Agenda of Ordinary Council Meeting - Tuesday, 24 October 2023

Ordinary Council Meeting Minutes

26 September 2023

MINUTES OF Cootamundra-Gundagai Regional Council
Ordinary Council Meeting
HELD AT THE Council Chambers, Gundagai
ON Tuesday, 26 September 2023 AT 6:00PM

PRESENT: Cr Charlie Sheahan (Mayor), Cr Leigh Bowden (Deputy Mayor), Cr Les Boyd, Cr Logan Collins, Cr Trevor Glover, Cr David Graham, Cr Gil Kelly, Cr Penny Nicholson and Cr Abb McAlister via MS-Teams

IN ATTENDANCE: Steve McGrath (Interim General Manager), Paul Woods (Interim Deputy General Manager - CCD), Matt Stubbs (Deputy General Manager - Operations), Linda Wiles (Manager Business), 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

3.1 Apologies

Nil

3.2 Leave of Absence

Nil

4 Disclosures of Interest

Nil

5 Confirmation of Minutes

5.1 Minutes of the Ordinary Meeting of Council held on Tuesday 22 August 2023

Resolution 227/2023

Moved: Cr Logan Collins

Seconded: Cr Trevor Glover

1. The Minutes of the Ordinary Meeting of Council held on Tuesday 22 August 2023 be confirmed as a true and correct record of the meeting.

2. The Confidential Minutes of the Ordinary Meeting of Council held on Tuesday 22 August 2023 be confirmed as a true and correct record of the meeting.

Carried

6 Mayoral Minutes

6.1 Mayoral Minute - Councillor Engagement

Resolution 228/2023

Moved: Cr Charlie Sheahan

The information in the Councillor Engagements Mayoral Minute be received and noted.

Carried

Please note amendments to Councillor engagements:

Business Cootamundra Board Meeting did not take place, therefore Cr Bowden did not attend.

Additional engagements were undertaken by several councillors and will be present in the October Council Meeting report.

Mayoral Minute - Neil Para

Resolution 229/2023

Moved: Cr Charlie Sheahan

The information in the Neil Para Mayoral Minute be received and noted.

Carried

7 Reports from Committees

Nil

8 General Manager’s Report

8.1 General Manager Office

8.1.1 Election of the Mayor - September 2023 - September 2024

Resolution 230/2023

Moved: Cr Logan Collins

Seconded: Cr Leigh Bowden

1. If more than one nomination is received, Council determine the method of electing the Mayor as open voting.

2. The election of the Mayor for the period 26 September 2023 to 14 September 2024 proceed.

3. Council determine to elect a Deputy Mayor.

Carried

8.1.2 Election of the Deputy Mayor September 2023 - September 2024

Resolution 231/2023

Moved: Cr Logan Collins

Seconded: Cr Leigh Bowden

1. The election of the Deputy Mayor for the period 26 September 2023 to 14 September 2024 proceed.

2. If more than one nomination is received, Council determine the method of electing the Deputy Mayor as open voting.

Carried

The returning officer then assumed control of the election process as follows:

Mayor

The returning officer advised that one nomination for the position of Mayor had been received and declared Councillor Charlie Sheahan elected as Mayor for the period 26 September 2023 to 14 September 2024.

Deputy Mayor

The returning officer advised that three nominations were received for the position of Deputy Mayor, namely Cr Abb McAlister, Cr Leigh Bowden and Cr Gil Kelly.

Cr Bowden indicated her desire to withdraw her nomination for Deputy Mayor thus leaving 2 candidates.

A ballot was then conducted by way of open voting resulting in Councillor Kelly receiving 5 votes and Councillor McAlister receiving 4 votes.

As a result of the ballot the returning officer declared Cr Gil Kelly elected as Deputy Mayor for the period 26 September 2023 to 14 September 2024.

8.1.3 Riverina Eastern Regional Organisation of Councils (REROC) Updated Constitution

Resolution 232/2023

Moved: Cr David Graham

Seconded: Cr Leigh Bowden

That Cootamundra-Gundagai Regional Council resolve to advise the Riverina Eastern Regional Organisation of Councils that it supports the updated Riverina Eastern Regional Organisation of Councils Constitution.

Carried

8.1.4 Riverina Eastern Regional Organisation of Councils (REROC) Meeting Minutes

Resolution 233/2023

Moved: Cr David Graham

Seconded: Cr Trevor Glover

The draft Minutes of the Riverina Eastern Regional Organisation of Councils (REROC) Board Meeting held on 25 August 2023, attached to the report, be received and noted.

Carried

8.2 Business

8.2.1 Draft Model Asbestos Policy

Resolution 234/2023

Moved: Cr Penny Nicholson

Seconded: Cr Gil Kelly

The Draft Model Asbestos Policy, attached to the report, be adopted.

Carried

8.2.2 Draft Workplace Surveillance Policy

Resolution 235/2023

Moved: Cr Penny Nicholson

Seconded: Cr Les Boyd

The Draft Workplace Surveillance Policy attached to the report, be adopted.

Carried

8.2.3 Cootamundra Heritage Centre Management Committee s.355 Meeting Minutes

Resolution 236/2023

Moved: Cr Leigh Bowden

Seconded: Cr Les Boyd

The Minutes of the Cootamundra Heritage Centre s.355 Committee Meetings held 7 August 2023 and 4 September 2023, attached to the report, be received and noted.

Carried

8.2.4 The Arts Centre Cootamundra s.355 Committee Ordinary Meeting Minutes, AGM Minutes and Membership

Resolution 237/2023

Moved: Cr Leigh Bowden

Seconded: Cr Gil Kelly

1. The Minutes of the Ordinary meeting held 15 August 2023 and the Minutes of the Annual General Meeting (AGM) held 20 July 2023 of The Arts Centre Cootamundra s.355 Committee, attached to the report, be received and noted.

2. The office bearers and membership of The Arts Centre Cootamundra s.355 Committee as detailed in the report and attached AGM minutes, be endorsed.

Carried

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

Resolution 238/2023

Moved: Cr Gil Kelly

Seconded: Cr Les Boyd

The Minutes of the Stockinbingal Ellwood’s Hall s.355 Committee Meetings held on 9 August 2023, 11 August 2023 and 31 August, 2023 attached to the report, be received and noted.

Carried

8.2.6 Muttama Hall Management s.355 Committee Meeting Minutes

Resolution 239/2023

Moved: Cr Trevor Glover

Seconded: Cr David Graham

The Minutes of the Muttama Hall Management s.355 Committee Meetings held, 13 September 2023, attached to the report, be received and noted.

Carried

8.3 Finance

8.3.1 Investment Report - August 2023

Resolution 240/2023

Moved: Cr Penny Nicholson

Seconded: Cr David Graham

The report detailing Council Cash and Investments as at 31 August 2023, be received and noted.

Carried

8.4 Sustainable Development

Nil

8.5 Engineering Cootamundra

8.5.1 CGRC Engineering Report - September 2023

Resolution 241/2023

Moved: Cr Logan Collins

Seconded: Cr David Graham

The CGRC Engineering Report for the month of September 2023 be noted.

Carried

8.6 Engineering Gundagai

8.6.1 Plant Replacement Program - Smooth Drum Roller

Resolution 242/2023

Moved: Cr Trevor Glover

Seconded: Cr David Graham

1. Council, endorse the sale of Plant 2308, a 2008 Bomag Twin Smooth Drum Roller, model BW120AD-4 to the Gundagai District Cricket Association for the value detailed in the attached letter.

2. Council delegate the authority to dispose of the 2008 Bomag Twin Smooth Drum Roller, identified in the attached letter, to the General Manager, under Section 377(1)h of the Local Government Act 1993.

Carried

8.6.2 National Local Roads, Transport and Infrastructure Congress

Resolution 243/2023

Moved: Cr David Graham

Seconded: Cr Logan Collins

1. The National Local Roads, Transport and Infrastructure Congress report be received and noted.

2. Correspondence be sent to Australian Local Government Association (ALGA) requesting they focus on roads and road safety at the congress.

Carried

8.7 Regional Services Gundagai

8.7.1 Regional Services Gundagai Works Report for September 2023

Resolution 244/2023

Moved: Cr David Graham

Seconded: Cr Trevor Glover

The Regional Services Gundagai Report for September 2023 be received and noted.

Carried

8.8 Regional Services Cootamundra

8.8.1 Proposed Muttama Creek Parkland Master Plan

Resolution 245/2023

Moved: Cr Leigh Bowden

Seconded: Cr Les Boyd

1. The Muttama Creek Parkland Master Plan report be received and noted.

2. Council commence the investigation of funding opportunities for the creation of a master plan for Muttama Creek in the 2023/2024 Financial Year.

3. Include in its Operational Plan to seek funding for the development of a Parkland/Environment Master and Management Plan for Muttama Creek.

4. Council extends the area to be incorporated into the Muttama Creek Corridor Master Plan from Temora Street to Lloyd Conkey Avenue, Cootamundra.

Carried

8.8.2 Regional Services Monthly Works Report for August 2023

Resolution 246/2023

Moved: Cr Gil Kelly

Seconded: Cr Logan Collins

The Cootamundra Regional Services Department, Monthly Works Report be received and noted.

Carried

9 Motion of which Notice has been Given

9.1 Notice of Motion - Request for meeting between CGRC and Minister for Local Governement, the Hon Ron Hoenig MP

Resolution 247/2023

Moved: Cr Penny Nicholson

Seconded: Cr Leigh Bowden

Council contacts the Office of Local Government Minister the Hon Ron Hoenig MP, to request a meeting, to be scheduled as soon as possible, at the Ministers office, between available CGRC Councillors and the Minister to discuss the urgency surrounding the de-merger of CGRC and the implications of the delay.

Carried

9.2 Notice of Motion - Allocation of funding for Christmas Events

Resolution 248/2023

Moved: Cr Leigh Bowden

Seconded: Cr Penny Nicholson

1. That Council allocates up to $10,000 each to Cootamundra and Gundagai to assist in facilitating Christmas celebrations in both towns.

2. The $20,000 be allocated from Tourism and Economic Development Budget, which includes the $30,000 Business Cootamundra budget previously allocated.

3. Subject to expression of interest (EOI) reported back to council, for Cootamundra allocation.

Carried

Please note the Notice of Motion – Allocation of funding for Christmas events was jointly submitted by Cr Leigh Bowden and Cr Penny Nicholson.

9.3 Notice of Motion - Allocation of funding for difibrillators

Resolution 249/2023

Moved: Cr Gil Kelly

Seconded: Cr Penny Nicholson

That Council apply for funding through the Local Sport Defibrillator Grant Program to support the purchase of several defibrillators to be placed in strategic locations, throughout our communities with locations to be determined.

Carried

10 Questions with Notice

Nil

11 Confidential Items

11.1 Closed Council Report

Resolution 250/2023

Moved: Cr Leigh Bowden

Seconded: Cr Penny Nicholson

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

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

Carried

Resumption of Open Council Meeting

Resolution 252/2023

Moved: Cr Gil Kelly

Seconded: Cr Penny Nicholson

The Open Council meeting resume.

Carried

Announcement of Closed Council Resolutions

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

11.2 Annie Pyers Drive - Tender

Resolution 251/2023

Moved: Cr Gil Kelly

Seconded: Cr Trevor Glover

1. Council accepts the tender from JSC Pty Ltd for the contract price specified within this report.

2. Council notes and endorses the financial implications within this report.

Carried

The Meeting closed at 7:02pm.

The minutes of this meeting were confirmed at the Ordinary Council Meeting held on 24 October 2023.


CHAIRPERSON	GENERAL MANAGER

Ordinary Council Meeting Agenda

24 October 2023

8.2.4 Tabling of Pecuniary Interest Returns

DOCUMENT NUMBER

400086

REPORTING OFFICER

Anne Chamberlain, Governance Officer

AUTHORISING OFFICER

Paul Woods, Interim Deputy General Manager - CCD

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

In accordance with Section 449 Local Government Act, 1993.

POLICY IMPLICATIONS

To comply with the Code of Conduct.

ATTACHMENTS

Nil

Recommendation

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

Introduction

The Code of Conduct specifies that Councillors and designated persons must make and lodge with the general manager a return, disclosing the designated person’s or Councillors interests within 3 months after:

(a) becoming a designated person or Councillor, and

(b) 30 June of each year, and

(c) the designated person or Councillor becoming aware of an interest they are required to disclose under schedule 1 that has not been previously disclosed in a return lodged under paragraphs (a) or (b).

Returns required to be lodged with the general manager under (a) and (b) must be tabled at the first meeting of the council after the last day the return is required to be lodged.

Returns required to be lodged with the general manager under clause (c) must be tabled at the next council meeting after the return is lodged.

Discussion

Annual pecuniary interest returns from Councillors and designated persons for the period 1July 2022 to 30 June 2023 are tabled.

Pecuniary interest return from new designated staff as of 31 July 2023, is tabled.

Designated person	Position	Latest return on file
Charlie Sheahan	Mayor	Annual - 2022/2023
Gil Kelly	Deputy Mayor	Annual - 2022/2023
Trevor Glover	Councillor	Annual - 2022/2023
Abb McAlister	Councillor	Annual - 2022/2023
Logan Collins	Councillor	Annual - 2022/2023
Leigh Bowden	Councillor	Annual - 2022/2023
David Graham	Councillor	Annual - 2022/2023
Penny Nicholson	Councillor	Annual - 2022/2023
Les Boyd	Councillor	Annual - 2022/2023
Steve McGrath	Interim General Manager	Annual – 2022/2023
Paul Woods	Interim Deputy General Manager	Annual – 2022/2023
Matt Stubbs	Deputy General Manager - Operations	Annual - 2022/2023
Linda Wiles	Manager Business	Annual – 2022/2023
Stephen Targett	Manager Engineering - Gundagai	Annual - 2022/2023
Mark Ellis	Manager Engineering - Cootamundra	Annual - 2022/2023
Wayne Bennett	Manager Regional Services - Cootamundra	Annual - 2022/2023
Andrew Brock	Manager Regional Services - Gundagai	Annual - 2022/2023
Nicole Godber	Ranger/ Regulatory Officer	Annual - 2022/2023
Nathan Campbell	Ranger	Annual - 2022/2023
Andrew Wiegold	Ranger	Annual - 2022/2023
Tim Myers	Cemetery Attendant – Ranger Duties	Annual – 2022/2023
Stuart Moorby	Open Space Supervisor – Ranger Duties	Annual – 2022/2023
Jacob Tiernan	Parks and Gardens Attendant – Ranger Duties	Annual – 2022/2023
Luke Izzard	Environmental Health and Building Surveyor	Annual - 2022/2023
Lauren Dawes	Senior Building Surveyor	Annual – 2022/2023
Sally Atkinson	Environmental Health Officer	Annual - 2022/2023
Craig Perrin	Town Planner	Annual - 2022/2023
Laura Schweiger	Town Planner (PPT)	Annual - 2022/2023
James Dawes	Trainee Building Surveyor	Annual – 2022/2023
Maddison Gunter	Town Planner	Annual – 2022/2023
Zac Mahon	Manager Finance	Annual – 2022/2023
Michael Mason	Interim Manager Sustainable Development	New Designated Officer

The code of conduct specifies that a person need not make and lodge a return if they made and lodged a return in the preceding 3 months, or if they have ceased to be a designated person in the preceding 3 months.

Financial

There are no financial implications associated with this report.

OLG 23a Guideline consideration

The report purpose does not conflict with guidelines.

Ordinary Council Meeting Agenda

24 October 2023

8.3 Finance

8.3.1 Lodgement of Financial Statements

DOCUMENT NUMBER

400347

REPORTING OFFICER

Zac Mahon, Manager Finance

AUTHORISING OFFICER

Paul Woods, Interim Deputy General Manager - CCD

RELEVANCE TO COMMUNITY STRATEGIC PLAN

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

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

FINANCIAL IMPLICATIONS

There are no Financial implications associated with this report.

LEGISLATIVE IMPLICATIONS

To comply with section 413 of the Local Government Act, 1993.

POLICY IMPLICATIONS

Accounting Policies are detailed within the Financial Statements.

ATTACHMENTS

1. 2023 CGRC Draft Financial Statements ⇩

Recommendation

1. The Mayor, Deputy Mayor, Interim General Manager and Responsible Accounting Officer be delegated to sign the Statements by Council and Management for the 2023 General Purpose Financial Statements and 2023 Special Purpose Financial Statements for Cootamundra-Gundagai Regional Council.

2. The Interim General Manager be authorised to lodge the 2023 General Purpose Financial Statements and 2023 Special Purpose Financial Statements for Cootamundra-Gundagai Regional Council to the NSW Office of Local Government.

3. The normalised income statement and sustainable budget result be received and noted.

Introduction

The NSW Audit Office has completed the audit of the 2022/23 Financial Statements.

Discussion

To finalise the audit process and as per legislation, Council is required to delegate the signing of the Statements by Council and Management and authorise the General Manager to lodge the financial statements with the NSW Office of Local Government (OLG).

The financial statements will then be lodged with the OLG before the deadline of 31 October 2023.

At the 28 November 2023 Council Meeting, the Audited Financial Statements and the Auditors Report will be presented to Council, with Mr Brad Bohun, Partner from Crowe Australia (Council’s External Auditor) being present. Public notice will be given on, and the Audited statements will be available for public exhibition on Council’s website from, 31 October 2023 as per legislative requirements.

Normalised Income Statement

The normalised result is presented in the table below, with notes to provide further information. The normalised result statement has been presented to remove the effect of abnormal events/transactions.

Income Statement	2023 Revised Final Budget	2023 Actual	Notes	Adjustment	Normalised
Income from continuing operations	$’000s	$’000s		$’000s	$’000s
Rates & Annual Charges	15,035	18,443	1a		18,443
User Charges & Fees	7,895	12,356	1b	(3,895)	8,461
Other Revenues	2,948	919	1a		919
Grants & Contributions provided for Operating Purposes	12,554	15,805	2a 2b	(2,108) (2,837)	10,860
Grants & Contributions provided for Capital Purposes	5,015	7,357			7,357
Interest & Investment Income	730	861			861
Other Income	-	208	3		208
Total Income from continuing operations	44,177	55,949			47,109
Expenses from continuing operations
Employee Benefits & Oncosts	12,515	14,124	2b 1b	(737) (1,186)	12,201
Materials & Services	15,250	24,189	2b 1b 2c	(2,100) (2,514) (2,080)	17,495
Borrowing Costs	183	317	4		317
Depreciation, amortization & impairment of non-financial assets	10,536	12,149	5		12,149
Other Expenses	1,488	1,470			1,470
Net loss from the disposal of assets	-	122			122
Total expenses from continuing operations	40,172	52,371			43,754
Net Operating Result for Year – Surplus/(Deficit)	4,005	3,578			3,355

Notes: Net Operating Result for Year was impacted by the following abnormal events/transactions:

1a – The budget and the financial statements categorized income differently between rates and annual charges and other revenues. The finance department is working to streamline the process and ensure consistency between the budget, how authority is setup and how the statements need to be presented to meet the accounting standards.

1b – The state roads ordered works income was 3.895m higher than budgeted for with a corresponding adjustment of 3.7m made to expenditure.

2a – A reducing adjustment of 2.108m has been made to normalize the value of the Financial Assistance Grant, the Council received 8.275m but only 6.167m was applicable to the 2023 financial year.

2b - An adjustment of 2.837m has been made to operational grant income to recognize unexpected grants council received during the year for flood damage and road repairs that are once off in nature, a corresponding adjustment has been made to recognize the expenses council has made to complete these projects, meaning the overall adjustment is zero.

2c – An adjustment of 2,080m has been made to expenditure to recognize an adjustment to the contract asset that is attributable to prior years.

3 – This discrepancy between the budget and actual is due to a code change has led to rental income being considered as other income rather than other revenues. An adjustment will be made to the current budget to ensure that this is streamlined.

4 & 5 – Council is required to recognize a tip remediation provision annually; this wasn’t included in the original budget or subsequent quarterly budget reviews. To recognize the provision at 30 June 2023 567k was added to depreciation and 143k was added to borrowing costs. If these costs were added to the March QBR the forecasted result would have been 3.294m surplus leading to a variance of 61k after normalizing the budget for 2023.

Sustainable Budget Result

The sustainable budget result, below, has been developed to demonstrate how Council has performed in regard to fiscal, funding and sustainability budget results.

	Operating Activities ($'000)	Capital Activities ($'000)	Net Result ($'000)

1 . FISCAL BUDGET RESULT

Operating Revenues	55,949
Operating Expenses (Incl Dep)	52,371
Operating Result	3,578	0	3,578
add back
Depreciation Expense	12,149
P&L on Sale	122

Capex Program (Expenditure)		9,398
Loan Repayments		1,315
Asset Sales/Trade Ins (ongoing)		-134

RESULT Surplus/(Deficit)	15,849	-10,579	5,270

RESULT - A surplus is available for future use as shown below
RESULT - A deficit will need to be funded as shown below
RESULT - A balanced result has no funding implications

	Operating Activities ($'000)	Capital Activities ($'000)	Net Result ($'000)
2. FUNDING BUDGET RESULT

Fiscal Budget Result (Above)	15,849.00	-10,579.00

Internal Reserve Funding
Net Tfr from/(to)		3,754.00

External Reserve Funding
Net Tfr from/(to) External Reserves		6,825.00




RESULT Surplus/(Deficit)	15,849.00	0.00	15,849.00

RESULT - A surplus will increase Available Working Capital
RESULT - A deficit will decrease Available Working Capital
RESULT - A balanced result will leave Available Working Capital unchanged

	Operating Activities ($'000)	Capital Activities ($'000)	Net Result ($'000)
2. SUSTAINABLE BUDGET RESULT

Funding Budget Result (Above)	15,849.00	0.00


RESULT Surplus/(Deficit)	15,849.00	0.00	15,849.00

RESULT - A deficit here indicates Council has not achieved sustainability for the year

OLG 23a Guideline consideration

Report purpose does not conflict with guidelines.

Ordinary Council Meeting Agenda

24 October 2023

8.3.2 Finance Update - Operational Income & Expenditure and Capital Expenditure

DOCUMENT NUMBER

400519

REPORTING OFFICER

Zac Mahon, Manager Finance

AUTHORISING OFFICER

Paul Woods, Interim 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

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 Finance Update report, be received and noted.

Report

The Finance Update has been reviewed and no issues have been detected.

Operations

Income

The operational income is at 41% when comparing actual to budget, with the annual rates already being recognised as income but becoming due and payable quarterly throughout the year. The finance department has budgeted and is recording actuals in preparation of the separation between Gundagai and Cootamundra and reports are being developed to report at this level going forward from the next council meeting.

Expenditure

The Operational expenditure actual spend to budget is at 27%. The Work Order structure has been setup to report expenses separately and the finance department will develop reports that will present the results from the next council meeting.

Capital

Capital expenditure is at 19% of budget as at 30 September 2023. Council is continuing to develop a program of works that will forecast expected capital expenditure to ensure projects are progressing. The Plant & Equipment has not been separated by Cootamundra & Gundagai, I will update and let those responsible under capital know that we need to separate plant between the two budget items depending on what town the asset relates to.

CAPITAL EXPENDITURE to 30 September 2023
ASSET CATEGORY	BUDGET	ACTUAL YTD	CMTS YTD	TOTAL YTD	% SPENT	RESULT
Bridges - Cootamundra	0	0	0	0	0%	J
Bridges - Gundagai	920000	36716	9591	46307	5%	J
Buildings - Cootamundra	1119502	21334	27150	48484	4%	J
Buildings - Gundagai	790067	16149	0	16149	2%	J
Land - Cootamundra	0	9614	48086	57700	0%	J
Land - Gundagai	0	0	0	0	0%	J
Plant & Equipment - Cootamundra	1240378	426405	978937	1405342	113%	K
Plant & Equipment - Gundagai	1240378	0	0	0	0%	K
Cemeteries - Cootamundra	0	0	0	0	0%	J
Cemeteries - Gundagai	80000	0	0	0	0%	J
Recreation - Cootamundra	0	114328	15	114343	0%	J
Recreation - Gundagai	1334805	96012	10659	106670	8%	J
Roads - Cootamundra	2136550	1025478	63019	1088497	51%	J
Roads - Gundagai	4071550	545685	2366	548051	13%	J
Waste - Cootamundra	522000	0	0	0	0%	J
Waste - Gundagai	520000	0	0	0	0%	J
Sewer - Cootamundra	2850000	41113	0	41113	1%	J
Sewer - Gundagai	745000	141827	228715	370543	50%	J
Water - Cootamundra	1240000	10813	6455	17268	1%	J
Water - Gundagai	1584000	0	0	0	0%	J
TOTAL	20394230	2485474	1374993	3860466	19%	J

Financial

There are no financial implications associated with this report.

OLG 23a Guideline consideration

Report purpose does not conflict with guidelines.

Ordinary Council Meeting Agenda

24 October 2023

8.3.3 Restricted Cash Reconciliation

DOCUMENT NUMBER

400517

REPORTING OFFICER

Zac Mahon, Manager Finance

AUTHORISING OFFICER

Paul Woods, Interim 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

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 Restricted Cash Reconciliation report, be received and noted.

Report

The restricted cash figures have been reconciled to 30 September 2023 as shown in the below table.

Internally Restricted Reserves	Bal 30 June 2023	Transfers To	Transfers From	Bal 30 Sep 2023
Aerodrome Bitumen Resurfacing	165,588		0	165,588
Bradman's Birthplace	94,337	0	0	94,337
Cootamundra Caravan Park	172,553	19372	(2,336)	189,949
Heritage Centre	27,181	322	0	27,503
Development - Land & Buildings	1,182,693	0	0	1,182,693
Employee Leave Entitlements	1,774,746	0	0	1,774,746
Financial Assistance Grant	0	0	0	0
Quarries & Pit Restoration	570,207	1,556	0	571,763
Plant Replacement	3,026,533	1,132,859	(718,048)	3,441,344
Saleyards	0	0	(8,231)	0
Swimming Pool Pump & Equipment	0	0	0	0
Cemetery	102,989	27,935	(15,087)	115,837
Southern Phone	586,464	0	(0)	586,464
Waste Management	500,000	0	0	500,000
	8,203,291	1,182,044	(743,702)	8,650,224

Externally Restricted Reserves
Domestic Waste	806,958	501,099	(120,652)	1,187,405
Water Supply	7,462,014	1,115,785	(735,882)	7,841,917
Sewerage Service	5,402,866	819,834	(599,692)	5,623,008
Stormwater Infrastructure Renewal	262,011	31,949	0	293,960
New Council Implementation Fund (2)	0	0	0	0
Developer Contributions	1,037,818	0	0	1,037,818
General Fund Unspent Grants & Contributions	6,665,901	0	(133,471)	6,532,430
	21,637,568	13,072,146	(4,597,108)	22,516,538
TOTALS	29,840,858	20,171,316	(14,677,812)	31,166,766

Restricted Cash Reconciliation

Restricted Cash	31,166,766
Cash at 30 September 2023	30,909,177
Unrestricted Balance	(257,589)
Grant Debtors Outstanding	237,704
Balance	(19,885)

Financial

There are no financial implications associated with this report.

OLG 23a Guideline consideration

Report purpose does not conflict with guidelines.

Ordinary Council Meeting Agenda

24 October 2023

8.4 Sustainable Development

8.4.1 Development Application 2023/100 - 601 Old Cootamundra Road, Cootamundra

DOCUMENT NUMBER

400476

REPORTING OFFICER

Lauren Dawes, Senior Buidling Surveyor

AUTHORISING OFFICER

Paul Woods, Interim Deputy General Manager - CCD

RELEVANCE TO COMMUNITY STRATEGIC PLAN

2. A region for the future

2.3 A region that can accommodate and support strategic growth

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. Development Assessment Report - DA2023/100 - 601 Old Cootamundra Road, Cootamundra ⇩

2. 601 Old Cootamundra Road, Cootamundra - Site Plan 1 ⇩

Recommendation

That Council approve the following development subject to the consent conditions below:

· Application No: DA2023/100

· Property: Lot: 13 DP: 1092831, 601 Old Cootamundra Road, Cootamundra

· Erection of a building and carrying out of works for the purpose of additions and alterations to existing dwelling house and use of land and erection of a building and carrying out of works for the purpose a Secondary Dwelling

General Conditions

Compliance with Building Code of Australia and insurance requirements under Home Building Act 1989

1. It is a condition of a development consent for development that involves building work that the work must be carried out in accordance with the requirements of the Building Code of Australia.

2. It is a condition of a development consent for development that involves residential building work for which a contract of insurance is required under the Home Building Act 1989, Part 6 that a contract of insurance is in force before building work authorised to be carried out by the consent commences.

3. It is a condition of a development consent for a temporary structure used as an entertainment venue that the temporary structure must comply with Part B1 and NSW Part H102 in Volume 1 of the Building Code of Australia.

4. In subsection (1), a reference to the Building Code of Australia is a reference to the Building Code of Australia as in force on the day on which the application for the construction certificate was made.

5. In subsection (3), a reference to the Building Code of Australia is a reference to the Building Code of Australia as in force on the day on which the application for development consent was made.

6. This section does not apply—

a. to the extent to which an exemption from a provision of the Building Code of Australia or a fire safety standard is in force under the Environmental Planning and Assessment (Development Certification and Fire Safety) Regulation 2021, or

b. to the erection of a temporary building, other than a temporary structure to which subsection (3) applies.

Condition reason: Prescribed condition under section 69 of the Environmental Planning and Assessment Regulation 2021.

Erection of signs

1. This section applies to a development consent for development involving building work, subdivision work or demolition work.

2. It is a condition of the development consent that a sign must be erected in a prominent position on a site on which building work, subdivision work or demolition work is being carried out—

a. showing the name, address and telephone number of the principal certifier for the work, and

b. showing the name of the principal contractor, if any, for the building work and a telephone number on which the principal contractor may be contacted outside working hours, and

c. stating that unauthorised entry to the work site is prohibited.

3. The sign must be—

a. maintained while the building work, subdivision work or demolition work is being carried out, and

b. removed when the work has been completed.

4. This section does not apply in relation to—

a. building work, subdivision work or demolition work carried out inside an existing building, if the work does not affect the external walls of the building, or

b. Crown building work certified to comply with the Building Code of Australia under the Act, Part 6.

Condition reason: Prescribed condition under section 70 of the Environmental Planning and Assessment Regulation 2021.

Fulfilment of BASIX commitments

It is a condition of a development consent for the following that each commitment listed in a relevant BASIX certificate is fulfilled—

1. BASIX development,

2. BASIX optional development, if the development application was accompanied by a BASIX certificate.

Condition reason: Prescribed condition under section 75 of the Environmental Planning and Assessment Regulation 2021.

Notification of Home Building Act 1989 requirements

1. This section applies to a development consent for development involving residential building work if the principal certifier is not the council.

2. It is a condition of the development consent that residential building work must not be carried out unless the principal certifier for the development to which the work relates has given the council written notice of the following—

a. for work that requires a principal contractor to be appointed—

i. the name and licence number of the principal contractor, and

ii. the name of the insurer of the work under the Home Building Act 1989, Part 6,

b. for work to be carried out by an owner-builder—

i. the name of the owner-builder, and

ii. if the owner-builder is required to hold an owner-builder permit under the Home Building Act 1989—the number of the owner-builder permit.

3. If the information notified under subsection (2) is no longer correct, it is a condition of the development consent that further work must not be carried out unless the principal certifier has given the council written notice of the updated information.

4. This section does not apply in relation to Crown building work certified to comply with the Building Code of Australia under the Act, Part 6.

Condition reason: Prescribed condition under section 71 of the Environmental Planning and Assessment Regulation 2021.

Approved plans and supporting documentation.

Development must be carried out in accordance with the following approved plans and documents, except where the conditions of this consent expressly require otherwise.

Approved plans
Plan number	Revision number	Plan title	Drawn by	Date of plan
Nil	Nil	Site Plan 1	L. Izzard	12 July 2023
Nil	Nil	Site Plan 2	L. Izzard	12 July 2023
Nil	Nil	Site Plan 3	L. Izzard	undated
Drawing No. 1	Nil	Floor Plan /Elevations	L. Izzard	12 July 2023
Drawing No. 2	Nil	Elevations	L. Izzard	12 July 2023
Drawing No. 3	Nil	Details	L. Izzard	12 July 2023
Drawing No. 4	Nil	Schedule & BASIX Notes	L. Izzard	12 July 2023
Drawing No. 5	Nil	Floor Plan /Elevations	L. Izzard	12 July 2023
Drawing No. 6.	Nil	Section A	L. Izzard	12 July 2023

Approved documents
Document title	Version number	Prepared by	Date of document
BASIX Certificate	A503852	L Izzard	31 July 2023
BASIX Certificate	1410927S	L Izzard	31 July 2023
Statement of Environmental effects	V2	L Izzard	8 October 2023

In the event of any inconsistency with the approved plans and a condition of this consent, the condition prevails.

Condition reason: To ensure all parties are aware of the approved plans and supporting documentation that applies to the development.

Building Work

Before issue of a construction certificate

6	Long Service Levy
	Before the issue of the relevant construction certificate, the applicable long service levy, must be paid to the Long Service Corporation or Council in accordance with section 34 of the Building and Construction Industry Long Service Payments Act 1986. Evidence of the payment is to be provided to the certifier. Advisory Note: Cootamundra-Gundagai Regional Council is an authorised agent under the Building and Construction Industry Long Service Payments Act 1986 for the collection of long service levies.
	Condition reason: To ensure the long service levy is paid.
7	Section 7.12 Contributions
	Prior to the issue of a Construction Certificate outstanding Section 7.12 contributions must be paid in full. Where separate or staged Construction Certificates are obtained for the dwelling additions and the secondary dwelling, the required payment may be made for that component of the development subject of the Construction Certificate. Section 7.12 contributions are calculated on the estimated cost of development as specified on the Development Application at time of lodgment and may be subject to change with the coming of a new financial year or revised estimated cost of development.
	Condition reason: To ensure Section 7.12 Developer Contributions are paid in accordance with Council’s Section 7.12 policy as adopted 2018.
8	Plumbing and Drainage Works
	An application shall be lodged and approved by Cootamundra Gundagai Regional Council under Section 68 of the Local Government Act for proposed water, sewerage and stormwater works prior to the issue of a Construction Certificate.
	Condition reason: Statutory Compliance
9	Approval to Install and/or Alter an Onsite Sewage Management System
	Approval must be obtained for the alteration and/or installation of an On-site Sewage Management System to service the development under Section 68 of the Local Government Act 1993.
	Condition reason: To ensure the development is serviced by appropriate on-site sewage management system/s.

Before building work commences

10	Deliveries
	While site work is being carried out, deliveries of material and equipment must only be carried out between— · Mondays to Fridays - 7:00am to 6:00pm. · Saturdays - 8:00am to 1:00pm. · Not permitted on Sundays and Public Holidays.
	Condition reason: To protect the amenity of neighbouring properties.
11	Erosion and sediment controls in place
	Before any site work commences, the Principal Certifier, must be satisfied that erosion and sediment controls in the erosion and sediment control plan are in place. These controls must remain in place until any bare earth has been stabilized in accordance with 'Managing Urban Stormwater: Soils and Construction’ prepared by Landcom (the Blue Book) (as amended from time to time).
	Condition reason: To ensure sediment laden runoff and site debris do not impact local stormwater systems and waterways.
12	Construction Certificate
	A Construction Certificate must be submitted and approved by a nominated Certifier prior to any building works taking place on the subject site. The Construction Certificate must be lodged via the NSW Planning Portal
	Condition reason: To ensure compliance with the requirements of the Environmental Planning and Assessment Regulations.
13	Appointment of a Principle Certifying Authority
	Prior to the commencement of any construction works, the person having benefit of this Development Consent must appoint a Principal Certifier.
	Condition reason: To ensure legislative requirements are met
14	Notice of intention to commence erection of building work
	The proponent must give the Principal Certifier at least 2 days notice of their intention to commence building works. The notice of intention to commence building works must be lodged on the NSW Planning Portal in accordance with Section 6.6 of Environmental Planning and Assessment Act 1979 and Section 59 of Environmental Planning and Assessment (Development Certification and Fire Safety) Regulation 2021.
	Condition reason: To ensure legislative requirements are met

During building work

15	Discovery of relics and Aboriginal objects
	While site work is being carried out, if a person reasonably suspects a relic or Aboriginal object is discovered: a. the work in the area of the discovery must cease immediately. b. the following must be notified i. for a relic – the Heritage Council; or ii. for an Aboriginal object – the person who is the authority for the protection of Aboriginal objects and Aboriginal places in New South Wales under the National Parks and Wildlife Act 1974, section 85. Site work may recommence at a time confirmed in writing by: a. for a relic – the Heritage Council; or b. for an Aboriginal object – the person who is the authority for the protection of Aboriginal objects and Aboriginal places in New South Wales under the National Parks and Wildlife Act 1974, section 85.
	Condition reason: To ensure the protection of objects of potential significance during works.
16	Hours of work
	Site work must only be carried out between the following times – · Mondays to Fridays - 7:00am to 6:00pm. · Saturdays - 8:00am to 1:00pm; and · No work is permitted on Sundays and Public Holidays. Site work is not to be carried out outside of these times except where there is an emergency, or for urgent work directed by a police officer or a public authority.
	Condition reason: To protect the amenity of the surrounding area.
17	Procedure for critical stage inspections
	While building work is being carried out, the work must not continue after each critical stage inspection unless the principal certifier is satisfied the work may proceed in accordance with this consent and the relevant construction certificate.
	Condition reason: To require approval to proceed with building work following each critical stage inspection.
18	Soil management
	While site work is being carried out, the Principal Certifier must be satisfied all soil removed from or imported to the site is managed in accordance with the following requirements: a. All excavated material removed from the site must be classified in accordance with the EPA’s Waste Classification Guidelines before it is disposed of at an approved waste management facility, the classification and the volume of material removed must be reported to the principal certifier. b. All fill material imported to the site must be: *a. Virgin Excavated Natural Material as defined in Schedule 1 of the Protection of the Environment Operations Act 1997; or* b. a material identified as being subject to a resource recovery exemption by the NSW EPA; or c. a combination of Virgin Excavated Natural Material as defined in Schedule 1 of the Protection of the Environment Operations Act 1997 and a material identified as being subject to a resource recovery exemption by the NSW EPA.
	Condition reason: To ensure soil removed from the site is appropriately disposed of and soil imported to the site is not contaminated and is safe for future occupants.
19	Approved Plans
	A copy of the endorsed plans, specifications, development consent, the Construction Certificate and any other Certificates to be relied upon shall be available on-site, at all times during construction.
	Condition reason: The ensure compliance with relevant plans and approvals
20	Restricted Public Access
	It is the responsibility of the proponent to restrict public access to the building site, building works or materials or equipment on the site when building work is not in progress or the site is otherwise unoccupied in accordance with SafeWork NSW Regulations.
	Condition reason: To ensure public safety is maintained.
21	Earthworks
	No earthworks are permitted to be undertaken beyond those detailed on the approved plans unless otherwise permitted by the exempt development provisions of State Environmental Planning Policy (Exempt and Complying Development Codes) 2008
	Condition reason: To ensure that the development is consistent with the approval
22	Roof Water
	Roof water generated by the development must be directed to rainwater tanks in accordance with the relevant BASIX Certificates and overflow discharged:- · to the watertable; and · away from any buildings, structures, property boundaries and effluent disposal area; The point of discharge from the overflow must be · protected from being crushed or damaged; and · provided with scour protection to prevent erosion
	Condition reason: To ensure that roof water is disposed of without nuisance to neighbours, damage to property or the environment.

Before issue of an occupation certificate

23	Removal of waste upon completion
	Before the issue of an Occupation Certificate: 1. all refuse, spoil and material unsuitable for use on-site must be removed from the site and disposed of in accordance with the approved waste management plan; and 2. written evidence of the waste removal must be provided to the satisfaction of the Principal Certifier.
	Condition reason: To ensure waste material is appropriately disposed or satisfactorily stored.
24	Repair of infrastructure
	Before the issue of an Occupation Certificate: 1. any public infrastructure damaged as a result of the carrying out of work approved under this consent (including damage caused by, but not limited to, delivery vehicles, waste collection, contractors, sub-contractors, concreting vehicles) must be fully repaired to the written satisfaction of Council, and at no cost to Council; or 2. if the works in (a) are not carried out to Council’s satisfaction, Council may carry out the works required and the costs of any such works must be paid as directed by Council and in the first instance will be paid using the security deposit required to be paid under this consent.
	Condition reason: To ensure any damage to public infrastructure is rectified.
25	Stabilisation of Earthworks
	Prior to the issue of an Occupation Certificate all earthworks must be appropriately retained or battered at a ratio of not less than 1:2 (vertical: horizontal) and vegetated to prevent erosion. Any retaining wall constructed on-site must comply with the exempt development provisions of State Environmental Planning Policy (Exempt and Complying development Codes) 2007 or have necessary development and construction approval.
	Condition reason: To ensure earthworks are appropriately protected.
26	Approval to Operate a On-site Sewage Management System
	Prior to the issue of an Occupation Certificate, Approval to Operate a On-site Sewage Management System must be obtained from Council for the system/s servicing the development.
	Condition reason: To ensure the development is appropriately serviced by a system installed in accordance with relevant approvals and legislative controls.
27	Completion of Plumbing & Drainage Works
	Prior to the issue of a Occupation Certificate for the works, all requirements of relevant approvals issued under Section 68 of the Local Government Act 1993 associated with water, sewer and stormwater works must be satisfied. Confirmation that works have been completed in accordance with the requirements of the associated Section 68 application must be obtained from Council.
	Condition reason: To ensure plumbing and drainage has been undertaken in accordance with relevant requirement.

Introduction

This report assesses a development application (DA2023/100), for the construction of a 48m² addition to the existing dwelling and the erection of a 277.8m² secondary dwelling on Lot 13 DP 1092831, 601 Old Cootamundra Road, Cootamundra.

The application is referred to full Council for determination, as the proponent is a member of council staff, no variation of the Cootamundra Local Environmental Plan (LEP) 2013 or Cootamundra Development Control Plan (DCP) 2013, is sought.

Discussion

The assessment of the application has considered all relevant matters under Section 4.15 of the Environmental Planning and Assessment Act 1979 (the Act) and the requirements of relevant Environmental Planning Instruments and the Cootamundra DCP 2013.

Council staff have delegation to determine developments that comply with the Cootamundra LEP 2013 and DCP 2013, however, delegations do not extend to the determination of developments where an application relates to land owned or controlled by Council, or Council is the applicant, or where a staff member subordinate to Manager Development, Building & Compliance is the landowner or applicant. In such circumstances, delegations dictate that the application must be refereed to Council for determination.

The development assessment concludes that the development complies with the relevant planning controls and the development is appropriate in the context of the area.

Financial

There are no financial impacts to this development.

OLG 23a Guideline consideration

There are no impacts or considerations regarding the 23a Guidelines.

Ordinary Council Meeting Agenda

24 October 2023

8.5.3 CGRC Engineering - October 2023

DOCUMENT NUMBER

400542

REPORTING OFFICER

Julie Buckley, Operations Support Officer

AUTHORISING OFFICER

Matt Stubbs, Deputy General Manager - Operations

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 CGRC Engineering Report for the month of October 2023 be noted.

Introduction

The CGRC Engineering Report for the month of October 2023 is submitted for the information of Council and the community.

Discussion

Fixing Local Roads

The French Street (Cootamundra) reconstruction project has now been sealed.

Works on the Salt Clay Lane (Cootamundra) Project have seen the culverts installed with construction of the deck underway.

Regional and Local Roads REPAIR Program

As part of the identified work in the RLRRP program, heavy patching works are underway on Burra Road. Additionally, shoulder widening and reconstruction is being completed on Burra Road under the Roads to Recovery program.

Local Roads and Community Infrastructure Program (LRCI)

New footpath construction works are underway on West Street from the Gundagai Public School crossing to O’Hagan Street, as prioritised under the LRCI program. Funding for Round 4 and a supplementary round has recently been announced, with proposed projects being determined for Council consideration.

Natural Disaster Repairs

Works are continuing to progress on outstanding significant roads maintenance projects from the January 2021, AGRN1001 event including isolated pavement repairs and tree works throughout the Council region.

Roads affected by the AGRN1001 claim include, Adelong Creek Road, Back Station Creek Road, Bannisters Lane, Burra Road, Carberry Road, Caulderwood Road, Chandlers Road, Coggans Road, Cooba Road, Cooininee Road, Cooneys Creek Road, Corkhills Road, Finlays Lane, Hoares Lane, Jerusalem Road, Kangaroo Vale Road, Lockhart Road, Long Tunnel Road, Maryvale Road, Mingay Road, Nangus Tip Road, Readfords Road, Red Hill Road, Reef Creek Road, Reno Road, Riverview Road, Sandy Creek Road, Sandy Falls Road, Snowball Road, Sommerset Road, Tarrabandra Road and Threeways Road.

Following approval of funds, removal of fallen trees and clean-up of debris from the December 20 and January storm events is underway in the Cootamundra area. This involves clean up along Old Gundagai, Berthong, Cullinga, Forsyth’s, West Jindalee, Stockinbingal, Muttama and Kilrush Roads. The crew is currently working in the Wallendbeen area and has another 3 weeks work to finish the clean-up and removal.

State Highways

The shoulder widening works have been finished on the Olympic Highway between the Old Gundagai Road and Wallendbeen. Placement of guardrail along this section of work is pending Transport for NSW funding.

Heavy patching works on prioritised failures along the Olympic Highway are currently underway. At the time of writing the works were north of Wallendbeen and working south towards Cootamundra. The full program of this work on both the Olympic Highway and Burley Griffin Way is expected to take up to the end of November to complete.

Muttama Creek

All practical works on clearing debris and exotic vegetation from either side causeways and bridges has been completed within the Cootamundra township area. Some more hand trimming/removing of vegetation will take place as accessibility improves. Regular inspections will be undertaken to identify any obstructions which occur following high creek flows.

General works

Patching crews are once again working hard repairing bitumen roads throughout the Council area and endeavouring to maintain their condition through the winter period. Maintenance grading and sheeting is underway in the Adjungbilly region, and has been completed on Black Springs (Wallendbeen) and Racecourse Road (Cootamundra). Shoulder grading has been completed on North Berthong and Old Gundagai Roads in preparation for the upcoming resealing.

Water and Sewer

Crews have attended to water main breaks and sewer chokes as required.

The Royal Well Pump Station project has had electrical services connected and is ready for commissioning.

Tenders have been advertised for the upgrade of the Cootamundra Sewerage Treatment Plant and the tender for the hydraulic assessment of the Cootamundra Water and Sewer network is currently being assessed. The tender for the design of the Cootamundra sewer rising main has been assessed and will be awarded to GHD Pty Ltd.

Financial

Projects funded from various funding sources, as noted above.

Maintenance works funded from the General Fund.

OLG 23a Guideline consideration

Report purpose does not conflict with guidelines.

Ordinary Council Meeting Agenda

24 October 2023

8.7 Regional Services Gundagai

8.7.1 Regional Services Gundagai Works Report for October 2023

DOCUMENT NUMBER

400580

REPORTING OFFICER

Andrew Brock, Manager Regional Services Gundagai

AUTHORISING OFFICER

Matt Stubbs, Deputy General Manager - Operations

RELEVANCE TO COMMUNITY STRATEGIC PLAN

3. Protected and enhanced environment

3.4 Greater efficiency in the use of resources

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

Regional Services Gundagai Report for October 2023, be received and noted.

Introduction

The report for October 2023, is a comprehensive summary of Gundagai Regional Services performance during the previous month and intends to give an update on the ongoing works being conducted.

Discussion

In particular, this report focuses on the divisions work and achievements as we progress and complete projects, target weed incursion and continue to conduct routine duties.

1. Gundagai Parks & Gardens Section – Parks, Reserves, Sporting Fields and Playgrounds.

Achievements for the month of September include:

· Spraying and mowing of walking track to the Dog on the Tucker Box.

· Tree planting at Sherwood Forest.

· The installation of irrigation to Stan Crowe, Owen Vincent, and the mini/mod fields has been completed.

2. Cemeteries

Cemetery achievements include:

· New fencing has been erected at Muttama Cemetery.

· The completion of additional beam

· Completion of a tree safety audit at Gundagai North & South, Coolac, Muttama, Mount Adrah, Darbarlara, Tumblong.

· Meeting with Conservation authority at Muttama to identify the needs of this area and inspect the area as per WAP Funding requirement.

3. Biosecurity Section:

News and Achievements include:

· Normal weed control continues to be a major priority with qualified staff carrying out successful spot spraying and follow up work is an ongoing commitment.

· Spray activity along O’Briens Road, Nangus Road, and Tumut Road.

Below are the spray records for the previous month.

Henty Farm Machinery Field Days a joint LLS & Murray and Riverina Council’s Weed Shed was held 18 - 21 September with 2 Gundagai & 1 Cootamundra staff attending which served to both cover our WAP Funding requirement and as an educational tool for the staff members.

Even with the warmer weather crowds were still keen to visit the Weeds Shed, an estimated 1,157 people attended the weeds shed with visitors requiring answers and/or advice-giving staff the opportunity to participate and network with other Councils and LLS Coordinators.

The weeds shed is manned by a minimum of two council biosecurity officers from each region, as well as other council officers who attend fill in answer and respond to queries from their various regions. Both regional coordinators of Local Land Services are in attendance to advise, inform and educate.

LLS reports that “Henty Field Days is part of capacity building and community education and facilitated ongoing support from LCAs is essential.”

“One thing of note this year was that a larger number of customers were more interested in the legislative requirements of General Biosecurity Duty and responsibilities than previously noted, and the messaging regarding “noxious weeds” no longer existing in NSW has been received and is being understood that the terminology of “prohibited weeds” in now in use.”

4. Gundagai Public Facilities:

· Completion of Muttama Hall Signage brings this project to completion.

5. Gundagai Waste:

Landfill/Transfer Station Operations

· Signage has been updated at the Gundagai transfer station.

6. Compliance:

· This month the Regulatory team have dealt with several barking dog complaints, stray dog reports, stock on road, illegal dumping, and removal of an abandoned car.

· The have been many notices issued regarding failure to register a companion animal in the required time.

7. Gundagai Saleyards:

Routine spraying and general maintenance conducted.

8. Gundagai RV/Free Camping Areas:

Financial

There are no financial implications as all work has been carried out as per the approved 23/24 budget allocations.

OLG 23a Guideline consideration

There are no implications to the guidelines.

Ordinary Council Meeting Agenda

24 October 2023

8.8 Regional Services Cootamundra

8.8.1 Utilisation Of Bradman Street Works Depot

DOCUMENT NUMBER

397890

REPORTING OFFICER

Wayne Bennett, Manager Regional Services Cootamundra

AUTHORISING OFFICER

Matt Stubbs, Deputy General Manager - Operations

RELEVANCE TO COMMUNITY STRATEGIC PLAN

4. Collaborative and progressive leadership

4.1 A clear strategic direction that is delivered upon

FINANCIAL IMPLICATIONS

There are financial implications associated with this report. The proposed $73,000 required to fulfill the recommendations of this report will be funded from Depot 2 Gas Work Site Rehabilitation $35,000. (WO No. 3591) & Depot 1 Store Refurbishment $38,000 (WO No. 3590).

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 on the proposed Utilisation of the Bradman Street Depot, be received and noted.

2. That Council approve the temporary move of outdoor staff associated with operations, to the Bradman Street Depot until such time as a permanent single depot site can be established.

3. The $73,000 associated with the temporary move to Bradman Street depot be funded from budgets allocated to Gas Work Site Rehabilitation $35,000. (WO No. 3591) & Depot one Store Refurbishment $38,000 (WO No. 3590).

4. A future report to Council be provided that identifies a strategy and action plan for a single works depot location.

Introduction

This report is to inform Council of issues raised by operational staff, and the actions proposed to be taken by management to address such concerns. Staff have raised concerns in respect of working conditions associated with the existing three Works Depots located at Bradman Street, and depots one (1) and two (2) located along Hovell street. Management has expressed the view that the provision of amenities and other conditions in the current three depots in Cootamundra requires review.

Discussion

The issues raised relate to the inadequate conditions of all three Works Depots, located at Bradman & Hovell streets, which have been the subject of discussion and listed for review for some 7 years. At a recent outdoor staff meeting, the matter was once again raised by staff, highlighting the non-action by management and council to address staff concerns over past years. There are approximately 46 outdoor staff plus supervisors working from the 3 main depots concerned.

Some of the issues raised included, but are not limited to the following:

· Lack of adequate and acceptable staff amenities.

· Lack of appropriate areas for the storage of essential materials associated with work activities.

· Lack of a suitable Works Store.

· No meeting/training room/s.

· Lack of appropriate storage areas for all plant and equipment.

· Poor security.

· High risk areas throughout the depots.

· Perception of great amenities for office staff, lack of for outdoor staff.

· Divided staff/operations representing ineffective and inefficient management of staff & equipment.

· Staff feel that they are not considered a priority when it comes to working conditions.

· Little to no weather protection for staff.

· No areas/locations for managers and supervisors to carry out their day-to-day paperwork and planning.

In summary, Depot One (1) Hovell Street, has few if any all-weather facilities for staff to go about carrying out their day-to-day responsibilities. Little room to store plant, equipment, and related materials. Limited store capabilities to service the needs of a very busy and active work force. In the past, it has been suggested that the construction of temporary facilities to accommodate some of the issues raised by staff may be appropriate. This is considered to be a poor allocation of funds for the perceived benefits gained.

Depot two (2) owned by Crown lands, is similar to Depot One, but far more restricted in size and availability of facilities. The site, which was the old Gas Works, is considered contaminated and unable to be sold.

Depot Three (3), Bradman Street, has all the required facilities expected from a Works Depot, but the site is considered too small to contain/service/house the current Cootamundra outdoor staff works operation and associated plant, equipment, and materials in its entirety. This depot is currently being used and operated by Councils Water and Sewerage operations staff. Bradman Depot also used to contain the full operations of the Regulatory Operations Division of Council. Bradman Street Depot has also been considered to be disposed of in the past.

The dilemma management and council has is the same as always, no available funds to address the concerns of the staff, with a single long-term solution. There have been over past years, preliminary investigations to identify all the related issues and opportunities that may be available to address the issues in a proactive and positive manner, but to date with little result.

As a result of the last staff meeting, management agreed to establish a working group to review past investigations, look at the options and opportunities, with the intent to bring a detailed report back to Council in the near future outlining all possible options and recommendations.

While this review/investigation is being undertaken, management has proposed an intermediate solution as to address some of the concerns of staff for the short term.

Stage (1) – It is proposed that all Cootamundra outdoor staff utilise some of the facilities located at Bradman Street Depot until such times as an alternative long-term solution can be identified and reported on.

These changes would amount to:

§ the existing store be moved to Bradman Depot to be located within one of the existing buildings, that would be appropriate for a works Store’s operations. This would require Council to purchase a second-hand Forklift valued at $20,000. There would also be a requirement to construct a service counter estimated at $8,000 and to supply appropriate shelving for a Stores operation at a cost of $25,000. This shelving would be of a transportable type, to allow for relocation once a permanent site is constructed.

§ all future staff meetings be held within one of the existing buildings giving staff a protected and more acceptable location for organised gatherings.

§ staff be given access to the existing offices and all associated facilities, to give staff suitable facilities to have meals, rest breaks and to carry out management activities where necessary.

§ all management and operation associated with plant and equipment be retained at their current locations in Hovell Street.

There will be a requirement to undertake a substantial clean-up of facilities as they have been neglected for many years. Some areas will require a repaint and facelift.

Stage (2) – Once Stage (1) has been bedded down and considered to be operating well, the Working Group would commence with investigations to find possible long-term solutions to the delivery of suitable outdoor staff facilities and delivery of a modern, effective, and efficient Works Depot.

Various options will be investigated and reported further to Council to enable an informed strategy and action plan to be developed for a long-term solution of co-locating all Cootamundra based depot operations, either in a revised current site/s or a greenfield site.

The intent is to follow up with a detailed report back to Council at a date yet to be determined. This will consist of a detailed Business Plan outlining all options, associated costs, preliminary designs, and timelines.

Financial

The estimated costs associated with the temporary move to Bradman Street Depot is:

· Second-hand Forklift $20,000. (relocatable)

· Installation of a Customer Service Counter $8,000.

· Transportable Shelving $25,000. (relocatable)

· Painting $10,000.

· Winter Heating $5,000. (relocatable)

· Site/facilities clean-up $5,000.

Total $73,000.

OLG 23a Guideline consideration

There is currently no impact associated with the Terms & Conditions of the OLG23a.

Ordinary Council Meeting Agenda

24 October 2023

8.8.2 Regional Services Cootamundra Works Report for October 2023

DOCUMENT NUMBER

400451

REPORTING OFFICER

Steven Lowe, Open Spaces Coordinator

AUTHORISING OFFICER

Matt Stubbs, Deputy General Manager - Operations

RELEVANCE TO COMMUNITY STRATEGIC PLAN

2. A region for the future

2.2 A thriving region that attracts people to live, work and visit

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 Cootamundra Regional Services Department, Monthly Works Report be received and noted.

Introduction

This report has been prepared to inform Council of the activities undertaken by the Cootamundra Regional Services Department over the month of September 2023.

Discussion

This report outlines the Cootamundra Regional Services Department’s routine field work activities and Capital Works Program progress for September 2023. These works are in addition to all the works associated with the Departments office administration and delivery of diverse and important community services, such as waste, street trees, sport fields and recreational administration, including customer/counter inquiries, facility bookings etc.

1 Cootamundra Parks & Gardens Section

With the Spring weather in the air works have consisted in most part of mowing and pruning gardens and streetscapes whist maintaining the urban and village public open spaces and associated facilities. Staff have been actively managing community complaints/requests, dealing with vandalism, pest and weed control.

2 Cootamundra Sports Field Unit

As a result of the warmer weather and recent rainfall the sporting areas are starting to grow quite rapidly. Staff have continued with the change over from winter to summer sports for 2023.

3 Cootamundra Urban Street Tree Unit

Council continues to receive large numbers of community requests for action on urban street trees. Staff have now commenced working through the substantial back log of customer requests, with actions based on priorities.

4 Cootamundra Public Facilities Unit

Staff are carrying out the routine maintenance of Council’s open space facilities e.g., public toilets, BBQ’s, playgrounds etc. This Unit also carries out Council’s regulated safety inspection of all Cootamundra playgrounds, sport fields and carries out minor repairs to local street and park furniture, vandalism, litter bins etc.

5 Cootamundra Recreation Section

L & R Group have continued having good numbers at both the Cootamundra aquatic centre and the sports stadium. There were several activity programs being offered over the school holiday period which were well attended. The Outdoor pool is currently being prepared for opening for the summer season on November 1.

6 CGRC Waste Section.

6.1 Landfill/Transfer Station Operations Unit

The EPA conducted an inspection of the Cootamundra Landfill on 11 September 2023. At the time of the inspection the relevant operating conditions of the licence were being complied with. No non-compliance was determined.

Waste staff continue to manage applications and bin allocations for the new Domestic Rural Waste Initiative.

A new hardstand pad has been created by using the road base material that had been deposited at the landfill from other jobs. The internal roads within the landfill have been graded and rolled making access for the public.

We have conducted weed spraying at the tip in readiness for the upcoming fire season. This included the compost piles and fire trails.

There was a fire in the compactor trailer at the domestic pit on 20 September. The fire brigade along with Council staff responded efficiently and were able to control the fire quickly. Besides some burnt paint on the side of the compactor trailer there was no damage caused. It is noted that the water pressure at the fixed fire hose near the compactor was extremely poor. We are working on a report to design and install new main lines to rectify this safety issue. It is proposed to submit this report to Council in November.

6.2 Southwest Regional Waste Management Group (SWRWMG)

SWRWMG interviewed one applicant for the position of Manager South-West Regional Waste Management Group. This role is responsible for the administration of the group, planning and management of the groups infrastructure and services provided to the group Councils in accordance with legislation, sustainability principles, industry best practice and community expectations.

Bald Hill has decided to cease the acceptance to weekend deliveries as the landfill is unattended with a concern there may be a fire risk. Realistically this will have a minimal affect Cootamundra-Gundagai Regional Council. The majority of the time the compactor trailers are picked up and replaced with an empty trailer during weekday operations. On the odd occasion that a compactor trailer is swapped out on the weekend the full compactor is taken away with the truckdrivers and isn’t delivered to Bald Hill until Monday morning.

6.3 REROC Waste Group

REROC are hosting the “No time to Waste” – Rural & Regional Waste Management Conference” held at Wagga Wagga on September 18-20.

7 Regulatory

7.1 Bio Security Weeds Control Program

Staff attended Henty Field Days to fulfill WAP funding requirements, supplying weeds that affect our region. A good day to work with the regional committee on Bio Security issues and to promote Bio Security on a larger scale accessible to the public.

Staff have been implementing a spray program as the season ramps up, weed growth has been noticeable due to the favourable season that has occurred.

Roadside spraying continues as required and to attend to the Glyphosate resistant Rye grass, using alternate chemical to achieve the desired result.

Bio Security inspections on LLS land and road reserves have determined a program to be undertaken to control Riverina Pear (Opuntia species) similar to prickly pear in its nature of invasiveness. This will be implemented in early October.

Roadside Spraying
SEPTEMBER
Date	Location	Application	Land Use	Weed	Chemical/s	Quantity	Amount of Spray Mix	Operator	Comments
28/08/2023	Stockinbingal Road/ Lewins Lane	Spot Spray	Roadside	Horehound/Box Thorn/ Tree Saplings	Woody	3l	2 x 600ml
					Wetter	600ml	2 x 600ml
29/08/2023	Stockinbingal Road	Spot Spray	Roadside	African Box/ Horehound/Various weeds	Woody	2l	400l
					Wetter	400ml
29/08/2023	Muttama Road	Side Jet	Roadside	Rye Grass	Glyphosate	15.5l	600l
31/08/2023	Olympic Highway	Side Jet	Roadside	Various Weeds	Glyphosate 540	20l	600l
					Kamba M & Clopyralid	1.5l & 1l
					Wetter TX	1.5l
1/09/2023	Olympic Highway	Side Jet	Roadside	Various Weeds	Glyphosate 540	20l	600l
					Kamba M & Clopyralid	1.5l & 1l/100l
					Wetter TX	1.5l/100l
5/09/2023	Olympic Highway	Side Jet	Roadside	Various Weeds	Glyphosate 540	20l	600l
					Kamba M & Clopyralid	1.5l & 1l
					Wetter TX	1.5l
5/09/2023	Stockinbingal/ Jindalee Roads	Spot Spray	Roadside	Coolatai Grass	Glyphosate 570	3l	300l
6/09/2023	Olympic Highway	Side Jet	Roadside	Various Weeds	Glyphosate 540	20l	600l
					Kamba M & Clopyralid	1.5l & 1l
					Wetter TX	1.5l
6/09/2023	Muttama Road	Side Jet	Roadside	Rye Grass	Glufosinate	15.5l	600l
7/09/2023	Olympic Highway	Side Jet	Roadside	Various Weeds	Glyphosate 540	20l	600l
					Kamba M & Clopyralid	1l & 1.5l
					Wetter TX	1.5l
8/09/2023	Various Lanes	Spot Spray	Roadside	Horehound + Briar	Woody	1.5l	300l
					Wetter TX	300ml
11/09/2023	Muttama Road	Side Spray	Roadside	Various Weeds	Glyphosate	10l	300l
					Clopyralid	600ml
					Wetter TX	750ml

11/09/2023	Old Gundagai Road	Side Spray	Roadside	Annual Rye	Glufosinate	9l	300l
					Wetter TX	300ml
11/09/2023	Stockinbingal Road	Spot Spray	Roadside	African Box + Various Weeds	Woody	3l	600l
					Wetter	600ml
12/09/2023	Stockinbingal/Back Brawlin Roads	Spot Spray	Roadside	Hoarehound/Box Thorn/Sapplings	Woody	3l	1.5 x 600l
					Wetter	60ml
13/09/2023	Back Brawlin/Frampton Road	Spot Spray	Roadside	Hoarehound/ Box Thorn/Sapplings	Woody	3l	2 x 600l
					Wetter	600ml
14/09/2023	Frampton Road	Spot Spray	Roadside	Sapplings/Hoarehound	Woody	3l	600l
					Wetter	600ml
14/09/2023	Berthong Road	Side Jet	Roadside	Various Weeds	Glyphosate	10l	600l
					Clopyralid	1.5l	600l
					Wetter	1.5l	600l
15/09/2023	Old Gundagai Road	Side Jet	Roadside	Rye Grass	Glufosinate	15.5l	600l
					Wetter TX	600ml
15/09/2023	Old Gundagai Road	Side Jet	Roadside	Various Weeds	Glufosinate	8l	300l
					Wetter TX	300ml	300l
19/09/2023	Saleyards/Truck wash	Spot Spray	Industrial	Rye Grass/General knockdown	Glyphosate	5l	600l
					Glufosinate	3l
					Wetter TX	1.2l
22/09/2023	Fontenoy Lane	Spot Spray	Roadside	St John Wort/Briar/Other	Woody	3l	600l
					Metsulfuron	60g
					Wetter TX	600ml
22/09/2023	Coota Depots	Spot Spray	Industrial	Various Weeds	Glyphosate	5l	600l

Local Roads and Community Infrastructure
West Street Footpath and Retaining Walls	$160,360.00
Gundagai, First Avenue, Pavement Rehabilitation and Footpaths, Stage 1	$114,140.00
Gundagai, Cricket Club, netting and turf	$25,000.00
Gundagai, Sherwood Forest, footpaths, landscaping and irrigation	$135,000.00
Cootamundra, Bourke Street (Cooper Street - Thompson Street), Footpath Replacement	$113,276.00
Cootamundra, Cooper Street (Wallendoon St - Mackay Street), Footpath Replacement	$173,276.00
Cootamundra, Nicholson Park, Sports Field, Drainage Replacement	$264,500.00
Sum	$985,552.00

Local Roads
Gundagai, First Avenue, Pavement Rehabilitation and Footpaths, Stage 1	$314,140.00
Cootamundra, Parker Street, Blister Island and Kerb Replacement	$130,000.00
Cootamundra, Poole Street, Kerb and Gutter	$124,348.00
Sum	$568,488.00

REPORTING OFFICER	Teresa Breslin, Executive Assistant to Mayor and General Manager
AUTHORISING OFFICER	Steve McGrath, 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 26 September 2023

DOCUMENT NUMBER	399785
AUTHORISING OFFICER	Charlie Sheahan, Mayor
REPORTING OFFICER	Charlie Sheahan, Mayor
ATTACHMENTS	Nil