seeking continued support from council and request consideration of council to be an associate partner with a $450 towards the program

Purpose

The purpose of this annexure to the proposal is to inform council of the Koori Kids 2019 School Initiatives program. The initiatives are coordinated in partnership with NSW Department of Education, Department of Education, Department of Health, Transport NSW, NSW Health, Catholic Schools NSW and Department of Premier & Cabinet.

Koori Kids has provided a proposal and draft entry forms for the 2019 initiatives. The contribution sought ($450) will be utelised towards the costs for printing and distribution of information packs, posters and entry forms to schools across councils LGA. These initiatives are designed to educate all students on cultural diversity and involve a whole of community approach in the spirit of reconciliation and bringing us ‘all together as one community’.

Costing	Description	Cost
Printing	Entry forms – (LGA Schools)	325.00
Distribution	Postage and Delivery	125.00

Summary

This worthwhile cross cultural initiative has been operating very successfully since 2001 and is aligned with NAIDOC Week, celebrated in July each year. Hundreds of entries are received each year from schools within councils LGA, and the success of the program is due to the support of councils and partner organisations.

Strategic

Strategic Plan – People and Culture

· A harmonious community based on respect and responsibility, where everyone is valued

· Recognition of Aboriginal & Torres Strait Islander heritage

· Cultural and community activity encouraging harmony and reconciliation

Environmental

The initiatives will enable participants to explore concepts linking environmental; and social/ cultural issues and foster harmony in the community.

Social

The initiatives enables a diverse range of children to benefit from discussion and curriculum topics focused around the development of NAIDOC Week and the broader history of Indigenous culture.

Recreation

Each year at some of the winning schools Koori Kids host some ‘Healthy Lifestyle Clinics’ with visiting celebrity sports persons the ultimate aim of these clinics is to encourage an active lifestyle; including nutrition, sportsmanship and skill development. All Students participating are provided a T-Shirt, Water Bottle and Ball.

Council Acknowledgement

Council is acknowledged through logo inclusion as an associate partner on information packs sent to schools throughout councils LGA. If there is a winner from a school within council LGA, an invitation for the Mayor and or a representative is invited to attend the school, along with Executive Director, NAIDOC Week Initiatives, Director, Social Wellbeing and other dignitaries to make special presentation of the NAIDOC Medal of Excellence and the student’s prize. (only 30 Medals issued across the state). Media release for the winning school is prepared in consultation with council’s media officer. Council is also forwarded a final report.

Conclusion

The NAIDOC Week School Initiatives are the only activity throughout NAIDOC Week that provides students with an educational component to NAIDOC Week and Indigenous culture and heritage.

Ordinary Council Meeting Agenda

26 March 2019

8.1.7 Cootamundra Showground Users Group Section 355 Committee Composition and Operation

DOCUMENT NUMBER

299691

REPORTING OFFICER

Evan Hutchings, Executive Project Manager

AUTHORISING OFFICER

Phil McMurray, Acting General Manager

RELEVANCE TO COMMUNITY STRATEGIC PLAN

1. A vibrant and supportive community: all members of our community are valued

1.1 Our Community is inclusive and connected

4. Good governance: an actively engaged community and strong leadership team

4.1 Decision-making is based on collaborative, transparent and accountable leadership

FINANCIAL IMPLICATIONS

There are no Financial implications associated with this report.

LEGISLATIVE IMPLICATIONS

There are no Legislative implications associated with this report.

POLICY IMPLICATIONS

There are no Policy implications associated with this report.

ATTACHMENTS

Nil

Recommendation

1. The Cootamundra Showground Users Group Section 355 Committee comprise one member and one alternate member from each user group.

2. The seven current user groups be invited to submit their nomination for membership (and alternate membership) in accordance with 1 above.

3. The Acting General Manager appoint an appropriate staff member to the role of Chairperson of The Cootamundra Showground Users Group Section 355 Committee on a temporary basis.

4. A Master Plan for the Showground be prepared by Council Officers, in conjunction with the s.355 Committee, including the provision of a Caretaker’s Cottage.

5. A report be prepared and submitted to Council within 3 months on the status of the matters detailed in the report.

Introduction

On 20^th February, 2019 the following Council representatives met with the Cootamundra Showground Users Group s.355 Committee and other members of the Showground User Groups to discuss issues relating to the composition and operation of the Committee and Showground:

· Cr Abb McAlister (Mayor),

· Cr Gil Kelly,

· Phillip McMurray (Acting General Manager),

· Andrew Brock (Manager Facilities), and

· Evan Hutchings (Executive Project Manager)

Discussion

At the meeting various issues were discussed with attendees invited to participate and contribute their views. In conclusion, it was agreed that a questionnaire would be developed and issued to the seven user groups in order to formally gather the views of each group.

Completed questionnaires from each of the seven user groups were received with the following conclusions ascertained:

· All user groups preferred that the Committee comprise one member from each user group. Five of the groups preferred that one alternate member be allowed (Note: the remaining two groups preferred that multiple alternate members be allowed).

· Three user groups are of the view that committee members must be members of user groups. Three alternate user groups maintain that individuals who are not members of user groups should be eligible to be committee members, and such individuals should also be eligible to be office bearers. The remaining user group held the same view, except that the only office bearer role that individuals who are not members of user groups should be eligible to hold is President/Chairperson.

In summary, there was consensus that the Committee comprise one representative of each user group. There was also underlying sentiment that the ‘independence’ of the President/Chairperson is important. There was a similar sentiment that additional involvement and support by Council would be of assistance and benefit.

In this regard it is recommended that a staff member be appointed by the General Manager to chair meetings of the Committee on a temporary basis.

A preliminary review of the operation of the s.355 Committee has also highlighted various issues for consideration/resolution including:

· Preparation of a Master Plan for the Showground (including provision of a Caretaker’s Cottage),

· Process for the allocation of Showground events,

· Fee structure for user group membership,

· Fee structure for casual usage,

· Booking process for user groups,

· Booking process for casual usage,

· Calculation and allocation of utility costs, and

· Process for determining agenda items and implementation of meeting procedures.

It is also recommended that the appointed staff member investigate, in consultation with user group representatives, these issues and any other matters impacting upon the operation of the Committee and the Showground generally.

Another critical matter that requires consideration by the staff member is the operational responsibilities for the routine duties such as the cleaning of toilets and the collection of camping fees in the absence of a caretaker.

8.1.8 The Cootamundra Heritage Centre Management s.355 Committee Meeting Minutes

DOCUMENT NUMBER

299206

REPORTING OFFICER

Teresa Breslin, Governance Officer

AUTHORISING OFFICER

Susan Gheller, Manager Business

RELEVANCE TO COMMUNITY STRATEGIC PLAN

4. Good governance: an actively engaged community and strong leadership team

4.2 Active participation and engagement in local decision-making

FINANCIAL IMPLICATIONS

There are no Financial implications associated with this report.

LEGISLATIVE IMPLICATIONS

There are no Legislative implications associated with this report.

POLICY IMPLICATIONS

Minutes of s.355 Committee meetings are submitted to Council in accordance with the s.355 Committee Management Manual.

ATTACHMENTS

1. Cootamundra Heritage Centre minutes - 13 February 2019 ⇩

Recommendation

The Minutes of the Cootamundra Heritage Centre Management s.355 Committee meeting held on 13 February 2019, attached to the report be received and noted.

Introduction

The attached Minutes of the Cootamundra Heritage Centre Management s.355 Committee meeting are submitted for the information of Council.

Ordinary Council Meeting Agenda

26 March 2019

COUNCIL MEETING ACTION REPORT

OPEN FORUM QUESTIONS

MAYOR

ACTIONS

MEETING / ITEM	ACTION	OFFICER	STATUS
05/07/2017	Amend Gundagai LEP 2011 to correct mapping discrepancies	Planning	Ongoing.
14/08/2017 – 7.3.2.1 17/01/2019	Plan works program for $2.38M flood damage grant income. Update Budget. Set up work orders.	Mark	Work currently being undertaken. Due to be completed by June 2019. Reports being submitted in monthly report to Council. Ongoing.
20/08/2017 – 7.1 21.03.2019	Offer Turners Lane site for sale and negotiate sale price in accordance with report.	Phil	Ongoing – Purchaser still committed. Contract for sale amended to remove council obligation to relocate overhead power lines. New contract ready for finalisation. Contracts have been prepared and given to clients for signing.
31.10.2017 – 7.4.1.1	Application for Fixing Country Roads for repairs to Native Dog Creek, Mooney Mooney Creek and Reef Creek bridges	Phil	Council resolved to undertake a Road Safety Audit of Muttama Road to highlight these potential projects. Quotes being obtained. Job awarded. Survey, design and cost estimates to be completed, in advance of any application. Pending design and cost estimate works.
21.03.2019	West Street Roundabout	Mark	Minor preliminary works commenced
28.11.2017 – 7.3.2.1 22.08.2018 17.09.2018 26.09.2018 17/01/2019 4.02.2019	Waste Collection Services	Andrew/ New Waste Manager	Advertised for strategy. Expressions of Interest received and are being reviewed. EoI’s out and completed. Assessment of EoI’s complete Meeting to be had with Allen and Greg to discuss. Waste Services Review and Strategy currently being conducted and completion is anticipated for March, 2019. Meeting to be held with Jonathan Beckett in early to mid-February. Presentation by Jonathan Beckett to Councillors and staff. Report anticipated to be submitted to March Ordinary Meeting.
31.01.2018 – 7.1.1.4 21.03.2019	Prepare detailed design and cost estimates for Turners Lane industrial subdivision. Include budget allocation in 2018/2019 budget.	Phil	22/03/2018 To be outsourced. An amount of $500K has been included in budget estimate. Proposals being sought. Awarded to MJM – Designs expected Dec 18. Anticipating receiving designs in the not too distant future
27.02.2018 – 8.5	Prepare documentation for loan for water mains replacement	Phil	22/03/2018 Document preparation will be undertaken following the tender process for the $2M contract as part of the Stronger Communities fund. In Progress.
27.03.18 – 7.1.1.3 05.08.2018 09.2018 15.11.18	The Villages Strategy be put forward for endorsement by the Hon. Anthony Roberts Minister of Planning, Housing and Special Minister of State.	Grace	Deferred upon advice from planning to wait until all land use strategies are complete. Workshop to be held 14.09.2018 with consultant Michael Ryan and dates to be determined for community engagement. Michael Ryan held workshop with Councillors and Council staff in September, 2018. He is now undertaking the Rural Lands Strategy and will come back to Council later in the year. Meetings to be held with associated agencies 21.11.2018 Community forums to be held in Cootamundra on 31.11.2018 And in Gundagai 20.11.2018 Issues papers finalised and public meetings held as well as meetings with agencies. Comments now received from all parties. Directions papers now being finalised before presentation to council in March 2019.
24.04.18 – 7.1.1.2 21.03.2019	Gundagai Local Environmental Plan 2011 Amendment 4 be endorsed and sent to the Department of Planning and Environment for Gateway Determination	Allen	Consultation commenced with DPE. On hold pending DA clarification. Awaiting determination
24.04.18 – 7.4.2.3 15.09.2018 21.03.2019	The Gundagai Large Scale Adventure Park Project be progressed to detailed design and construction phase with specific considerations	Phil	Design to be changed to eastern end of Carberry park and to incorporate library extensions. Detailed design proposal accepted and progressing. Meeting held with Councillors, staff and consultant to refine design
22.05.18 – 7.1.1.2	Amendment 7 be placed on exhibition upon receipt of delegated approval from the Dept of Planning and Environment	Allen	Feedback provided from DPE requesting further information. Ongoing. Planning proposal sent to Dept. on 24/12/18. Awaiting Gateway determination.
26.06.18 – OF Betty Brown	Requested additional bench seats for the cemetery be available for graveside funerals	Glen	To be considered for the next budget.
17/01/2019	Investigations to be undertaken to determine feasibility of providing a safe and accessible pedestrian pathway to link Cootamundra town centre and the cemetery on Yass Rd.	Mark	Long term project. Safety audit of rail overpass completed.
31.07.18 – 8.4.3 11/12/2018 21.03.2019	A further contract of $2,287,600 be awarded to Killards Excavations Pty Ltd by means of a contract variation subject to a further report being adopted by Council to determine funding sources.	Phil	Subject to a work performance review of Killards Report on Killards’ work to be provided by Bill Moore. Tim Swan to prepare funding options
31.07.18 – 9.2 17/01/2019 21.03.2019	Council, in collaboration with the Muttama Creek Regeneration Group, investigate the feasibility of creating a walking track alongside sections of Muttama Creek.	Greg/ Mark	Application prepared and submitted for grant funding for footpath/walking track. Ongoing. Still awaiting response on submission. Actively seeking alternative funding options
31.07.18 – 9.3 19.09.2018 19.11.18 11/12/2018	Council undertake the necessary steps to create a Recreational Vehicle (RV) parking site in Cootamundra	Linda	Investigations ongoing. Linda to submit paperwork when site determined. Signage ordered and liaising with Showground Users. Ongoing. Discussions held with Rodeo Association. Application being prepared. Council resolution 272/2018 RV assessment form to be forwarded to Campervan & Motorhome Club of Australia Limited (CMCA) for assessment. Cr Nicholson asked is there any form of measuring visitors to RV sites?
Council Meeting 29/01/2019 – 8.3.2 Yass Road Electrical Upgrades RES: 022/2019 21.03.2019	1. Council be provided with details of the contract of sale for the Yass Road development in relation to determining the provision of electricity to the site, for further consideration and discussion at the February Councillor Workshop. 2. Liability for the difference between the original budgeted costs and the revised electrical design and installation costs for the development in the Yass Road area detailed in the report, be determined	Phil	Information currently being obtained. Phil obtaining legal advice as per Council resolution
Council Meeting	26^th February 2019
Open Forum	Complaint regarding not receiving response from lodgment of request through Request Link on Council Webpage	Marianne	Response from sideEffekt: Submission email issue been fixed that was happening but also I have setup database submission i.e. when a submission is made it sends to mail@cgrc and also logs the submission in a database. also mentioned that I recovered the last 12 months’ worth of submissions and popped them in the database and showed staff how to access. This also included the submission, and its details, of the complaint brought up at the last Council meeting.
Resolution 042/2019	1. Tenders be invited, using the open tender method, for the establishment of Council’s panel of Legal Service providers. 2. A further report be prepared and submitted to Council on the outcomes of the tender process referred to in 1 above.	Phil
046/2019	Council donate the sum of $801.50 to the Gundagai Lions Club Inc. for Water & Sewer Access Charges for the period 1 July 2016 to 30 November 2018.	Phil Chapman	Completed 20.03.2019
051/2019	The Draft Tourism and Economic Development Strategy, attached to this report, be placed on public exhibition for a period of 28 days.	Miriam
052/2019	The Draft Wallendbeen Strategic Heritage Study dated January, 2019, circulated under separate cover, be placed on public exhibition for a period of 14 days commencing 27^th February, 2019 and concluding 13^th March, 2019.	Grace
061/2019	1. Council purchase 48 Mount Street South Gundagai for the installation of the playground for the amount specified in the report, with funding received through the Social Housing Community Infrastructure Fund. 2. A masterplan be prepared for future development of a parklet at the property referred to in 1 above. 3. The General Manager be granted authority to execute the related contract and other documentation.	Phil
062/2019	3. Council, in partnership with Paramount Concrete Construction and through open dialogue and negotiation, fulfill all avenues to procure the development and enhancement of the site whilst ensuring that a financially sustainable model is in place for its long term viability. 4. Council, in partnership with Paramount Concrete Construction and through open dialogue and negotiation, fulfill all avenues to procure the development and enhancement of the site whilst ensuring that a financially sustainable model is in place for its long term viability.	Phil
063/2019	Council provide a statement to Eloura and the EPA to enact the agreement dated 13^th June, 2018 referred to in (1) above, effective from 1^st December, 2018.	Phil

Ordinary Council Meeting Agenda

26 March 2019

8.2.2 Library Quarterly Report - March, 2019

DOCUMENT NUMBER

299279

REPORTING OFFICER

Cindy Smith, Library Manager & Community Services Manager

AUTHORISING OFFICER

Phil McMurray, Acting General Manager

RELEVANCE TO COMMUNITY STRATEGIC PLAN

1. A vibrant and supportive community: all members of our community are valued

1.1 Our Community is inclusive and connected

FINANCIAL IMPLICATIONS

There are no Financial implications associated with this report.

LEGISLATIVE IMPLICATIONS

There are no Legislative implications associated with this report.

POLICY IMPLICATIONS

There are no Policy implications associated with this report.

ATTACHMENTS

Nil

Recommendation

The Library Quarterly Report to March, 2019 be received and noted.

Introduction

A report providing information and detailing activities and events in relation to both, Cootamundra and Gundagai, Libraries is submitted quarterly for the information of Council.

Discussion

During the months of December, 2018, and January and February, 2019 the libraries had a combined total of 13117 loans and 253 new memberships. 19786 people entered the Cootamundra and Gundagai libraries and 2945 people accessed the Stephen Ward rooms. At the end of the February there were a total of 4245 library members across our Council.

December is Food for Fines month across all Riverina Regional Library (RRL) branches. Patrons are offered the opportunity to bring non-perishable items, which are distributed to local charities, in lieu of fines. December, 2018 saw an overwhelming response from library patrons. The non-perishable food items received were distributed to the Salvation Army in Cootamundra and to the combined St Vinnies, Anglican, Catholic and Baptist Christmas appeal in Gundagai.

Christmas Storytime was held on 12^th December, 2018 in Cootamundra and was attended by a massive 40 children and their carers who delighted in the ensuing festivities which included a special visit from Santa who arrived in a fire engine driven by Cootamundra Fire brigade members. Local puppeteer, Debra Clewer, performed a special Christmas presentation for the audience. At the conclusion of Storytime Christmas the attending families enjoyed a party on the lawn outside the library. Gundagai’s Christmas activity also featured Santa and Mrs Claus, a host of games and many goodies and was well attended by 28 children and their entourage of parents and carers.

Gundagai Library, for the third year in a row, was the community drop off location for the Share the Dignity campaign. Share the Dignity is a charity that provides support for victims of domestic violence and homeless women across Australia. Almost 100 handbags, full of ladies personal care items, were collected and sent to the Share the Dignity Charity to be distributed to homeless women in need in the lead up to Christmas. Share the Dignity thanked the Cootamundra – Gundagai community for their generosity in supporting this deserved cause.

Library staff continue to teach library patrons how to use the Self Loan Station for the purpose of borrowing new items and extending current loans. The latest Self Loan Station statistics for the past 6 months show an average use of 48% of borrowers in Cootamundra and 77% in Gundagai Libraries.

Cultural events

During February, 2019 the Cootamundra Library hosted Submerged. Submerged is a touring exhibition developed by the Australian National Maritime Museums and the Australian Maritime Museums Council. The nine banner display tells the stories of shipwrecks from across Australia focusing on the impact of the wrecks on local communities.

Community education

Cootamundra secured funding from the NSW State Library to run the Tech Savvy Seniors program in 2019, which is designed to increase digital literacy in the older population. As part of this initiative, 10 seniors completed an “iPad for beginners” course during February, 2019 which taught by Kerry Byrne.

In November, 2018 Gabrielle Chan visited the Cootamundra library to promote her book ‘Rusted Off: Why Country Australia is fed up’. An audience of 30 people enjoyed Gabrielle draw conclusions about the current state of our rural political representation, the gap between city and country and how to bridge it.

ARIA and Golden Guitar-nominated country singer Grant Luhrs gave a special charity concert at the Cootamundra Library on Friday, 8^th March, 2019. The concert was part of the highly successful Playing at the Pond series, in which local artists and special guests perform on the lawns surrounding the fishpond at the library. All concerts have free admission and gold coin donation, where the donations go to the charity of the performer's choice. Thus far, the Rural Fire Service, CanAssist, and Red Cross have been among the many beneficiaries.

Each year a group of librarians on motorbikes visit and promote public libraries across NSW. In November, 2018 they rode into Gundagai Library and delivered a very special Storytime session. Allan, a fearless retired librarian, rode his 23 year old Ducati 600ss into the library and was followed by an enthusiastic group of librarians who read books and entertained the crowd with fun facts about the bikes. Some members of then crowed were even lucky enough to sit on the fast looking vintage red racing bike! This diversion from the libraries usual Storytime activities was a lot of fun and made a big impression on our littlest patrons.

During Seniors Week, Gundagai held free workshops including IPad Taming for Beginners, Dead Reli Detective Class, Starting Your Own Digital Library and New Technology for Older Learners. These workshops were well attended by over 40 seniors with the Starting Your Own Digital Library session receiving particularly good feedback.

A successful application in the Be Connected Funding saw Gundagai Library receive $5000 and subsequently purchased robotic coding and electronic tinkering equipment. The New Tech for Old Learners program was initially promoted during Seniors Week and, it is hoped, will continue to inspire and challenge our older but more active community members. This technology is also being used in a trial, at the Gundagai library, with a girls and boys after school inventor sessions aimed at improving the STEAM (Science, Technology, Engineering, Arts and Mathematics) learning and library use of our younger community members.

Collections

Gundagai library is currently trialling redevelopment in both the large print and the youth collections. Initial feedback has been excellent with patrons finding it much easier to find the books they like with the added bonus of being able to find more of the genre they like without having to know the different authors. Other collections that may also be trialled are junior, non-fiction and biographies. The adult fiction however is too large and until such time as a satisfactory system can be implemented and supported by RRL this collection will remain as is.

School Holiday programs

There was plenty for children to do in the January, 2019 school holidays. Over 80 children participated in the Summer Reading Club (SRC) over both libraries. The SRC provides themed content and resources to enable parents, library staff and other parties to support the engagement of local children with an enjoyable reading program during their break from school.

Cootamundra Library also ran a borrowing contest for January, 2019 to encourage children to increase their borrowing of library resources. There was a huge prize draw at the end of the school holidays.

Approximately 60 children also participated in ‘cup cake decorating, making bird feeders and nail art’ workshop activities provided at both libraries.

Book Club

The Gundagai Library end of year Big Book Club Bash held in December, 2018 was attended by 36 enthusiastic book club members who enjoyed an evening comparing notes, chatting and enjoying a taste of book trivia. A few interested people came along to speak with book club members to learn what occurs at book clubs and, with that information, determine to develop their own club. Gundagai library has a grand total of 6 book clubs and are currently actively seeking younger borrowers, targeting the 18-35year old demographic, who are not necessarily big library users, however, are avid readers and would enjoy the socially stimulating aspects of a book club.

Training/Staff Development

Staff members of Cootamundra and Gundagai that attended the SWITCH library conference came back with many new ideas and have begun to implement some of them, such as the gentrification of certain collections. Other more innovative ideas from the conference will develop over time and may require further planning and consultation.

Promotion

Gundagai library went on a road trip to erect a lavish stall the Seniors Expo at the Services Club, held during Seniors Week, and provided prizes and a mini circulation desk. Word spread quickly about the wonderful Cootamundra and Gundagai libraries and over 40 new members were signed up on the day.

Ordinary Council Meeting Agenda

26 March 2019

8.3 Operations Directorate

8.3.1 March Operations Report

DOCUMENT NUMBER

299611

REPORTING OFFICER

Shelley Liehr, Executive Assistant - Operations

AUTHORISING OFFICER

Phil McMurray, Acting General Manager

RELEVANCE TO COMMUNITY STRATEGIC PLAN

3. Sustainable natural and built environments: we connect with the places and spaces around us

3.2 Our built environments support and enhance liveability

FINANCIAL IMPLICATIONS

There are no Financial implications associated with this report.

LEGISLATIVE IMPLICATIONS

There are no Legislative implications associated with this report.

POLICY IMPLICATIONS

There are no Policy implications associated with this report.

ATTACHMENTS

1. Works Program March, 2019 ⇩

Recommendation

The Operations Update Report and Works Program for the month of March, 2019 attached to the report be received and noted.

Introduction

This report provides a detailed update of the Operations Department’s works for the month of March, 2019.

Discussion

Repairs to the floodway on Yeo Yeo Hampstead Road have now been completed. This work involved removal of the damaged gabion rock structure and replacement with rock beaching and concrete cut off walls. Shoulder repairs have also been completed on Berthong Road near the Muttama Creek crossing. Works on both these projects was undertaken to repair the damaged sustained from the September 2016 flood event and have been funded from that Natural Disaster relief program.

Footpath and kerb repairs have been completed in Yass Road and the Harold Conkey walkway in Cootamundra.

Councils resealing contractor is nearing the end of the planned 2019 resealing program. Prioritised roads across the whole shire have now been resealed in order to prolong the life of these roads. These included Rosehill, Old Gundagai, Bundarbo, Gobarralong, Brungle, Berthong, Millvale, Bethungra, Nangus, Muttama, and Threeways Roads. Town streets in both Gundagai and Cootamundra have also been resealed in this program.

Maintenance grading has been completed in the West Jindalee area, Wee Jasper, Grahams and Red Hill Roads.

Gravel road resheeting has been completed on Hillbank and Racecourse Roads.

Maintenance patching has been undertaken as required around the bitumen shire road network.

Work has commenced on the upgrade of the intersection of Sheridan and West Streets with the removal of two large silky oak trees. Upcoming works involve removal of an English plane tree and set out of proposed island and refuge locations. Community notification to adjacent resident has been circulated.

Footpath works are in progress at the Byron Street stairs with concreting complete and handrail in the process of being fabricated.

The toilet block proposed for the intersection of Sheridan and Byron Streets is progressing with final quotes being obtained and service relocation to commence in the coming weeks.

Preliminary work has commenced on Gobarralong Rd, shoulders have been stripped in preparation of culvert installation, shape correction and stabilisation.

Parks and Recreation

Parks and gardens staff completed the usual daily jobs involving main street footpath cleaning, street cleaning, cleaning barbeques, sweeping gutters, litter removal, mowing, edging, whipper snipping, hand-weeding garden beds and tree maintenance.

Staff have cleaned up a number of fallen trees and branches around Cootamundra and Stockinbingal due to several storms bringing down quite a lot of debris. Staff also provided traffic control due to the dangerous flood water over several roads throughout the council area. Street trees were also trimmed along several streets due to the town resealing program, and newly planted street trees were watered.

Irrigation repairs were carried out to the garden beds in Carberry Park as well as new garden bed plantings being completed along with other refurbishments. In addition to this staff have been working on preparations for new street tree plantings as per the street tree masterplan. Line marking was completed for touch football as well as general maintenance and weeding of the netball courts. Event bins were delivered to the Gundagai showground for show day and the tractor pull.

Slashing of roadside verges and parklets has been carried out, as well as the removal and clean-up of a dangerous tree from Mil Park. Staff also assisted with bracing of trees within the Gundagai pool grounds to prevent future limb failure. Pruning was also undertaken to reduce weight on extended branches.

The annual Coota Beach Volleyball tournament was held in late February. This event brings large numbers of visitors to the town and is well supported by the community. Council staff assisted with preparations in the lead up to the event. Spectator grandstands were repainted, the permanent court was weeded and refilled with sand, umpire stands installed, and surrounding trees were trimmed for better access along with other general set up duties.

The athletics track was line marked at Albert Park. The Oval was also sprayed with a turf growth regulator that will inhibit vertical growth whilst improving the turf thickness, uniformity and health. The grass growing on to the synthetic cricket wickets on various grounds in Cootamundra were whipper snipped and cleaned.

Property Maintenance

Maintenance repairs were carried out at the men’s toilet door at the Wallendoon Street toilet block. The door had to be repaired had to be repaired after the door had been kicked off the wall. The taps at various toilets blocks have been fixed and the table and chairs shelter at Jubilee Park has been repaired. Building maintenance works were also undertaken on the airport terminal building.

The new seating has been taken to Wallendbeen Recreation Ground to be installed along the picket fence in front of the canteen. Repairs have been carried out to the plumbing at the Stockinbingal Recreation Ground along with repairs to the irrigation system. The grey water was backed up and the line had to be repaired so the water could flow through to the rubble drain.

Staff carried out works to repair uneven surfaces that were identified in the town footpath inspection. This involved filling in the uneven ground with topsoil and levelling out areas.

General maintenance was carried out at the Dog on the Tuckerbox, including cleaning and painting of the fountain.

Waste Services

The weighbridge at the Cootamundra waste depot has recently undergone repairs due to damage caused to several load cells after an unplanned power outage. These damaged cells were replaced in conjunction with a scheduled upgrade to the weighbridge. These works have now been completed and the annual calibration carried out.

Included in this upgrade was the installation of vehicle numberplate recognition technology. The newly installed cameras at the waste depot can automatically detect and record vehicle registration information which will assist in recording information on waste loads deposited at the Cootamundra site.

Ordinary Council Meeting Agenda

26 March 2019

8.4 Asset Management Directorate

8.4.1 Stockinbingal Sewage Scheme

DOCUMENT NUMBER

299150

REPORTING OFFICER

Bill Moore, Consultant Engineer

AUTHORISING OFFICER

Phil McMurray, Acting General Manager

RELEVANCE TO COMMUNITY STRATEGIC PLAN

3. Sustainable natural and built environments: we connect with the places and spaces around us

3.2 Our built environments support and enhance liveability

FINANCIAL IMPLICATIONS

There are no Financial implications associated with this report.

LEGISLATIVE IMPLICATIONS

There are no Legislative implications associated with this report.

POLICY IMPLICATIONS

There are no Policy implications associated with this report.

ATTACHMENTS

1. Options for Stockinbingal Sewage System ⇩

Recommendation

1. Council adopt a pressure sewage collection system combined with a package IDEA type treatment plant as the preferred scheme to deliver a sewerage scheme for Stockinbingal Village.

2. NSW Public Works Advisory be invited to prepare a proposal for a concept design incorporating an optional PV arrangement to offset power costs and with the provision for future chlorine treatment should Council wish to supply treated effluent for irrigation purposes within the village.

Introduction

The 2018 Villages Strategy recognises the importance of a reticulated sewerage scheme for both the present population of Stockinbingal and its future growth. The existing septic systems are prone to poor service and failure, particularly in wet weather, giving rise to health hazards and loss of amenity.

Discussion

In October last year, NSW Public Works Authority was engaged to prepare a report on the options available to provide a reticulated sewerage scheme for the village. Their report has been received and reviewed and a copy is attached to this report.

The report’s findings are summarised below:

A. Collection of raw sewage from existing premises and businesses. There are two options canvassed:

1. Pressure sewer system. In this scheme each premise has a pressure pump unit normally installed between the building and the existing septic tank. Sewage is pumped regularly into a common line (in the street), which links with other common lines and eventually discharges into the sewage treatment plant.

Benefits of this system include:

· Ease of installation as there are generally no deep trenches and, therefore, reduced disruption during construction;

· Installation costs are less than for conventional gravity systems;

· Being under pressure and a closed system, it is not prone to infiltration of ground and flood water; and

· Repairs, if required are relatively simple as the pipework is of polyethylene (Poly or PE) manufacture, of small to medium diameter (50mm to 110mm) and laid at relatively shallow depths.

The major drawback of this system is the pressure pump unit which is required at each connected property. These units are (normally) owned and maintained by Council with the property owner responsible for electricity usage (say $20 per annum).

2. Gravity sewer system.

These schemes rely on sewer mains of medium diameter (150mm or larger) pipes laid at grades in the order of 1%. Where flat terrain prevails, as at Stockinbingal, pipe depths quickly come to a point where trenches require shoring and pipe laying becomes expensive. Once depths of 5 or 6 meters are reached, pump stations are needed to lift the sewage to the next stage. A preliminary design for a gravity system at Stockinbingal envisages a total of three (3) pump stations required.

Benefits of this system include:

· Infrastructure (pipes etc) on private property are generally the responsibility of the property owner;

· A conventional, common system requiring minimal maintenance.

Drawbacks include:

· Pumping costs;

· Installation costs are higher;

· Community disruption during construction; and

· As parts of Stockinbingal are flood prone, infiltration of water can lead to increased pumping and treatment costs.

Indicative construction costs (Table 5.1 of the report) suggest a pressure sewer collection system would be 16% cheaper to construct.

B. Sewage Treatment.

Again two options have been canvassed:

1. Oxidation ponds. Basically these are a series of earthen ponds connected in series to treat raw effluent through both aerobic and anaerobic processes. The main benefit of this type of treatment is its minimal operating cost.

Drawbacks include:

· Cost of construction – mainly in earthworks involved;

· Potential for offensive odours;

· Effluent only suitable for evaporation or irrigation of pasture land; and

· Large land area required.

2. Activated sludge (Package IDEA plant).

These types of package plant are becoming more common for small communities and operate quite successfully and effectively. When installed with a disinfection process (usually UV) the treated effluent is suitable for discharge to a waterway. If a chlorination system was added, the effluent could be used for irrigation of parks, lawns etc.

Benefits of this system include:

· Improved effluent quality;

· Reduced odour emissions; and

· Limited land area required.

Drawbacks include:

· Energy consumption; and

· Operating and maintenance costs.

Indicative construction costs (Table 5.2 of the report) suggest a package STP that discharges effluent to a waterway would be about 15% cheaper to construct than a basic oxidation pond with irrigation, though annual operating costs would be considerably higher. After 20 years of operation and based on the Net Present Value (NPV), Table 5.2 indicates the owning and operating costs of the oxidation pond/irrigation option would be 18% less than those for the package STP/discharge option.

The costs used in Table 5.2 are indicative only and though they point to an oxidation pond with irrigation as being the most cost effective, long term, option for the sewage treatment, there are other, less tangible, benefits in building a package treatment plant, these include:

· Reduced potential for odour. Even though the suggestion is for a 400m buffer, weather conditions such as temperature inversions and wind directions can cause odours to travel beyond the buffer;

· Eliminating the need for the irrigated area with its attendant supervision, operation and maintenance issues;

· Potential future use of effluent for irrigation of public areas (parks, recreation area etc);

· Environmental benefits of returning treated effluent to the waterway system; and

· Community satisfaction in having a modern treatment system in line with other communities.

Ordinary Council Meeting Agenda

26 March 2019

8.4.2 Stronger Communities Fund Major Projects - Stormwater Improvements-Progress Report and Establishment of Cootamundra Floodplain Management Committee

DOCUMENT NUMBER

299780

REPORTING OFFICER

Phil McMurray, Acting General Manager

AUTHORISING OFFICER

Phil McMurray, Acting General Manager

RELEVANCE TO COMMUNITY STRATEGIC PLAN

3. Sustainable natural and built environments: we connect with the places and spaces around us

3.1 The natural environment is valued and protected

FINANCIAL IMPLICATIONS

A $1M budget has been allocated for stormwater improvements from the Stronger Communities Fund

LEGISLATIVE IMPLICATIONS

There are no Legislative implications associated with this report.

POLICY IMPLICATIONS

There are no Policy implications associated with this report.

ATTACHMENTS

Nil

Recommendation

1. A Councillor be nominated to Chair the Cootamundra Floodplain Management Committee, with a Councillor nominated as the alternate Chair.

2. Expressions of Interest be invited for 3 community members in Cootamundra to participate on the Cootamundra Floodplain Committee.

Introduction

This report provides an update on Stronger Communities Fund Major Projects - Stormwater Improvements, and provides recommendations regarding the formation of a Floodplain Management Committee for Cootamundra.

Discussion

On 31^st July, 2018, Council resolved, in part, (RESOLUTION 166/2018)

1. $100,000 be allocated to prepare a new flood study for Cootamundra and Stockinbingal, to support future grant applications under the NSW Government’s Floodplain Management program for a Floodplain Risk Management Plan, and subsequent design and construction of flood mitigation works.

4. $150,000 be allocated towards survey, investigation and design of the following projects:

· Tor St, Gundagai. East side road drainage between Nurse Murray St and Jack Moses Avenue, noting that this is the highest priority project for Gundagai

· Open stormwater drain between Middle and South St, South Gundagai (Concrete "v" drain with selective improvements to channel sides and inlet/outlet to structures)

· Southee Circle, Cootamundra. CCTV inspection of pipes. Analyse stormwater capacity and overland flow paths. Design improvements to minimise flooding risk.

· Sheahan Dr, Gundagai between Nurse Murray St and Jack Moses Avenue- design of roadside drainage including pipes, pits, kerb and gutter

· Drain on private property between Tor St & O'Hagan St, Gundagai - Design a piped drainage system and overland flow path through private properties

· Drain on private property at 48 Mount St South Gundagai - Design a piped drainage system and overland flow path through private property

Cootamundra Floodplain Management

In regards to resolution 1, quotations have been invited to prepare a new flood study for Cootamundra. Quotations close on 2^nd April 2019.

The NSW Government Floodplain Management process is summarised in the diagram below, extracted from the NSW Government Floodplain Development Manual:

The flood study is the first stage in the floodplain management process, and is fully funded by the Stronger Communities Fund. Following the completion of the flood study, a Floodplain Risk Management Study and Plan (FPRMS&P) can be prepared. Council has lodged an application under the NSW Government’s 2019/20 Floodplain Management Program for funding of the Cootamundra FPRMS&P, and it is expected that successful applicants will be advised in late 2019. By this time, the Flood Study will be well advanced, and it is hoped that Council can move promptly on to the FPRMS&P. Once Council adopts the FPRMS&P, Council will be eligible to apply for construction funding for flood mitigation works along Muttama Creek.

Cootamundra Floodplain Risk Management Committee

Council is required to establish a Floodplain Risk Management Committee for Cootamundra, which will be chaired by a Councillor. The committee has an advisory role and will report directly to Council, which has the final decision making power. The committee is a forum for the discussion of technical, social, economic and ecological issues associated with floodplain management.

Membership of the committee will consist of:

· Elected members of Council (to be nominated by resolution of Council)

· Council staff from engineering, planning and environmental disciplines

· Local community members (Council to nominate the number – suggested 3)

· Representative from NSW Office of Environment & Heritage

· Representative from the State Emergency Service

Stockinbingal Flood Study

A new flood study for Stockinbingal has been deferred until information on the flood impacts of the proposed inland rail are known.

Stormwater Improvement Program

In regards to resolution 4, design plans are nearing completion for each project. The following solutions are recommended for each site:

· Tor St, Gundagai, east side between Nurse Murray St and Jack Moses Avenue – kerb and gutter and pipe drainage is proposed

· Open stormwater drain between Middle and South St, South Gundagai – a piped solution is proposed, which can be constructed in stages as funding permits

· Southee Circle, Cootamundra. Improvements have been deferred, pending completion of a new Floodplain Risk Management Study and Plan.

· Sheahan Dr, Gundagai between Nurse Murray St and Jack Moses Avenue – Improved roadside drainage is proposed

· Drain on private property between Tor St & O'Hagan St, Gundagai - a piped drainage system and overland flow path is proposed

· Drain on private property at 48 Mount St South Gundagai - a piped drainage system and overland flow path is proposed

Subject to adequate funding, it is planned to engage a contractor to construct these projects. There will likely be a shortfall in funding and it may not be possible to construct all projects within the available funds. The expected funding shortfall will be considered in conjunction with competing priorities in future budgets.

Ordinary Council Meeting Agenda

26 March 2019

8.4.4 Gundagai Sewage Treatment Plant Update

DOCUMENT NUMBER

299806

REPORTING OFFICER

Phil McMurray, Acting General Manager

AUTHORISING OFFICER

Phil McMurray, Acting General Manager

RELEVANCE TO COMMUNITY STRATEGIC PLAN

3. Sustainable natural and built environments: we connect with the places and spaces around us

3.2 Our built environments support and enhance liveability

FINANCIAL IMPLICATIONS

Funding for this project comes from three separate sources and it is essential that Council ensures that it has sufficient funds available to meet the scope of the works. This will be determined when the submissions are received from the Tenderers as costs will be more accurate.

LEGISLATIVE IMPLICATIONS

There are a number of conditions attached to the funding assistance and there will be a need to ensure that project acquittal of any funds expended meets those requirements.

POLICY IMPLICATIONS

These works are critical for the sewerage business plans and future rate costs.

ATTACHMENTS

Nil

Recommendation

1. Council notes the matters addressed at the meeting, the current status of the project, and the proposed future directions.

2. Council endorse the actions of the Acting General Manager in signing a Funding Deed for the State Government contribution of $10M.

Introduction

The Gundagai Sewer 2020 project is about bringing the current major Gundagai Sewerage Assets up to modern standards in terms of regulators requirements as well as safety and ease of operation for Council employees. The works includes the Sewage Treatment Plant (STP), the two feeder pumping stations, and two new rising mains including a submersible river crossing.

Discussion

It is proposed to provide Councillors with an overview of the project and to bring them up to date with the work that has been undertaken to reach the stage where the detailed design is now proceeding and that in turn will enable a construction contract to be finalised and tenders invited. This is behind the timeline that Council was hoping for and the explanation is contained later in this report.

The funding for this project is meant to be from the following:

· The NSW State Government $10M

· The Commonwealth Government $3.5M

· Cootamundra – Gundagai Regional Council The remainder

The Public Works Department estimate for all of the works is $16.3M but for the treatment works only this reduces to $13M. Hence it is possible to scale the scope of the works back if required to match funding available but it is highlighted that an identical sewage treatment plant was constructed in Tumbarumba recently for $8.6M, making this estimate look high.

State Government funding has now been guaranteed through a funding deed (supplied to Council under separate cover) but as the project will exceed the timeline set down by the Commonwealth, Council Officers will be approaching the funding body over pursuing and retaining the promised funding from the Commonwealth. Their bureaucrats to date have indicated that their deadlines of 30^th December, 2019 are relatively hard.

At this stage Council Officers are preparing to meet and discuss this as well as having discussions with the National Leaders whose staff has approached Council Officers seeking information on the project. The Acting General Manager will brief Councillors on the results of those meetings.

A site inspection with Councillors, Council staff and a consultant in advance of the Council meeting.

Modifications to the Proposal

A part of the delays on the project to date have been as a result to modifications to the concept Council initially had for these works and the delivery of that initial design has been subject to a number of regulator requested site modifications that have resulted in further delays in the process.

1. The original proposal was to construct most of the new plant on the site of the existing STP between the front gate and the maturation ponds. This was altered to relocate the IDEA plant inside one of the arms of the existing maturation pond and this location seemed to suit all regulators as it minimised the disturbance to the existing plant whilst the construction was carried out.

2. The design has further amended to now require a large tank to store all treated water in with excess water to be discharged to the river. This water is what will be used for the irrigation of the golf course. Water stored in any remaining ponds will simply become ornamental or emergency use only.

3. An elevated mound could now be constructed for the associated buildings with that mound moved to the area originally designated for the IDEA unit. As indicated that Mound has now been constructed.

4. The feeder pumping stations and the rising mains including a river crossing have been included in the total package.

5. The golf course storage has had to be fenced off to meet the regulator’s requirements.

6. There have been a large number of concept designs developed before Council has been able to get an acceptable design despite advice to assist from Council. Typically here were issues such as the need to understand that the contractor will need a significant lay down area for their construction materials, the need to reduce risk to the contractor by having the pond cleaned and a mound out of the flood zone, etc

7. Need to move the power lines to accommodate the new design.

Delays in Greater Detail

When Council engaged the PWA and commenced the project, it had expected that construction of the new STP would have been well advanced by now, with a view that the work would have been completed before December 2019. Other delays in this time table have occurred through:

· Site selection. Council had conducted a full site survey of what is possible and had identified all of the potential sites and had dismissed all but the current treatment plant site primarily due to costs and a number of other social and environmental issues. Rather than just review this document the regulators insisted that the PWA redo this exercise and this added at least a four to six month delay before that document came back. It had to be further reviewed due to some omissions adding further to the delay on completing the design.

· DOI were keen to pursue the costs associated with the only other viable site in their eyes off the flood plain being out behind the ANZAC cemetery and a cost exercises was then done by the PWA despite Council identifying the likely cost of pursuing this site. The PWA report confirmed Council’s figures and it was decided that the existing site was indeed the only location

· The alteration of the IDEA plant location into the maturation pond extended the concept design phase but it is conceded that this is probably the best location for that plant component.

· Whilst the revised concept design was being finalised it was decided to carry out an amount of the preliminary earthworks removing them from the contract as a means of progressing the work on the plant, whilst the concept design was completed.

· A preliminary REF covering those works was prepared and submitted to the EPA and other parties as part of ensuring them that Council was dealing with this work appropriately.

· The EPA became concerned half way through the exercise over water quality issues after the pond had been drained and would not consider the preliminary REF until the total REF was completed and the final concept design itself was delayed until that REF document was completed. That final REF which needed the concept design was carried out byt PWA and took some time to complete not being completed until Christmas 2018.

· In the interim Council was directed to cease further [preliminary earthworks.

· In the review of those documents the EPA and DOI Water seemed to be demanding far greater levels of detail over and above that which would normally be expected and we are currently awaiting the final feedback so that the detailed design can be finalised.

· Securing State funding has been a long time occurring in that whilst moneys were promised some time ago the government forces you through a process of preparing yet another business case along with other information through a multistep program that has taken considerable time and it would not have been possible to proceed to far before this funding was secured. There is still a fair amount of correspondence in respect to payment milestones that needs to be put in place.

· One of the most significant alterations to past project funding is that the water authority now has to pick up the full costs of all work prior to construction whereas previously much of this (detailed design, preparing contract documents, etc) would have been picked up by the project funds.

Outstanding Issues

· Council needs the final design to be completed so that the contract documents can be finalised and called. As indicated these are awaiting the regulators final comments.

· Council is in a position to procure a large amount of the equipment and carry out some further preliminary earthworks before the contractor comes on site the extent of those works is currently being compiled.

· The commonwealth funding required completion of the works by 30 December 2019 and as such there needs to be discussion over just what funds will be available with work finishing past this deadline.

· The works should be very close to complete if not complete by 30 December 2020 providing there are no further delays but the demolition of the old plant and some of the other clean-up will probably proceed into 2021. These dates assume reasonable weather and no floods or further other unforeseen delays.

Project	Amount	Commentary / Recommendation
Stan Crowe Oval Gundagai canteen and change room construction	$74,147	The Project Manager is currently reviewing the project expenditure.
Cootamundra Truck Wash	$29,553	This project went over budget due to the construction of three primary effluent pond designed to improve the quality of the raw effluent before treatment leading to a higher quality of treated effluent going back into the environment. The cost of the sale yards lighting project was $103,273 under budget and it is proposed that this saving be transferred in part to fund this. Recommendation: that $29,553 be transferred from the Cootamundra Sale yards lighting and electrical upgrade project.
Nangus - Village Playground & Fitness Infrastructure	$3,310	The over spend against this project relates to the cost of internal staff coded to the project. These staff costs are already budgeted as part of the general fund. Recommendation: that $3,310 be transferred from the current general fund budget to the project.
Cootamundra Arts Centre rehearsal space	$1,585	Costs slightly increased since original cost estimates were obtained. Recommendation: that $1,585 be transferred from the Cootamundra sale yard lighting and electrical project.

REPORTING OFFICER	Marianne McInerney, Personal Assistant to the General Manager
AUTHORISING OFFICER	Phil McMurray, Acting General Manager
FINANCIAL IMPLICATIONS	There are no Financial implications associated with this report.
LEGISLATIVE IMPLICATIONS	There are no Legislative implications associated with this report.
POLICY IMPLICATIONS	There are no Policy implications associated with this report.
ATTACHMENTS	1. Minutes of the Ordinary Meeting of Council held on Tuesday 26 February 2019

DOCUMENT NUMBER	299153
AUTHORISING OFFICER	Phil McMurray, Acting General Manager
REPORTING OFFICER	Abb McAlister, Mayor
ATTACHMENTS	Nil