Agenda of Ordinary Council Meeting

Ordinary Council Meeting Minutes

30 July 2019

MINUTES OF Cootamundra-Gundagai Regional Council
Ordinary Council Meeting
HELD AT THE Council Chambers, Gundagai
ON Tuesday, 30 July 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 and Cr Charlie Sheahan.

IN ATTENDANCE: Phil McMurray (Acting General Manager), Ganesh Ganeshamoorthy (Manager Assets), Susan Gheller (Manager of Business), Miriam Crane (Manager of Community and Culture), Sharon Langman (Manager Development, Building and Compliance), Andrew Brock (Manager Facilities), Tim Swan (Manager Finance), Matt Stubbs (Manager Technical Services), Wayne Bennett (Manager Waste, Parks & Recreation Services)

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.

ADJOURN MEETING FOR OPEN FORUM

Resolution 208/2019

Moved: Cr Gil Kelly

Seconded: Cr Dennis Palmer

Council adjourn for Open Forum.

Carried

2 Open Forum

List of Speakers

1. Judith Newman – Addressed Council on the installation of a zebra pedestrian crossing in Sheridan Street Gundagai.

2. Michael Tanks – Addressed Council on Item 8.10.4 Substantial Tree Removal and Replacement Program for Nicholson Park.

3. Casey Smith – Addressed Council on her recent Athletics Tour of Canada and of her success whilst competing there.

RESUME OPEN MEETING

Resolution 209/2019

Moved: Cr Leigh Bowden

Seconded: Cr David Graham

Council resume the Open Meeting.

Carried

3 apologies

APOLOGY

Note: An apology was received on behalf of Cr Doug Phillips and Cr Craig Stewart.

Resolution 210/2019

Moved: Cr Dennis Palmer

Seconded: Cr Charlie Sheahan

The apology received from Cr Phillips and Cr Stewart be accepted and leave of absence granted.

Carried

4 Disclosures of Interest

Nil

5 Confirmation of Minutes

5.1 Minutes of the Ordinary Meeting of Council held on Tuesday 25 June 2019

Resolution 211/2019

Moved: Cr Dennis Palmer

Seconded: Cr Charlie Sheahan

The Minutes of the Ordinary Meeting of Council held on Tuesday 25 June 2019 be confirmed as a true and correct record of the meeting.

Carried

5.2 Minutes of the Extraordinary Meeting of Council held on Monday 8 July 2019

Resolution 212/2019

Moved: Cr Gil Kelly

Seconded: Cr David Graham

The Minutes of the Extraordinary Meeting of Council held on Monday 8 July 2019 be confirmed as a true and correct record of the meeting.

Carried

6 Mayoral Minutes

6.1 Mayoral Minute - Councillor Engagement

Note:

22^nd June, 2019

Cr McAlister Mayor, was not at the planning meeting at Friendship Park.

Resolution 213/2019

Moved: Cr Penny Nicholson

Seconded: Cr Leigh Bowden

The information in the Mayoral Minute be received and noted.

Carried

6.2 Mayoral Minute - The Dog on the Tuckerbox Monument

Resolution 214/2019

Moved: Cr David Graham

Seconded: Cr Penny Nicholson

1. Council express its appreciation to the witnesses, police and media for their diligence in reporting the vandalism of the Dog on the Tuckerbox monument resulting in the perpetrator being swiftly identified and charged.

2. Council acknowledge the outpouring of support received from all parts of Australia and beyond.

3. Council’s Manager Facilities and staff be thanked for their swift response in securing the site and safely removing the Dog on the tuckerbox monument to a secure location.

4. Council thank Member for Cootamundra Steph Cooke, MP and Member for Riverina the Hon Michael McCormack, MP Deputy Prime Minister for their offers of financial support for the repair of the Dog on the Tuckerbox Monument.

Carried

7 Reports from Committees

7.1 Minutes of the Access and Inclusion Committee Meeting held on Thursday 27 June 2019

Resolution 215/2019

Moved: Cr Dennis Palmer

Seconded: Cr Charlie Sheahan

The Minutes of the Access and Inclusion Committee Meeting held on Thursday 27 June 2019 (attached) are submitted for adoption.

Carried

8 General Manager’s Report

8.1 Business

8.1.1 Minutes of the Internal Audit Committee Meeting held on Thursday 4 July 2019

Resolution 216/2019

Moved: Cr David Graham

Seconded: Cr Leigh Bowden

The Minutes of the Internal Audit Committee Meeting held on Thursday 4 July 2019 (attached) are submitted for adoption.

Carried

8.1.2 Cootamundra Tourism Action Group s.355 Committee Meeting Minutes and Membership

Resolution 217/2019

Moved: Cr Leigh Bowden

Seconded: Cr Penny Nicholson

1. The Minutes of the Cootamundra Tourism Action Group s.355 Committee meetings held on 6 June 2019 and 4 July 2019, attached to the report, be received and noted.

2. The membership of Leah Sutherland onto the Cootamundra Tourism Action Group s.355 Committee as detailed in the report, and attached minutes, be endorsed.

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

4. The Manager Waste, Parks and Recreation meet with Friends of Pioneer Park to discuss improvements proposed in the Friends of Pioneer Park Management Plan, attached to the report, and report back to Council.

Carried

8.1.3 Stockinbingal Ellwood's Hall s.355 Committee Meeting Minutes

Resolution 218/2019

Moved: Cr Dennis Palmer

Seconded: Cr Gil Kelly

The Minutes of the Stockinbingal Ellwood’s Hall s.355 Committee Extraordinary Meeting held on 4 July 2019, attached to the report, be received and noted.

Carried

8.1.4 The Art Centre Cootamundra s.355 Committee Meeting Minutes and Membership

Resolution 219/2019

Moved: Cr Penny Nicholson

Seconded: Cr Dennis Palmer

1. The Minutes and supporting documentation of The Art Centre Cootamundra s.355 Committee meeting held on 20 June, 2019 attached to the report, be received and noted.

2. The Minutes and supporting documentation of The Art Centre Cootamundra s.355 Committee Annual General Meeting (AGM) held on 18 July, 2019 attached to the report, be received and noted.

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

Carried

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

Resolution 220/2019

Moved: Cr Leigh Bowden

Seconded: Cr Penny Nicholson

The Minutes of the Cootamundra Heritage Centre Management s.355 Committee meeting held on 12 June, 2019 and 1 July, 2019, attached to the report be received and noted.

Carried

8.1.6 Cootamundra Showground Users Group s.355 Committee Ordinary Meeting

Resolution 221/2019

Moved: Cr Gil Kelly

Seconded: Cr Charlie Sheahan

1. The Minutes of the Cootamundra Showground Users Group s.355 Committee Ordinary Meeting held on 19 June, 2019 and 17 July, 2019, attached to the report be received and noted.

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

Carried

8.1.7 Sponsorship of the New South Wales State Combined Driving Championships 2019

Resolution 222/2019

Moved: Cr Penny Nicholson

Seconded: Cr David Graham

Council donate $2500 toward the 2019 NSW State Combined Driving Championships to be held in Gundagai 2^nd and 3^rd October, 2019.

Carried

8.1.8 Australian Local Government Women's Association Meeting Report

Resolution 223/2019

Moved: Cr Gil Kelly

Seconded: Cr Penny Nicholson

1. The report on the Australian Local Government Women’s Association Meeting prepared by Councillor Bowden be received and noted.

2. Council, through Councillor Bowden, invite Australian Local Government Women’s Association NSW to conduct a Forum in the Cootamundra-Gundagai Region Local Government Area.

Carried

8.1.9 SEGRA 2019 - Sustainable Economic Growth for Regional Australia

Resolution 224/2019

Moved: Cr Dennis Palmer

Seconded: Cr Gil Kelly

Council moved against nominating a delegation to attend the Sustainable Economic Growth for Regional Australia (SEGRA) Regional and Economic Development Conference being hosted in Barooga, NSW from 20^th – 22^nd August, 2019.

Carried

8.1.10 Dog on the Tuckerbox Call Option Deed

Resolution 225/2019

Moved: Cr Dennis Palmer

Seconded: Cr Charlie Sheahan

Council resolved to hold an Extraordinary Meeting of Council to consider the Call Option Deed between Cootamundra-Gundagai Regional Council and Paramount Concrete Constructions on Monday, 12^th August, 2019 at 6:00pm.

Carried

8.1.11 Council Meeting Action Report

Resolution 226/2019

Moved: Cr Charlie Sheahan

Seconded: Cr Gil Kelly

The updated Council Meeting Action Report, attached, be noted.

Carried

8.1.12 Information Bulletin

Resolution 227/2019

Moved: Cr Penny Nicholson

Seconded: Cr Dennis Palmer

The Information Bulletin and attached correspondence be received and noted

Carried

8.2 Finance

8.2.1 Investment Report - June 2019

Resolution 228/2019

Moved: Cr David Graham

Seconded: Cr Penny Nicholson

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

Carried

8.2.2 Cootamundra Water Main Replacement Project Loan

Resolution 229/2019

Moved: Cr David Graham

Seconded: Cr Penny Nicholson

That authority be granted to the Acting General Manager to execute the loan application on behalf of Council with TCorp NSW.

Carried

8.2.3 Monthly Major Projects Status Update Report

Resolution 230/2019

Moved: Cr Leigh Bowden

Seconded: Cr David Graham

1. The Monthly Major Projects Status Update report be received and noted.

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

Carried

8.3 Community and Culture

Nil

8.4 Development, Building and Compliance

8.4.1 Development Applications Approved June 2019

Resolution 231/2019

Moved: Cr Dennis Palmer

Seconded: Cr Charlie Sheahan

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

Carried

8.5 Regulatory Services

8.5.1 Cootamundra CBD Pigeon Strategy Report

Resolution 232/2019

Moved: Cr Dennis Palmer

Seconded: Cr Gil Kelly

The Cootamundra CBD Pigeon Strategy Report was deferred to the August, 2019 Ordinary Meeting due to the absence of Council’s Manager Regulatory Services.

Carried

8.6 Assets

Nil

8.7 Civil Works

8.7.1 Civil Works and Technical Services Report - July, 2019

Resolution 233/2019

Moved: Cr Charlie Sheahan

Seconded: Cr Dennis Palmer

The Civil Works and Technical Services Update Report for the month of July, 2019 be received.

Carried

8.8 Technical Services

Nil

8.9 Facilities

8.9.1 Update on the Status of the Dog on the Tuckerbox

Resolution 234/2019

Moved: Cr Dennis Palmer

Seconded: Cr Penny Nicholson

The information contained in the Dog on the Tuckerbox report be noted.

Carried

8.10 Waste, Parks and Recreation

8.10.1 Establishment of a Cootamundra Sports Council

Resolution 235/2019

Moved: Cr Penny Nicholson

Seconded: Cr Leigh Bowden

1. The report relating to the establishment of a Cootamundra-Gundagai Sport and Recreation Council be received and noted.

2. Council approve and support the establishment of a Cootamundra-Gundagai Sport and Recreation Council.

3. The Waste Parks and Recreation Manager develop a Memorandum of Understanding (MOU) that will set the Terms and Conditions associated with facilitating the Cootamundra-Gundagai Sport and Recreation Council.

4. Council endorse Council’s Manager Waste Parks and Recreation to Chair the Committee for the first 12 month period.

5. That the Cootamundra-Gundagai Sport and Recreation Council be made up of the following

· Manager Waste Parks & Recreation (Chair)

· Councils Recreation Officer

· Councils Public Open Space Parks Supervisor

· 1x Councillor

· 1x representative from each and every registered sport and recreation association.

6. The Cootamundra-Gundagai Sport and Recreation Council meets at minimum Quarterly with the Minutes of the meetings reported to Council for information.

7. Council endorse an annual membership fee to be determined at the inaugural meeting of the Cootamundra-Gundagai Sport and Recreation Council.

8. The nominal membership fee be recorded in the Minutes as a recommendation for the consideration of Council.

Carried

8.10.2 Classification of Cootamundra Gundagai Public Open Spaces

Resolution 236/2019

Moved: Cr Gil Kelly

Seconded: Cr Leigh Bowden

1. The report on the classification of Council’s Public Open Spaces be received and noted.

2. Council endorse the public open space classifications system, and classify the public open spaces throughout the Cootamundra-Gundagai Region into the following categories:

· Ornamental Open Space (OOS)

· Open Zone Open Space (OZOS)

· Urban Nature Open Spaces (UNOS)

· Sportfield Open Space (SOS)

· Urban Streetscapes Open Space (USOS)

3. Council authorise the Manager Waste, Parks & Recreation & Manager of Facilities to categorise each public open space under Councils control to its relevant category as detailed in this report and be registered into Council’s Asset Management System accordingly.

Carried

8.10.3 Street Tree Management Policy

Resolution 237/2019

Moved: Cr Leigh Bowden

Seconded: Cr Penny Nicholson

1. Council receive and note the draft Street Tree Management Policy attached to the Report.

2. Council accept the changes to the draft Street Tree Management Policy, attached to the report as included in the Policy.

3. The draft Street Tree Management Policy attached to the report as presented become policy as from 30^th July, 2019.

4. The Draft Street Tree Management Policy, attached to the report be implemented and applied by Council staff as from 30^th July, 2019.

Carried

8.10.4 Substancial Tree Removal and Replacement Program for Nicholson Park

Resolution 238/2019

Moved: Cr Dennis Palmer

Seconded: Cr Gil Kelly

1. The further Report on the Removal of Two Trees from Nicholson Park be prepared for the August, 2019 Ordinary Meeting.

2. The two Eucalyptus Camaldulensis in question be removed.

3. The representatives of the Cootamundra Junior Rugby Club be required to place the appropriate padding around the base of the light towers prior to undertaking sport activities until the trees referred to in 2 above have been removed.

Carried

8.10.5 Tree Removal Albert Park

Resolution 239/2019

Moved: Cr Charlie Sheahan

Seconded: Cr Leigh Bowden

1. The report regarding the removal of dead and unwanted trees located in Albert Park be noted.

2. The trees identified within the report be removed and new trees planted as replacements for their removal.

3. The costs associated with the tree removal be covered under the Parks & Gardens annual maintenance budget be noted.

Carried

8.10.6 Street Tree Light Enhancement Parker Street

Resolution 240/2019

Moved: Cr Charlie Sheahan

Seconded: Cr Gil Kelly

1. The report on CBD Street Tree enhancement lighting be received and noted.

2. Council approve the purchase and installation of 120mts (1200 lights) of LED solar/240V tree lighting.

3. Council approve for one significant street tree in Parker Street, Cootamundra be used in the three (3) month trial for the installation of LED lights.

4. The $1,050 costs of the trial be funded from the street tree maintenance budget.

Carried

8.10.7 Back Wash Management Cootamundra Aquatic Centre

Resolution 241/2019

Moved: Cr Dennis Palmer

Seconded: Cr Leigh Bowden

1. Council allocate $27,410 to cover the costs associated with redirecting the pools backwash discharge from Muttama Creek into storage tanks, town’s sewerage system and public space irrigation.

2. The Cootamundra Aquatic Centre annual operation budget be increased by $5,600 to cover the additional costs associated with managing the new discharge system.

Carried

8.10.8 Waste Charge Sludge Material

Resolution 242/2019

Moved: Cr Charlie Sheahan

Seconded: Cr David Graham

Council approve the addition of a new fee in the 2019/2020 Fees and Charges for the disposal of clean sludge at a Council waste facility to be set at $20.00 per tonne.

Carried

8.10.9 Project Management Plan Cootamundra Aquatic Centre Splash Pool

Resolution 243/2019

Moved: Cr Gil Kelly

Seconded: Cr Charlie Sheahan

1. The Project Management Plan (PMP) as attached be approved for implementation.

2. Council authorise the Acting General Manager to sign the Project Management Plan (PMP) as the Project Sponsor and the Manager, Waste, Parks & Recreation Services as the Project Manager.

Carried

8.10.10 Project Management Plan Fisher Park Light Towers

Resolution 244/2019

Moved: Cr Dennis Palmer

Seconded: Cr Leigh Bowden

1. The Project Management Plan (PMP) as attached be approved for implementation.

2. Council delegate the Acting General Manager to sign the Project Management Plan (PMP) as the Project Sponsor.

3. Council endorse the Manager, Waste, and Parks & Recreation Services as the Project Manager.

Carried

8.10.11 Pool Use Proposal by the Cootamundra Swimming Club

Resolution 245/2019

Moved: Cr Leigh Bowden

Seconded: Cr Gil Kelly

1. Council accept the proposal from the Cootamundra Swim Club to have full usage of the four (4) lanes of the Indoor Swimming Pool between 5.30 pm and 7:00 pm for Wednesday and Friday, and continue with two (2) allocated lanes on Mondays as detailed in the attached report.

2. That the change as detailed in item (1) above be for the 2019 winter season only and be reviewed at the end of the winter season.

3. Council advertise the changes to the pool hours and any received feedback, in relation the changes in (1) above, be directed to Councils Administration Centre and responded to accordingly.

Carried

8.10.12 Cootamundra Aquatic Centre Splash Pool Tender

Resolution 246/2019

Moved: Cr Charlie Sheahan

Seconded: Cr Penny Nicholson

1. Council receive the tenders for the construction of new proposed splash pool to be located at the site of the existing junior pool Cootamundra Aquatic Centre.

2. The new proposed Splash Pool be funded from the NSW Stronger Community Grant Funding to the value of $400,000.

3. Council accept the Tender from “Total Creations and Services” for the value of $363,600 (ex GST).

4. The tender is to include a full cover sun shade sail priced at $15,000 (ex GST).

Carried

8.10.13 Fisher Park Lighting Tender

Resolution 247/2019

Moved: Cr Dennis Palmer

Seconded: Cr Charlie Sheahan

1. Council receive the tenders for the construction of new Light Towers to be located at the site of the existing light towers, Fisher Park, Cootamundra.

2. The proposed replacement Light Towers be funded from the NSW Stronger Community Grant Funding to the value of $250,000 (Ex GST).

3. The Tender by “Power by Watts” for the amount of $216,450 (Ex GST) be accepted.

4. The Power Watts be required to include a remote SMS Controller as part of the project for an additional cost, to the above the tender amount, of $4,500 (Ex GST).

5. That the Power Watts be requested to submit an estimate to upgrade the lights from 200Lux to 300Lux as part of the project (optional).

6. That items 4 & 5 only be implemented if the estimates are within the $250,000 (Ex GST) budget allocation.

Carried

9 Motion of which Notice has been Given

9.1 Notice of Motion - For Council Staff to Undertake an Audit of Equipment and Facilities in all Parks and Recreational Fields Across the Cootamundra-Gundagai Local Government Area

Resolution 248/2019

Moved: Cr Penny Nicholson

Seconded: Cr Leigh Bowden

For Council staff to undertake an audit of the equipment and facilities in all parks and recreational fields across the Cootamundra-Gundagai Local Government Area.

Carried

9.2 Notice of Motion - A Report be Prepared for Council Addressing Energy Efficiency For the Cootamundra-Gundagai Regional Council Local Government Area

Resolution 249/2019

Moved: Cr Charlie Sheahan

Seconded: Cr Leigh Bowden

Council prepare a detailed report in relation to addressing energy efficiency into the future for the Cootamundra-Gundagai Regional Council (CGRC) local government area.

The report should contain proposals for cost efficiencies with the vision to obtaining long term savings by:

1. The installation of rooftop solar panels and supporting batteries, to Council administration centres and all other Council facilities where appropriate.

2. A programme for the replacement of current street lighting with solar Smart Street lights where appropriate.

3. Council consider the replacement of current Council fleet vehicles with electric vehicles, as they become available, in the future.

It is requested that this report be presented to Council for consideration no later than the Ordinary Council meeting scheduled for Tuesday, 25^th February, 2020.

Carried

9.3 Notice of Motion - That Local Government NSW requests the NSW Government to undertake a review of the progress/success of the Rural Councils that are the result of the 2016 forced amalgamations.

Resolution 250/2019

Moved: Cr Leigh Bowden

Seconded: Cr Penny Nicholson

Submit the following motion to the 2019 Annual Local Government NSW Conference being held in October, 2019:

That Local Government NSW requests the NSW Government to undertake a review of progress/success of the rural councils that are the result of the 2016 forced amalgamations.

Carried

9.4 Notice of Motion - That Council facilitate the establishment of an Arts, Culture and Heritage Working Group with the intention of identifying the many arts, cultural and heritage groups in our Local Government Area and where appropriate supporting them

Motion

Moved: Cr Leigh Bowden

Seconded: Cr Penny Nicholson

That Councillor Bowden facilitate the establishment of an Arts, Culture and Heritage Working Group with the intention of identifying the many arts, cultural and heritage groups in the Local Government Area.

10 Questions with Notice

10.1 Questions with Notice

Resolution 251/2019

Moved: Cr Gil Kelly

Seconded: Cr Charlie Sheahan

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

Carried

3 Confidential Items

Nil

The Meeting closed at 8:33pm.

The minutes of this meeting were confirmed at the Ordinary Council Meeting held on 27 August 2019.

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CHAIRPERSON GENERAL MANAGER

Cootamundra-Gundagai Local Traffic Committee Meeting Minutes

8 August 2019

MINUTES OF Cootamundra-Gundagai Regional Council
Cootamundra-Gundagai Local Traffic Committee Meeting
HELD AT THE Council Chambers, Gundagai
ON Thursday, 8 August 2019 AT 10am

PRESENT: Cr Penny Nicholson (Acting Chairperson), Anthony Carroll (Road Safety Officer), Fazlul Hoque (RMS) and Matthew Clipsmam (Gundagai Police)

IN ATTENDANCE: Matt Stubbs (Manager Technical Services) and Tim Morris (Project Engineer)

1 Acknowledgement of Country

2 Apologies

Phil McMurray (Acting General Manager), Cr Charlie Sheahan (Chairperson), Mark Ellis (Manager Civil Works) and Matt Owens (Gundagai Highway Patrol)

3 Disclosures of Interest

Nil.

4 Confirmation of Minutes

4.1 Minutes of the Cootamundra-Gundagai Local Traffic Committee Meeting held on Thursday 13 June 2019

Committee Resolution

Moved: Tim Morris

Seconded: Fazlul Hoque

The Minutes of the Cootamundra-Gundagai Local Traffic Committee Meeting held on Thursday 13 June 2019 be confirmed as a true and correct record of the meeting.

Carried

5 BUSINESS ARISING FROM PREVIOUS MINUTES

5.1 CATTLE RAMP –EDWARDSTOWN ROAD/HUME HGHWAY

The applicant is requesting an onsite meeting to discuss the installation of the cattle grid. Transport for NSW representative does not need to attend.

5.2 OLYMPIC HIGHWAY – LEFT TURN LANE INTO LISMORE ROAD

The data from the traffic counters has not been retrieved yet to assess the amount of turning traffic. A report will be written for the next Traffic Committee.

5.3 OLYMPIC HIGHWAY- TEMPORARY TRAFFIC CONTROL LISMORE ROAD INTERSECTION

No response from the applicant as of 8^th August regarding the recommendation letter regarding signs along the Highway warning users of the event.

5.4 YASS ROAD SERICE CENTRE

Nil.

5.5 OLD HUME HIGHWAY ACCESS TO SIGNATURE QUARRY

A report has been prepared regarding traffic between the Quarry and the Bridge. As with other quarry access sites the cars are travelling much faster than trucks. This information will be shared with Quarry operators and NSW Police.

Council still to organize a pavement and structure review for taking high mass vehicles

5.6 BEREENA ROAD ACCESS TO TEGRA QUARRY

A draft MOU has been sent to Tegra operators regarding the upkeep of this road.

5.7 DARBALARA ROAD ACCESS TO EULONGA QUARRY

Part of the development application covers the upkeep and maintenance of the Darabalara Road.

5.8 COOTAMUNDRA ROATARY CLUB CYCYLING SPECIAL EVENT APPLICATION

The event has been cancelled by the organizers.

5.9 YASS ROAD/BARNES STREET INTERSECTION

Nil

5.10 REQUEST FOR PEDESTRIAN CROSSING ON SHERIDAN STREET, GUNDAGAI

This will be discussed in reports.

5.11 WALLENDOON TO MACKAY STREET LANEWAY COOTAMUNDRA

Traffic counters yet to be placed, meanwhile the councils Building Department are going to review the plans and fire escapes.

5.12 PARKING AT KINGSTON PARK

Pavement painting outside of the driveway has not done yet.

WATTLE STREET PARADE

This application was sent to the committee members, the NSW Police requested further information that the committee provided. There is more correspondence to occur between NSW Police and the event organisers.

6 Reports

6.1 Gundagai High School - Proposed Bus Shelter

Recommendation

Council does NOT approve the location of the proposed bus shelter nor application for the construction of a shelter structure for students catching buses due to the increased risk to pedestrians and road users.

(a) Council to notify the principal of Gundagai High School of the decision and rationale.

(b) It is recommended that the school internally explore the option of installing the shelter within the school ground in the open area immediately adjacent to the pedestrian refuge.

Further discussion was made of the congestion that occurs at the entrance to the school and that the installation of shaded student shelter would add to the risks to all participants of the traffic especially at the end of the school day.

6.2 Burley Griffin Way Bus Stop

Recommendation

Council approves the application for an extra bus stop and route deviation for Bus Route N0155 operated by John Chamberlain to service ‘Onslow’ 2418 Burley Griffin Way.

The decision by the bus operator to turn around on the property of the passengers was noted, as the bus can leave the highway to pick up and let down passengers therefore not impacting upon the traffic flow.
The ample line of sight for the bus to exit and enter the highway was noted.

The table providing information on sight distances comes from P 12 Appendix B of Advice for choosing locations of informal school bus stops Centre for Road Safety, December 2016 downloaded from

https://roadsafety.transport.nsw.gov.au/downloads/advice-for-choosing-locations-of-informal-school-bus-stops.pdf

6.3 Special Event Application - Classic Car Rally

Recommendation

Council approves the Special Event Application from the CLASSIC RALLY CLUB to hold an event, the 2019 ALPINE CLASSIC, on the 19^th and 20^th October 2019.

Transport for NSW has already seen this application when it was submitted from Wagga. Concurrence for the event will be given when The Certificate of Currency is modified to list TfNSW as an “Interested Party”.

6.4 Hoskins Street Wallendbeen - Temporary Closure

Recommendation

1. Council approves the closure of Hoskins and King Street Wallendbeen on the 13^th October,

2. All traffic control measures are in place as per the approved traffic control plan,

3. A Road Occupancy licence be granted subject to the above conditions.

Concurrence for the event will be given when a risk assessment is provided to Transport for NSW and when The Certificate of Currency is modified to list TfNSW as an “Interested Party”; and NSW Police as an “interested party”.

6.5 Cootamundra Public School Fete

Recommendation

The committee approve the closure of Thompson Street from Bourke Street to the School Driveway on Saturday 2^nd November 2019 from 9:00am to 2:00pm for the Public School Fete, subject to the following conditions:

1. All traffic control plans and traffic measures are applied in accordance with the ‘Traffic Control at Worksites manual’

2. A Road Occupancy licence be granted subject to the above conditions.

3. The event organisers advise of the road closure to the general public and all nearby residents.

Concurrence for the event will be given when The Certificate of Currency is provided that includes TfNSW as an “Interested Party”; and NSW Police as an “interested party”.

6.6 Aerodrome Car Event

Recommendation

The information be noted.

6.7 EA Southee Public School Pedestrian Facilities

Recommendation

Council investigates the installation of traffic facilities for the EA Southee Public School.

Discussion was that Evidence should be provided at the next Local Traffic Committee meeting including site maps showing road widths, car movements and pedestrian traffic.

6.8 Hovell Street Traffic Movements

Recommendation

Council investigates traffic movements at the northern end of Hovell Street, Cootamundra.

Discussion was that evidence should be provided at the next Local Traffic Committee meeting including site maps showing road widths, vehicle movements including heavy traffic.

6.9 Shared Pedestrian Zone - Sheridan Street

Recommendation

Council requests Transport for NSW to assess Sheridan Street as a 40km/h High Pedestrian Activity Area (HPAA).

The extra distance of the application was noted. The extra distance includes the West Street Intersection at the western end of the street and the medical centre at the Eastern End.

Further evidence was provided by Transport for NSW demonstrating the pedestrians are twice as likely to be fatally injured in a 50 km/hr impact compared to a 40 km/hr impact with a vehicle.
(Speeding –Did you know? Fact Sheet 4 of 6; paragraph 7.) Information on the benefits of 40 km/h High Pedestrian Access Areas are to be shared via Media officers.

7 General Business

Cr Penny Nicholson raised that road users were still crossing the double lines in Sheridan Street to park on the opposite side of the road.

· An education campaign should be provided to road users regarding safe parking with double lines.

· The Highway Patrol should be notified of the concern and the committee ask them to keep monitoring and apprehending Road Users illegally crossing the double lines.

No further business.

The Meeting closed at 10.55am.

The minutes of this meeting were confirmed at the Cootamundra-Gundagai Local Traffic Committee Meeting held on 10am Thursday 14^th November 2019 at Cootamundra.

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CHAIRPERSON GENERAL MANAGER

Ordinary Council Meeting Agenda

27 August 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

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

07.2019

Continue with land transfer of Inland Aircraft Fuel Depot

Phil/

Andrew

Remediation works to be completed by Caltex prior to finalising transfer of title.

Transfer progressing. Following up remediation work.

Site meetings undertaken with consultants. Funding options being investigated

31.01.2018 – 7.1.1.4

18.06.2019

July, 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

Final civil design plans received. Awaiting final electrical design (anticipated mid-August). Awaiting result of funding application prior to commencement of construction.

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

Staff are currently checking the final draft of the Amendment prior to gazettal.

Item 8 to be reported back to Council

Planning staff are currently checking the final draft of the Amendment prior to gazettal.

22.05.18 – 7.2.2.3

15.09.2018

Request for the funding of new signage to the July Workshop in relation to development options for the Dog on the Tuckerbox

Phil

Deferred.

Deputy GM preparing options paper.

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

07.2019

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

A meeting between the group and the Waste, Parks & Recreations Manager is yet to be arranged. It is the intention to arrange a meeting for September 2019.

Council Meeting

26/03/2019

Officer

Action

Item 8.1.7

18.06.2019

07.2019

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

Awaiting feedback from user groups

Item 8.1.10

18.06.2019

07.2019

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 if required.

New fence required. Survey works complete

Discussions with owners underway

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
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	Resolution	Officer	Action
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 Ongoing. Seeking funding opportunities for bridge assessment
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 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.	Phil/ Tim
9.1 Notice of Motion (172/2019) 07.2019	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. An independent report to be prepared at the conclusion of the trial period and with a report to be submitted for the Council consideration. The extended winter season operating hours have been implemented as per Council resolution, with the outcomes to be reported back to Council at the end of the winter pool season. A report to Council will be presented in August, 2019 indicating the cost associated with the undertaking of an independent review of the aquatic centre and stadium operations.
ORDINARY MEETING 25^TH June, 2019	Resolution/ Question	Officer	Action
7.1 Traffic Committee minutes	5.6 Traffic Committee Minutes Bereena Road Access to TEGRA Quarry	Matt	Arrange letter to approve TEGRA to maintain road until a MoU is prepared.
	Aside request from Cr Sheahan	Phil	Provide Road Safety Audits to Marianne to upload to Councillor Drive
	Access and Inclusion Committee	Wayne	Lift and change table in the Cootamundra pool facility Adult change facility
07.2019		Andrew	Ramp installed in the Gundagai pool Works have commenced
		Sharon	Disability access audit of business’ with awareness programme delivered by Council staff to business owners/managers
07.2019	Gundagai Honor Board	Andrew	Be moved to a more visible location Board has been removed and a suitable location is being investigated.
8.1.12 Requests for Sponsorship (001/2019)	1. Council donate the amount of $1000 to the Southern Sports Academy for the sponsorship of five young local athletes to participate in sports development programs. 2. Council donate $900 for three local special needs children to attend the annual Special Children’s Christmas Party, 2019 to be held in Albury.	Marianne	Arrange for the payment of donations as per council resolution and send appropriate correspondence Still waiting for response from Andrew Bell, SSA Waiting for the nomination of 3 local children The information of two families has been submitted to the Special Needs Children’s Christmas Party for November, 2019.
30 July, 2019 Ordinary Meeting
8.1.2 Cootamundra Tourism Action Group s.355 Committee Meeting Minutes and Membership	The Manager Waste, Parks and Recreation meet with Friends of Pioneer Park to discuss improvements proposed in the Friends of Pioneer Park Management Plan, attached to the report, and report back to Council.	Wayne
8.1.7 Sponsorship of the New South Wales State Combined Driving Championships 2019	Council donate $2500 toward the 2019 NSW State Combined Driving Championships to be held in Gundagai 2^nd and 3^rd October, 2019.	Marianne	Complete
8.1.8 Australian Local Government Women's Association Meeting Report	Council, through Councillor Bowden, invite Australian Local Government Women’s Association NSW to conduct a Forum in the Cootamundra-Gundagai Region Local Government Area.	Cr Bowden 20.08.19	For the Action Report: Following on from the resolution in my ALGWA Report at the last council meeting (I haven’t got the number), two forums have been organised to be held in Gundagai and Cootamundra on Saturday 2 and Sunday 3 November. The forums are for women who are interested in and considering standing for Council.
8.10.1 Establishment of a Cootamundra Sports Council	That the Cootamundra-Gundagai Sport and Recreation Council be made up of the following · Manager Waste Parks & Recreation (Chair) · Councils Recreation Officer · Councils Public Open Space Parks Supervisor · 1x Councillor · 1x representative from each and every registered sport and recreation association	Council
9.2	Notice of Motion - A Report be Prepared for Council Addressing Energy Efficiency For the Cootamundra-Gundagai Regional Council Local Government Area	Wayne/ Andrew
9.4	Notice of Motion - That Council facilitate the establishment of an Arts, Culture and Heritage Working Group with the intention of identifying the many arts, cultural and heritage groups in our Local Government Area and where appropriate supporting them	Cr Bowden 20.08.19	I have had discussions with Amanda Gay, Culture and Community Services Officer at Temora Council. Amanda has successfully restructured the “silos” of arts, culture and heritage groups into a S355 Committee, “Imagine Temora”. That Committee has been very successful in running events which bring hundreds of people into Temora. We are not forming a Committee but a more informal Working Group. The initial task is to identify what arts, culture and heritage groups exist in our LGA.

Ordinary Council Meeting Agenda

27 August 2019

8.1.2 Council Provision of Customer Service Review

DOCUMENT NUMBER

310495

REPORTING OFFICER

Phil McMurray, Acting General Manager

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'

2.4 Our local workforce is skilled and workplace ready

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. Draft CGRC Customer Service Charter ⇩

2. Draft AfterhoursTelephone Etiquett ⇩

Recommendation

The Council Provision of Customer Service Review report be received and noted.

Introduction

Following previous discussions with Council, it became apparent that a review for the improvement of Councils customer service be made a priority for the Acting General Manager. Cootamundra-Gundagai Regional Council is committed to providing high standard of customer service to meet the ever changing needs of the growing and evolving communities. This report below details some recent initiatives undertaken by Council staff to improve on this critical area of its business.

Discussion

Customer Service Charter

A draft Customer Service Charter has been developed to set out Council’s customer service standards to enhance relationships and partnerships within our community and customers. It also provides all Council employees with clear base standards to strive for in providing exceptional service, and determines the standards against which our performance will be judged. This was developed through meetings with staff.

In its current form the Customer Service Charter, attached, is quite aspirational and, following a trial period to be determined, will be reviewed with a further report to be submitted for the consideration of Council.

Records and Service Requests Workflows.

All correspondence received by Council is recorded in the electronic InfoXpert Records System, as a record (generally a letter or email if registered) or a service request (generally phone calls or customer service desk notifications). These records are then transferred to appropriate subject matter staff from a workflow list that is pre-established. And the tasks are then actioned and closed out!!

Over the past few months, Council’s Records Officer has been reviewing current Workflows through discussions with all Managers and myself. As a result, the following changes have been made:

· All Workflows will now have a Supervisor (Manager) on them unless the relevant Supervisor is already included in the Workflow. This means that if a staff member does not complete a task within the prescribed amount of time then the Supervisor will receive the same task. From here the Supervisor will need to determine why the job has not been completed in a timely manner.

· InfoXpert Overdue Documents Reports are now being provided to the Managers on a fortnightly basis. All of the Workflow’s timeframes are based on the Customer Service Charter:

· Records Workflows and Service Requests Workflows are now reflective of the one standard. This means that if a written request is received and recorded in the Records Library it would go to the same staff for the same amount of time had it been a verbal request through the Service Requests Library and vice versa.

· Many of the steps have now been removed. This means that staff will no longer receive the same task up to four times. For the Workflows that still involve steps then the number of days is still based on the Customer Service Charter. For example, the Backyard Burning Workflow is a five day Workflow and it involves two steps. The first step is three days and the second step is two.

· Document Navigation within the info-expert records system, has been better established so that the General Manager may now have an overall view of all Council tasks. Functionality allows for searching categories for all incoming records on a daily and weekly basis, I can now cycle through our records categories and display which staff have received the item for action and any status updates. The same functionality is available for managers.

Although these are internal operational procedures and staff have been advised, I thought it best to share the same details with Council so as to provide an understanding of current processes.

After Hours Emergency Call Centre

A Contract with Southern Star After Hours Call Centre which was signed on the 17^th December 2017, and provides an off-site centre to manage any phone contact outside the office opening hours 9:00am to 5:00pm, Monday to Friday and weekends. To date this has proven to be a complex undertaking, due to call centre staff having an unfamiliarity with the local government area, for residents requiring Council assistance and for staff to respond promptly and efficiently to complaints. This is resulting in frustration for callers and staff. The current contract with Southern Star After Hours Call Centre may be terminated by Council without financial penalty.

Following some consultation with staff, the on call staff believe they can more effectively deal directly with matters through their local knowledge, and are prepared to do the same. Rationalisation of our on-call rotation will be make this effective and affordable. This applies to the hours outside of office staff availability 5:00pm to 8:30am Monday to Friday and weekends. It should be noted that changing the diversion times is to allow customer service staff answer the extra morning calls as operational staff will be unavailable.

I am presently formalising a reviewed On-Call Allowance Agreement for Council Employees, through Councils Consultative Committee.

In regards to IT arrangements, Council’s phone system is capable of applying multiple options to allow for a “Press To Connect Option” The following example below would be easy to initiate.

· Press 1 for Assistance with Cootamundra Water and Sewer

· Press 2 for Assistance with Roads, Parks, Animals and any other matters in the Cootamundra Area

· Press 3 for Assistance with Gundagai Water matters

· Press 4 for Assistance with Gundagai Sewer matters

· Press 5 for Assistance with Roads, Parks, Animals and any other matters in the Gundagai Area

· Or Press 6 to hear these options again

An Afterhours Telephone Etiquette Document has been produced in advance to assist team members who answer phone calls outside of business hours. This is attached for your information.

Ordinary Council Meeting Agenda

27 August 2019

Customer Service Charter

Introduction

Cootamundra-Gundagai Regional Council is committed to providing high level customer service to meet the needs of its growing and changing community. As a result, Council’s Customer Service Charter has been developed to set out its service standards and to enhance relationships and partnerships with the community and customers. It also provides Council employees with clear standards to strive for in the provision of exceptional service, and determines the standards against which Council’s performance will be judged.

Service Standards you can expect from our employees

You will be greeted in a friendly and professional manner.

Council staff will communicate in a clear and concise manner at all times.

You will be treated with respect and courtesy.

Council staff will listen carefully and identify your needs.

Council staff will ensure you receive an excellent standard of service each and every time.

Council staff will respect your right to privacy and confidentiality.

Council staff will respond to your requests within our service standards.

Council staff will adhere to Council’s Code of Conduct at all times.

Council staff will deliver solutions which are tailored, transparent and fair.

Expected Response Times

1. Service Request

2. Standard Response Time

3. Telephone Enquiries

4. Return the call within 2 working days

5. Written Enquiries

6. Respond within 7 working days

7. Animals

8. Urgent Dog Attack

9. Other Animal Concerns

10.

11. Respond within 1 working day

12. Respond within 5 working days

13. Community Development

14. Property Certificate Requests

15.

16. Complete within 5 working days

17. Rates

18. Land and Water Rates Enquiries

19.

20. Respond within 3 working days

21. Waste

22. Wheelie Bin Repair

23. Non-collection of Bin

24.

25. Complete within 7 working days

26. Respond within 3 working days

27. Roads

28. Assess Hazards

29. Maintenance

30.

31. Respond within 2 working days

32. Respond within 7 working days

33. Water and Sewer

34. Water Meter Repairs

35. Burst Water Main

36. Water Quality Issues

37. Sewer Blockages

38.

39. Respond within 1 working day

40. Respond within 1 working day

41. Respond within 5 working days

42. Respond within 5 working days

43. Environmental Health

44. Noise Complaints

45. Food Complaints

46.

47. Respond within 5 working days

48. Respond within 2 working days

49. Street Trees

50. Urgent Tree Request (Branches obstructing roads or footpaths)

51. Street Tree Maintenance

52.

53. Respond within 1 working day

54.

55. Respond within 7 working days

56. All other Enquiries

57. Respond within 5 working days

Helping Council help you

You can help Council meet its commitments by:

· Providing accurate and complete information

· Treating staff with mutual respect

· Respecting the rights of other customers

· Working with staff to solve the problem

Measuring and improving the quality of Council service

Council will measure and improve the quality of its service provision by:

· Conducting an annual ‘Customer Satisfaction’ Survey

· Obtaining feedback from the community using feedback forms and customer surveys

· Implementing quality training to all staff

· Using corporate reporting to measure performance

· Recognising staff for delivering exceptional customer service

Customer Service Requests

Requests for specific services will be recorded in Councils Customer Service Request Management System to ensure the correct staff or department is promptly notified and can take action within the Customer Service Charter established standard time frames.

Customer Service Feedback

As Council strives to deliver exceptional customer service, you are encouraged to provide feedback. Your feedback provides valuable information to allow for continued customer service improvement.

Contact us

If you would like to suggest ways in which Council can improve its service, you may contact Council by:

· Visit in person: Cootamundra Office - 81 Wallendoon Street, Cootamundra

Gundagai Office – 255 Sheridan Street, Gundagai

Office Hours – Monday to Friday 9am to 5pm

· Phone: 1300 459 689 - 24 hours a day, 7 days a week

· E-mail: mail@cgrc.nsw.gov.au

· Mail: PO Box 420

Cootamundra

NSW 2590

· Website: www.cgrc.nsw.gov.au

Ordinary Council Meeting Agenda

27 August 2019

8.10.2 Cootamundra Aquatic Centre Independant Review

DOCUMENT NUMBER

307484

REPORTING OFFICER

Wayne Bennett, Manager Waste, Parks and Recreation Services

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

Any costs associated with advertising for Expressions of Interest as detailed in the report.

LEGISLATIVE IMPLICATIONS

There are no Legislative implications associated with this report.

POLICY IMPLICATIONS

There are no Policy implications associated with this report.

ATTACHMENTS

Nil

Recommendation

1. The report of the Cootamundra Aquatic Centre Independent Review be received and noted.

2. Council advertise Stage (1) for a period of 28 days seeking Expressions of Interest for the preparation to undertake a full review of the Cootamundra Aquatic Centre’s management and current operations.

3. A further report be prepared containing any Expressions of Interest received and be submitted to Council for consideration.

Introduction

At the May, 2019 Ordinary Meeting of Council it was requested that consideration be given for an independent review of the management and operation of the Cootamundra Aquatic Centre be undertaken. Should the review be approved it is to commence by November, 2019 and completed no later than March, 2020, with a further report to be submitted in April, 2020 for the consideration of Council prior to the financial year budget for 2020/21 in May, 2020.

Discussion

Council owns and manages an array of sporting and recreation grounds, facilities and seasonal pools in Cootamundra and Gundagai. The development of a needs based Study and Recreation Strategy should convey to Council how to deliver effective and efficient sport and recreation services to residents and ratepayers of the Cootamundra-Gundagai Region.

“Cootamundra-Gundagai Regional Council can be a region where its people are happy, healthy, competitive and safe through its provision of quality and accessible recreation and sporting opportunities that meet the needs of the community now and into the future”.

This proposed review is the first stage of a strategy aiming to provide direction in relation to the provision of efficient and effective aquatic facilities both now and into the future.

This strategy will be required to include a plan which will drive specific actions and allow for practical, time framed and measurable implementation of any proposed efficiencies. The proposed Strategy is intended to have a life span of 10 years, at which point the entire document will need to be completely reviewed for the following 10 years. Corporate Planning Framework of the Cootamundra Aquatic Strategy is proposed to be developed in consideration of Council’s broader planning framework including:

• Council community and Operational Plan 2018-2028

• Recreation Strategy 2019

• Open Space Strategic Plan (yet to be developed)

• Asset Management Plan

• Community Plans

• Councils and Community 20/50 Plan.

Stage (1) Cootamundra Aquatic Centre and Sports Stadium

Aim

The aim of this proposal is to consider and confirm optimum future management of the Cootamundra Leisure Centre complex components and specifically to identify:

· Operating model options that would be appropriate for each of the identified facility sub-sets

· Risks associated with each option when applied to relevant facility sub-sets, risk ratings and mitigation measures that could be applied

· Key drivers of operating efficiency for each facility sub-set, and the potential of each identified operating model to optimise operating efficiencies

· Any issues associated with the transition of management and operation of each facility sub-set

· The impact of Council’s intention to undertake out-sourced operating arrangements, and any recommended ways to manage that impact.

Methodology

The review is proposed to be undertaken in three phases, and the following tasks:

Phase 1: Project Inception

• Project Inception Meeting

• Existing Document, financial and operational Review

Phase 2: Data Collection

• Stakeholder Interviews

• Operational Assessment

• Legal Context

• Case Studies

Phase 3: Reporting

• Preliminary Draft Report

• Presentation

• Final Report

Report

The final report will consist of the following headings and detail:

1. Introduction

• Background

• Aim

• Methodology

2. Stakeholder Discussions

3. Case Studies

4. Management Options

• Description of Each Management Model

• Important Factors

• Assessment

5. Risk Analysis

6. Discussion

· Local Government Act

· Key Factors

· Preferred Management Approach

· Implementation Program

o Key considerations

o Interim management

7. Recommendation

Stage 2 Sport and Active Recreation Strategy (to be considered as part of the current recreation and community Needs Strategy and 20/50 Plan)

Council provides a number of sporting and recreational facilities for the community. These assets are capital intensive and generally have long lives. In recognition of the value and life of these facilities it is proposed that Council developed a Sport and Active Recreation Strategy to cover the next 25 years. The Sport and Active Recreation Strategy provides a robust guide to the current and future provision of sporting facilities and services in Cootamundra Gundagai Regional Council. The Strategy reviews:

· Demographics and other leisure related statistics;

· Key trends in sport and recreation;

· Sustainability;

· Comparison of Australian and NSW sport and recreation participation trends; and

· Current Council facilities and management practices and stakeholder consultation.

This review will provide Council with demographic information, recreational trends and stakeholder views that taken in context with the Council’s Strategic Plan outcomes and strategies gave guidance on the direction Council and its community should head. The Guiding Principles relevant to Sport and Active Recreation are:

· Council responds to the needs of its community;

· Our Community’s health and well-being are important;

· Council will provide for the future needs for public open space and recreation facilities; and

· Council will provide equitable access and pricing policies for services in the context of the community’s capacity to pay.

These Guiding Principles set the direction, policy and associated actions for Council to work through over the 25 year time frame of the Strategy.

Objectives

A. That Council adopts the following Guiding Principles as the basis for the strategies and actions associated with the Sport and Active Recreation Strategy.

· Council responds to the needs of our community;

· our community’s health and well-being are important;

· Council will provide for the future needs for public open space and recreation facilities; and

· Council will provide equitable access and pricing policies for services in the context of the community’s capacity to pay.

B. Based on the above Guiding Principles, Council will implement actions for the following categories:

· Future Facility Requirements;

· Lease and Hire Review;

· Governance and Policy;

· Strategic Alliances and

· Operational Matters.

C. That Council adopts the following actions for the Future Facilities category of strategic actions:

· monitor trends in sport and active recreation to stay informed of changing needs;

· assess the viability of a new multi-purpose outdoor/indoor stadium/s;

· Council’s preferred strategy for future facility development should focus on non-exclusive leases

· or licenses which encourages sharing of facilities by multiple user groups before investing in the development of any new facilities; and

· adopt a demand management approach for sporting facilities that includes:

o develop Management Plans for each Sport and Active Recreation holding in accordance with Council’s Open Space Strategy Principles;

o assess synthetic surfaces for sporting codes to encourage extended usage;

o improve lighting facilities to encourage extended usage;

o investigate opportunities for sharing of existing under-utilised facilities held in other tenures and;

o assess viability of new multi-use facilities for a variety of shared users and uses such as preseason training season facilities for AFL, Soccer and Cricket.

D. That Council adopts the following actions for the Lease and Hire Review category of strategic actions.

1. Review Council’s Lease Policy:

· to include provision for new leases and lease renewals for exclusive use facilities to be based on equity contribution; and

· to ensure equitable pricing for lease rents, licences and hire rates taking into account equity and exclusive use benefits.

2. To encourage participation and ensure fees are set at an affordable and sustainable level.

3. That a component of lease rent from exclusive occupancy and use be set aside in a future facility development fund to support the future development or redevelopment of additional multiuse/shared community facilities.

E. That Council adopts the following actions for the Governance and Policy category of strategic actions.

1. Provide support for administrators of sporting clubs and associations to ensure their long term viability by:

· Council and Sport and Recreation NSW encourage local clubs and State Sporting

· Organisations to develop 10 year strategic plans that will be considered in conjunction with Council’s Management Plans for each sport and active recreation holding in accordance with Council’s Open Space Strategy Principles; and

· in partnership with Sport and Recreation NSW support volunteer administrator training.

2. Individual sporting clubs request for assistance, funding or allocation of additional land or resources will need to show how their proposal is supported by the respective State Sporting Organisation, including where the request or submission sits according to that State Sporting Organisation’s regional or state planning priorities and how the State Sporting Organisation and local club will partner with Council in financing the request.

F. That Council adopts the following actions for the Strategic Alliances Policy category of strategic actions.

1. Encourage planning and funding partnerships with local clubs, State Sporting Organisations, other Councils and State Government for new sporting facilities.

2. Explore opportunities to plan and partner in multi-sport/recreational developments with local clubs, National and State Sporting Organisations, other Councils, other tiers of government and/or in commercially built complexes.

G. That Council adopts the following actions for the Operational Matters category of strategic actions.

1. A mandatory “no use period” to be built in lease and hire arrangements to allow adequate renovation of sporting grounds when required.

2. Given the large amount of additional work to implement the short/medium term strategies over the next decade it is recommended that Council consider the creation and appointment of 1 additional Public Open Space Sport and Recreation Co-ordinating Officer position as part of the 2021-2022 Annual Plan.

H. That Council authorise the General Manager /Manager Waste Parks & Recreation Services to commence the implementation of the Guiding Principles and the strategies and actions associated with the Sport and Active Recreation Strategy once completed.

I. It is recommended that Council hold over all licences, fees and leases pending the Lease and Hire Review to ensure there is certainty and transparency for licensees and lessees.

Council call for expressions of interest from interested consultants to undertake the review. Council advertise for a period of 28 days with a report to come back to the October, 2019 Council meeting for consideration.

Ordinary Council Meeting Agenda

27 August 2019

Cootamundra Gundagai Regional Council

Tree Implementation Plan 2019.

1. Introduction, Scope and Purpose.

CGRC Tree Implementation Plan is developed for the following purposes;

· To complement and provide further details, guidance and process to CGRC Street Tree Management Policy as amended.

o And use of Tree Removal Assessment & Approval Form

· To promote the benefits of trees in our environment and society, including the preservation of trees and enhancement of the Urban Forest

· Provide a working and proactive framework for Council staff to follow and manage all the relevant matters associated with street trees and trees on Council controlled lands.

o Further suggested reference documents and materials.

· Outline and plan specific tree management processes, including the following;

o Inspection and assessment resumes

o Tree Hazard Management and Risk assessment – Application and use of Quantified Tree Risk Assessment (QTRA)

o Pruning and Removal

o Pest and Disease Management – Including Elm Leaf Beetle Control.

o Guidance on Significant trees

o Replanting and Tree Establishment

o Assessment of Tree Root issues

o Assessment of resident complaints and concerns including

§ Tree Root issues

§ Termites and other pests

§ Leaf litter and tree debris

o Stump removal

· Council Engagement of Tree Contractors and minimum Training requirements

· Engagement with Essential Energy and pruning of street trees around power lines.

· Evaluation and use of the 2018 Street Tree Survey.

2. Definitions and References.

CGRC Street Tree Management Policy – Council Policy Document adopted by Council that outlines the requirements to ensure that all actions relating to street tress and vegetated areas are appropriately managed.

Tree Removal Assessment & Approval Form – Internal Document used to evaluate trees where removal (or other) is requested either internally or from external sources.

Quantified Tree Risk Assessment (QTRA). Risk assessment process that quantifies the potential risk of harm from a failing tree or tree part. QTRA evaluates Target Range, (land use), Size range (of defect) and probability of failure; to provide and output of Risk of Harm expressed as a fraction.

Risk of harm is a combined measure of likelihood and consequences of tree failure considered against the baseline of a lost human life (or property damage) within the coming year. The risk of harm output can be compared to advisory thresholds of Unacceptable, Tolerable or broadly acceptable to assist tree managers in determining what is reasonable practicable, is the risk as low as reasonable practicable and the costs and benefits of risk control.

The risk of harm output will be a key factor in determining council tree priority ratings outlined in CGRC Street Tree Management Policy.

Australian Standard 4373 -2007 Pruning of Amenity Trees. Reflects current arboricultural practices for tree pruning. This standard should be adopted for pruning of all trees including road verges.

Australian Standard 4970 – 2009 Protection of trees on development Sites. Provides details and evaluation processes for trees that are subjected to or likely to be subjected to development processes including root damage and removal, and canopy impacts. This should be used where all development processes including kerbing, pathways, trenching and other infrastructure works are conducted near trees.

Fakes, Judy. (2000). Practical issues in line clearance and Street trees. A paper written by Judy Fakes that provides guidance on pruning trees around power lines. This can be used by Council to assist in negotiating with Essential Energy on methods used to prune council trees, to minimise the aesthetic damage, decline of trees and risk profile of trees that are subjected to powerline clearing.

CGRC – 2018 Street Tree Survey. A comprehensive survey, including GPS plotting of all street and park trees, that includes tree species, location, condition and hazard assessment, including application of QTRA where applicable. The data from this survey can be used to determine various management functions including removal of trees in very poor condition, risk mitigation actions for trees with higher risk defects in higher use areas and pest and disease management.

Significant Tree. There are various methodologies and definitions for Significant Trees. The following is a summary of qualitative assessment indicative of a Significant Tree.

o The tree is a large tree in good condition and good vigour that dominates the local landscape with longer life expectancy.

o A large tree or tree of substantial age that is remnant or indigenous to the location of and important to the local ecology.

o A medium or large tree that is listed as threatened or endangered species by legislation

o Heritage Listed tree

o A tree that has noted cultural or heritage values

o A group or patch of smaller trees or large shrubs that are listed as threatened or endangered species by legislation.

3. Benefits of Trees – Promotion of the Urban Forest and Tree Retention.

The combined benefits of trees is not well appreciated by many. Trees are a cornerstone of the environment and our eco systems. In line with CGRC Street Tree Management Policy, there should be a compelling and valid reason to remove any tree. The following benefits can be cited for internal discussions and discussions with residents and interested parties where applicable.

· Many have heritage and cultural values – both indigenous and post European settlement.

· They provide shade for people and car parking, protection from wind and reduce hail impact on property.

· Reduce solar radiation impacts on buildings and reduce summer cooling costs.

· Greatly improve aesthetic qualities and amenity value for streets, parks and gardens.

· Increased real estate values are associated with ‘leafy’ streets

· Environmental Values include;

o Storm water management

o Erosion control

o Control of water tables and rising salinity

o Wildlife habitat – food, shelter and breading sites.

o Sequestration of carbon, and localised release of oxygen.

o Interception of dust and other airborne particles.

· Social and psychological benefits are also cited.

It should be realised that every medium or large tree removed will take between 20 to 200 years to replace.

4. Use and Application of QTRA.

This plan is not intended to fully explain QTRA. At least two staff from Council should be formally trained and maintained as a QTRA user. Other Arboricultural consultants who are QTRA users can be identified from the QTRA web site if Council staff are not available. https://www.qtra.co.uk/cms/

The risk of harm output from the QTRA process forms the risk assessment required to assist in the evaluation of Council Priority for tree works. From the Council risk management process it will not be possible or reasonable practicable to conduct tree works on all trees, therefore the QTRA risk of harm (the Risk Assessment) needs to drive priority for limited resources and priority for tree works.

Note on Interpretation of QTRA and Council Priority Rating.

If the Calculated risk of harm is in the mid to higher tolerable region or broadly acceptable region then the Priority for Tree works will be low – 4 or 5, or no action required. Even if a tree has a large impending defect, but there is no target or a low target range then the risk of harm will be tolerable or broadly acceptable and resource allocation will not normally occur or likely be available.

The following framework (table 1) adapted from QTRA Practice Note 5 is to be used as a guide against Council Priority Works.

Table 1 Interpretation of QTRA Against Council Priority Rating.
Region	Risk of Harm	Council Priority Rating
Unacceptable Region	Greater than 1/1 000	Risk mitigation is required on a priority 1 basis
Very High Tolerable Region	1/5 000 to 1/1 000	Risk mitigation will be a priority 1 or 2 basis
High Tolerable Region	1/10 000 to 1/5000	Risk Mitigation will be a Priority 2 or 3
Mid Tolerable Region	1/200 000 to 1/10 000	Risk Mitigation will be a Priority 4 or 5 Risk reduction benefits should be considered against the sacrifice in terms of cost of implementing risk reduction. Resources will only be allocated if available.
Lower Tolerable Region	1/1 000 000 to 1/200 000	Risk mitigation will not normally occur
Broadly Acceptable Range	< 1/ 1 000 000	No action is required – the risk is already as low as reasonable practicable.

5. Inspection and Assessment Programs.

There will be various sources or reasons for tree inspection and assessment. This includes;

· Infrastructure Works – both planning and reactive

· Road and footpath clearances – line of site, vehicle and pedestrian access.

· Clearance of infrastructure – playgrounds, buildings etc.

· Safety assessment – inspection for tree hazards that may fail onto roads, footpaths, public places or private property/infrastructure.

· Resident complaints or concerns.

Infrastructure Works – Required Outcomes.

· In the initial planning stages of all planned infrastructure works the tree vegetation should be identified and accessed for impact.

· Any works inside the Tree Protection Zone – (as defined in Australian Standard 4970; 12 times the stem diameter) should be accessed by Council or other qualified Arboriculturists as defined in Training Requirements.

o It should be noted that works near the Structural Root Zone (as defined by Australian Standard 4970) can lead to tree destabilisation and whole tree failure.

· Where trees are accessed and recommended for removal Tree Removal Assessment & Approval Form is required to be used.

Inspection for Clearance Pruning – Required Outcomes.

o Light to medium canopy pruning of trees for general clearances should be scheduled on 4-5 year program.

o Each area that requires pruning for vehicle and pedestrian clearance, and infrastructure clearance should be placed on a list and inspected on rotation of 4 year cycle.

o Data from the 2018 Street Tree Survey can be used to initiate this list which can be added to as required.

o Pruning works can be scheduled from the inspection results.

Safety Assessment Inspections – Required Outcomes.

o 2018 Street Tree Survey provides a list of trees with accessed defects and a calculated risk of harm based on estimated target range for the impact area.

o Tree assessed with Risk of Harm of 1/10 000 or higher. Tree list should be generated and reviewed and the target range established as accurate estimate.

o If the target range is not accurate then the QTRA user should be contacted to review the risk of harm accordingly.

o If the Target range is an accurate assessment then trees should be allocated Tree Priority and works as per Table 1 and recommended work scheduled as budget allows.

o Tree Removal Assessment & Approval Form will be required.

o NEED TO DETERMINE ONGOING SAFETY INSPECTION RESUME.

Resident Safety Complaints or Concerns – Required Outcomes.

o Where residents or other persons raise a complaint or concern regarding a tree safety issue the Tree Removal Assessment & Approval Form should be completed and assessment of the complaint/tree conducted as required.

o If the tree was inspected and accessed during the 2018 survey then the QTRA Assessment from 2018 will be valid for a period of at least 12 months, unless a high intensity storm event has been encountered since the date of inspection.

o Alternatively complete a QTRA assessment and determine the risk of harm.

o Apply appropriate Risk Mitigation measures as outlined below.

o Apply the Council Tree Priority rating system as per Table 1.

o Notes for Dealing with Public/Residents’ concerns on Safety.

o It should be noted that complaints will be received from persons who are concerned that the tree is large and therefore dangerous. That the limbs sway a lot under wind loading. The following information can be used to convey accurate information to concerned residents.

§ Trees are designed to sway heavily in high wind events – this is how the tree dissipates the energy loading on the branches – this is normal.

§ If there are no defects noted in the tree then explain to the resident that “There are no defects that can be identified in the tree – I cannot justify council resources pruning the tree when there are other trees that do have defects – or more serious defects.”

§ If the risk of harm is in the tolerable range and Priority 4, 5 or no action. “The risk Assessment (QTRA Assessment) indicates that it is far more likely that no person will be present if the limb fails. I cannot justify council resources where there are trees with higher risk of harm that are higher priority.”

o It is Council Policy to maintain where possible and increase the tree canopy across our Council area. It is not policy to remove or prune trees that have a low risk profile.

o If you are not satisfied with the council assessment you are free to engage a qualified Arboricultural Consultant and provide Council with a report on the condition of the tree that Council will take into account.

o Council may consider allowing you to prune the tree at your expense, with an approved council contractor if you make such an application.

6. Pruning, Removal and Risk Mitigation Measures.

Risk Mitigation Measures. - Required Outcomes.

There are various risk mitigation measures that can be applied- depending on the circumstances.

The intention is to maintain trees where possible, and only remove trees that are in poor condition, with short useful life expectancy and/or presents an unacceptable risk profile and no other viable risk mitigation option is available. Significant trees will normally be provided with additional dispensation and higher resources to prolong the viability of the tree.

Removal of sound trees for infrastructure development should only occur if there is no other viable alternative. Planting offsets will be required.

o Determine risk mitigation measures, using tree removal as the last option.

o Consider pruning or branch load reduction.

o Consider bracing and support systems

o Consider removing the target or changing the plan to accommodate significant trees

o Significant Trees may require aerial inspections or have stems formally analysed for levels of decay to determine sound wall percentages for prudent risk analysis.

o Tree condition and estimated useful life expectancy should play a role in the recommendations.

Tree Removal Assessment & Approval Form will be required to be completed.

Pruning – Required Outcomes.

o All tree pruning shall be in accordance with Australian Standard 4373-2007 – Pruning of Amenity Trees.

Project	Amount	Commentary / Recommendation
Cootamundra Water Mains Replacement	$1,730,393	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
DA2019/059	Quarry Consent Modification	Darbalara Road
DA2019/070	Storage Shed	Sheridan Lane
DA2019/073	Change of Use	Mantons Road
DA2019/077	Commercial Shed	Hurley Street
DA2019/078	Alterations to community Infrastructure	Landon Street
DA2019/079	New Fence	O’Donnell Street
DA2019/080	New Shed	Adelong Road
DA2019/082	Solar Panels	Bourke Street
DA2019/083	Subdivision	Brawlin Road
DA2019/084	New Dwelling	Bartley Street
DA2019/086	Change of Use	Bethany Place
DA2019/087	New Dwelling	Ross Friend Place
DA2019/088	Installation of Ramp	Sheridan Street
DA2019/090	New Dwelling	Bartley Street
CDC2019/016	New Awning	Parker Street
CDC2019/017	New Awning	Sheridan Street
CDC2019/018	Alterations	Hibernia Street

VALUE OF WORK REPORTED TO THIS MEETING:			$1,812,139.00
VALUE OF WORK REPORTED YEAR TO DATE:			$1,812,139.00
THIS TIME LAST YEAR:
VALUE OF WORK –July 2018 - $ 382,185.00
VALUE OF WORK – YTD 2018 - $ 82,185.00

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 30 July 2019

REPORTING OFFICER	Teresa Breslin, Governance Officer
AUTHORISING OFFICER	Mark Ellis, Manager Civil Works
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 Cootamundra-Gundagai Local Traffic Committee Meeting held on Thursday 8 August 2019

DOCUMENT NUMBER	309398
AUTHORISING OFFICER	Phil McMurray, Acting General Manager
REPORTING OFFICER	Abb McAlister, Mayor
ATTACHMENTS	Nil