4074-05_BPMay2008.pdf - Upper Hunter Shire Council

Page 1 of 97 of the minutes of the ordinary meeting of Upper Hunter Shire Council held on Monday, 26 May 2008 MAYOR GENERAL MANAGER

MINUTES OF THE ORDINARY MEETING OF UPPER HUNTER SHIRE COUNCIL HELD ON MONDAY, 26 MAY 2008 AT THE COUNCIL CHAMBERS, MAIN STREET, SCONE

COMMENCING AT 4.00PM PRESENT: Cr Barry Rose (Mayor), Cr Errol Bates (Deputy Mayor), Cr Nat Doonan, Cr Peter Hodges, Cr Ean Cottle, Cr Les Parsons, Cr Lee Watts, Cr Deirdre Peebles and Cr John Scriven. APOLOGIES: Mr Daryl Dutton (General Manager), Mr Bede Spannagle (Director Technical Services) IN ATTENDANCE: Mr Wayne Cossens (Director Corporate Services), Mr Bruce Heise (Acting Director Environmental Services), Mr Steve Pryor (Deputy Director Corporate Services), Mr Jeff Bush (Manager Civil Assets), Mrs Robyn Cox (Executive Personal Assistant) and Ms Bronwyn Farr (Public Relations). ADOPTION OF MINUTES: RESOLVED that the minutes of the ordinary meeting held on 28 April 2008 be adopted.

Moved: Cr N Doonan Seconded: Cr P Hodges CARRIED

DECLARATIONS OF INTEREST: Cr N Doonan G.5.1 Murrurundi Office – Commercial Activity Cr J Scriven G.5.12 Upper Hunter Museum of Rural Life PUBLIC PARTICIPATION: Nil


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MAYORAL MINUTES................................................................................................... 3

A.5.1 ENERGY AUSTRALIA – ABERDEEN/SCONE POWER UPGRADE........................................3

A.5.2 AIRPORT REHABILITATION AND RESA CONSTRUCTION.................................................10

A.5.3 REQUEST FOR DONATION - MERRIWA PAH&I ASSOCIATION .........................................11

COMMITTEE/DELEGATES REPORTS ..................................................................... 15

C.5.1 FINANCE COMMITTEE ..........................................................................................................15

C.5.2 MERRIWA FESTIVAL OF THE FLEECES COMMITTEE .......................................................16

C.5.3 WALFERTAN COMMUNITY CONSULTATION COMMITTEE ...............................................25

C.5.4 UPPER HUNTER SHIRE CONSULTATIVE COMMITTEE .....................................................28

C.5.5 COMMUNITY DEVELOPMENT COMMITTEE........................................................................32

C.5.6 WORKS AND TECHNICAL SERVICES COMMITTEE ...........................................................36

C.5.7 TRAFFIC COMMITTEE...........................................................................................................54

C.5.8 DEVELOPMENT AND ENVIRONMENTAL SERVICES COMMITTEE ...................................57

C.5.9 TIDY TOWNS COMMITTEE....................................................................................................61

C.5.10 HERITAGE ADVISORY COMMITTEE....................................................................................64

C.5.11 ADVANCING ABERDEEN COMMITTEE................................................................................67

C.5.12 UPPER HUNTER REGIONAL LIBRARY COMMITTEE..........................................................70

DEVELOPMENT......................................................................................................... 72

D.5.1 DEVELOPMENT APPLICATION NO 86/92 MODIFICATIONS AND ALTERATIONS TO

ABERDEEN ABATTOIR..........................................................................................................72

D.5.2 DEVELOPMENT APPLICATION NO 121/08 ADMINISTRATION CENTRE AND COUNCIL

CHAMBERS ............................................................................................................................74

GENERAL ADMINISTRATION .................................................................................. 75

G.5.1 MURRURUNDI OFFICE - COMMERCIAL ACTIVITY .............................................................75

G.5.2 SPONSORSHIP - INVERMEIN PICNIC BY LAKE GLENBAWN.............................................76

G.5.3 ADVANCING ABERDEEN COMMITTEE: NOMINATIONS FOR MEMBERSHIP...................78

G.5.4 REQUEST FOR REDUCTION OF SPORTS OVAL FEES - MERRIWA RUGBY LEAGUE.....82

G.5.5 MURRURUNDI WAR & SERVICES HONOUR ROLL COMMITTEE ......................................84

G.5.6 ABERDEEN COMMUNTITY CARING - SENIORS FAIR ........................................................85

G.5.7 MURRA YOUTH......................................................................................................................86

G.5.8 REQUEST WAIVER OF FEES- MURRURUNDI RSL HALL ...................................................87

G.5.9 NEWCASTLE AND HUNTER VALLEY SPELEOGICAL SOCIETY INC. ................................88

G.5.10 REQUEST TO WAIVE FEES - MERRIWA SHOWGROUND..................................................89

G.5.11 SCONE MEMORIAL AIRPORT DEVELOPMENT...................................................................91

G.5.12 UPPER HUNTER MUSEUM OF RURAL LIFE........................................................................94


MAYORAL MINUTES Section: MAYORAL MINUTE

A.5.1 ENERGY AUSTRALIA – ABERDEEN/SCONE POWER UPGRADE Council: 26 May 2008

RECOMMENDATION: That Council make vigorous representations to Energy Australia regarding the Aberdeen/Scone power upgrade to follow the revised original route south of Aberdeen rather than via Gordon Street. BACKGROUND: Energy Australia is upgrading the electricity supply to Aberdeen and Scone. Part of the works include a 66kV power line from the existing sub-station south of Aberdeen to Scone. See attached letter to residents. ISSUES: Energy Australia have presented a number of proposals to Council proposing alternative routes for the power line. Council to date has always advocated the most practical route that has the least impact on the Aberdeen community. The latest route proposed follows the New England Highway, Gordon Street and Abercairney Terrace following the road reserves, (see attached plan, Option A). The original route proposed (also shown on attached plan as Option B), traversed rural land to the south of Aberdeen and then along Abercairney Terrace. The latest route proposed has a greater impact on residents in Aberdeen than previous routes proposed. OPTIONS: To amend, adopt or reject the recommendation FINANCIAL CONSIDERATIONS: N/A RESOLVED that Council make vigorous representations to Energy Australia regarding the Aberdeen/Scone power upgrade to follow the revised original route south of Aberdeen rather than via Gordon Street.

Moved: Cr B Rose Seconded: Cr L Parsons CARRIED








Section: MAYORAL MINUTE

A.5.2 AIRPORT REHABILITATION AND RESA CONSTRUCTION Council: 26 May 2008

RECOMMENDATION: That Council move into Closed Committee pursuant to section 10A(1)-(3) of the Local Government Act 1993, the media and public be excluded from the meeting on the basis that the business to be considered is classified confidential under the provisions of section 10A(2) (d) information that would, if

disclosed, prejudice the commercial position of the person who supplied it. BACKGROUND: Council is currently considering the rehabilitation Scone Airport airstrip and construction of a runway extension area (RESA) ISSUES: • Government support • Private airport user support • Council support SUSTAINABILITY: Dependent on financial support for the project. OPTIONS: To amend, adopt or reject the recommendation FINANCIAL CONSIDERATIONS: $1,500,000 total cost. Council contribution $500,000 RESOLVED that Council move into Closed Committee pursuant to section 10A(1)-(3) of the Local

Government Act 1993, the media and public be excluded from the meeting on the basis that the business to be considered is classified confidential under the provisions of section 10A(2) (d) information that would, if disclosed, prejudice the commercial position of the person who

supplied it.

Moved: Cr E Cottle Seconded: Cr L Parsons CARRIED

RESOLVED that Council note the report and not proceed with the project at this time.

Moved: Cr E Bates Seconded: Cr E Cottle CARRIED

RESOLVED that Council move back into Open Council:

Moved: Cr D Peebles Seconded: Cr P Hodges CARRIED Upon resuming Open Council the following recommendations were adopted: RESOLVED that Council note the report and not proceed with the project at this time.

Moved: Cr E Bates Seconded: Cr P Hodges CARRIED


Section: MAYORAL MINUTE

A.5.3 REQUEST FOR DONATION - MERRIWA PAH&I ASSOCIATION Council: 26 May 2008

RECOMMENDATION: That Council:

1. give a donation of $2,000 towards the running of the 2008 Merriwa Show in its centenary year.

2. waive showground hire fees for the event again for 2008 BACKGROUND: The Merriwa PAH&I Association has requested sponsorship of $5,000 for the Centenary 2008 Merriwa Show. The amount requested is disproportionate to the amount of support given to other events around the Shire. Council already provides $5,000 plus in-kind support to the Merriwa Festival of the Fleeces. Council provided $350 plus waived the Showground fees for 2007. Considering that the 2008 Show is the Centenary Show additional support would be justified above amounts provided in previous years. ISSUES: Level of support compared to other events. SUSTAINABILITY: Not applicable. OPTIONS: To adopt, reject or amend the recommendations. FINANCIAL CONSIDERATIONS: Waiving of fees would have minimal effect on budget. First application for 2008/9 budget. RESOLVED that Council: 1. give a donation of $2,000 towards the running of the 2008 Merriwa Show in its centenary

year. 2. waive showground hire fees for the event again for 2008

Moved: Cr E Bates Seconded: Cr N Doonan CARRIED




QUESTIONS WITHOUT NOTICE Cr N Doonan: Note of Thanks

Requested that thanks be passed on to the staff involved in work done on Blandford / Timor Road and Sandy Creek Road; he had received several phone calls from various people about the good work that was done.

Cr P Hodges: Wood Fires

Requested that Council put out some publicity for people to take more care with wood fires as winter is nearing and it seems that some people are burning household rubbish which can be a health hazard. The Mayor agreed that this should be done and advised that the Director Corporate Services would see to it.

Cr E Bates: Abattoir Odour

Enquired as to the number of complaints of odour emanating from the abattoirs in Scone. The Acting Director Environmental Services reported that there had been only 1 complaint which had been followed up and had been due to an issue with the rendering fan box.

Cr D Peebles: Fitzroy Hotel

Requested an update on the Fitzroy Hotel matter. The Acting Director Environmental Services advised that the owners were ready to proceed but he had so far been unsuccessful in contacting them.

Cr L Watts: Bus Zones

Requested that Council revisit the matter of the Liverpool Street bus zone. Cars are parking there and buses are double parking. The Mayor advised that bus companies are ignoring the Bus/Rail Interchange and that the matter will be revisited.


COMMITTEE/DELEGATES REPORTS Section: COMMITTEE/DELEGATES

C.5.1 FINANCE COMMITTEE Council: 26 May 2008

RECOMMENDATION: That the recommendations of the Finance Committee as circulated be adopted. BACKGROUND: The Finance Committee meeting has been called for Thursday, 22 May 2008. Recommendations from that meeting will be available at the Council meeting. ISSUES: As per agenda paper. OPTIONS: Not applicable. FINANCIAL CONSIDERATIONS: As per report. RESOLVED that Council note the financial report for the period.


RESOLVED that Council: 1. Note the comments on the budget variations by managers. 2. Vote the funds requested and note the source of funds, as detailed by the managers.

Moved: Cr E Cottle Seconded: Cr P Hodges CARRIED


Section: COMMITTEES/DELEGATES REP192/08

C.5.2 MERRIWA FESTIVAL OF THE FLEECES COMMITTEE

Council: 26 May 2008

RECOMMENDATION: That Council note the notes of the meeting held on 17 March 2008 and minutes of meeting held on 22 April 2008. BACKGROUND: The notes and minutes of the meetings are included as attachments 1 & 2. The quorum for the meeting held on 17 March 2008 was not reached and an informal meeting was held. ISSUES: As noted in the attachments. SUSTAINABILITY: Not applicable. OPTIONS: To adopt or amend the recommendation. FINANCIAL CONSIDERATIONS: As per budget allocation. RESOLVED that Council note the notes of the meeting held on 17 March 2008 and minutes of meeting held on 22 April 2008.

Moved: Cr D Peebles Seconded: Cr L Watts CARRIED


ATTACHMENT 1

NOTES OF THE MERRIWA FESTIVAL OF THE FLEECES COMMITTEE MEETING HELD IN MERRIWA COUNCIL CHAMBERS, ON 17 March 2008 COMMENCING AT 7PM.

1.0 PRESENT: Mrs Shirley Hunt, Mr Len Coluccio 2.0 IN ATTENDANCE: Mrs Tina Taylor, Mrs Carlita McConnell, Ms Justine Witney 3.0 APOLOGIES: Mr Steve Pryor, Mrs Belinda McKenzie, Ms Lea Luckett,

MOTION: That the apologies be accepted and the necessary leave of absence be granted.

C McConnell/S Hunt CARRIED

4.0 CONFIRMATION OF MINUTES

MOTION: That the Minutes of the Festival of the Fleeces Meeting held on 18 February 2008, a copy having been distributed to all members be taken as read and adopted.

C McConnell/S Hunt CARRIED

5.0 BUSINESS ARISING FROM MINUTES

Banners Discussion between departments of the Upper Hunter Shire Council to continue in regards to purchase of banners. A suggestion of receiving a quote from Dave Houlahan is to be put forward to Council.

6.0 CORRESPONDENCE

The Australian Celtic Studies have offered services for a cost to the Festival – offer to be declined. Letter sent to Ka-Boom fireworks to confirm booking. Fax sent to confirm booking for 2 portable toilets to Coates Prestige.

7.0 GENERAL BUSINESS

Sponsorship Sponsorship had been received from:- Upper Hunter Shire Council Hunter Mutual Davis Thompson and Wright Hunter Irrigation & Water Solutions Dr Ramses Salama Mrs Johnson Merriwa RSL Dr Bronwyn Stokes Energy Australia Cowan Bus Company Stone Hill Wines = $10,550 both cash and in-kind donations

7.3 Raffle

Sydney BridgeClimb for 1st

Prize in raffle, if not successful Balloons Aloft would be approached (at a cost to the committee). Still awaiting response to letter sent. Raffle Tickets to be purchased for stamping by J Cronin and Cr Peebles Sell price of ticket is $2 each Second Prize to be Cowan Bus trip Third to be dinner for two at Stone Hill (TBC)


7.4 Scarecrows Discussion occurred as to the possibility of Family Day Care sponsoring Scare Crow Competition. Tourist Welcoming Centre will be sponsoring the prizes for this event. Surrounding libraries will be taking part in encouraging children to take part by implementing scarecrow making as part of their holiday program.

7.5 Bluebottle Productions

Contact with this company is ongoing. Contact with the school has been made and they are interested in this offer. More information needs to be gathered by Tina Taylor before further communication with schools is made.

7.8 Street Parade

To be discussed at next meeting due to R Campbell being unavailable.

Market Stalls Tourist Welcoming centre have been approached and are happy for the stalls to be located behind the Welcoming Centre. Whip Cracking Shirley Hunt to contact Les Turner in relation to organisation of this event, Les Turner is not available but may be able to come up with someone else. Running of the Sheep Ron Campbell to secure sheep for the Parade and talk with M Nutt re: transportation of sheep. The ‘Running of the Sheep’ route will be reviewed and confirmed by Ron Campbell at the next meeting. The committee discussed starting the sheep at the showground and back through Pitt Sons as possibility with Ron to report back on best option. Carlita McConnell to approach the new Ag teacher re: dressing of the sheep in shoes before parade. This to be addressed at next meeting.

7.14 Shearing Demonstration

Ron Campbell will confirm with Bill at Top Pub re: Shearing demonstration and report back. Dog Trials Ron Campbell to make enquiries re: Dog Trail and report back. Golden Highway Closure Tina Taylor to confirm at next meeting that RTA approval for the Golden Highway Closure has been received. Billy Cart Derby Tina Taylor to confirm with Mike Kelly the Billy Cart Derby will be part of the Festival of the Fleeces Programme.

8.0 DATE OF NEXT MEETING

7 April 2008, 7pm, Council Chambers, Merriwa. THERE BEING NO FURTHER BUSINESS, the meeting concluded at 8.45pm.


ACTION TABLE FOR COMPLETION BY NEXT MEETING

Responsible person Action/Item to be completed by next meeting CR PEEBLES Cr Peebles still in talk with Suzie Kirk with Suzie declining the offer.

T Taylor to speak with Pat Kirkby for assistance TINA TAYLOR Currently in negotiations with UHSC in relation to banners TINA TAYLOR Sydney Bridge Climb has been approached but no reply received.

Organise signage advertising the raffle prizes for the seeling outlets. Action to be completed once first prize confirmed

BELINDA McKENZIE Reply to Bluebottles offer of workshop – target date during ‘Education Week’ Report back to 7 April meeting.

RON CAMPBELL To report back to next meeting with finer detail of parade programme and any assistance required.

CR PEEBLES Secure Citizenship Award winners for judging. Report back to 7 April meeting.

RON CAMPBELL Secure sheep from farmer transportation of the sheep – M Nutt Confirm route the sheep will take. Report back to 7 April meeting.

CARLITA McCONNELL

To speak with new Ag teacher for the dressing of the sheep in red socks. Report back to 7 April meeting.

TINA TAYLOR Confirm road closure for the parade through RTA Report back to 17 March meeting.

TINA TAYLOR Confirm the running of the Billy Cart Derby at the next meeting. TINA TAYLOR Tina Taylor to try to secure a 12 minute display with KaBoom before accepting

the quote. Tina Taylor to report back on contract arrangements should the event be cancelled due to bad weather.


ATTACHMENT 2

MINUTES OF THE MERRIWA FESTIVAL OF THE FLEECES COMMITTEE MEETING HELD IN

MERRIWA CTC/VIC ON 22 APRIL 2008 COMMENCING AT 7PM.

1.0 PRESENT: Cr D Peebles (Chairperson), Ms J Cronin, Ms. S Hunt, Mr R Campbell, Mrs Belinda McKenzie (acting Secretary), Mr L Coluccio

2.0 IN ATTENDANCE: Ms Carlita McConnell, Ms B Redgate, 3.0 APOLOGIES: Mr Steve Pryor, Ms Tina Taylor, Ms Justine Witney

MOTION: That the apologies be accepted and the necessary leave of absence be granted.

S Hunt/ J Cronin CARRIED


MOTION: That the Minutes of the Meeting of the Festival of the Fleeces Meeting held on 18 February 2008 and the Meeting Notes of the meeting held on 17 March 2008, a copy having been distributed to all members be taken as read and adopted.

S Hunt/ L Coluccio CARRIED

5.0 BUSINESS ARISING FROM MINUTES

5.1 Banners Banners were to be ordered and payment made through UHSC with grants monies. Three (3) designs were presented with the committee voting for the first design (red background, sheep in black circle with red socks)

MOTION: That the banners be ordered as a matter of priority and that the first design is the one used on the new banners.

R Campbell/ L Coluccio CARRIED

6.0 CORRESPONDENCE

• A letter from the RTA had been received by Council with requirements of the street closure for the parade.

• Sydney Bridgeclimb had requested a letter from the Westpac Rescue Helicopter to state that they would be the beneficiaries of the raffle. This had been done and forwarded to Sydney Bridgeclimb.

• Advertising invite in the Entertainer 7.0 GENERAL BUSINESS

7.1 Sponsorship $10,550 both cash and in-kind donations – no further update was available

7.2 Raffle

To date the raffle looks to have good and interesting prizes. After confirmation of the Sydney Bridgeclimb signs for raffles sales and tickets were to start to be sold. The Co-ordinator to confirmation to next meeting that the Raffle Tickets are ready to go.

7.3 Scarecrows

No further discussion occurred. 7.4 Bluebottle Productions


The Co-ordinator has made contact with Bluebottle Productions and the school.

7.5 Street Parade R Campbell has all in hand. Three council safety vests will be required with labels stating ‘MARSHALL’. The co-ordinator to organise risk assessment for the Parade Route with Safety Officer D Mavin. Sheep yards have been confirmed. The Co-ordinator to advise R Campbell about whether the Parade letters have gone out.

7.6 Market Stalls

Power was being sought from the Welcoming Centre and RSL if not possible consider approaching Coates Hire and Energy Australia who may have a generator as an in-kind sponsorship should the above not be feasible or possible. All market stall operators must have their own insurance – copies of Market stall booking forms where to indicate such and a photocopy of the stall holders insurance was to be attached before bookings could be confirmed. The co-ordinator to request risk assessment with UHSC Safety Officer on the proposed site for the Tourist Welcoming Centre (if it is their land that the stalls are on) Market Stall Booking Form to be provided to R Campbell and advertised in the Ringer asap. Stalls to cost $36.00 as reported by co-ordinator.

7.7 Whip Cracking E Liondis’ husband is not available to do the Whip Cracking. To be discussed further at the next meeting.

7.8 Running of the Sheep

R Campbell confirmed that the sheep have been confirmed. Nutt’s were busy but happy to assist if needed. R Campbell was still to talk to Pitt Son & Keane and report back to next meeting.

7.9 Shearing Demonstration

Confirmed

7.10 Dog Trials R Campbell reported that the Dog Trials would be held in the RSL Paddock all

confirmed.

7.11 Golden Highway Closure Letter had been received from the RTA listing the requirements of closing the Highway for the Parade. The co-ordinator to talk with Les Tudor to ensure that requirements will be in place.

7.12 Billy Cart Derby

Billy Cart Derby confirmed, still awaiting confirmation of Hay delivery – report to next meeting.

7.13 Drinking Goggles The co-ordinator and J Witney to report back on the idea of the activity with costs and availability.

7.14 PA System Confirmed through R Campbell by James Bettington

7.15 Art Show The Art Show has been held off until next year. There has not been enough lead up time to organize it. The Art Show organization should commence in Sept – Oct 08 for the FotF 09. The Committee discussed getting Suzie Kirk to have some off her work on display for the opening night activities.

7.16 Fashion Parade


The committee has had poor response for model to date. The co-ordinator to promote the Modelling Workshop heavily in the next two weeks – and remind everyone that the closing date for the workshop is 16 May. C McConnell to spread the word and encourage participation from youth. J Witney to be approached to see if she can encourage youth to participate. The committee discussed option 3 as an alternative should not enough models want to attend the workshop. J Cronin confirmed that option 3 would not be viable as it was getting to late to start to organize it from her prospective. The committee agreed to push the Modelling Workshop heavily over the next two weeks. The co-ordinator to make contact with the Australian Wool Awards co-ordinator and update her on the current status of the Fashion Parade. The Aust Wool Awards set the price for the Modelling Workshop so the Committee could not reduce or change it

7.17 Toilets

Hire toilets were to cost $175.00. The co-ordinator to confirm the cleaning costs etc. as per meeting in Feb 08.

7.18 Advertising & Promotion R Campbell was to ring his Newcastle Herald contact re: editorial for the event and report back to the next meeting. The co-ordinator was to liaise with the Hunter Valley News and see if the ‘Wrap Around’ done in previous years will be going ahead this year and what support 2NM and ABC Radio’s will be giving the Festival this year. The advertising budget was to be discussed in full on receiving the above information. Hunter Valley News had written requesting advertising purchase for ‘The Entertainer’. The committee agreed to purchase advertising in ‘The Entertainer’ three (3) times prior to the event the same as last years advertising purchase.

MOTION: That the same advertising as last year be purchased for inclusion in ‘The Entertainer’ advertising the Festival of the Fleeces 08.

J Cronin/Cr Peebles CARRIED

7.19 Socks on Sheep

C McConnell reported that the committee may need to organise new red socks for the sheep. J Witney to be approached re: youth to assist put the socks on the sheep as well as the Ag class as apposed to the Ag Teacher. Cr Peebles to also contact Ivan Gant to locate last years socks, he may also assist to put the socks on.

7.20 Hats Lenore Taylor offered to do make hats – Cr Peebles to enquire as to whether they were for the Festival Committee or herself and to report back to next meeting.

7.21 Dance Group C McConnell was to talk with the dancers and report back to the next meeting. 7.22 Guest Personality

Co-ordinator has been liaising with Darren Martin might have more information at next meeting.

7.23 Climbing Wall

Discussions occurred re: manning of the Climbing Wall. The co-ordinator to talk with Rotary as to their thoughts on the number of people required to man the wall at any given time


7.24 Assistance for the Co-ordinator Discussions occurred re: assistance by E Liondis for the Co-ordinator. UHSC have agreed to have E Liondis assist with the Festival only when and if Tina Taylor was unable to be present on Parade Day due to unforeseen circumstances. E Liondis has been asked to attend three (3) meetings so she is familiar with the format of the Festival and its committee. She will be attending the final two (2) committee meeting 19 May and 2 June 2008. The co-ordinator would be very grateful for any assistance or tasks that committee members might like to undertake to lessen ‘the load’.

7.25 Committee Charter

Discussions were to occur with S Pryor on his return from Annual Leave. Belinda to report back to co-ordinator by next meeting.

7.26 Small Machinery Display

The committee suggested the Co-ordinator contact Joanne Shepherd for direction on who might have organized this display last year.

8.0 MEETING DATES LEADING UP TO THE FESTIVAL

• Monday 5th May 2008 – Merriwa Chambers commencing at 7.00pm

• Monday 19th May 2008 – Merriwa Chambers commencing at 7.00pm

• Monday 2 June 2008 – Merriwa Chambers commencing at 7.00pm

THERE BEING NO FURTHER BUSINESS, the meeting concluded at 8.30pm.


ACTION TABLE FOR COMPLETION BY NEXT MEETING - 5th

MAY 2008

Responsible person Action/Item to be completed by next meeting TINA TAYLOR Banners to be ordered through Country Mile Signs with design chosen re: the

minutes. TINA TAYLOR Update committee on status of the workshop at the next meeting. TINA TAYLOR To arrange for safety vests to be available to Ron Campbell at the meeting on

the 2 June – with labels stating ‘MARSHALL’. To confirm with R Campbell that the Street Parade forms have gone out asap.

TINA TAYLOR To organize a risk assessment of the Parade Route through UHSC Safety Officer D Mavin.

TINA TAYL.OR To confirm what power is to be used. Approach Coates Hire or Energy Aust. Organise with D Mavin to conduct a site inspection the next time he is in Merriwa.

TINA TAYLOR To provide a Market Stall Booking Form to R Campbell asap. RON CAMPBELL To talk with Pitt Son & Keane and report back to next meeting.

TINA TAYLOR To liaise with L Tudor re: street closure requirements in place. RON CAMPBELL To report back on Hay required for the Billy Cart Derby.

J WITNEY and TINA TAYLOR

To cost and find availability of the drinking Goggles and report back as to whether this activity can go ahead.

TINA TAYLOR To urgently advertise and encourage participants in the Modelling Workshop and talk with J Whitney about the youths in her group participating.

CARLITA McCONNELL

To try to round up more interest through her connections and report back to next meeting.

BELINDA McKENZIE To provide Tina Taylor with Wool Awards Co-ordinator. TINA TAYLOR To make contact with Wool Awards co-ordinator and update her on the current

status of the modeling workshop and Fashion Parade. TINA TAYLOR Raffle notice / prize listing/ cost to be completed once Bridgeclimb confirmed

and notify sellers that tickets and signs are ready to go. TINA TAYLOR To confirm toilet cleaner and the cost – refer Feb 08 minutes.

RON CAMPBELL To talk with his contact at the Newcastle Herald and report on what editorial can be gained.

TINA TAYLOR To liaise with Hunter Valley Printing and book adverts and talk with 2NM and BC radio to find out what support they can provide the Festival.

CARLITA McCONNELL and

TINA TAYLOR

To confirm that new socks will be needed and whether J Whitney can approach the youths in her groups to assist with fitting the socks. The Ag Class to be approached to assist with fitting the socks.

CR PEEBLES Contact Ivan Gant to see if he has last years socks and if he might consider assisting with putting the socks on the sheep.

CR PEEBLES To contact Lenore Taylor re: hats – Is she making them for the committee or herself.

CARLITA McCONNELL

To see if Dance Group were going to perform.

TINA TAYLOR To report back to meeting with update on possible personalities attendance. TINA TAYLOR To contact Rotary and seek advice on the number of persons required to man

the Climbing Wall. Report back to next meeting. BELINDA McKENZIE Seek advice from S Pryor re: Charter for the Festival of the Fleeces and report

back to Co-ordinator. TINA TAYLOR To contact Joanne Shepherd to seek advice on who ran the last machinery

display.



C.5.3 WALFERTAN COMMUNITY CONSULTATION COMMITTEE Council: 26 May 2008

RECOMMENDATION: That Council: 1. note the minutes of the meeting of the Walfertan Community Consultative Committee meeting held

on 12 May 2008; 2. refer the issue of truck movements along Campbell and Graeme Streets to the Traffic Committee

for consideration and recommendation to Council; 3. seek advice from DECC regarding the protocols for reporting of incidents to Council. BACKGROUND: The Walfertan Community Consultative Committee met on 12 May 2008. Council was represented by Cr J Scriven (Chair), Cr L Parsons, Mr B Heise Acting Director Environmental Services and Mr P Smith Senior Environmental Officer, Mr J Driscoll, Mr J Burke, Tom O’Connell (Community Representatives) Mr Rob Meldrum and Greg Osborne (Walfertan). ISSUES:

• As per the attached minutes. • Need to establish the appropriate protocols for reporting of incidents reported to DECC. SUSTAINABILITY: Not applicable OPTIONS: Not applicable FINANCIAL CONSIDERATIONS: Nil RESOLVED that Council: 1. note the minutes of the meeting of the Walfertan Community Consultative Committee

meeting held on 12 May 2008; 2. refer the issue of truck movements along Campbell and Graeme Streets to the Traffic

Committee for consideration and recommendation to Council; 3. seek advice from DECC regarding the protocols for reporting of incidents to Council.

Moved: Cr L Parsons Seconded: Cr N Doonan CARRIED


ATTACHMENT 1

MINUTES OF THE WALFERTAN COMMUNITY CONSULTATIVE COMMITTEE MEETING HELD 12 MAY 2008 AT THE ABERDEEN LIBRARY

Present: Cr J Scriven (Chair), Cr L Parsons, Mr B Heise Acting Director Environmental Services and Mr P Smith Senior Environmental Officer, Mr J Driscoll, Mr J Burke, Tom O’Connell (Community Representatives) Mr Rob Meldrum (Walfertan). APOLOGIES: Nil VISITORS: Cindy Smith, Mitchell Bennett (DECC), Mark Johnston Mark Johnston – re: intersection Graeme & Campbell Streets

• Tannery trucks turning wide causing dangerous traffic situation. Loose gravel, children waiting for bus

• Loss of fluid from hide delivery trucks • Truck noise at night keeping residents awake • Is there an alternative route?

John Bourke – supported Mr Johnston noting that the situation was worse at night when turning truck headlights are not visible to traffic on Graeme Street. Tom O’Connell – issue has been raised before Recommendation: That the issue of truck movements along Campbell Street and Graeme Street be referred to Traffic Committee . Moved: Tom O’Connell Seconded: John Bourke CARRIED Confirmation of Minutes Minutes of meeting 20 February 2008 – read by Paul Smith

• Manager Water & Waste not available due to change in meeting date – defer until next meeting • Need to revisit Charter to see if alternative community representative allowed (copy of Charter

to all members next meeting) • Tom O’Connell - Odour Reduction – complaints to DECC not getting to meeting. Rod Meldrum

– only one relevant complaint in period, other referred to silage on rural property. Mitch Bennett (DECC) – only about 2 complaints per month recorded on hot line.

Resolved: That the minutes of the 20 February 2008 Walfertan Community Consultative Committee Meeting be confirmed as a true and correct record. Moved: Rod Meldrum Seconded: John Driscoll CARRIED Mitch Bennett reported on 20 August 2007 Rouchel Road pond overflow

• Reported by Walferan to DECC at 11.00 am 20/8/07 • Site investigation by DECC morning of 21/8/07 • Witnesses interviewed and photographs examined • Outcome – pond did overflow due to heavy rain

- insufficient freeboard maintained in dam - no evidence of effluent entering creek: - most of overflow caught in second dam (not visible to public), with only minor out flow - Letter of warning issued to Walfertan. Better pond management required (increased

freeboard and more rapid use of pumps) - Tests shown high salinity in Bakers Gully and in local groundwater – new Pollution

Reduction Program instigated. Walfertan to investigate salinity issues and report to DECC by 31/8/08.

This report was followed by discussion in relation a number of matters which are summarised below: - Council was not provided with a written report of the incident and has not requested

such a report. - The incident was a breach of the tanneries licence conditions - The amount of freeboard on the Aeration Ponds is not specified in the licence

conditions. - Diluted tannery water leaving the site was discussed


Recommendation: That Council request DECC to provide a written report of the incident Moved: Tom O’Connell Seconded: John Bourke CARRIED Concerns were raised about some tannery complaints that are reported directly to the DECC complaints line not getting reported to the CCC. The DECC representative advised that there on average two complaints per month. In the first instance any odour complaints should be reported directly to Walfertan. Odour Reduction Program No report General Business Phone number for complaints about Walfertan operations advertised in Aberdeen Whisper. Committee were not advised about discussions between Council and Walfertan leading up too lodgement of the current Section 96 applications. Discussions related to procedure for lodgement of application only were regarded as being confidential until lodgement of an application. Mark Johnston – complained about odour and dead trees on irrigation area. Rod Meldrum – Trees have been dead for a considerable time. Remediation of the site is a benefit of the proposed modification to waste disposal. Next Meeting Wednesday 16 July 2008 at 6.00PM The Meeting closed at 7.00 PM


Section: COMMITTEE/DELEGATES REP198/08

C.5.4 UPPER HUNTER SHIRE CONSULTATIVE COMMITTEE Council: 26 May 2008

RECOMMENDATION: That Council note the minutes of the Consultative Committee meeting held 30 April 2008 at Murrurundi. BACKGROUND: Minutes of the Consultative Committee meeting held on 30 April 2008 are included as attachment 1. Council was represented by Cr L Parsons. ISSUES: As noted in the minutes OPTIONS: To accept, modify or reject the recommendations. FINANCIAL CONSIDERATIONS: Nil RESOLVED that Council note the minutes of the Consultative Committee meeting held 30 April 2008 at Murrurundi.

Moved: Cr N Doonan Seconded: Cr E Cottle CARRIED


ATTACHMENT 1

MINUTES OF THE UPPER HUNTER SHIRE COUNCIL CONSULTATIVE COMMITTEE MEETING

HELD 30 APRIL 2008 IN THE ADMINISTRATION OFFICE, MURRURUNDI

COMMITTEE MEMBERS: Representatives Alternatives Management D Dutton

B Spannagle S Pryor Cr L Parsons

W Cossens

LGEA S Ward B O’Regan DEPA R Phelps D Casson USU Wages Division J Binks (Merriwa) - Chairperson

B Tinsey (Murrurundi) D Kilroy (Scone)

Vacant (Murrurundi) Col Scriven (Scone)

USU Salaried Officers G Blackadder (Merriwa) Vacant D Shields (Scone) – Deputy Chairperson

S Blyton (Merriwa)

INVITEES:

USU Officer R Potter Human Resources Officer M Caban PRESENT: Daryl Dutton, James Binks, Steve Pryor, Cr Les Parsons, Sue Blyton, David Shields, Bede Spannagle, Steve Ward, Brian Tinsey, Col Scriven, Ray Phelps & David Kilroy IN ATTENDANCE: Robert Potter, Melanie Caban & Jo Farquhar APOLOGIES: Gaynor Blackadder CONFIRMATION OF MINUTES RESOLVED: That the Minutes of the meeting held on 19 March 2008 be accepted.

D Shields/J Binks CARRIED

BUSINESS ARISING FROM PREVIOUS MINUTES Two-Way Radio Communication Daryl advised still in progress. AGENDA ITEMS i Hiring of Contract workers Bede & Daryl informed committee that yes more contractors were being used, however this doesn’t mean it is council’s intention to down size crews. The reason for bringing in additional resources is that Council is behind in capital works, one of the reasons being due to flood damage grants received. Council investigated hiring another crew from Council but they were also in the same position. Standard of work will be compared to council employees and vice versa to ensure council is getting value for money. Grader crews were offered the extra work but refused. Council has purchased a Street sweeper, an example of not using a contractor.


ii Scone water cart The Scone water cart will not be replaced. Council received $135,000, was worth $175,000, ended up costing $40,000 in 12 months. Analysis has been done between purchasing a new water cart and paying wages against the hire of a water contractor. The analysis showed that it was more viable for council to use a contractor for day hire. A commitment of 3 months is required with the contractor to get good rates. A review of the situation will be done in 12 months. Other water carts will remain in depots.

iii, iv, v Draft Flexible Working Hours Administrative Principle Daryl clarified the difference between the flexi time arrangement rather than accrued time off, being two totally different concepts. Proposal was suggested for indoor staff only to replace a set day off. SMG met Monday to look at the draft response from staff, found there was major philosophical differences between the SMG proposal and staff proposal. There has been no response to managements draft only an alternative mixed concept principle. Sue Blyton on behalf of Merriwa staff addressed the meeting and relayed the concerns of losing a 9 day fortnight and that they would not be in favour. Daryl stated concerns of Management that Merriwa has the RTA agency and there is only limited staff trained to be able to perform duties and that management would like to see standard work practices across the shire. Steve Ward also spoke about it being a disadvantage to employees currently on a nine day fortnight. Ray Phelps spoke about the Local Government State Award 2004, Award 20: Flexibility for work and family responsibilities and that in his opinion there was already flexible working arrangements, within each department & goodwill that worked really well. Melanie Caban replied that yes that it did state that in the award but it was quite general and a formalised policy was required. Robert asked the question of Daryl if Management would increase the flexible hours accrued above 5 hours per fortnight or would be flexible in altering anything in the Draft proposal by Management. He also spoke about flexi time arrangements may be put in place but not necessarily used by staff, for example staff are not going to change their routine hours of work dramatically. Daryl replied the draft proposal by Management would not be altered and the current arrangement will remain in place if not taken up. The staff proposal would also not be considered. Robert reserved his response to the meeting. Ray Phelps expressed his concerns that staff representatives were led to believe that the 9 day fortnight for Scone and Murrurundi office would be reviewed in 6 months after the previous agreement. Daryl replied that was never the case. Daryl informed Council required feedback rather than a different draft policy and asked how the Merriwa staff came to their decision. James & Sue informed the meeting that Merriwa staff had a meeting to discuss the proposal. The question of Merriwa staff being protected under the amalgamation was raised. It was advised that the Policies and Procedures of Scone office now apply. It was asked that Scone representatives talk amongst staff and give a response to management. David Shields asked Daryl if he would be willing to address a meeting at Scone with employees. Daryl agreed that he would and Mel Caban was to organise. vi State Government Reform – Water and Sewer Tamworth is having a series of meetings on 13

th May 2008. Council will be attending supporting the

current submission. Robert addressed the meeting advising of the Unions stance and the campaign they will be running. A partition will be started and circulated in May. Discussions were had about the dealings between Wyong & Gosford Council’s and water authorities. UHSC has demonstrated that they are able to stand alone with Water & Sewer. Muswellbrook & Singleton has indicated they have the same stance as Upper Hunter.


vii Roads and Traffic Authority – Single Invitation Contracts Bede reported that they are 4 months behind schedule and now looking at November 2008 start. The current contractors have been extended for 4 months. The recent report card, performance report from the RTA was very good. GENERAL BUSINESS Supervisor allowance The supervisor allowance has been claimed recently. A review of grade 7 Plant Operator positions will take place, building the supervisor allowance into the position. Draft constitution The draft constitution was distributed at the previous meeting, if there is no other changes it will be distributed at the next meeting. There was no changes presented. Representatives Col Scriven advised David Kilroy would now be representing Scone and he will remain as an alternative. NEXT MEETING Wednesday, 11 June 2008 commencing at 9am in Scone. MEETING CLOSED 10.25am



C.5.5 COMMUNITY DEVELOPMENT COMMITTEE Council: 26 May 2008

RECOMMENDATION: That Council: 1. note the minutes of the meeting; 2. adopt the Draft Crime Prevention Plan (provided under separate cover). BACKGROUND: A meeting of the Upper Hunter Shire Community Development Committee was held on Tuesday, 29 April 2008. The minutes of the meeting are included as Attachment 1. In relation to recommendation 2 above, a Crime Prevention Plan Working Group was formed consisting of Mrs Marie Laurie, Mr John Musumeci, Mrs Maria Musumeci, Mr Stephen Watson, Insp Guy Guiana, Heather Ranclaud and Kate Sommerlad. ISSUES: As outlined in the minutes. SUSTAINABILITY: Not applicable. OPTIONS: To adopt the recommendations or not. FINANCIAL CONSIDERATIONS: Nil. RESOLVED that Council: 1. note the minutes of the meeting; 2. adopt the Draft Crime Prevention Plan (provided under separate cover).

Moved: Cr D Peebles Seconded: Cr E Bates CARRIED


ATTACHMENT 1

Minutes of the meeting of the COMMUNITY DEVELOPMENT COMMITTEE held at 6.38pm on Tuesday, 29 April 2008 at Upper Hunter Shire Council Chambers, Main Street, Scone

and via video-conference in Merriwa and Murrurundi 1.0 PRESENT: Mr Leo Walsh (Chairperson), Cr Deirdre Peebles , Mrs Lorna Driscoll,

Mrs Kate Halliday, Mrs Maisie Hibbs, Inspector Guy Guiana, Mrs Pat Kirkby, Mrs Marie Laurie, Mr John Musumeci, Mrs Maria Musumeci, Cr Deirdre Peebles, Cr John Scriven, Ms Judith Simos, , Mr Stephen Watson, Mrs Cr Lee Watts

2.0 IN ATTENDANCE: Mrs Heather Ranclaud, Donna Rea and Kate Sommerlad 3.0 TECHNICAL ISSUES: Members and public participants introduced themselves and their

location, this allowed a check to see if, �� video conferencing equipment was working correctly, �� all members could hear and see one another. During the meeting the speaker listed their name and location prior to addressing a point. Participants are asked to acknowledge they are able to hear during the meeting by a not of head during/after a point has been made. Voting on issues during the meeting is made easier by a show of hands.

4.0 APOLOGIES: Mrs Phoebe Begg, Mr Viv Carter, Sgt Craig Sutton 5.0 ABSENT: Nil 6.0 DECLARATION OF INTEREST: Nil 7.0 MINUTES OF THE PREVIOUS MEETING:

MOTION: that minutes of the meeting held 1 April 2008, be adopted as a true and accurate record.

MOVED: Cr John Musumeci SECONDED: Mrs Lorna Driscoll CARRIED 8.0 BUSINESS ARISING:

8.1 Outcomes of Council Meeting

The following recommendations of the CDC were adopted at the Council meeting on Monday 28 April.

8.2 Community Plan

As previously agreed, a section of the Community Plan will be discussed at each Committee meeting to allow the Committee to assist with implementing some of the strategies.

The section on Young People was circulated and discussed at the meeting. The following items are noted.

• That a number of the issues/ needs have been addressed and are continually being evaluated. Such as the Careers Expo, Certificate IV in Youth Work being offered to staff to assist with recruitment and retention of youth workers.

• Renovation of SYC was discussed with the need to involve the Youth in the renovation so the Youth Centre is used by the Youth and the young people have ownership in the Centre.

• Improving attendance of all youth centres is a current focus with the newly appointed Youth Services Officer being an important step.


• The Committee congratulated Community Services for all that has been achieved and considers it to be a very important part of the Community Plan as young people are the future generation of the Shire.

8.3 Senior’s Week and Youth Week 2008

Senior’s Week was held from 6-13 April, various and successful events were held across the shire and were well attended by the community. The towns to host events included Aberdeen, Murrurundi, Bunnan, Merriwa and Scone.

This coincided with Youth Week which was from 5-13 April 2008, various events took place these towns included Aberdeen, Merriwa, Murrurundi and Scone. Some events were held during the school holidays.

8.4 Careers Expo

Noted, the Youth Mean Business Careers Expo is planned for Friday 9 May 2008. The day is being planned in partnership with all the local secondary schools and a number of local business and industries attending.

9.0 GENERAL BUSINESS:

9.1 Council’s Draft Management Plan

Noted, Council’s draft Management Plan is currently being developed. The document has been placed on public exhibition Cr Watts encouraged committee members who had raised items during CDC meetings to make submissions.

9.2 Crime Prevention Plan

A meeting of the Crime Prevention Plan Working Group was held on Wednesday 16 April in Scone. The attendees at the meeting included Mrs Marie Laurie, Mr John Musumeci, Mrs Maria Musumeci, Mr Stephen Watson, Insp. Guy Guiana, Heather Rancalud and Kate Sommerlad. The Draft Crime Prevention Plan was analysed, discussed and suggested amendments included: � Use the numbers statistically from the Attorney’s General Department, using actual

numbers presented in a bar graph, comparing actual crime to state averages. � Discussion about traffic accidents which are classified as accidents, meaning a

road fatality can be counted as an accident, not crime. � Suggest schools could be contacted to determine if any crime prevention initiatives

are run locally. � Insp. Guiana to provide a list of current initiatives from NSW Police Crime

Prevention Officer. � Suggested we roll Objective 3 “Alcohol and other drug related crime” in with

Objective 2 “Reduce Anti-Social Behaviour” � A third strategy in Objective 1 was added to “Encourage the reporting of crime”

� The importance of reporting all crime is crucial to ensure that a true picture of crime is available to the authorities using the correct means. � Promote the correct use of 000, � Crime Stoppers 1800 333 000, � Police assistance line 131444

� An additional action was included in Objective 2 to “Adopt a Spot, Adopt a Road, Promote and acknowledge existing success stories, Support a Garden Competition.

The revised Draft Crime Prevention Plan is now provided for final comment. MOTION: the revised Draft Crime Prevention Plan be recommended to Council for adoption. MOVED: Mr Stephen Watson SECONDED: Mr John Musumeci CARRIED


The CDC committee charter was provided for member’s information after items were discussed at the Crime Prevention Plan Working Group. The Charter provided also included the suggested actions for the committee which was added in 2007. The charter will be reviewed later in the year, prior to the next Council election.

9.3 Cancer Council Update

9.3.1 Cancer Council Outreach Service

The Cancer Council Outreach Service will be launched at: 10.00am, Wednesday 30th

April 2008 at Waratah Village Shopping Centre near the Coles store.

What is the Cancer Council Outreach Service (CCOS). The Cancer Council Outreach Service is a mobile, custom-built cancer information centre, which travels to rural and regional communities to provide them with convenient access to information about cancer and support services.

What will the Outreach Service do? The Outreach Service will be equipped with a range of resources, including printed information, interactive displays and quizzes, audiovisual equipment, laptops with access to the Cancer Council NSW website, and telephone access to the Cancer Council Helpline. The services provided by the Cancer Council Outreach Service are free of charge. The Outreach Service will also have two trained Cancer Council staff on site to answer questions and help visitors find information and support services. 9.3.2 Cancer Council Advisory Committee The next meeting is due in June in Newcastle to review the Strategic and Operational Planning for 08/ 09. 9.3.3 Cancer Council – Relay for life 2008

Starting to look for teams and support from all areas of the community to take part. The event begins 2pm Saturday 18 October and finishes 10am Sunday 19 October 2008.

9.4 Merriwa Operatic Gala

On Sunday 4th May 2008 a Gala will be held with Peta Blyth, Peta (Soprano) will be

accompanied by a pianist, flautist and Andrew Jones as baritone.

9.5 Young Endeavour Scheme

The Young Endeavour Scheme has begun once again with sponsorship being sought and nominations being sought at the end May/early June. Further discussion will be held at the next CDC meeting.

10.0 NEXT MEETING:

The next meeting is set to be held Tuesday 27 May 2008 in the Upper Hunter Shire Council Chambers, Main Street, Scone commencing at 6.30pm. Video conferencing will be available from Merriwa and Murrurundi offices of Council.

There being no further business the Chairperson closed the meeting at 7.53pm.



C.5.6 WORKS AND TECHNICAL SERVICES COMMITTEE Council: 26 May 2008


1. Adopt the minutes of the Works and Technical Services Committee held on 13 May 2008. 2. Note the Capital Works report 2007/2008. 3. Retain the approved engineering conditions of consent in relation to DA 372/04. 4. i. Refer the naming of streets in the Rosedale Subdivision at Murrurundi be referred back to

Technical Support staff for further investigation of names based on tree species prevalent in the area.

ii. Name the streets within the Valley View Estate at Aberdeen based on a theme of ‘cattle breeds’. Further that roads be named Highland, Hereford, Angus, Galloway and Devon Streets.

iii. Name the park within the Valley View Estate the “Lou Davies Park” in memory of the former manager of Aberdeen Meatworks.

5. Move into Closed Council pursuant to section 10A(1)-(3) of the Local Government Act 1993, the media and public be excluded from the meeting on the basis that the business to be considered is classified confidential under the provisions of section 10A(2) (c) information that would, if disclosed, confer a commercial advantage on a person with whom the council is conducting (or proposes to conduct) business.

6. Further investigate the Little Gap Quarry site to determine potential reserves of gravel and detailed costings in relation to the operation of a gravel quarry and a report be prepared for consideration by the Works and Technical Services Committee.

BACKGROUND: The Works and Technical Services Committee met on Tuesday 13 May 2008. Council was represented by Cr E Bates (Chair), Cr N Doonan and Cr L Parsons. In attendance were Mr B Spannagle (DTS), Mr J Bush (MCA), Mr L Tudor (Works Engineer), Mr S Ward (MEO), Mr S Holaafolau (MWW) and Mrs C Pinkerton (MTSS). ISSUES:

1. Minutes of the Works and Technical Services Committee meeting 2. Update on Capital Works Program 3. Stormwater Drainage – Graeme Street Aberdeen 4. Road Naming – Council Subdivisions 5. Tender No. 10 – 2007/08 – Purchase of Second Hand Grader 6. Council Land at Little Gap Quarry Site

SUSTAINABILITY: As detailed in minutes OPTIONS: To adopt, amend or reject the recommendation FINANCIAL CONSIDERATIONS: As detailed in minutes


RESOLVED that Council: 1. Adopt the minutes of the Works and Technical Services Committee held on 13 May 2008. 2. Note the Capital Works report 2007/2008. 3. Retain the approved engineering conditions of consent in relation to DA 372/04. 4. i. Refer the naming of streets in the Rosedale Subdivision at Murrurundi be referred back

to Technical Support staff for further investigation of names based on tree species prevalent in the area. ii. Name the streets within the Valley View Estate at Aberdeen based on a theme of ‘cattle

breeds’. Further that roads be named Highland, Hereford, Angus, Galloway and Devon Streets.

iii. Name the park within the Valley View Estate the “Lou Davies Park” in memory of the former manager of Aberdeen Meatworks.

5. Move into Closed Council pursuant to section 10A(1)-(3) of the Local Government Act

1993, the media and public be excluded from the meeting on the basis that the business to be considered is classified confidential under the provisions of section 10A(2) (c) information that would, if disclosed, confer a commercial advantage on a person with whom the council is conducting (or proposes to conduct) business.

6. Further investigate the Little Gap Quarry site to determine potential reserves of gravel and detailed costings in relation to the operation of a gravel quarry and a report be prepared for consideration by the Works and Technical Services Committee.

Moved: Cr L Peebles Seconded: Cr E Bates CARRIED


MINUTES OF THE WORKS AND TECHNICAL SERVICES COMMITTEE HELD ON TUESDAY 13 MAY 2008 COMMENCING - 2.00PM IN THE COUNCIL CHAMBERS, LIVERPOOL STREET, SCONE PRESENT: Cr E Bates (Chair), Cr E Cottle, Cr L Parsons, Cr N Doonan IN ATTENDANCE: Mr B Spannagle (DTS), Mr J Bush (MCA), Mr L Tudor (Works Engineer), Mr S Ward (MEO), Mr S Holaafolau (MWW) and Mrs C Pinkerton (MTSS) APOLOGIES: Nil DECLARATION OF INTEREST Nil. SITE INSPECTION – GRAEME STREET ABERDEEN BUSINESS ITEMS:

4.1 UPDATE ON CAPITAL WORKS PROGRAM BACKGROUND: Following the adoption of the 2007/08 Management Plan, a schedule of capital works to be undertaken was prepared. Refer to attachment. ISSUES: Nil OPTIONS: N/A FINANCIAL CONSIDERATIONS: All works have been budgeted for in accordance with the Management Plan 2007/08. RECOMMENDED that the report be noted. MOVED: Cr Cottle SECONDED: Cr Doonan MOTION CARRIED


4.2 STORMWATER DRAINAGE – GRAEME STREET ABERDEEN BACKGROUND: The Works and Technical Services Committee requested further information regarding stormwater drainage in Graeme Street, Aberdeen. ISSUES: A confidential briefing note previously submitted for information is attached in relation to access to number 8 Graeme Street, Aberdeen. The total stormwater catchment area is 27 ha as shown on attached Plan A. The catchment area attributable to storm flows crossing Graeme Street between Segenhoe Street and Abercairney Terrace is 4 hectares, having minimal effect on driveway access as these flows generally pass early in most storm events prior to peak flows. The current piped reticulation for the catchment is shown on Plan B, a series of concrete pipes/box culverts at intersections only, acting as small retardation structures by controlling flows in larger storm events. Stormwater flows beneath the railway and highway via a 4 cell 300 dia RCPC and a 2 cell 750 dia RCPC respectively having an available waterway area of 0.9m2. Stormwater then discharges through to Segenhoe Street via an open grassed channel and a 2 cell 1.2m x 0.6m box culvert (available waterway area 1.44m2) prior to entering an open channel to the Hunter River through a natural water course. A detailed survey at the western end of Graeme Street to obtain ground levels and approximate storm flow paths (refer attached Plan C) was undertaken by Council staff to assist in determination of access works required by the developer as outlined in development consent approval (refer attached Plan D). Other than minor reticulation works in the catchment area to relieve gutter flows and construction of interallotment drainage behind residences in Graeme Street (between Macqueen and Segenhoe Streets) major stormwater works are not required in this catchment. The construction of a 2 cell 1.2m x 0.6m box culvert and associated earthworks similar to existing access at neighbouring properties is estimated to cost $7,000. The cost of survey and preparation of detailed plans to date has been allocated against Council’s engineering design budget and not costed to the developer. Access to adjacent lots was installed by Council as part of the upgrade to Graeme and Segenhoe Street road networks and was the limit of development crossing the natural water course at the time of construction. The condition of consent in regard to access placed on this development and the developers responsibilities is similar to other applications of this nature. SUSTAINABILITY: N/A OPTIONS: To adopt, amend or reject the recommendations. FINANCIAL CONSIDERATIONS: Nil RECOMMENDED that the approved engineering conditions of consent in relation to DA 372/04 be retained. MOVED: Cr Cottle SECONDED: Cr Bates MOTION CARRIED Cr Parsons recorded a vote against the motion


4.3 ROAD NAMING - COUNCIL SUBDIVISIONS BACKGROUND: Council recently advertised inviting interested persons and groups to make a submission for the naming of streets in the new residential subdivisions in Aberdeen (5 streets) and Murrurundi (3 streets) . Suggested road names for subdivisions are to relate to a significant theme eg: botanical, historical, local interest ISSUES: • 5 submissions were received for road naming in the Aberdeen subdivision (refer attached).

These included o Historic Aberdeen family names o Castles of Aberdeenshire – Scotland o Native Scottish plants o Cattle breeds associated with the former Aberdeen Abattoir. o Scottish themed names

• No submissions were received for the Murrurundi subdivision. However as this area has

previously been associated with horse sports a horse theme is suggested for this area SUSTAINABILITY: In accordance with Council’s Road Naming Policy OPTIONS: To adopt, amend or reject the recommendation FINANCIAL CONSIDERATIONS: Cost of advertising $500 RECOMMENDED that Council: 1. Refer the naming of streets in the Rosedale Subdivision at Murrurundi be referred back

to Technical Support staff for further investigation of names based on tree species prevalent in the area.

2. Name the streets within the Valley View Estate at Aberdeen based on a theme of ‘cattle breeds’. Further that roads be named Highland, Hereford, Angus, Galloway and Devon Streets.

3. Name the park within the Valley View Estate the “Lou Davies Park” in memory of the former manager of Aberdeen Meatworks.

MOVED: Cr Parsons SECONDED: Cr Cottle MOTION CARRIED













4.4 TENDER NO. 10 - 2007 /2008 - PURCHASE OF SECOND HAND GRADER BACKGROUND: As detailed in Confidential Report. Tenders include: Purchase of second hand grader ISSUES: As detailed in Confidential Report. SUSTAINABILITY: As detailed in Confidential Report. OPTIONS: To accept, modify or reject the recommendations. FINANCIAL CONSIDERATIONS: As detailed in Confidential Report. RECOMMENDED that the Committee move into Closed Committee pursuant to section 10A(1)-(3) of the Local Government Act 1993, the media and public be excluded from the meeting on the basis that the business to be considered is classified confidential under the provisions of section 10A(2) (c) information that would, if disclosed, confer a commercial advantage on a person with whom the council is conducting (or proposes to conduct) business. MOVED: Cr Cottle SECONDED: Cr Parsons MOTION CARRIED RECOMMENDED that the committee move back into open committee. MOVED: Cr L Parsons SECONDED: Cr N Doonan MOTION CARRIED RECOMMENDED that the recommendation of the Closed Committee be adopted. MOVED: Cr Cottle SECONDED: Cr Doonan MOTION CARRIED


4.5 COUNCIL LAND AT LITTLE GAP QUARRY SITE BACKGROUND: At Council’s meeting of 28 April it was resolved that the sale of land at Little Gap on the Scone to Merriwa Road be referred to the Works and Technical Services Committee for further consideration. The site is located approximately 2km west of the Upper Dartbrook Road (refer attached plan). ISSUES: Council purchased the land for a quarry site in the 1980’s. Investigations at the time indicated substantial gravel reserves and costings revealed significant savings over purchase of gravel from commercial vendors. Prior to purchasing the site Council sourced gravel from the Yarrandi Pits until the landholder granted exclusive access to a private operator. Gravel from the Little Gap Quarry was used to construct roads in the Satur subdivision and rehabilitate the network within the urban area of Scone. All gravel sources within a reasonable haul distance from Scone are privately owned (other than Council’s Pit at Aberdeen). Over the past 10 years minimal quantities of gravel have been extracted from the site, which has occasionally been used as a stockpile area for re-sealing aggregates. Major works on MR62, including the provision of overtaking lanes at Owens Gap and continued shoulder restoration will require gravel to be sourced from either a Council owned pit or commercial provider. Further investigation into gravel reserves remaining at Little Gap Quarry, the cost of winning the gravel, modification required to meet current pavement standards and the costs associated with the opening and operation of a gravel quarry is required to ascertain the value of the site to Council. OPTIONS: To adopt, amend or reject the recommendation FINANCIAL CONSIDERATIONS: Investigation to be funded from within the current Quarry Operations budget. RECOMMENDED that further investigations be undertaken at the Little Gap Quarry site to determine potential reserves of gravel and detailed costings in relation to the operation of a gravel quarry and a report be prepared for consideration by the Works and Technical Services Committee. MOVED: Cr Doonan SECONDED: Cr Cottle MOTION CARRIED Meeting closed at 3.38pm



C.5.7 TRAFFIC COMMITTEE Council: 26 May 2008


1. Note the minutes of the Upper Hunter Traffic Committee 2. Merriwa Bike and Skateboard Use

• Prohibit the riding of skateboards, roller blades and bicycles on the footpaths along Bettington Street, Merriwa from the Medical Centre to Bow Street on the southern footpath and the Post Office to Bow Street on the northern footpath.

3. Aberdeen Markets • Note the action taken with respect to the Aberdeen Markets

BACKGROUND: A meeting for the Upper Hunter Traffic Committee was held by electronic means (as per clause 5.3.1 in the RTA Guidelines for Local Traffic Committee) on Thursday 8 May 2008. Council was represented by Cr E Bates and J Bush (Manager Civil Assets). ISSUES:

1. Minutes 2. Merriwa Bike and Skateboard Use 3. Aberdeen Markets

SUSTAINABILITY: Not applicable OPTIONS: To adopt or reject the Committee’s recommendations FINANCIAL CONSIDERATIONS: Nil RESOLVED that Council: 1. Note the minutes of the Upper Hunter Traffic Committee 2. Merriwa Bike and Skateboard Use

• Prohibit the riding of skateboards, roller blades and bicycles on the footpaths along Bettington Street, Merriwa from the Medical Centre to Bow Street on the southern footpath and the Post Office to Bow Street on the northern footpath.

3. Aberdeen Markets

• Note the action taken with respect to the Aberdeen Markets



MINUTES OF THE UPPER HUNTER TRAFFIC COMMITTEE HELD BY ELECTRONIC MEANS (AS PER CLAUSE 5.3.1 IN THE RTA GUIDELINES FOR LTC) ON THURSDAY 8 MAY 2008. PRESENT: Cr E Bates (Chairman), I Jenkins (RTA), B Akerman (Police) IN ATTENDANCE: J Bush (Manager Civil Assets) APOLOGIES: Nil ADOPTION OF MINUTES: RESOLVED that the minutes of the meeting held on 13 March 2008 be adopted. The recommendation is unanimously supported by members of the Committee. BUSINESS ARISING FROM PREVIOUS MINUTES: Nil 7.1 BIKE AND SKATEBOARD USE - MERRIWA BACKGROUND: Council staff has reviewed the use of bicycle and skateboards along Bettington Street, Merriwa in response to requests from the Merriwa District Progress Association and local business owners regarding the impact of riders in the main street. The footpaths along Bettington Street become congested at times with normal pedestrian traffic. ISSUES: Rules recognise the importance of skating and cycling as a recreational activity and a form of transport. Skaters and cyclists are able to share footpaths and some roads with other users, unless an area is clearly signed as a place where skating and cycling is not allowed. Guidelines used for the determination of areas where these activities may be prohibited take into account the level of pedestrian activity (outside shopping centres) and/or if the nature of the footpath or area makes it unsafe. To protect public safety and amenity ‘No Go Zones’ have previously been established along Kelly Street, Scone. SUSTAINABILITY: NA OPTIONS: To accept, modify or reject the recommendation. FINANCIAL CONSIDERATIONS: The purchase of appropriate signage and installation ($750) will be funded from current budget allocations. RESOLVED that the riding of skateboards, roller blades and bicycles on the footpaths along Bettington Street, Merriwa be prohibited from the Medical Centre to Bow Street on the southern footpath and the Post Office to Bow Street on the northern footpath. The recommendation is unanimously supported by members of the Committee.


7.2 ABERDEEN MARKETS BACKGROUND: Issue of pedestrian safety raised by Advancing Aberdeen Committee. ISSUES: Staff will undertake inspection/investigation and advise organisers of appropriate allowance required for pedestrians. SUSTAINABILITY: N/A OPTIONS: To accept, modify or reject the recommendation. FINANCIAL CONSIDERATIONS: Nil RESOLVED that Council note the action taken with respect to the Aberdeen Markets. The recommendation is unanimously supported by members of the Committee.



C.5.8 DEVELOPMENT AND ENVIRONMENTAL SERVICES COMMITTEE


RECOMMENDATION: That: 1. the minutes of the Development and Environmental Services Committee meeting held on 8

January 2008 be noted; 2. In relation to:

2.1 Item 5.1 Review of Determination DA 399/07 Building Fibre Glass Pool Shells that Condition 3 in relation to the 30 metre buffer zone from the manufacturing area be removed from the development consent.

2.2 Item 5.2 Review of Determination DA 30/08 Relocation of Pylon Sign – 88 Kelly Street Scone that Development Application No 30/08 be approved subject to conditions of consent.

2.3 Item 5.3 DA 9/08 Duplex, two double carports and removal of two existing carports – 10 Gundebri Street Aberdeen That Development Application No 9/08 be refused stating reasons (as recommended in the attached section 79C Assessment)

2.4 Item 5.4 – DA 5/08 Subdivision into four lots – Karralee ROW Murrurundi That the concept plan be accepted subject to modification as required by Council.

2.5 Item 5.5 – Comprehensive Development Control Plan – Public Notification and Advertising That in relation to the Development Control Plan – Public Notification and Advertising

• the section relating to the registration of community groups be removed, and • the remaining document be placed on public exhibition for 28 days.

BACKGROUND: The Development and Environmental Services Committee met on 15 April 2008. Council was presented by Councillors: P Hodges (Chairperson), B Rose, L Watts, N Doonan, D Peebles and J Scriven, Mr B Heise Acting Director Environmental Services and P Smith Senior Environmental Officer. There were five items on the agenda – Item 5.1 DA 399/07 (Section 82A Review)- Building Fibre Glass Pool Shells, Item 5.2 DA 30/08 (Section 82A Review)- Relocation of Pylon Sign, Item 5.3 DA 9/08 Duplex, two double carports and removal of two existing carports, Item 5.4 DA 5/08 Subdivision into four lots – Karralee ROW Murrurundi, Item 5.5 – Comprehensive Development Control Plan –Public Advertising and Notification.

ISSUES: Refer to minutes (Attachment 1) The recommended conditions of consent are provided along with the completed section 79c assessment (provided under separate cover).

SUSTAINABILITY: Appropriate development assessment for applications is required under the Environmental Planning and Assessment Act and includes consideration of sustainability in a variety of forms.

OPTIONS: To agree with the recommendations of the committee and propose an alternate recommendation. FINANCIAL CONSIDERATIONS: Nil


RESOLVED that: 1. the minutes of the Development and Environmental Services Committee meeting held on

8 January 2008 be noted; 2. In relation to:

2.1 Item 5.1 Review of Determination DA 399/07 Building Fibre Glass Pool Shells that Condition 3 in relation to the 30 metre buffer zone from the manufacturing area be removed from the development consent.

2.2 Item 5.2 Review of Determination DA 30/08 Relocation of Pylon Sign – 88 Kelly Street Scone that Development Application No 30/08 be approved subject to conditions of consent.

2.4 Item 5.4 – DA 5/08 Subdivision into three lots – Karralee ROW Murrurundi That the concept plan be accepted subject to modification as required by Council.

2.5 Item 5.5 – Comprehensive Development Control Plan – Public Notification and Advertising That in relation to the Development Control Plan – Public Notification and Advertising

• the section relating to the registration of community groups be removed, and

• the remaining document be placed on public exhibition for 28 days.

Moved: Cr P Hodges Seconded: Cr D Peebles CARRIED RESOLVED that:

2.3 Item 5.3 DA 9/08 Duplex, two double carports and removal of two existing carports – 10 Gundebri Street Aberdeen Development Application No 9/08 be deferred pending further advice to be sought by Council.

Moved: Cr P Hodges Seconded: Cr N Doonan CARRIED


ATTACHMENT 1

Minutes of the Development and Environmental Services Committee Meeting 13 May 2008 – Upper Hunter Shire Council Chambers - Scone

Present: Council was represented by Councillors: P Hodges (Chairperson), L Watts, B. Rose, N. Doonan (for DA 399/07), D Peebles, J Scriven. In Attendance: Mr B Heise Acting Director Environmental Services and Mr P Smith Senior Environmental Officer Apologies: Nil Absent: Nil Declaration of Interest: Nil Agenda Items Item 5.1- DA 399/07 (Section 82A Review) – Building Fibre Glass Swimming Pools Community Participants: R Collison Issues No issues Recommendation: The Committee recommended that Condition 3 in relation to the 30 metre buffer zone from the manufacturing area be removed from the development consent. Moved: Cr Rose Seconded: Cr Hodges CARRIED Item 5.2 – DA 30/08 (Section 82A Review) Proposed pylon sign – 88 Kelly Street Scone Community Participants: Peter Parker Issues The Committee felt that the additional pylon sign in this location would not be an issue. Recommendation The Committee recommended that Development Application No 30/08 be approved subject to conditions of consent. Moved: Cr Watts Seconded: Cr Hodges CARRIED Item 5.3 – DA 9/08 Duplex, two double carports and removal of two existing carports – 10 Gundebri Street Aberdeen Community Participants: Rhyan Hepworth (Applicant), Michelle Douglas, Rod Partridge, Lee Partridge, David Douglas, Victor Oxford, Sonia Atchinson and Jenny Killett Issues

• The Committee was addressed by the applicant in relation to his intention for the development. • Over development of the site – exceeds the specified floor space ratio • Does not comply with setback requirements • Does not comply with the Scone Local Environment Plan 1986 • Does not comply with Council’s Code for the Erection of Residential Flat Buildings • Not compatible with surrounding low density residential development • Impacts on privacy


Recommendation That Development Application No 9/08 be refused stating reasons. Moved: Cr Hodges Seconded: Cr Watts CARRIED Item 5.4 – DA 5/08 Subdivision into four lots – Karralee ROW Murrurundi Community Participants: A & L Colmer Issues

• The concept plans provided information about a possible subdivision layout for the site. • Some concerns were raised about the location of roads and the orientation of the allotments. Recommendation That the concept plan be accepted subject to modification as required by Council. Moved: Cr Hodges Seconded: Cr Scriven CARRIED Item 5.5 – Comprehensive Development Control Plan – Public Notification and Advertising Community Participants: Nil Issues

• The Committee considered the issue of registration of community groups and decided that it should not be part of the DCP.

Recommendation That in relation to the Development Control Plan – Public Notification and Advertising • the section relating to the registration of community groups be removed, and • the remaining document be placed on public exhibition for 28 days. Moved: Cr Hodges Seconded: Cr Peebles CARRIED


Section: COMMIITTEES/DELEGATES REP208/08

C.5.9 TIDY TOWNS COMMITTEE


RECOMMENDATION:

That Council 1. Adopt the proposed Tidy Towns Charter. 2. The committee be advertised and call for nominations. 3. That nominations received be presented to July 2008 Council meeting for consideration.

BACKGROUND:

Council’s 2007/8 Management Plan states that the community will be encouraged not to litter and to take pride in and look after their local area.

For this to happen, it is proposed that a tidy towns committee be established. The tidy towns committee will be shire wide and is proposed to have working groups established in he communities of Aberdeen, Merriwa, Murrurundi and Scone. That will work with the broader committee to achieve the functions of the committee. ISSUES:

The proposed charter is attached. (Attachment 1)

It is proposed that the membership be (3) three representatives from each of the communities of Aberdeen, Merriwa, Murrurundi and Scone. A representative from each of the council departments of Technical Services, Environmental Services and Community Services. A Councillor and an alternate to act as Chairperson. Council will call for nominations for the committee and the working parties will be recruited once the committee is in place.

It is also proposed that this committee will work with Council staff to establish and action plan for projects which will enhance the image of our shire. The committee will also plan towards the nomination of the shire in Tidy Towns Awards. SUSTAINABILITY:

The Tidy Town Committee will focus on projects which will improve the aesthetic and environmental aspects of the shire. OPTIONS:

That Council 1. Adopt the proposed Tidy Towns Charter, or make any necessary amendments, 2. The committee be advertised and call for nominations, 3. That nominations received be presented to July 2008 Council meeting for consideration.

FINANCIAL CONSIDERATIONS:

Advertising costs of Committee. Estimate $1500. RESOLVED that Council 1. Adopt the proposed Tidy Towns Charter. 2. The committee be advertised and call for nominations. 3. That nominations received be presented to July 2008 Council meeting for consideration.

Moved: Cr D Peebles Seconded: Cr J Scriven CARRIED


ATTACHMENT 1

Tidy Towns Committee Charter

Aim: To form partnerships between Council and the community to keep the Shire looking clean and tidy and facilitate involvement in Keep Australia Beautiful initiatives. Functions of the Committee: To establish and co-ordinate sub-committees as required in the communities of the Upper Hunter Shire to facilitate civic pride in a clean and tidy community and involvement in Keep Australia Beautiful initiatives. To work with Council in establishing projects and priorities which provide environmental and/or aesthetic improvements in the Shire To facilitate the nomination of communities of the Upper Hunter Shire in the Tidy Towns Awards Program. To establish and facilitate an action plan and timetable of approved projects for the Shire. Membership: Membership of the committee is open to all residents, ratepayers and community groups in the Shire. The Committee shall be made up of: up to three (3) members representing each of the communities of Aberdeen, Merriwa, Murrurundi and Scone (twelve (12) in total). A Council Technical Services representative, Environmental Services representative and Community Services representative. A Councillor and alternate will be appointed to the Committee and will act as the Chairperson. The Committee may elect to establish a sub-committee in each community in the Shire to assist with the functions of the Committee. At least two (2) members who represent that community must be present at each sub-committee meeting. Meetings: Meeting times and day will be determined by the Committee. Sub-committee meeting minutes will be presented to the next available Committee meeting. The Committee minutes will be presented to the next available Council meeting. Projects and priorities of the Committee are subject to approval by Council. Committee/sub-committee members will operate under Council’s Volunteer Policy. From time to time Council may approve committee and sub-committee members to carry out approved projects for the community on a volunteer basis provided Council is adequately notified of the date, time and nature of the proposed work. Council may consider requests by the Committee for budget allocations and provision of materials for approved projects.


Quorum: The quorum shall consist of at least five (5) members, where at least three (3) out of the four (4) communities are represented. A quorum of a sub-committee will exist where at least two (2) members of the Committee who represent that community are present. Term of the Committee: The term of the Committee shall be the term of the Council unless Council otherwise determines. Venue: The Committee shall meet at the Upper Hunter Shire Council Chambers, Main Street, Scone or as otherwise determined. The sub-committees shall meet at a venue in their local communities of Aberdeen, Merriwa, Murrurundi and Scone.


Section: COMMITTEE / DELEGATES

C.5.10 HERITAGE ADVISORY COMMITTEE Committee: 26 May 2008

RECOMMENDATION: That Council: 1. note the minutes of the Heritage Advisory Committee meeting held on 11 April 2008; 2. issue the letter to the NSW Heritage Branch applying for additional funding to complete or continue

the work on the Rural Heritage Study for the Shire. BACKGROUND: A meeting of the Heritage Advisory Committee was held on Friday, 11 April 2008 at the Council Chambers in Merriwa. Council was represented by Acting Director Environmental Services, Mr Bruce Heise. ISSUES: As per attached minutes SUSTAINABILITY: Not applicable OPTIONS: To adopt, reject or amend the recommendation. FINANCIAL CONSIDERATIONS: Not applicable. RESOLVED that Council: 1. note the minutes of the Heritage Advisory Committee meeting held on 11 April 2008; 2. issue the letter to the NSW Heritage Branch applying for additional funding to complete or

continue the work on the Rural Heritage Study for the Shire.



MINUTES OF THE UPPER HUNTER SHIRE HERITAGE ADVISORY COMMITTEE MEETING HELD AT SCONEI COUNCIL CHAMBERS, ON WEDNESDAY 7

MAY COMMENCING AT

10AM.

1.0 PRESENT: Councillor Nat Doonan, Councillor Peter Hodges, Lee Luckett, Marjory Eather, Peter Carlin, Bev Atkinson and Matt Dixon.

2.0 IN ATTENDANCE: Bruce Heise Acting Director of Environmental Services, Cheree Walmsley, Libbie Walker, Lillian Cullen Heritage Advisor, Mary Woodlands, Kate and Gordon Halliday

3.0 APOLOGIES: Barbara Riddell, Councillor Deirdre Peebles, Bryan Baker and Gerard Howard (continuing apology)

Motion: That the apologies be accepted and the necessary leave of absence be

granted.

Moved: Councillor Nat Doonan Seconded: Cheree Walmsley Carried


Notes – Changes and or acceptance: it was noted that minutes of the previous meeting were accepted. Motion: That the minutes of the meeting of the Heritage Committee held on Friday

11th

April, a copy having been distributed to all members be taken as read and adopted.

Moved: P Carlin Seconded: Cheree Walmsley Carried

5.0 BUSINESS ARISING FROM MINUTES Included in later matters 5.1 INCOMING CORRESPONDENCE Nil 5.2 HISTORIC MAPPING COLLATION AND EXHIBITION The group noted that articles had appeared in the Links, Scone Advocate and on the ABC radio. It was noted that the project could continue for a number of months and that follow up media information would be required to inform the community of results and on-going activities. 5.3 COMMITTEE PUBLICITY BROCHURE & PR / HERITAGE BROCHURES FOR LOCAL

AREAS Bev Atkinson has provided photographs to Lillian Cullen for inclusion into the brochures. Lillian Cullen will update the brochures for the next meeting. Lillian Cullen will seek permission from owners of properties to allow inclusion of photographs in the heritage brochures. 5.4 HERITAGE ADVISORS REPORT Amalgamated list of existing Heritage Items. The list of existing heritage items was issued to the committee. This list comprehensively includes all previously listed heritage items from the previous 3 Council areas. The list has been created for inclusion into the comprehensive Local Environmental Plan (LEP). Some of the information on the heritage items is not current or lacks information especially where addresses and locality information is required. So that the items can be mapped the committee was asked to read over the list and make any corrections on location and addressing information and bring that information back to the next meeting.


Heritage Funding for Rural Heritage Studies LillianLillian Cullen provided a draft letter, for the committees’ consideration, addressed to the NSW Heritage Branch applying for additional funding to continue the work on the Rural Heritage Study for the shire. The main points being that only a small amount of funding (one Council area) had been received to date to complete a Shire wide study (essentially 3 Council areas). Lillian Cullen has spoken the representatives of the Heritage Branch who have encouraged the letter to be sent to apply for additional funds. Councillor Nat Doonan noted that a stronger approach was required and that the letter should include that the heritage committee are aiming to comprehensively bring all heritage issues together by the completion of the Rural Heritage Study.

The Heritage Committee recommend that the letter to the NSW Heritage Branch applying for additional funding to complete or continue the work on the Rural Heritage Study for the shire should be issued by Council.

5.5 HISTORIC PLACE NAMES MEANINGS: COMMITTEE PROJECT Discussions were held on the significance of place names such as Murdering Hut Gully and Owens Gap. It was agreed to have this topic discussed as a future item with a view of committee members researching interesting place names and providing a small article for the local newspapers. 5.6 SIGNIFICANT TREE REGISTER Barbara Riddell has provided a map and list of significant trees at Blandford Park via Peter Carlin. Bev Atkinson also provided a Draft list of significant local trees. The committee identified other areas of interest: Parkville: Roche Street memorial pink flowering gums Towarry Street: Bottle Trees Peter Carlin noted the significant She Oaks at the Murrurundi Bridge. Lillian Cullen noted that she would provide a folder, to be brought to each meeting where information on significant trees can be collated. Future policies on tree management can then be formed from this information. 5.7 FUTURE AGENDA ITEMS It was agreed to retain the existing agenda items as much work was still involved in those processes. 5.8 ROUND TABLE REPRESENTATIONS & REPORTS Marjory Eather noted that future visits by the committee should include Thornthwaite to view the sandstone sheep dip. Councillor Nat Doonan noted that there should be an increased emphasis on Cemeteries and their significance in linking people. Matt Dixon commented on the link between heritage and tourism and asked if Councils’ Tourism Officer could be invited to a future meetings. Lillian Cullen will arrange an invitation to the Tourist Officer to attend meetings. Lillian Cullen noted that a beautification program was being proposed for Scone Main Street that included painting of a number of historic and significant local buildings. Lillian Cullen and Councils Economic Development Officer, Sean Constable are working together on this project with colour schemes and local heritage funding providing an incentive for this work. Lillian Cullen will provide future updates on progress. Lillian Cullen also noted that May is the month for the Annual Report to be provided to the NSW Heritage Branch for Council funding reimbursement. The Annual report will be issued to the committee at the next meeting in June. Discussions were also held on the Quirindi Rural Village visit by the Committee. It was agreed that the visit would be undertaken on Friday 11th July when the Museum is open to the public. 6.0 DATE OF NEXT MEETING

10.00am at the Council Offices in MURRURUNDI on Thursday 12th June 2008. There being no further business, the meeting concluded at 11.30am.



C.5.11 ADVANCING ABERDEEN COMMITTEE


RECOMMENDATION: That Council note the minutes of the Advancing Aberdeen Committee meeting held on 12 May 2008. BACKGROUND: The meeting of the Advancing Aberdeen Committee was held on Monday, 12 May 2008 at the Aberdeen Library. The minutes of the meeting are included as attachment 1. ISSUES: As per the attached minutes. SUSTAINABILITY: Not applicable. OPTIONS: Nil. FINANCIAL CONSIDERATIONS: Nil. RESOLVED that Council note the minutes of the Advancing Aberdeen Committee meeting held on 12 May 2008.

Moved: Cr L Parsons Seconded: Cr P Hodges CARRIED


ATTACHMENT 1

Minutes of the meeting of the Advancing Aberdeen Committee held on Monday, 12 May 2008 at the Aberdeen Library, commencing at 7.00 pm

1. PRESENT: Cr Les Parsons (Chairman), Cr John Scriven, Michael Blay (from 8.30 pm), John Driscoll, Lorna Driscoll, Kelly Hall.

2. AGENDA SENT TO: Ms Myra Bains, Mr Wayne Cossens, Mrs Dianna Daniels, Mr Les Hall, Ms Fiona Tickle, Mr PJ Tickle, Ms Heather Watson.

3. APOLOGIES:

MOTION: That the apologies be received and leave of absence granted Michael Blay. Moved: Kelly Hall Seconded: Lorna Driscoll CARRIED

4. CONFIRMATION OF MINUTES

MOTION: That the minutes of 14 April 2008 be accepted as an accurate record of the business conducted thereat. Moved: Kelly Hall Seconded: Lorna Driscoll CARRIED

5. BUSINESS ARISING FROM THE MINUTES

A F Taylor Park Noted: • Council officers had met with Mal Edwards (Project Manager) and Fiona Bailey from

Anglo Coal (Dartbrook) on 9 May 2008 regarding Taylor Park contribution. • The contribution wasn’t included in the original shutdown budget and is not currently

included in their 2008 budget (calendar budget). • The Dartbrook officers were confident that the commitment would be honoured and it

would be put forward to senior management in the next two weeks and might be split over 2 years (2009 and 2010).

Historical Pathway and Brochure

An advertisement was placed in the Aberdeen Whisper seeking clarification and authentication from the Aberdeen public regarding certain dates and names for the story boards. A further response has been received in relation to the spelling of Peter McIntyre’s surname from Geoff Harrison who has provided a copy of a letter from Peter McIntyre to James Bowman dated 9 May 1838 from the Mitchell Library, Macarthur Papers, RefA4251, which spells the name as “McIntyre”. The meeting agreed that the brochure data be provided to Lorna Driscoll for review prior to the next meeting.

Macqueen St: State Rail Fence Volunteers had commenced removing the rose bushes and Cr Scriven was seeking approval from the ARTC for a fencing upgrade.


Upper Hunter Museum of Rural Life Inc No recent meetings.

Hunter Valley Museum of Rural Life Next meeting would be held on 23 May 2008.

Nominations for the Advancing Aberdeen Committee Nomination forms for all positions had been received.

Energy Australia: 66kVA Power Lines A public meeting was currently in progress at the Aberdeen Community Hall.

Monthly Markets: Traffic Committee At its meeting on 8 May 2008, the Traffic Committee noted that Council officers were investigating this matter and will provide a report to the Traffic Committee at its next meeting.

Aberdeen Beautification: Trees At its meeting on 28 April 2008, Council adopted the Committee’s recommendation to: • Note the positive comments from the community regarding the fine voluntary work

undertaken by the Aberdeen tree planting group; and, • Further assist the Aberdeen tree planting group by –

• advertising their planting plans in the Whisper, and, • undertaking a letter box drop in the streets where planting is to occur a month in advance of the proposed tree plantings.

6. GENERAL BUSINESS

Tidy Town Competition Cr Scriven to discuss this matter with the Manager, Community Services.

Aberdeen Whisper Time, date and location of Advancing Aberdeen Committee meetings to be amended.

Graeme and Mcqueen Sts Intersection Concern was expressed regarding the visibility of south-bound traffic at this intersection when a vehicle from Graeme St is stopped at the give-way line on the road: • Newly planted Jacaranda tree; • Lamp-posts; and, • Fencing. Photographs of the issue were tabled.

7. NEXT MEETING 7.00 pm on Monday, 9 June 2008

There being no further business, the Chairman closed the meeting at 8.30 pm.



C.5.12 UPPER HUNTER REGIONAL LIBRARY COMMITTEE


RECOMMENDATION: That Council note the minutes of the Upper Hunter Regional Library Committee meeting held on 6 May 2008. BACKGROUND: A meeting of the Upper Hunter Regional Library Committee was held on 6 May 2008. Council was represented by Councillors Peebles and Hodges; and Mr Wayne Cossens, Director Corporate Services. ISSUES: Refer to attached minutes. SUSTAINABILITY: Not applicable. OPTIONS: Nil. FINANCIAL CONSIDERATIONS: Nil. RESOLVED that Council note the minutes of the Upper Hunter Regional Library Committee meetings held on 6 May 2008.

Moved: Cr D Peebles Seconded: Cr P Hodges CARRIED


MINUTES OF THE UPPER HUNTER REGIONAL LIBRARY COMMITTEE MEETING HELD AT THE SCONE BRANCH LIBRARY, KELLY STREET SCONE ON TUESDAY, 6 MAY, 2008

COMMENCING AT 4.18PM PRESENT: Cr J. Lecky (Chair), Cr D. Peebles, Cr. P. Hodges Mr W. Cossens, Ms D. Rea,

Mr S. McDonald, Mrs U. Garland, and Mr G. O’Leary APOLOGIES: RESOLVED that apologies for inability to attend the meeting submitted by, Cr

J. Douglas, Cr G. Serhan, Cr C. Terrace and Mr D. Dutton and be ACCEPTED.

Moved: Cr D. Peebles Seconded: Mr W. Cossens DECLARATION OF INTEREST: Nil CORRESPONDENCE: Nil CHIEF EXECUTIVE OFFICER’S REPORT: Nil DRAFT 2008/2009 BUDGET:

The 2008/09 Draft Budget contains an increases in expenditures of about 8.5% and this is reflected in the amount of the increases in contributions to the constituent Council’s.

RECOMMENDED that the attached Draft Budget be adapted with the following changes: (a) A 3.5% increase in salaries be applied (b) A 3.2% increase in Constituent Council contributions be applied and the difference

offset by the unrestricted cash reserve.

Moved: Cr P. Hodges Seconded: Mr W. Cossens FEES AND CHARGES POLICY:

A report was submitted to the Committee updating the previous Upper Hunter Regional Library Fees and Charges Policy.

RECOMMENDED that the Library Committee adopt the Updated Fees and Charges Policy and the fees as set out in the document.

Moved: Mr W. Cossens Seconded: Cr P. Hodges

GENERAL BUSINESS:

(a) Review of Staff establishment

The Library Manager provided the Committee with an update of the staff establishment. The purpose of the review is to reflect the current staffing requirements of the Library Service taking into consideration the current budget allocations.

The Committee endorsed, in principle, the review of the staff establishment.

Moved: Cr D. Peebles Seconded: Ms D. Rea

DATE OF NEXT MEETING:

RESOLVED that the date of the next meeting of the Committee be held at the Aberdeen Library on Tuesday 27

th May, 2008 at 4.00 pm

THERE BEING NO FURTHER BUSINESS THE CHAIRPERSON

DECLARED THE MEETING CLOSED AT 4.55 PM

________________________

Cr J. Lecky (Chair)


DEVELOPMENT Section: DEVELOPMENT REP197/08

D.5.1 DEVELOPMENT APPLICATION NO 86/92 MODIFICATIONS AND ALTERATIONS TO ABERDEEN ABATTOIR


RECOMMENDATION: That Council move into Closed Council with the media and public excluded in accordance with section 10A(2)(g) of the Local Government Act 1993, as the matter and information are advice concerning litigation, or advice that would otherwise be privileged from production in legal proceedings on the ground of legal professional privilege. BACKGROUND: SUBJECT: DEVELOPMENT APPLICATION 86/92 PROPOSAL: REPLACEMENT OF EXISTING UNDERGROUND PIPE & OPEN CHANNEL WITH

THREE ABOVEGROUND PIPES TO FACILITATE USE BY THE EXISTING TANNERY OF THE FORMER ABATTOIR WASTEWATER TREATMENT & IRRIGATION SYSTEM

LOCATION: LOTS 53 & 54 DP 739487, LOT 221 DP 559887, LOT 21 DP 556401 & LOT 159 DP 712988, WALKER & CAMPBELL STREETS, ABERDEEN

Zoning: 5(a) Special Uses and 1(i) Intensive Agriculture The Council has received the abovementioned section 96 modification (Environmental Planning and Assessment Act 1979). To date Council has received 49 submissions raising concerns about the development proposal. ISSUES:

• A section 79c assessment under the Environmental Planning and Assessment Act 1979 has not been completed.

• Further legal advice has been received and is included in the confidential report. SUSTAINABILITY: The Local Government Act 1993 requires that Councils have regard to the principles for ecological sustainable development in carrying out their responsibilities. Under the principles of ESD the precautionary principle provides that lack of scientific information should not be a reason for postponing measures to prevent environmental degradation. OPTIONS: That Council considers the additional report and legal advice and either makes an appropriate determination or refers the application to the Development and Environmental Services Committee for further consideration and report to Council. FINANCIAL CONSIDERATIONS: Development application fees of $480 have been paid. RESOLVED that Council move into Closed Council with the media and public excluded in accordance with section 10A(2)(g) of the Local Government Act 1993, as the matter and information are advice concerning litigation, or advice that would otherwise be privileged from production in legal proceedings on the ground of legal professional privilege.

Moved: Cr E Bates Seconded: Cr L Parsons CARRIED

RESOLVED that: 1. The application be returned to the applicant and fees refunded. 2. The applicant be advised that Council has no power to approve a Section 96 modification

application in this circumstance because the application seeks to incorporate land that was not subject of the original grant of development consent.

3. The applicant be advised that Council can only deal with the proposal by way of a fresh development application.

4. A copy of the legal advice obtained by Council be provided to the applicant.

Moved: Cr P Hodges Seconded: L Parsons CARRIED


RESOLVED that Council move back into Open Council.

Moved: Cr D Peebles Seconded: Cr P Hodges CARRIED Upon resuming Open Council the following recommendations were adopted: RESOLVED that: 1. The application be returned to the applicant and fees refunded. 2. The applicant be advised that Council has no power to approve a Section 96 modification

application in this circumstance because the application seeks to incorporate land that was not subject of the original grant of development consent.

3. The applicant be advised that Council can only deal with the proposal by way of a fresh development application.

4. A copy of the legal advice obtained by Council be provided to the applicant.

Moved: Cr E Bates Seconded: Cr N Doonan CARRIED


Section: DEVELOPMENT

D.5.2 DEVELOPMENT APPLICATION NO 121/08 ADMINISTRATION

CENTRE AND COUNCIL CHAMBERS Council: 26 May 2008

RECOMMENDATION: That Development Application No. 121/08 be referred to the Development and Environmental Services Committee for consideration and recommendation. BACKGROUND:

Owner: UPPER HUNTER SHIRE COUNCIL Applicant: UPPER HUNTER SHIRE COUNCIL Location: LOT 99 DP 1124146, LOT 1 DP 957056, LOT 1 DP 324668, LOTS A & B DP

347681, LOTS A & B DP 155608 & LOT 34 DP 1084699, CNR MAIN & LIVERPOOL STREETS, SCONE

Proposal: DEMOLITION OF EXISTING BUILDINGS AND ERECTION OF ADMINISTRATION BUILDING, CARPARKING & ASSOCIATED WORKS

Zone: 2(c) Residential C The development application for the Upper Hunter Shire Council’s administration centre and council chambers was lodged on the 19 May 2008. The proposal has been advertised and adjoining owners have been notified. ISSUES:

• A planning assessment report (Environmental Planning and Assessment Act 1979) has not yet been completed.

• The public exhibition period will close on the 5th June 2008.

SUSTAINABILITY: Appropriate development control which considers all relevant issues and merits of applications is an important role for Council. OPTIONS: To refer the application to the Development and Environmental Services Committee or to have a further report submitted to Council. FINANCIAL CONSIDERATIONS: Development Application fees of $6027 have been paid. RESOLVED that Development Application No. 121/08 be referred to the Development and Environmental Services Committee for consideration and recommendation.

Moved: Cr N Doonan Seconded: Cr D Peebles CARRIED


GENERAL ADMINISTRATION Section: GENERAL ADMINISTRATION REP193/08

G.5.1 MURRURUNDI OFFICE - COMMERCIAL ACTIVITY


RECOMMENDATION: That Council move into Closed Council with the media and public excluded in accordance with section 10A(2)(d)(i) of the Local Government Act 1993, as the matter and information are commercial information of confidential nature that would, if disclosed, prejudice the commercial position of the person who supplied it. BACKGROUND: A proposal has been put forward for Council to undertake a commercial activity in conjunction with its day to day operations at the Murrurundi office. ISSUES: Refer to confidential report. SUSTAINABILITY: Refer to confidential report. OPTIONS: Refer to confidential report. FINANCIAL CONSIDERATIONS: Refer to confidential report. Declaration of Interest Cr N Doonan declared an interest in this matter as a shareholder of the organisation. He vacated the Chamber and took no part in discussions or voting. RESOLVED that Council move into Closed Council with the media and public excluded in accordance with section 10A(2)(d)(i) of the Local Government Act 1993, as the matter and information are commercial information of confidential nature that would, if disclosed, prejudice the commercial position of the person who supplied it.

Moved: Cr E Cottle Seconded: Cr E Bates CARRIED

RESOLVED that Council 1. Agree to proceed to become an agent for Hunter Mutual for a trial period of two (2)

financial years 2. Reserve the right to terminate the agreement at any time.

Moved: Cr L Watts Seconded: Cr P Hodges CARRIED

RESOLVED that Council move back into Open Council.

Moved: Cr D Peebles Seconded: Cr P Hodges CARRIED Upon resuming Open Council the following recommendations were adopted: RESOLVED that Council 1. Agree to proceed to become an agent for Hunter Mutual for a trial period of two (2)

financial years 2. Reserve the right to terminate the agreement at any time.



Section: GENERAL ADMINISTRATION REP184/08

G.5.2 SPONSORSHIP - INVERMEIN PICNIC BY LAKE GLENBAWN Council: 26 May 2008

RECOMMENDATION: That Council endorse the contribution of $250 to the Scone Public School P&C Association to assist them with the running of the 2008 Invermein Picnic by Lake Glenbawn. BACKGROUND: In a letter dated 27 April 2008, Scone Public School P&C Association has requested financial support to assist in covering costs of entertainment for the 2008 Invermein Picnic by Lake Glenbawn which is a Horse Festival event. (Attachment 1) ISSUES: The 2008 Invermein Picnic by Lake Glenbawn is being held on Sunday, 18 May 2008 as part of the Scone & Upper Hunter Horse Festival. Due to the late notice of the request and the event being held prior to the Council meeting, payment of this contribution has already been provided to the P&C Association. In previous years, including 2007, Council provided the P&C Association a contribution of $250. SUSTAINABILITY: Not applicable. OPTIONS: To adopt, reject or amend the recommendation. FINANCIAL CONSIDERATIONS: An amount of $250 is available in the 2007/8 budget. RESOLVED that Council endorse the contribution of $250 to the Scone Public School P&C Association to assist them with the running of the 2008 Invermein Picnic by Lake Glenbawn.

Moved: Cr E Bates Seconded: Cr L Watts CARRIED




G.5.3 ADVANCING ABERDEEN COMMITTEE: NOMINATIONS FOR

MEMBERSHIP Council: 26 May 2008

RECOMMENDATION: That Council determine the successful nominees for membership of the Advancing Aberdeen Committee. BACKGROUND: On 25 February 2008, Council adopted a new charter for the Advancing Aberdeen Committee (refer to Attachment 1). In April 2008, an advertisement in the Aberdeen Whisper and nominations were called for. Nominees were requested to submit their nomination form to Council by 5.00 pm on Friday 2 May 2008. Other than for the Aberdeen youth position, nominees need not be a member of the group that they wish to represent, but the nominees must have the written support of at least 3 members of the group. Details of the nominations are included as Attachment 2. The nomination forms are available to Councillors prior to the meeting (on request), and will be tabled at the meeting. ISSUES: For some “group representative” positions, there were more nominations that there are positions. Two persons nominated for four (4) “group representative” positions each. This is permitted in the charter. Ms MacKenzie’s initial nomination as a representative of charitable organisations was supported by representatives of the Aberdeen community (not charitable organisations). Ms MacKenzie subsequently submitted a correct nomination form as a representative of charitable organisations, on 5 May 2008 (after the due date). The charter requires that Council will determine the successful nominees. SUSTAINABILITY: Not applicable. OPTIONS:

• To determine the successful nominees at the meeting. • To request that additional information be sought in relation to the nominees. • To defer this matter to a future meeting. FINANCIAL CONSIDERATIONS: Nil.


RESOLVED that Council: 1. Appoint the following eleven (11) nominees to the Advancing Aberdeen Committee:

• Myra Bains (representing businesses relying to a substantial extent on tourists and other persons coming to Aberdeen)

• Helen Murray (representing business operators) • Michael Blay (representing hotels, clubs, and accommodation providers)

• Allison MacKenzie (representing charitable organizations) • Margaret Alexander, Dianna Daniels, John Driscoll, Kelly Hall, Janet Sumner and

Heather Watson (representing the Aberdeen community)

• Phillip Tickle (representing Aberdeen youth) 2. Appoint the following three (3) nominees as alternates to the Advancing Aberdeen

Committee:

• Lorna Driscoll (representing business operators) • Les Hall and Fiona Tickle (representing the Aberdeen community)

Moved: Cr B Rose Seconded: Cr P Hodges CARRIED


ATTACHMENT 1

UPPER HUNTER SHIRE COUNCIL COMMITTEE CHARTER

ADVANCING ABERDEEN

AIM

• To identify economic development issues, projects and networks to broaden Aberdeen’s economic base; • To maintain and enhance current employment and population within the township; • To implement specific projects as identified by the community in the Strategic Plan; • To recommend and implement projects for improving Aberdeen.

FUNCTION

• To facilitate community involvement in the economic development of Aberdeen; • To recommend to Council actions to economically develop and improve Aberdeen.

MEMBERSHIP

Thirteen (13) representatives drawn from a broad cross-section of the Aberdeen community:

� Two (2) Councillors, one of whom shall be the Chairperson � One (1) representative of businesses relying to a substantial extent on tourists and other persons coming

to Aberdeen � One (1) person representing business operators � One (1) person representing hotels, clubs, and accommodation providers � One (1) person representing charitable organizations � Six (6) persons representing the Aberdeen community � One (1) person representing Aberdeen youth

The Aberdeen youth representative must: � Be under 21 years of age at the time of appointment; � Be a resident of Aberdeen town or district, within the Shire; � Have the written support of :-

o A headmaster/headmistress or President of a parents and citizens/friends association, or o A community, sporting or youth activity group in Aberdeen.

Other representatives need not be a member of the group that they represent, but they must have the written support of at least 3 members of the group.

A person may be nominated to represent more than one group, but shall be appointed to represent only one group. Nominees must state their qualifications for representing a group. If more than one person is nominated to represent a group, then Council will determine the successful nominee.

Council may call for nominations up to six months prior to the Council elections in September. Successful nominees will be appointed for the period of Council (ie. 4 years).

A person may nominate for a casual vacancy on the Committee, and Council may appoint such a person for the remainder of the period of Council.

MEETINGS

Meetings shall be open to the general public.

Persons attending meetings may take part in the debate but will have no voting rights nor are they able to move or second motions.

QUORUM

A quorum shall consist of five (5) members.

FINANCIAL

All funds will be administered on behalf of the Committee through Upper Hunter Shire Council’s bank account and books.

LIFE OF THE COMMITTEE

The Committee will continue whilst it is achieving its aims and functions. Council will review the Committee in September each year. This Charter was adopted by Council at its meeting on 25 February 2008.


ATTACHMENT 2 Businesses relying to a substantial extent on tourists and other persons coming to Aberdeen (1 representative) Surname Given Name Nomination Form

received by due date? Nomination supported by the group to be represented?

Bains Myra √ √ Blay Michael √ √ Business operators (1 representative) Bains Myra √ √ Blay Michael √ √ Driscoll Lorna √ √ Murray Helen √ √ Hotels, clubs, and accommodation providers (1 representative) Blay Michael √ √ Charitable organizations (1 representative) Bains Myra √ √ MacKenzie Allison √ X MacKenzie Allison X √ The Aberdeen community (6 representatives) Alexander Margaret X √ Bains Myra √ √ Blay Michael √ √ Daniels Dianna √ √ Driscoll John √ √ Hall Kelly √ √ Hall Les √ √ Sumner Janet X √ Tickle Fiona √ √ Watson Heather √ √ Aberdeen youth (1 representative) Tickle Phillip (PJ) √ √



G.5.4 REQUEST FOR REDUCTION OF SPORTS OVAL FEES - MERRIWA RUGBY LEAGUE


RECOMMENDATION: For Council’s determination. BACKGROUND: Sporting facility charges are determined each year as part of Council’s annual Management Plan. The annual sporting facility charges for Merriwa have been based on CPI adjusted historical charges from the former Merriwa Shire Council whilst fees for the remainder of the Shire have been calculated on a different methodology from the former Council. These fees were listed in the fees and charges section of the 2007/8 Management Plan and adopted by Council on 25 June 2007. There were no submissions in the fees and charges for sporting clubs during exhibition of the 2007/8 Management Plan. The fees for future years are currently being finalised on a revised consistent basis across the entire Shire. A request (copy attached) has been received from Merriwa Rugby League to adjust the charge for 2007/8. ISSUES: • Charges are as per 2007/8 Management Plan. • Inequity of charges across the Shire, based on historical charges, are being revised for 2008/9. • Merriwa Rugby League request adjustment for the current year. SUSTAINABILITY: Nil OPTIONS: To leave the charges as per the 2007/8 Management Plan. To reduce the charges for 2007/8. FINANCIAL CONSIDERATIONS: Minimal impact on Council’s overall budget. RESOLVED that Council not agree to the request as fees will be consistent throughout the Shire in the 2008/9 Management Plan.

Moved: Cr B Rose Seconded: Cr N Doonan CARRIED




G.5.5 MURRURUNDI WAR & SERVICES HONOUR ROLL COMMITTEE


RECOMMENDATION: That Council sponsor the Murrurundi Military Museum project by holding any grant funds secured by the Murrurundi War & Services Honour Roll Committee. BACKGROUND: The Murrurundi Shire War and Services Honour Roll Committee has written to Council requesting Council to sponsor the Committee’s application for grant funds. ISSUES: The Murrurundi Shire War and Services Honour Roll Committee is not incorporated and cannot hold grant funds. They have completed the first stage of the project consisting of an obilisque inscribed with names of local service men and women. The second stage of the project involves the development of a Military Museum behind the obilisque and adjacent to the Murrurundi RSL Hall. They will need to secure grant funds to complete the project. SUSTAINABILITY: Not applicable OPTIONS: To support the recommendation or determine otherwise. FINANCIAL CONSIDERATIONS: Not applicable RESOLVED that Council sponsor the Murrurundi Military Museum project by holding any grant funds secured by the Murrurundi War & Services Honour Roll Committee.




G.5.6 ABERDEEN COMMUNTITY CARING - SENIORS FAIR


RECOMMENDATION: That Council determine an appropriate level of support to provide. BACKGROUND: In the past years Council has supported Aberdeen Community Caring with The Seniors Fair which has been held as part of Seniors Week activities with a contribution of $750. This activity was not held as part of Seniors Week activities 6-13 April 2008. An alternate activity was organised in Aberdeen by Councillor Scriven. This activity was partially funded by Council and the money generated from participants approximately $350. ISSUES: In 2008, Aberdeen Community Caring has proposed to hold the fair on 21 June. This would not be recognised as a seniors week activity. In the past the event has been very successful. It is held in partnership with St Joseph’s High Aberdeen and is held on their premises. Aberdeen Community Caring have added an Art Exhibition to the event which Council encourages through its cultural services section of the Management Plan. They have requested that the same contribution of $750 be made, this year from Council. SUSTAINABILITY: Nil. OPTIONS: That Council determine an appropriate level of support, or decide not to support this event. FINANCIAL CONSIDERATIONS: $750 would be available from either the Seniors Week or Art Prizes sections of the Management Plan. RESOLVED that Council provide financial support of $250 to the Aberdeen Community Caring Seniors Fair.

Moved: Cr E Bates Seconded: Cr L Parsons CARRIED



G.5.7 MURRA YOUTH Council: 26 May 2008

RECOMMENDATION: That Council;

1. Support Murra Youth’s ideas to establish seasonal banners in principle. 2. Provide free computer use and printing under the guidance of Miss Tess Hynes who will be

mentoring the youth. 3. Provide assistance with funding for the banners to the value of $350.

BACKGROUND: In early March, Council organised Youth Forums across the Upper Hunter Shire. As a result of these forums a group of young people have continued to meet in the areas of Merriwa Murrurndi and Scone. The Murrurundi Group “Murra Youth” has written to Council. They are seeking Council’s support for the project and assistance with funding to produce banners for Mayne Street Murrurundi to make it more colourful and also promote the themes of Country/King of the Ranges, Art, Heritage, Café/food and Mountains. ISSUES: Murra Youth is willing to make grant applications, to provide the banners and is looking for Council’s support in providing free computer and printing use for the purpose of making the applications and designing the banners. The group would also be seeking Council’s support in principle of banners. Miss Tess Hynes is willing to assist the group voluntarily by mentoring them. SUSTAINABILITY: Banners would be produced on durable plastic. OPTIONS: That Council;

1. Support Murra Youth’s ideas to establish seasonal banners in principle, or not 2. Provide free computer use and printing under the guidance of Miss Tess Hynes who will be

mentoring the youth, or not. 3. Provide assistance with funding for the banners, or not.

FINANCIAL CONSIDERATIONS: The banners would be approximately $85 each. The group would be looking at installing 8 banners initially and then change 4 seasonally. Council workers need to install the banners and this would be at a cost to Council. RESOLVED that Council; 1. Support Murra Youth’s ideas to establish seasonal banners in principle. 2. Provide free computer use and printing under the guidance of Miss Tess Hynes who will

be mentoring the youth. 3. Provide assistance with funding for the banners to the value of $350.

Moved: Cr N Doonan Seconded: Cr E Bates CARRIED



G.5.8 REQUEST WAIVER OF FEES- MURRURUNDI RSL HALL Council: 26 May 2008

RECOMMENDATION: That Council;

1. Agree to Murrurundi Community Choir having free use of the Murrurundi RSL Hall for the purpose of singing practice session held on Tuesdays 5-6pm.

2. The group be asked to provide a Public Liability Certificate after 10 uses per annum. BACKGROUND: A letter has been received from Mrs Heather Ranclaud, stating that a community choir has been formed in Murrurundi and requesting that fees for the use of Murrurundi RSL Hall be waived for their practice sessions each Tuesday 5-6pm if the hall is not otherwise in use. ISSUES: Council has considered various requests for waiver of fees and charges for halls and facilities in the past. The Murrurundi Community Choir is made up of approximately 6-8 people who come together to sing for enjoyment. The choir is willing to do public performances when available and are not proposing to charge for these performances. The Murrurundi RSL Hall is currently underutilised. With the choir meeting there it may assist with promoting other groups to use of the facility. SUSTAINABILITY: Consideration to the impact of not charging the fee, which is currently $12 per hour and the impact this has on the ongoing sustainability of the asset. The contribution is considered to be minimal in comparison with the contributions the group is aiming to provide to community events and special occasions. OPTIONS:

1. That council agree to Murrurundi Community Choir having free use of the Murrurundi RSL Hall for the purpose of singing practice session held on Tuesdays 5-6pm, or not.

2. The group be asked to provide a Public Liability Certificate after 10 uses per annum. FINANCIAL CONSIDERATIONS: $12 per week or approximately $600 per annum. RESOLVED that Council; 1. Agree to Murrurundi Community Choir having free use of the Murrurundi RSL Hall for the

purpose of singing practice session held on Tuesdays 5-6pm. 2. The group be asked to provide a Public Liability Certificate after 10 uses per annum.

Moved: Cr E Bates Seconded: Cr D Peebles CARRIED



G.5.9 NEWCASTLE AND HUNTER VALLEY SPELEOGICAL SOCIETY INC.


RECOMMENDATION: That Council

1. Assist the Speleological Society with a monetary contribution to the value of $250, or otherwise determined,

2. Assist in the sourcing of equipment and supplies

BACKGROUND: Timor Caves is a natural feature in the Upper Hunter Shire Council and is a popular attraction for many visitors. A letter has been received from The Newcastle and Hunter Valley Speleological Society Inc. advising the groups has written a book about the caves for which it received funding from the NSW Government through its Environmental Trust for field work and publishing costs. The Newcastle and Hunter Valley Speleological Society was formed in 1980’s with a steering committee formed in May 1984 and the first club trip was to Timor Caves in 1984. The group is a community organisation which charges annual membership fees. The fee includes subscription to the club magazine, use of the club equipment, membership of the Australian Speleological Federation and coverage for public liability insurance.

ISSUES: The society is requesting Council assist to coordinate and fund the book launch including organising for the provision of equipment such as tables, chairs, marquee and port-a-loos, as well as catering costs. The event is proposed for the weekend of 5/6 July 2008, to be held at the Timor caves. The group would also like assistance with advertising the event.

SUSTAINABILITY: The Speleological society says that the book reflects a strong conservation ethic with an underlying theme of caring for the cave and karst environments.

OPTIONS: That Council

1. Assist the Speleological Society with a monetary contribution to the value of $250, or an other amount as, or otherwise determined,

2. Assist in the organisation of the launch including advertising, the provision of tables and chairs marquees and port-a-loos, or parts there of.

FINANCIAL CONSIDERATIONS: Advertising estimate $500 + media releases and community noticeboards and segments (free) Hire costs of tables, chairs, marquees transport cost of tables and chairs from RSL Hall in Murrurundi. Portaloos $65 and transport costs Council Staff and time. Catering depending on numbers estimate 50 at $5 per head = $250 RESOLVED that Council 1. Assist the Speleological Society with a monetary contribution to the value of $250, or

otherwise determined, 2. Assist in the sourcing of equipment and supplies




G.5.10 REQUEST TO WAIVE FEES - MERRIWA SHOWGROUND


RECOMMENDATION: That the fees be waived for the Merriwa Campdraft being held 13 – 15 June 2008. BACKGROUND: A request (copy attached) has been received for the waiving of fees associated with the hire of Merriwa Showground between 13 – 15 June 2008 for the Merriwa Campdraft. All profits from the event is raided for either local charities or for upgrading the Showground. Council has waived the fees for previous Campdrafts, the last being in 2006. ISSUES: Nil. SUSTAINABILITY: Not applicable. OPTIONS: To accept or reject the request. FINANCIAL CONSIDERATIONS: Fees totalling approximately $230. RESOLVED that the fees be waived for the Merriwa Campdraft being held 13 – 15 June 2008.

Moved: Cr E Cottle Seconded: Cr E Bates CARRIED



Section: GENERAL ADMINISTRATION

G.5.11 SCONE MEMORIAL AIRPORT DEVELOPMENT


RECOMMENDATION: That Council note the response from the Hon Gary Gray, Parliamentary Secretary for Regional Development and Northern Australia in relation to the rejection of funding for the Memorial Airport Development Project through DOTARS (Regional Partnerships Program) submitted on 8 October 2007 BACKGROUND: An application to DOTARS was lodged in May 2007. This application sought financial contributions from the then Regional Partnerships Program of $500,000 towards the cost of redeveloping and upgrading the Scone airstrip and Runway Ends Safety Area.

In August 2007 Council was advised that the application was unsuccessful.

A request for review of the initial decision was lodged with DOTARS in September 2007.

Hon Gary Gray confirmed by letter dated 13 May 2008 that the “Regional Partnerships and Sustainable Regions programs will be replaced by a number of other programs. These programs are closed for new and uncontracted projects. As a result of this decision the Government will not consider requests for review of previous decisions on your application.” ISSUES: Previous Federal Government regional funding programs will be replaced by:

• Infrastructure Australia – a Council established to audit nationally significant infrastructure • Regional Development Australia – replacing the Area Consultative Committees • Better Regions – funding projects identified and promised during the election • Office of Northern Australia – policy advice for regions above the Tropic of Capricorn • Regional and Local Community Infrastructure Program – to be established from mid 2009 to

fund community infrastructure in regional Australia – to be included in the 2009-10 Federal Budget

• Council of Australian Local Governments – key role in advising on key issues affecting regional communities

Attached is a copy of the a media release from Hon Anthony Albanese MP, Minister for Infrastructure, Transport, Regional Development and Local Government confirming the ‘new direction for regional Australia’ programs. It should be noted that the Better Regions Program of $176 million will be used to meet the Government’s election commitments and is not for new projects. There is nothing in this announcement that will assist regional and rural Australia until at least 2010. SUSTAINABILITY: N/A OPTIONS: N/A FINANCIAL CONSIDERATIONS: The rejection of the application represents $500,000 that will now have to be sourced from other external sources. RESOLVED that Council note the response from the Hon Gary Gray, Parliamentary Secretary for Regional Development and Northern Australia in relation to the rejection of funding for the Memorial Airport Development Project through DOTARS (Regional Partnerships Program) submitted on 8 October 2007

Moved: Cr N Doonan Seconded: Cr D Peebles CARRIED


MEDIA RELEASE The Hon Anthony Albanese MP Minister for Infrastructure, Transport, Regional Development and Local Government

13 May 2008 BUDGET-INFRA 13/2008 Joint

Joint Media Statement

The Hon Anthony Albanese MP Minister for Infrastructure, Transport,

Regional Development and Local Government

The Hon Gary Gray AO MP Parliamentary Secretary for Regional

Development and Northern Australia

NEW DIRECTION FOR REGIONAL AUSTRALIA

The 2008-09 Budget delivers a new direction for regional Australia, with a $176 million

Better Regions program and up to $74 million for the Regional Development Australia network.

A new Regional and Local Community Infrastructure Program will supplement these

programs from next year's Budget and fund major investments in regional communities.

The Rudd Labor Government's regional development initiatives in this Budget will help drive economic prosperity and growth in regional Australia, and engage with communities to meet their needs.

The Government understands that good community infrastructure supports towns and communities and attracts greater investment and job opportunities.

The new Regional and Local Community Infrastructure Program, and our Better Regions election commitments will replace Sustainable Regions and the Regional Partnerships program, which the Australian National Audit Office discredited last year as having "fallen short of an acceptable standard of public administration".

The Government will honour all existing contracts under the Regional Partnerships and Sustainable Regions programs; however, uncontracted applications will not be

proceeded with.

BETTER REGIONS

The $176 million Better Regions program will deliver on the Government's election commitments and provide regional Australia with much needed community facilities and services.

The Better Regions projects encourage economic and community development and invest in local infrastructure such as:

� the revitalisation of towns' main streets;

� multi-purpose community and resource centres;

� major sport and recreational venues; and

� community transport infrastructure.

Critical community projects will be funded across Australia under the $176 million


Better Regions program including investments in the Hunter Region, Kempsey, Geelong, Townsville, Bendigo, Alice Springs, Mandurah, Sunshine Coast and northern

Tasmania.

REGIONAL DEVELOPMENT AUSTRALIA

The Government is committed to genuine engagement with regional communities. We are establishing Regional Development Australia (RDA) with an allocation of more than $17 million this year to ensure effective engagement with communities.

The new RDA network across Australia will build on and replace Area Consultative Committees.

The Government's new body will take on a broader role to provide strategic input into national programs, improve the coordination of the Government's regional development initiatives, link closely to local governments and other regional organisations.

The RDA's final structure will be developed over this year in consultation with regional communities and stakeholders.

REGIONAL AND LOCAL COMMUNITY INFRASTRUCTURE PROGRAM

From next year's Budget, the new Regional and Local Community Infrastructure

Program will be funded to deliver major investments in regional and local community, recreational and environmental infrastructure initiatives.

In line with the Rudd Labor Government's national approach to infrastructure investment, our new program will be accountable, transparent and based on community needs.

To make sure the program is developed properly and reflects the needs of regional communities, we will consult widely with the community. The public consultations are expected to be conducted by the new RDA network and the House of Representatives

Standing Committee on Infrastructure, Transport, Regional Development and Local Government.

Through these major investments, the Australian Government will deliver infrastructure investments and promote sustainable economic growth in regional communities.

Back

Media Contacts

Jeff Singleton ( Mr Albanese's Office ) 0410 476 890

URL: http://www.minister.infrastructure.gov.au/aa/releases/2008/May/budget-infra_13-2008.htm


Section: Committees/Delegates

G.5.12 UPPER HUNTER MUSEUM OF RURAL LIFE


RECOMMENDATION: That Council provide a contribution up to a maximum of 25% or $5,000 whichever is the lesser, to the Upper Hunter Museum of Rural Life Committee towards the cost of developing a business plan for the multi-purpose function centre and rural museum proposal for Aberdeen, subject to approved funding from other sources for the remainder of the cost of the Business Plan. BACKGROUND: Upper Hunter Museum of Rural Life Inc (UHMRL) was formed in Aberdeen in 2006 to establish a rural museum in the town that would relocate some of the existing collection at the Hunter Valley Museum at Glenbawn. The Committee have developed a concept paper and have been working with Council’s Business Development Officer to investigate different options. The Committee is investigating alternatives that will provide economic returns so that the enterprise can be self-sufficient in the future. Contact has been made with the Department of State and Regional Development to assist in funding a Business Planning project with the group so that the business ideas can be formalised and evaluated. The Committee has requested support from Council (see attached letter). ISSUES: R&S Muller Enterprise has been recommended by State & Regional Development to develop a business plan proposal with the committee. A quote for the provision of this service has been provided by R&S Muller Enterprise. State & Regional Development have indicated that the project scope is one that fits their funding criteria and therefore an application for 75% of the cost of the project will be lodged. The UHMRL committee has been conducting fund raising activities in Aberdeen but do not have the resources to meet the 25% balance of the cost of the project. SUSTAINABILITY: A viable multi-purpose function centre in Aberdeen will add to the business profile of Aberdeen. OPTIONS: Accept, reject or modify the recommendation. FINANCIAL CONSIDERATIONS: Declaration of Interest Cr J Scriven declared an interest in this matter as the Chairperson of the Committee. He vacated the Chamber and took no part in discussions or voting. RESOLVED that Council consider for inclusion in its 2008/9 Management Plant the request for Council provide a contribution up to a maximum of 25% or $5,000 whichever is the lesser, to the Upper Hunter Museum of Rural Life Committee towards the cost of developing a business plan for the multi-purpose function centre and rural museum proposal for Aberdeen, subject to approved funding from other sources for the remainder of the cost of the Business Plan.

Moved: Cr P Hodges Seconded: Cr L Parsons CARRIED

THERE BEING NO FURTHER BUSINESS THE MEETING CLOSED AT 5.04PM.



May 14, 2008 Sean Constable Business Development Manager Upper Hunter Shire Council Dear Sean Thank you for allowing R&S Muller Enterprise to provide a quote on preparing a business plan for a proposed multipurpose Museum in Aberdeen. As requested, below is an outline of the steps I would undertake in preparing a business plan. In addition, there would be lengthy and ongoing liaison with the Museum stakeholders to ensure a take up of the plan on its completion. Proposed Strategy: Step 1 Define

Product Need to determine optimal uses to be incorporated into multi purpose use. i] Establish range and number of artifacts to be displayed ii] Undertake market analysis of need and demand in Aberdeen and district. Audit existing market as to what would work. Cafe, VIC, meeting space etc. iii] Also establish best links to tourism and visitor market.

• Location of Aberdeen to promote New England Highway, Upper Hunter Wine Trail as inland tourist route. Identify opportunities for links.

• Proximity to Singleton, Newcastle,Tamworth, Muswellbrook. Relevance to both their tourism markets and strategies plus as local “Sunday drive” market.

• Trends in tourism. Markets. eg Wanderers etc. Niche markets eg Cultural tourism.

• Potential partners and links. • Other successful tourism strategies based on arts and sculpture. • Competing museums - Potential to turn into a positive with a New England

Regional Museum Trail. iv] Adopt preferred option


Step 2 Determine

Optimal location

i] Examine available sites and buildings and undertake audit and costings for each. Options to include

• Adaptive use of existing building. Availability of suitable buildings. Preference for character building or one with low costs involved.

• New building. Availability of suitable site. ii] Seek agreement on preferred option.

Step 3 Establish Operating and Business Requirements

i] For preferred location cost all major operating costs and Staffing. Hours of operation. Voluntary organisations that could assist. Costing

• Power, insurance, telephone, administration costs. etc • Commission on purchase. Advantages disadvantages. • Other stock lines • Advertising/marketing opportunities • Other operations with potential for high turnover. • Commercial partners (Public, private partnership)

ii] Establish funding opportunities and funding strategy.

Step 4 Develop Business Plan

i] Prepare Business Plan that includes mini marketing Plan

Costing Professional fees of $14,000 + GST Invoice payments would be 50% on project commencement with the remaining 30% to be paid upon submission of draft plan, and remaining 20% upon acceptance of the final business plan.

Note: Travel is not included in the costing I would anticipate two (possibly three) trips. This would need to include accommodation and fuel reimbursement (or airfare). I would attempt to do two trips and stay for up to a week to meet with stakeholders, scope the area etc. and the rest on the liaison would be via phone, email and skype. Project Timeframe: The suggested timeframe for completion of the project from formal notification would be three months. Kind Regards Samantha Muller

4074-05_BPMay2008.pdf - Upper Hunter Shire Council

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