Agenda of Ordinary Council Meeting - Tuesday, 22 November 2022

Ordinary Council Meeting Minutes

18 October 2022

MINUTES OF Cootamundra-Gundagai Regional Council
Ordinary Council Meeting
HELD AT THE Alby Schultz Meeting Centre, Cootamundra
ON Tuesday, 18 October 2022 AT 6:00PM

PRESENT: Cr Charlie Sheahan (Mayor), Cr Les Boyd, Cr Logan Collins, Cr Trevor Glover, Cr David Graham, Cr Gil Kelly, Cr Abb McAlister, Cr Penny Nicholson

IN ATTENDANCE: Les McMahon (Interim General Manager), Matt Stubbs (Deputy General Manager - Operations), Linda Wiles (Manager Business), Sally Atkinson (Acting Manager Development, Building and Compliance), Mark Ellis (Manager Civil Works), Zac Mahon (Manager Finance)

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.

2 Open Forum

Nil

3 Apologies

Resolution 289/2022

Moved: Cr David Graham

Seconded: Cr Logan Collins

Apologies from Cr Leigh Bowden be received 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 27 September 2022

Resolution 290/2022

Moved: Cr Abb McAlister

Seconded: Cr David Graham

The Minutes of the Ordinary Meeting of Council held on Tuesday 27 September 2022 be confirmed as a true and correct record of the meeting.

Carried

6 Mayoral Minutes

6.1 Mayoral Minute - Councillor Engagement

Resolution 291/2022

Moved: Cr Gil Kelly

Seconded: Cr Logan Collins

The information in the Mayoral Minute be received and noted.

Carried

6.2 Mayoral Minute - Can Assist in-kind donation

Resolution 292/2022

Moved: Cr David Graham

Seconded: Cr Penny Nicholson

That the Can Assist Bling it on Ball be supported by Council through an in-kind donation of the hire fees for the Cootamundra Town Hall for the event to be held 19^th November 2022.

Carried

7 Reports from Committees

Nil

8 General Manager’s Report

8.1 Business

8.1.1 Australia Day 2023

Resolution 293/2022

Moved: Cr David Graham

Seconded: Cr Trevor Glover

The information on Australia Day Awards, 2023 be received and noted.

Carried

8.1.2 Request for Donation - Gundagai Business Network

Resolution 294/2022

Moved: Cr Logan Collins

Seconded: Cr Abb McAlister

Council to approve the Interim General Manager’s determination to allocate $2494.69 from Community Donation Budget to the Gundagai Business Network to cover the cost of Public Liability Insurance for the committee.

Carried

8.1.3 Tabling of Pecuniary Interest Returns

Resolution 295/2022

Moved: Cr Penny Nicholson

Seconded: Cr David Graham

The tabling of pecuniary interest returns from Councillors and designated persons be noted.

Carried

8.1.4 Muttama Hall Management s.355 Committee Meeting Minutes

Resolution 296/2022

Moved: Cr Trevor Glover

Seconded: Cr Logan Collins

The Minutes of the Muttama Hall Management s.355 Committee meeting held 9 August 2022 attached to the report, be received and noted.

Carried

8.1.5 The Arts Centre Cootamundra s.355 Committee Meeting Minutes

Resolution 297/2022

Moved: Cr Les Boyd

Seconded: Cr Gil Kelly

The Minutes of The Arts Centre Cootamundra s.355 Committee meeting held 15 September 2022, attached to the report, be received and noted.

Carried

8.2 Finance

8.2.1 Carry Forward Budget

Resolution 298/2022

Moved: Cr David Graham

Seconded: Cr Penny Nicholson

1. The Carry Forward Budget report be received and noted.

2. The budget variations in the report be adopted.

Carried

8.2.2 Finance Update - Capital and Operational Expenditure

Resolution 299/2022

Moved: Cr Logan Collins

Seconded: Cr David Graham

The finance update report, be received and noted.

Carried

8.2.3 Interim Audit Management Letter Response

Resolution 300/2022

Moved: Cr Abb McAlister

Seconded: Cr Logan Collins

The report detailing the Interim Audit Letter Management Response, be received and noted.

Carried

8.2.4 September 2022 Quarterly Budget Review Statement

Resolution 301/2022

Moved: Cr Gil Kelly

Seconded: Cr David Graham

1. The September 2022 Quarterly Budget Review be received and noted.

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

Carried

8.2.5 Investment Report - September 2022

Resolution 302/2022

Moved: Cr Penny Nicholson

Seconded: Cr David Graham

The report detailing Council Cash and Investments as at 30 September 2022, be received and noted.

Carried

8.3 Community and Culture

Nil

8.4 Development, Building and Compliance

8.4.1 Local Heritage Fund 2022/23

Resolution 303/2022

Moved: Cr Les Boyd

Seconded: Cr Logan Collins

1. Council award funding through the Local Heritage Fund program to the following projects:

(a) 30 Martin Street, Stockinbingal - $5,000

(b) 12 George Street, Wallendbeen - $4,250

2. The $1,750 unspent budget amount from the program be returned to general funds.

Carried

8.4.2 Development Applications Approved September 2022

Resolution 304/2022

Moved: Cr David Graham

Seconded: Cr Logan Collins

The information on Development Applications approved in September 2022, be received and noted.

Carried

8.5 Regulatory Services

Nil

8.6 Assets

Nil

8.7 Civil Works

8.7.1 State Highway Rehabilitation Works

Resolution 305/2022

Moved: Cr Gil Kelly

Seconded: Cr Trevor Glover

That Council give approval for the Interim General Manager and Mayor to approve contractors to undertake the proposed rehabilitation works under the Roads Maintenance Council Contract on the State Roads.

Carried

8.7.2 Civil Works and Technical Services Report - September 2022

Resolution 306/2022

Moved: Cr Trevor Glover

Seconded: Cr Logan Collins

The Civil Works and Technical Services Report for the month of September 2022 be noted.

Carried

8.8 Technical Services

Nil

8.9 Facilities

Nil

8.10 Waste, Parks and Recreation

Nil

9 Motion of which Notice has been Given

Motion

Resolution 307/2022

Moved: Cr Logan Collins

Seconded: Cr Penny Nicholson

I would like to acknowledge the loss of Lizzy Britt in the Gundagai community. I hereby move that Council honour miss Britt and her life’s work. I request that Council send out a card to her family to pay respects and honour miss Britt.

Carried

10 Questions with Notice

Nil

11 Confidential Items

Nil

The Meeting closed at 6:21pm.

The minutes of this meeting were confirmed at the Ordinary Council Meeting held on 22 November 2022.


CHAIRPERSON	GENERAL MANAGER

Ordinary Council Meeting Agenda

22 November 2022

7 Reports from Committees

7.1 Minutes of the Cootamundra-Gundagai Local Traffic Committee Meeting held on Thursday 10 November 2022

REPORTING OFFICER	Julie Buckley, Operations Support 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 10 November 2022 ⇩ 2. Item 4.1 Draft School Bus Route and Bus Stop Policy ⇩

Recommendation

1. The Minutes of the Cootamundra-Gundagai Local Traffic Committee Meeting held on Thursday 10 November 2022, attached to the report, be received and noted.

2. Council consider the recommendations detailed in the report, and contained within the Minutes.

The Minutes of the Cootamundra-Gundagai Local Traffic Committee Meeting held 10 November, 2022 are submitted for the information of Council and the community.

Recommendations for consideration within the Minutes:

4.1 Draft School Bus Route and Bus Stop Policy

That Cootamundra-Gundagai Regional Council endorse the Draft Cootamundra-Gundagai

Regional Council School Bus Route and Bus Stop Policy.

4.2 School Bus Stop Investigations on Kimo Street, Nangus

That Cootamundra-Gundagai Regional Council proceed with appointing two school bus stop locations on Kimo Street, Nangus.

4.3 Disabled Parking at the Gundagai District Services Club, Gundagai

That Cootamundra-Gundagai Regional Council correspond with the Gundagai District Services Club located at 254 Sheridan Street, Gundagai regarding the disabled parking arrangements on Sheridan Street.

4.4 Pedestrian Crossing Safety at Sacred Heart School, Cootamundra

That Cootamundra-Gundagai Regional Council commence campaigns to increase public awareness concentrating on pedestrian safety around school zones and provide support to the Sacred Heart School by means of educational resources.

4.5 Warning Signage for Milbrae Quarry, Cootamundra

That Cootamundra-Gundagai Regional Council consult with Milbrae Quarry regarding ongoing safety issues at the entry and exit of the Quarry at 4892 Olympic Highway, Cootamundra.

4.6 Flood Warning Signage

That Cootamundra-Gundagai Regional Council approve the installation of flood warning signs on the following crossings:

· Poole Street Causeway, Cootamundra

· Thompson Street Causeway, Cootamundra

· Hovell Street Causeway, Cootamundra

· Adam Street Causeway, Cootamundra

· Mount Street, Gundagai

· Homer Street, Gundagai

4.7 Salvo's Toy Run

That Cootamundra-Gundagai Regional Council approve the Salvation Army Toy Run Event in Cootamundra on Saturday, 10 December 2022 subject to satisfactorily supplying additional information.

4.8 Cootamundra Party on Parker - Community Christmas Party

That Cootamundra-Gundagai Regional Council approve the Cootamundra Party on Parker Community Christmas Party in Cootamundra on 15 December 2022 subject to inclusion of interested parties noted on the insurance.

4.9 Schools Coota Beach Volleyball

That Cootamundra-Gundagai Regional Council approve the Schools Coota Beach Volleyball Event in Cootamundra on 17 February 2023 subject to satisfactorily supplying additional information and inclusion of interested parties noted on the insurance.

4.10 Coota Beach Volleyball Carnival

That Cootamundra-Gundagai Regional Council approve the Coota Beach Volleyball Carnival Event in Cootamundra on 17-19 February 2023 subject to satisfactorily supplying additional information and inclusion of interested parties noted on the insurance.

4.11 Haycarters Race

That Cootamundra-Gundagai Regional Council give approval for the Cootamundra Cycle Club to hold the Haycarters Cycle race on Saturday, 20 May 2023 and the Annual Classic on Sunday, 21 May 2023, subject to the following conditions:

(a) The event organiser complies with any conditions set by Council and the NSW Police

(b) That all Traffic Control Plans for the Haycarters Race and Annual Classic are applied in accordance with the ‘Traffic Control at Worksites Manual’

(c) All traffic controllers must have appropriate traffic control tickets

(d) All riders must comply with the Road Licence requirements

(e) Signage being placed at all driveways to warn motorists when exiting private property onto the Council Road

(f) That consent be received from both Junee and Temora Councils for the event to be held in their municipalities

(g) That an updated Certificate of Currency be received as soon as practicable.

(h) That Council is advised who is undertaking the placement of signage and approves any new Traffic Guidance Plans 14 days prior to the event.

4.12 General Business

Vegetation on Parker Street

That all previously approved safety measures be completed as a matter of priority.

2.14 Dates for Future Local Area Traffic Committee Meetings

That Cootamundra-Gundagai Regional Council schedule the dates for the 2023 Local Area Traffic Committee Meetings as provided.

MINUTES OF Cootamundra-Gundagai Regional Council
Audit, Risk and Improvement Committee Meeting
HELD AT THE Council Chambers, Gundagai
ON Thursday, 10 November 2022 AT 2pm

PRESENT: Chairperson Tony Donoghue, Ms Courtney Armstrong, Cr Trevor Glover

IN ATTENDANCE: Linda Wiles (Manager Business), Les McMahon (Interim General Manager), Zac Mahon (Manager Finance) Ian Roberts (via Zoom) Anne Chamberlain (Acting Governance Officer)

1 Apologies

Committee Resolution

Moved: Ms Courtney Armstrong

Seconded: Cr Trevor Glover

Apologies from Cr David Graham be received and leave of absence granted.

Carried

2 Confirmation of Minutes

2.1 Minutes of the Audit, Risk and Improvement Committee (ARIC) Meeting held on Tuesday 12 July 2022

Committee Resolution

Moved: Ms Courtney Armstrong

Seconded: Cr Trevor Glover

The Minutes of the Audit, Risk and Improvement Committee (ARIC) Meeting held on Tuesday 12 July 2022 be confirmed as a true and correct record of the meeting.

Carried

3 Reports

3.1 Commercial Leases & Property Management Audit

Committee Resolution

Moved: Cr Trevor Glover

Seconded: Ms Courtney Armstrong

The Commercial Leases & Property Management Audit be, received and noted.

Carried

3.2 Interim Audit Management Letter Response

Committee Resolution

Moved: Cr Trevor Glover

Seconded: Ms Courtney Armstrong

1) A copy of the 22 November 2022 council meeting report titled extension for lodgement of financial statements and its attachment containing the response from the Office of Local Government, be circulated to the ARIC with the minutes.

2) The report detailing the interim Audit Letter Management Response, be received and noted.

Carried

3.3 Rural Fire Service (RFS) Assets Recognition Update

Committee Resolution

Moved: Ms Courtney Armstrong

Seconded: Cr Trevor Glover

The Rural Fire Service (RFS) Assets Recognition update report, be received and noted.

Carried

3.4 Finch Consulting - Financial Review Report & Action Plan

Committee Resolution

Moved: Cr Trevor Glover

Seconded: Ms Courtney Armstrong

The Finch Consulting Financial review report and action plan, be received and noted.

Carried

3.5 Finch Consulting - Aric Performance

Committee Resolution

Moved: Ms Courtney Armstrong

Seconded: Cr Trevor Glover

1) The Chairperson, Tony Donoghue provide a written report in response to Finch Consulting ARIC performance report.

2) A policy schedule indicating last review date and next review date be provided to Council and the ARIC.

3) The Finch Consulting ARIC performance report, be received and noted.

Carried

Note: The written response to the Finch Consulting ARIC performance report from Chairman, Tony Donoghue, is affix to the end of these minutes.

3.6 Roads to Recovery - Independent Auditor's Report 2022

Committee Resolution

Moved: Cr Trevor Glover

Seconded: Ms Courtney Armstrong

The Roads to Recovery - Independent Auditor's Report 2022, be received and noted.

Carried

3.7 ARIC Recommendations Register

Committee Resolution

Moved: Cr Trevor Glover

Seconded: Ms Courtney Armstrong

The updated ARIC Recommendations Register, be received and noted.

Carried

3.8 Notification of Incidents (ICAC, Ombudsman, Code of Conduct)

Committee Resolution

Moved: Ms Courtney Armstrong

Seconded: Cr Trevor Glover

The verbal notification from the interim General Manager regarding the following incidents, be received and noted.

(a) Independent Commission Against Corruption (ICAC) Investigation.

(b) Two ombudsman enquiries.

(d) EPA enquiry.

Carried

The Meeting closed at 3:47pm.

The minutes of this meeting are to be confirmed at the Audit, Risk and Improvement Committee Meeting held on 7 March 2023.

................................................... ...................................................

CHAIRPERSON GENERAL MANAGER

		Councils prior to CGRC joining. (2017).
4.3 Satisfy itself that the annual financial reports comply with applicable Australian Accounting Standards and supported by appropriate management sign-off on the statements and the adequacy of internal controls. Review the external audit opinion, including whether appropriate action has been taken in response to audit recommendations and adjustments.	Annual Financial Statements and associated audit opinions and management reports were not considered by the ARIC until November 2021.	The Annual Financial Statements for last FY were not prepared and made available to the Auditor and the OLG prior to this time. They were reviewed by the ARIC Committee once they had been finalised. As of November 2022 the current FY statements had also not been finalised. The Interim Management letter was presented at the November Meeting, with an extension of time granted for the end of year Financial Statements.
4.5 Review the internal audit coverage and internal Audit Plan, ensure the plan has considered the Risk Management Plan and approve the plan.	The internal audit plans are those adopted by the six member Council alliance for internal audit services. At the last Alliance meeting of 31 March 2022, CGRC was represented by the General Manager, so the ARIC had no apparent contribution to the decision making. Whilst the audits conducted over recent years appear appropriate for the Alliance as a whole, they do not necessarily reflect the risk facing CGRC.	This is incorrect. At the Internal Audit Alliance Meeting two members of the CGRC ARIC sit on the Audit Alliance Meeting being the Chair and the Independent Panel Member. This is in addition to the General Manager. Part of being within the Audit Alliance is an Agreement that Internal Audit topics will be decided by the majority. This is undertaken annually and a review of all past audits and proposed audits is conduced regularly. This has the input of both the General Manager of CGRC and the Chairman of the CGRC ARIC.
4.5 Periodically review the performance of Internal Audit.	The minutes of the ARIC make no mention of reviewing the performance of the Internal Auditor.	A review of the Internal Auditor is conducted at the Audit Alliance Meeting. This is undertaken annually.
4.6 Provide input and feedback on the financial statements and performance audit coverage proposed by external audit, and provide feedback on the external audit services provided.	Consideration of the reports from the External Auditor was not apparent until November 2021 and the Audit Office’s Annual Engagement Plan was never considered by the ARIC.	The External Auditors Report was provided at the first meeting after it was released. As mentioned later in this report, the maturity of the CGRC audit process was being developed.
5. At the first Committee meeting after 30 June each year, Internal Audit will provide a performance report of the performance of Internal Audit for the financial year as measured against agreed key performance indicators.	The tabling of a Performance Report was not apparent in the ARIC minutes.	The performance of the Internal Audit is dealt with as part of the Audit Alliance Committee Meetings.
6.1 The Committee will meet at least four times per year.	The ARIC has only met half yearly.	During the last year, the Audit Alliance met to discuss the implications of continuing to undertake Internal Audits during the COVID pandemic.
		It was thought unwise that the Internal Auditor would visit each of the six Councils and move around these communities when the rest of the State was in lockdown. It was decided by the Alliance that the most appropriate and responsible way to deal with the pandemic conditions was to suspend the Internal Audits. This is the only reduction in meetings since CGRC joined the Audit Alliance.
6.2 A quorum will consist of a majority of Committee members, including at least one independent member.	With only four members, several meeting with only two members in attendance did not satisfy the quorum requirements.	There were only two meetings that did not satisfy quorum since July 2019. At these meetings the quorum matter was discussed and it was decided that the meeting would be held and the Minutes provided to the Council for acknowledgement. A list of attendees and apologies for these meetings has indicated that one Council representative did not attend any meetings. Only one independent board member apologised for non-attendance, once.
6.2 A representative of the Contract Internal Auditor will be invited to attend each meeting….. as well as the external auditor.	The ARIC minutes suggest that the External Auditor has never attended an ARIC meeting.	The Internal Auditor is invited to all meetings that they report to. They attend on the majority of occasions. The External Auditor has been invited to the meetings where the External Audit is presented.
6.3 The independent external members will be appointed annually, after which they will be eligible for extension or reappointment following a formal review of their performance.	This requirement has not been followed.	The Independent External members of the ARIC are reviewed and appointed from the Audit Alliance Meeting. There was a view to rotate Independent Chair people biannually, however the decision was made against rotating with the knowledge that CGRC were in a position that required some consistency in regard to general oversight.
6.4 Committee members must declare any conflicts of interest at the start of each meeting or before discussion of a relevant agenda item or topic. Details of any conflicts of interest should be appropriately minuted.	The ARIC agenda and minutes make no mention of declarations of conflicts of interest.	There have been no conflicts advised for declaration. Should it occur it will be minuted, as required. If this is requesting that it be a standard agenda item – this can be arranged.
6.6 The Chairperson of the Committee will initiate a review of the performance of the Committee at least once every two years. The review will be conducted on a self- assessment basis.	The minutes do not record any self-review process.	The way these Committees and the Audit Alliance are working within Councils, is regularly discussed at the Audit Alliance Meetings. All six Councils in the Alliance are maturing their ARIC processes as a result of the Alliance.

As can be seen from the comments above, there are several factors that have not been considered:

CGRC Staffing

During the timeframe of the Finch Finance Report, CGRC was in Administration, had 5 General (or Acting) Managers, had a series of Financial Officers, as well as numerous occasions between different personnel attending ARIC Meetings. The current position is not conducive to attracting staff and this has been acknowledged by Council and the GM. This is definitely not a reflection on individuals that attend, but goes to the continuity of the Organisation and how the finance and governance was prioritised. There was severe upheaval at this time within CGRC.

Not only was the financial information not provided to the ARIC on time, it was also provided late to the Auditor and the OLG. Extensions were approved and this information provided to the ARIC when available.

Even at this most recent meeting (November 2022) it was re-enforced by staff about the workload and implications of the decision to now demerger, was having on staff – with the associated problems of recruiting, outputs, moral, consistency etc.

The pandemic occurred during 2020 and 2021, hampering the operations and meetings of both Council and the ARIC. It may seem weird now but even the change to an electronic meeting format required changes to the Act and OLG model provisions. Zoom meetings are now the norm, but they previously were not.

· Audit Alliance

The Audit Alliance is made up of 6 Councils that co-operate to provide ARIC support, compliant with the requirements of OLG.

As with any Alliance of Councils, there are differing levels of maturity in regard to Auditing and in CGRC case the initial discussions about joining were for a cost effective model that acknowledged developing and progressing the Internal Audit provisions at CGRC.

The report from Finch seems to benchmark the current CGRC ARIC against the recently adopted draft OLG guidelines and charter without acknowledging the growth and improvement at CGRC from the original position of having no audit oversight at all.

The Audit Alliance meetings discuss and review the Audit topics and how the collective are to achieve and transition to the new standards due in 2024. These are decisions based on the majority wishes after considering all inputs.

The Alliance have discussed the relationship between a Council and the ARIC. It is from these discussions that formed the opinion that the Elected Councillors set the budget and Council and Management sign off on the Statements to ensure that they meet Accounting Standards. The ARIC’s role is to provide oversight and question policies and procedures about the operations and governance of Council, and should not have the role of changing the financial decisions of the Elected Council.

CGRC were aware of this process upon deciding to join the Alliance.

SUMMARY

As Chairman of the Audit, Risk & Improvement Committee for the CGRC, I think it is appropriate that we advise the Council of the actions that were, are, and will be taken in regard to the audit of the CGRC.

The Finch report was a desktop audit that was a reflective perspective on the current draft ARIC model and did not consider the real time decisions that were needed to juggle not only the historical position, but the external and internal factors that needed to weigh up the cost of operation to Risk Management. The Audit Alliance was made available to CGRC as a cost effective method of commencing an audit compliance process and allowed for the organisation to mature its processes throughout this course of time. At the joining of the Audit Alliance, it was an unrealistic position to take, that CGRC could have proceeded to full compliance with the ARIC standards without first undertaking steps to achieve this.

As is always the way in the Audit Alliance, as Councils mature in their Audit, Risk & Improvement processes, they are free to seek their own relevant and complying ARIC’s that suit their individual needs. At this point in time CGRC had not resolved to do so.

As Chair of the Audit, Risk & Improvement Committee, the members were fully aware of the position CGRC was in and were managing this position whilst also undertaking appropriate measures to review the operations of CGRC.

Any insinuation that the Actions and Operation of the CGRC ARIC are negligent or imply that the current position CGRC find themselves in financially is due to the ARIC, are refuted.

Ordinary Council Meeting Agenda

22 November 2022

8.1.5 Code of Conduct Complaint Statistics

DOCUMENT NUMBER

380293

REPORTING OFFICER

Anne Chamberlain, Acting Governance Officer

AUTHORISING OFFICER

Linda Wiles, Manager Business

RELEVANCE TO COMMUNITY STRATEGIC PLAN

4. Collaborative and progressive leadership

4.4 Recognised as a premier local government Council that represents and advocates for community needs

FINANCIAL IMPLICATIONS

There are no Financial implications associated with this report.

LEGISLATIVE IMPLICATIONS

There are no Legislative implications associated with this report.

POLICY IMPLICATIONS

In accordance with the adopted procedures for the administration of the Code of Conduct.

ATTACHMENTS

Nil

Recommendation

The report on Code of Conduct complaint statistics for the period 1^st September 2021 to 31^st August 2022, be received and noted.

Introduction

In accordance with part 11.1 of Council’s adopted Procedures for the Administration of the Code of Conduct for Councillors (Reporting on Complaints Statistic) the complaints coordinator must arrange for the following statistics to be reported to the Council within 3 months of the end of September of each year:

(a) the total number of code of conduct complaints made about councillors and the general manager under the code of conduct in the year to September (the reporting period);

(b) the number of code of conduct complaints referred to a conduct reviewer during the reporting period;

(c) the number of code of conduct complaints finalised by a conduct reviewer at the preliminary assessment stage during the reporting period and the outcome of those complaints;

(d) the number of code of conduct complaints investigated by a conduct reviewer during the reporting period;

(e) without identifying matters, the outcome of investigations completed under these procedures during the reporting period;

(f) the number of matters reviewed by the Office of Local Government during the reporting period and, without identifying particular matters, the outcome of the reviews; and

(g) the total cost of dealing with code of conduct complaints made about councillors and the general manager during the reporting period, including staff costs.

Council is also required to provide the Office of Local Government (OLG) with a report containing the statistics referred to above within 3 months of the end of September of each year.

Discussion

During the reporting period Council has received zero (0) Code of Conduct complaint, received about Councillors or the General Manager.

All staff and Councillors are bound to comply with the Council’s Code of Conduct. All complaints are investigated and dealt with in accordance with the Code of Conduct Policy and Procedure.

In accordance with the requirements, the Office of Local Government has been advised accordingly.

The following statistics are reported about code of conduct complaints made during the period 1st September, 2021 to 30^th August, 2022.

Number of Complaints

1	a	The total number of complaints received in the period about councillors and the General Manager (GM) under the code of conduct	0
	b	The total number of complaints finalised in the period about councillors and the GM under the code of conduct	0

Overview of Complaints and Cost

2	a	The number of complaints finalised at the outset by alternative means by the GM or Mayor	0
	b	The number of complaints referred to the Office of Local Government (OLG) under a special complaints management arrangement	0
	c	The number of code of conduct complaints referred to a conduct reviewer	0
	d	The number of code of conduct complaints finalised at preliminary assessment by conduct reviewer	0
	e	The number of code of conduct complaints referred back to GM or Mayor for resolution after preliminary assessment by conduct reviewer	0
	f	The number of finalised code of conduct complaints investigated by a conduct reviewer	0
	g	The number of finalised complaints investigated where there was found to be no breach	0
	h	The number of finalised complaints investigated where there was found to be a breach	0
	i	The number of complaints referred by the GM or Mayor to another agency or body such as the ICAC, the NSW Ombudsman, OLG or the Police	0
	j	The number of complaints being investigated that are not yet finalised	0
	k	The total cost of dealing with code of conduct complaints within the period made about councillors and the GM including staff costs	0

Preliminary Assessment Statistics

3	The number of complaints determined by the conduct reviewer at the preliminary assessment stage by each of the following actions:
	a	To take no action (clause 6.13(a) of the 2018 and 2020 Procedures)	0
	b	To resolve the complaint by alternative and appropriate strategies (clause 6.13(b) of the 2018 and 2020 Procedures)	0
	c	To refer the matter back to the GM or the Mayor, for resolution by alternative and appropriate strategies (clause 6.13(c) of the 2018 and 2020 Procedures)	0
	d	To refer the matter to another agency or body such as the ICAC, the NSW Ombudsman, OLG or the Police (clause 6.13(d) of the 2018 and 2020 Procedures)	0
	e	To investigate the matter (clause 6.13(e) of the 2018 and 2020 Procedures)	0

Investigation Statistics

4	The number of investigated complaints resulting in a determination that there was no breach, in which the following recommendations were made:
	a	That the council revise its policies or procedures	0
	b	That a person or persons undertake training or other education (clause 7.37 of the 2018 Procedures or clause 7.40 of the 2020 Procedures)	0

5	The number of investigated complaints resulting in a determination that there was a breach in which the following recommendations were made:
	a	That the council revise any of its policies or procedures (clause 7.36(a) of the 2018 Procedures or clause 7.39 of the 2020 Procedures)	0
	b	In the case of a breach by the GM, that action be taken under the GM’s contract for the breach (clause 7.36(h) of the 2018 Procedures or clause 7.37(a) of the 2020 Procedures)	0
	c	In the case of a breach by a councillor, that the councillor be formally censured for the breach under section 440G of the Local Government Act 1993 (clause 7.36(i) of the 2018 Procedures or clause 7.37(b) of the 2020 Procedures)	0
	d	In the case of a breach by a councillor, that the councillor be formally censured for the breach under section 440G of the Local Government Act 1993 and that the matter be referred to OLG for further action (clause 7.36(j) of the 2018 Procedures or clause 7.37(c) of the 2020 Procedures)	0

6		Matter referred or resolved after commencement of an investigation (clause 7.20 of the 2018 or 2020 Procedures)

Categories of misconduct

7	The number of investigated complaints resulting in a determination that there was a breach with respect to each of the following categories of conduct:
	a	General conduct (Part 3)	0
	b	Non-pecuniary conflict of interest (Part 5)	0
	c	Personal benefit (Part 6)	0
	d	Relationship between council officials (Part 7)	0
	e	Access to information and resources (Part 8)	0

Outcome of determinations

8	The number of investigated complaints resulting in a determination that there was a breach in which the council failed to adopt the conduct reviewer’s recommendation		0
9	The number of investigated complaints resulting in a determination that there was a breach in which the council's decision was overturned following a review by OLG		0

Ordinary Council Meeting Agenda

22 November 2022

8.2.5 Restricted Cash Reconciliation

DOCUMENT NUMBER

380581

REPORTING OFFICER

Zac Mahon, Manager Finance

AUTHORISING OFFICER

Paul Woods, Acting Deputy General Manager - CCD

RELEVANCE TO COMMUNITY STRATEGIC PLAN

4. Collaborative and progressive leadership

4.1 A clear strategic direction that is delivered upon

FINANCIAL IMPLICATIONS

If resolved, financial implication would be the transfer of 2.6 million from internally restricted funds to unrestricted funds.

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 Restricted Cash Reconciliation report be received and noted.

2. Council approve the transfer of $1.6 million from the plant reserve fund and $1 million from the development fund to unrestricted funds, for reasons detailed in the report.

Position as at 30 June 2022

As at the 30 June 2022 the council had $22.9 million cash. Internal and external restrictions were calculated in line with the restricted assets policy and the balance of these restrictions was $30.1 million cash, leaving unrestricted cash at negative $7.2 million. There was $5.02 million worth of outstanding grant funding that hadn’t been acquitted.

Recommended Adjustments

To improve the cash position of the Council, it is recommended that Council resolve to transfer $1.6 million from the plant reserve fund and $1 million from the development fund to unrestricted funds. The plant reserve will build up through the year due to plant hire income and the moratorium on plant purchases will ensure that the reserve won’t decrease through outgoings to purchase plant. The building reserve will be increased by the sale of council property and can be topped up through council resolution in the future.

The Future

The Finance department is focused on acquitting grants when the project has been completed so that this outstanding money can be returned to unrestricted funds and be invested and begin earning interest income.

The balances of the restricted cash and grant debtors will be reported to Council every month so that progress can be tracked.

Cootamundra Gundagai Regional Council
Restricted Cash, Cash Equivalents & Investments

Item	Bal 30 June 2021	Transfers To	Transfers From	Bal 30 June 2022
Internal Restrictions
Aerodrome Bitumen Resurfacing	165,588	0	0	165,588
Bradman's Birthplace	64,457	11,658	0	76,115
Cootamundra Caravan Park	112,861	17,196	0	130,057
Development - Land & Buildings	1,896,627	463,066	0	2,359,693
Employee Leave Entitlements	1,752,000	106,493	0	1,858,493
Financial Assistance Grant	2,801,975	0	(2,801,975)	0
Quarries & Pit Restoration	239,298	318,052	0	557,351
Heritage Centre	16,502	3,188	0	19,690
Plant Replacement	1,645,310	4,081,200	(3,482,039)	2,244,471
Saleyards	15,429	178,110	(175,461)	18,078
Swimming Pool Pump & Equipment	0	0	0	0
Cemetery	59315	307,227	(321,865)	44,677
Southern Phone	779,918	0	(177,381)	602,536
Waste Management	887,569	2,333,488	(1,184,559)	2,036,498
Internal Restriction Total	10,436,849	7,819,678	(8,143,279)	10,113,250

Externally Restricted Reserves
Domestic Waste	1,038,570	2,147,061	(2,147,061)	1,038,570
Water Supply	3,713,480	797,299	0	4,510,779
Sewerage Service	6,514,473	0	(337,750)	6,176,724
Stormwater Infrastructure Renewal	59,616	126,917	(7,349)	179,184
New Council Implementation Fund (2)	0	0	(304,514)	0
Developer Contributions	290,559	354,652	(7,831)	637,380
General Fund Unspent Grants & Contributions	2,591,657	5,727,654	(3,730,210)	7,449,701
External Restriction Total	14,208,355	9,153,584	(6,534,716)	19,992,338
GRAND TOTAL	24,645,203	16,973,263	(14,677,995)	30,105,585

Restricted Cash Reconciliation

Restricted Cash	$30,105,585
Cash at 30 June 2022	$22,905,046
Unrestricted Balance	($7,200,539)
Grant Debtors Outstanding	$5,019,549
Balance	($2,180,990)

Proposed Restricted Cash after recommendations

Restricted Cash	$27,505,585
Cash at 30 June 2022	$22,905,046
Unrestricted Balance	($4,600,539)
Grant Debtors Outstanding	$5,019,549
Balance	$419,010

Ordinary Council Meeting Agenda

22 November 2022

Operating Expense Finance Update

Department	Actual YTD	Commitments	Total Amount	Budget	Budget Remain $	Budget Spent %	Performance	Comments
AERODROME	38,814.57	1,363.64	40,178.21	119,700.00	79,521.79	34%	J
ANIMALCONTROL	61,832.32	208.37	62,040.69	160,400.00	98,359.31	39%	J
ASSETMANAGEMENT	78,774.66	16,399.39	95,174.05	347,700.00	252,525.95	27%	J
BUILDINGPROPERTY	309,802.77	2,949.24	312,752.01	1,306,054.00	993,301.99	24%	J
CARAVANPARK	6,122.16	-	6,122.16	45,400.00	39,277.84	13%	J
CEMETERY	89,821.04	9,885.57	99,706.61	358,800.00	259,093.39	28%	J
CIVICLEADERSHIP	66,840.91	-	66,840.91	211,000.00	144,159.09	32%	J
COMMUNICATION	28,784.83	6,066.64	34,851.47	157,100.00	122,248.53	22%	J
COMMUNITYDONATION	213,915.57	108,172.33	322,087.90	126,399.00	- 195,688.90	255%	K	Update Provided
COMMUNITYEVENT	25,764.95	504.55	26,269.50	62,800.00	36,530.50	42%	J
COMMUNITYSERVICE	42,494.23	66,926.91	109,421.14	234,773.00	125,351.86	47%	J
COOTASEWER	355,967.85	23,498.41	379,466.26	1,033,900.00	654,433.74	37%	J
COOTAWATER	507,325.17	5,454.70	512,779.87	2,581,846.00	2,069,066.13	20%	J
CUSTOMERSERVICE	109,280.26	1,856.11	111,136.37	387,000.00	275,863.63	29%	J
DEVELOPMENTBUILDING	555,261.36	29,705.00	584,966.36	1,128,200.00	543,233.64	52%	J
EMERGENCYSERVICES	306,439.85	22,742.54	329,182.39	956,300.00	627,117.61	34%	J
EXECUTIVEOFFICE	325,166.06	3,522.73	328,688.79	712,600.00	383,911.21	46%	J
FINANCEMANAGEMENT	315,247.91	41,943.00	357,190.91	1,020,700.00	663,509.09	35%	J
GOVERNANCEBUSINESS	55,925.89	1,473.66	57,399.55	233,500.00	176,100.45	25%	J
GUNDISEWER	201,939.12	24,611.48	226,550.60	552,900.00	326,349.40	41%	J
GUNDIWATER	139,286.98	14,955.27	154,242.25	921,700.00	767,457.75	17%	J
HUMANRESOURCE	107,118.07	2,784.66	109,902.73	567,500.00	457,597.27	19%	J
INFOTECHNOLOGY	328,681.05	15,509.51	344,190.56	922,100.00	577,909.44	37%	J
INTERNALOVERHEADS	256,876.54	-	256,876.54	-1,259,100.00	-1,515,976.54	-20%	K	Finance to review
INTERNALOVERWS	84,810.02	-	84,810.02	46,100.00	- 38,710.02	184%	K	Finance to review
LANDDEVELOPMENT	1,985.25	-	1,985.25	4,600.00	2,614.75	43%	J
LANDFILLOPERATION	329,287.21	5,554.63	334,841.84	1,411,000.00	1,076,158.16	24%	J
LIBRARY	181,472.77	555.26	182,028.03	916,872.00	734,843.97	20%	J
LOCALRURALROAD	900,015.75	7,136.82	907,152.57	5,902,700.00	4,995,547.43	15%	J
MUSEUMANDART	85,937.04	31.04	85,968.08	229,400.00	143,431.92	37%	J
NOXIOUSWEEDS	38,309.61	-	38,309.61	143,600.00	105,290.39	27%	J
OPERATIONS	357,979.04	222.24	358,201.28	1,241,700.00	883,498.72	29%	J
PARK	458,051.00	7,140.28	465,191.28	1,450,700.00	985,508.72	32%	J
PLANT	69,041.06	27,357.07	96,398.13	- 274,289.00	- 370,687.13	-35%	K	Finance to review
PRIVATEWORKS	70,912.36	835.10	71,747.46	183,000.00	111,252.54	39%	J
PROCUREMENT	55,685.39	-	55,685.39	143,200.00	87,514.61	39%	J
PUBLICTOILET	79,941.36	533.90	80,475.26	258,900.00	178,424.74	31%	J
QUARRY	18,448.67	-	18,448.67	129,400.00	110,951.33	14%	J
REGIONALROADS	451,897.45	69,859.58	521,757.03	1,205,700.00	683,942.97	43%	J
REGULATORYSERVICE	88,553.28	-	88,553.28	274,200.00	185,646.72	32%	J
RISKMANAGEMENT	399,961.78	6,500.00	406,461.78	382,700.00	- 23,761.78	106%	J	Insurance paid for 2023
SALEYARD	60,432.12	8.92	60,441.04	315,300.00	254,858.96	19%	J
SEWERMANAGEMENT	18,119.11	2,500.00	20,619.11	931,961.00	911,341.89	2%	J
SPORTINGGROUND	96,575.98	1,730.00	98,305.98	561,400.00	463,094.02	18%	J
SPORTSTADIUM	25,588.82	-	25,588.82	98,400.00	72,811.18	26%	J
STATEROADS	430,877.00	45,290.42	476,167.42	2,550,000.00	2,073,832.58	19%	J
STORMWATER	-	-	-	187,000.00	187,000.00	0%	K	Finance to review
SWIMMINGPOOL	392,617.39	3,412.54	396,029.93	1,286,204.00	890,174.07	31%	J
TOURISMECODEVELOP	137,147.05	9.81	137,156.86	471,500.00	334,343.14	29%	J
TOWNVILLAGESTREET	802,870.87	8,462.27	811,333.14	3,040,809.00	2,229,475.86	27%	J
TRANSFERSTATION	172,850.64	-	172,850.64	590,600.00	417,749.36	29%	J
VISITORINFORMATION	55,639.19	869.02	56,508.21	166,000.00	109,491.79	34%	J
WASTECOLLECTION	181,862.01	-	181,862.01	1,161,900.00	980,037.99	16%	J
WATERMANAGEMENT	246,874.79	219,944.76	466,819.55	916,700.00	449,880.45	51%	K	Finance to review
WORKHEALTHSAFETY	315,580.96	32.28	315,613.24	1,220,000.00	904,386.76	26%	J
DEPRECIATION			3,202,000				J
TOTAL	11,139,904	808,520	15,150,424	40,036,529	28,088,105	30%	J

Capital Finance Update

Asset Class	Total YTD	Current Budget	Budget Remain $	Budget Spent %	Performance	Notes
BRIDGES	716,396.18	1,188,939.00	472,542.82	60%	J
BUILDING	367,964.88	1,133,231.00	765,266.12	32%	J
LAND	53,957.58	175,000.00	121,042.42	31%	J
PLANT	627,674.08	718,434.00	90,759.92	87%	J	Moratorium on plant replacement for 2022/23
POOLS	2,321.50	439,915.00	437,593.50	1%	K	Review of Underspend required
RECREATION	381,565.18	2,190,237.00	1,808,671.82	17%	J
ROADS	819,852.22	7,994,887.00	7,175,034.78	10%	K	Review of Underspend required
SEWER	276,855.67	3,200,000.00	2,923,144.33	9%	K	Review of Underspend required
STRUCTURE	2,052.15	1,128,000.00	1,125,947.85	0%	K	Review of Underspend required
WATER	33,092.81	3,395,023.00	3,361,930.19	1%	K	Review of Underspend required
Grand Total	3,281,732.25	21,563,666.00	18,281,933.75	15%

Ordinary Council Meeting Agenda

22 November 2022

8.4 Development, Building and Compliance

8.4.1 Development Applications Approved October 2022

DOCUMENT NUMBER

380885

REPORTING OFFICER

Sally Atkinson, Environmental Health Officer

AUTHORISING OFFICER

Paul Woods, Acting Deputy General Manager - CCD

RELEVANCE TO COMMUNITY STRATEGIC PLAN

3. Protected and enhanced environment

3.1 A natural environment is valued and protected

FINANCIAL IMPLICATIONS

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

The information on Development Applications approved in October 2022, be received and noted.

Introduction

The Development Applications approved in October 2022 Report, is submitted for the information of Council regarding development applications processed.

Discussion

The following development applications were approved by Cootamundra-Gundagai Regional Council in October 2022.

APP. NO.	PROPOSED DEVELOPMENT	PROPERTY DESCRIPTION
10.2022.122.1	Proposed New Deck	Lot 13 DP1092831 Old Cootamundra Road, Cootamundra
10.2022.136.1	Proposed Use – Alterations to Existing Dwelling	Lot 1 DP1083214 Old Cootamundra Road, Cootamundra
10.2022.121.1	Proposed New Shed	Lot 11 DP1092831 Old Cootamundra Road, Cootamundra
10.2022.120.1	Proposed New Transportable Dwelling	Lot 23 DP872049 Tarrabandra Road, South Gundagai
10.2022.114.1	Proposed Alterations & Additions to Existing Dwelling	Lot 1 DP219961 Reno Road, Gundagai
10.2022.113.1	Proposed Alterations & Additions to Existing Dwelling	Lot 6 Sec 2 DP758915 Tumut Street, Gundagai
10.2022.102.1	Proposed New Dwelling	Lot 271 DP751420 Bethungra Road, Nangus
10.2022.96.1	Proposed 2 x Lot Rural Residential Subdivision	Lot 453 DP753601 Netherleigh Lane, Cootamundra
10.2022.45.1	Proposed Earthworks/Change in Levels	Lot 1 DP110272 Hanley Lane, Gundagai
18.2022.17.1	New Swimming Pool	Lot 201 DP1182797 Nangus Road, Gundagai
18.2022.14.1	Proposed New Shed	Lot 23 DP1270489 Oliver Selwyn Drive, Cootamundra
18.2022.13.1	New Swimming Pool	Lot 84 DP753620 Berthong Street, Wallendbeen
18.2022.12.1	New Swimming Pool	Lot 2 DP612148 Mount Street, South Gundagai
VALUE OF WORK REPORTED TO THIS MEETING:			$ 1,494,455.00
VALUE OF WORK REPORTED FINANCIAL YEAR TO DATE			$ 9,751,139.00
THIS TIME LAST YEAR:
VALUE OF WORK – OCTOBER 2021			$ 4,316,625.00
VALUE OF WORK – YTD 2021			$ 31,197,549.00

Financial

The value of approved applications is less than the same period last year, however this is something that is outside of the control of Council.

Ordinary Council Meeting Agenda

22 November 2022

8.7 Civil Works

8.7.1 Civil Works and Technical Services Report - October 2022

DOCUMENT NUMBER

380199

REPORTING OFFICER

Julie Buckley, Operations Support Officer

AUTHORISING OFFICER

Mark Ellis, Manager Civil Works

RELEVANCE TO COMMUNITY STRATEGIC PLAN

5. Integrated and accessible region

5.2 Easily accessible from major cities and other regional towns

FINANCIAL IMPLICATIONS

There are no Financial implications associated with this report.

LEGISLATIVE IMPLICATIONS

There are no Legislative implications associated with this report.

POLICY IMPLICATIONS

There are no Policy implications associated with this report.

ATTACHMENTS

Nil

Recommendation

The Civil Works and Technical Services Report for the month of October 2022 be noted.

Introduction

The Civil Works and Technical Services Report for the month of October 2022 is submitted for the information of Council and the community.

Discussion

Fixing Local Roads Projects:

Limited work has been achievable on both Brawlin Road (Cootamundra) and Warralong Roads (Cootamundra) due to the continual wet conditions.

Most of the gas services have now been replaced in Cooper Lane, Cootamundra. Box culverts have been delivered for the Salt Clay Lane (Cootamundra) reconstruction and pipes delivered for the next stage of the Old Gundagai (Cootamundra) road works.

Local Roads & Community Infrastructure (LRCI) Program:

The new footpath along Sutton Street (Cootamundra) between Muttama Creek and Hurley Street should be completed by early November.

State Roads:

Repair works are ongoing on the Olympic Highway north of Cootamundra. Due to continual wet weather a couple of short sections of road are under speed restrictions and traffic control. Council is awaiting confirmation with Transport for NSW about pending pavement designs for the repairs to these sections of roadway.

Bridge Renewal Program:

Abutment works have been completed on the Brawlin Road Bridge.

Department of Primary Industries approval and designs have been obtained for two bridges on Lucerndale Road, Tumblong.

Flood Event – 31 October 2022

Over 100 properties (including Council assets) were impacted by the with flood waters, that raged down Muttama Creek (Cootamundra) after the heavy rainfall that fell across the Muttama Creek and Jindalee Creek catchments areas on Monday afternoon. Reports of 50mm or more of rain was recorded in the area, causing a flash flood. The waters rose quickly with residents in low lying areas around Muttama Creek in Cootamundra being evacuated from their homes late on Monday night.

All rivers, creeks and streams in the Local Government Area rose very quickly with flash flooding occurring resulting in numerous roads and bridges being closed across the whole Council area.

Council staff have worked tirelessly since this event, not only doing Council work but some are also volunteers with emergency services. Many worked through the night on Monday night, rescuing people, providing assistance at evacuation centres, and implementing and advising traffic at road closures, along with those who were taking calls and directing assistance.

Road conditions in the Local Government Area are in varying states of degradation and have been eroded considerably. Once a full evaluation of inspections has been compiled Council will endeavour to undertake repairs. Council is anticipating another natural disaster declaration for this specific event, or the existing natural disaster event (AGRN1034) declared on 14 September 2022 will be extended. Property damage to Council buildings will be dealt with through our insurances. Funding for the road and bridge repairs will be sought through Transport for New South Wales, however, the claims process is expected to take 6 – 12 months and urgent repair works will be undertaken in the meantime.

Local groups including primary producers, transport operators, small businesses, not for profits and sporting clubs who were impacted by the flooding are encouraged to apply to the NSW government under this declaration. Varying amounts are available, up to $130,000 depending on the applicant.

General Works:

Maintenance Grading has been completed on Hopewood Road (Gundagai) and Brawlin Springs Road (Gundagai).

Patching crews continue to patch and repair roads as conditions permit. The continual wet weather not only create problems with product adhering to the damaged road surface, but wet weather limits the works due to rain as well as safety when working on wet roads.

Table drain cleaning is underway on the Olympic Highway north of Cootamundra. This work was prioritised by Transport for NSW in order to clean and reshape the table drains to assist with better pavement drainage.

Stabilisation works have been undertaken on various sections along Muttama Road.

Slashing and roadside spaying has been undertaken on various roads but not limited to Muttama Road, Nangus Road, Gobarralong Road, Adelong Road, Brungle Road and in towns/villages around the whole Local Government area.

Financial

Projects funded from various funding sources, as noted above.

Maintenance works funded from the General Fund.

Ordinary Council Meeting Agenda

22 November 2022

8.9 Facilities

8.9.1 Flood Recovery

DOCUMENT NUMBER

380879

REPORTING OFFICER

Andrew Brock, Manager Facilities

AUTHORISING OFFICER

Matt Stubbs, Deputy General Manager - Operations

RELEVANCE TO COMMUNITY STRATEGIC PLAN

4. Collaborative and progressive leadership

4.3 Actively engaged and supportive community

FINANCIAL IMPLICATIONS

There are no Financial implications associated with this report.

LEGISLATIVE IMPLICATIONS

There are no Legislative implications associated with this report.

POLICY IMPLICATIONS

There are no Policy implications associated with this report.

ATTACHMENTS

Nil

Recommendation

The Flood Recovery report, be received and noted.

Introduction

On the 31^{st of} October 2022 Cootamundra-Gundagai Regional Council area was impacted by a major flooding event, which included flash flooding in Cootamundra. This report will discuss the impact this has had on our community and the actions Council is currently undertaking.

This report has been prepared to provide information to our community and council in relation to the flood recovery process.

Discussion

Monday evening, council was called into action to start closing roads throughout its road network after several days of significant rainfall. This event had resources stretched throughout the Local Government Area (LGA) and staff worked tirelessly to keep people safe, and road networks closed where needed.

As the conditions worsened and the impact of flood waters were realised, an Emergency Operations Centre was opened in Harden and attended by our Local Emergency Management Officer (LEMO) to help co-ordinate an appropriate response. Emergency Services were activated, and further resources were called upon from our neighbouring towns. Cootamundra was impacted by a flash flood with the urgency to evacuate residents throughout the township. Emergency centres were opened in several locations to accommodate residents and pets. A total of 95 residents were evacuated to the 3 centres around town. Once again, staff, councillors and volunteers assisted with looking after affected residents during this event.

Once water receded, staff began organising for skip bins to be placed in strategic locations to allow the community to start the clean-up process. Staff and volunteer groups have been working to assist residents to remove flood affected material. Council has been working closely with Resilience NSW and other agencies to offer any assistance possible.

A door knock was undertaken to talk with residents whose properties were uninhabitable and to help where required. There is a mix of residential, business and sporting clubs who have been affected and with council running a registration process, we have been able to capture more information on the full scale of damaged areas.

Council recently organised a Recovery Assistance Point in the Civic Hall, Cootamundra. This was well received, with 86 people stopping in for legal advice, financial and Red Cross assistance. Council staff were onsite to take registrations and hear individual’s stories and obtain a better understanding of resident’s needs.

· Service NSW

· Services Australia

· Rural financial counselling service

· Legal Aid

· Red Cross

· Rural Adversity Mento Health Program (Sat only)

· Resilience NSW

· CGRC

Council and Resilience NSW are working towards having several mobile drop-in sessions at the villages and Gundagai within the next 2 weeks to try and capture rural properties who have been affected. Discussions have been underway with Blaze aid to assist both residents and rural farmers to undertake clean-up works and fencing. We are awaiting a confirmed date for them to arrive in town and set-up at the Cootamundra Showground.

To provide a snapshot of the damaged assessed by SES and FRNSW in the Rapid Assessment process, there are 22 homes uninhabitable in the initial assessment. There is a mix of insured and uninsured within these totals and assistance is being offered to the families.

Councils’ roads, bridges, causeways, sporting fields and facilities have all been impacted and are currently being assessed to tally the value of damage incurred. Crews have been working to remove debris and make safe these areas, to allow people to carry out their day-to-day activities, as quickly as possible.

Media releases are continuing to be sent out, as new information on funding or health warnings are provided to Council.

Further updates will be provided as works progress.

RESPONSIBILITY	COMMENT	ARIC COMMENT
4.1 Review whether management has in place a current and comprehensive risk management framework and associated procedures for effective identification and management of business and financial risk including fraud.	A Fraud Control Plan was adopted by Council on 27 August 2019 following consideration by the ARIC in July 2019. The plan was due for review in August 2021. We noted initial workshop training in 2019, but did not sight any evidence that the Plan had been effectively implemented and monitored. We also noted that the induction program for new staff made no mention of the Fraud Control Plan. With regard to “financial risk” we noted that there had been no oversight of the budget preparation and reporting framework or consideration of Council’s financial sustainability during a period when Council was incurring significant operating deficits and capital project over expenditures.	Noted. CGRC has an ERM and a Fraud Control Plan. They are to be reviewed and reported in due course. CGRC Council had a revolving door of finance staff and were not in a position to provide information in a timely manner to not only the ARIC, but the Audit Office and the OLG. Extensions of time were applied for and provided. Currently it is not the position of the ARIC to change the decisions and direction of the Elected Council.
4.1 Review whether a sound and effective approach has been followed in developing strategic risk management plans for the major projects or undertakings.	Enterprise Risk Management (ERM) Policy and Plan was approved by the General Manager in May 2021 after consideration by the ARIC in March 2021. (The minutes of this ARIC Meeting were not tabled at a subsequent Council Meeting). The ERM Plan requires that Mangers develop appropriate Risk Registers and observe relevant reporting guidelines. Our discussions with Managers indicate that this program has not been implemented. Under the Policy, the ARIC is required to review and report on the level of compliance with the ERM.	Noted and will be followed up. Also noting that at the time of writing the Finch Report, there have only been 3 meetings since consideration by Council. This time has included the termination of the General Manager and the placement of two Interim GM’s into this position.
4.2 Review whether management has in place relevant policies and procedures, and these are periodically reviewed and updated. Progressively review whether appropriate processes are in place to assess whether policies and procedures are complied with.	Many policies are overdue for review and in some cases the policies have not been effectively implemented.	All Councils have a responsibility to consider all policies during the term of a Council. We are currently in the first term of a new Council. The ARIC has now asked for a schedule of all policies and a date of last review. The policy review topic occurred for the Audit Alliance

REPORTING OFFICER	Teresa Breslin, Acting EA to Mayor and General Manager
AUTHORISING OFFICER	Les McMahon, Interim 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 18 October 2022

DOCUMENT NUMBER	380697
AUTHORISING OFFICER	Charlie Sheahan, Mayor
REPORTING OFFICER	Charlie Sheahan, Mayor
ATTACHMENTS	Nil

DOCUMENT NUMBER	380884
AUTHORISING OFFICER	Charlie Sheahan, Mayor
REPORTING OFFICER	Charlie Sheahan, Mayor
ATTACHMENTS	1. One Organisation Letter from Chairman of REROC/JO ⇩