Agenda of Ordinary Council Meeting - Tuesday, 28 November 2023

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

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

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

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

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

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

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

6. This section does not apply—

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

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

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

Erection of signs

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

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

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

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

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

3. The sign must be—

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

b. removed when the work has been completed.

4. This section does not apply in relation to—

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

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

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

Fulfilment of BASIX commitments

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

1. BASIX development,

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

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

Notification of Home Building Act 1989 requirements

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

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

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

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

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

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

i. the name of the owner-builder, and

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

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

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

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

Approved plans and supporting documentation.

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

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

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

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

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

Building Work

Before issue of a construction certificate

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

Before building work commences

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

During building work

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

Before issue of an occupation certificate

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

VOTING RECORD
FOR RESOLUTION	AGAINST RESOLUTION
Cr Charlie Sheahan (Mayor) Cr Gil Kelly Cr Leigh Bowden Cr Les Boyd Cr Logan Collins Cr Trevor Glover Cr David Graham Cr Abb McAlister Cr Penny Nicholson	Nil
ABSENT	DECLARED INTEREST
Nil	Nil

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.


CHAIRPERSON	GENERAL MANAGER

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

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

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 14^th December 2023 subject to the following conditions:

1. The temporary closure of Parker Street between 3:30pm and 10pm on Thursday 14^th 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

Ordinary Council Meeting Agenda

28 November 2023

8.2.3 Business Cootamundra Request for Assistance

DOCUMENT NUMBER

402850

REPORTING OFFICER

Linda Wiles, Manager Business

AUTHORISING OFFICER

Paul Woods, Interim Deputy General Manager - CCD

RELEVANCE TO COMMUNITY STRATEGIC PLAN

1. A vibrant, safe, and inclusive community

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

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.

ATTACHMENTS

1. Letter Business Cootamundra ⇩

Recommendation

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 – 12^th 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.

Ordinary Council Meeting Agenda

28 November 2023

8.2.6 Code of Conduct Complaint Statistics

DOCUMENT NUMBER

403029

REPORTING OFFICER

Anne Chamberlain, Acting Governance Officer

AUTHORISING OFFICER

Paul Woods, Interim Deputy General Manager - CCD

RELEVANCE TO COMMUNITY STRATEGIC PLAN

4. Collaborative and progressive leadership

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

FINANCIAL IMPLICATIONS

There are no Financial implications associated with this report.

LEGISLATIVE IMPLICATIONS

There are no Legislative implications associated with this report.

POLICY IMPLICATIONS

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

ATTACHMENTS

Nil

Recommendation

The report on Code of Conduct complaint statistics for the period 1^st September 2022 to 31^st 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 30^th 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.

Ordinary Council Meeting Agenda

28 November 2023

8.3.2 Finance Update - October 2023

DOCUMENT NUMBER

402617

REPORTING OFFICER

Zac Mahon, Manager Finance

AUTHORISING OFFICER

Paul Woods, Interim Deputy General Manager - CCD

RELEVANCE TO COMMUNITY STRATEGIC PLAN

4. Collaborative and progressive leadership

4.1 A clear strategic direction that is delivered upon

FINANCIAL IMPLICATIONS

There are no Financial implications associated with this report.

LEGISLATIVE IMPLICATIONS

There are no Legislative implications associated with this report.

POLICY IMPLICATIONS

There are no Policy implications associated with this report.

ATTACHMENTS

Nil

Recommendation

The Finance Update report, be received and noted.

Report

The 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.

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	29,867,608
Cash at 31 October 2023	29,959,036
Unrestricted Balance	91,428
Grant Debtors Outstanding	237,704
Balance	329,132

REPORTING OFFICER	Teresa Breslin, Executive Assistant to Mayor and General Manager
AUTHORISING OFFICER	Steve McGrath, Interim General Manager
FINANCIAL IMPLICATIONS	There are no Financial implications associated with this report.
LEGISLATIVE IMPLICATIONS	There are no Legislative implications associated with this report.
POLICY IMPLICATIONS	There are no Policy implications associated with this report.
ATTACHMENTS	1. Minutes of the Ordinary Meeting of Council held on Tuesday 24 October 2023 2. Confidential Minutes of the Closed Session of Council held on Tuesday 24 October 2023 – Confidential (under sperate cover)

DOCUMENT NUMBER	402615
AUTHORISING OFFICER	Charlie Sheahan, Mayor
REPORTING OFFICER	Charlie Sheahan, Mayor
ATTACHMENTS	Nil

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.
ATTACHMENTS	1. Minutes of the Cootamundra-Gundagai Local Traffic Committee Meeting held on Thursday 9 November 2023