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Business

Paper

Late Reports

Ordinary Council Meeting

 

Council Chambers, Gundagai

 

6:00pm, Tuesday 28th May, 2019

 

Administration Centres:  1300 459 689

 

 

 


Ordinary Council Meeting Agenda

28 May 2019

 

 

LATE REPORTS

Order Of Business

 

6          Mayoral Minutes. 3

6.3            Mayoral Minute - Councillor Engagement 3

8          General Manager’s Report. 4

8.2            Finance. 4

8.2.3        Investment Report - April 2019. 4

8.7            Civil Works. 10

8.7.2        Council Mini Bus. 10

8.7.3        Cootamundra Rugby Union Club - Request financial Assistance to Complete the Union Club Facilities Project 13

8.9            Facilities. 14

8.9.1        Stan Crowe Oval Canteen Update. 14

 


Ordinary Council Meeting Agenda

28 May 2019

 

 

6            Mayoral Minutes

6.3         Mayoral Minute - Councillor Engagement

DOCUMENT NUMBER

304312

AUTHORISING OFFICER

Phil McMurray, Acting General Manager  

REPORTING OFFICER

Abb McAlister, Mayor

ATTACHMENTS

Nil 

 

So as to keep Councillors and the community aware of my engagements on behalf of Council I intend to provide regular updates through my Mayoral Minutes. These Minutes will also include copies of relevant correspondence received by me.

 

Recommendation

The information in the Mayoral Minute be received and noted.

 

16 – 17 May 2018 

Cr Bowden attended NSW Office of Small Business Commissioner, Small Business Friendly Councils Inaugural Conference

16 May 2018 

On my behalf, Cr Bowden received a plaque celebrating Cootamundra-Gundagai Regional Council as an Easy to do Business partner. The plaque was presented by the Hon. Victor Dominello, MP, Minister for Customer Service with the Hon. Damien Tudehope, MLC, Minister of Finance and Small Business.

 

  


Ordinary Council Meeting Agenda

28 May 2019

 

8            General Manager’s Report

8.2        Finance

8.2.3      Investment Report - April 2019

DOCUMENT NUMBER

304297

REPORTING OFFICER

Tim Swan, Manager Finance and Customer Service

AUTHORISING OFFICER

Phil McMurray, Acting General Manager  

RELEVANCE TO COMMUNITY STRATEGIC PLAN

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

4.3 Cootamundra-Gundagai Regional Council is a premier local government Council

 

FINANCIAL IMPLICATIONS

Council’s investment income for April 2019 was $55,684, 15% under the budgeted figure of $65,526.

LEGISLATIVE IMPLICATIONS

Council investments comply fully with section 625 of the Local Government Act (NSW) 1993, Local Government (General) Regulation 2005 paragraph 212 and Council’s Investment Policy.

POLICY IMPLICATIONS

The Investment Policy was adopted on 31 July 2018 and is due for review on 31 July 2021.

ATTACHMENTS

1.       Investment Report - April 2019    

 

Recommendation

The attached Investment Report as at 30 April, 2019 be received and noted.

 

Introduction

Returns on investments are 15% below budget but above benchmark for April, 2019.

Discussion

Investments for April, 2019 have produced interest of $55,684.

Due to the excellent performance of Council’s investments in the 2018/19 financial year, the budgeted income has been increased from $52,983 per month to $65,526. 

For the current financial year the interest income is 2% ahead of budget, and the net return is significantly higher than the benchmark.

Returns are expected to decrease as funds reserved for major projects are expended, however it is anticipated that the annual budget will still be exceeded.


Ordinary Council Meeting Agenda

28 May 2019

 

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Ordinary Council Meeting Agenda

28 May 2019

 

8.7        Civil Works

8.7.2      Council Mini Bus

DOCUMENT NUMBER

304144

REPORTING OFFICER

Mark Ellis, Manager Civil Works

AUTHORISING OFFICER

Phil McMurray, Acting General Manager

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

Impacts on Plant Fund.

LEGISLATIVE IMPLICATIONS

There are no Legislative implications associated with this report.

POLICY IMPLICATIONS

There are no Policy implications associated with this report.

ATTACHMENTS

1.       Correspondence support community use of the bus (under separate cover)  

2.       Correspondence from Jill Jones on use of the bus (under separate cover)  

3.       Letter to Council on the Proposed Bus Sale (under separate cover)     

 

Recommendation

The mini bus be retained for a period of 6 months and a report on the bus’ usage, income and costs against the bus be prepared and submitted to the November, 2019 Ordinary Meeting.

 

 

Introduction

Council requested a report be prepared for the May, 2019  Ordinary Meeting detailing the current use of Council’s mini bus and investigate the feasibility of retaining the bus as part of Council’s fleet.

Discussion

The Toyota Hiace bus was purchased by Council in June, 2017 primarily for the use of commuting staff and Councillors between the Gundagai and Cootamundra Offices and within the local government area.

In hind sight, its usage has not been as practicable as first thought. As staff travel between locations coordinating the schedule of each person to align as a group has proven impractical and, as such, it has been determined that normal fleet vehicles are more efficient for staff to manage their travel arrangements. To use the bus as a commuter vehicle for operational staff in their daily travels between sites has also proven unworkable. This has reduced the use of and the need for Council to retain the bus.

The bus has only travelled 7500kms to date and has an accumulated expense of $5649.65, which is an estimated running cost of $0.75 per kilometre. There is no usage record available and as the bus is not being charged out there is not revenue incoming to the Plant Fund for this vehicle.  For future use a process will be implemented to ensure its usage is recorded and charged out accordingly.

Current expenditure on the bus does not include outstanding repair costs for damage sustained to the roof of the vehicle by an unknown driver. This cost of the repairs are to be assumed by Council as our insurance provider won’t accept the claim without an identified driver from Council staff.

On several previous occasions when the bus has been needed in either Cootamundra or Gundagai, and required at the alternate location, two staff members have had to travel to transport the vehicle accordingly.

Another factor with the bus is the registration requirements for this type of passenger vehicle as it has to have six monthly roadworthy inspections. The closest Roads and Maritime Services offices are at Tumut and Young. Registration cost for this vehicle are currently around $980.00 per year.

Research undertaken has estimated the running costs of such a vehicle to be approximately 83c/km or approximately $230.00 per week. This takes into account the vehicles purchase price, its deprecation, fuel, tyres, registration, insurance and maintenance for 5 year operational period.

Council’s insurer has advised that for the bus to be insured in the event of an accident it can only be driven by Council employees (including Councillors, staff or executive) or inducted volunteers.

Submissions provided under separate attachment suggest the bus could be utilised by local community groups, sporting groups and schools, however this could only occur by having an approved driver(s) as previously mentioned above. It would require Council staff to coordinate bookings, detailing and ensure the required maintenance schedule was adhered to and assist in Plant costs being recovered for the Plant fund. Further, it would be prudent for Council to have a register of inducted users to ensure compliance for each use.  New drivers would be required to undertaken the induction process to be added to the approved user register.

Several options to be considered for future usage are as follows:

·    Provided for Councillor use to travel to meetings in either township,

·    Hired to community groups with approved drivers to functions within the local government or approved area,

·    Transportation for people from Gundagai to Cootamundra to use the indoor heated pool,

·    Transportation of people from Gundagai to Cootamundra to activities at the Arts Centre,

·    Continued use by the Gundagai Youth Group, who on numerous occasions used the bus to attend activities in Cootamundra, Wagga and Sydney.

·    Gundagai Library have also used it on numerous occasions.

 

On these occasions it has had to be driven by a member of Council staff who, therefore, was not able to undertake their normal duties.

Private hire of the bus was not considered by Council at the time of its purchase. The private hire of a commercial bus involves charges which Council would need to consider for such hire of the bus. Investigations suggest to hire a similar vehicle is around $140 per day plus 30cents kilometre for travel over 200Km with a $200.00 security deposit. These charges would be required to be adopted by Council and included as part of its annual fees and charges budget. In addition, it would involve a booking system and would need dedicated staff to check the hirer met the hire requirements and record all associated details.

Should council wish to sell the bus, it has been valued at approximately $40,000 by Pickles auctions.

In conclusion, while there is potential for the bus to be available for community use, it would be considered necessary for:

·    Additional Council resources to coordinate use of the bus in order to optimise its potential usage.

·    Council to determine fees to be adopted in its annual Fees and Charges.

·    Council to consider the impact of its commercial use of the bus on local businesses which currently hire similarly sized buses to the Cootamundra-Gundagai Regional community.

 


Ordinary Council Meeting Agenda

28 May 2019

 

8.7.3      Cootamundra Rugby Union Club - Request financial Assistance to Complete the Union Club Facilities Project

DOCUMENT NUMBER

304314

REPORTING OFFICER

Mark Ellis, Manager Civil Works

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

1.2 Public spaces provide for a diversity of activity and strengthen our social connections

 

FINANCIAL IMPLICATIONS

Should Council resolve to provide financial assistance, of an amount to be determined, to the Cootamundra Rugby Union Club, funding from Council’s budget would need to be identified.

LEGISLATIVE IMPLICATIONS

Local Government Act, 1993

POLICY IMPLICATIONS

There are no Policy implications associated with this report.

ATTACHMENTS

Nil 

 

Recommendation

Council approve the Acting General Manager to investigate available options for Cootamundra-Gundagai Regional Council to provide financial assistance to the Cootamundra Rugby Union for the Facilities Project in accordance with legislation under the Local Government Act, 1993.

 

Introduction

Following representations at the Open Forum section of the April, 2019 Ordinary Meeting by Rod Chalmers and Mark Ward of the Cootamundra Rigby Union Club, Council agreed to meet on site and further discuss funding for the Club so as to complete the construction of the new facilities at Country Club Oval.

Discussion

On Monday, 20th May, 2019, Councillors and staff met with representatives of the Cootamundra Rugby Union Club at the site of the new Union Club facility at Country Club Oval.

Rod Chalmers and Mark Ward detailed the Clubs current financial position to Councillors and how the Club is substantially short of the funds required to complete the building. Further, possible funding options were discussed in relation to the Club obtaining such funding. As such, Club representatives requested Council consider funding options. 

At the conclusion of the meeting, the Union Club representatives were advised that Council would consider their request at the May, 2019 Ordinary Council Meeting.  


Ordinary Council Meeting Agenda

28 May 2019

 

8.9        Facilities

8.9.1      Stan Crowe Oval Canteen Update

DOCUMENT NUMBER

304277

REPORTING OFFICER

Andrew Brock, Manager Facilities

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

1.2 Public spaces provide for a diversity of activity and strengthen our social connections

 

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 updated information on the Stan Crowe Oval Canteen project be received and noted.

 

Introduction

Council has previously requested information be provided by Andrew Brock, Manager Facilities for answers to questions regarding the finance for the Stan Crowe Canteen project.

Discussion

 

In 2014, in collaboration with the sporting groups in Gundagai, Council applied for grant funding to build a new change room and canteen facility at Stan Crowe Oval. At the time of funding application, Council had based the building costs on a simple design with minimum toilet facilities.

When the grant was awarded in  and subsequent tenders requested, quotes came back in excess of the original funding amount of $164,500.00 which was made up by a Council contribution, sporting groups contributions and grant funding.

Due to conditions for the development approval and site restrictions, the design of the building was modified to suit the conditions at the site, the growth of sporting groups within the community and the requirement of change rooms with the growth of female sport.

Council approved an increase in the budget to allow for the new design, not only from capital expenditure but also staff time to manage the project. Further additional contributions from Bendigo bank and Hawthorne Transport allowed for the building to be completed within the new design.

Total expenditure of development was $234,635.00 which came under budget and original tender costs.