Business Paper
Ordinary Council Meeting
Council Chambers, Gundagai
6:00PM, Tuesday 28th November, 2023
Administration Centres: 1300 459 689 |
Ordinary Council Meeting Agenda |
28 November 2023 |
The Mayor & Councillors
Cootamundra-Gundagai Regional Council
PO Box 420
Cootamundra NSW 2590
NOTICE OF MEETING
An Ordinary Meeting of Council will be held in the Council Chambers, Gundagai on:
Tuesday, 28th November, 2023 at 6:00PM
The agenda for the meeting is enclosed.
Steve McGrath
Interim General Manager
Live Streaming of Meetings Statement
This meeting is streamed live via the internet and an audio-visual recording of the meeting will be publicly available on Council's website.
By attending this meeting, you consent to your image and, or, voice being live streamed and publicly available. Please refrain from making any defamatory statements.
Ordinary Council Meeting Agenda |
28 November 2023 |
AGENDA
5.1 Minutes of the Ordinary Meeting of Council held on Tuesday 24 October 2023
5.2 Minutes of the Extraordinary Meeting of Council held on Wednesday 18 October 2023
6.1 Mayoral Minute - Councillor Engagement
8.1.1 Christmas and New Year Closure
8.1.2 Riverina Eastern Regional Organisation of Councils (REROC) Meeting Minutes
8.2.1 Cootamundra Beach Volleyball Event Licence/Mou
8.2.3 Business Cootamundra Request for Assistance
8.2.4 Customer Service Charter
8.2.5 Draft Data Breach Policy
8.2.6 Code of Conduct Complaint Statistics
8.2.8 Delivery Program/ Operational Plan Quarterly Progress Report
8.2.9 Stockinbingal Ellwood's Hall s.355 Committee Meeting Minutes
8.2.10 The Arts Centre Cootamundra s.355 Committee Meeting Minutes
8.3.1 Presentation of Audited Financial Statements
8.3.2 Finance Update - October 2023
8.3.3 Restricted Cash Reconciliation
8.3.4 Early Repayment of Grader Loan
8.3.5 Quarterly Budget Review Statement - September 2023
8.3.6 Investment Report - October 2023
8.4.1 Flood Study for the Villages of Coolac, Nangus, Tumblong and Darbarlara
8.5.1 CGRC Engineering Report - November 2023
8.7 Regional Services Gundagai
8.7.1 Regional Services Gundagai Works Report for November 2023
8.8 Regional Services Cootamundra
8.8.1 Regional Services October Works Report
9 Motion of which Notice has been Given
9.1 Notice of Motion - Village Flood Study (Wallendbeen, Stockinbingal & Muttama)
9.2 Notice of Motion - Road Closure costs associated with Christmas Celebrations
11.2 Leasing of Land at the Cootamundra Aerodrome - Expression of Interest
11.3 Inland Rail Project - Council Road Licence and Acquisitions
11.4 Resumption of Open Council Meeting
11.5 Announcement of Closed Council Resolutions
Council acknowledges the Wiradjuri people, the Traditional Custodians of the Land at which the meeting is held and pays its respects to Elders, both past and present, of the Wiradjuri Nation and extends that respect to other Aboriginal people who are present.
28 November 2023 |
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. |
1. Minutes of the Ordinary Meeting of Council held on Tuesday 24 October 2023 2. Confidential Minutes of the Closed Session of Council held on Tuesday 24 October 2023 – Confidential (under sperate cover) |
1. The Minutes of the Ordinary Meeting of Council held on Tuesday 24 October 2023 be confirmed as a true and correct record of the meeting. 2. The Confidential Minutes of the Closed Session of Council held on Tuesday 24 October 2023 be confirmed as a true and correct record of the meeting. |
Minutes Ordinary Council Meeting
Alby Schultz Meeting Centre, Cootamundra
6:00PM, Tuesday 24th October, 2023
Administration Centres: 1300 459 689 |
Ordinary Council Meeting Minutes |
24 October 2023 |
MINUTES
OF Cootamundra-Gundagai Regional Council
Ordinary Council
Meeting
HELD AT THE Alby
Schultz Meeting Centre, Cootamundra
ON Tuesday, 24 October
2023 AT 6:00PM
PRESENT: Cr Charlie Sheahan (Mayor), Cr Gil Kelly (Deputy Mayor), Cr Leigh Bowden, Cr Les Boyd, Cr Logan Collins, Cr Trevor Glover, Cr David Graham, Cr Abb McAlister, Cr Penny Nicholson
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
Leigh Bowden – Item 8.2.1 - significant non-pecuniary
Abb McAlister – Item 8.4.2 – non-pecuniary interest
5 Confirmation of Minutes
5.1 Minutes of the Ordinary Meeting of Council held on Tuesday 26 September 2023 |
Resolution 259/2023 Moved: Cr Gil Kelly Seconded: Cr Logan Collins The Minutes of the Ordinary Meeting of Council held on Tuesday 26 September 2023 be confirmed as a true and correct record of the meeting. Carried |
6 Mayoral Minutes
6.1 Mayoral Minute - Councillor Engagement |
Resolution 260/2023 Moved: Cr Charlie Sheahan Seconded: Cr Leigh Bowden The information in the Councillor Engagements Mayoral Minute be received and noted. Carried |
Correction:
Cr Bowden attended the Ellwood’s Hall s.355 Committee Meeting on 28th September 2023 (not the 26th).
Mayor noted the many years’ service of Andrew Brock, current Manger Regional Services Gundagai. Andrew is leaving CGRC to pursue other endeavours and we wish him well.
7 Reports from Committees
Nil
8 General Manager’s Report
8.1 General Manager Office
8.1.1 Draft Councillor and Staff Interaction Policy |
Resolution 261/2023 Moved: Cr David Graham Seconded: Cr Logan Collins The draft Councillor and Staff Interaction Policy be adopted. Carried |
8.1.2 Local Government Remuneration Tribunal 2024 Annual Review |
Resolution 262/2023 Moved: Cr Abb McAlister Seconded: Cr David Graham The Local Government Remuneration Tribunal annual review notification, attached to the report, be received and noted. Carried |
8.2 Business
At 6:06pm, Cr Leigh Bowden left the meeting due to significant non-pecuniary conflict of interest.
8.2.1 Expression of Interest - Cootamundra Christmas Celebrations |
Resolution 263/2023 Moved: Cr Gil Kelly Seconded: Cr Logan Collins That the Expression of Interest from the Coota District Co-op, attached to the report, be endorsed and funding allocated to hold the Cootamundra Christmas Celebration. Carried |
At 6:10 pm, Cr Leigh Bowden returned to the meeting.
8.2.2 Community Donations Policy Review |
Resolution 264/2023 Moved: Cr Leigh Bowden Seconded: Cr Trevor Glover 1. Council place the reviewed draft Community Donations Policy, attached to the report, on public exhibition for a period of not less than 28 days. 2. The Policy be adopted under delegation should there be no submissions that warrant significant changes to the Policy. 3. The appropriate provision for the budgeting and funding of the Community Donations program be included in the 2024/2025 Operational Plan. Carried |
8.2.3 Draft Public Interest Disclosure (Internal Reporting) Policy |
Resolution 265/2023 Moved: Cr Les Boyd Seconded: Cr Penny Nicholson The Draft Public Interest Disclosure (Internal Reporting) Policy, attached to the report, be adopted. Carried |
8.2.4 Tabling of Pecuniary Interest Returns |
Resolution 266/2023 Moved: Cr David Graham Seconded: Cr Trevor Glover The tabling of pecuniary interest returns from Councillors and designated persons be noted. Carried |
8.2.5 The Arts Centre Cootamundra s.355 Committee Meeting Minutes |
Resolution 267/2023 Moved: Cr Leigh Bowden Seconded: Cr Abb McAlister The Minutes of The Arts Centre Cootamundra s.355 Committee Meeting held 21 September 2023 attached to the report, be received and noted. Carried |
8.2.6 Bradman Birthplace s.355 Committee AGM Meeting Minutes, Membership and Chairman's Report |
Resolution 268/2023 Moved: Cr Gil Kelly Seconded: Cr Logan Collins 1. The Minutes and Chairman’s report of the Bradman Birthplace s.355 Committee Annual General Meeting (AGM) held on 21 September 2023, attached to the report, be received and noted. 2. The office bearers and membership of the Bradman Birthplace s.355 Committee as detailed in the report and attached AGM minutes, be endorsed. Carried |
8.2.7 Muttama Creek Regeneration Group s.355 Committee Meeting Minutes |
Resolution 269/2023 Moved: Cr Les Boyd Seconded: Cr Logan Collins The Minutes of the Muttama Creek Regeneration Group s.355 Committee meeting held 7 August 2023, attached to the report be, received and noted. Carried |
8.2.8 Stockinbingal Ellwood's Hall s.355 Committee Meeting Minutes |
Resolution 270/2023 Moved: Cr Leigh Bowden Seconded: Cr Gil Kelly The Minutes of the Stockinbingal Ellwood’s Hall s.355 Committee Ordinary Meeting held on 28 September 2023 attached to the report, be received and noted. Carried |
8.2.9 Cootamundra Heritage Centre Management s.355 Committee Meeting Minutes |
Resolution 271/2023 Moved: Cr Les Boyd Seconded: Cr Leigh Bowden The Minutes of the Cootamundra Heritage Centre Management s.355 Committee Meeting held 8 October 2023, attached to the report, be received and noted. Carried |
8.2.10 Muttama Hall Management s.355 Committee Meeting Minutes |
Resolution 272/2023 Moved: Cr Trevor Glover Seconded: Cr Penny Nicholson The Minutes of the Muttama Hall Management s.355 Committee Meetings held, 11 October 2023, attached to the report, be received and noted. Carried |
8.3 Finance
8.3.1 Lodgement of Financial Statements |
Resolution 273/2023 Moved: Cr David Graham Seconded: Cr Logan Collins 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. Carried |
8.3.2 Finance Update - Operational Income & Expenditure and Capital Expenditure |
Resolution 274/2023 Moved: Cr Leigh Bowden Seconded: Cr Trevor Glover The Finance Update report, be received and noted. Carried |
8.3.3 Restricted Cash Reconciliation |
Resolution 275/2023 Moved: Cr Abb McAlister Seconded: Cr Penny Nicholson The Restricted Cash Reconciliation report, be received and noted. Carried |
8.3.4 Investment Report - September 2023 |
Resolution 276/2023 Moved: Cr David Graham Seconded: Cr Leigh Bowden The report detailing Council Cash and Investments as at 30 September 2023, be received and noted. Carried |
8.4 Sustainable Development
8.4.1 Development Application 2023/100 - 601 Old Cootamundra Road, Cootamundra |
|||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
Resolution 277/2023 Moved: Cr Gil Kelly Seconded: Cr Leigh Bowden 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
Building Work Before issue of a construction certificate
Before building work commences
During building work
Before issue of an occupation certificate
Carried |
8.5 Engineering Cootamundra
8.5.1 Draft Workplace Bullying Policy |
Resolution 278/2023 Moved: Cr Logan Collins Seconded: Cr Les Boyd The Draft Workplace Bullying Policy, attached to the report, be adopted. Carried |
8.5.2 Draft Workplace Harrassment Policy |
Resolution 279/2023 Moved: Cr Leigh Bowden Seconded: Cr Les Boyd The Draft Workplace Harassment Policy, attached to the report, be adopted. Carried |
8.5.3 CGRC Engineering - October 2023 |
Resolution 280/2023 Moved: Cr Logan Collins Seconded: Cr Penny Nicholson The CGRC Engineering Report for the month of October 2023 be noted. Carried |
8.6 Engineering Gundagai
8.6.1 Local Roads and Community Infrastructure Funding |
Resolution 281/2023 Moved: Cr David Graham Seconded: Cr Les Boyd The allocation of the Local Roads and Community Infrastructure (LRCI) funding of $985,552 for Phase 4 Part A and $568,488 for Phase 4 Part B be endorsed by council, split between the projects detailed in the body of this report. Carried |
8.7 Regional Services Gundagai
8.7.1 Regional Services Gundagai Works Report for October 2023 |
Resolution 282/2023 Moved: Cr David Graham Seconded: Cr Leigh Bowden Regional Services Gundagai Report for October 2023, be received and noted. Carried |
8.8 Regional Services Cootamundra
8.8.1 Utilisation Of Bradman Street Works Depot |
Resolution 283/2023 Moved: Cr Logan Collins Seconded: Cr Gil Kelly 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 in Cootamundra, to enable pursuit of suitable funding source. Carried |
8.8.2 Regional Services Cootamundra Works Report for October 2023 |
Resolution 284/2023 Moved: Cr Gil Kelly Seconded: Cr Leigh Bowden The Cootamundra Regional Services Department, Monthly Works Report be received and noted. Carried |
8.4.2 Grant of Easement over Lot 3 DP 702858, 68 Tumblong Reserve Road, TUMBLONG |
Resolution 285/2023 Moved: Cr David Graham Seconded: Cr Les Boyd That Council resolve to grant the easement as proposed in the attached Plans and Terms. Carried |
9 Motion of which Notice has been Given
Nil
10 Questions with Notice
Nil
11 Confidential Items
11.1 Closed Council Report |
Resolution 286/2023 Moved: Cr Leigh Bowden Seconded: Cr David Graham 1. Items 11.2 and 11.3 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 Items 11.2 and 11.3 be withheld from the press and public. Carried |
Resumption of Open Council Meeting
Resolution 287/2023 Moved: Cr Leigh Bowden Seconded: Cr Logan Collins The Open Council meeting resume. Carried |
Announcement of Closed Council Resolutions
Note: The Chairperson announced the resolutions made in Closed Council.
11.2 Gundagai Swimming Pool 23/24 Season-Expression of Interest |
Resolution 288/2023 Moved: Cr Penny Nicholson Seconded: Cr Leigh Bowden Council endorse the awarding of the lease for the operation of the Gundagai Swimming Pool for the 2023/24 season to Defiance Co. Carried |
11.3 Claron Estate Development Project |
Resolution 289/2023 Moved: Cr Gil Kelly Seconded: Cr Logan Collins Council allocate $100,000 from its Development (Land & Buildings) Reserve for the purpose of undertaking preliminary planning works for the Bartley Street Subdivision (Claron Estate). Carried |
The Meeting closed at 6:45pm.
The minutes of this meeting were confirmed at the Ordinary Council Meeting held on 28 November 2023.
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CHAIRPERSON |
GENERAL MANAGER |
28 November 2023 |
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. |
1. Minutes of the Extraordinary Meeting of Council held on Wednesday 18 October 2023 |
The Minutes of the Extraordinary Meeting of Council held on Wednesday 18 October 2023 be confirmed as a true and correct record of the meeting. |
Minutes Extraordinary Council Meeting
Alby Schultz meeting Centre, Cootamundra
6.00pm, Wednesday 18th October, 2023
Administration Centres: 1300 459 689 |
Extraordinary Council Meeting Minutes |
18 October 2023 |
MINUTES
OF Cootamundra-Gundagai Regional Council
Extraordinary Council
Meeting
HELD AT THE Alby
Schultz meeting Centre, Cootamundra
ON Wednesday, 18
October 2023 AT 6.00pm
PRESENT: Cr Charlie Sheahan (Mayor), Cr Gil Kelly (Deputy Mayor), Cr Leigh Bowden, Cr Les Boyd, Cr Logan Collins, Cr Trevor Glover, Cr David Graham, Cr Abb McAlister, Cr Penny Nicholson
IN ATTENDANCE: Steve McGrath (Interim General Manager), Paul Woods (Interim Deputy General Manager - CCD), Matt Stubbs (Deputy General Manager - Operations), Linda Wiles (Manager Business)
1 Acknowledgement of Country
The Chairperson acknowledged the Wiradjuri people who are the Traditional Custodians of the Land at which the meeting was held and paid his respects to Elders, both past and present, of the Wiradjuri Nation and extended that respect to other Aboriginal people who were present.
Adjourn Meeting For Open Forum
Resolution 253/2023 Moved: Cr Leigh Bowden Seconded: Cr Trevor Glover Council adjourn for Open Forum. Carried |
2 Open Forum
List of Speakers
1. Gordon Linley – Gundagai in Exile – spoke in favour of demerge.
Resume Open Meeting
Resolution 254/2023 Moved: Cr Gil Kelly Seconded: Cr Leigh Bowden Council resume the Open Meeting. Carried |
3 Apologies
3.1 Apologies
Nil
3.2 Leave of Absence
Nil
4 Disclosures of Interest
Nil
The Mayor thanked Cr Bowden for her support during her time as Deputy Mayor, and welcomed Cr Kelly to the Deputy Mayor role.
5 General Manager’s Report
5.1 General Manager Office
Motion |
Resolution 255/2023 Moved: Cr Leigh Bowden Seconded: Cr Trevor Glover That Council resolve into Committee of the Whole for the purpose of discussion in regard to general manager report 5.1.1 Demerger Status – CGRC. Carried |
Motion |
Resolution 256/2023 Moved: Cr Abb McAlister Seconded: Cr David Graham That Council resolve to leave Committee of the Whole and resume open council. Carried |
5.1.1 Demerger Status – CGRC |
Resolution 257/2023 Moved: Cr Penny Nicholson Seconded: Cr Leigh Bowden 1. Council seek further legal advice through its Solicitors, including the engagement of senior counsel, to provide advice to Council to progress the demerger of Cootamundra-Gundagai Regional Council; 2. Council engage Counsel House to undertake a campaign of advocacy and lobbying on behalf of Cootamundra-Gundagai Regional Council in pursuit of the demerger of Council to form two new Councils, Cootamundra and Gundagai; 3. Council resolve to prepare a detailed implementation plan which creates two sustainable councils in preparation for lodgement with the Minister for Local Government and the Local Government Boundaries Commission to pursue the demerger of Cootamundra-Gundagai Regional Council; and 4. Council allocate the sum of $230,000 in its 2023/24 budget for demerger planning, noting that such funding will have a negative impact on Councils operating result for the 2023/24 budget year. Carried |
6 Motion of which Notice has been Given
6.1 Notice of Motion - Arrange meeting with the Hon Wendy Tuckerman and the Hon Steph Cooke relating to demerge |
Resolution 258/2023 Moved: Cr Logan Collins Seconded: Cr Gil Kelly That CGRC immediately contact the Shadow Minister for Local Government (The Hon. Wendy Tuckerman - Member for Goulburn) and State Member (The Hon. Steph Cooke - Member for Cootamundra) to arrange to meet with council, senior staff and Human Resources to discuss the implications of the NSW Government’s new method for a demerger as a matter of urgency. Carried |
The Meeting closed at 6:49pm.
The minutes of this meeting were confirmed at the Extraordinary Council Meeting held on 28 November 2023.
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CHAIRPERSON |
GENERAL MANAGER |
28 November 2023 |
DOCUMENT NUMBER |
402615 |
AUTHORISING OFFICER |
Charlie Sheahan, Mayor |
REPORTING OFFICER |
Charlie Sheahan, Mayor |
Nil |
To keep the community aware of Councillor and my engagements, on behalf of Council I intend to provide regular updates through my Mayoral Minutes.
The information in the Councillor Engagements Mayoral Minute be received and noted. |
Crs Kelly (Deputy Mayor), Bowden, Boyd, Collins, Glover, Graham, McAlister, Nicholson and I, Cr Sheahan (Mayor) attended a Workshop and Extraordinary Council Meeting in Cootamundra.
Cr Glover attended a Riverina Regional Library meeting.
Cr Glover attended a meeting with resident regarding feedlot concerns.
19 October 2023
Cr Bowden attended The Art Centre Cootamundra (TACC) s.355 Committee Meeting.
20 October 2023
Cr Bowden attended the opening of Bye Bye Blackbird Gallery.
21 October 2023
Crs Kelly (Deputy Mayor) and Bowden attended the Cootamundra Show.
Cr Bowden attended the Ellwood’s Hall Cabaret.
24 October 2023
Crs Kelly (Deputy Mayor), Bowden, Boyd, Collins, Glover, Graham, McAlister, Nicholson and I, Cr Sheahan (Mayor) attended a Workshop and Ordinary Council Meeting in Cootamundra.
Crs Kelly (Deputy Mayor), Boyd, Collins, Glover, Graham, McAlister, Nicholson and I, Cr Sheahan (Mayor) attended a meeting with Shadow Minister, Wendy Tuckerman, and State Member, Steph Cooke.
Cr Bowden attended the winding up meeting of Business Cootamundra.
27-29 October 2023
Cr Bowden attended the ALGWA NSW Executive meeting at Picton (Wollondilly Shire).
31 October 2023
Cr Kelly (Deputy Mayor) attended a meeting with the Interim General Manager.
Cr Kelly (Deputy Mayor) attended a meeting with representatives of Cootamundra Business.
7 November 2023
Crs Glover and Graham attended an Audit Risk and Improvement Committee meeting.
8 November 2023
Cr Glover attended a Muttama Hall s.355 Committee meeting.
9 November 2023
Crs Bowden and Collins a meeting with the Interim General Manager to discuss the Business Paper for the LGNSW Conference.
11 November 2023
Cr Kelly (Deputy Mayor) attended Remembrance Day memorial service in Cootamundra.
Cr McAlister attended Remembrance Day memorial service in Gundagai.
Cr Collins attended the LGNSW Annual Conference.
13-14 November 2023
Cr Bowden attended the LGNSW Annual Conference.
14 November 2023
Cr Bowden attended the ALGWA (Australian Local Government Women’s Association) NSW Breakfast.
15 November 2023
Cr Kelly (Deputy Mayor) attended a Showground Users Group s.355 committee meeting.
16 November 2023
Cr Kelly (Deputy Mayor) attended the Proud and Deadly Awards at Cootamundra High School.
I, Cr Sheahan (Mayor) attended a catch-up meeting with the Interim General Manager.
28 November 2023 |
7.1 Minutes of the Cootamundra-Gundagai Local Traffic Committee Meeting held on Thursday 9 November 2023
REPORTING OFFICER |
Kylie Grybaitis, Road Safety Officer |
AUTHORISING OFFICER |
Matt Stubbs, Deputy General Manager - Operations |
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. |
1. Minutes of the Cootamundra-Gundagai Local Traffic Committee Meeting held on Thursday 9 November 2023 |
1. The Minutes of the Cootamundra-Gundagai Local Traffic Committee Meeting held on Thursday 9 November 2023, attached to the report, be received and noted. 2. In consideration of the Cootamundra-Gundagai Local Traffic Committee recommendations detailed in the minutes, Council endorse the following: 3.1 That NO STOPPING regulatory signage be installed 10 metres from the Bourke Street and Wallendoon Street intersecting roads off Cooper Lane in accordance with the NSW Road Rules 2008, clause 170. 3.2 That Council seek funding opportunities for the installation of night visible kerbside numbering and directional street signage to assist emergency services with locating properties quickly. 3.3 That further investigation commences regarding the necessity for the installation of vehicle, school bus and pedestrian separation zones at Cootamundra High School and Cootamundra Public School. 3.4 That the vegetation restricting sight distance on the Wallendoon Street blister at the Cooper Street pedestrian crossing intersection be trimmed to improve visibility concerns. 3.5 That School Route Bus Route Warning Signage only be considered for prioritised roads after further investigations and discussion with bus operators. 3.6 That marked NO PARKING bays be painted on the roadway outside of each of the three (3) driveways exiting the Sacred Heart School car park located off Morris Street, Cootamundra following further consultation with Sacred Heart School management. 3.7 That the Salvation Army Toy Run Event with the assistance of the Cootamundra Antique Motor Club scheduled for Saturday 9 December 2023 be approved and a Road Occupancy Licence be granted. 3.8 That the Snake Gully Cup Carnival scheduled for the 17 and 18 November 2023 be noted. 3.9 That approval be given to the Gundagai Business Network to hold the 2023 Christmas on Sheridan event on Friday 8 December 2023 subject to the following conditions: a) The temporary closure of Sheridan Street between 4pm and 10pm on Friday 8 December 2023. b) That all businesses along the route be advised and road closure advertised throughout the community. c) The event organiser complies with any conditions set by Council and the NSW Police. d) The Event Management Plan (EMP) is completed and submitted to Council (attached). e) A current Certificate of Currency (COC) is submitted to Council noting Council, TfNSW and NSW Police as interested parties (attached). f) Council to provide a Traffic Guidance Scheme (TGS attached) and arrange placement and removal of all road barriers. 3.10 That approval be given to The Coota District Coop Ltd to hold the 2023 Christmas in Coota event on Thursday 14th December 2023 subject to the following conditions: a) The temporary closure of Parker Street between 3:30pm and 10pm on Thursday 14th December 2023 from Wallendoon Street to Adams Street. b) That all businesses along the route be advised and road closure advertised throughout the community. c) The event organiser complies with any conditions set by Council and the NSW Police. d) The Event Management Plan (EMP) is completed and submitted to Council (attached). e) A current Certificate of Currency (COC) is submitted to Council noting Council, TfNSW and NSW Police as interested parties (attached). f) Council to provide a Traffic Guidance Scheme (TGS).
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Discussion
The Minutes of the Cootamundra-Gundagai Local Traffic Committee Meeting held 9 November 2023 are submitted for the information of Council and the community.
Minutes Cootamundra-Gundagai Local Traffic Committee Meeting
Alby Schultz Meeting Centre, Cootamundra
10:00am, Thursday 9th November, 2023
Administration Centres: 1300 459 689 |
Cootamundra-Gundagai Local Traffic Committee Meeting Minutes |
9 November 2023 |
MINUTES OF Cootamundra-Gundagai Regional Council
Cootamundra-Gundagai
Local Traffic Committee Meeting
HELD AT THE Alby
Schultz Meeting Centre, Cootamundra
ON Thursday, 9
November 2023 AT 10:00am
PRESENT: Gwen Norman (Local Electorate Representative), Sergent Steven Magnone (Traffic and Highway Patrol Gundagai), Tim Brakenridge (Acting Inspector), Frank Goodyer (Associate Community & Safety Partner TfNSW), Paul Matheson (Community and Safety Support Officer TfNSW)
IN ATTENDANCE: Mark Ellis (Manager Engineering Cootamundra), Thomas Hogg (Acting Manager of Engineering Gundagai), Kylie Grybaitis (Road Safety Officer)
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 Apologies and Leave of Absence
2.1 Apologies
Logan Collins (Councillor)
Greg Mineham (Community & Safety Support Officer TfNSW)
Leading Senior Constable Paul Kemp (Riverina Highway Patrol Cootamundra)
2.2 Leave of Absence
Nil
3 Disclosures of Interest
Nil
4 Confirmation of Minutes
2.1 Minutes of the Cootamundra-Gundagai Local Traffic Committee Meeting held on Thursday 10 August 2023 |
Recommendation The Minutes of the Cootamundra-Gundagai Local Traffic Committee Meeting held on Thursday 10 August 2023 be confirmed as a true and correct record of the meeting. Moved: Gwen Norman Seconded: Steven Magnone
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5 Reports
3.1 Cooper Lane Signage Review, Cootamundra |
Recommendation That NO STOPPING regulatory signage be installed 10 metres from the Bourke Street and Wallendoon Street intersecting roads off Cooper Lane in accordance with the NSW Road Rules 2008, clause 170. Discussion: Council to replace current signage in Cooper Lane with compliant NSW signage at the statutory NO STOPPING distance of 10 meters from unsignalised intersections as in accordance with NSW Road Rules 2008, clause 170. Laneway monitoring has indicated no further need for additional signage at this stage. Connected businesses and premises will be notified of the intent to install the new signage and a public education campaign will be conducted by Council increase awareness of parking zones. |
3.2 Kerbside Numbering & Directional Street Signage |
Recommendation That Council seek funding opportunities for the installation of night visible kerbside numbering and directional street signage to assist emergency services with locating properties quickly. Discussion: Street signage must be in accordance with Australian Standards and all consequences considered when facing State roads. It was noted that the implementation of visible kerbside numbering and directional street signage would be of significant assitance to the NSW Police. Installation does not require LTC approval. |
3.3 Pedestrian, Vehicle and School Bus Separation in School Zones, Cootamundra |
Recommendation That further investigation commence regarding the necessity for the installation of vehicle, school bus and pedestrian separation zones at Cootamundra High School and Cootamundra Public School. Discussion: Further investigations and data are required to understand the necessity for vehicle, pedestrian and bus separation. Suggestion be made to Bus Service operators to provide near miss reports to assist with monitoring current traffic conditions. RSO to conduct further public education campagins regarding school zones and bus safety. |
3.4 Visibility Concerns at the Wallendoon and Cooper Street Intersection, Cootamundra |
Recommendation That the vegetation restricting sight distance on the Wallendoon Street blister at the Cooper Street pedestrian crossing intersection be trimmed to improve visibility concerns. Discussion: Vegetation growth causing visibility issues for road users is a Council matter and does not require TfNSW approval. |
3.5 School Bus Route Warning Signage |
Recommendation That School Route Bus Route Warning Signage only be considered for prioritised roads after further investigations and discussion with bus operators. Discussion: Further investigations are required to determine troublesome roads in the region. Police will assist with enforcement and public education regarding the Passing Vehicles with Flashing Lights road rule. The RSO will conduct additional social media campaigns to increase community awareness. Traffic data collection and bus operator consultation will provide additional information to assist with prioritising roads that may require Bus Route Warning signage. Sign W6-204 is not a regulatory sign and will not require TfNSW approval. |
3.6 Visibilty Concerns at Sacred Heart School Driveways, Cootamundra |
Recommendation That marked NO PARKING bays be painted on the roadway outside of each of the three (3) driveways exiting the Sacred Heart School car park located off Morris Street, Cootamundra following further consultation with Sacred Heart School management. Discussion: Marked NO PARKING bays with a large cross indicate the presence of a driveway access point and remind road users to park clear of the location. The marked bay also provides extra space for the exiting road users to navigate oncoming traffic and pedestrians. This is the preferred option over additional NO STOPPING signage which would reduce parking availability and result in further congestion. Sacred Heart School will be consulted prior to installation. Marked NO PARKING bays do not require LTC approval. |
3.7 Cootamundra Salvation Army Toy Run 2023 |
Recommendation That the Salvation Army Toy Run Event with the assistance of the Cootamundra Antique Motor Club scheduled for Saturday 9 December 2023 be approved and a Road Occupancy Licence be granted. Discussion: Approval granted. |
3.8 Snake Gully Cup Carnival Gundagai 2023 |
Recommendation That the Snake Gully Cup Carnival scheduled for the 17 and 18 November 2023 be noted. Discussion: Event noted. |
3.9 Christmas on Sheridan 2023 |
Recommendation That approval be given to the Gundagai Business Network to hold the 2023 Christmas on Sheridan event on Friday 8 December 2023 subject to the following conditions: a) The temporary closure of Sheridan Street between 4pm and 10pm on Friday 8 December 2023; b) That all businesses along the route be advised and road closure advertised throughout the community; c) The event organiser complies with any conditions set by Council and the NSW Police; d) The Event Management Plan (EMP) is completed and submitted to Council (attached); e) A current Certificate of Currency (COC) is submitted to Council noting Council, TfNSW and NSW Police as interested parties (attached); f) Council to provide a Traffic Guidance Scheme(TGS attached) and arrange placement and removal of all road barriers. Discussion: Approval granted. |
3.10 Christmas in Coota 2023 |
Recommendation That approval be given to The Coota District Coop Ltd to hold the 2023 Christmas in Coota event on Thursday 14th December 2023 subject to the following conditions: 1. The temporary closure of Parker Street between 3:30pm and 10pm on Thursday 14th December 2023 from Wallendoon Street to Adams Street; 2. That all businesses along the route be advised and road closure advertised throughout the community; 3. The event organiser complies with any conditions set by Council and the NSW Police; 4. The Event Management Plan (EMP) is completed and submitted to Council (attached); 5. A current Certificate of Currency (COC) is submitted to Council noting Council, TfNSW and NSW Police as interested parties (attached); 6. Council to provide a Traffic Guidance Scheme(TGS). Discussion: Approval granted. Concerns noted regarding social media posts regarding volunteers and warden duites to assist with the event. The RSO will investigate and refer to the WHS Officer if required. |
3.11 2023 Upcoming Events |
Recommendation For the Committee’s information. No concerns noted. |
3.12 Dates for Future Local Traffic Committee Meetings |
Recommendation That the dates for the 2024 Local Area Traffic Committee Meetings be scheduled. Meeting dates confirmed. |
3.13 General Business |
Recommendation For the Committee’s discussion. 1. Gundagai Council Administration Carpark Concept Designs Council and NSW Police to meet on site to discuss issues, options and concept designs. 2. Cootamundra SES Driveway Obstruction Council to install marked NO STOPPING bays on the driveway entry pads to alert road users to the NO STOPPING zone. Council to monitor and consider bollards or regulatory signage if the problem persists. 3. Lewins Lane Entry Safety TfNSW notified of safety concerns and are investigating. Last year, TfNSW positioned a VMS board during Harvest but it did not address continuing issues throughout the year. Council to renew line marking if required. 4. Excessive Noise from Trucks Braking on Temora Street, Cootamundra. Council to collect traffic data and monitor both speed and heavy vehicle movement on Temora Street before further consideration of signage.
5. Wallendbeen Speed Limit Previous considerations of reducing speed limits throughout Wallendoon identified issues and limitations regarding the State Roads. Council has put forward the request to TfNSW on behalf of Wallendbeen residents.
6. Intersection Safety at Wallendbeen Bridge on Burley Griffin Way TFNSW have been advised of community concerns with regards to the alignment and road safety surrounding Silo Road, North Jindalee Road and Morrisons Hill Road as a result of the construction of the new bridge.
7. Concept Design for Relocation of Wallendoon and Cooper Street Pedestrian Crossings Noted that pedestrian crossings in Cootamundra do not currently meet the technical guidelines set by TfNSW. Removal and relocation of pedestrian crossings will reduce parking availability dramatically mid- block.
Public consultation is continuing and has received mixed responses. Council to be advised of non-compliance and possible future options.
8. Parking Time Limits and Disabled Parking on the northern side of Wallendoon Street, Cootamundra. Council to increase public awareness and education regarding parking zones. Regulatory education and enforcement required to ensure compliance. Further investigation required regarding the installation of new disabled parking bays.
9. Disabled Parking on the southern side of Wallendoon Street, Cootamundra. Council to investigate the need for additional disability friendly parking spaces and seek mobility permits data. Cootamundra already meets Australian Standards of one (1) in fifty (50) car park spaces. Future additional disabled parking must be well considered and suitably located to meet community needs. 10. Give-Way Intersection Direction, Cootamundra. Crown St/Adams St Intersection: Council to consider installing a painted medium strip to enhance intersection visibility and increase give way awareness. B size signs and continued line marking are already in place. Changing direction likely to result in community confusion and increased incidents.
Thompson St/Lawrence St Intersection: Thompson Street is a primary road and has priority over Lawrence Street as a secondary Road. Council to install B size signs to increase visibility and monitor.
11. Sheridan Street Pedestrian Crossings, Gundagai. With consideration of previous reports and investigations, committee members agreed that no further investigation is required. Council to notify complainant.
12. Sheridan Street Disabled Parking, Gundagai. Council to investigate the need for additional disability friendly parking spaces and seek mobility permits data. Gundagai already meets Australian Standards of one (1) in fifty (50) car park spaces. Future additional disabled parking must be well considered and suitably located to meet community needs.
13. Community Consultation Results, Cootamundra. Community consultation to continue due to increased interest. Council requesting clarification regarding the reasoning behind the 30km/h HPAA speed limit to ensure information is available for the community.
14. Rodeo Street Parade, Cootamundra. Police escort adequate for Level 4 Special Event provided approval sought and given. Traffic control and road closure maybe required for future parades. |
The Meeting closed at 12:15pm.
The minutes of this meeting were confirmed at the Cootamundra-Gundagai Ordinary Council Meeting held on 28 November 2023.
................................................... …………………………………………………
CHAIRPERSON GENERAL MANAGER
28 November 2023 |
DOCUMENT NUMBER |
394748 |
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REPORTING OFFICER |
Teresa Breslin, Executive Assistant to Mayor and General Manager |
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AUTHORISING OFFICER |
Steve McGrath, Interim General Manager |
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RELEVANCE TO COMMUNITY STRATEGIC PLAN |
|
|||
FINANCIAL IMPLICATIONS |
There are no Financial implications associated with this report. |
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LEGISLATIVE IMPLICATIONS |
There are no Legislative implications associated with this report. |
|||
POLICY IMPLICATIONS |
There are no Policy implications associated with this report. |
|||
Nil |
The Christmas 2023 and New Year 2024 closures for Council facilities be noted. |
Introduction
Council Offices and Libraries in Cootamundra and Gundagai will be closed from 12 noon Friday, 22nd December 2023 and re-open Monday, 8th January 2024.
The Visitor Information Centre in Gundagai will be CLOSED:
· Christmas Day, Monday 25th December
· Boxing Day, Tuesday 26th December
· New Year’s Day, Monday 1st January
Cootamundra and Gundagai Waste Depot will be CLOSED:
· Christmas Day, Monday 25th December
· Boxing Day, Tuesday 26th December
· New Year’s Day, Monday 1st January
All other days are operating as normal.
Garbage Collection
All kerbside collections for both Cootamundra and Gundagai will be as normal for Christmas and New Year period.
Arrangements will be made for on call staff during this period and the community will be able to continue to call 1300 459 689 contact Council staff for emergencies, including water and sewer issues.
All Christmas closures will be advertised, and notices placed to fully inform residents and ratepayers.
Financial
No financial implications associated with this purpose of this report.
OLG 23a Guideline consideration
There is no conflict with the 23a Guidelines.
28 November 2023 |
DOCUMENT NUMBER |
403097 |
|||
REPORTING OFFICER |
Teresa Breslin, Executive Assistant to Mayor and General Manager |
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AUTHORISING OFFICER |
Steve McGrath, Interim General Manager |
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RELEVANCE TO COMMUNITY STRATEGIC PLAN |
|
|||
FINANCIAL IMPLICATIONS |
There are no Financial implications associated with this report. |
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LEGISLATIVE IMPLICATIONS |
There are no Legislative implications associated with this report. |
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POLICY IMPLICATIONS |
There are no Policy implications associated with this report. |
|||
1. REROC Board Agenda ⇩ 2. REROC Board Minutes ⇩ 3. REROC AGM Agenda ⇩ 4. REROC AGM Minutes ⇩ |
The draft Minutes of the Riverina Eastern Regional Organisation of Councils (REROC) Board Meeting and Annual General Meeting held on 27 October 2023, attached to the report, be received and noted. |
Introduction
There are no financial implications associated with this report.
OLG 23a Guideline consideration
This report does not conflict with the guidelines.
28 November 2023 |
8.1.3 LGNSW Annual Conference - ALGWA (Australian Local Government Women's Association) NSW Breakfast 14 November 2023
DOCUMENT NUMBER |
403084 |
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REPORTING OFFICER |
Steve McGrath, Interim General Manager |
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AUTHORISING OFFICER |
Steve McGrath, Interim General Manager |
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RELEVANCE TO COMMUNITY STRATEGIC PLAN |
|
|||
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. |
|||
Nil |
The ALGWA National Networking Breakfast summary report, be received and noted. |
Background
On November 14, 2023, the Australian Local Government Women’s Association (ALGWA) hosted a networking breakfast in Parramatta. Cr Leigh Bowden attended the breakfast. The following report has been prepared by Cr Bowden for the information of the community and Council.
Introduction
Over 200 conference delegates attended the ALGWA Breakfast held on the last morning of the LGNSW Conference, including a significant number of men – mayors, councillors and general managers.
Discussion
The key-note speaker was Julia Inman Grant, Australia’s eSafety Commissioner. In this role, Julia leads the world’s first government regulatory agency committed to keeping its citizens safe online.
Julia has extensive experience in the non-profit and government sectors and spent two decades working in senior public policy and safety roles in the tech industry at Microsoft, Twitter and Adobe. The Commissioner was recently named one of Australia’s most influential women by the Australian Financial Review and a leading Australian in Foreign Affairs by the Sydney Morning Herald.
The Commissioner explained the nature of serious online abuse and the role of eSafety which helps to remove it, as well as illegal and restricted online content.
Serious online abuse is when the internet is used to send, post or share content that is likely to harm the physical or mental health of the person targeted. This includes:
· cyberbullying of a child or young person (under 18)
· adult cyber abuse (18 years and older)
· image-based abuse (sharing, or threatening to share, an intimate image or video without the consent of the person shown).
The harmful content could be a post, comment, text, message, chat, livestream, meme, image, video or email. It can be sent or shared via an online or electronic service or platform, including a:
· social media service
· email service
· chat app
· interactive online game
· forum
· website.
Illegal and restricted online content ranges from seriously harmful material such as images and videos showing the sexual abuse of children or acts of terrorism, through to content which should not be accessed by children, such as simulated sexual activity, detailed nudity or high impact violence.
Women are more likely to be targets of personal, sexual and gender-based online abuse than their male counterparts. A recent poll for Amnesty International shows that 3 in 10 women had experienced online abuse or harassment.
Of those women 41% felt their physical safety was threatened, 24%felt their family safety was at risk, 48% said abuse included racism, sexism, homophobia or transphobia and 27% stopped posting or sharing content that expressed their opinion on certain issues.
In the case of women, the abuse can be as simple as body shaming (comments about weight, hair etc), work performance (you should get back to the kitchen) and threats to the woman or her children. Women have become victims of technology facilitated abuse – texting, surveillance through devices and even drones. The eSafety Commission has found that 40% of abuse came from colleagues or people the victims know.
The impact of this is an experience of distress and quite often results in women taking a backward step professionally. Julia described it has psycho-social warfare.
Julia warned about the sexual extortion of children, and particularly young men, who have been encouraged to perform acts themselves – one form of child sexual abuse. There is also a trend of boys being radicalised into misogyny. Now, with very young children having access to devices and the internet, she warned parents and carers of children to be vigilant in what their children are watching.
With regard to reporting online abuse, the Commissioner advised that the first step was to report it to the platform. Simply, the strategies are to collect the evidence, e.g. screen shots, etc., triage and assess the threat and, if appropriate and safe, respond. Report threats of physical abuse to the police. If the platform was unable to respond, then report it to eSafety.
There need to be deterrents and education. However, at this time there is still no gender balance in the IT field particularly with programmers, 70% of whom are male. The online world is gendered.
It was an informative and concerning presentation.
The eSafety Commissioner website has a multitude of resources. See www.esafety.gov.au
Financial
There are no financial implications associated with this report.
OLG 23a Guideline consideration
This report does not conflict with the olg guidelines.
28 November 2023 |
DOCUMENT NUMBER |
402774 |
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REPORTING OFFICER |
Linda Wiles, Manager Business |
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AUTHORISING OFFICER |
Paul Woods, Interim Deputy General Manager - CCD |
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RELEVANCE TO COMMUNITY STRATEGIC PLAN |
|
|||
FINANCIAL IMPLICATIONS |
There are no Financial implications associated with this report. |
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LEGISLATIVE IMPLICATIONS |
There are no Legislative implications associated with this report. |
|||
POLICY IMPLICATIONS |
There are no Policy implications associated with this report. |
|||
1. 2024 Cootamundra Beach Volleyball EOI Adina Care ⇩ |
1. That Council award the coordination of the Coota Beach Volleyball event, via MOU, offering a 3-year agreement, with a further 3-year option, to Adina Care. 2. That seed funding totalling $10,000 already allocated to the event be transferred to Adina Care. |
Introduction
The Coota Beach Volleyball carnival has been running for the past 20 years. Coota Beach Volleyball returned this year after a two-year Covid enforced break with 135 teams registering for the carnival. 2023 also saw the addition of the Friday school’s carnival with 550 children taking to the courts.
Discussion
At the May Council meeting Council resolved to seek Expressions of Interest to secure the right event operator to continue with the event via a licencing agreement by offering a 3 year agreement, with a further 3 year option, it would provide the operator the security to grow the event further whilst still remaining a Council owned event.
Following the EOI process, Council received one proposal from Business Cootamundra and resolved at it June Meeting:
1. That Council award the coordination of the Coota Beach Volleyball event, via a licencing agreement, offering a 3-year agreement, with a further 3-year option, to Business Cootamundra.
2. That seed funding already allocated to the event be transferred to Business Cootamundra.
In July Council were advised Business Cootamundra were temporarily suspending operations and therefore not able to fulfill the requirements to host the Beach Volleyball Carnival.
Council advertised for further EOI. Council received one EOI which was subsequently withdrawn.
Council has since received the attached EOI from Adina Care.
Financial
That seed funding totalling $10,000 already allocated to the event be transferred to Adina Care.
Council event contribution totalling approximately $13,000 in-kind support.
OLG 23a Guideline consideration
The objective of this report does not conflict with guidelines.
28 November 2023 |
DOCUMENT NUMBER |
403173 |
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REPORTING OFFICER |
Linda Wiles, Manager Business |
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AUTHORISING OFFICER |
Paul Woods, Interim Deputy General Manager - CCD |
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RELEVANCE TO COMMUNITY STRATEGIC PLAN |
|
|||
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. |
|||
1. Gundagai Business Network - Christmas on Sheridan - Outline of Activity ⇩ 2. Cootamundra Co-op - Cootamundra Christmas - Report ⇩ |
The Christmas Celebration updates, attached to the report be noted. |
Introduction
Council is in receipt of information updates from Gundagai Business Network and Cootamundra Co-op in relation to Christmas celebrations being coordinated by the two organisations.
Discussion
Council resolved at its September meeting to provide $10,000 to the Gundagai Business Network to coordinate 2023 Christmas Celebrations in Gundagai. Council resolved at its October Meeting to provide $10,000 to the Cootamundra Co-op to coordinate 2023 Christmas Celebrations in Cootamundra.
Financial
There are no additional financial implications.
OLG 23a Guideline consideration
The 23A guideline considerations are not relevant to this report.
28 November 2023 |
DOCUMENT NUMBER |
402850 |
|||
REPORTING OFFICER |
Linda Wiles, Manager Business |
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AUTHORISING OFFICER |
Paul Woods, Interim Deputy General Manager - CCD |
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RELEVANCE TO COMMUNITY STRATEGIC PLAN |
|
|||
FINANCIAL IMPLICATIONS |
There are 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. |
|||
1. Letter Business Cootamundra ⇩ |
Council consider and adopt one of the 4 options set out in this report. |
Introduction
Council is in receipt of correspondence from Business Cootamundra indicating the board has made the decision to suspend the organisations operations permanently and has approached Council for solutions to address Business Cootamundra’s financial hardship.
The correspondence above presents three options to Council for consideration.
Discussion
Whilst Business Cootamundra have undoubtedly provided a valuable service to its Member base and the wider community in the past, it must be noted that Cootamundra-Gundagai Regional Council does not own Business Cootamundra, nor does Council have any direct control over the activities of Business Cootamundra. Business Cootamundra has invited Council to nominate a delegate to attend meetings etc of Business Cootamundra and this role has most recently been filled by Cr Bowden.
Additionally, Council has for quite some years provided an annual allocation, in recent times in the vicinity of $30,000. These funds were provided to assist with the operational costs of Business Cootamundra and events that they conducted. This was done so under a Memorandum of Understanding.
The options presented to Council by Business Cootamundra are set out below with some commentary provided from Council’s perspective.
“Option 1
1. Waive the $8,000 that was part of the grant: We request that the Council, in light of our dire financial situation, consider waiving the $8,000 that was included in a grant to Business Cootamundra facilitated by Council. (payment for road closures). This would alleviate a significant portion of our outstanding debts.”
Business Cootamundra were successful in obtaining Grant Funding through the Reconnecting Regional Events Funds totalling $63,941 for two events being Party on Parker 2022 and Festival of Lights held in 2023.
Amongst other elements of the event activities, an item for road closures was included in the cost profile for both events, $3,500 for Party on Parker and $4,000 for Festival of Lights.
Waiving of the road closure fees may prove problematic in light of the Funding Guidelines associated with these Grants. Excerpts from the Funding Guidelines for the Reconnecting Regional Grants state:
1. Your general obligations
1.1 You must:
(a) ensure the Grant is used only for the Event;
(b) manage the Activities with all due skill and care including in relation to financial management, project planning and risk management; and
5. Event costs
5.1 You must spend the Grant only on eligible costs as defined in the Program Guidelines and as itemised in your Application.
5.2 You must not spend the Grant on costs which you incurred prior to 7 April 2022.
5.3 You are responsible for any costs for the Event that exceed the Grant (whether you expected to incur such costs or not at any time before or after you submitted the Application).
8. Reporting Requirements
8.1 You must provide Council with a completion report, within 30 days of your Event being held. A template can be found at page 9 and 10 of this document.
8.2 You must keep complete and accurate records and books of account with respect to your expenditure of the Grant and must retain such records for a minimum of seven (7) years after the end of the Agreement. You authorise the Department to undertake audits, to examine and inspect those records at reasonable times and on reasonable notice.
“Option 2
2. Donate $8,000 to Business Cootamundra: Alternatively, we propose that the Council may consider making a charitable donation of $8,000 to Business Cootamundra. This financial support would enable us to meet our financial obligations and, in turn, allow us to repay the debts owed.”
Each year Council determines an annual community donations budget, this is then allocated to the successful applicants of the community donations program. Council’s budget for 2023/24 is $30,000 plus CPI increase.
At its July 2023 Council Meeting, Council resolved to donate $30,022.00 to Community Organisations across the Council area. The Community Donations budget has been depleted for the 2023/24 financial year.
“Option 3
3. Purchase the Christmas tree from Business Cootamundra for $8,000: As a third option, the Council could consider purchasing the Christmas tree currently owned by Business Cootamundra for $8,000. The proceeds from such a purchase would go directly towards paying Council the outstanding debt, ensuring that we can conclude our operations responsibly.”
It is the understanding of the report author that the Christmas Tree is now the property of Cootamundra-Gundagai Regional Council. Council received a letter dated 11 September 2023 from Business Cootamundra advising that the Board of Business Cootamundra had resolved to “gift” the Christmas Tree to Council. Whilst this action was not sought by Council, the Board nonetheless gifted the Christmas Tree to Council.
The letter from Business Cootamundra set out the minutes of the Business Cootamundra Board Meeting held on Wednesday, 3 May 2023 and stated:
“Community Christmas Tree
Discussion during last meeting – 12th April -regarding the Christmas Tree was missed from the minutes.
The discussion revolved around the time consumed; lack of resources and manpower, safety issues involved and secure setup venue. All of these are relevant issues which could have huge consequences. Because of these issues, it was decided to donate the Christmas Tree and decorations purchased last year to the Cootamundra Gundagai Regional Council.
Moved: That the Business Cootamundra Community Christmas Tree and 11 gold & silver stars and 2 round wreaths, be donated to Cootamundra-Gundagai Regional Council.
Seconded. Carried.
Action: To write a letter to Cootamundra-Gundagai Regional Council advising them of our donation.”
As mentioned above, a subsequent letter was received via email on 11 September 2023 gifting the Christmas Tree to Council.
Option 4 - Council advise Business Cootamundra that it is not in a position to provide the funding or funding relief as requested by Business Cootamundra.
Financial
Whilst the funding request from Business Cootamundra is $8,000, it should be noted that the total expenses associated with the road closures for the two events nominated by Business Cootamundra is $7,500. Council does not have an identifiable budget item that could accommodate the funding/donation request.
OLG 23a Guideline consideration
The 23A guideline considerations are not relevant to this report.
28 November 2023 |
DOCUMENT NUMBER |
402763 |
|||
REPORTING OFFICER |
Linda Wiles, Manager Business |
|||
AUTHORISING OFFICER |
Paul Woods, Interim Deputy General Manager - CCD |
|||
RELEVANCE TO COMMUNITY STRATEGIC PLAN |
|
|||
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. |
|||
1. Draft Customer Service Charter ⇩ 2. Draft Customer Service Charter Brochure ⇩ |
The Customer Service Charter, attached to the report, be adopted. |
Introduction
Cootamundra-Gundagai Regional Council is committed to providing high level customer service to meet the needs of its growing and changing community. As a result, Council’s Customer Service Charter has been developed to set out its service standards and to enhance relationships and partnerships with the community and customers. It also provides Council employees with standards to strive for in the provision of exceptional service and determines the standards against which Council’s performance will be judged.
Discussion
The Customer Service Charter outlines the Service Standards our community can expect from CGRC employees, expected response times in regard to enquiries and complaints.
Financial
There are no Financial implications associated with this report.
OLG 23a Guideline consideration
The objective of this report does not conflict with guidelines.
28 November 2023 |
DOCUMENT NUMBER |
402223 |
|||
REPORTING OFFICER |
Linda Wiles, Manager Business |
|||
AUTHORISING OFFICER |
Paul Woods, Interim Deputy General Manager - CCD |
|||
RELEVANCE TO COMMUNITY STRATEGIC PLAN |
|
|||
FINANCIAL IMPLICATIONS |
There are no Financial implications associated with this report. |
|||
LEGISLATIVE IMPLICATIONS |
To comply with Part 6A of the PIPP Act. |
|||
POLICY IMPLICATIONS |
There are no Policy implications associated with this report. |
|||
1. Draft Data Breach Policy ⇩ |
The draft Data Breach Policy, attached to the report, be adopted. |
Introduction
The new Draft Data Breach Policy, outlines Council’s responsibilities and plan of action in the event of a Data Breach.
Part 6A of the Privacy and Personal Information Protection Act 1998 (NSW) (PPIP Act) establishes the NSW Mandatory Notification of Data Breach (MNDB) Scheme.
The MNDB Scheme requires every NSW public sector agency bound by the PPIP Act to notify the Privacy Commissioner and affected individuals of eligible data breaches.
Under the scheme, public sector agencies are required to prepare and publish a Data Breach Policy (DBP) for managing such breaches as well as maintaining an internal register and public register of eligible data breaches.
Discussion
The purpose of this response plan is to provide a procedure detailing the key actions and responsibilities to be followed in the event of a data breach incident.
The scope of this policy applies to all data held by Council and is applicable to all employees (including councillors, contractors, students, volunteers and agency personnel) as well as external organisations and contractors who have been granted access to Council’s infrastructure, services and data.
Financial
There are no financial implications associated with this report.
OLG 23a Guideline consideration
The objective of this report does not conflict with guidelines.
28 November 2023 |
DOCUMENT NUMBER |
403029 |
|||
REPORTING OFFICER |
Anne Chamberlain, Acting Governance Officer |
|||
AUTHORISING OFFICER |
Paul Woods, Interim Deputy General Manager - CCD |
|||
RELEVANCE TO COMMUNITY STRATEGIC PLAN |
|
|||
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. |
|||
Nil |
The report on Code of Conduct complaint statistics for the period 1st September 2022 to 31st August 2023, 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, 2022 to 30th August, 2023.
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 |
|
|
|
|
|
|
|
Financial
There are no financial implications associated with this report.
OLG 23a Guideline consideration
The objective of this report does not conflict with guidelines.
28 November 2023 |
DOCUMENT NUMBER |
402203 |
|||
REPORTING OFFICER |
Anne Chamberlain, Acting Governance Officer |
|||
AUTHORISING OFFICER |
Paul Woods, Interim Deputy General Manager - CCD |
|||
RELEVANCE TO COMMUNITY STRATEGIC PLAN |
|
|||
FINANCIAL IMPLICATIONS |
There are no Financial implications associated with this report. |
|||
LEGISLATIVE IMPLICATIONS |
To comply with Section 428 of the Local Government Act 1993 (the Act), and the Local Government (General) Regulation 2021. |
|||
POLICY IMPLICATIONS |
There are no Policy implications associated with this report. |
|||
1. Draft Annual Report 2022/2023 ⇩ |
1. The Draft Annual Report, including a copy of the Financial Statements for the year ended 30 June 2023, attached to the report, be endorsed. 2. A copy of the endorsed 2022/2023 Annual Report be placed on Councils website, and provided to the Minister for Local Government. |
Introduction
Under Section 428 of the Local Government Act, 1993 (the Act), councils must prepare an annual report within five months after the end of the financial year. Council must upload a copy of the annual report, (including financial statements) to its website and provide a copy to the Minister for Local Government (the Minister) and such other persons and bodies as regulations apply and provided a copy of Council’s Disability Inclusion Action Plan provided to the Minster for Disability Services.
The Annual Report is the key reporting document for Council to keep the community informed as to what was achieved in the financial year, in addition to reporting against a number of statutory reporting requirements.
Discussion
The submission of the Annual Report meets Council’s legislative requirements under the Local Government Act (1993) and Local Government (General) Regulation (2021).
The Annual Report includes information that is prescribed by the Regulation. These requirements have been included in the Regulation because the Government believes that it is important for community members to know about it; to help their understanding of how their council has been performing both as a service provider and a community leader.
Financial
There are no financial implications associated with this report.
OLG 23a Guideline consideration
The objective of this report does not conflict with guidelines.
28 November 2023 |
DOCUMENT NUMBER |
402215 |
|||
REPORTING OFFICER |
Anne Chamberlain, Acting Governance Officer |
|||
AUTHORISING OFFICER |
Paul Woods, Interim Deputy General Manager - CCD |
|||
RELEVANCE TO COMMUNITY STRATEGIC PLAN |
|
|||
FINANCIAL IMPLICATIONS |
There are no Financial implications associated with this report. |
|||
LEGISLATIVE IMPLICATIONS |
In accordance with section 406 of the Local Government Act, 1993. |
|||
POLICY IMPLICATIONS |
There are no Policy implications associated with this report. |
|||
1. Quarterly Progress Report - 1 July 2023 to 30 September 2023 ⇩ |
The Delivery Program incorporating the Operational Plan 2023/2024, quarterly progress report, (1st Quarter July to September), attached to the report, be received and noted. |
Discussion
To comply with Section 406 of the Local Government Act, 1993 and in accordance with the Office of Local Government’s Integrated Planning and Reporting guidelines ‘The general manager must ensure that regular progress reports are provided to the council, reporting as to its progress with respect to the principal activities detailed in its delivery’.
Accordingly, attached to this report is the quarterly progress report outlining the extent to which performance measures and targets, set out in the Delivery Program and Operational Plan, have been achieved during the first quarter of the reporting year; that is between 1 July – 30 September 2023.
The next progress report will be presented to Council at the Ordinary Meeting of Council to be held 27 February 2024 and will consist of status updates for actions within the 23/24 Operational Plan (2nd quarter reporting period of October - December 2023).
Financial
There are no financial implications associated with this report.
OLG 23a Guideline consideration
The objective of this report does not conflict with guidelines.
28 November 2023 |
DOCUMENT NUMBER |
401741 |
|||
REPORTING OFFICER |
Anne Chamberlain, Governance Officer |
|||
AUTHORISING OFFICER |
Paul Woods, Interim Deputy General Manager - CCD |
|||
RELEVANCE TO COMMUNITY STRATEGIC PLAN |
|
|||
FINANCIAL IMPLICATIONS |
There are no Financial implications associated with this report. |
|||
LEGISLATIVE IMPLICATIONS |
There are no Legislative implications associated with this report. |
|||
POLICY IMPLICATIONS |
To Comply with the s.355 Committee Management Manual. |
|||
1. Stockinbingal Ellwood's Hall Meeting Minutes - 26 October 2023 ⇩ |
The Minutes of the Stockinbingal Ellwood’s Hall s.355 Committee Ordinary Meeting held on 26 October 2023 attached to the report, be received and noted. |
Discussion
The attached Minutes of the Stockinbingal Ellwood’s Hall s.355 Committee Ordinary Meeting held on 26 October 2023 are submitted for the information of Council and the community.
Financial
There are no financial implications associated with this report.
OLG 23a Guideline consideration
The report purpose does not conflict with guidelines.
28 November 2023 |
DOCUMENT NUMBER |
401747 |
|||
REPORTING OFFICER |
Anne Chamberlain, Governance Officer |
|||
AUTHORISING OFFICER |
Paul Woods, Interim Deputy General Manager - CCD |
|||
RELEVANCE TO COMMUNITY STRATEGIC PLAN |
|
|||
FINANCIAL IMPLICATIONS |
There are no Financial implications associated with this report. |
|||
LEGISLATIVE IMPLICATIONS |
There are no Legislative implications associated with this report. |
|||
POLICY IMPLICATIONS |
To comply with the Section 355 Committee Management Manual |
|||
1. TACC Meeting Minutes - 19 October 2023 ⇩ |
The Minutes of The Arts Centre Cootamundra s.355 Committee Meeting held 19 October 2023 attached to the report, be received and noted. |
Introduction
The attached Minutes of The Arts Centre Cootamundra s.355 Committee meeting held on 19 October 2023, is submitted for the information of Council and the community.
Financial
There are no financial implications associated with this report.
OLG 23a Guideline consideration
Report purpose does not conflict with guidelines.
28 November 2023 |
DOCUMENT NUMBER |
402697 |
|||
REPORTING OFFICER |
Zac Mahon, Manager Finance |
|||
AUTHORISING OFFICER |
Paul Woods, Interim Deputy General Manager - CCD |
|||
RELEVANCE TO COMMUNITY STRATEGIC PLAN |
|
|||
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. |
|||
1. CGRC 2023 Annual Financial Statements ⇩ |
The General-Purpose Financial Statements, Special-Purpose Financial Statements and Special Schedules for the year ended 30th June 2023, be adopted following consideration of any submissions received. |
Introduction
Under Section 419 of the Local Government Act 1993, Council is required to present its Audited Financial Statements, together with the Auditor’s report, at a meeting of the Council.
Discussion
The NSW Audit Office has completed their audit of the 2022/23 Financial Statements. Council’s auditor representative, under appointment by the Auditor General, Brad Bohun – Partner at Crowe, will be in attendance at the meeting to present the Audit Report and take any questions.
Financial
There are no financial implications associated with this report.
OLG 23a Guideline consideration
Not applicable.
28 November 2023 |
DOCUMENT NUMBER |
402617 |
|||
REPORTING OFFICER |
Zac Mahon, Manager Finance |
|||
AUTHORISING OFFICER |
Paul Woods, Interim Deputy General Manager - CCD |
|||
RELEVANCE TO COMMUNITY STRATEGIC PLAN |
|
|||
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. |
|||
Nil |
The Finance Update report, be received and noted. |
Report
The October Finance Update has been reviewed and no issues have been detected. Please note pre QBR budget figures have been used.
Operations
Income
The operational income is at 44% when comparing actual to budget, with the annual rates already being recognised as income but becoming due and payable quarterly throughout the year.
Department |
ACTUAL YTD |
BUDGET |
% Rec’d |
Result |
Comment |
Development & Building |
214,553 |
315,000 |
68% |
J |
Corresponding Increase in Expense |
Finance |
9,708,154 |
12,118,026 |
80% |
J |
Rate income recognised |
Business |
40,316 |
288,000 |
14% |
J |
Library Subsidy adjusted in QBR to Grant Income |
Executive |
11,185 |
40,000 |
28% |
J |
OK |
Regional Services - Cootamundra |
2,231,882 |
3,553,500 |
63% |
J |
Waste income recognised |
Regional Services - Gundagai |
1,195,530 |
1,441,500 |
83% |
J |
Waste income recognised |
Engineering - Cootamundra |
200,780 |
483,084 |
42% |
J |
OK |
Engineering - Gundagai |
182,328 |
455,116 |
40% |
J |
OK |
Water - Cootamundra |
751,601 |
3,092,720 |
24% |
J |
OK Only 1 quarter billed |
Water - Gundagai |
370,192 |
1,523,280 |
24% |
J |
OK Only 1 quarter billed |
Sewer - Cootamundra |
649,449 |
2,753,150 |
24% |
J |
OK Only 1 quarter billed |
Sewer - Gundagai |
172,638 |
731,850 |
24% |
J |
OK Only 1 quarter billed |
Grants & Contributions |
5,104,149 |
20,970,274 |
24% |
J |
OK |
TOTAL |
20,832,757 |
47,765,500 |
44% |
J |
OK |
Expenditure
The Operational expenditure actual spend to budget is at 30% which is tracking well to budget. Finance, in collaboration with the department manager will review the spend in Gundagai Sewer.
Department |
ACTUAL YTD |
COMMTS |
TOTAL YTD |
BUDGET |
% Spent |
Result |
Comment |
Development & Building |
450,717 |
3,784 |
454,501 |
1,223,715 |
37% |
J |
Corresponding increase in Revenue |
Finance |
3,899,816 |
31,167 |
3,930,984 |
12,584,325 |
31% |
J |
OK |
Business |
1,206,200 |
53,989 |
1,260,189 |
3,430,000 |
37% |
J |
OK |
Executive |
625,667 |
130,424 |
756,091 |
1,800,000 |
42% |
J |
OK |
Regional Services - Cootamundra |
1,440,633 |
13,783 |
1,454,415 |
5,189,300 |
28% |
J |
OK |
Regional Services - Gundagai |
780,656 |
49,194 |
829,849 |
2,407,200 |
34% |
J |
OK |
Engineering - Cootamundra |
1,986,484 |
684,132 |
2,670,616 |
9,953,520 |
27% |
J |
OK |
Engineering - Gundagai |
1,117,397 |
125,100 |
1,242,497 |
5,174,400 |
24% |
J |
OK |
Water - Cootamundra |
465,012 |
10,974 |
475,987 |
2,154,050 |
22% |
J |
Overheads to be allocated |
Water - Gundagai |
310,455 |
5,405 |
315,861 |
1,060,950 |
30% |
J |
Overheads to be allocated |
Sewer - Cootamundra |
382,991 |
22,088 |
405,079 |
1,429,900 |
28% |
J |
Overheads to be allocated |
Sewer - Gundagai |
151,298 |
5,744 |
157,043 |
380,100 |
41% |
K |
High compared to budget, Overheads to be allocated |
TOTAL |
12,817,328 |
1,135,783 |
13,953,111 |
46,787,460 |
30% |
J |
OK |
Capital
Income
Capital income is at 22% of budget as at 31 October 2023, the plant replacement program has been planned and is progressing in line with budget estimates.
CAPITAL INCOME to 31 October 2023 |
|||||
ASSET CATEGORY |
TOTAL YTD |
BUDGET |
% SPENT |
RESULT |
COMMENTS |
Plant & Equipment - Cootamundra |
48727 |
188750 |
26% |
J |
|
Plant & Equipment - Gundagai |
35909 |
188750 |
19% |
J |
|
TOTAL |
84636 |
377500 |
22% |
J |
OK |
Expenditure
Capital expenditure is at 22% of budget as at 31 October 2023. Council is continuing to develop a program of works that will forecast expected capital expenditure to ensure projects are progressing.
ASSET CATEGORY |
TOTAL YTD |
BUDGET |
% SPENT |
RESULT |
COMMENTS |
Bridges - Cootamundra |
0 |
0 |
0% |
J |
N/A |
Bridges - Gundagai |
46307 |
920000 |
5% |
J |
|
Buildings - Cootamundra |
58903 |
1119502 |
5% |
K |
Finance to follow up re status of projects |
Buildings - Gundagai |
22134 |
790067 |
3% |
K |
Finance to follow up re status of projects |
Land - Cootamundra |
59350 |
0 |
0% |
J |
Expenditure covered by building reserve |
Land - Gundagai |
0 |
0 |
0% |
J |
N/A |
Plant & Equipment - Cootamundra |
1088678 |
1240378 |
88% |
J |
|
Plant & Equipment - Gundagai |
516527 |
1240378 |
42% |
J |
|
Cemeteries - Cootamundra |
0 |
0 |
0% |
J |
N/A |
Cemeteries - Gundagai |
0 |
80000 |
0% |
K |
Finance to follow up re status of projects |
Recreation - Cootamundra |
144693 |
0 |
0% |
J |
QBR Adjustment to cover grant funded expenditure |
Recreation - Gundagai |
139135 |
1334805 |
10% |
J |
Finance to follow up re status of projects |
Roads - Cootamundra |
1197625 |
2136550 |
56% |
J |
Works at planning/procurement stage |
Roads - Gundagai |
602326 |
4071550 |
15% |
J |
Works at planning/procurement stage |
Waste - Cootamundra |
0 |
522000 |
0% |
K |
Finance to follow up re status of projects |
Waste - Gundagai |
0 |
520000 |
0% |
K |
Finance to follow up re status of projects |
Sewer - Cootamundra |
55883 |
2850000 |
2% |
J |
Works at planning/procurement stage |
Sewer - Gundagai |
381540 |
745000 |
51% |
J |
OK |
Water - Cootamundra |
87932 |
1240000 |
7% |
J |
Works at planning/procurement stage |
Water - Gundagai |
2000 |
1584000 |
0% |
J |
Works at planning/procurement stage |
TOTAL |
4403033 |
20394230 |
22% |
J |
OK |
Financial
There are no financial implications associated with this report.
OLG 23a Guideline consideration
Report purpose does not conflict with guidelines.
28 November 2023 |
DOCUMENT NUMBER |
402696 |
|||
REPORTING OFFICER |
Zac Mahon, Manager Finance |
|||
AUTHORISING OFFICER |
Paul Woods, Interim Deputy General Manager - CCD |
|||
RELEVANCE TO COMMUNITY STRATEGIC PLAN |
|
|||
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. |
|||
Nil |
The Restricted Cash Reconciliation report, be received and noted. |
Report
The restricted cash figures have been reconciled to 31 October 2023 as shown in the below table.
Internally Restricted Reserves |
Bal 30 June 2023 |
Transfers To |
Transfers From |
Bal 31 Oct 2023 |
Aerodrome Bitumen Resurfacing |
165,588 |
|
|
165,588 |
Bradman's Birthplace |
94,337 |
|
|
94,337 |
Cootamundra Caravan Park |
172,553 |
19,732 |
(2,336) |
189,949 |
Heritage Centre |
27,181 |
264 |
|
27,445 |
Development - Land & Buildings |
1,182,693 |
|
30,476 |
1,213,169 |
Employee Leave Entitlements |
1,774,746 |
|
|
1,774,746 |
Quarries & Pit Restoration |
570,207 |
1,556 |
|
571,763 |
Plant Replacement |
3,026,533 |
1,501,080 |
(1,579,269) |
2,948,344 |
Saleyards |
0 |
60,745 |
(74,952) |
0 |
Swimming Pool Pump & Equipment |
0 |
|
|
0 |
Cemetery |
102,989 |
27,935 |
(15,087) |
115,837 |
Southern Phone |
586,464 |
|
|
586,464 |
Waste Management |
500,000 |
|
|
500,000 |
8,203,291 |
1,611.312 |
(1,641,168) |
8,187,642 |
Externally Restricted Reserves |
||||
Domestic Waste |
806,958 |
579,099 |
(137,208) |
1,248,849 |
Water Supply |
7,462,014 |
1,121,848 |
(858,387) |
7,725,475 |
Sewerage Service |
5,402,866 |
822,104 |
(952,623) |
5,272,347 |
Stormwater Infrastructure Renewal |
262,011 |
31,949 |
|
293,960 |
Developer Contributions |
1,037,818 |
24,939 |
|
1,062,757 |
General Fund Unspent Grants & Contributions |
6,665,901 |
|
(589,322) |
6,076,579 |
|
21,637,568 |
2,579,939 |
(2,537,540) |
21,679,967 |
TOTALS |
29,840,858 |
4,191,251 |
(4,178,078) |
29,867,608 |
Restricted Cash Reconciliation
Restricted Cash |
29,867,608 |
Cash at 31 October 2023 |
29,959,036 |
Unrestricted Balance |
91,428 |
Grant Debtors Outstanding |
237,704 |
Balance |
329,132 |
Financial
There are no financial implications associated with this report.
OLG 23a Guideline consideration
Report purpose does not conflict with guidelines.
28 November 2023 |
DOCUMENT NUMBER |
403143 |
|||
REPORTING OFFICER |
Zac Mahon, Manager Finance |
|||
AUTHORISING OFFICER |
Paul Woods, Interim Deputy General Manager - CCD |
|||
RELEVANCE TO COMMUNITY STRATEGIC PLAN |
|
|||
FINANCIAL IMPLICATIONS |
Estimated financial benefit of $102,659. |
|||
LEGISLATIVE IMPLICATIONS |
There are no Legislative implications associated with this report. |
|||
POLICY IMPLICATIONS |
There are no Policy implications associated with this report. |
|||
Nil |
That Council: 1. Authorise the early repayment of the fixed rate loan for Plant No. 1206 John Deere Grader, in the sum of $359,400 to the Commonwealth Bank of Australia; and 2. Authorise the Interim General Manager to complete any documentation associated with the transaction. |
Discussion
A review of Council’s loans has identified a long-term cost saving if the fixed rate loan for purchase of a John Deere Grader was paid out early. The benefits being approximately $71,000 lump sum payment back to Council to recognise the increase in the RBA cash rate since the loan commenced in March 2020, there will also be future benefits of $31,659 of interest that will no longer be due and payable from 2023 to 2030.
The cash cost would be approximately $359,400 which is made up of principal and accrued interest, this would be funded from the plant reserve and principal repayments which will not affect the operational bottom line as it is a capital expense. An adjustment has been proposed in quarterly budget review report and Council has sufficient funds to cover this expense.
Financial
Estimated financial benefit to Council of $102,659.
OLG 23a Guideline consideration
Report does not conflict with any guidelines.
28 November 2023 |
DOCUMENT NUMBER |
403024 |
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REPORTING OFFICER |
Zac Mahon, Manager Finance |
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AUTHORISING OFFICER |
Paul Woods, Interim Deputy General Manager - CCD |
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RELEVANCE TO COMMUNITY STRATEGIC PLAN |
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FINANCIAL IMPLICATIONS |
Reduction of net operating result of $1.982m predicting a $1.004m deficit at 30 June 2024. Increase in Capital expenditure of $1.489m, sourced from grants and reserves. |
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LEGISLATIVE IMPLICATIONS |
Compliance with Clause 203(1) of the Local Government (General) Regulation, 2005 requires that, not later than 2 months after the end of each quarter, excluding the June quarter, the responsible accounting officer must submit a budget review statement to Council. The format of the review must be consistent with the minimum requirements contained in the Quarterly Budget Review Statement Guidelines provided by the Office of Local Government. |
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POLICY IMPLICATIONS |
There are no Policy implications associated with this report. |
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1. September 2023 Quarterly Budget Review ⇩ |
1. The September 2023 Quarterly Budget Review be received and noted. 2. The budget variations listed in the report be adopted. |
Introduction
The purpose of this report is to present a summary of Council’s financial position at the end of the quarter, and to report on progress made against the original budget adopted by Council in its 2023-24 Operational Plan. A summary of operating budget variances, together with details of capital projects expenditure, are included in the September 2023 Quarterly Budget Review documents attached to the report.
Discussion
Details of the budget variations are included in the attached report below. There have been adjustments made to the capital and operational budget to accurately reflect the expected actual result as at 30 June 2024. Council is projecting an operating deficit of 1.004m based on current figures due to the prepayment of the 2024 financial assistance grant of 5.3m in 2023. Without this event Council would be projecting a surplus of 4.296m. It isn’t possible to predict if the financial assistance grant will be paid in advance for the 2025 year.
Financial
Reduction of net operating result of $1.982m predicting a $1.004m deficit at 30 June 2024. Increase in Capital expenditure of $1.489m, noting this is offset by grant and reserve funding.
OLG 23a Guideline consideration
Report purpose does not conflict with guidelines.
28 November 2023 |
DOCUMENT NUMBER |
402619 |
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REPORTING OFFICER |
Zac Mahon, Manager Finance |
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AUTHORISING OFFICER |
Zac Mahon, Manager Finance |
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RELEVANCE TO COMMUNITY STRATEGIC PLAN |
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FINANCIAL IMPLICATIONS |
Council’s cash and investment portfolio decreased $950,140.95 from $30,909,177.09 as at 30th September 2023 to $29,959,036.14 as at 31st October 2023. |
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LEGISLATIVE IMPLICATIONS |
Council investments comply fully with Section 625 of the Local Government Act 1993, Clause 212 of the Local Government (General) Regulation 2021. |
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POLICY IMPLICATIONS |
Investments comply fully with the Council’s Investment Policy. |
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Nil |
The report detailing Council Cash and Investments as at 31 October 2023, be received and noted. |
Introduction
A report on Council’s Investments is required to be presented for Council’s consideration in accordance with Clause 212 of the Loal Government (General) Regulation 2021.
Council’s cash and investment portfolio decreased $950,140.95 from $30,909,177.09 as at 30th September 2023 to $29,959,036.14 as at 31st October 2023.
OLG 23a Guideline consideration
Report purpose does not conflict with guidelines.
Ordinary Council Meeting Agenda |
28 November 2023 |
Cootamundra-Gundagai Regional Council’s investment portfolio outperformed the relevant BBSW Index benchmark by 15.69%. The average weighted yield for October was 4.80%, over an average weighted term of 84 days, with a benchmark of 4.15%.
29,959,036 |
Monthly Interest Received 122,792 |
Weighted Average Term 84 Days |
Total Value 29,959,036 |
Yearly Interest Received 501,993 |
Weighted Average Yield 4.80% |
Credit Quality Compliance
Council’s investment portfolio was compliant with policy in terms of S&P long term rating credit quality limits, as displayed below.
Counter Party Compliance
As at the end of October, Council was compliant with policy. It is worth noting that capacity limits are affected by changes in the on-call account balance compared to the total portfolio balance.
Term to Maturity
Council’s investment portfolio maturities shown graphically below were also compliant with policy requirements. All of the investments are short term to deal with liquidity and to be prepared for the demerger split.
Declaration
I hereby certify that investments listed in the report have been made in accordance with Section 625 of the Local Government Act 1993, Clause 212 of the Local Government (General) Regulation 2021 and Council’s Investment Policy.
Signed
Zac Mahon
Responsible Accounting Officer
28 November 2023 |
DOCUMENT NUMBER |
402758 |
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REPORTING OFFICER |
Craig Perrin, Town Planner |
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AUTHORISING OFFICER |
Paul Woods, Interim Deputy General Manager - CCD |
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RELEVANCE TO COMMUNITY STRATEGIC PLAN |
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FINANCIAL IMPLICATIONS |
Funding for the flood study is sourced from grant allocations. |
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LEGISLATIVE IMPLICATIONS |
There are no Legislative implications associated with this report. |
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POLICY IMPLICATIONS |
There are no Policy implications associated with this report. |
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Nil |
A Councillor be nominated to Chair the Gundagai Villages Floodplain Management Committee, with a second Councillor nominated as the alternate Chair. |
Introduction
Council was recently successful in receiving grant funding from the Department of Planning and Environment to carry out a flood study for the villages of Nangus, Coolac, Tumblong and Darbarlara.
A flood study for the villages is identified as a requirement as Phase Two of the Gundagai Flood Study. Once completed, this study will then finalise the flood study requirements for Gundagai and the whole CGRC LGA.
The first requirement of the flood study is to form a Flood Risk Management Committee. The committee will be a representation from various stakeholders including Council staff, Councillor, community representation and other government agencies (such as SES).
The committee acts as a forum to discuss technical, social, economic, environmental and cultural issues from differing viewpoints to contribute to the overall development of a Flood Risk Management Plan.
The initial (introduction) committee meeting will be held at 1pm on Thursday 7th December 2023.
This report is to:
· Inform Council of the commencement of the Gundagai Villages Flood Study and,
· Seek that a Councillor (and alternate) be nominated as members of the Gundagai Villages Floodplain Risk Management Committee.
Discussion
The former Gundagai Shire Council commissioned WMA water to complete a Flood Scoping Study to plan the development of a series of flood studies to examine the flood risks for the major population centres across the former Gundagai Shire Council LGA. The study includes details of available information at the time, methodologies for carrying out the studies and approximate timeframes and budgets.
The scoping study proposed two distinct phases:
· Phase One involved the completion a flood study to define Gundagai Township’s flood liability with respect to the Murrumbidgee River. This work included the town of Gundagai and include analysis of Morley’s and Jones Creeks.
· Phase Two involved defining design flood information for the rest of land within the LGA impacted by Murrumbidgee River flooding as well as for towns impacted by a combination of river and/or tributary flooding including Coolac, Nangus, Tumblong and Darbalara.
Phase one was effectively completed in 2014 before the flood study was reviewed as part of the subsequent floodplain risk management study and plan, completed in 2018. Council is now able to progress the proposed Phase Two project.
The work proposed in Phase Two includes:
· A flood study for flood liable areas of the entire LGA in regard to flooding from the Murrumbidgee River; and
· Flood studies for the villages of Nangus, Coolac, Tumblong and Darbalara.
The Phase Two Murrumbidgee River flood model will be an important step in Councils overall plan of works to address LGA flood risk. For almost all population centres in the LGA, river levels can contribute to or dominate design flood levels. As such, Nangus, Darbalara, Tumblong and Coolac can potentially have local flooding exacerbated by elevated Murrumbidgee River levels. As such, to inform tail water levels for the hydraulic models for the flood town studies, it is necessary to carry out the whole of LGA Murrumbidgee River modelling prior to carrying out work on the town study areas.
In September 2019, Council received a Gateway Determination for a planning proposal to implement recommendations of the CGRC Villages Strategy 2018. The planning proposal included a component to rezone land and minimum lot size requirements for the villages of Nangus, Coolac and Tumblong. The intention of the planning proposal was to provide for additional dwellings opportunities for theses villages.
As part of the consultation process of the planning proposal, a submission was received from the Department Planning, Industry and Environment. Their submission raised concerns as there was an identified need for a flood study of the village areas and as this had not been completed, the agency could therefore not support the residential intensification of the villages. Resulting from this submission, the planning proposal was amended by removing the village rezoning aspect of the planning proposal.
Rezoning of the village areas, in accordance with the CGRC Village Strategy, will be revisited at a later stage once the Gundagai Villages Flood Study has been completed.
Financial
Expenditure for the works will be sourced from grant funding.
Council was successful in obtaining grant funding of $149,600 from the State Floodplain Management program, managed by the Department of Planning and Environment (DPE). The funding ratio requirement is 4:1 meaning Council will be required to make a co-contribution of $37,400. It is proposed that the $37,400 be funded from the NCIF2 LEP grant allocation.
OLG 23a Guideline consideration
Does not conflict with guidelines.
28 November 2023 |
DOCUMENT NUMBER |