Agenda of Ordinary Council Meeting

Ordinary Council Meeting Minutes

28 May 2019

MINUTES OF Cootamundra-Gundagai Regional Council
Ordinary Council Meeting
HELD AT THE Council Chambers, Gundagai
ON Tuesday, 28 May 2019 AT 6:00pm

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

IN ATTENDANCE: Phil McMurray (Deputy General Manager), Ganesh Ganeshamoorthy (Manager Assets), Susan Gheller (Manager Business), Mark Ellis (Manager Civil Works), Miriam Crane (Manager Community and Culture), Sharon Langman (Manager Development, Building and Compliance), Andrew Brock (Manager Facilities), Tim Swan (Manager Finance and Customer Service), Glen McAtear (Manager Regulatory Services), Matt Stubbs (Manager Technical Services), Wayne Bennett (Manager Waste, Parks and Recreations)

1 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.

CLOSE MEETING

Resolution 143/2019

Moved: Cr Leigh Bowden

Seconded: Cr Gil Kelly

The Open Council meeting close for Open Forum.

Carried

2 Open Forum

List of Speakers

1. Judith Newman – Spoke on the removal of pedestrian ‘zebra’ crossings in Sheridan Street, Gundagai.

2. Pip McAlister – Commented that street lighting in the town is very poor and that the condition of the Cemetery grounds is disappointing and requires ground maintenance work, in particular weed removal.

3. Nancy Lawton – Spoke on Cemeteries and provided some negative feedback on recent cemetery activity in Gundagai.

OPEN MEETING

Resolution 144/2019

Moved: Cr Dennis Palmer

Seconded: Cr Gil Kelly

The Open Council meeting resume.

Carried

3 Apologies

Nil

4 Disclosures of Interest

A significant non-pecuniary interest was received from Cr Leigh Bowden in relation to item 8.1.5 Cootamundra Tourism Action Group S.355 Committee Meeting Minutes for the reason that she is a member of the committee.

5 Confirmation of Minutes

5.1 Minutes of the Ordinary Meeting of Council held on Tuesday 30 April 2019

Resolution 145/2019

Moved: Cr Dennis Palmer

Seconded: Cr Charlie Sheahan

The Minutes of the Ordinary Meeting of Council held on Tuesday, 30^th April, 2019 be confirmed as a true and correct record of the meeting.

Carried

6 Mayoral Minutes

6.1 Mayoral Minute - Councillor Engagement

Motion

Moved: Cr Penny Nicholson

Seconded: Cr David Graham

1. The information in the Mayoral Minute be received and noted.

2. Council offer its congratulations to Glen McAtear, Manager Regulatory Services on his election as President of the United Services Union.

6.2 Mayoral Minute - Emergency Services Levy Increase

Resolution 146/2019

Moved: Cr Dennis Palmer

Seconded: Cr Gil Kelly

It is resolved that Council:

A. Notes:

a. That last December, the NSW Government enacted laws to provide better workers compensation coverage for firefighters who are diagnosed with one of twelve specific work-related cancers

b. That in many areas of NSW, fire services are made up of elected and staff members of local government, and that local governments strongly support this expanded workers compensation scheme

c. That as a result of these changes, the State Government has decided to implement the new scheme by charging local governments an increased Emergency Services Levy, without consultation

d. That the expected increase in costs to local governments will be $19m in the first year alone, and that there is little or no time to enshrine this charge in Council’s 2019/2020 budgets

e. That Local Government NSW has long advocated for the Emergency Services Levy to be significantly modified to ensure it is transparent, equitable and accountable.

B. That this Council supports Local Government NSW’s calls for:

a. the NSW Government to cover the initial additional $19m increase to local governments for the first year and

b. the NSW Government to work with NSW local governments to redesign the funding mechanism for the scheme to ensure fairness into the future.

C. Requests that the General Manager liaise with Local Government NSW to provide information on:

a. The impact on council budgets and

b. Council advocacy actions undertaken.

D. Requests that the Lord Mayor/Mayor

a. write to the NSW Premier and NSW Interim Opposition Leader, NSW Minister for Customer Services, NSW Minister for Emergency Services, Minister for Local Government and Shadow Minister for Local Government, and local state member/s to:

i. call upon the NSW Government to fund the 12 months of this extra cost rather than requiring councils to find the funds at short notice when budgets have already been allocated

ii. explain how this sudden increase will impact council services / the local community.

iii. highlight that councils were not warned of the increased cost until May 2019, despite the new laws being passed in November 2018

iv. explain that the poor planning and implementation of the increase is

inconsistent with the Government’s commitment to work in partnership

with the sector

vi. ask the Government to work with local governments to redesign the implementation of the scheme to ensure it is fairer for councils and communities into the future.

b. Copy the above letter to Local Government NSW.

Carried

6.3 Mayoral Minute - Councillor Engagement – Late Report

Resolution 147/2019

Moved: Cr Penny Nicholson

Seconded: Cr David Graham

The information in the Mayoral Minute be received and noted.

Carried

7 Reports from Committees

Nil

8 General Manager’s Report

8.1 Business

8.1.1 Councillor Workshop Resolution

Resolution 148/2019

Moved: Cr Dennis Palmer

Seconded: Cr Gil Kelly

1. Council endorse the resolution for the Draft Operational Plan, inclusive of the Draft Revenue Policy and Draft 2019/20 Fees and Charges, the Draft Budget and Draft Long Term Financial Plan to be placed on public exhibition for 28 days as resolved at the Councillor Workshop held Monday, 13^th May, 2019.

2. Council form an Internal Finance Committee comprising of Councillor Representatives and Council Staff to forensically investigate expenditure and revenue and prepare a report to be submitted for the consideration of Council at the Ordinary Meeting scheduled for Tuesday, 26^th November, 2019.

Carried

8.1.2 Financial Assistance Grants Correspondence

Resolution 149/2019

Moved: Cr David Graham

Seconded: Cr Leigh Bowden

The correspondence sent to State and Federal Ministers on the redistribution of the Financial Assistance Grants attached to the report for the information of Council be noted.

Carried

8.1.3 Drought Declaration for CGRC

Resolution 150/2019

Moved: Cr Charlie Sheahan

Seconded: Cr Craig Stewart

Cr McAlister (Mayor) write to the Member for Riverina, the Hon. Michael McCormack MP, Deputy Prime Minister requesting consideration be given to Cootamundra-Gundagai Regional Council Local Government Area being drought declared.

Carried

8.1.4 Information Bulletin

Resolution 151/2019

Moved: Cr Dennis Palmer

Seconded: Cr Craig Stewart

The information provided in the attachments of the Information Bulletin be noted.

Carried

8.1.5 Cootamundra Tourism Action Group s.355 Committee Meeting Minutes

Note: Having disclosed a significant non pecuniary interest in this item, Cr Bowden left the meeting during discussion.

Resolution 152/2019

Moved: Cr Charlie Sheahan

Seconded: Cr Penny Nicholson

1. The Minutes of the Cootamundra Tourism Action Group s.355 Committee meetings held on 2 May, 2019, attached to the report, be received and noted.

2. Council consider the Committee recommendation included in the report.

Carried

8.1.6 Muttama Hall Management s.355 Committee Meeting Minutes

Resolution 153/2019

Moved: Cr Charlie Sheahan

Seconded: Cr Leigh Bowden

The Minutes of the Muttama Hall Management s.355 Committee Ordinary meeting held on 27 February and 27 March, 2019, attached to the report, be received and noted.

Carried

8.1.7 Stockinbingal Ellwood's Hall s.355 Committee Meeting Minutes, Membership and Hire Fees

Resolution 154/2019

Moved: Cr Craig Stewart

Seconded: Cr Penny Nicholson

1. The Minutes of the Stockinbingal Ellwood’s Hall s.355 Committee Ordinary Meeting and Annual General Meeting held on 2 May 2019, attached to the report, be received and noted.

2. Membership of the Ellwood’s Hall s.355 Committee as detailed in the report, be endorsed.

3. The schedule of hall hire charges for the Stockinbingal Ellwood Hall attached to the report, be endorsed.

Carried

8.1.8 Muttama Creek Regeneration Group s.355 Committee Meeting Minutes

Resolution 155/2019

Moved: Cr Charlie Sheahan

Seconded: Cr Doug Phillips

The Minutes of the Muttama Creek Regeneration Group s.355 Committee meeting held on 1 April, 2019, attached to the report, be received and noted.

Carried

8.1.9 Cootamundra Development Corporation - Request for Sponsorship for Cootamundra Wattle Time Fair

Resolution 156/2019

Moved: Cr Doug Phillips

Seconded: Cr Penny Nicholson

Council consider sponsorship of the annual Cootamundra Wattle Time Fair by way of the provision of traffic control in lieu of the $350 sponsorship request subsequent to approval by the Local Area Traffic Committee at its June, 2019 meeting.

Carried

8.1.10 Council Meeting Action Report

Resolution 157/2019

Moved: Cr Charlie Sheahan

Seconded: Cr Leigh Bowden

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

Carried

8.1.11 Monthly Major Projects Program Report

Resolution 158/2019

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 be adopted.

Carried

8.2 Finance

8.2.1 March Quarterly Budget Review Statement

Resolution 159/2019

Moved: Cr Doug Phillips

Seconded: Cr Leigh Bowden

1. The March, 2019 Quarterly Budget Review Statement be accepted.

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

Carried

8.2.2 Monthly Finance Report for April 2019

Resolution 160/2019

Moved: Cr Doug Phillips

Seconded: Cr Leigh Bowden

The attached Monthly Finance Report for April, 2019 be received and noted.

Carried

8.2.3 Investment Report - April 2019 – Late Report

Resolution 161/2019

Moved: Cr Gil Kelly

Seconded: Cr Penny Nicholson

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

Carried

8.3 Community and Culture

8.3.1 Cootamundra Development Corporation Memorandum of Understanding

Resolution 162/2019

Moved: Cr Doug Phillips

Seconded: Cr Leigh Bowden

Council negotiate a Memorandum of Understanding with the Cootamundra Development Corporation covering the 2019/2020 period. The Memorandum of Understanding is to include:

· Agreed activities/outcomes,

· A program for monitoring performance,

· Communication requirements, and

· Representation requirements at relevant Council committee meetings.

Carried

8.4 Development, Building and Compliance

8.4.1 Development Applications Approved April 2019

Resolution 163/2019

Moved: Cr Gil Kelly

Seconded: Cr Craig Stewart

The information on Development Applications Approved in April, 2019 be noted.

Carried

8.5 Regulatory Services

Nil

8.6 Assets

8.6.1 Council Water Restrictions Policy and Procedures

Resolution 164/2019

Moved: Cr Dennis Palmer

Seconded: Cr David Graham

The Draft Gundagai Water Restrictions Policy and Draft Gundagai Water Restrictions Procedures attached to the report be adopted.

Carried

8.7 Civil Works

8.7.1 Operations Report - May 2019

Resolution 165/2019

Moved: Cr Penny Nicholson

Seconded: Cr David Graham

The Operations Update Report and the attached Works Program for the month of May, 2019 be received.

Carried

8.7.2 Council Mini Bus

Resolution 166/2019

Moved: Cr Dennis Palmer

Seconded: Cr Doug Phillips

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

Carried

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

Resolution 167/2019

Moved: Cr Charlie Sheahan

Seconded: Cr David Graham

Council approve the Acting General Manager, subsequent to advice provided from Council’s Financial Auditors Crowe Howarth, to facilitate a loan of $100,000, to be repaid over a 5 year period, to the Cootamundra Rugby Union for the Facilities Project in accordance with legislation under the Local Government Act, 1993.

Carried

8.8 Technical Services

8.8.1 Bongolong Creek Bridge

Resolution 168/2019

Moved: Cr David Graham

Seconded: Cr Penny Nicholson

1. Council approve the amount of $123,100 (ex GST) for the Bongolong Creek Bridge construction to be brought forward and funded through the 2018/19 roads budget.

2. Council approve Murray Valley Piling Ltd to undertake the construction of the new Bongolong Creek Bridge.

Carried

8.9 Facilities

8.9.1 Stan Crowe Oval Canteen Update

Resolution 169/2019

Moved: Cr Penny Nicholson

Seconded: Cr Craig Stewart

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

Carried

8.10 Waste, Parks and Recreation

8.10.1 Maintenance of Public Open Spaces at Stockinbingal and Wallendbeen

Resolution 170/2019

Moved: Cr Penny Nicholson

Seconded: Cr Leigh Bowden

The report on the Maintenance of Public Open Spaces at of Stockinbingal and Wallendbeen be noted and methodologies contained with the report be endorsed.

Carried

8.10.2 Street Tree Management Policy

Resolution 171/2019

Moved: Cr Leigh Bowden

Seconded: Cr Penny Nicholson

1. The Draft Street Tree Management Policy be placed out on public exhibition for a period of 28 days seeking community comment.

2. Council advertise and communicate through its usual media channels advising the community on how they may gain access to the Draft Street Tree Management Policy and how to contribute to the policies development.

3. That all costs associated with the Draft Street Tree Management Policy’s development be funded from the Street Tree Audit budget.

Carried

9 Motion of which Notice has been Given

9.1 Notice of Motion - Extension of Cootamundra Indoor Pool Weekend Hours

Resolution 172/2019

Moved: Cr Abb McAlister

Seconded: Cr Gil Kelly

Council investigate the feasibility of extending the Cootamundra indoor pool weekend operating hours. Further, Council undertake a review of the facility’s processes and expenditure and incorporate options regarding the use of staff or contractors in the management of both the pool and stadium facilities.

Carried

10 Questions with Notice

10.1 Questions With Notice

Resolution 173/2019

Moved: Cr Gil Kelly

Seconded: Cr Dennis Palmer

The Questions with Notice from Councillors and related responses from Council officers be noted.

Carried

11 Confidential Items

Nil

The Meeting closed at 8:38 PM.

The minutes of this meeting were confirmed at the Ordinary Council Meeting held on 25 June 2019.

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CHAIRPERSON GENERAL MANAGER

Ordinary Council Meeting Agenda

25 June 2019

COUNCIL MEETING ACTION REPORT

MEETING / ITEM	ACTION	OFFICER	STATUS
05/07/2017 18.06.2019	Amend Gundagai LEP 2011 to correct mapping discrepancies	Sharon	Ongoing. Amendment No 4 is currently being reviewed following feedback from the Department of Planning prior to a Gateway determination.
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 Waste Collection Services cont.	Wayne	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. Stages one and two of the Waste Strategic Plan have been completed and reported to council in April 2019. Council adopted for Stage 3 to commence with a schedule of works and timeline currently being prepared for staff’s consideration. Once the schedule and timeline have been approved works will commence with council to be informed accordingly of the adopted schedule of works and timeline. 18/6/19 update- First draft of the financial plan has been completed and review sent back to consultant for consideration. Next stage is the development of the Business Plan. For full details of the scope of works, timelines etc. refer to the Waste, Parks & Recreation Managers’ report to the June, 2019 Council meeting.
31.01.2018 – 7.1.1.3 19.06.2019	Continue with land transfer of Inland Aircraft Fuel Depot	Andrew	Remediation works to be completed by Caltex prior to finalising transfer of title. Transfer progressing. Following up remediation work.
31.01.2018 – 7.1.1.4 18.06.2019	Prepare detailed design and cost estimates for Turners Lane industrial subdivision. Include budget allocation in 2018/2019 budget.	Phil Bill	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. Draft final civil design plans have been submitted by consultants and returned to consultants requiring some minor amendments for finalisation. Receipt of the final designs is anticipate early July, 2019. Works to commence in 2019/20
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 18.06.2019	The Villages Strategy be put forward for endorsement by the Hon. Anthony Roberts Minister of Planning, Housing and Special Minister of State.	Sharon	Deferred upon advice from planning to wait until all land use strategies are complete. Villages Strategy is complete; Rural Lands Strategy is currently being drafted to be presented to Council in August; Cootamundra Town Strategy community consultation is currently underway.
24.04.18 – 7.1.1.2	Amendment 4 be placed on exhibition upon receipt of delegated approval from the Department of Planning and Environment	Sharon	Pending formal submission to and approval from DPE. On hold pending DA clarification.
22.05.18 – 7.1.1.2 18.06.2019	Amendment 7 be placed on exhibition upon receipt of delegated approval from the Dept of Planning and Environment	Sharon Sharon	Staff are currently checking the final draft of the Amendment prior to gazettal. Item 8 to be reported back to Council
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/ Anthony Carroll	Long term project. Safety audit of rail overpass completed.
31.07.18 – 9.2 17/01/2019 21.03.2019 18.06.2019	Council, in collaboration with the Muttama Creek Regeneration Group, investigate the feasibility of creating a walking track alongside sections of Muttama Creek.	Wayne	Application prepared and submitted for grant funding for footpath/walking track. Still awaiting response on submission. Actively seeking alternative funding options or grants as they become available. Arrangements are current being arranged to meet onsite with the group to discuss future plans. Once this has been determined a report will need to be presented to council for determination and approval. Any plans will need to consider the Muttama Flood Study and seek recreational opportunities
Council Meeting 29/01/2019 – 8.3.2 Yass Road Electrical Upgrades RES: 022/2019	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.
Council Meeting 26/03/2019	ACTION	OFFICER	STATUS
Item 8.1.7 18.06.2019	Showground users group	Andrew	A masterplan for the Showground be prepared with staff and the Committee including the provision of a caretakers cottage Drone work complete. Being presented to users group Wednesday 19-6-2019
Item 8.1.10 18.06.2019	Identify the correct location of the fence between Ellwood’s Hall and neighbouring property and move fence if required.	Andrew	Investigate if a survey is required and relocate fence is required. New fence required. Survey works complete
Item 8.1.13	Investigate land purchase in Scott Avenue	Phil	Inspection undertaken with Daryl Sedgewick on 3^rd May, 2019
Item 8.4.1 23.05.2019	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.	Phil/ Ganesh	Discussions with Public Works are continuing
Ordinary Meeting 30^th April, 2019	ACTION	OFFICER	STATUS
8.1.2 Draft Code of Meeting Practice 18.06.2019	1. The draft Code of Meeting Practice attached to the report be placed on public exhibition for a period of not less than 28 days, with members of the community invited to comment on the draft Code for a period of not less than 42 days from the commencement of the public exhibition period. 2. Following 1 above, a report, including any submissions received, be prepared and submitted to the June, 2019 Ordinary Meeting of Council.	Susan	Teresa to arrange for public exhibition. Linda to advertise Teresa to prepare report for adoption at the June, 2019 Council meeting. Submissions that were received are under separate cover.
8.1.10 ALGWA Conference 2019 Report 18.06.2019	2. Council prepares a report on the implications of implementing 10 days paid domestic violence leave for Council staff.	Glen/HR	To be included in Councils Leave Policy Draft Policy to be discussed at the June Consultative Committee meeting
9.2 Notice of Motion - Council Develop a Civic Events and Ceremonial functions Policy	That Cootamundra-Gundagai Regional Council develop a Civic Events and Ceremonial Functions Policy.	Teresa /Marianne	Review Liverpool and Camden policies for draft. Yet to commence
ORDINARY MEETING 28^TH MAY, 2019	ACTION	Officer	STATUS
Cr Kelly 18.06.2019	Prepare a report to determine options for the future status of the Showground Users Group s.355 Committee	Andrew	Gather information on possible options for the group to be a trust or to remain as s.355 committee of Council. Still investigating however it can be confirmed that they are unable to be a Trust as Council own part of the showground.
Question 8.1.10 Council Meeting Action Report	Follow up progress detailed design for Turners Lane and include in action report	Bill	See 31.01.2018 – 7.1.1.4 on page 2
Question 8.1.10 Council Meeting Action Report	Bridge Safety Audit Report	Mark/ Matt	Prepare report for June/July business paper
Street lights in Gundagai	Several street lights out in the Gundagai Town	Marianne	Identify lights out and report to Essential Energy
6.2 Mayoral Minute emergency Services Contribution increase (146/2019)	The Emergency Services Levy has been increased to cover emergency services workers/volunteers. Council contribution has significantly increased.	Marianne	Letter to be sent to politicians in relation to the increase. Complete Sent to the NSW Premier, the Hon. Gladys Berejiklian, the Hon. Michael McCormack MP, Deputy Prime Minister, Member for Cootamundra, Steph Cooke MP, the Hon. Penelope Sharpe, Leader of the Opposition, the Hon. Victor Dominello, Minister for Customer Service, the Hon. David Elliott, NSW Minister for Police and Emergency Services, the Hon. Shelley Hancock, Minister for Local Government, and the Hon, Peter Primrose, Shadow Minister for Local Government and Communities.
8.1.3 Drought Declaration (150/2019)	Council seek support from the Hon. Michael McCormack for CGRC to be drought declared	Marianne	Gathering information from Operations to include in letter e.g. what is impacting on council work and dollar amounts. In draft from. Awaiting information from Management team to include in letter.
8.1.9 Cootamundra Development Corporation - Request for Sponsorship for Cootamundra Wattle Time Fair (156/2019)	Council consider sponsorship of the annual Cootamundra Wattle Time Fair by way of the provision of traffic control in lieu of the $350 sponsorship request subsequent to approval by the Local Area Traffic Committee at its June, 2019 meeting.	Marianne/Mark 18.06.2019	To be approved at the Traffic Committee. Once approved letter to be sent to CDC advising outcome by 30^th June, 2019. Application was briefly discussed in general business at the Traffic Committee meeting. A formal recommendation will be considered by the Traffic Committee over the next couple of weeks with the decision to be advised at that date.
8.3.1 Cootamundra Development Corporation Memorandum of Understanding (162/20189)	Council negotiate a Memorandum of Understanding with the Cootamundra Development Corporation covering the 2019/2020 period. The Memorandum of Understanding is to include: · Agreed activities/outcomes, · A program for monitoring performance, · Communication requirements, and · Representation requirements at relevant Council committee meetings.	Miriam	Further report to June meeting
8.7.2 Council Mini Bus (165/2019)	The Council Hiace mini bus be retained for a period of six months and a report on the bus’s usage income and costs against the bus be prepared and submitted to the November, 2019 Ordinary Meeting.	Phil	Gundagai Neighbourhood Centre manage bus Group induction for users to drive bus Provide requirements e.g. current licence, log books, user spreadsheet, booking form, data spreadsheet to collate use hours, kilometers, use contract and guidelines/limitations (if any) etc.
8.7.3 CRUC Financial Assistance (167/2019)	Council approve the Acting General Manager, subsequent to advice received from Council’s Finance Auditors Crowe Howarth, to facilitate a loan for $100,000 the Cootamundra Rugby Union Club to be repaid in 5 years, for the Facilities Project in accordance with legislation under the Local Government Act, 1993.	Phil	Awaiting advice from Auditors
9.1 Notice of Motion (172/2019)	Council investigate the feasibility of extending the Cootamundra indoor pool weekend operating hours. Further, Council undertake a review of the facility’s processes and expenditure and incorporate options regarding the use of staff or contractors in the management of both the pool and stadium facilities.	Phil/ Wayne	No time frame was provided for a report to be submitted to Council. Report prepared for June, 2019 Ordinary Meeting

Ordinary Council Meeting Agenda

25 June 2019

8.10 Waste, Parks and Recreation

8.10.1 Waste Parks & Recreation Activity Report For June 2019

DOCUMENT NUMBER

304172

REPORTING OFFICER

Wayne Bennett, Manager Waste, Parks and Recreation Services

AUTHORISING OFFICER

Phil McMurray, Acting General Manager

RELEVANCE TO COMMUNITY STRATEGIC PLAN

2. A prosperous and resilient economy: we are innovative and 'open for business'

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

FINANCIAL IMPLICATIONS

There are no Financial implications associated with this report. All works are being carried out within the existing relevant maintenance budgets.

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

That the Waste, Parks & Recreation Activity Report for June 2019 be received and noted.

Introduction

This information report is presented to council detailing the monthly activities of the Waste, Parks & Recreation Services Section over the past 4 weeks. The report covers only major activities undertaken by staff as identified in the outcomes from councils Operation Plan. For this report, the activities are broken into six activity units;

1. CBD Garden, landscape & Infrastructure Refurbishments

2. CBD Bridge/s

3. Street/Public Open Space Trees.

4. Village Parks & Open Spaces

5. Waste Operations

6. Sections Management Activities

Discussion

1) ACTIVITY - CBD GARDEN & INFRASTRUCTURE/ASSET REFURBISHMENTS

Project Status Summary:

Narrative Summary of Status

As per the report submitted to council in May and adopted recommendations, staff have commenced Phase (1) the refurbishments of the gardens & associated Infrastructure located on the corner of Wallendoon & Parker Streets, Wallendoon Street adjacent to the Post Office block, and the Council Office Block. Works include but not limited to, the removal of all dead and unwanted shrubs & trees, replenishing and fertilizing & mulching the gardens, fixing all damaged and broken street furniture / infrastructure e.g. irrigation, lights, signs, bollards, and replanting new shrubs and trees that will best complement the CBD Streetscape.

Phase (1) will be fully completed prior to moving up the main CBD area which will be known as Phase (2).

Time, Cost & Quality	Task/Activity – Completed or Progressing - on Time, Cost and Quality
(Life of Project)
Time, Cost & Quality	Task/Activity – Progressing - requires monitoring and or action to minimise risk of not meeting performanace targets
Time, Cost & Quality	Task/Activity – Stalled/Stopped - High Risk or will not meet Performanace Target.
Time, Cost & Quality	Task/Activity- Pending - is currently on hold or pending approval

Executive Milestone Overview:

ID	Executive Milestones (minimum three)	Status	Baseline Completion Date	Expected Completion Date	Degree (%) of Confidence	Change? (Yes, No, New)
E1	Risk & Environmental Assessment	Completed	May 2019	May 2019	100%	No
E2	Service Location	Completed	May 2019	June 2019	100%	No
E3	History Check	In Progress	May 2019	June 2019	50%	No
E4	Communication & Media Implementation Plan	In Progress	May - June	May - July	100%	No
E5	Traffic Control Plan	Completed	May 2019	May 2019	100%	No
E6	Garden Preparation	In Progress	May 2019	June 2019	50%	No
E7	Colour / Plant / Tree Selection	Completed	May 2019	May 2019	100%	No
E8	Planting	Pending	June 2019	July 2019	0%	No
E9	Street Furniture/ Infrastructure Preparation	In Progress	May 2019	July 2019	30%	No
E10	Painting	In Progress	June 2019	July 2019	30%	No
E11	Light / Furniture Refurbishments	Pending	June 2019	July 2019	20%	No
E12	Project Review	Pending	July 2019	August 2019	0%	No

Project Milestone Status Review:

Project Activity ID	Project Milestones	Status
E1	Risk & Environmental Assessment	A risk and environmental assessment was undertaken to ensure that all activities to be undertaken where in accordance with all related adopted policies, regulations and procedures.
E2	Service Location	A full investigation into checking to see if there are any underground or above ground services that may impact on proposed works.
E3	History Check	A check of all existing furniture/infrastructure to ensure that if there is a need to consult with person/s, community groups etc. who may have had some association with the placement of associated infrastructure.
E4	Communication & Media Implementation Plan	A communication review was undertaken to ensure that all associated stakeholders and community where and are continually informed of the projects activities and outcomes and identified impacts.
E5	Traffic Control Plan	Traffic control plan has been developed to ensure that any impact to traffic flow was minimal and staff safety enforced.
E6	Garden Preparation	The best quality growing media have been used and supplied by a local supplier.
E7	Colour / Plant / Tree Selection	A detailed review of appropriate plants and trees that will best suit the growing environment, enhance the visual amenity of the buildings and streetscape, while through good selection and garden preparation having a low maintenance requirement.
E8	Planting	Plant is been carried out and monitored in accordance with correct horticultural procedures. All healthy plants that are considered inappropriate will be removed will and relocated to a more suitable location.
E9	Street Furniture/ Infrastructure Preparation	All existing infrastructure will be refurbished and made operative by the replacement of all damaged and inappropriate materials and refurbishment and painting that enhances the usability and quality of the asset. All inappropriate assets will be removed and will be stored or relocated accordingly.
E10	Painting	Colours are in accordance with what council adopted in May.
E11	Light / Furniture Refurbishments / Signs	All lights will be refurbished and made operative.
E12	Project Review	Once the project has been completed a full activity review will be undertaken to determine that the project outcomes have been effective and efficient and met designed outcomes.

Planned Accomplishments Summary:

Planned accomplishments for the coming four weeks:

· Purchase and completion of the garden refurbishments and planting out (phase (1)

· Continuation of refurbishment of all street furniture and associated infrastructure.

· Continue with any communication activities as and when required

· Full project review (phase (1)

Project Issues Summary:

ID	Issue Description	Priority	Impact Summary (Milestone, Schedule Scope, Resources, Space…)	Action Steps
E1	Risk & Environmental Assessment	N/A	N/A	N/A
E2	Service Location	N/A	N/A	N/A
E3	History Check	N/A	N/A	N/A
E4	Communication & Media Implementation Plan	High	Poor media and public relations	Letter sent to Ms. Roslyn White updating her on councils actions
E5	Traffic Control Plan	N/A	N/A	N/A
E6	Garden Preparation	N/A	N/A	N/A
E7	Colour / Plant / Tree Selection	N/A	N/A	N/A
E8	Project Review	N/A	N/A	N/A
E9	Planting	N/A	N/A	N/A
E10	Street Furniture/ Infrastructure Preparation	N/A	N/A	N/A
E11	Painting	Low	Delay completion of works	Wet days allowed as a contingency within the Timeline.
E12	Light / Furniture Refurbishments / Signs	N/A	N/A	N/A

Project Risk Summary:

ID	Priority	Probability of Occurrence	Risk Description	Impact Summary (Milestone, Schedule Scope, Resources, Space…)	Response Strategy
E1	High	Low	Damage to underground services	Disruption to services	Service survey and location.
E2	N/A	N/A	N/A	N/A	N/A
E3	Medium	Low	Removal of an asset that has historic significance.	May delay works due to negotiation	Good communication and research
E4	High	Low	Community/users unaware of what’s going on.	Upset users/community, negative impact of council reputation.	Communication/media strategy & implementation plan developed. Letter sent to Ms. Roslyn White updating her on councils actions
E5	Medium	Low	Traffic impact of workers	No impact at this stage	Traffic Control Plan and Traffic Lights
E6	Medium	Low	Poor plant growth performance.	Loss of plants increased maintenance costs, unprofessional reputation, and high replacement costs.	Use high quality growing material
E7	High	Low	Poor presentation, poor plant quality, poor professional reputation	Plants detract from the quality amenity	Professional plant selection.
E8	N/A	N/A	N/A	N/A	N/A
E9	High	High	Vandalism / Theft	Major impact on cost and timeline	Monitoring
E10	Medium	Fair	Inclement Weather	Delays in timeline	Removal of assets to appropriate work space.
E11	Medium	Fair	Inclement Weather	Delays in timeline	Removal of assets to appropriate work space.
E12	Medium	Fair	Inclement Weather	Delays in timeline	Removal of assets to appropriate work space.

Budget: Within the annual Street maintenance allocation.

Executive Assistance Requests:

ID	Description including reference to milestone impacted	Action Requested
N/A

Proposed Plant Selection for the Refurbished Gardens (Crn. Parker & Wallendoon Sts)

Rosemary Tuscan Blue 16 St 186086525 Teucrium Fruticans

Erigeron karvinskianus Rosemary Tuscan Blue (Rosmarinus officinalis) Teucrium fruticans

Salvia Hot Lips Loropetalum China Pink

Salvia Hot Lips (Salvia microphylla) Loropetalum ‘China Pink’ (Loropetalum chinense)

2) ACTIVITY - STRATTON BRIDGE REFURBISHMENTS

Project Status Summary:

Narrative Summary of Status

The colour scheme for the bridge was approved by council. Works are progressing well and has been well received by both staff and the community. The project is currently on Time, to Quality and Cost. The lights will be serviced with staff currently obtaining design and costs to replace the existing bridge lights with energy efficient heritage lights to better fit with the existing heritage lighting currently located throughout the CBD area.

Works have received positive feedback from members of the community having minimal negative impact on road users Inclement weather has caused a delay in painting put the project 5 days behind scheduled.

Time, Cost & Quality	Task/Activity – Completed or Progressing - on Time, Cost and Quality
(Life of Project)
Time, Cost & Quality	Task/Activity – Progressing - requires monitoring and or action to minimise risk of not meeting performanace targets
Time, Cost & Quality	Task/Activity – Stalled/Stopped - High Risk or will not meet Performanace Target.
Time, Cost & Quality	Task/Activity- Pending - is currently on hold or pending approval

Executive Milestone Overview:

ID	Executive Milestones (minimum three)	Status	Baseline Completion Date	Expected Completion Date	Degree (%) of Confidence	Change? (Yes, No, New)
E1	Risk & Environmental Assessment	Completed	May 2019	May 2019	100%	No
E2	Communication & Media Implementation Plan	In Progress	May - June	May - June	100%	No
E3	Traffic Control Plan	Completed	May 2019	May 2019	100%	No
E4	Colour Selection	Completed	May 2019	May 2019	100%	No
E5	Bridge Preparation	Completed	May 2019	May 2019	100%	No
E6	Painting	In Progress	May - June	May - June	100%	No
E7	Light Refurbishments	Pending	June 2019	June 2019	100%	No
E8	Project Review	Pending	June 2019	June 2019	100%	No

Project Milestone Status Review:

Project Activity ID	Project Milestones	Status
E1	Risk & Environmental Assessment	A risk and environmental assessment was undertaken to ensure that all activities to be undertaken where in accordance with all related adopted Local & State Government policies, regulations and procedures.
E2	Communication & Media Implementation Plan	A communication review was undertaken to ensure that all associated stakeholders and community where and are continually informed of the projects activities and outcomes and identified impacts.
E3	Traffic Control Plan	Traffic control plan has been developed to ensure that any impact to traffic flow was minimal and staff safety enforced.
E4	Colour Selection	As presented and adopted by council
E5	Bridge Preparation	Bridge preparation for painting included high pressure cleaning sanding, gap filling and sealing has been undertaken.
E6	Painting	The best quality paints have been used and supplied by a local supplier.
E7	Light Refurbishments	Existing li9ghts will be checked for safety and fit for purpose. A review of the existing light style is been undertaken to see if a better design more fitting in with the heritage design currently used within the CBD area can be installed.
E8	Project Review	Once the project has been completed a full activity review will be undertaken to determine that the project outcomes have been effective and efficient and met designed outcomes.

Planned Accomplishments Summary:

Planned accomplishments for the coming four weeks:

· Complete the painting of the bridge

· Continue with any communication activities as and when required

· Full project review.

Project Issues Summary:

ID	Issue Description	Priority	Impact Summary (Milestone, Schedule Scope, Resources, Space…)	Action Steps
E1	Risk & Environmental Assessment	N/A	N/A	N/A
E2	Communication & Media Implementation Plan	N/A	N/A	N/A
E3	Traffic Control Plan	N/A	N/A	N/A
E4	Colour Selection	N/A	N/A	N/A
E5	Bridge Preparation	N/A	N/A	N/A
E6	Painting	Low	Delay in meeting Timeline	Allow for a contingency within the timeline
E7	Light Refurbishments	N/A	N/A	N/A
E8	Project Review	N/A	N/A	N/A

Project Risk Summary:

ID	Priority	Probability of Occurrence	Risk Description	Impact Summary (Milestone, Schedule Scope, Resources, Space…)	Response Strategy
E1	High	Low	Contamination of Air and Muttama Creek	Heavy fines for non-compliance	Environmental Assessment undertaken and strategies put in place.
E2	High	Low	Disruption to traffic flow and vehicle accidents	Upset users council poor professional reputation	Development and implementation of Traffic Control Plans
E3	Medium	Low	Traffic impact of workers	No impact at this stage	Traffic Control Plan and Traffic Lights
E4	N/A	N/A	N/A	N/A	N/A
E5	High	Low	Poor paint and finish quality and short quality period.	Paint / quality poorly presented and high maintenance costs short life span.	Professional techniques and high quality paints.
E6	Low	High	Delay in timeline	poor paint quality result	Place enough resources to complete when conditions are favorable.
E7	N/A	N/A	N/A	N/A	N/A
E8	N/A	N/A	N/A	N/A	N/A

Budget: Within the annual Bridge Maintenance Budget.

Executive Assistance Requests:

ID	Description including reference to milestone impacted	Action Requested
N/A

Project Notes/Photo/s:

New Bridge Colours

3) ACTIVITY – STREET TREE OPERATIONS

Project Status Summary:

Narrative Summary of Status

Tree Operations for May & June will focus on a preplanned proactive approach to pruning trees that currently impact on other council’s mode of operations including but not limited to: Street Sweeping & Waste Collection. The team has and will undertake an impact & risk assessment on all trees indemnified as creating operational problems while undertaking a customer service survey. All identified trees requiring corrective works will be managed as to deliver minimal customer interruption and be implementing in the most effective and efficient manner.

Time, Cost & Quality	Task/Activity – Completed or Progressing - on Time, Cost and Quality
(Life of Project)
Time, Cost & Quality	Task/Activity – Progressing - requires monitoring and or action to minimise risk of not meeting performanace targets
Time, Cost & Quality	Task/Activity – Stalled/Stopped - High Risk or will not meet Performanace Target.
Time, Cost & Quality	Task/Activity- Pending - is currently on hold or pending approval

Executive Milestone Overview:

ID	Executive Milestones (minimum three)	Status	Baseline Completion Date	Expected Completion Date	Degree (%) of Confidence	Change? (Yes, No, New)
E1	Risk & Environmental Assessment	Completed	May 2019	May 2019	100%	No
E2	Communication & Media Implementation Plan	In Progress	May - June	May - June	100%	No
E3	Traffic Control Plan	Completed	May 2019	May 2019	100%	No
E4	Tree Audit & Risk Identification	Completed	May 2019	May 2019	100%	No
E5	Tree maintenance undertaken and risks removed	Completed	May 2019	May 2019	100%	No
E6	Customer Satisfaction	In Progress	May - June	May - June	100%	No
E7	Tree maintenance undertaken and risks removed	Pending	June 2019	June 2019	100%	No

Project Milestone Status Review:

Project Activity ID	Project Milestones	Status
E1	Risk & Environmental Assessment	A risk and environmental assessment was undertaken to ensure that all activities to be undertaken where in accordance with all related adopted Local & State Government policies, regulations and procedures.
E2	Communication & Media Implementation Plan	A communication review was undertaken to ensure that all associated stakeholders and community where and are continually informed of the projects activities and outcomes and identified impacts.
E3	Traffic Control Plan	Traffic control plan has been developed to ensure that any impact to traffic flow was minimal and staff safety enforced.
E4	Tree Audit & Risk Identification	Tree inspections for the month completed and risks identified.
E5	Tree maintenance undertaken and risks removed	Trees maintained in accordance with correct Arboricultural practices and without incident.
E6	Customer Satisfaction	No complaints with positive comments received.
E7	Tree maintenance undertaken and risks removed	Works completed to Time, Cost & Quality

Planned Accomplishments Summary:

Planned accomplishments for the coming four weeks:

· Continue with the Tree Audit and Risk Assessment.

· Works program determine and set in place.

· Continue with tree works program.

Project Issues Summary:

ID	Issue Description	Priority	Impact Summary (Milestone, Schedule Scope, Resources, Space…)	Action Steps
E1	Risk & Environmental Assessment	N/A	N/A	N/A
E2	Communication & Media Implementation Plan	N/A	N/A	N/A
E3	Traffic Control Plan	N/A	N/A	N/A
E4	Tree Audit & Risk Identification	N/A	N/A	N/A
E5	Tree maintenance undertaken and risks removed	N/A	N/A	N/A
E6	Customer Satisfaction	N/A	N/A	N/A
E7	Tree maintenance undertaken and risks removed	N/A	N/A	N/A

Project Risk Summary:

ID	Priority	Probability of Occurrence	Risk Description	Impact Summary (Milestone, Schedule Scope, Resources, Space…)	Response Strategy
E1	High	Low	Contamination of Air and Muttama Creek	Heavy fines for non-compliance	Environmental Assessment undertaken and strategies put in place.
E2	High	Low	Disruption to traffic flow and vehicle accidents	Upset users council poor professional reputation	Development and implementation of Traffic Control Plans
E3	Medium	Low	Traffic impact of workers	No impact at this stage	Traffic Control Plan and Traffic Lights
E4	High	Low	Poor Tree Risk Assessment	Objective of the work activity not achieved	Have qualified person undertake the assessment.
E5	High	Medium	Injury to person or property	WH & S work progress slowed down or ceased.	Work site risk assessment and correct work procedures put in place.
E6	Medium	Low	Poor customer relations and reputation.	Minimal	Good communication Strategies implemented
E7	Low	Low	Works not to Time, Cost and or Quality	Delay in works program	Well informed, programed & equipped work force.

Budget: Within the annual Street Maintenance Budget.

Executive Assistance Requests:

ID	Description including reference to milestone impacted	Action Requested
N/A

Project Notes/Photo/s:

Laneway/Street Tree Maintenance Schedule May / June 2019

Tree pruning showing all the deadwood being removed. Deadwood Deadwood Removed

4) VILLAGE PARKS & OPEN SPACES

Project Status Summary:

Narrative Summary of Status

The objective is to maintain local villages to a standard that reflects pride within the community, and is comparable with the standard of maintenance found in the council’s main center’s public open spaces and streetscapes.

It is the intention to achieve this through local community support and involvement. All work activities to be funded through councils normal annual maintenance works program.

To achieve this, councils need to ensure that all procedures are put in place to protect council and the community’s position and to achieve the most cost effective and efficient method of achieving determined outcomes. As part of the documentation will be detailed specifications, timelines and budgets to ensure performances targets are achieved.

A meeting has been held with RMS and council staff at the main Wallenbeen Roundabout (Olympic Way) to discuss the refurbishment and beautification of the asset. RMS were receptive of the proposal and requested a concept design and cost estimate (including recurrent maintenance costs) be prepared and submitted to RMS for consideration. This concept plan and estimate is currently being prepared.

Time, Cost & Quality	Task/Activity – Completed or Progressing - on Time, Cost and Quality
(Life of Project)
Time, Cost & Quality	Task/Activity – Progressing - requires monitoring and or action to minimise risk of not meeting performanace targets
Time, Cost & Quality	Task/Activity – Stalled/Stopped - High Risk or will not meet Performanace Target.
Time, Cost & Quality	Task/Activity- Pending - is currently on hold or pending approval

Executive Milestone Overview:

ID	Executive Milestones (minimum three)	Status	Baseline Completion Date	Expected Completion Date	Degree (%) of Confidence	Change? (Yes, No, New)
E1	Meet with the village community to discuss maintenance issues (Wallenbeen & Stockinbingal)	completed	May 2019	May 2019	100%	no
E2	Develop a strategy and have approved by council and the community	Completed	May 2019	May 2019	100%	no
E3	Prepare budgets, detailed maintenance specifications, timelines, areas and contracts.	In progress	July 2019	August 2019	100%	no
E4	Advertise for EOI	pending	September 2019	October 2019	100%	no
E5	Review and appoint preferred applicant.	pending	October 2019	October 2019	100%	no
E6	Monitor and quality control	pending	November 2019	Ongoing	100%	no

Project Milestone Status Review:

Project Activity ID	Project Milestones	Status
E1	Meet with the village community to discuss maintenance issues (Wallenbeen & Stockinbingal)	Community meeting held issues raised and discussed. Agreement reached on a way to move forward to achieve objectives/outcomes.
E2	Develop a strategy and have approved by council and the community	Strategy was developed and presented to council for information.
E3	Prepare budgets, detailed maintenance specifications, timelines, areas and contracts.	Works are currently been undertaken to identify the work activities, costs and specifications.
E4	Advertise for EOI	Yet to be undertaken
E5	Review and appoint preferred applicant.	Yet to be undertaken
E6	Monitor and quality control	Yet to be undertaken

Planned Accomplishments Summary:

Planned accomplishments for the coming four weeks:

· Continue with work activity review.

Project Issues Summary:

ID	Issue Description	Priority	Impact Summary (Milestone, Schedule Scope, Resources, Space…)	Action Steps
E1	Meet with the village community to discuss maintenance issues (Wallenbeen & Stockinbingal)	N/A	N/A	N/A
E2	Develop a strategy and have approved by council and the community	N/A	N/A	N/A
E3	Prepare budgets, detailed maintenance specifications, timelines, areas and contracts.	N/A	N/A	N/A
E4	Advertise for EOI	N/A	N/A	N/A
E5	Review and appoint preferred applicant.	N/A	N/A	N/A
E6	Monitor and quality control	N/A	N/A	N/A

Project Risk Summary:

ID	Priority	Probability of Occurrence	Risk Description	Impact Summary (Milestone, Schedule Scope, Resources, Space…)	Response Strategy
E1	High	Low	Poor public relations	Community not satisfied with council management	Good communication
E2	Low	Low	Council not accept recommended approach	Customer dis-satisfaction.	Good quality detailed report
E3	High	High	Lack of sufficient funds	Assets poorly maintained and poor customer satisfaction.	Develop a works program that is the most cost effective and efficient that achieves desired outcomes
E4	Low	Low	No interest or EOI received	Works program having to be carried out council.	Effective Communication strategy
E5	Low	Low	N/a	N/a	N/a
E6	Low	Low	Lack of Resources	Objectives/outcomes not achieved poor village presentation	Effective time management.

Budget: Within the annual Village maintenance budget.

Executive Assistance Requests:

ID	Description including reference to milestone impacted	Action Requested
N/A	N/A	N/A

Stockinbingal (areas under maintenance) Wallenbeen (areas under maintenance)

5) ACTIVITY – WASTE OPERATIONS

Narrative Summary of Status

Project Current Status Summary:

The Waste Strategic & Business Plan development process proposed is very much an inclusive one, and will be seeking feedback from Stakeholders and input along the way. It is planned that this will produce a Business Plan very much in keeping with councillor’s and management’s own considerations, prior to its review and adoption by Council.

Detailed project Scope of Works:

Work to develop the Business Plan will be undertaken within a number of Sections. Each Section has a number of Components, as described below. Specific items for inclusion within each Component, and an indication of depth of detail/content to be provided (number of pages), is similarly provided below.

The development of a draft Financial Plan was selected first to ensure viability of identified Actions prior to commencement of descriptive text within the Business Plan.

Section 1.

Financial Plan (Text supporting EXCEL calculations) (up to 5 pages) including:

· Text (Summary of the Financial Plan, including those elements below):

Ø Premise of the Financial Plan as nett change over the business-as-usual (BAU), or current position, from implementing the strategic Actions

Ø Explanation of the expense components of improved service provision

Ø Explanation of derivation of apportionment of domestic v non-domestic expenses from activity-based material flows from delivery of the new Actions

Ø Derivation of new domestic and non-domestic charges in comparison with those currently used, and a proposed time line for delivery across each ratings class, including a possible R & D Waste Levy charge.

Ø Explanation of robust estimates and assumptions used within each stage of the modelling - Options available for funding new expenses, and reasons why particular funding option chosen (below)

· Excel calculations (To be carried out in a number of steps, below, seeking Council review at times indicated)

Ø Calculate additional annual expenditure and revenue associated with implementation of the strategic Actions over a 10 year period from commencement of implementation, and the likely increase in nett expense (funding gap) to Council presented in both a tabular and graphic format

Ø Seek guidance from Council regarding its preferred method(s) of funding this gap, and any limitations or implementation stages it wishes to impose, as all or part of: new loans, withdrawals from the Waste Reserve, or by increasing waste disposal Fees and/or annual rateable Charges

Ø Seek guidance from Council regarding a minimum annual balance for the Waste Reserve in order to meet future, unbudgeted expenses (suggested this is based on a risk assessment process)

Ø Projected financial planning from income generated from business opportunities.

Ø For each option to meet the funding gap, determine the nett requirement to increase Fees and/or Charges

Ø Seek guidance from Council for its preference to increase one or both of Fees and Charges

Ø Determine actual amounts Fees and/or Charges are to be increased by, and their phased delivery time line, in consideration Council’s ratings classes

Ø Model the impact of an agreed number of funding options to meet this nett expense gap over 10 years, using the Waste Reserve as a buffer against “peaks” and “troughs” in annual cash flow, presenting data in both a tabular and graphic format.

Ø The possible inclusion of a R & D Waste levy

Council will be provided with a Review Period after delivery of the draft Plan for comment and/or edits before finalisation.

Section 2.

· Table of Contents

· Acronyms used

· Executive Summary (needs to provide clearly structured logic why Council should adopt the Plan)

· Scope of the Business Plan

Ø To provide sustainable, affordable waste services, reducing waste to landfill

Ø Introduction of content, below

· Shareholders, including (1 page):

Ø Community (residential and commercial)

Ø Council (waste strategy, strategy delivery, delivery of services and management of specialist contractors)

Ø Contractors (services)

Ø Government Authorities e.g. EPA etc.

· Waste Services, including (up to 4 pages):

Ø Current waste and recycling services

Ø Voluntary group involvement in recycling activities and opportunities

Ø Current waste sites and assets

Ø Proposed development of waste services and associated facilities

Ø Additional assets required to deliver upgraded services

· Recycling Performance, including (2 pages):

Ø State recycling goals

Ø CGRC domestic waste recycling rate (MSW)

Ø CGRC commercial waste recycling rate (C+I)

Ø CGRC building waste recycling rate (C+D)

Ø LGA predicted population and business growth in the area, and waste streams which would be expected to be generated

· Context for development of a new Waste Strategy, including (2 pages):

Ø State Waste Policy

Ø State recycling targets

Ø Current resource recovery and recycling performance

Ø Sustainability principles

Ø Regulatory Compliance of Council’s sites

Ø Equitable waste services across the amalgamated LGA

Ø Opportunity to benefit from greater regional services

· Strategic Direction

Ø Council CSP - REROC Regional Waste Strategy

Ø Councillor guiding principles for strategy development

Ø Waste management, human resource and infrastructure requirements.

Ø Long term strategy to deal with the management of waste once Bald Hill Landfill has been exhausted.

· Waste Strategy development, (up to 12 pages) including:

Ø Community consultation post amalgamation

Ø Councillor Workshop

Ø Situational Review

Ø Site Assessments

Ø Mission Statement

Ø Strategic Objectives

Ø Key Focus Areas (7 KFAs to deliver future, positive change, including a short description of each)

Ø Strategic Actions (19 Actions to deliver future, positive change

Ø including a short description of each, summary of expected operating outcomes, merits and potential issues of each

Ø Continual feedback and assessment mechanism

Ø Strategy delivery term: 2 years

· Technical Appendices (this section will contain previous Reports)

Ø Situational Review

Ø Site Assessments and identification of development opportunities.

Ø Issues and Action Report

Ø Strategy Delivery Report

§ a pro forma for updating Council regarding delivery of the new Waste Strategy at its monthly meetings

Council will be provided with a Review Period after delivery of the draft document for comment and/or edits before finalisation.

SECTION 3.

· Action Plan (Tabular summary describing delivery of the 19 Actions within 7 KFAs provided within the Stage 2 Issues and Action Report) (up to 5 pages), including:

Ø Strategy Objective(s) met by KFA - Action - Action Target/Goal

Ø Action Delivery Timeline

Ø KPI of Action delivery

· Risk Assessment and Management Plan (Text incorporating assessment of individual risk components, below, and their assessed attenuation using suggested management strategies, using a Likelihood/Consequence Risk Matrix) (up to 5 pages), including:

Ø Financial - Operational

Ø Regulatory compliance

Ø Reputational

1. Human Resourcing Plan (Text outlining current and proposed staffing requirements, including a proposed organisational structure for Waste Services in terms of requirements to deliver both Council’s business-as-usual WM+RR functions, its planned capital works, training and education, marketing, business and strategic Actions) (up to 2 pages), including:

Ø Managed delivery of strategic Actions

Ø Community education

Ø Changes to operational management within sites and site activities

Council will be provided with a Review Period after delivery of the draft Plans for comment and/or edits before finalisation.

Time, Cost & Quality	Task/Activity – Completed or Progressing - on Time, Cost and Quality
(Life of Project)
Time, Cost & Quality	Task/Activity – Progressing - requires monitoring and or action to minimise risk of not meeting performanace targets
Time, Cost & Quality	Task/Activity – Stalled/Stopped - High Risk or will not meet Performanace Target.
Time, Cost & Quality	Task/Activity- Pending - is currently on hold or pending approval

EXECUTIVE MILESTONE OVERVIEW:

ID	Executive Milestones (minimum three)	Status	Baseline Completion Date	Expected Completion Date	Degree (%) of Confidence	Change? (Yes, No, New)
E1	Section 1. Preparation of draft Financial Plan	Completed	May 2019	May/June 2019	100%	no
E2	Section 1. Finalisation of Plan		June/July 2019	July 2019	80%	?
E3	Section 2. Preparation of draft Business Plan (excluding Action, Risk Assessment and Management and Human Resourcing Plans)		July /August 2019	August 2019	80%	?
E4	Section 2. Finalisation of Plan		July /August 2019	August 2019	80%	?
E5	Section 3. Preparation of draft Action Plan, Risk Assessment and Management Plan and Human Resourcing Plan		August 2019	September 2019	90%	?
E6	Section 3. Finalisation of Plans		September / October 2019	September/October 2019	90%	?

PROJECT MILESTONE STATUS REVIEW:

Project Activity ID	Project Milestones	Status
E1	Section 1. Preparation of draft Financial Plan	May – June 2019
E2	Section 1. Finalisation of Plan	May – June 2019
E3	Section 2. Preparation of draft Business Plan (excluding Action, Risk Consultation, assessment by council and Management and development of Human Resourcing Plans)	July /August 2019
E4	Section 2. Finalisation of Plan	July /August 2019
E5	Section 3. Preparation of draft Action Plan, Risk Assessment and Management Plan and Human Resourcing Plan	August 2019
E6	Section 3. Finalisation of Plans	September 2019

PLANNED ACCOMPLISHMENTS SUMMARY:

Planned accomplishments for the coming 10 weeks:

To finalise the first draft of the Business Plan for review and comment.

PROJECT ISSUES SUMMARY:

ID	Issue Description	Priority	Impact Summary (Milestone, Schedule Scope, Resources, Space…)	Action Steps
E1	Section 1. Preparation of draft Financial Plan	N/A	N/A	N/A
E2	Section 1. Finalisation of Plan	N/A	N/A	N/A
E3	Section 2. Preparation of draft Business Plan (excluding Action, Risk Assessment and Management and Human Resourcing Plans)	N/A	N/A	N/A
E4	Section 2. Finalisation of Plan	N/A	N/A	N/A
E5	Section 3. Preparation of draft Action Plan, Risk Assessment and Management Plan and Human Resourcing Plan	N/A	N/A	N/A
E6	Section 3. Finalisation of Plans	N/A	N/A	N/A

PROJECT RISK SUMMARY:

ID	Priority	Probability of Occurrence	Risk Description	Impact Summary (Milestone, Schedule Scope, Resources, Space…)	Response Strategy
E1	Low	Low	Not meet deadline due to lack of data.	Delay final delivery of Strategic Plan	Ensure data delivery on time.
E2	Low	Low	Poor quality delivery plan due to insufficient or incorrect data.	Decisions made on poor or incorrect information.	As above
E3	Low	Low	As above	As above	As above
E4	Low	Low	As above	As above	As above
E5	Low	Low	As above	As above	As above
E6	Low	Low	Insufficient fund generation	Waste operations not a financial operation/proposal	Ensure broad thinking, bench marking & minimisation

Budget: Within the Waste Financial Reserves Budget.

EXECUTIVE ASSISTANCE REQUESTS:

ID	Description including reference to milestone impacted	Action Requested
N/A

6) ACTIVITY – MANAGEMENT ACTIVITIES

Narrative Summary of Status

In association with the managers of Facilities and Finance Sections, the Waste Parks & Recreation Services Section is also working on the following projects;

1) Review of Public Open Space Classifications (POSC) – a review of all existing open space is currently being undertaken. Public Open Space Classification (POSC) is planned and managed for current and future generations for the purpose of public protection and pleasure of unique values

Ø It has constantly played an important role in improving the quality of life for the urban communities and in supporting urban residents.

Ø POS is a built environment factor that is essential for wellbeing and health through the life time, and contributes to the liveability of an area

Ø They let people to interact with the natural environment and provide habitats for flora and fauna. They are also essential in identifying the identity and character of habitations. Linking them in a green network will provide greater benefits for public, the environment as well as biodiversity

Ø In short, benefits of POSC can be describe in term of social, economy and environmental aspects. Well-managed and maintained spaces would create opportunities for all segments of the communal to interact

Ø Additionally, well-designed and planned spaces help to enhance the quality of retail, business and leisure developments, making them more attractive to potential investors, users and customers

Ø Open space can define the landscape and townscape structure and identity of settlements. Well-designed networks of spaces help to encourage people to travel safely by foot or bicycle

Ø To reach the maximum level of efficiency of POSC, Council and managers need to know what kind of open space they exactly deal with. In other words, by knowing some important characteristics of spaces such as most privilege users, most suitable functions and landscape/environmental characters, the designers and planners may create POS more effectively. Therefore a comprehensive classification is a useful tools to assist professional, managers and all policy makers who are engaged in this regard to achieve sustainable development. This study will focus on open space categorisation based on classification method. Before explaining the classification system, it is important to determine the meaning of POSC and what method could be applied for achieving the result.

Ø Current classifications under consideration are

§ Ornamental Public Open Space (OPOS)

§ Urban Nature Public Open Space (UNPOS)

§ Open Zone Public Open Space (OZPOS)

§ Sportfields

§ Streetscapes

§ Urban Street Trees (UST)

§ Rural Street Trees (RST)

A full detail report will be presented to council for comment and recommendation in the coming months.

2. Public Open Spaces Maintenances Classifications – a review of all council managed public open spaces is currently being undertaken in an endeavour to develop a detailed maintenance specification and associated costs aligned with the proposed new classification system and budget structure.

An example of the proposed Open Space Maintenance Specification.

PUBLIC OPEN SPACE SPECIFICATIONS (example only)

Park Classification – ORNAMENTAL Plan/Park No.

Maintenance Classification – (F)

Park Name: Program:

Location/Area m2: Program No.

* Quality Grass Areas > Mown 1x cut weekly (Sept to April)

> Mown 1x cut monthly (May to August)

> Fertilised once per year (September)

> Pest control spray 2 times per year (September and December)

> Aerating/Coring N/A

> Top Dressing N/A

* Mechanical Edging

(All hard surfaces) > Edge weekly (September to April)

> Edge monthly (May to August)

* Brushcutting

(Specified areas only) > Trim weekly (September to April)

>Trim monthly (May to August)

* Blower/Sweeper >Sweep once a week (all seasons)

* Round-Up > Spray every 8 weeks

(specified areas only)

* Irrigation System

(Automatic) > Inspected/serviced every 2 weeks.

* Bins (litter) > Serviced twice a week (Monday and

Friday)

* Garden Maintenance

(Auto watering system) > Every 2 weeks (all seasons)

(Weeding, pruning etc.)

* Toilets > Serviced daily

* B.B.Q’s > fully serviced once a week

* Play Equipment

(With under surface) > Safety inspection every 4 weeks (with

report to go on file)

* Park Trees > Pruning/shaping once a year

(July/August/September)

>Fertilising 1 time a year (September)

>Watering automatic every 2-3 days (September to April)

> Watering manual once every 3 weeks (November to February)

>Pest control 2 times a year (on demand)

* Park Lighting > Inspected/serviced monthly.

* Park Facilities > Inspected once a month.

(Tables, chairs, signs,

fences barricades etc.) > Maintained/serviced during (May,

June, July) each year

* Car Parks/Access Roads > Inspected once a month

> Serviced/maintained during (May, June, and July) each year.

* Park Safety Inspection > Once a week (all seasons)

(Report to go onto file)

* Contingency Period >30 mins per week

* Park Land Survey >to be on file

* Master Landscape plan > to be on file

* Management Plan >to be on file

* Asset Register >to be on file

3. Total area maintained ……………………. M²

4. Total man hours per unit/park per week ………………. Hrs

5. Total man hours per unit/park per year ……………….. Hrs

6. Total annual labour costs $ ………….

7. Total annual plant/machinery costs $ ………….

8. Total annual material costs $ ………….

9. Total annual maintenance cost per year $ ……………

2) Street Tree Management Policy – The draft policy is currently out on public exhibition for comment.

3) Street Tree Management Implementation Plan -

1. The Implementation Plan is being developed for council staff to follow on operational matters. It is not intended as a comprehensive framework for management of trees, or detailed guidelines on tree management issues. . As such it will cover the following key items.

a. Identification of all key areas of tree management, both proactive and reactive.

b. New Tree Planting requirements.

i. Identification of sites, species, numbers, nursery stock requirements and plant establishment process.

c. Street Tree pruning requirements

d. Parkland tree requirements

e. Identification and removal of dead or declined trees – stump removal

f. Identification and remediation of hazard trees, or trees subject to complaint for safety status, options for hazard abatement.

i. Application of Quantified Tree Risk Assessment as a risk based approach to management.

g. Pest and Disease Management.

h. Tree Root Management

i. Heritage listed or significant trees – key issues

2. Council will use the data collected in the survey to provide working spread sheets for various categories above.

3. Training and qualification levels as per standards and council Policy.

4. Essential Energy line clearances - contact and desired outcomes

5. I would be a 3-5 year plan

6. It will take a format of: key element – required outcomes – resources – Timing/frequency.

Once completed the Street Audit report in conjunction with the Implementation Plan will be presented to council for adoption.

4) Section Budget Structure – a full review of the current budget format and a review of a budget structure that is more in line with the new mode of operation that will enable for a more effective and efficient management of true and accurate expenditure. This will be developed in cooperation and assistance from the Finance Section of council. It is hoped that this will be presented to council later in the year for comment.

5) Village Park Maintenance Agreements. – the preparation of formal maintenance agreements are currently being prepared to ensure that all maintenance works carried out in villages on the behalf of council by members of the community are fully compliant with councils procurement policy and insurance requirement.

6) Pool Stadium Operating Hours Review – in response to a council motion, a review of the existing pool operating hours is currently been undertaken with the intent to determine the need and feasibility of extending the pool operating hours. Staff will present a report to council with all the options and associated impacts and costs for consideration and approval. On council approval and allocation of appropriate funding, an independent review of the pool and stadium operating systems will also be reviewed over the coming months. The review is intended to be carried out as per the briefing paper submitted to councillors in May 2019.

7) Waste, Parks & Recreation Facilities Fees and Chargers - a detailed review of the Sections fee structure is being undertaken and once completed a report will be presented to council for consideration as part of the 2020/2021 budget review. The intend of the review is to ensure that a true and accurate determination of costs is established and a methodology for setting any proposed fee structure. The fee structure needs to be based on the need to ensure that each and every Asset is financially sustainable. This review will be done in association with the pool/stadium review, waste strategy, open space classification strategy, recreation needs audit, & Street Tree Management Strategy.

8) Major Projects – The Section is managing two major projects, 1) Pool Splash Pool & 2) Fisher Park Light Towers. Tenders have been completed and called and close June 2019. Once the tenders close a review and assessment of the tenders will be undertaken and a report and recommendation in association with Project Management Plans will be submitted to council for approval.

There has been some strong interest from contractors with both tenders, and the Project Manager has meet with a number of contractor’s onsite to discuss the proposed scope of works.

9) Sports Council - Staff are currently having discussions with sport club representatives to ascertain the support for a Sports Council. The Sport Council will have a MOU and be a venue for bringing all sporting clubs together as one body to ensure all sporting clubs including the minority are well represented and their issues heard and addressed.

A detailed report will be submitted to council in the coming months outlining the full intent of the proposed Sports Council and its role in council.

[1] Liquid trade waste means all liquid waste other than sewage of a domestic nature.

Category		Councillor/Member Annual Fee		Mayor/Chairperson Additional Fee*
Category		Minimum	Maximum	Minimum	Maximum
General Purpose Councils – Metropolitan	Principal CBD	27,640	40,530	169,100	222,510
	Major CBD	18,430	34,140	39,160	110,310
	Metropolitan Large	18,430	30,410	39,160	88,600
	Metropolitan Medium	13,820	25,790	29,360	68,530
	Metropolitan Small	9,190	20,280	19,580	44,230
General Purpose Councils – Non-metropolitan	Regional City	18,430	32,040	39,160	99,800
	Regional Strategic Area	18,430	30,410	39,160	88,600
	Regional Rural	9,190	20,280	19,580	44,250
	Rural	9,190	12,160	9,780	26,530
County Councils	Water	1,820	10,140	3,920	16,660
County Councils	Other	1,820	6,060	3,920	11,060

Project	Amount	Commentary / Recommendation
Cootamundra Water Mains – replacement	$793,992	To be funded from the Water Reserves until the budgeted loan proceeds are drawn down. The Water Reserve balance at 30 June 2018 was $5,872,000

APP. NO.	PROPOSED BUILDING	STREET NAME
DA2019/022	New Farm Building	Gundagai Shire Parish
DA2019/042	Alterations	Thompson Street
DA2019/049	Storage Units	Sutton Street
DA2019/050	Dwelling	Nangus Road
DA2019/052	Alterations to Garage	Reno Road
DA2019/053	New Shed	Reno Road
DA2019/055	New Shed	Adelong Road
DA2019/057	Subdivision	Yeo Yeo Hampstead Road
DA2019/060	New Retaining Wall	Bartley Street
DA2019/061	New Retaining Wall	Bartley Street
DA2019/062	Demo of existing Building & New Amenities Block	Sutton Street
DA2019/065	New Farm Building	Old Cootamundra Road
DA2019/066	New Shed	Wantiool Street
DA2019/068	New Awning	Hay Street
DA2019/072	Demo of existing Carport and erection of New Carport	Poole Street
CDC2019/015	Dwelling Extensions	Bartley Street

VALUE OF WORK REPORTED TO THIS MEETING:			$535,777.00
VALUE OF WORK REPORTED YEAR TO DATE :			$28,919,502.00
THIS TIME LAST YEAR:
VALUE OF WORK –MAY 2018 - $ 7,167,492.00
VALUE OF WORK – YTD 2018 - $ 19,848,769.00

Description of Business/Facility	TWDF
Concrete Plant, Park Watering	0.01
Sewer Well	0.01
Pool	0.10
Bowling Green/Clubhouse	0.10
General Business	0.10
RLPB, Chemist, Medical Centre	0.20
Bakery	0.25
Caravan Park	0.25
School, Church	0.25
Restaurant/Hotel/Club	0.30
Motel	0.30
Takeaway Food Shop	0.50
McDonalds	0.62
Service Station	0.70
Dentist	0.80
Hospital	0.85
Butcher, Hairdresser, Supermarket, Carwash	0.90

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 28 May 2019

DOCUMENT NUMBER	304024
AUTHORISING OFFICER	Phil McMurray, Acting General Manager
REPORTING OFFICER	Abb McAlister, Mayor
ATTACHMENTS	Nil

REPORTING OFFICER	Mark Ellis, Manager Civil Works
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. Cootamundra-Gundagai Local Traffic Committee - 13 June 2019 ⇩

REPORTING OFFICER	Miriam Crane, Manager Community and Culture
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 - Access and Inclusion Advisory Committee - 5 April 2019

DOCUMENT NUMBER	305457
REPORTING OFFICER	Craig (Stewie) Stewart, Councillor
AUTHORISING OFFICER	Phil McMurray, Acting General Manager

DOCUMENT NUMBER	305459
REPORTING OFFICER	Charlie Sheahan, Councillor
AUTHORISING OFFICER	Phil McMurray, Acting General Manager

DOCUMENT NUMBER	305604
REPORTING OFFICER	Abb McAlister, Mayor
AUTHORISING OFFICER	Phil McMurray, Acting General Manager