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137-139 Oberon Street PO Box 84 Oberon NSW 2787 Telephone: (02) 6329 8100 Fax: (02) 6329 8142 Email: [email protected] 1 | Page AGENDA AND BUSINESS PAPERS Oberon Council Ordinary Meeting Tuesday 21 June 2016 Commencing at 5.30pm at the Oberon Council Chambers
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Page 1: AGENDA AND BUSINESS PAPERS Oberon Council Ordinary … · AGENDA AND BUSINESS PAPERS Oberon Council Ordinary Meeting Tuesday 21 June 2016 ... 13 May Oberon Waste 2 Art Prize Presentation

137-139 Oberon Street PO Box 84 Oberon NSW 2787 Telephone: (02) 6329 8100 Fax: (02) 6329 8142 Email: [email protected] Email: [email protected]

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AGENDA AND BUSINESS PAPERS Oberon Council Ordinary Meeting Tuesday 21 June 2016 Commencing at 5.30pm at the Oberon Council Chambers

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Oberon Council - Agenda and Business Papers – Ordinary Meeting – 21 June 2016

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Agenda Items page

1. OPENING OF MEETING ......................................................................................................... 4

2. ACKNOWLEDGEMENT OF COUNTRY .................................................................................. 4

3. PRAYER .................................................................................................................................. 4

4. RECORD OF ATTENDANCE .................................................................................................. 4

5. DECLARATIONS OF INTEREST ............................................................................................. 5

6. GENERAL AND CIVIC PRESENTATIONS .............................................................................. 6

7. COMMUNITY PRESENTATIONS AND QUESTIONS .............................................................. 6

8. CONFIRMATION OF MINUTES .............................................................................................. 6

9. MAYORAL MINUTE AND REPORT ........................................................................................ 7

09.01 MAYORAL MINUTE AND REPORT ............................................................................ 7

10. NOTICES OF MOTIONS ....................................................................................................... 10

10.01 NOTICE OF MOTION – ZONE OF LAND ON O’CONNELL ROAD ............................ 10

11. COUNCILLOR AND DELEGATES REPORTS ....................................................................... 11

11.01 CENTROC – BOARD MEETING............................................................................... 11 11.02 OBERON BUSINESS AND TOURISM ASSOCIATION ............................................. 19

12. COMMITTEE REPORTS ....................................................................................................... 22

12.01 THE COMMON WORKING PARTY .......................................................................... 22 12.02 BLACK SPRINGS COMMUNITY HALL COMMITTEE ............................................... 26 12.03 OBERON YOUTH COUNCIL .................................................................................... 29 12.04 HERITAGE COMMITTEE ......................................................................................... 32

13. REPORTS FOR DECISION ................................................................................................... 36

13.01 PROCUREMENT AND DISPOSAL POLICY ............................................................. 36 13.02 DEBTOR WRITE OFF – DEBTOR 528.04 ................................................................ 47 13.03 COMMUNITY ENGAGEMENT FUND – LEGAL CHALLENGE .................................. 48 13.04 DRAFT OBERON TOURISM STRATEGY ................................................................ 50

14. REPORTS FOR INFORMATION ........................................................................................... 61

14.01 MONTHLY ACTIVITY REPORT – ACTING GENERAL MANAGER .......................... 61 14.02 MONTHLY ACTIVITY REPORT - WORKS AND ENGINEERING .............................. 75 14.03 MONTHLY ACTIVITY REPORT – FINANCE & COMMUNITY SERVICES ................ 82 14.04 STATEMENT OF INVESTMENTS ............................................................................ 86 14.05 GRANTS MONTHLY UPDATE ................................................................................. 89 14.06 WATER AND SEWER PLANT REPORT ................................................................... 92

15. URGENT BUSINESS ............................................................................................................. 94

16. CLOSED SESSION / CONFIDENTIAL REPORTS ................................................................ 94

16.01 SUPPLY AND DELIVERY OF BULK FUEL ............................................................... 95

17. CLOSURE OF MEETING ...................................................................................................... 95

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1. OPENING OF MEETING

The Mayor will welcome members and declared the meeting open.

2. ACKNOWLEDGEMENT OF COUNTRY

Council acknowledges that this meeting is being held on the traditional lands of the Wiradjuri and Gundungurra People, and respects the history and culture of the elders both past and present.

3. PRAYER

The Meeting will be opened in prayer.

4. RECORD OF ATTENDANCE

Members Mayor Kathy Sajowitz (in the Chair) Deputy Mayor Kerry Gibbons Clr Ian Doney Clr Jill Evans Clr Neil Francis Clr Sam Lord Clr Clive McCarthy Clr John Morgan

Staff Gary Wallace, Acting General Manager

Chris Schumacher, Works and Engineering Director Lynette Safranek, Finance and Community Services Director

Sharon Swannell, Executive Coordinator Apologies Nil

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5. DECLARATIONS OF INTEREST

File No: Governance/Councillors/Declarations of Interest

A GUIDE TO ETHICAL DECISION-MAKING

(Provided by the Independent Commission Against Corruption)

Is the decision or conduct legal?

Is it consistent with Government policy, Council’s objectives and code of conduct?

What will the outcome be for you, your colleagues, the Council, anyone else?

Does it raise a conflict of interest?

Do you stand to gain personally at public expense?

Can the decision be justified in terms of public interest?

Would it withstand public scrutiny? A conflict of interest is a clash between private interest and public duty. There are two types of conflict:

Pecuniary – regulated by the Local Government Act and Department of Local Government

Non-pecuniary – regulated by codes of conduct and policy. ICAC, Ombudsman, Department of Local Government (advice only)

The test for conflict of interest:

Is it likely I could be influenced by personal interest in carrying out my public duty?

Would a fair and reasonable person believe I could be so influenced?

Conflict of interest is closely tied to the layperson’s definition of “corruption” – using public office for private gain

Important to consider public perceptions of whether you have a conflict of interest Identifying problems

1st Do I have private interests affected by a matter I am officially involved in?

2nd Is my official role one of influence or perceived influence over the matter?

3rd Do my private interests conflict with my official role? Whilst seeking advice is generally useful, the ultimate decision rests with the person concerned. When making a Declaration of Interest the reason for making the declaration should be clearly stated. Pecuniary and Non-Pecuniary Significant Interests should be managed by leaving the room while the matter is considered. Pecuniary -

Non-Pecuniary Significant

-

Non-Pecuniary Less than Significant

-

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6. GENERAL AND CIVIC PRESENTATIONS

Nil

7. COMMUNITY PRESENTATIONS AND QUESTIONS

None received.

8. CONFIRMATION OF MINUTES

Ordinary Meeting 17 May 2016 ATTACHED is the Minutes of the Ordinary Council Meeting held on 17 May 2016 Recommendation: That the Minutes of the Ordinary Meeting held on 17 May 2016 be confirmed. Matters Arising from the Minutes Nil Extraordinary Meeting 31 May 2016 ATTACHED is the Minutes of the Extraordinary Council Meeting held on 31 May 2016 Recommendation: That the Minutes of the Extraordinary Meeting held on 31 May 2016 be confirmed. Matters Arising from the Minutes Nil Finance Committee Meeting 31 May 2016 ATTACHED is the Minutes of the Finance Committee Meeting held on 31 May 2016 Recommendation: That the Minutes of the Finance Committee Meeting held on 31 May 2016 be confirmed. Matters Arising from the Minutes Nil

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9. MAYORAL MINUTE AND REPORT

09.01 MAYORAL MINUTE AND REPORT

File No: Governance/Meetings/Ordinary Author: Mayor Kathy Sajowitz

Summary This report summaries the main activity for the Mayor since my last report.

Recommendation: That Report Item 09.01 is received as information.

Comment A. Meetings

11 May Meet with Walcha Council

12 May Meet with Peter King

12 May Centroc Board Meeting, Parliament House Sydney

12 May NSW Farmers Public Meeting re Rural Crime (attended by Deputy Mayor Kerry Gibbons)

17 May Ordinary Council Meeting

19 May Jess Jennings – Labour Candidate for Calare

19 May Leath Johnston Trust Members Meeting

19 May Christine Monohan, Columbia Oberon Village

24, 25, 26, 27, 31 May & 1, 3 & 6 June – attend hearing in Land and Environment Court, Sydney

31 May Extraordinary Council Meeting (apology submitted)

31 May Finance Committee Meeting (part meeting only)

2 Jun Community Meeting – presentation of Draft 2016 Oberon Delivery Program and Operational Plan, Black Springs – apology submitted

7 Jun Oberon Youth Council Meeting

7 Jun Community Meeting – presentation of Draft 2016 Oberon Delivery Program and Operational Plan, Burraga

8 Jun Tim Charge, OBTA re Regional Living Expo

8 Jun David Shoebridge and Delanie Sky (Greens Candidate for Calare)

8 Jun Community Meeting – presentation of Draft 2016 Oberon Delivery Program and Operational Plan, O’Connell

14 Jun Councillor Informal Briefing Session

B. Representation 13 May Oberon Waste 2 Art Prize Presentation

16 May Oberon High School Assembly

19 May Rotary – Oberon Presentation Dinner

10 Jun Columbia Oberon Village 1st Birthday Celebration

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C. Correspondence 6 May Eurobodalla Shire Council regarding increasing numbers of Grey Headed Flying Foxes

in the Eurobodalla Shire and in many other areas of NSW.

10 May Correspondence forwarded to Adem Ejder, Mayor of Eceabat advising that the Oberon RSL Sub-Branch has cancelled the celebration being held in Oberon.

16 May Ken Barwick, Principal Oberon High School regarding the new Vivo online student reward system which has been introduced at Oberon High School.

16 May Correspondence forwarded to all candidates for Calare in the upcoming Federal Election seeking a meeting.

16 May Correspondence forwarded to the Hon Mike Baird MP, the Hon Paul Toole MP, the Hon Duncan Gay MLC, the Hon Troy Grant MP, Senator the Hon Fiona Nash, the Hon Barnaby Joyce MP, the Hon Michael McCormack MP, Luke Foley MP, the Hon Peter Primrose MLC, Robert Borsak, The Hon Fred Nile MLC, The Hon Paul Green MLC regarding forced amalgamations.

17 May Kelso resident regarding forced amalgamations.

18 May Advice to resident regarding follow up with the Minister for Transport, the Hon Andrew Constance MP seeking further investigation into the issues facing seniors due to the lack of an Opal Card Kiosk at Mt Victoria station.

18 May The Hon Paul Toole MP advising that given the current legal proceedings involving Council it would be inappropriate for him to meet with Oberon Council at this time.

21 May Miles Sterrick, Nectar Farms advising of the appointment of Stephen Sasse as CEO of Nectar Farms.

23 May The Hon Peter Primrose MP seeking to arrange a time to meet regarding forced mergers.

23 May Invitation to register for the 2016 NSW Local Roads Congress being held on 6 June.

23 May Invitation to attend the Columbia Oberon Village 1st Birthday Celebrations being held on 10 June.

24 May Office of the NSW Premier advising that the request to meet with the Hon Mike Baird MP, Premier of NSW is still being considered.

24 May Oberon Health Council proposing that Oberon Council consider the installation of drinking water stations at various playing fields in Oberon. Response sent advising this matter will be referred to the Community Services Committee for their consideration.

25 May The Hon Troy Grant MP advising that the matters raised in Oberon Council’s correspondence fall within the portfolio of the Hon Paul Toole MP and as such correspondence has been forwarded to his office.

27 May Australia Local Government providing a copy of the Joint Infrastructure Statement, calling on all political parties to make a commitment to maintain long term infrastructure spending and thus address the growing infrastructure shortfall and improve national productivity.

27 May Advising of the official licencing of the song “I am Australian”.

27 May Office of the NSW Premier advising that the Premier is unable to accept the request to meet with Oberon Council however, acknowledges the significance of the request and advises that a Government representative will be sought to meet on his behalf.

27 May The Hon Paul Green MLC writing in support of Oberon Council remaining a stand alone independent Council.

30 May Office of the NSW Premier advising that the request to meet has been declined.

30 May NSW Rural Fire Service advising of amendment to the Rural Fire Fighting Fund allocation methodology.

31 May Skoda and Tatra Register invitation to attend the Annual Yuletide Dinner being held on 30 July 2016.

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31 May ISAAC Regional Council Motions which will be put forward to the National General Assembly 19 – 22 June

1 Jun Invitation to attend the Statewide Mutual Integrity Management Initiative seminar being held in Blayney on 21 July.

1 Jun Invitation to attend the Hoarding and Squalor Conference 2016 being held in Sydney on 29 – 30 June.

3 Jun Local Government NSW Update regarding the impact of the recent round of forced council amalgamations on the LG NSW Board Election postal ballot.

4 Jun Andrew Happ regarding attendance at the legal proceedings in the Land and Environment Court

4 Jun Luke Foley MP issuing an invitation to a Mayoral Summit being held on 9 June to discuss the critical and fundamental issues that will determine the future of local government in NSW.

9 Jun Invitation to attend a one day Aged Care Forum hosted by LG NSW being held on 28 June in Sydney.

14 Jun Rural Women’s Network call for nominations for the 2016 Hidden Treasures Honour Roll

14 Jun Invitation to attend the 2016 Inner Wheel Annual Changeover being held on 9 July

Notes:

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10. NOTICES OF MOTIONS

10.01 NOTICE OF MOTION – ZONE OF LAND ON O’CONNELL ROAD

File No: Land Use and Planning/Planning/Local Environmental Plans Author: Clr Clive McCarthy

Summary Requesting amendment of the Zone for land located on O’Connell Road

Motion Rezone land north of 22 O’Connell Road, Oberon from B6 to Light Industrial.

Commentary This motion is put forward for the following reasons: 1. Prior to the 2013 LEP the Council instructed the Planning and Development Director, Ralph

Tambasco to zone this land, for this will cover Oberon Freighters, Clift Engineering and

Howards Auto Port existing use.

2. No more access would be allowed to this area by the RMS.

3. New business “Drakes” would also fit this site.

Acting General Manager’s Comment Guidelines have been issued under Section 23A of the Local Government Act 1993 titled ‘Council Decision making During Merger Proposal Periods’. Council must consider the guideline in relation to each decision they make during the proposal period. This matter is considered to comply with the guidelines.

Notes:

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11. COUNCILLOR AND DELEGATES REPORTS

11.01 CENTROC – BOARD MEETING

File No: Government Relations/Local and Regional Liaison/Centroc Author: Mayor Kathy Sajowitz & Centroc Executive Officer, Jenny Bennett

Summary Acting General Manager, Gary Wallace and I attended the Centroc Board meeting held at Parliament House, Sydney on 12 May 2016. This report summarises the outcomes of the meeting.

Recommendation: That report item 11.03 is received as information.

Comment The draft minutes of the Centroc Board Meeting held on 12 May 2016 FOLLOW this report. With the Cabinet meeting on the Local Government amalgamations held in the morning and the official announcement by the Premier at 12.30pm, some Ministers were unable to address the Board. Apologies were received from The Hon Paul Toole, Minister for Local Government, The Hon Robert Stokes, Minister for Planning and The Hon Mr John Barilaro, Minister for Regional Development.

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The following Ministers address the Board.

The Hon Jillian Skinner, Minister for Health;

Senior advisors to the The Hon Duncan Gay, Minister for Roads, Maritime and Freight, Mr Andrew Huckel and Ms Emma Higginson

The Hon Andrew Constance, Minister for Transport and Infrastructure

The Hon Niall Blair, Minister for Lands and Water and Primary Industries; and

Executive Director of Planning and Design, to the Hon Robert Stokes, Minister for Planning, Mr Halvard Dalheim.

Prior and post the Board Meeting, the Chair, Cr Bill West, met with:

The Hon Paul Green - Christian Democratic Party NSW

The Hon Robert Brown, MLC & The Hon. Robert Borsak, MLC- Shooters and Fishers Party

The Hon Niall Blair MLC, Minister for Primary Industries, Minister for Land and Water

The Hon Mick Veitch, MLC, Shadow Minister for Primary Industries, Shadow Minister for Lands and Water, and Shadow Minister for Western NSW

The Hon Duncan Gay- Minister for Roads, Maritime and Freight

The Hon Sarah Mitchell- Parliamentary Secretary for

Rural and Regional Health and Western NSW and

Mr Chris Hall, Chief of Staff, Ms Anna Reed, Policy

Adviser, to The Hon. Stuart Ayers, MP Minister for

Trade, Tourism and Major Events and Sport

Follow-up meetings are being arranged in the region and Council will be informed as dates come to hand. I provide the following report for Council’s information, along with the meeting minutes. Transport Infrastructure - Centroc Members resolved to provide $50K to kick start the implementation of the Centroc Road Transport Technical Committee Business Plan. The Board will also receive a report on the potential for funding to assist in having fibre to airports in the region. The Chair met with the Hon Duncan Gay, Minister for Roads, Maritime and Freight on the Wednesday. He confirmed that the Bells Line Corridor should be secured by the end of the year. The region thanked the Minister for his ongoing support for our region through the Fixing Country Rail and Fixing Country Roads Programs issued a media release in this regard.

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Water Security – Centroc will lodge a submission to the Legislative Council inquiry into augmentation of water supply for rural and regional NSW. In preparation to the submission, an invitation will be sent to the Chair of the Legislative Committee no 5 to visit the regional to hear about the work this region is doing in strategic regional water planning. A meeting with Mr Frank Garofalow, Director Water Regulation and Ms Alison Kirk, Director Water Planning and Policy was held whilst representatives were in Sydney, the main topics covered were, Water Regulation and Inter-governmental collaboration and alignment and Strategic Regional Water Planning Framework. Parkes, Forbes and Central Tablelands Water (CTW) members met with the Hon Niall Blair MLC, Minister for Primary Industries, and Minister for Lands and Water 11 May, at this meeting the following key items were raised with him;

Regional Priority Infrastructure Plan and

Parkes-Forbes- CTW pipeline project. Correspondence will be followed up with the Minister regarding an update on the Centroc Water Security Study. Health – Advice will be provided to the Board on strategies to remove the barrier to rural health workforce. The Board have asked Department of Premier and Cabinet to coordinate a meeting with key stakeholders including Primary Health Network, and Western NSW Local Health District with a view of scoping the collaborative opportunity of alignment between health precincts and integrated health care. Minister Jillian Skinner addressed the Centroc Board the main topics raised were:

Regional Health Workforce;

Regional Health Infrastructure, particularly issues around car parking at a number of hospitals in the region; and

Growing our own Health workforce. A further report will be provided on the success on the Beyond the Range Program. Regional Development – Central NSW Tourism, Chair, Mr Norm Mann, and Executive Officer Ms Lucy White addressed the Centroc Board on the success of the current model and approach. It was noted that this is under review by the State with advice to be provided in the second half of this year. Attendees were keen to see the current successes of this region included in any new regional tourism organisation structures. A MoU between Centroc and TAFE was adopted. A presentation from Ms Alison Morgan on the Making it happen in the Regions initiative, was presented, members are encouraged to engage in the process. Advice was provided on a workshop attendees were invited to in Dubbo 24 May.

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Advice was received from the Chair of Regional Development Australia Central West (RDACW), Mr Alan McCormack on concerns particularly for Education in the region. The Board resolved to receive a report on options from working with RDACW on supporting education in the region Mayors are encouraged to provide support to their communities through the Census process. Economic Development Officers will be approached with scoping advice for improving the case for investment in the region, particularly with the lack of alignment in data analysis. A Mining Affectedness in Central NSW report was endorsed; it will be revised annually based on feedback from Members. A report to the Board will be received on ‘the Right to Farm’. Parliamentary Secretary for Western NSW, Sarah Mitchell and Parliamentary Secretary for Southern NSW, Katrina Hodgkinson addressed the Board. Planning – A response to the Regional Plan is due Mid June. As this is such a short turn around, Centroc will be seeking an extension to allow a better response. A submission will be lodged by Centroc to IPART on the review of the local Government rating system. Mr Halvard Dalheim, Executive Director of Planning and Design, provided advice on the Regional Plan, as Minister for Planning as The Hon Robert Stokes was unable to attend. Operational – The new members reviewed on the Code of Conduct panel were approved by the Board. Centroc staff continue to maintain savings for the Region. Over 5000 courses have been completed since the online training system began in 2012, and over 1000 employees have been trained in 2015/2016 for various courses, with over $150,000 in savings been achieved for this financial year. Financial – the anticipated profit at 30 June 2016 is $35,755 against a budgeted profit of $5,470. This profit has increased due to the LGP rebate received and the increase income from the training services. The Treasurer arrived during the Premiers amalgamations announcement and expressed her interest in visiting the region. Further follow up with her office will be undertaken with Centroc staff. There is a lot of valuable collaborative activity going on and Centroc members should be congratulated for their collaborative efforts for better outcomes for the region. The next Centroc Board meeting will be held on 25 August 2016 in Cowra.

Notes:

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Confirmation of the Minutes of the Board Meeting 12 May 2016 held at State Parliament House

Board Members in bold

1 Meeting opened at 9.00am by Chair Cr B West

2 Apologies Cr W Tuckerman, Mr A McMahon, Cr D Kennedy, Mr B Cam, Cr K Rhoades and Ms D Rygate

Resolved Cr P Miller/Mr D Aber

That the apologies for the Centroc Board meeting 12 May 2016 listed above be accepted.

3. The Board was addressed by Mr Norm Mann and Ms Lucy White on Central NSW

Tourism

4. As a result of a meeting of cabinet on Local Government Amalgamations, advice was received from The Treasurer that she would arrive at 12:20, The Minister for Health advised she would arrive late, the Minister for Regional Development apologised and the Minister for Local Government apologised.

5. Minutes 4a Confirmation of the Minutes of the GMAC Meeting 28 April 2016

Resolved Mr K Boyd/Mr R Bailey

That the Minutes of the Centroc GMAC Meeting 28April 2016 held in Orange be confirmed.

4b Confirmation of the Minutes of the Board Meeting 25 February 2016

Resolved Cr P Miller/Cr K Keith

That the Minutes of the Centroc Board Meeting 25 February 2016 held at Blayney be confirmed

Cr G Rush Bathurst Regional Council Cr J Davis Orange City Council

Mr D Sherley Bathurst Regional Council Mr G Styles Orange City Council

Cr S Ferguson Blayney Shire Council Cr K Keith Parkes Shire Council

Ms R Ryan Blayney Shire Council Mr K Boyd Parkes Shire Council

Cr I Gosper Cabonne Council Cr J Shaw Upper Lachlan Shire Council

Mr A Hopkins Cabonne Council Mr J Bell Upper Lachlan Shire Council

Cr D Somervaille Central Tablelands Water Cr M Liebich Weddin Shire Council

Mr G Rhodes Central Tablelands Water Mr G Carroll Weddin Shire Council

Cr B West Cowra Council Cr B Ingram Young Shire Council

Mr P Devery Cowra Council Mr D Aber Young Shire Council

Cr P Miller Forbes Shire Council Mr A McCormack RDACW

Mr M Kershaw (Acting) Forbes Shire Council Mr P McMillan RDACW

Cr J Medcalf Lachlan Shire Council Ms A Morgan DPC

Mr R Hunt Lachlan Shire Council Mr N Mann CNSWT

Cr M Statham Lithgow City Council Ms L White CNSWT

Mr R Bailey Lithgow City Council Ms J Bennett Centroc

Cr R Thompson Lithgow City Council Ms M Macpherson Centroc

Cr K Sajowitz Oberon Council Ms L Chapman Centroc

Mr G Wallace (Acting) Oberon Council

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4c Noting of the Minutes of the Executive Meeting 28 April 2016

Resolved Mr R Bailey/ Cr G Rush

That the Minutes of the Centroc Executive meeting 28 April held at Orange be noted with a change made to the place from Blayney to Orange.

6. Business Arising from the Minutes – Matters in Progress

Resolved Cr K Keith/ Cr J Medcalf

That the Board note the Matters in Progress, making deletions as suggested.

7. Correspondence

6a Correspondence In

Resolved Mr K Boyd/Cr P Miller

That the Board note the incoming correspondence; and note with regret the resignation of Mid Western Regional Council and offer an operational membership subject to them being a member of another ROC.

6b Correspondence Out

Resolved Cr P Miller/Mr J Bell

That the Board note the outgoing correspondence.

8. Reports

7a Transport Infrastructure including Bells Line of Road

Resolved Mr K Boyd/Cr P Miller

That the Board note the Transport Infrastructure report 1. including meetings with State representatives being co-ordinated to progress the Blayney Demondrille

Line and sequestration of the corridor for the Bells Line between the M7 and Kurrajong; and 2. the Board receive a report on the potential for funding to assist in having fibre to airports in the

region; 3. up to $50K be used to progress the activities identified in the Centroc Roads Transport Technical

Committee Business Plan; and 4. this to be administered through the Executive with a report to be provided to the Board.

7b Water Infrastructure Report

Resolved Mr K Boyd/Cr K Keith

That the Board note the Water Infrastructure Report and 1. a submission be made through the Executive to the Legislative Council Inquiry into augmentation of

water supply for rural and regional NSW within existing policy; and 2. send letter of congratulations to the award winning members of the Centroc Water Utilities Alliance.

7c Health Report

Resolved Cr P Miller/ Cr I Gosper

That the Board note the Health report and 1. note that a strategic session to progress health priorities will be held in the latter part of the year; 2. in the interim, note that under the hand of the Chair, the Department of Premier and Cabinet is being

asked to coordinate a meeting with key stakeholders including Primary Health Networks, Centroc and Western Area Health with a view to scoping the collaborative opportunity of alignment between health precincts and integrated health care;

3. advice be provided to the Board from Charles Sturt University on its Clinical Training Model including internship positions;

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4. advice be provided to the Board on strategies to remove the barrier to rural health workforce; 5. seek interest in external funding of the Quadruple Bottom Line costs to community of the withdrawal

of medical services; and 6. receive an update on the status of the success of the Beyond the Range Program.

The meeting adjourned for morning tea at 10:00 The meeting resumed at 10:30 The meeting received advice from the Chair of Regional Development Australia Central West raising concerns particularly for education in the region. 7e Planning Report

Resolved Cr P Miller/ Cr J Medcalf

That the Board 1. Lodge a submission under the hand of the Chair to IPART on the Review of Local Government Rating

System under existing policy; 2. Commend to members they send staff to the next Enabling Regional Adaptation Workshop in Orange

30 May/1 June 3. Commend to members that each council workshops draft Regional Plan in the first instance and

provide feedback to the Centroc Executive to develop a response by mid June. 4. Request an extension of 2 months on response to the Regional Plan.

7f Operation Report

Resolved Mr D Sherley/Mr K Boyd

That the Board note the Operational Report 1. approve the members of the Regional Code of Conduct Panel; 2. receive advice on the likely timing of JO to inform a report on the potential of incorporation including

the structures of Hunter and REROC; and 3. Contact the other ROCs for potential advocacy support.

7g Financial report

Resolved Mr R Bailey/Mr J Bell

That the Board note the Financial report.

The meeting adjourned at 11:00 with a presentation by the Hon Andrew Constance Senior Advisors to the Hon Duncan Gay Andrew Huckel and Emma Higginson presented at 11:30 The Minister for Health, the Hon Jillian Skinner presented at 11:45 The Minister for Lands Water and Primary Industry presented at 12:05

The Board will follow-up with a letter regarding an update of the Centroc Water Security Study

The meeting adjourned a 12:25 to receive advice from an announcement by the Premier on amalgamations. The Treasurer arrived at 12:35 during the adjournment and said she would like to visit the region and understood the challenges of this meeting given the announcements of the day.

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At 12:45 the Executive Director of Planning & Design, Mr Halvard Dalheim, provided advice on the Regional Plan. The meeting adjourned for lunch at 1:30, the Hon Troy Grant, the Hon Kevin Humphries, the Hon Sarah Mitchell and the Hon Katrina Hodgkinson were in attendance. The meeting resumed at 2:00pm The meeting welcomed Parliamentary Secretary for Western NSW the Hon Sarah Mitchell and for Southern NSW, the Hon Katrina Hodgkinson Ms Alison Morgan presented on the Making it Happen in the Regions Initiative 7d Regional Development

Resolved Cr K Keith/Cr G Rush

That the Board note the Regional Development report and 1. change the line item in the management plan from Progress the development of a “food and fibre”

plan for the region to Progress support for the agricultural industry; 2. the Economic Development Officer’s be approached with scoping advice to seek their engagement on

the potential to progress options for improving the case for investment in the region in particularly with regard to - Lack of alignment in data analysis and models to make the case for investment in the region leads to Councils and other investing in business cases that are disregarded by funding entities;

3. note that any advocacy on regional development include advice from the workshop on making the case for investment in the region;

4. receive a report on The Right To Farm; 5. endorse the Mining Affectedness in Central NSW report and note it will be revised for annually based

on feedback from members; 6. adopt the MoU with TAFE; 7. commend to members they engage in the Making it Happen in the Regions process; 8. commend to Mayors they provide support to encourage community engagement in the Census; and 9. receive a report on options from working with RDACW on supporting education in the region.

8. Late Reports 9. Matters Raised by Members 10. Speakers to the next meeting

PHN- Andrew Harvey

11. Next Meetings Board -25 August - Cowra Board - 24 November – Canberra GMAC – 28 July 2016 – Orange GMAC 27 October 2016- Orange Executive – 28 July 2016 in Orange

Meeting closed at 3.00pm Page 4 is the last page of the Centroc Board Minutes 12 May 2016

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11.02 OBERON BUSINESS AND TOURISM ASSOCIATION

File No: Economic Dev/OBTA Author: Clr Sam Lord

Summary Oberon Business and Tourism Association Meetings were held at the Oberon Golf Club on Wednesday 11 May 2016 and Wednesday 8 June 2016.

Recommendation That report item 11.02 is received as information.

Comment The Oberon Business and Tourism Association Meeting was held on Wednesday 11 May 2016 at the Oberon Golf Club. Greg Muir from Borg Panels attended as a guest. Business arising from the previous meeting included the Business Chamber workshop that was held on the on 17 May, for workplace compliance. The Oberon Business and Tourism Association are requesting support to organise the Oberon Business Awards for later in the year. The Regional Living Expo will be held on 6 - 7 August. Oberon will have a stall with Council’s financial assistance and OBTA looking after the stall. Correspondence received by OBTA included an invitation to attend the Rural Crime Seminar being held at the Oberon RSL Club on 11 May. A Draft Budget plan detailing projected income and expenditure for the next 12 months was presented. Col Roberts along with Oberon Council are developing a Tourism Strategy Plan. The documents are close to being finalised. Feedback is positive and very supportive. This will be included in the 2016 Community Strategic Plan. A verbal report for the Visitors Information Centre for April was given. The most popular enquiries being for Mushrooming 1188, Mayfield Garden 242, Fossicking 242, Accommodation 145 and 122 for Camping. Better Homes and Gardens were filming at Mayfield Garden on 11 May. The Visitors Information Centre has a new product in stock, Wiseman’s Creek Walnut Oil. There were also enquiries about a courtesy bus travelling to and from Oberon and Mayfield Garden. The Oberon Golf Club would like to add some literature to the Welcome to Oberon pack. Unfortunately the last Welcome to Oberon event had no attendees, but there will be more of these events held. It was suggested an evening time would be better suited. The Oberon Business and Tourism Association currently has 62 members. The only outgoing expenditure for the month was $200 and this was for the prize to the winner of the new name. The Shop Local Vouchers are being purchased and OBTA receive approximately 18 to 20 per month for redemption.

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A survey currently being conducted by OBTA will be available at the three motels and the caravan park. There will be digital and hard copy surveys available and will be extended to other businesses after a trial period. The redesign of the Oberon Business and Tourism Association letterhead is to include the new name "Experience Oberon". Gairloch Gardens stated that they have received excellent feedback from Visitors about their experience in Oberon. Marks Signage has some draft prototypes of the new brand name. The costs will be around $1,100 for banners and portable adverts to take along to the markets, expos and other events. An update was provided in regards to the photo competition. The Summer section winners will be chosen soon and the Autumn section is now open. Please send your photos to Oberon Business and Tourism Association or to the Oberon Business and Tourism Association Facebook page. Entries are open to every one of all ages. OBTA has sent a letter of support to the Oberon Museum. The new “Simply Spectacular" brochures have arrived and are being distributed. OBTA is requesting anyone that is travelling and is able to take a bundle with them to other information centres to minimise costs. The Oberon Business and Tourism Association Meeting was held on Wednesday 8 June at the Oberon Golf Club. There were 13 members in attendance. Correspondence received by OBTA for the month of May included a letter from Oberon Council, seeking support for the Regional Living Expo in August. The letter of support has been sent to the Oberon District Museum and they have expressed their appreciation. An email from Greg Muir (Borg) to give financial support of $1,100 for banners and promotional signs to be used at events such as the Regional Living Expo, markets and other events. A draft copy of 2017 Budget was distributed. OBTA currently has 63 paid members to date and have a working fund of approximately $4,000. There were a few suggestions on how to raise membership numbers for the future. It was suggested to hold a fundraiser to boost funds. It was decided to raise the membership fee from $140 to $145, for 2017 membership. A goal of a 100 members is OBTA aim for 2016/2017. With assistance from Oberon Council the Oberon Tourism Strategy is progressing and should be operational soon. OBTA is very appreciative that Council has moved to fund $5,000 for the Regional Living Expo. First National Real Estate are assisting with manning the stand and Mayfield Garden has also expressed support. The Visitor Profile Survey will be implemented soon and is receiving positive feedback from the four businesses involved. This survey will be available to other accommodation businesses in the future. OTHR are launching a new fundraising model and are looking for a publicity officer to assist. More information will be made available as David McMurray could not be present at the meeting.

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The Photo competition is still continuing well with the Autumn theme. The Winter themed competition will commence on 1 July to 1 September 2016. All ages are welcome to enter and there are plenty of prizes available for the best entry. The Visitors Information Centre report for May was provided. The truffle season has started and is already booked out. Upcoming events in July include “Bach in the Dark” being held at Mt David, Oberon Tigers Annual Ball being held on 23July and Yulefest at Jenolan Caves throughout the month. Visitor numbers for May were Domestic 1193, International 73. Main visitor enquiries were mushrooming 524, Mayfield Garden 84, Jenolan Caves 64, fossicking 61, accommodation 67 and camping enquiries 32. The next meeting will be held on Wednesday 13 July 2016.

Notes:

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12. COMMITTEE REPORTS

12.01 THE COMMON WORKING PARTY

File: Governance/Meetings/The Common Working Party Author: Gary Wallace, Acting General Manager

Summary Minutes of The Common Working Party meeting held on 10 May 2016 are submitted for Council’s information and consideration.

Recommendation: That Council received report 12.01 for information.

Comment Minutes of The Common Working Party Meetings held on 10 May FOLLOW. A copy of the Terms of Reference for the Committee was circulated. Discussion was held in relation to the following matters:

Discovery of Naturally Occurring Asbestos at The Common and rehabilitation

Suitable location for a carpark in the newly developed area at The Common

Suitable location for an Amphitheatre and Skate Park

Maintenance of existing areas within The Common including untidy gardens, the water spout only works intermediately and all of the water ways need cleaning out

Maintaining Leagues Club Ground/Caravan Park

Membership of The Common Working Party

Inclusion of The Common in the Operational Plan and Delivery Program and allocation of funding for future identified projects

Acting General Manager’s Comment Guidelines have been issued under Section 23A of the Local Government Act 1993 titled ‘Council Decision making During Merger Proposal Periods’. Council must consider the guideline in relation to each decision they make during the proposal period. This matter is considered to comply with the guidelines.

Notes:

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OBERON COUNCIL – THE COMMON WORKING PARTY

Page 1 of 3

Minutes of The Common Working Party meeting held on 10 May 2016

The Common Working Party meeting was held on 10 May 2016 in the Council’s Committee Room, 137-139 Oberon St, Oberon. The Meeting commenced at 4.30pm. ATTENDANCE

Gary Wallace (Chair) Acting General Manager

Clr Jill Evans Councillor

Clr Clive McCarthy Councillor

Clr John Morgan Councillor

Clr Kerry Gibbons Councillor

Sharon Swannell Executive Coordinator

1. APOLOGIES – Mayor Kathy Sajowitz

2. MINUTES OF THE PREVIOUS MEETING HELD ON 8 March 2016

3. BUSINESS ARISING FROM PREVIOUS MEETING Nil

4. REPORTS Terms of Reference A copy of the Terms of Reference was circulated by Acting General Manager, Gary Wallace. Naturally Occurring Asbestos (NOA) at The Common Gary Wallace circulated a copy of a report regarding Naturally Occurring Asbestos which has been recently found in The Common. This was quickly identified as a result of staff training, and all staff involved with the identification and clean-up of the NOA need to be commended. The area has now been capped and top soiled. Costs have been incurred as a result of this. This means other land in The Common may potentially be affected. The consultants believe the affected area is on the northern corner and the knoll to the west. When carrying out the capping and shaping it has created a natural amphitheatre which may be able to be further developed for this purpose. Just because land contains asbestos doesn’t mean it prohibits its use, however we must be aware for further works. The area is not part of any mapping so there was no historical indication NOA would be there. Clr Evans asked are we sure it has not been dumped there? Gary Wallace advised that the Hygienist has confirmed it is in situ. Clr Morgan asked has the Hygienist confirmed the suitability of the land for recreational and parkland use? Gary Wallace replied as long as we treat the land accordingly, then it poses not risk. Clr Evans asked is there any chance of the asbestos running into the pond? Gary Wallace advised there is no issue. An airborne particle is the only way the material is dangerous.

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Page 2 of 3

Minutes of The Common Working Party meeting held on 10 May 2016

General Business Clr McCarthy asked moving forward, what our objectives that need to be achieved? Gary Wallace suggested the carpark in the top area off Curtis Street overlooking the lake be done first. This will seal the area permanently. It would require piping and filling to complete and retain natural flow of land. Every time we want to do any infrastructure work at The Common, we will need to do testing for NOA and this should be included in the Committees Term of Reference. Clive McCarthy advised he disagreed with the suggested location for an amphitheatre as it will not be able to be accessed by vehicle. He suggested an alternate location in the lower area. Source of fill is needed to raise it around 600mm and the skate park could be located adjacent. The Common has now been recognised as a project in the Delivery Program and Council has start to look at putting money towards future development of The Common. The Working Party can then identify and progress future projects. Clr Gibbons raised concern that the area will be too much to maintain. There are issues in the current area of The Common with untidy gardens, the water spout only works intermediately and all of the water ways need cleaning out. Gary Wallace replied there are quite a few reports referring to issues with the water pump. A suggestion was made to recirculate the water from the bottom of the pond to the top. The drain was never completed properly. Maintaining Leagues Club Ground/Caravan Park – Clr McCarthy commented that ongoing maintenance of the Leagues Club Grounds was never agreed upon, it is understood this area was to be maintained by staff at the Leagues Club. Gary Wallace advised there are a number of leases that need to be looked at including the Golf Club, Indoor Multi-purpose Tennis Centre, Jenolan Caravan Park, Reef Reserve, and Leagues Club. The lease for the Caravan Park is almost resolved. As part of registration of the plan for the site, a lot has been created for the Tennis Centre. This now gives an opportunity to create a lease for longer than 5 years. Golf Club Lease - A survey is required to be undertaken. In February there was a survey completed for the Council water infrastructure. Oberon Council is now the Reserve Trust Managers for the whole area, the current lease expired in 2013. Clr John Morgan commented that The Common area has come a long way. He would like to see the Terms of Reference including the membership of The Common Working Party finalised. In light of the discovery of Naturally Occurring Asbestos we need to highlight what we want to see in a staged approach. All agree – don’t want to loose any area at The Common. Gary Wallace commented that The Common is a great community asset but development has been ad-hoc in the past. Would like to see it included as a project in the Operational Plan and Delivery Program in the future. The Mayor commented that she is unsure of the suggestion of putting an Amphitheatre close to the proposed location for a Skate Park. Vehicle access will be needed to this area.

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Minutes of The Common Working Party meeting held on 10 May 2016

Gary Wallace advised he would like to see a consistent approach to things such as footpaths. Some areas have been bitumen sealed and others concrete, this needs to be consistent. Don’t think we should put aside significant funds at this stage for Skate Park. Clr McCarthy commented we were to provide the site and the Youth were to fundraise for the money. The Mayor replied the Skate Park project will need some financial contribution from council. It was agreed that membership of the Working Party should be two staff, three councillors and two community representatives for specific projects. Need to reword the membership to reflect this. As part of community consultation for the Operational Plan and Delivery Program Council will ask the community for “wish list” for The Common. Clr Evans asked if roadworks would come under Planning? The parking area located on the corner of Ross St and Edith Road is really dangerous when cars are parked along Edith Road. This will need to be inspected. Clr McCarthy asked if the area where the NOA was filled can this be topped with granite and form a concrete pad over the top? There is also a requirement for more BBQ areas. Gary Wallace advised to move the project forward it will be included in the Delivery Program and Operational Plan. The Mayor asked if there have been any funds allocated in the current Operational Plan for The Common? Gary Wallace replied there were funds included for development of a Master Plan. This has been completed and there are no other funds in this year’s budget. We need to identify priority projects and then look at funding. Sale of Hathaway – The income from the sale has been earmarked for aged projects such as self care units. Clr Morgan indicated he wants to see funding allocated to this type of project. Clr McCarthy added we need to ensure that the self care units stay within Council’s control. The Mayor commented we need to be mindful of the provision of 23A when making decisions. Council can achieve the next step by creating a budget in the next operational plan, for example allocating $100,000 towards development of a carpark. In future when additional funds become available then it can be earmarked for further projects. Clr McCarthy suggested investigation be undertaken into the value of having a work shed located at the Common. Staff could then commence work there and maintenance could then be increased. Gary Wallace replied perhaps site shed can be considered in the future. Water flows should be top priority. The existing infrastructure there needs better care. We need to fix some issues in the current area, get operational plans in place and then we will need to get an idea of costs for identified projects. Discussion will be held with the Works and Engineering Director to obtain an estimate of costs. Meeting closed at 5:20pm. The next meeting will be held on tbc.

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12.02 BLACK SPRINGS COMMUNITY HALL COMMITTEE

File: Governance/Meetings/Black Springs Community Hall Committee Author: Kathy Beesley, Community Services Coordinator

Summary Minutes of the Black Springs Community Hall Committee held on 18 May 2016 are submitted for Council’s information and consideration.

Recommendation: That Council:

1. Note the Minutes of the 18 May 2016 Black Springs Community Hall Committee Meeting.

2. Erect a new free standing sign at the Black Springs Community Hall that also incorporates a noticeboard.

3. Consider projects at the Black Springs Community Hall when deliberating the 2016/17 Operational Plan.

Comment FOLLOWING is the Minutes of the Black Springs Community Hall Committee held on 18 May 2016. Items discussed at the meeting included:

Pest Inspection and Spray to be organised by Council before next meeting

A checklist to be developed for people hiring the hall – a draft will be prepared for discussion at the next meeting

Electricity usage – a representative of the Black Springs Progress Association will attempt to obtain previous electivity accounts so that Council can establish a pattern of charges

Issues were raised relating to the Waste Transfer Station, Black Springs Playground and Letter Box Drops – this Committee does not have any jurisdiction over these matters and discussion as deferred to after the meeting with Council Staff

Proposed Amalgamation update was provided by Council’s Acting General Manager The next meeting of the Committee will be held on Wednesday, 17 August 2016, at 6.30pm.

Acting General Manager’s Comment Guidelines have been issued under Section 23A of the Local Government Act 1993 titled ‘Council Decision making During Merger Proposal Periods’. Council must consider the guideline in relation to each decision they make during the proposal period. This matter is considered to comply with the guidelines.

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OBERON COUNCIL – BLACK SPRINGS COMMUNITY HALL COMMITTEEPage 1 of 2

Minutes of the Black Springs Community Hall Committee Meeting held on 18 May 2016

The Meeting was held on 18 May 2016 in the Black Springs Community Hall.

The Meeting commenced at 6.30pm

ATTENDANCEClr Kerry Gibbons Oberon Council Deputy MayorClr Neil Francis Oberon CouncillorMichelle Swaan Community MemberBrian Ross Community MemberEddie Gibbons Community MemberChristine Healy Community MemberLois Gibbons Community MemberJames Gilmore Community MemberMelinda Gilmore Community MemberGary Wallace Acting General ManagerKathy Beesley Community Services Coordinator

APOLOGIESLynette Safranek Finance & Community Services Director

APOLOGIES – see Attendance and Apologies

DECLARATIONS OF INTEREST - Nil

WELCOME

BUSINESS ARISING FROM MINUTES· Pest inspection & Spray – Kathy Beesley to arrange before next meeting· Check list for hirers – a list will be prepared for consultation at next meeting.· Waiting on Council’s solution for rubbish removal – discussion regarding the fee structure for

hall hire to include a fee for rubbish removal. Further investigation suggested.

REPORTSa. Electricity Usage

Acting General Manager, Gary Wallace requested copies of previous accounts to establish apattern of charges. Brian Ross will try to obtain these and bring to next meeting.

b. Transfer StationActing General Manager, Gary Wallace informed the committee that this 355 Committeewas formed purely to assist the ongoing usage and upkeep of the Black Springs CommunityHall. All other matters regarding the Black Springs town should be discussed after themeeting.

Gary stated he was more than happy to discuss any matters once the BSCH committeemeeting was over. He also stated that there will be a community Consultation Meeting onThursday 2 June at Black Springs.

c. Black Springs PlaygroundAs item b.

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OBERON COUNCIL – BLACK SPRINGS COMMUNITY HALL COMMITTEEPage 2 of 2

Minutes of the Black Springs Community Hall Committee Meeting held on 18 May 2016

d. Letter Box DropsAs item c.

GENERAL BUSINESSActing General Manager, Gary Wallace gave a verbal update on the amalgamation and theBoundaries Commission. He stated that if we amalgamate it will be exactly that not a take over byBathurst council.

Brian Ross requested that a new sign be erected at the front of the BSCH as the existing onestates the Black Springs Progress Association Hall. Brian Ross will bring samples to next meeting.Kathy Beesley will consult with Mark Taylor regarding options.

Recommendations;That Council erect a new free standing sign at the Black Springs Hall that also incorporates anotice board.

That Council make consideration when setting the 2016/17 budget to include the BSCH.

That Council check the setting on the electrical metre box once we receive previous accounts thatwill be supplied by Brian Ross.

NEXT MEETING DATE AND MEETING CLOSE

The next meeting of the Black Springs Community Hall Committee will be held on 17 August 2016,commencing at 6.30pm.

The Meeting closed at 7.45pm

Open discussion regarding Black Springs: opened 7.45pm

Letterbox Drop - This was originally listed as a process to inform residents that it is notpermitted to ride motor bikes or drive vehicles around the Black Springs oval. Clr KerryGibbons spoke to some residents and was informed when this happened earlier in the year itwas done by visitors to the area.

Transfer Station - Acting General Manager, Gary Wallace stated that Council are workingon the 2016/17 budget and suggested that members of the Black Spring community forwarda proposal to council for more conducive opening hours.

Tennis Courts - Has anything been done to replace the rusted BBQ? Gary suggested thatthis such item could be discussed once a budget has been established.

Recommendations:That Council consider installation of signs regarding no motorised vehicles to be used on theBlack Springs oval.

That Council review the opening hours for the Black Springs Tip.

Closed: 8.15pm

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12.03 OBERON YOUTH COUNCIL

File: Governance/Ordinary/June 2016 Author: Lynette Safranek, Finance & Community Services Director

Summary Minutes of the Oberon Youth Council Meeting held on 7 June 2016 is submitted for Council’s information and consideration.

Recommendations: That Report 12.03 is provided for information.

Comment FOLLOWING is the Minutes of the Oberon Youth Council held on 7 June 2016. The following items were discussed at the Oberon Youth Council included:

An update from Council’s Mayor on Council’s legal action surrounding the proposed amalgamation with Bathurst Regional Council.

Discussion on the new July School Holiday activities program to encourage children in Years 7 - 12 (12 - 18 years) to participate in two activities, being a trip to Metro5 Movies and Tenpin Bowling. Activities for the primary school children will include one session each Tuesday, Wednesday and Thursday with a variety of craft and cooking activities. These activities will be held in the Council Library or Community Centre. Flyers for these activities have been delivered to all Oberon LGA schools; given out to children travelling on the Newman buses to schools out of the LGA; promoted through Council’s Community Newsletter, the Oberon Review and the Village Voice; and given to local business in the main street of Oberon to display the schedule on their windows.

The 2016 OYC Handbook was distributed to members.

The members discussed arrangements for the upcoming events - Winter Warmer Raffle, Community Fun Run and Halloween Disco.

In General Business, Council’s Mayor advised that the Skate Park is being considered in the 2016 Operational Plan as part of the Community Strategic Plan.

The next meeting will be held on Tuesday 2 August 2016 (due to school holidays in July).

Acting General Manager’s Comment Guidelines have been issued under Section 23A of the Local Government Act 1993 titled ‘Council Decision making During Merger Proposal Periods’. Council must consider the guideline in relation to each decision they make during the proposal period. This matter is considered to comply with the guidelines.

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OBERON COUNCIL – OBERON YOUTH COUNCIL

Page 1 of 2

Minutes of the Oberon Youth Council held on 7 June 2016

The Meeting was held on 7 June 2016 in Council’s Chambers. The Meeting commenced at 5.37pm. ATTENDANCE

Lydia Moore Youth Mayor

Lisa Safranek Youth Councillor

Luke McFarlane Youth Councillor

Rachel Sinclair OHS Coordinator

Kathy Beesley Community Services Coordinator Lynette Safranek Finance & Community Services Director Kathy Sajowitz Oberon Council Mayor

APOLOGIES

Emmett Bowman Youth Councillor

Josh Harvey Youth Councillor

Lucy Voerman Youth Councillor

Natahlia Stapleton Youth Councillor

Keely Armstrong Youth Councillor

1. APOLOGIES – see Attendance and Apologies above

2. COMMUNITY PRESENTATIONS - Nil

3. REPORTS

a) Council Legal Action Update Major Kathy Sajowitz informed the OYC that the court case has been closed. The decision is yet to be made and remains unknown. Kathy believes that Council has put its best foot forward in the court case. b) Community Services Coordinator Update The July School Holiday Activities have been organised. There will be two events (movies and Tenpin Bowling in Bathurst) for school years 7-12 to encourage more numbers of children. There will be one session per day in the Library or Community Centre for 8-12 year aged children. This includes craft and cooking sessions. c) 2016 OYC Handbook The OYC 2016 Handbook was given out. There have been significant changes made to create a more relaxed environment. d) Winter Warmer Raffle, Fun Run and Halloween Disco

A Winter Warmer Raffle is organised for June/July. Loads of wood has been secured, Belinda Robinson donated artwork as well as other items being sort from local suppliers. It is intended to sell the raffle tickets on Saturday 25 June and Saturday 9 July. Kathy Beesley will inquire about the possibility of selling tickets at the Oberon High School at the Voting Day on 2 July 2016.

The Fun Run is proposed to be held at the end of September 2016. More information will be provided at the next OYC meeting. The OYC could approach local organisations/groups such as the Men’s Shed to assist with traffic control.

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Minutes of the Oberon Youth Council held on 7 June 2016

The OYC Halloween Disco is being organised. A new DJ will be investigated and the RSL is being booked.

e) Correspondence

Josh Harvey had sent his resignation from the OYC on Saturday 4 June due to work commitments. Josh has wished the OYC good luck in future events.

4. General Business Mayor Kathy Sajowitz informed the OYC that the new Skate Park has not been forgotten and that it is included in the 2016/17 Community Strategic Plan as part of The Common plans. 5. Next meeting date and meeting close The next meeting will be held on Tuesday 2 August 2016 from 5.30pm at the Council Chambers (no July meeting due to School Holidays). The meeting closed at 6:15pm

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12.04 HERITAGE COMMITTEE

File: Governance/Meetings/Heritage Committee Author: Gary Wallace, Acting General Manager

Summary Minutes of the Heritage Committee held on 30 May 2016 submitted for Council’s information and consideration.

Recommendation: That:

1. The Minutes of the Heritage Committee held on 30 May 2016 received as information. 2. The Heritage Committee seek the support from Council to contribute $500 towards the

printing costs of a new Cox’s Road brochure to go hand in hand with the original one currently on display at the Visitors Information Centre, subject to the township of Oberon being clearly marked on the map within the brochure.

3. The Heritage Committee seek $500 to assist the erection of a sign depicting the site of the

three private graves on the Porters Retreat property owned by Mr & Mrs Healey.

Comment FOLLOWING is the Minutes of the Heritage Committee held on 30 May 2016 This is a summary of the Committee discussions and outcomes:

Burraga European Heritage Sign is installed .Committee members are researching the history of the Indigenous people of Burraga for reverse side of the sign.

The Committee seeks support from Council to contribute $500 towards the printing cost of an additional Brochure on the Cox’s Road to be displayed at the visitors Information Centre (Copy attached).

The Committee seeks funds from Council to erect a small plaque on a gate for a private burial site at Porters Retreat.

The Committee seeks the support of Council to apply for 3 grants under Heritage near me Heritage Activation Grants assist with the Heritage Railway Station up-grade. Local Grant-assist with repairs to Lindlegreen Barn and O’Connell Avenue of Trees heritage walkway.

A series of ongoing actions were developed for the Committee. The next meeting of the Committee will be held on Monday 29 August 2016.

Acting General Manager’s Comment Guidelines have been issued under Section 23A of the Local Government Act 1993 titled ‘Council Decision making During Merger Proposal Periods’. Council must consider the guideline in relation to each decision they make during the proposal period. This matter is considered to comply with the guidelines.

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OBERON COUNCIL – HERITAGE COMMITTEE

Page 1 of 3

Minutes of the Heritage Committee Meeting held on the 30 May 2016

The Meeting was held in the Council’s Committee Room, 137-139 Oberon Street, Oberon. The Meeting commenced at 5.00 pm ATTENDANCE

Clr Clive McCarthy - Chair Council Member

Councillor Ian Doney Council Member

Ian Davis – OTHR Representative

Angus McKibbin National Trust Representative (alternate)

Iain McPherson National Trust Representative

Janet Bailey Planning and Development Control Officer

Jaclyn Burns Health and Building Manager

APOLOGIES

Brenda Doney Community Representative

Philippa Gemmell-Smith Community Representative

Laurie McMahon Community Representative

Gary Wallace Acting General Manager

Christo Aitken Heritage Advisor

Susan Loudon Community Representative

1. APOLOGIES – see Attendance and Apologies list above. 2. DECLARATIONS OF INTEREST - Nil 3. BUSINESS ARISING FROM PREVIOUS MEETING HERITAGE SIGNAGE – BURRAGA Iain suggested that some of the information on the O’Connell sign regarding Indigenous Heritage may be applicable to Burraga and we could use some of that information for the new Burraga sign. Philippa has advised staff that any information she has on the Indigenous heritage is contained in the book “Thematic History of Oberon.” LINDLEGREEN Angus McKibbin presented to the committee some photos of the Pise barn at Lindlegreen showing the deterioration of the building. Discussions were held on what steps need to be taken to ensure the protection of the heritage item. Angus indicated the owners where happy to try and save it how ever they have little funds available for this to happen. Action Iain McPherson to contact Ron Burton from Mudgee to get an expert opinion on what will be required to save/repair the Pisa Barn with a view to obtaining a grant to assist. Staff to organise a site visit with the new owners and locate the previous Calare Civil reports on the structural stability of the item. It was requested that Christo talk to the Heritage Office to see if there is any funding available for repairs.

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OBERON COUNCIL – HERITAGE COMMITTEE

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Minutes of the Heritage Committee Meeting held on the 30 May 2016

4. REPORTS PLANNING & DEVELOPMENT DIRECTORS REPORTS BLACK SPRINGS SIGN The committee was happy with the information provided by Mrs Christine Healey in relation to the history of Black Springs tabled at the meeting and would like Christo to assist in collating it, with the view of having the sign similar in design to the one at O’Connell. Fran White may be able to assist with the line drawing of various building. Action Council Staff to liaise with Christo in relation to compiling information for the Black Springs sign. CHRISTO AITKENS REPORT a) Heritage Near Me (state government initiative to support local heritage) Christo detailed the three grant streams available over the next four years and after some discussion the Committee would like to enlist the support from Council for the following projects.

Heritage Activation Grant - The Heritage Railway Station up-grade $100,000

Local Grant - Lindlegreen O’Connell - repairs to the Pise Barn - Establish a pathway from the O’Connell Hotel through the

avenue of trees Action Committee to seek the support from Council to apply for funding from the Heritage near me project for the following:

Heritage Railway Station up-grade

Repairs to Pise Barn at Lindlegreen O’Connell

Community walk at O’Connell through the avenue of trees b) New Rural Fire Service Shed at O’Connell Christo presented to the Committee ideas on how the new fire shed at O’Connell could be designed in accordance with the provisions of the Oberon Local Environmental Plan 2013 in consideration of the proposed location of the fire shed on the approach to the O’Connell Urban Conservation Area. The layout put to the committee was to utilise the existing floor plan provided by the NSW RFS whilst making modifications to that design to reflect the impact of the proposed location. The committee resolved to take no further action on the discussion of redesigning the RFS shed due to the time already elapsed on this project. Discussion was held regarding a suitable alternative cladding material for the shed such as corrugated iron instead of colourbond external cladding.

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Minutes of the Heritage Committee Meeting held on the 30 May 2016

GENERAL BUSINESS BROCHURE COX’S ROAD Fran White has completed another brochure on the Story of the Cox’s Road (copy attached).This will be a companion to the first brochure completed a few years back. The Committee would like to ask Council to contribute $500 towards the printing costs with the brochure being displayed at the Visitors information Centre. Recommendation: Seek the support from Council to contribute $500 towards the printing costs of a new Cox’s Road brochure to go hand in hand with the original one currently on display at the Visitors Information Centre, subject to the township of Oberon being clearly marked on the map within the brochure. PLAQUE FOR A PRIVATE CEMETARY AT PORTERS RETREAT. Clive has been asked by Christine Healey if Council would erect a plaque acknowledging the three Cosgrove graves buried on their property at Porters Retreat. Recommendation The Committee seeks funds from Council to erect a sign depicting the site of the three graves on the Porters Retreat property owned by Mr & Mrs Healey. SUMMARY OF ACTIONS

Activity Responsibility

HERITAGE SIGNS

Liaise with Christo Aitken regarding the progress of the Black Springs Sign – Information provided by Christine Healey

Gary and Janet

TIMBER HERITAGE WALK

The Committee source appropriate early working photos of the OTC - ongoing

Heritage Committee

GINGKIN PAPERS

The owners of the Gingkin Papers have agreed to the Heritage Committee obtaining copy. Staff to contact them to organise

Gary and Janet

LINDLEGREEN

To organise a on-site meeting with the new owners of Lindlegreen and obtain old Calare Civil report.

Contact Ron Burton from Mudgee for a expert opinion on what is required to stabilise the building.

Jaclyn and Janet

Iain McPherson

NEXT MEETING DATE AND MEETING CLOSE The next meeting will be held on Monday 29 August 2016 commencing at 5.00pm The Meeting closed at 6.15 pm

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13. REPORTS FOR DECISION

13.01 PROCUREMENT AND DISPOSAL POLICY

File No: Governance/Meetings/Ordinary/June 2016 Author: Finance & Community Services Director

Summary Policy 1206 – Procurement and Disposal is submitted to Council for approval. The policy is a review of the existing policy dated September 2009.

Recommendation: That Council approve the amended policy 1206 – Procurement and Disposal for immediate implementation.

Comment A copy of the existing and amended policy 1206 FOLLOWS. Council’s existing Procurement and Disposal policy was set in place in September 2009. Since then Council has taken part in the Arc Blue Procurement Program through Centroc. This program has enabled Council staff to review and map their procurement. Council has amended its Procurement and Disposal Policy to ensure that it is appropriate for all Council operations at this point in time. The objectives through sustainable purchasing are to eliminate unnecessary inefficiency, waste and expenditure; contribute to the combined purchasing power of Local Government to further stimulate demand for sustainable products; advance sustainability by participating in ‘closing the life-cycle loop’; increase awareness about the range and quality of products available; delivery Council’s commitments in relation to ecologically sustainable development and other environmental and social objectives; and play a leadership role in advancing long-term social and environmentally sustainability. The amended Policy has clear information regarding procurement, including tenders and pre-procurement activities.

Acting General Manager’s Comment Guidelines have been issued under Section 23A of the Local Government Act 1993 titled ‘Council Decision making During Merger Proposal Periods’. Council must consider the guideline in relation to each decision they make during the proposal period. This matter is considered to comply with the guidelines.

Notes:

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Procurement and Disposal

1. Intent of Policy

The intent of this policy is to:· Provide clear guiding principals for the procurement and disposal of materials,

equipment and services through quotations and tendering, to assist in ensuring bestvalue for money, cost, effectiveness, meeting the needs of the community, goodmanagement practices, transparency, probity and environmental performance.

· Comply with occupational health and safety good practice in the general employer’sduties required under the WHS Act 2011 and the WHS Regulation 2011 with theregard to purchasing of equipment, plant and material.

· Endeavour to participate in sustainable procurement to facilitate purchasingenvironmentally sustainable products and services whenever possible.

2. Scope of Policy

Council is committed to ensuring fair, transparent and accountable process in the purchaseof disposal of goods, the contracting of services, and in the disposal of assets. This policyapplies to all Councillors and Staff of Oberon Council.

3. Guidelines

Council’s procurement and disposal related activities shall be conducted in a manner thatcomplies with these general procurement principles:· Obtaining value for money in the procurement and disposal of goods and services,

using open and effecting competition wherever practicable.· Quality, price, delivery and service shall generally be considered the main criteria in

assessing Council’s procurement and disposal of goods and services together withexperience, conformance with specifications (including environmental performance),local benefit, WHS record and system and project specific matter.

· Council expects its contractors and suppliers to comply with ethical businessstandards and practices in its procurement activities.

· Council expects its contractors and suppliers to comply with insurance requirements· Council shall strictly implement its Code of Conduct, guidelines and other relevant

policies on matters relating to its procurement activities.· All staff are required to consistently apply and implement Council’s procurement policy

and procedure.

4. Responsibility

General Manager and DirectorsGeneral Manager and Directors are responsible for providing policy, procedures andframework to facilitate transparent, ethical and value for money procurement.

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ManagersManagers are responsible for ensuring the following procedures are implemented within theirworkgroup. Managers are to ensure hazard identification and risk assessment is undertakenwith regard to equipment, materials and supplies which they have responsibility forpurchasing for workplace use.

SupervisorsSupervisors are responsible for ensuring procurement tasks are carried out according toprocedures. Supervisors are to ensure there are in place procedures for identifying safetydefects in equipment, material and supplies purchased and used at the workplace.

EmployeesEmployees are responsible for carrying out procurement activities in an appropriate mannerwith regard to training undertaken.

SupplierThe supplier is required to advise of the risks to WHS of the purchase, and to supplyappropriate information and instruction to ensure safe use at the workplace. Largeprocurements or procurements with elements outside Council’s areas of expertise willrequire the supplier to complete a risk assessment prior to Council accepting the item orservice.

4. Categories of Procurement

4a. Petty Cash

Petty cash is used to meet the need for the procurement of small incidental goods andurgent situations for Council and is limited up to $50.00 per individual transaction. Splitting ofpurchases to circumvent the limit or the multiple purchases of the same items over a periodof time is not permitted. Petty cash claims are to be approved by authorised officers andrecords of claims and tax invoices maintained.

The General Manager is delegated authority to determine all matters relating to petty cash,in order to allow the levels of the floats and the limits placed on petty cash vouchers to beamended administratively. In this regard, the petty cash limit may be varied from the $50.00limit in extenuating or emergency circumstances when a cash transaction is required.

4b. Credit Cards

Please refer to Council’s Policy 2117 Corporate Credit Card for details. The Corporate CreditCard policy is to minimise administration expenses, time inefficiencies, the risk of fraud andmisuse by providing Oberon Council staff clear guidelines on corporate credit card issue anduse.

4c. Value for Money

Council seeks to achieve value for money in all its procurement activities. Council will selectgoods, services and suppliers that represent the best overall value for Council; notnecessarily the lowest priced conforming offer.

Value for the community is the core principle underpinning Council’s procurement system.This will involve a comparative analysis of all relevant costs and benefits of each proposalthroughout the whole procurement cycle. Value for money is not restricted to price alone.

When assessing value for money, consideration shall also be given to:

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· The advancement of Council and Local Government priorities· The non-cost factors, such as fit for purpose, quality, service and support, and

sustainability considerations· The cost related factors including whole-of-life costs and transaction costs associated

with acquisition, use, holding, maintenance and disposal.

4d. Purchase Order

A purchase order is Council’s official document used to purchase goods or services from anexternal supplier. A purchase order confirms the contractual relationship between Counciland the supplier and must be issues before the procurement of the goods or services.

Note:- Apart from delegation of authority, financial allocation of funds must also be available.- The limitations below refer to the total cost of purchase and not to individual line items.

Order splitting – i.e. multiple orders – is not permitted to avoid quotation levels within theprocurement process.

$1 up to $4,999A competitive process is not required, although it is recommended that at least one verbal orwritten quotation is obtained where possible. The use of ‘Corporate Credit Cards’ byauthorised Council staff for minor, low risk purchases may be considered within this limitrange.

$5,000 to $49,999A competitive process is recommended, with three written quotations obtained wherepossible. This will ensure that an open, fair and transparent process is carried out, resultingin the facilitations of a Value for Money judgement. All quotations are to be attached toCouncil’s Purchase Order. All quotations and records are to be attached to the PurchaseOrder and retained by Council’s Accounts Payable Officer, attached to the appropriatevoucher.

$50,000 up to $149,999A competitive process is required, with a minimum of 3 written quotations obtained. This willensure an open, fair and transparent process is carried out, resulting in the facilitation of aValue for Money judgement.

The process used for procurement in this price range should involve thorough assessment ofthe quotations against appropriate evaluation criteria with authorisation to process, approvedby the procuring officer’s senior supervisor.

Quotations are to be recorded in Council’s electronic document management system(InfoXpert).

In Excess of $150,000Full tendering procedures are to be in place with a process that meets the requirements ofthe Local Government Act 1993 (S55) and the Local Government (General) Regulation2005.

4e. TendingIn extenuating circumstances the provisions of sections 55(3), of the Local Government Act1993 may be applied subject to a supporting resolution of Council.

It is essential that forward planning of this process occurs in order to allow time for bothCouncil and potential suppliers to comply with policy and tendering requirements.

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If a Government contract already exists for the goods and services in question, then it is atCouncil’s discretion whether it wishes to tender separately or simply use the Governmentcontract already in place.

Other Instances that require Tendering· Where the sale or purchase of goods or services may be considered controversial,

contentious or political.· Where the sale or purchase of land may be considered controversial, contentious or

political.· Where there is a risk that “would be” tenders could claim that Council has “preferential”

arrangements with a single supplier.· Where there is a risk that “would be” tenders could claim that they wold have tendered

for the work if a public tendering process had been undertaken.· To assist with the Tendering Process, refer to the Department of Local Government

Guidelines.

Tendering Methods· Open Tenders – where Council tenders by public advertisement with no restriction

placed on whom may tender.· Selective Tenders – where invitations to tender for a particular proposed contract are

made following a public advertisement asking for Expressions of Interest.· Selected Tenders/Pre-qualifies Tenders – whereby recognised contractors selected

from a list prepared or adopted previously by the Council are invited to tender forproposed contracts of a particular kind.

Special Circumstances OrdersProvision is made for purchases of goods and services to be obtained without quotes ifapproved by an appropriately delegated officer of Council. This would occur incircumstances where it was not practicable to obtain quotes due to the timing that theservices or goods are required in an emergency situation, or where the expertise requiredhas limited availability.

The delegated officer would need to be satisfied that a legitimate emergency situation exists.

Communication with TendersAll communications with potential tenderers should be conducted within strict probity and riskmanagement frameworks to ensure accountability and transparency.

Councillors and staff are reminded to ensure they act in accordance to the LocalGovernment Code of Conduct, March 2013.

Records should be kept of all communications with all tenderers. Council officers to ensurethat:· A register of all requests for tender documents and a register of all requests for

information regarding the tender and requests for clarification are maintained.· Communication with potential tenderers is only undertaken by the contact person who

must be listed in the public advertisement of the tender and the tender documents.· Unless impractical, all communication to tenderers be provided in writing and

simultaneously to all tenderers in respect of a question asked of the tender. A copy of thequestion, but not in details of the source of the question, should be circulated with theanswer.

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· Information or clarification provided to potential tenderers is consistent and documented.Where the information is not readily or immediately available, the contact person obtainsthe relevant information and then follows up the request.

· Response to queries about a specific tenderer’s innovative solution should not becommunicated to any other tenderer.

· Any amendment to the tender documents and the steps taken to inform all potentialtenderers of the amendments, are documented.

· Responses to tender enquires should reference the relevant clause in the tenderdocuments or if there is no clause relevant to the query, provide the response as anaddendum to the tender documents.

· Information or clarification provided to potential tenderers is consistent and documented.· Where briefing or site visits are offered by the council in regard to a particular tender, an

attendance register and minutes or notes of the proceedings, including questions askedand answers provided is maintained and forwarded to all attendees following the briefingor site visit.

· During briefings or site visits, council officials should avoid one to one communication.Requests for information by one potential tenderer should be repeated and the responseprovided to all in attendance.

Tender EvaluationA tender evaluation committee will be formed to evaluate all tender responses.

General key areas to be taken into consideration when evaluating a tender include:· Price – while price is one of the most important aspects of Procurement, it does not

always follow that the lowest price will always win the contract. The requirement is forthe most commercially favourable and advantageous tender to be accepted. This maynot necessarily be the cheapest tender.

· Commercial Considerations – these might include the ability of the supplier to deliverthe goods and/or services as and when required; the capacity of the supplier to meetenvironmental and WHS standards; and previous poor supply performances, inferiorproduct quality; ability to meet appropriate quality standards as set but Council assuitability of the product being tendered.

· Financial Considerations – the financial viability and stability of the supplier. If thereare questions in this regards, then appropriate advice should be sought.

· Risk – a formal risk assessment should be conducted for all major tenders over$1,000,000. The resulting risk profile should be used in conjunction with the analysis ofother evaluation criteria to determine the recommended tenderer to Council.

Pre-Procurement ActivitiesIn considering the purchase of plant, equipment, services and materials the followingquestions are to be addressed:· What is the proposed purchase item?· What safety information has been obtained from the supplier regarding the item to

ensure the hazards and risks can be properly assessed? Equipment Manual AustralianStandards/MSDS/other safety information.

· Which employees and work processes are affected by the purchase?· Have the affected employees been consulted? When? Staff will be able to provide

input on the requirements of the plant, equipment and material and provide informationon safety issues that need to be controlled.

· What are health and safety risks relevant to the purchase? A risk assessment isundertaken with regard to its potential use at the workplace including the hazards andrisks presented by the item to be purchased, the manner in which it is to be used, thesuitability of the item for the purpose, and the opinions of the users of the item.

· How will the purchase help manage these risks?

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· What has to be done to ensure the use, storage and transport of the purchase is safe,including any specific risk control measures identified by the manufacturer/supplier,provision of any personal protective equipment recommended by the manufacturer/supplier, and provision of any special emergency equipment?

· What change will need to be made to Safe Work Procedures? Effective riskmanagement procedures need to be in place before the equipment or substances areused at the workplace.

· What training will be required before the purchase to ensure the safe use of theequipment or substance?

· Have environmental impacts from the purchase of the product or services beenconsidered?

Post-Tender ActivitiesA listing of tender respondents is to be displayed in alphabetical order as soon as practicableafter the tenders have been opened.

Once a confidential report will be submitted to Council and the tender awarded. Inaccordance with Clause 179 of the Regulation, Council must make information on theoutcome of the tendering process publicly availably by displaying the name and amount ofthe successful tender, or if no tenders were accepted, a notice to that effect.

Further, as soon as reasonably practicable, tender respondents should be notified in writingof their successful or unsuccessful tender.

If feedback is requested by an unsuccessful tender, it will be provided by the SeniorManager responsible for the particular tender.

5. Sustainable choice and Environmental Goals and Objectives

5a. GoalsWherever possible, Council employees and contactors will pursue the following goals andadhere to the specified objectives when purchasing products and services (nothing thatthese impacts should be considered during the entire life cycle of the product – i.e. theproduction, distribution, usage and end of life stages):· Minimise unnecessary purchasing – only purchase when a product or service is

necessary.· Minimise waste – purchase in accordance with avoid, reduce, reuse and recycle

strategies.· Save water and energy – purchase products that save energy and or/water.· Minimise pollution – avoid purchasing products that pollute soils, air or waterways.· Non-Toxic – avoid purchasing hazardous chemicals that may be harmful to health or

ecosystems.· Greenhouse Benefits – purchase products that reduce greenhouse gas emissions.· Biodiversity and Habitat Protection – purchase in accordance with biodiversity and

conservation objective.· Value for Money – purchase the best value for money on the long term.

5b. ObjectivesCouncil’s objectives through sustainable purchasing are to:· Eliminate unnecessary inefficiency, waste and expenditure.· Contribute to the combined purchasing power of local government to further stimulate

demand for sustainable products.· Advance sustainability by participating in “closing the life-cycle loop”· Increase awareness about the range and quality of products available.

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· Deliver Council’s commitments in relation to ecologically sustainable development(ESD) and other environmental and social objectives.

· Play a leadership role in advancing long-term social and environmentally sustainability.

6. Training· Code of Conduct Online Course· Internal workshops to inform staff of this policy.

7. ReportingProcurement reporting will accord to the reporting provisions of the Local Government Act1993.

8. Sale or Disposal of Land and Assets

8a. PrinciplesWhile the same principles and standards that apply to the procurement process equallyapply to the process of selling or disposing of land or assets, the following have specificapplications to the sale of land and assets:· Consideration of community access to an appropriate range of facilities and services

within Oberon Council, delivered through the physical assess.· Recognition of the value of areas of native vegetation to biodiversity in Oberon Council,

and the need for area to be available for this purpose.· Transparency and accountability in sale and disposal practices and procedures.· Thorough community consultation on proposed sale or disposal of significant and

important assets.· The equitable distribution of, and access to, quality physical assets within Oberon

Council.· Recognition of opportunities to enhance local economic development and growth.· The benefits of quality physical asset management including better service delivery,

optimising the utilisation of assets, higher return on investments and creatingopportunities to facilitate new facilities and services.

· Compliance with all statutory obligations.· Commercial confidentiality.· Consideration of ecological impact.· Equitable, efficient and defective practices and decisions.

8b. CriteriaThe following criteria should be considered in deciding which method to use for the sale ofdisposal of land and assets:· The number and type of known potential purchasers of the land or assets· The original intention for the use of the land or asset when purchased.· The original method and intent of Council in obtaining ownership or custodianship of the

asset.· The current and possible preferred future use of the land or assets.· Potential for development and local economic growth· Estimated value of asset.· The level of public interest in the disposal.

8c. Methods of DisposalThe following general methods of sale or disposal of Council’s assets are acceptable:a) Relocation of an asset which is surplus from one area within Council to another area

within Council which can utilise the asset.b) Trade-in on new assets

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c) Sale by public auctiond) Open invitation to quote to staff in specific circumstances, for the disposal of obsolete

equipment that has no significant market value.e) Open invitation to tender or quote to the public through advertisements in the media.f) Direct approach to potential purchasers in specific circumstances, such as:

· Prior ownership of the land or asset· The owners of land adjoining the parcel of land for sale· Direct relationship with an asset· Prior contractual arrangement.

g) Donation to charitable institutions or local community service organisationsh) Disposal at a registered Waste Management Facility.

Council staff may only purchase assets being disposed of through an arms lengthcompetitive process, such as calling of expressions of interests from staff or public auction.Assets will not be sold to individual staff by private treaty, unless extenuating circumstancesapply and only then with the express consent of the General Manager. Assets beingscrapped are only to be taken by Council staff with the consent of the General Manager.

8d. Tenders

Should Council determine to invite tenders or expressions of interest for the sale of disposalof land and assets, the same procedures that apply to the procurement process equallyapply to the process of selling or disposing of land or assets.

9. Business Ethics

Oberon Council expects all its representatives, staff and Councillors to behave ethically. Weare all required to abide by the Model Code of Conduct. The Council also expects privateindustry and its representative to maintain similar standards of ethical conduct in theirdealings with Council.

There are three main principals that form the basis of Oberon Council’s businessagreements. Firstly, there is the need to obtain the best possible value for public money;secondly, local benefit; and thirdly, Council needs to demonstrate impartiality and fairness atall stages of the process.

These principles enable the suppliers to promote their interests productively and avoidpotentially questionable activity. Those providing goods and services also benefit from theassurance that their competitors are required to behave in accordance with the sameguidelines.

Value for Money is determined by considering all the factors which are relevant to aparticular process. For example, quality, reliability, timeliness, service, initial and on goingcosts, are all factors which can make a significant impact on benefits and costs. Value formoney does not mean ‘lowest price’. However, the lowest price bid might offer best value if itmeets other essentials such as quality and reliability.

Local Benefit as one of the selection criteria for assessing tenders, Council is activelyencouraging and promoting business and industry within the Oberon Council LocalGovernment Area, without conferring an improper advantage or breaching the TradePractices Act. Local Benefit shall only have a maximum of 10 points out of 100 for tenderassessment criteria.

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A local benefit can be established where there is one or more of the following:· Locally sourced materials specific to the contract· Locally sourced services as a result of the contract (e.g. accommodation or electricians)· Locally sourced labour (people domiciled written the Oberon Council Local Government

Area) either sub contractors or employees, either at the time of tendering or as a result ofbeing successful in the tender.

· A business premises in Oberon Council Local Government Area.

Impartiality and fairness are about being objective, even-handed and reasonable. Animpartial person will try objectively to establish criteria. A fair person would not for examplechange or introduce new selection criteria midway through the tendering process withoutadvising all tenderers.

Being impartial includes taking into account the practicalities of a given situation. Impartialitydoes not require, for example, inviting bids from firms which have performed poorly in thepast. In some circumstances, fairness takes into account the effects of actions of others. Itwould be unfair to call tenders when there is not a serious intent to award a contract subjectto a satisfactory offer.

Fairness does not mean pleasing everyone. Council operates from a viewpoint where it aimsto be fair in all its dealings and minimise, where possible, any adverse effects of itsdecisions.

Oberon Council expects staff and Councillors to:· Respect and follow Council’s policy· Treat all tenders for the supply of goods and services equitably· Promote fair and open competition while seeking best value for money· Protect confidential information· Meet or exceed public interest and accountability standards· Avoid situations where private interest could conflict with public duty· Never solicit or accept remuneration, gifts or other benefits from a suppler for the

discharge of official duties· Respond promptly to reasonable requests for advice and information.

Council expects tenderers, suppliers, consultants and contractors to:· Respect the conditions set out in documents supplied by Council· Respect the obligation of Council staff to abide by Council’s procurement policy.· Abstain from collusive practices· Prevent unauthorised release of privileged information, including confidential Council

information· Refrain from offering Council employees or Councillors any financial or other inducement

which may give any impression of unfair advantage.

How It WorksThere is no absolute definition of ‘ethical behaviour’. If there is any doubt about the ethics ofa proposed action, a sensitive test is whether or not you would be happy to see yourbehaviour published in the local newspaper.

Staff and Councillors of Oberon Council or those employed of a tender, supplier, consultantor contractor who are concerned that a breach of the law or of ethical conduct may havetaken place, should discuss the matter with Oberon Council’s General Manager on(02) 6329 8100.

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Oberon Council is committed to overseeing the continued growth of the area and ensuringhigh quality of life for residents and visitors.

Related Documentation- Council’s Delegations Register- DLG Tendering Guideline for NSW Local Government- Risk Management Policy- Plant and Vehicle Replacement Policy- Code of Conduct Policy- Corporate Credit Card Policy- Gifts & Benefits Policy- GIPA 2009

Approval Ordinary Meeting of 21 June 2016Next Review Date June 2018Issue Date to staff July 2016

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13.02 DEBTOR WRITE OFF – DEBTOR 528.04

File No: Financial Management/Financial Reporting/June 2016 Author: Lynette Safranek, Finance & Community Services Director

Summary Council has a debtor with an outstanding debt of $2,058.80. This debtor was referred to SR Law for recovery and it has become apparent that the company is deregistered with no success in pursuing them.

Recommendation: That in accordance with Policy 2201, a write off of $2,058.80 is approved.

Comment In accordance with Council Policy No. 2201 Debt Recovery, Hardship Provisions & Writing off of Debt, the Finance and Community Services Director believes that under in accordance with Sundry Debtors arrangements we have taken this matter as far as possible and ask Council to agree to a write off. The original debt was raised on 14 January 2014 and every effort by Council and SR Law to recover these funds has proved unsuccessful. As the company is now deregistered and no longer trading, it is highly unlikely that we will ever recover this money.

Acting General Manager’s Comment Guidelines have been issued under Section 23A of the Local Government Act 1993 titled ‘Council Decision making During Merger Proposal Periods’. Council must consider the guideline in relation to each decision they make during the proposal period. This matter is considered to comply with the guidelines.

Notes:

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13.03 COMMUNITY ENGAGEMENT FUND – LEGAL CHALLENGE

File No: Governance/Reporting/Boundaries Commission Review Author: Gary Wallace, Acting General Manager

Summary Providing an update regarding the legal action currently being undertaken in relation to the State Government merger proposal of Bathurst Regional Council and Oberon Council.

Recommendation That: 1. Council allocate an additional $50,000 for legal expenses.

2. Should the Council determine to proceed, resolve that the expenditure is required and

warranted in accordance with the guidelines under Section 23A of the Local Government Act to enable the legitimate exercise of legal rights of review or appeal.

Comment At its 16 February 2016 Ordinary Council Meeting a resolution was passed to allocate $30,000 from unallocated funds due to the community significance of the current proposed State Government reforms. A portion of these funds was expended to assist with conducting an independent survey of the Oberon LGA and preparation of the Council’s Submission to the Delegate in the latest State Government reforms. This total cost of this supporting action came to $22,880. An Extraordinary Meeting held on 13 April 2016, Oberon Council resolved to join a court case against the lawfulness of the provisions used by the State Government in its merger proposal of Bathurst Regional Council and Oberon Council. A resolution was passed to increase the allocation within the previously resolved Community Fund by an additional $15,000 to support this action. At the Finance Committee Meeting held on 31 May 2016, Council received an update regarding the legal action which has been undertaken to date and allocated an additional $30,000 towards the action. The legal action being pursued by Oberon, Cabonne and others in the Land and Environment Court of NSW relating to the forced amalgamation of Oberon and Bathurst Councils and Cabonne, Orange and Blayney Councils commenced on Tuesday 24 May and concluded on Monday 6 June 2016. The hearing was originally listed for two days, however extended to eight in total over a 2 ½ week period. All submissions both written and verbal have been provided to Chief Justice Preston for his consideration. Chief Justice Preston will now consider these factors prior to handing down his judgement. Further the Court ordered that the injunction currently preventing a proclamation being made by the Minister be maintained until its determination has been made. There is no indication at this stage when judgement will be handed down.

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A final list of costs for the proceedings has now been provided by Council’s legal team and due to the significantly longer period the matter was heard over additional costs have been incurred. There is currently approximately $18,000 of unused allocation in the Community Fund. $30,000 currently sits with our legal team in trust. $20,000 has been allocated towards a potential legal action should Council adopt that position. It is anticipated that an additional $50,000 allocation to the community fund will finalise the legal costs associated with this matter. Any residual monies would be returned to general revenue upon completion.

Acting General Manager Comment: The guidelines issued under Section 23A of the Local Government Act “Council decision making during merger proposal periods”. Oberon Council must consider the guidelines in relation to each decision they make during the proposal period. It is considered it complies with the guidelines. The Section 23A Guidelines state: “In particular, councils and council officials should not make decisions during a merger proposal period… to prevent or disrupt the consideration of merger proposals by the Chief Executive of the Office of Local Government or his delegate, the Boundaries Commission or the Minister for Local Government other than through the legitimate exercise of legal rights of review or appeal.”

Notes:

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13.04 DRAFT OBERON TOURISM STRATEGY

File No: Economic Development/Regional Tourism Author: Sharon Swannell, Executive Coordinator

Summary Council has been working in consultation with representatives from the Oberon Business and Tourism Association to develop a Draft Oberon Tourism Strategy.

Recommendation: That Council place the Draft Oberon Tourism Strategy on public exhibition.

Commentary A Working Party has been formed with representatives from Oberon Business and Tourism Association Tim Charge, Don Capel and Col Roberts. Council is represented by Mayor Kathy Sajowitz, Acting General Manager, Gary Wallace and Executive Coordinator Sharon Swannell. The Working Party has held several workshops to establish the framework around the Tourism Strategy and a draft is now provided for Councils consideration. In developing the strategy the Working Party identified the current attractions, events and facilities that attract visitation to Oberon. Together these form the starting point for a Tourism Strategy for the next four years. The Working Party then prepared our vision for tourism development over the next four years:

“Using a collaborative approach, promote Oberon's unique visitor attractions to grow tourism and make a visit to Oberon, its villages and surrounds, a memorable experience”.

Six key actions were then developed to progress the strategy as follows: 1.0 Ensure tourism information and promotion is appropriately structured and resourced to:

Operate a VIC staffed 7 days a week

Develop alliances with state regional and neighbour tourism bodies

Develop alliances with local businesses

Develop and maintain quality promotional tools and information

Work closely with OBTA and its members a. Maintain and enhance local events that attract visitation 3.0 Meet visitor expectations for facilities and services 4.0 Provide a support base for businesses providing visitation service and facilities 5.0 Establish a new projects development team to assist, support and facilitate new tourism

ventures 6.0 Build a profile of visitors who come to and stay in the district Action items and area of responsibility have been developed addressing each of the key strategies above.

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In developing the Draft Tourism Strategy key actions have been developed from the future directions as outlined in the Oberon Community Strategic Plan. This has now been fed into our Draft 2016 Operational Plan and Delivery Program. The Draft Tourism Strategy will now be placed on public exhibition prior to being endorsed by Council. A Memorandum of Understanding linking the Tourism Strategy and the working arrangements between Oberon Council and OBTA will also be presented for Council’s endorsement after the public exhibition period.

Acting General Manager’s Comment Guidelines have been issued under Section 23A of the Local Government Act 1993 titled ‘Council Decision making During Merger Proposal Periods’. Council must consider the guideline in relation to each decision they make during the proposal period. This matter is considered to comply with the guidelines.

Notes:

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DRAFT Oberon Council Tourism Strategy

Contents

PART 1.

A summary of existing tourism assets, events and statistics on which a strategy for the future can be based

PART 2.

A vision, strategies and actions to drive tourism development over the next 4 years (2016/17 – 2020/21)

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PART 1

This section lists current attractions, events and facilities that attract visitation to Oberon. Together these form the starting point for a Tourism Strategy for the next four

years (Part 2).

Oberon’s Location, Landscape and Climate. A key factor in visitation to the Oberon area is its location in relation to the major population centre in the greater Sydney basin. Oberon is one of the first truly rural based townships once you cross the Blue Mountains and is within 2.5 hours of nearly 5 million people. Superimposed on this is the landscape of the Oberon area which is dominated by rolling farmland surrounded by dramatic sandstone cliffs, granite outcrops, karst formations, mountain streams and extensive areas of National Park and plantations of softwood timber. A great deal of the district has an altitude around 1000-1200m, which creates a cool summer climate with cold and often frosty and snowy conditions in winter. These conditions are also an attraction for many visitors. The Jenolan Caves and Caves House one of the world’s largest and most visited Kast systems is only 20 minutes from Oberon and is staffed and serviced from Oberon. To these natural assets the community has added a range of infrastructure, events and activities Information and Promotion Capacity Visitor Information Centre (Oberon Council standalone building staffed 7 days per week)

Oberon Business and Tourism Association (OBTA) which partners with Council to deliverTourism Strategies. Managed and Organised Events

Australia Day (Jan 26Th) Oberon Rodeo (February) Oberon Heritage and Vintage Fair (February) Oberon Show (February) Anzac Day (April 25Th) Burraga Sheep Show and Country Fair (Aug) Kanangra Classic (Cycling October) Six Foot Track Marathon (March) Oberon Camp Draft (November) Pro Am Golf Tournament (March) Waste to Art Exhibition (May)

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Sport and sports facilities Athletics Bowls (indoor and outdoor) Covered heated swimming Pool Cricket Golf Club Hockey Indoor tennis Netball Polo-cross Pony Club Rugby League Rugby Union Sailing (Lake Oberon) Skate Park Soccer Squash

Licenced Clubs Oberon Golf Club

Oberon Leagues Club RSL Club

Burraga Sport and Recreation Club Casual attractions and activities

4x4 Tours and Tagalong (food / wine /heritage / forests) Antique, Second hand and Art shops Beyond Avalon (Open autumn and spring) Bush walking and Camping (NPWS & Forestry Corp) Canoeing /Kayaking (Lake Oberon) Caving at Jenolan, Wombeyan and Abercrombie Caves Farm stays and rural activities Fishing for trout in mountain streams (seasonal) and Lake Oberon Forest mushroom collection Fossicking for minerals and gem stones (Dedicated areas)

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Gairloch Garden (open spring and autumn) Horse Rides and Trail riding Hunting for feral animals and deer Lookouts (Kanangra Walls, Evans Crown) Mayfield Gardens (open all year) Mountain Biking/cycling (NPWS and marked town routes) Oberon Farmers Markets (first Saturday of the month) Open Gardens and daffodils in spring Photography Seasonal Truffle hunting Trail bike riding Wineries

Museums and heritage displays

Oberon and District Museum Oberon RSL Military Museum OTHR Railway Museum Bicentennial Tapestries at Cobweb crafts The Oberon Common (History Time Line and heritage themed artworks) Yerranderie Historic town (NPWS) Tractor /Truck Museum (Private) ANZAC Memorial Avenue (O’Connell)

Parks Reserves and Common Lake Oberon Boat Access (The Reef) Reserve (launching ramp and toilets)

The Oberon Common (playground, rotunda, toilets and picnic tables) Apex Park (picnic tables and toilets) Lake Oberon Dam Wall (picnic tables shelter and toilets) 4 serviced sports ovals, hockey field, netball and tennis courts Back Springs(T), O’Connell (T), Burraga and Flat Rock Reserves(T)

Accommodation (some 35 properties offering 1100 beds)

Motels and Hotels Big Trout Motel (32 units, 110 beds, licenced restaurant) Highlands Motor Inn (15 suites, 39 beds.)

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Jenolan House ( Rooms, Bistro and Chisholms Restaurant) O’Çonnell Hotel (10 beds and meals) Royal Hotel (35 beds and meals) Tarana Hotel ( sc cabins, 15 beds and meals) Titania Motel (53 beds and restaurant) Tourist Hotel (13 beds and meals)

Caravan Parks and Rest areas Black Springs Forest Rest Area Flat Rock Reserve

Jenolan Caravan Park (In Oberon with van sites and cabins) Self-Contained Farm /Home Stays and Cabins

Avaleigh Elms (4) Banksia Cottage (6) Billabong Cottage (7) Bindo Creek Cabins (20) Binnacrombie (60) Brae Lossie (8) Caseys Bush Retreat (8) Caseys Farm house (13) Cedar Cottage (8) Duckmaloi Farm (20) Duckmaloi Park lodge (14) Edith School House (4) Frogspark High Country Farm Stay (12) Jenolan Cabins (36) Jenolan Caves Binda Cabins (36) Melaleuca Chalets Stone Hedge (14) Tarakuanna (6) Tarana Hotel Cabins (15) Tarpeena Retreat (2) Waters Edge (10)

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Yarrabin Guest property (38) Yellowbox Cabins (14) Yerranderie (39)

Bed and Breakfasts ( B&B’s) Buddens B&B (16) Mc Keown’s Rest (6) Macquarie Farm Stay Riverview B&B (18)

Sunsets at Oberon (6) Tally’ s Cottage (3-4)

Visitor statistics 2016 Total

Visitors Kanangra Walls

Jenolan Caves

Mushroom Fishing Fossicking Cycling Food and Wine

Oberon Dam

Camping Mayfield Garden

CTC Use

Tablelands Way

Accom (incl. Caravan Park)

Phone/ Email Enquiries

January 1484 59 102 29 46 250 10 36 48 66 53 38 39 100 197

February 1084 45 53 104 20 67 21 33 28 54 62 62 79 86 266

March 1846 64 118 491 47 118 6 49 69 88 93 56 74 114 501

April 2899 41 105 1188 41 242 10 41 39 122 305 40 86 145 583

May 1266 24 64 524 33 61 5 33 21 32 84 84 43 67 359

June

July

August

September

October

November

December

Total 8579 233 442 2336 187 738 52 192 205 362 597 280 321 512 1906

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PART 2

A vision, strategies and actions to drive tourism development over the next 4 years (2016/17 – 2020/21)

Our vision for tourism development:

“Using a collaborative approach, promote Oberon's unique visitor attractions to grow tourism and make a visit to Oberon, its villages

and surrounds, a memorable experience”.

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Strategy Actions Responsibility Indicator 1.0 Ensure tourism information and promotion is appropriately structured and resourced to:

Operate a VIC staffed 7 days a week

Develop alliances with state regional and neighbour tourism bodies

Develop alliances with local businesses

Develop and maintain quality promotional tools and information

Work closely with OBTA and its members

1.1 Employ a suitably qualified and experienced Economic Development Officer to head the VIC team and to lead promotional activities in this strategy.

1.2 Develop and maintain alliances with Destinations NSW, Blue Mountains, Bathurst and Lithgow tourism bodies, and neighbouring LGA partners.

1.3 Develop and maintain alliances with Oberon’s tourism businesses and operators.

1.4 Make available to visitors and potential visitors, readily accessible quality information on the town and district, its services, accommodation, attractions and events using:-

digital web and social media technology

face to face/ voice to voice contact

Hardcopy information

Promotions at selected events

Promotional radio and TV spots

Continue to develop and enhance the Oberon Brochure and expand and develop its distribution network

1.5 Collect and categorise information/statistics from inquiries at the VIC to help develop facilities, services and strategies

1.6 Finalise and sign a MOU between Oberon Council and the Oberon Business and Tourism Association about how these two organisations will work together to promote and enhance tourism and visitation.

Council Council/OBTA Council/OBTA Council/OBTA Council/OBTA Council/OBTA

Perm/temp position established Contacts and or partnerships established Information resources and tools Provide statistics Signed MOU

2.0 Maintain and enhance local events that attract visitation

2.1 Encourage by direct action, partnership or grants, the construction of improvements and facilities that will enable sporting clubs and other organisations to conduct regional or inter-town events, activities, exhibitions and displays that attract visitation.

2.2 Support and encourage Sporting Clubs and organisations holding an event in Oberon to use the services of the VIC publicity tools.

2.3 Publicise a local events calendar.

Council Council Council

Facilities upgraded Promotion provided to clubs Calendar distributed monthly

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Strategy Actions Responsibility Indicator 3.0 Meet visitor expectations for

facilities and services 3.1 Maintain a high standard of services and facilities for visitors including:-

Clean accessible Public Toilets

Adequate, comfortable, accommodation with E booking services

Quality parks for caravans and camping

Good friendly informative VIC

Good take away local information with map

7 day fuel/ tyre /NRMA

7 day coffee / café and restaurants for evening meals

Well marked local walks/ trails /drives

Well maintained parks and gardens including an attractive main street

Parking for caravans

Safe and healthy environment at events, activities 3.2 Implement a practical visitor feedback mechanism, and a process to

implement continual improvement to services and strategic planning. 3.3 Proactively investigate facilities/infrastructure to attract and accommodate

Caravan/Campers/Motorhome visitors

Council /OBTA Council/ OBTA Council

Feedback (complaints and comments) via Visitor Information Centre and service providers Feedback from VIC and surveys Report progress

4.0 Provide a support base for businesses providing visitation service and facilities

4.1 Assist businesses with promotion, standards, business networks, statistics and enterprise thought the OBTA

OBTA Workshops or assistance provided

5.0 Establish a new projects development team to assist, support and facilitate new tourism ventures

5.1 Compile a list of underdeveloped assets and proposals with potential and demand.

5.2 Identify target groups, practicality, risks, demand, and prioritise 5.3 Guide, facilitate and support enterprises and investors prepared to develop

these assets. (Some of these opportunities may be taken up by Council or local clubs through Government grants)

5.4 Seek opportunities to use the Tablelands Way Brand and website to promote events that involve Oberon in visitation or tourism

5.5 Opportunistically encourage and support temporary or one-off events with the potential to bring significant visitation or business to Oberon

5.6 Encourage and support Oberon Tarana Heritage Rail (OTHR) to complete their Heritage Rail Project

TDT/OBTA/Council TDT /Council/OBTA TDT/Council/OBTA Council/OBTA Council/OBTA Council/OBTA

List List assessed and prioritized Progress Events Progress to operational

6.0 Build a profile of visitors who come to and stay in the district

6.1 Encourage accommodation providers to undertake sample surveys of their clients to better understand who and why people are visiting

6.2 Collate and accumulate this information to help guide development of tourism business and facilities

OBTA Surveys implemented/returned/ accumulated results Visitor demographics

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14. REPORTS FOR INFORMATION

14.01 MONTHLY ACTIVITY REPORT – ACTING GENERAL MANAGER

File No: Governance/Meetings/Ordinary Author: Gary Wallace, Acting General Manager

Summary This report item summaries the main activity by the Acting General Manager since the May Council Meeting including Human Resources and Workplace Health & Safety, Executive Support matters, Community Activity, Regional Issues, Executive Management Team Meetings, planned activities and major work within the Planning & Development Department.

Recommendation: That report item 14.01 is received as information.

Commentary 1. PLANNED ACTIVITY FOR JULY and AUGUST DRAFT OPERATIONAL PLAN AND RESOURCING STRATEGY 2016/17 – The Draft 2016/17 Operational Plan and Resourcing Strategy are now on public exhibition until 28 June 2016. Five Community Workshops have been held to discuss the development of the draft Operational Plan which forms part of the overarching Oberon 2025 Community Strategic Plan. Community consultation is proposed to be undertaken in late May and early June. TOURISM STRATEGY – A draft Tourism strategy has been prepared for Council Consideration to the June Meeting. The Strategy has been developed in consultation with Oberon Tourism and Business Association LAND SALES – Council’s solicitor is progressing the sale of Hathaway Cottage, Edith Road residential allotments and various leases either about to or already expired. . Work is continuing on the development of the Common Master Plan. Opportunities for the sale of land in the Edith Road Subdivision and the Industrial Subdivision are being sought. CENTRAL WEST/ORANA REGIONAL PLAN – The Department of Planning and Environment provided a presentation to Councillors on Tuesday 12 April outlining the Draft Central West and Orana Regional Plan which is the first time a consolidated strategic plan has been prepared for all 20 Local Government Areas that comprise the Central West and Orana region. The Plan is being placed on public exhibition and a submission will be lodged on behalf of Council during the exhibition period. REGIONAL LIVING EXPO – discussion held with the Oberon Business and Tourism Association in relation to Oberon exhibiting at the 2016 Regional Living Expo being held on 6 - 7 August. OBTA has provided a commitment to attend the Expo with volunteers manning the stand. OBTA is also liaising with local Real Estate Agents, Borg Panels, Mayfield Garden and other interested parties to become involved in the Expo. OBTA has ordered display banners and promotional signs to be used at events such as the Regional Living Expo, markets and other events. Acting General Manager, Executive Coordinator and OBTA will coordinate and finalise the activities proposed. STRATEGIC PLANNING – investigation and reporting on the draft Central West and Orana Regional Plan is being prepared for submission to the Department of Planning and Environment.

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Commentary on the proposed new complying and exempt SEPP is being prepared and provided to the Department of Planning and Environment. Further negotiations to secure ongoing heritage advisor assistance from the Office of Environment and Heritage continue. Planning proposals for the preparation of functions centres as permissible use in RU1 primary production zone continue. Exhibition of the gateway is expected between July and August. 2. ACTIONING COUNCIL DECISIONS Following each Council Meeting the General Manager and Directors review the decisions and agree on a priority for actioning these decisions. Each Director has been requested to provide an update in the Monthly Activity Report, as well as reporting on actions to the General Manager.

Minute Number Summary/Progress

20 October 2015 ORDINARY COUNCIL MEETING

05 201015 Plan of the Oberon Common to be developed by a subcommittee of Council.

- Survey plan has been developed and preliminary discussion held with Council relating to Master Plan for future development of Common.

- Meeting of the Common Working Party held on 10 May 2016 Matter ongoing

17 November 2015 ORDINARY COUNCIL MEETING

24 171115

That Council accept the donation of $5,000 toward the supply and installation of signage as outlined at the request of Bill Hoolihan. That Council’s Acting General Manager, Works & Engineering Director and Deputy Mayor Kerry Gibbons be delegated the authority to identify the areas in conjunction with Bill Hoolihan with the intent of purchase/supply and installation of agreed signage at the various locations to be agreed upon.

- Signs erected Matter closed

15 December 2015 ORDINARY COUNCIL MEETING

03 151215 That Oberon Council subdivides land it owns in Curtis Street to have Hathaway and the Self Care Units on separate Allotments with a service road between to access to the rear of each lot.

- Application currently being prepared for lodgement Matter ongoing

29 151215 30 151215

That Council in principal approve the sale of the 2.1267ha of road reserve fronting 1300 Abercrombie Road, Oberon. 1. Council determine an appropriate price for the sale of the land in

accordance with the valuation of OPTEON Group Pty Ltd. 2. The Acting General Manager and Mayor be delegated authority to sign

relevant legal documents associated with the transfer of the land. 3. Other relevant neighbours be contacted to ascertain interest in the land.

- Item 3 – concluded. Item’s 1 & 2 ongoing. AGM has met with landowner in relation to the sale. Landowner will provide correspondence back to Council in relation to the land for consideration.

Matter ongoing

15 March 2016 ORDINARY COUNCIL MEETING

20 150316

1. Council proceed with an independent valuation of the land. 2. That all owners of land adjoining the Drainage Reserve be advised in

writing of the sale and given the opportunity purchase. 3. All costs associated with the sale of a Drainage Reserve including legal,

survey and application fees are to be borne by the purchaser, as part of

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the sale price. 4. A further report be provided to Council for consideration upon receipt a

valuation for the reserve and appropriate expressions of interest. Further information is to be provided outlining its current use and uptake from water users.

Matter progressing. WED to undertake desk top hydrolic assessment of drainage users.

40 150316 1. Acknowledge that there are extenuating circumstances surrounding the procurement of electricity and as such Council should be excused from the tendering requirements under S55 of the LG Act,

2. Engage Energy and Management Services to conduct the procurement process for electricity for the next rounds of small sites, large sites and street lighting contracts, and

3. Delegate the authority to execute the contracts for the supply of electricity to the Mayor and General Manager.

Matter ongoing

41 150316 1. Council accept the revised offer from Borg Group for the purchase of the premises known as Hathaway Cottage subject to the Council conditions contained in the report.

2. No other additional cost beyond administration costs in processing the Subdivision and Change of use application be borne by Council.

3. Council not bear any construction costs associated with any change of use.

4. A sale of contract be issued as soon as practical listing the conditions that have been agreed and providing a timeframe the conditions would expect to be met in.

Borg advised of acceptance of offer and contracts are being drawn. Matter ongoing

19 April 2016 ORDINARY COUNCIL MEETING

28 190416 IMF Settlement Deed

That Council delegate authority to the Acting General Manager to sign the Deed Poll on behalf of Oberon Council.

Finalised – matter closed

17 May 2016 ORDINARY COUNCIL MEETING

18 170516 Regional Living Expo

2. Council hold a stand at the 2016 Regional Living Expo. 3. Council seek sponsorship from the Oberon Business and Tourism

Association to assist with the cost of hire of the stand and also request volunteers to assist with manning the stand during the Expo.

4. The cost of funding the stand be allocated from existing budget available for Area Promotion.

5. That a manning roster including OBTA volunteers and Council staff be set up and adequate personnel be identified prior to proceeding.

Meeting held with OBTA and correspondence forwarded confirming verbal discussions. Volunteers committed to attend the event.

Matter closed

31 May 2016 FINANCE COMMITTEE MEETING

09 310516

1. Council place the Draft Operational Plan 2016/17 on Public Exhibition together with the Draft Delivery Program 2016/2017 to 2019/2020.

2. The period of Public Exhibition be from Wednesday 1 June 2016 to Tuesday 28 June 2016 with written submissions closing at 4.00pm on 28 June 2016.

3. A report be provided to an Extraordinary Meeting being held on Thursday 30 June 2016 for Council to consider submissions received and to finalise the 2016/17 Operational Plan.

Plan on public exhibition. Matter closed

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11 310516 That Council delegate authority to the Mayor and General Manager to negotiate a sponsorship package for the 2016/17 Mayfield Garden Music Festival.

- Council has sought a meeting with organisers. To be held in the near future.

12 310516 Legal Action

Council allocate an additional $30,000 for legal expenses. - Undertaken Matter closed

13 310516

1. Council lodge a notice of intention to appeal against any adverse judgement resulting from the challenge in the Land & Environment Court against the proposal to merge Oberon Council and Bathurst Regional Council.

2. Council through its legal representatives seek an injunction preventing the Minister recommending that a proclamation be made pending consideration by Council the results of the legal challenge

3. Should Council determine to proceed $20,000 be allocated to support the intention to appeal. - Noted

With respect to outstanding actions from previous Council Meetings the Acting General Manager will review these with the Mayor and the Directors on at least a monthly basis. If any Councillor requires an update on a specific item they should contact the General Manager or the relevant Director, or submit a Councillor Request Form to the Executive Coordinator. 3. WORKPLACE HEALTH AND SAFETY AND HUMAN RESOURCES Includes information provided supplied by Human Resources Coordinator (HRC) and Work, Health and Safety Coordinator (WH&SC). WORKPLACE HEALTH AND SAFETY Incidents/Injuries

Three incidents were reported during May 2016.

An employee injured his knee while pulling upwards on a chain. This resulted in five hours lost time.

While pruning and chipping tree limbs, miscommunication by the spotter allowed a vehicle to drive through the work site while work was in progress. Some twigs hit the front of the vehicle, but no damage was caused. No injuries were reported.

One incident was reported where a contractor’s B-double hit a Council vehicle while it was parked in the work zone on O’Connell Road. No injuries were reported; however there was extensive damage to the Council vehicle.

DAYS WITHOUT LOST TIME BECAUSE OF INJURY

Department/work area 30 April 2016 31 May 2016

Administration 461 492

Works 190 21

Library 482 513

OVIC 1332 1363

Workshop 1050 1081

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Meetings /activities

10 May Received inspection reports for Swimming Pool, WWTP, WTP and depot from SafeWork NSW. Required actions were taken.

12 May Meeting with WWTP operator to review the STP Pollution Incident Response Management Plan (PIRMP).

16 May Meeting with workshop foremen to finalise declared vehicles documentation for insurance renewals.

17 May Completed Insurance renewals for 2016-2017 and forwarded to JLTA.

18 May Drafted Asbestos Management Plan.

23 May Teleconference with StateCover to discuss their services.

24 May Meeting with SafeWork NSW inspectors and WED to update information regarding NOA on Dog Rocks Rd and The Common. SafeWork NSW inspectors noted that they did not have to serve Notices on Council, as Council staff acted immediately to ensure both sites were made safe for staff and the general Public.

30 May New employee induction.

31 May Meeting with WTP operator to plan dates for review of SWMS and other documents.

31 May Contractor WHS induction.

Upcoming meetings/events

21 June Centroc WHS/RM group meeting in Bathurst

June Contractors WHS inductions

June/July Meet with GM and EMT to discuss/adopt draft Asbestos Management Plan

July Dust Diseases bus will come to Oberon to conduct respiratory tests on staff who are concerned that they have been exposed to NOA

4. EXECUTIVE SUPPORT – MEETINGS & VISITOR INFORMATION CENTRE Includes information provided by the Executive Coordinator. ACTIVITIES & MEETINGS Council Page in the Oberon Review was prepared each week during May with advertising and information. This included the Mayoral Column, Road Works updates and Library News. Articles included – Naturally Occurring Asbestos, Oberon Lawn Cemetery Tidy Up, Road Naming Submissions invited, Winter Weather Campaign, Quotations Hire of Plant, Determinations April 2016, Public Exhibition DA 10.20 88 lot Subdivision, Community Meetings – presentation of the Draft 2016 Operational Plan and Delivery Program, Council Meetings May/June 2016. Council Website and Council Facebook Page updated with media releases and relevant articles. “Good News Week” newsletter was issued to Councillors on 9, 13 & 27 May. 16 May EMT Review of 2016 Draft Oberon Operational Plan and Delivery Program

17 May WHS Training for Supervisors and Managers

17 May Ordinary Council Meeting

19 May Jess Jennings, Labour Candidate for Calare

31 May RMS Bi-annual Meeting

31 May Extraordinary Council Meeting

31 May Finance Committee Meeting

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2 Jun Community Meeting – presentation of Draft Oberon 2016 Operational Plan and Delivery Program, Black Springs

7 Jun Community Meeting – presentation of Draft Oberon 2016 Operational Plan and Delivery Program, Burraga

8 Jun David Shoebridge & Delanie Sky, Greens Candidate for Calare

8 Jun Community Meeting – presentation of Draft Oberon 2016 Operational Plan and Delivery Program, O’Connell

VISITOR INFORMATION CENTRE VISITORS FOR MAY 2016 Domestic 1193 International 73 TOTAL: 1266 MAJOR TOURISM REQUESTS FOR MAY 524 Mushrooms 84 Mayfield Garden 64 Jenolan Caves 61 Fossicking Accommodation Enquiries 67 and camping 32 May was rather busy again with mushrooming enquiries, especially as the end of the mushroom season draws nearer. Oberon experienced several storms encouraging another final growth of fungi, to see even more visitors heading out to the pines. Events for May included: 12 – 14 May Waste 2 Art Competition - Year of Used Tyres, St Josephs School Hall, Fleming

Street Oberon.

14 May The Melbourne SKA Orchestra Jenolan Caves Grand Arch

15 May The Rockley Game - Birth of Australian Women’s Cricket Rockley Mill and Stable Museum, Budden Street, Rockley

22 May Annual Graeme Phillips Memorial Ride Yarrabin Holiday Ranch

22 May High Tea at Budden’s Rockley Bank Tearooms

28 May Burraga Ag Bureau’s Yard Dog Training Day

28 May Matinee at the Music Hall Robert Hooper Community Centre

ADMINISTRATION AND OTHER ACTIVITIES The OBTA Winter Photographic Competition is now requesting entries to be sent in, the sections for Winter are: Active, Landscape, Industrial, Historical and an open section for Children ages 8 to 12 years of age Oberon Council Community Meeting presentations of the Draft 2016 Oberon Operational Plan and Delivery Program were held at Black Springs, Burraga, O’Connell and Oberon during June. The plan is on public exhibition until 28 June 2016.

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Forestry Corporation has provided a Traffic Management Plan to the Visitor Information Centre for the closure of roads in the Black Springs areas including sections of Riverview Road, Ponderosa Road, Sapphire Bend Road and Old Mill Road. These areas are usually in demand by visitors in our region for Fossicking, Mushrooming and Hunting. Forestry Corporation has advised these areas will remain closed until the end of Winter. 5. COMMUNITY ACTIVITY, REGIONAL ISSUES and OTHER MEETINGS

(MAY/JUNE 2016)

The following is a summary of meetings attended by the General Manager. 11 May Meet with Walcha Council

12 May Meet with Peter King

12 May Centroc Board Meeting, Parliament House Sydney

13 May Waste to Art Exhibition Opening and Prize Presentation

16 May LEMC Meeting

17 May WHS Training for Managers and Supervisors

17 May Ordinary Council Meeting

18 May Site inspection for signage with Clr Gibbons

18 May Black Springs Community Hall Committee Meeting

19 May Jess Jennings – Labour Candidate for Calare

19 May Christine Monohan – Columbia Oberon Village

24, 25, 26, 27, 31 May & 1, 3 & 6 June – attend hearing in Land and Environment Court, Sydney

31 May Extraordinary Council Meeting (apology submitted)

31 May Finance Committee Meeting (part meeting only)

2 Jun Community Meeting – presentation of Draft 2016 Oberon Delivery Program and Operational Plan, Black Springs

7 Jun On-site meeting Jenny Parker re drainage issues Shakespeare Close

7 Jun Col Roberts re Heritage Grant Application opportunities

7 Jun Community Meeting – presentation of Draft 2016 Oberon Delivery Program and Operational Plan, Burraga

8 Jun Tim Charge, OBTA re Regional Living Expo

8 Jun David Shoebridge and Delanie Sky (Greens Candidate for Calare)

8 Jun Community Meeting – presentation of Draft 2016 Oberon Delivery Program and Operational Plan, O’Connell

10 Jun Columbia Oberon Village 1st Birthday

14 Jun Rob McGrath re Quarry Development

14 Jun Councillor Informal Briefing Session

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6. PLANNING AND DEVELOPMENT MATTERS STATUS OF COUNCIL DECISIONS

Minute Number Action Taken

30160413 Waste Less Recycle More

Councillor Workshop held 9/12/14. Recycling Area established September 2015 Draft Waste Strategy developed Report to be drafted for a future meeting to workshop the strategy.

Matter Ongoing

13 180815 Planning Proposal Oberon

Oberon LEP 2013 Planning Proposal – Boundary Adjustments Proposal reported to December meeting. Proposal referred to the Department of Planning and Environment for gazettal.

Matter Ongoing

13 150915 Heritage Committee

Three (3) recommendations made Actions to be completed by Committee members

Matter Ongoing

06 151215 Notice of Motion

Parkland in Glyndwr Avenue. Amendment to the LEP required.

Matter Ongoing

11 151215 Black Springs Community Hall

Report and investigation required in consultation with Councils Finance and Community Services Director.

Matter Ongoing

15 160216 Planning Proposal Titania

Planning Proposal to reduce the Minimum Lot Size and the proposed amendment to Clause 4.1A (3) (b) and (c) of the Oberon Local Environmental Plan 2013.

- Proposal referred to the Department of Planning and Environment for further discussion.

Matter Ongoing

23 160216 Fire Safety Inspection

Fire safety inspection undertaken by Council in response to a report by Fire and Rescue NSW of the Jenolan Caves Precinct. A copy of the report has been forwarded to Minister Paul Toole, Premier Mike Baird, Minister Tourism, and Minister for Environment and Heritage. Response received from Jenolan Caves.

Matter Ongoing

15 March 2016 ORDINARY COUNCIL MEETING

08 150316 Black Springs And Burraga Waste Transfer Stations

That Council evaluate the feasibility and cost of instigating a weekly service at the Black Springs and Burraga Waste Transfer Stations for consideration in 2016/17 budget. This will be undertaken as part of the 2016-17 Operational Plan

Matter ongoing

19 150316 Development Application 10.2015.81.1 – 24 Hour Service Station

That Development Application 10.2015.81.1 be referred to Council for determination upon receipt of all appropriate information and assessment from Council staff.

Matter ongoing

19 April 2016 ORDINARY COUNCIL MEETING

12 190416 Humphries Lane

1. Council accept the extension of approximately 130m of Humphries Lane from a Right of Carriageway to a gazetted Public Road.

2. The applicant bares all costs associated with gazetting,

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survey construction to Council standard and legal transfers to Councils control as an extension of public road.

Matter ongoing

14 190416 Development Application 10.2016.17.1 – Dual Occupancy - Relocatable Dwelling

That Council approve the Buffer Management Plan submitted with DA 10.2016.17.1 and delegation be granted to Councils Acting General Manager to approve DA 10.2016.17.1 for a proposed Dual Occupancy - Relocatable Dwelling with a boundary setback of 22m from the Western boundary on Lot 70 in DP 666035, 1149 Edith Road, Edith.

Awaiting payment S94 contributions

17 May 2016 ORDINARY COUNCIL MEETING

03 170516 Development Application 10.2015.83.1 Function Centre

Council approve a deferred commencement approval to Development Application 10.2015.83.1 for a proposed Function Centre on Lot 4 in DP 264133, being known as, 280 Burrough’s Crossing Road, Oberon in accordance with the 79C Assessment and conditions contained within this report subject to the amendment of condition 14 to reduce the requirement for a bitumen seal to a 7m wide gravel base and that the contribution from the applicant be paid over 3 years in equal payments invoiced annually.

Approval issued matter closed

Section 96 Modification Application 10.2004.34.4 Oberon Abattoir

1. Council approve the Section 96 Modification Application 10.2004.34.4 for a proposed additions and alterations to the existing Oberon Abattoir, located on Lot 1 and 2 in DP 571566, being known as, 54 Hazelgrove Road, Oberon in accordance with the 79C Assessment and conditions contained within this report.

2. A plan of management for the disposal of waste (offal) be submitted and approved by Council in association with the EPA.

3. Council investigate in conjunction with the applicant an appropriate screen to limit the visual amenity of the abattoir on surrounding properties.

Approval issued Matter closed

16 170516 Planning Proposal Function Centre

1. Council support the planning proposal in principle to amend the Oberon Local Environmental Plan 2013 and add “function centre” as a permitted use in the RU1 Primary Production zone for the entire Oberon Council area,

2. Decline the request to amend the Oberon Local Environmental Plan 2013 to enable a function centre as an additional permitted use on Lot 10 DP 1153955 (397 Mutton Falls Road, Tarana) and refund the applicant’s fees,

3. Authorise the Acting General Manager to prepare a planning proposal in relation to the above amendment, and

4. Authorise the Acting General Manager to submit the above planning proposal to the Department of Planning and Environment requesting Gateway Determination in accordance with the requirements of Section 56 of the Environmental Planning and Assessment Act 1979. - Exhibition of the gateway is expected between July and

August. Matter ongoing

17 170516 Development Application 10.2016.25.1 Alterations to

Delegation is granted to the Acting General Manager to vary Part C.5.5 – “Building Height Plane” of the Oberon Development Control Plan 2001 associated to Development Application

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existing dwelling 10.2016.25.1 for the alterations to the existing dwelling at Lot 7 in DP 236927, 98 Dudley Street, Oberon.

Approval issued Matter closed

31 May 2016 EXTRAORDINARY COUNCIL MEETING

02 310516 Development Application 10.2015.21.1 – 115 Allotment Subdivision

1. Council approve a deferred commencement approval to Development Application 10.2015.21.1 for a proposed 115 allotment subdivision of Lot 81 in DP 1103098, being known as, 32 Bracken Glen Lane Oberon in accordance with the 79C Assessment and conditions contained within this report subject to amendment of condition 22 to state that Bracken Glen Lane be constructed and sealed to a 10m width and other ancillary roads be constructed and sealed to a 8m width.

2. Further that condition 20 be amended to state that a landscape plan for the proposed development include a street tree theme for the whole subdivision. The plan is to be approved by council prior to the commencement of works.

Approval issued Matter closed

05 310516 Development Application 10.2016.10.1– Carport

Delegation is granted to the Acting General Manager to vary Part C.6.4 – “Carports and Garages of the Oberon Development Control Plan 2001 associated to Development Application 10.2016.10.1 for the construction of a carport at Lot 1 in DP 742789, 32 Glyndwr Avenue, Oberon. Approval issued Matter closed

06 310516 Development Application 10.2016.24.1- Dwelling with sub-floor parking and storage

Delegation is granted to the Acting General Manager to vary Covenant No 2 of DP1142106 – “Restriction on Use of Land” associated to Development Application 10.2016.24.1 for the construction of a dwelling with sub-floor parking and storage at Lot 3 in DP 1142106, being known as 2068 Beaconsfield Road, Wisemans Creek. Pending receipt of further information.

07 310516 Development Application 10.2016.34.1 - Shed

Delegation is granted to the Acting General Manager to vary Part C.5.5 – “Building Height Plane” and Part C.6.4 – “Carports and Garages of the Oberon Development Control Plan 2001 associated to Development Application 10.2016.34.1 for the construction of a shed at Lot 105 in DP 1052885, 18A Blenheim Avenue, Oberon. Approval issued Matter closed

DETERMINATIONS The following Applications and Certificates were determined in May 2016

Type of Application/Certificate Number Approved

Development Applications 15

Construction Certificates 8

Complying Development Certificates 0

Section 68 Applications 5

Subdivision Certificates 1

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Determinations May 2016 (S.101 E.P. & A. Act.) REF NO. DEVELOPMENT TYPE STREET ADDRESS

10.2015.97.1 Building Extension 31 Endeavour Street, Oberon

10.2016.21.1 11.2016.21.1

Additions and Alterations to Mutton Falls Guest House consisting of 2 ensuite bathrooms to guest bedrooms 1 and 2

397 Mutton Falls Road, Tarana

10.2009.171.3 Modification to existing dwelling – reduce dwelling to two bedrooms and an office

1848 O’Connell Road, O’Connell

10.2016.7.1 20.2016.3.1

Dual Occupancy – Second dwelling and modify On-Site Waste Water System

1848 O’Connell Road, O’Connell

10.2016.30.1 11.2016.30.1

Garage 43 Jenolan Street, Oberon

10.2011.31.2 11.2011.31.1

Modification to Dual Occupancy and Strata Subdivision

83 North Street, Oberon

10.2016.25.1 11.2016.25.1

Additions to existing dwelling , carport and pergola

98 Dudley Street, Oberon

10.2016.18.1 11.2016.8.1 19.2016.5.1

Dwelling and On-Site Waste Water System

299 Sloggetts Road, Oberon

10.2016.36.1 11.2016.36.1 19.2016.16.1

Shed with bathroom addition Lot 8 in DP 1216692, O'Connell Road O'Connell

19.2015.28.2 Modification to On-Site Waste Water System

25 Bundaleer Road, O’Connell

10.2016.17.1 11.2016.17.1 19.2016.4.1

Relocatable home and On-Site Waste Water System

149 Edith Road, Edith

15.2006.65.2 Subdivision Certificate – 3 Lot Subdivision

173 Gibbons Road, Essington

10.2004.34.4 11.2004.34.2

Alterations and Additions to Abattoir 54 Hazelgrove Road, Oberon

10.2015.83.1 Function Centre 280 Burroughs Crossing Road, Edith

10.2015.21.1 115 Lot Subdivision 32 Bracken Glen Lane, Oberon

10.2016.13.1 3 Lot Subdivision for the purpose of Dwellings

977 Carlwood Road, O’Connell

10.2015.96.1 4 Lot Subdivision 2519 O’Connell Road, O’Connell

Copies of determinations are available for inspection at Council’s Administration Centre. Total fees for Applications during May 2016 were $13,833.75. The year to date income is $187,887.55 which is 186% of the total income ($99,000) estimated. Applications for the calendar year are being provided in a table form to give an outline of applications being lodged against those of the previous year.

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CERTIFICATES ISSUED During the Conveyancing process, normally as part of the sale of a property, various Certificates are applied for by Solicitors, Real Estate Agents or by the public. In May 2016 the following Certificates were issued:

CERTIFICATES NUMBER ISSUED

SECTION 149(2) AND (5) PLANNING CERTIFICATES

Environmental Planning and Assessment Act, 1979

26

SECTION 735A CERTIFICATES AS TO NOTICES

Local Government Act, 1993.

9

SECTION 121ZP CERTIFICATES AS TO ORDERS

Environmental Planning and Assessment Act, 1797

4

SECTION 149D BUILDING CERTIFICATES

Environmental Planning and Assessment Act, 1979

0

Certificates for the calendar year are being provided in a table form to give an outline of certificates being lodged against those of the previous year.

050

100150200250300

Nu

mb

er

of

app

licat

ion

s

Month

Number of Applications Accumulated

2016

2015

05

10152025303540

Jan

uar

y

Feb

ruar

y

Mar

ch

Ap

ril

May

Jun

e

July

Au

gust

Sep

tem

be

r

Oct

ob

er

No

vem

be

r

De

cem

ber

Nu

mb

er

of

app

licat

ion

s

Month

Number of Applications Lodged

2016 Applications

2015 Applications

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OBERON ANIMAL POUND The following are details of activity at the Animal Pound in May 2016.

In May 2016 there were no Dangerous Dog Declarations, no Dangerous Dog Orders or Notice of Intentions to declare a dog dangerous issued. MISCELLANEOUS MATTERS

Various inspections, including building inspections, health inspections, environmental inspections and complaints were conducted during May 2016.

0

10

20

30

40

50

60

Jan

uar

y

Feb

ruar

y

Mar

ch

Ap

ril

May

Jun

e

July

Au

gust

Sep

tem

be

r

Oct

ob

er

No

vem

be

r

De

cem

ber

Certificates for 2015/2016

Building Certificate

121ZP

735A

149's

Total certificates2015

0

2

4

6

8

10

12

14

16

Jan

uar

y

Feb

ruar

y

Mar

ch

Ap

ril

May

Jun

e

July

Au

gust

Sep

tem

be

r

Oct

ob

er

No

vem

be

r

De

cem

ber

Nu

mb

er

of

An

imal

s

Month

Number of cats and dogs impounded 2015/2016

2016 Carried Over

2016 Dogs

2016 Cats

2015 Cats & Dogs total

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TYPE OF INSPECTIONS NUMBER

Building Inspections 33

Food Inspections 5

Environmental Inspections (Air, Noise and Water Pollution) 0

Subdivisions Certificate Inspections 0

Complaints (Including Animal Control) 6

Building Maintenance Inspections 3

Notes:

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14.02 MONTHLY ACTIVITY REPORT - WORKS AND ENGINEERING

File: Governance/Meetings/Ordinary Author: Chris Schumacher, Works and Engineering Director

Summary Providing a summary of the major work in the Works & Engineering Department for the month of May 2016 and including scheduled work for the coming month of June.

Recommendation: That report item 14.02 is received as information.

Comment 1. UPCOMING/PLANNED WORKS The following works will commence during the month of June 2016: Dog Rocks Road – Weather permitting work will resume during June on 2.9km of Dog Rocks Rd, work will involve the reshaping of the road surface and the application of road base. Bitumen sealing will not be carried out until October/November 2016, due to the unseasonable conditions. The Environmental Protection Authority has written to Council requesting further information regarding Councils proposal to remove the NOA stockpiles. Staff are currently seeking further information from asbestos contractors to respond to the financial requests of the EPA. Edith Road Bridge Widening Project – Final adjustments to the bridge widening plans are being undertaken. A detailed quantity of estimates is being compiled and a tender document shall be developed to tender this work. Councils WED has written to the RMS requesting that consideration be given to funding this work in conjunction with the next round of RMS REPAIR works to occur on the Edith Road during 2016/2017. Lowes Mount Road – Further vegetation works will be carried out between Carlwood Road and Mutton Falls Road during June. Low lying branches and shading ground cover will be mulched with machinery. Water Mains – Replacement of the old water main in Dulce Drive from Strathroy Avenue to Dr Perkins Cres. Maintenance Grading – Maintenance grading is expected on the following roads – Hintons Road, Knapsack Road, Gingkin Valley Road, Schumachers Road, Bald Ridge Road, Moss Grove Road, Jeremy Road, Swallows Nest Road, Howes Road, Bosworth Falls Road, Ryan’s Road, Burns Road, Lawrence Road, Brittle Jack Road. LIRS Funded Works – Gravelling, drainage, and vegetation maintenance will be carried out on Wrens Nest Rd, Nupiers Rd, Gormans Lane, Jaunter Rd, Gingkin Rd, Sheep Station Rd. Bus Shelter – A local fabrication firm has been engaged to manufacture a bus shelter for corner Arkstone Road & Emden Vale Road.

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2. ACTIONING COUNCIL DECISIONS The actions resulting from the April Council Meeting to be done by the Works and Engineering Director is summarised:

Resolution Number Summary/Progress

04 170516 That Council make formal application and payment of $220 to the Department of Primary Industries, Lands to have Gilholmes Road formally gazetted as Council public road vested in Oberon Council. Actioned: Formal Application has now been submitted.

14 170516 That Council allocate additional funding of $40,000 from general funding to cater for the unexpected works associated with capping the Naturally Occurring Asbestos in accordance with legislative guidelines. Actioned: Works have now been successfully completed.

03 310516 Miss Wilson Park Toilets

That Council investigate the cost of renovation and securing the toilet facility at this stage and that funding of $10,000 be reallocated from unspent 2015/16 Town Improvement funds to complete this work. Actioned: Funding be carried into the 2016/17 Operational Plan. Matter closed

04 310516

4. Council agree to assist Telstra in the establishment of a suitable site on Council Land near Felled Timber Road at Porters Retreat.

5. Council accept the $4,000 per annum rental payment of the 100sq/m section of Council land (subject to a 2.5% annual rent review increase).

6. Council authorise the Acting General Manager and Works & Engineering Director to execute all lease documents.

Actioned: Vision Stream still seeking suitability of site with neighbouring property owners. Matter closed

3. WORKS ON LOCAL ROADS, BRIDGES, PARKS AND PRIVATE WORKS UNDERTAKEN

DURING MAY.

LIRS Funded Works – Gravelling and drainage works have commenced, and are continuing, on Wrens Nest Rd and Nupiers Rd. Works have been carried out on Burroughs Crossing Rd, Jaunter Road. The Common – Covering of the Naturally Occurring Asbestos identified in The Common has been completed. Burraga Road – Reconstruction of approx. 600m of Burraga Rd near Burraga Mill has been completed including bitumen sealing. Arkstone Road – Reconstruction of approx. 1km of Arkstone Rd has been carried out. Bitumen sealing has been completed. There is a short section near the southern end of this project where the pavement remains wet, and is unlikely to dry out at this time of year as it is always in shade. Nevertheless the decision has been taken to apply a primer seal on the whole project, including the wet section, as this will be cheaper than maintaining a short section of unsealed road over winter. Some remedial works may be necessary in spring. A final seal will then be applied to the whole project.

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Sewells Creek Road – Improvements to a number of intersections along Sewell’s Creek Rd have been carried out. These improvements are mainly directed at aiding the efficiency and safety of timber haulage operations. Works are now in progress at the Mayfield Rd intersection, involving the construction of a dedicated right turn lane. Beaconsfield Road – Repairs to the damaged bitumen seal on Beaconsfield Rd have now been completed. Lowes Mount Road – Clearing and pruning of vegetation along Lowes Mount Rd is in progress. A contractor with specialised equipment will also assist with these works during June. Maintenance Grading – Grading has been carried out on Greywacke Rd, Emden Vale Rd, Faugha-Ballaugha Rd, Carlwood Rd, Arkstone Rd, Nunans Hill Rd, Junction Rd, Golden Valley Rd, Ryans Rd, Bosworth Falls Rd. Edith Rd Subdivision – The kerb and gutter has been constructed. Water and sewer mains have been installed. The electricity, telecommunications and natural gas is currently being installed, to be completed late June 2016. Bus shelters – New bus shelters have been installed in Edith Rd and in Titania Estate. Street Trees – Pruning of street trees around Oberon has been in progress. New footpath Construction - 130m of new concrete footpath was constructed along Albion Street (south side) between the Council works depot and the Ross Street footpath link. PRIVATE WORKS

The Drake Low Loader undertook 6 Private Works during May 2016.

The Jet Patcher sealed 2 private driveway in May 2016.

Council plumbers attended twice to damage to a water service in North Street and the Council backhoe was hired for 1.5 hours for a private job.

The total invoiced for Private Works in May 2016 was $5,217.15.

4. WORKS FOR ROADS AND MARITIME SERVICES (RMS) RMCC Routine Maintenance was undertaken of the below roads during the month of May. Heavy patching on Duckmaloi Rd – Heavy patching near the intersection of Jenolan Caves Road. Drainage works on O’Connell Rd – 200m of new concrete dish drain has been constructed at Bolton Vale. Maintenance works to the road pavement undertaken by bitumen crew, recent wet weather. Weekly condition inspections of Duckmaloi and O’Connell Roads to ensure satisfactory operations of road network. 5. WORKS ON TOWN IMPROVEMENTS Cook Park Toilets – The Installation of the new toilet floor has been completed, providing a vast improvement to the brightness of the interior of both the female and male facilities.

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6. GRANTS UPDATE Black Spot Road Funding 2016/2017 – Submissions are now open for councils to make application for new blackspot projects. This year it is our intent to review and resubmit an application of the Abercrombie Hill. RMS Regional Roads REPAIR Program 2016/2017 – Oberon Council submission to undertake further works on the Edith Road in 2016/2017 has been successful. An additional $400,000 will be provided to Councils and matched with $ 400,000 from the 2016/2017 Block Grant funding. 2016/2017 CPTIGS – Applications for the 2016/2017 Country Passenger Transport Infrastructure Grant Scheme (TfNSW) are now being invited from Councils. This funding looks at transport improvement opportunities within Councils LGA. This year staff will look at a submission to upgrade the existing bus interchange area located in Fleming Street.

7. ROAD INSPECTIONS The following roads were inspected or re-inspected in May 2016.

Road Name Starting From

Going To Date of Inspection

Hazard Type Re-Inspection/Make Safe Date

Swatchfield Rd

Campbells River Rd

The End 19/05/2016 Potholes; Road Surface

Gibbons Rd Beaconsfield Rd

The End 19/05/2016 Potholes; Road Surface

Brittle Jack Rd

Beaconsfield Rd

The End 19/05/2016 Potholes

Tilsbury Lane

Beaconsfield Rd

The End 18/05/2016 Potholes; Road Surface

Titania Rd Edith Rd Duckmaloi Rd

12/05/2016 Shoving or Failures; Other (drainage)

Edith Rd Oberon St Kanangra Walls Rd

12/05/2016 Potholes; Shoving or Failures; Other (drainage)

Albion St Duckmaloi Rd

O'Connell Rd 12/05/2016 Shoving or Failures

Abercrombie Rd

O'Connell Rd Abercrombie River

11/05/2016 Loose or Spilled; Shoving or Failures; Road Surface; Other (drainage)

Soldiers Hill Rd

Mayfield Rd Beaconsfield Rd

9/05/2016 Road Surface; Other (drainage/wash over road)

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Simmons Rd Beaconsfield Rd

Campbells River Rd

9/05/2016 Road Surface (washes)

Hopes Rd Sewells Creek Rd

The End 9/05/2016 Potholes; Road Surface (wash, re-sheet)

Langs Rd Sewells Creek Rd

The End 4/05/2016 Potholes; Road Surface; Other (wash)

Langs Rd Sewells Creek Rd

The End 4/05/2016 Potholes; Road Surface (wash, re-sheet)

Tuglow Rd Gingkin Rd The End 7/04/2016 Potholes 20/05/2016

Langs Rd Sewells Creek Rd

The End 4/05/2016 Potholes; Road Surface; Other (wash)

19/05/2016

Bundaleer Rd

Mutton Falls Rd

The End 14/04/2016 Road Surface 16/05/2016

Bolton Lane Mutton Falls Rd

Carlwood Rd 14/04/2016 Potholes; Road Surface

12/05/2016

Titania Rd Edith Rd Duckmaloi Rd

13/04/2016 Shoving or Failures; Potholes; Other (drainage/gabion rock)

12/05/2016

Emden Vale Rd

Arkstone Rd The End 13/04/2016 Potholes; Other (blackberry)

12/05/2016

Edith Rd Oberon St Kanangra Walls Rd

2/03/2016 Potholes; Shoving or Failures; Edge Drop; Road Surface; Other (drainage)

12/05/2016

Abercrombie Rd

O'Connell Rd Abercrombie River

29/01/2016 Shoving or Failures; Rutting; Road Surface

12/05/2016

Arkstone Rd Isabella Rd sealed section

13/04/2016 Rutting; Road Surface; Other (blackberry bushes)

11/05/2016

Greywacke Rd

Sewells Creek Rd

The End 14/10/2014 Road Surface 9/05/2016

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8. HEAVY PLANT MAINTENANCE The following plant was serviced during the month of May:

DATE KMS/HRS

3/05/2016 # 67 - TOYOTA LANDCRUISER SERVICE 50000 KMS

5/05/2016 # 44 - ISUZU 4X4 TRUCK FIRST SERVICE AT ORANGE

6/05/2016 # 51 - WESTERN STAR TRUCK SERVICE 5500 HRS

6/05/2016 # 50 - WESTERN STAR TRUCK SERVICE 4500 HRS

20/05/2016 # 58 - WESTERN STAR TRUCK SERVICE 8000 HRS

20/05/2016 # 85 - FORD RANGER 2X4 SERVICE 45000 KMS

20/05/2016 # 2 - CAT 12M GRADER SERVICE 250 HRS

23/05/2016 # 4 - CAT 12M GRADER SERVICE 5750 HRS

25/05/2016 # 63 - TOYOTA PRADO SERVICE 60000 KMS

30/05/2016 # 8 - CAT 324DL EXCAVATOR SERVICE 3500 HRS

31/05/2016 # 23 - CAT CS563E ROLLER SERVICE 6250 HRS

Repairs to heavy earthmoving plant were:

DATE DESCRIPTION OF WORK

2/05/2016 # 2 - CAT 12M GRADER REPAIR FRONT LIGHT BAR

2/05/2016 # 62 - MITSUBISHI TRITON 4X4 CHANGE REAR DIFF OIL / NOISE IN DIFF

2/05/2016 # 24 - CAT CS563E ROLLER ADJUST R/H TOP DOOR GLASS

3/05/2016 # 8 - CAT 324DL EXCAVATOR REPLACE FRONT WINDSCREEN

6/05/2016 # 51 - WESTERN STAR TRUCK REPLACE FUEL HOSE FROM TANKS TO FILTER

6/05/2016 # 9 - CAT 324DL EXCAVATOR REPLACE "O"RING AT CONTROL VALVE

6/05/2016 # 50 - WESTERN STAR TRUCK REPAIR ABS HARNESS RH FRONT WHEEL

9/05/2016 # 2 - CAT 12M GRADER REPAIR CLEARANCE LIGHTS

9/05/2016 # 93 - TOYOTA HILUX 4X4 REPAIR REAR GUARD

9/05/2016 # 43 - BEVERTAIL TAG TRAILER MODIFY TOOLBOX / BATTERY COVERS

9/05/2016 # 1 - CAT 12M GRADER REPAIR FLASHING LIGHTS

11/05/2016 # 20 - VERMEER WOOD CHIPPER INFEED ROLLER DRIVE MOTOR LOOSE

11/05/2016 # 48 - ISUZU 8 TON TIPPER REPAIR TAIL GATE

12/05/2016 # 9 - CAT 324DL EXCAVATOR REPLACE MASTER LINK IN LH TRACK

13/05/2016 # 51 - WESTERN STAR TRUCK REPLACE ALTERNATOR & BELTS

16/05/2016 # 50 - WESTERN STAR TRUCK REPLACE LH FRONT TYRE

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16/05/2016 # 53 - SLOANEBUILT DOG TRAILER REPLACE TYRE LH INSIDE DOLLY AXLE

16/05/2016 # 48 - ISUZU 8 TON TIPPER CHECK ENGINE LIGHT ON /TAKE TO TRACSERV

17/05/2016 # 7 - CAT D7R DOZER TIGHTEN ENGINE COVER ACCESS DOOR

18/05/2016 # 41 - FUSO WATER CART REPAIR DAMAGED SPRAY BAR

18/05/2016 # 43 - BEVERTAIL TAG TRAILER FIT NEW BATTERIES

18/05/2016 # 51 - WESTERN STAR TRUCK REPLACE RETURN FUEL HOSE TO COOLER

18/05/2016 # 48 - ISUZU 8 TON TIPPER

PICK UP FROM TRACSERV / LOW FUEL PRESSURE PROBLEM

19/05/2016 # 42 - ISUZU / PAVELINE REPAIR REAR GAURDS

19/05/2016 # 1 - CAT 12M GRADER REPLACE A/C RELAY

24/05/2016 # 7 - CAT D7R DOZER REPLACE BOLTS IN RH TRACK MASTER LINK

24/05/2016 # 89 - HOLDEN COLORADO 4X4 4X NEW TYRES

General work undertaken by the workshop:

3/05/2016 TREATMENT WORKS - REMOVE #1 SLUDGE RETURN PUMP -FIT LOAN PUMP

5/05/2016 EMULSION CIRCULATOR PUMP PROBLEM - FIT USED MOTOR TO PUMP

9. ATTENDING EXTERNAL MEETINGS The Works and Engineering Director attended the following meetings during May 2016: 2/5/2016 Centroc DSP’s meeting

2/5/2016 Oberon WODA Strategy meeting

3/5/2016 Mine Production Manager training , Orange

6/5/2016 Onsite meeting with Enacon to arrange power for new RFS Shed at O’Connell

6/5/2016 DSP Steering Committee meeting

9/5/2016 The Common Working Party Committee meeting

12/5/2016 On site meeting with Surveyor – RFS Shed O’Connell

16/5/2016 On site meeting Scotia Ave to discuss rock wall issues

17/5/2016 Statecover WHS training

19/5/2016 Civinex, Hawkesbury

20/5/2016 On site meeting Ross St to discuss trees

24/5/2016 Meeting with Worksafe NSW

25/5/2016 Teleconference with Swan Environmental regarding LTW

31/5/2016 Roads & Maritime Services - Bi -Annual Meeting

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14.03 MONTHLY ACTIVITY REPORT – FINANCE & COMMUNITY SERVICES

File No: Governance/Meetings/Ordinary/June 2016 Author: Lynette Safranek, Finance and Community Services Director

Summary This report provides a summary of work within the Finance and Community Services Department during May 2016, plus planned activities for the upcoming months.

Recommendation: That report item 14.03 is received as information.

Comment 1. PLANNED ACTIVITIES FOR JUNE AND JULY

7 June Oberon Youth Council Meeting

7-19 June Staff Annual Performance Reviews

14 June Friends of Oberon Library Meeting

22 June Community Transport Social Trip Planning meeting

22 June Finance Department Internal Audit Debrief

23 June Assetic myPredicator Training

24 June Black Springs and Burraga School Library visits

28 June Lithgow Community Transport Board Meeting

4-15 July School Holiday Activities

7 July Centroc Regional Directors of Corporate Services meeting

9 July OYC Raffle Ticket Sales in Oberon main street

9 July Oberon Community Transport bus trial to/from Bathurst

12 July Friends of Oberon Library Meeting

26 July Lithgow Community Transport Board Meeting 2. STATUS OF COUNCIL DECISIONS – Completed and Outstanding

Minute Number Summary/Progress

19 April 2016 ORDINARY COUNCIL MEETING

29 190416 REQUEST FOR RATE WRITE OFF A/C 12367567 - Council write off a portion of the current outstanding balance of rates for

account 12367567 under a Council payment plan as per direction to the Acting General Manager.

- Further that subject to an application being made to the annual Section 356 donation program, consideration be given to a contribution towards the annual rates.

Discussions continuing with Ratepayers

17 May 2016 ORDINARY COUNCIL MEETING

07 170516 O’CONNELL RECREATION GROUND FUND - Council allocate an additional $60,000 in the 2016/17 budget to the

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O’Connell Recreation Ground fund, towards purchase and development costs.

Funds allocated as part of 2016/17 Operational Plan

08 170516 ADDITIONAL FUNDING FOR THE COMMON - Council allocate $50,000 of the last maturing Lehman Bros investments

money to go to base work at The Common as part of the 2016/17 Operational Plan process.

Funds allocated as part of 2016/17 Operational Plan

14 170516 NATURALLY OCCURING ASBESTOS – THE COMMON - That Council allocate additional funding of $40,000 from general funding

to cater for the unexpected works associated with capping the Naturally Occurring Asbestos in accordance with legislative guidelines.

Funds allocated 15 70516 LIBRARY EXTENSION

- Council approve the proposal submitted by Boffa Robertson Group to obtain a design plan to enable a Development Application and approval, and

- Council in principle allocate $120,000 in the 2016/17 budget for construction and fit out of the Community Hub and proceed to undertake community consultation together with the 2016/17 Community Strategic Plan.

Boffa Robertson have commenced work on plan and funds allocated as part of the 2016/17 Operational Plan

25 170516 OBERON & DISTRICT MUSEUM SOCIETY - Council defer this matter pending additional information being obtained.

10 310516 DELEGATIONS REGISTER That the following delegations of authority to staff for the purchase of goods and services on behalf of Council is endorsed and replaces all previous delegations, effective immediately. - Staff have been advised of changes to the delegation and credit cards

are being amended accordingly. Matter closed

3. INFORMATION TECHNOLOGY

The Information Technology department is currently working on the following items:

- Day to day issues for staff that can range from 5 minutes to a few hours to resolve.

- The Centroc EUIT Communications upgrade by Uplinx continues to progress, with the installation of new phone hardware now expected to be in mid July.

- InfoCouncil has been installed and staff have undertaken the required training. It is anticipated that this system will be up and running for the July Council Meeting.

- Telstra installed an upgraded connection to our Managed Services Provider. This connection’s capacity has now been doubled.

- Development Application tracking is now online. Council website to be updated shortly to link to this feature.

4. FINANCE It has been a turbulent year for the Finance department with the loss of key personnel. The ability to recruit professional staff required to fill the positions has been a difficult issue, given the surrounding proposed amalgamation uncertainty. Council employed an experienced Management Accountant in November 2015, who has quickly picked up the skills required for Civica, the finance

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system used by Council. We also have a very experienced Local Government Contractor in the role of Finance Coordinator. We will look at advertising this position once a decision has been made regarding the proposed amalgamation. However, despite this time of uncertainty the new finance team has pulled together to ensure we continue to meet our regulatory and compliance requirements with accurate, up to date records. The team is ready for the end of financial year processes come 30 June 2016. RATES & CHARGES Following are the Rates and Charges collected as at 31 May 2016.

Farmland Residential Rural

Residential Non-urban

Centre Business Total

Brought forward 30 Jun 2015

$142,005 $176,363 $22,472 $9,515 $32,103 $382,458

Current Levy $1,697,122 $2,055,345 $526,611 $144,655 $576,120 $4,999,853

Payments, concessions and interest

-$1,638,413 -$1,904,808 -$501,857 -$139,869 -$546,856 -$4,731,802

Balance outstanding

$200,715 $326,900 $47,227 $14,301 $61,366 $650,509

Overpayments -$60,041

Legal charges $1,448

Total rates outstanding

$591,915

Collected @ May 2015

86% 86% 90% 88% 90% 87%

May 2016 89% 85% 91% 91% 90% 88%

5. COMMUNITY SERVICES The Community Services department is made up of personnel based in the Administration Office, the Library and the Community Technology Centre. Some of the activities they have been involved with for the last year include the Oberon Youth Council; Seniors Welfare, Community Services and the Black Springs Community Hall Committees; the Community Technology Centre; Oberon Community Transport; and community events or programs undertaken by Council. OBERON LIBRARY Library and Community Services staff have finalised the July School hOliday Activities. This term we will have two activities for the 12-18 year olds (Movie and Tenpin Bowling); while we will have a craft or cooking session each Tuesday, Wednesday and Thursday afternoon of the holiday for the 8-12 year olds. We have distributed flyers to all the Oberon Local Government Area schools, handed them out to all the students on the Newman buses who attend schools outside of Oberon, advertised it in the Oberon Review, Community Newsletter, Village Voice, all Council noticeboards and asked local Oberon businesses to display the notice. The Library already have bookings for the movie and craft activities. The Library has recently purchased new DVDs, books and talking book titles.

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During June, the Oberon U3A have a photographic display in the Community Display Space. It is a wonderful display of the various activities that are undertaken each term. Community members can have a look and pick up some information. In July, the Community Display Space will have a combined display of NAIDOC (by Oberon High School), Oberon Youth Council and Oberon Community Transport. OBERON YOUTH COUNCIL The Oberon Youth Council met on 7 June and discussed the following items:

An update from Council’s Mayor on Council’s legal action surrounding the proposed amalgamation with Bathurst Regional Council.

Discussion on the new July School Holiday activities program to encourage children in Years 7-12 (12-18 years) to participate in two activities, being a trip to Metro5 Movies and Tenpin Bowling. Activities for the primary school children will include one session each Tuesday, Wednesday and Thursday with a variety of craft and cooking activities. These activities will be held in the Council Library or Community Centre. Flyers for these activities have been delivered to all Oberon LGA schools; given out to children travelling on the Newman buses to schools out of the LGA; promoted through Council’s Community Newsletter, the Oberon Review and the Village Voice; and given to local business in the main street of Oberon to display the schedule on their windows.

The 2016 OYC Handbook was distributed to members.

The members discussed arrangements for the upcoming events: Winter Warmer Raffle, Community Fun Run and Halloween Disco.

In General Business, Council’s Mayor advised that the Skate Park is being considered in the 2016 Operational Plan as part of the Community Strategic Plan.

Their next meeting will be held on Tuesday 2 August 2016 (due to school holidays in July). SELF CARE UNITS We continue to have no vacant units. COMMUNITY TECHNOLOGY CENTRE The Community Technology Centre staff continue to compile and distribute the Community Newsletter. A big thank you to the Men’s Shed and Council staff who assist in the folding of the Newsletters prior to distribution. OBERON COMMUNITY TRANSPORT The service is increasing in requests for assistance on a daily basis. We launched the new booking system, RouteMatch, on 31 May 2016 for staff and drivers. Some drivers have started using the system and provided staff with good feedback. Most drivers will be attending training sessions on 16 and 17 June. Since the commencement of staff phoning Community Transport Clients to provide information on what the service offers and the Social Trips we have coming up, it has been so well received that more clients are participating in our social trips. This is creating a waiting list for some social trips. Community Transport are trialling a monthly bus service for all Oberon Community members, to and from Bathurst on a Saturday. The first trip was planned for Saturday 4 June, however, with the rain and cold, we had no members use this service. The next bus service is planned for Saturday 9 July – let’s hope the weather holds out for us.

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14.04 STATEMENT OF INVESTMENTS

File No: Financial Management/Investments/Register Author: Lisa Koleda, Management Accountant

Summary Reporting the Statement of Investments as at 31 May 2016.

Recommendation That report item 14.04 is received as information.

Comment Interest accrued on active investments for the month of April came to $25,228.00 with an average interest rate of 3.02% performing above the 90 day Bank Bill Swap Rate of 2.14%. Current interest accrued on active Term Deposits sits at $118,647.00. Interest receipted for the month of April on Term Deposits matured totalled $8,568.49. Total Year to Date interest receipted on matured investments is $219,428.00. The terms of trade are expected to fall a further 1.8%, to be 10.9% lower over the year, which will continue to weigh on measures of national income. The RBA will be sensitive to indicators of the inflation outlook such as the average labour earnings and unit labour costs which have been particularly weak in this quarter – labour earnings is expected to grow modestly in the next quarter, while unit labour costs may decline again owing to strong productivity. Year-ended growth is expected to ease marginally but remain solid at 2.8% y/y – this is above our estimates of Australia’s potential rate of growth of 2.5% thanks to a strong contribution from commodity production/exports, but below the pre-GFC average of around 3¼% y/y.

0.00%

0.50%

1.00%

1.50%

2.00%

2.50%

3.00%

3.50%

4.00%

Oberon Council Annualised Monthly Return vs 90 Day BBSW

15/16 90 Day BBSW

15/16 TD % Monthly Return

14/15 90 Day BBSW

14/15 TD % Monthly Return

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At 31 May 2016 - $11,000,000.00 was invested as shown on the following Statement. Total Cash at Call being $12,932,264.09.

Institution Date of

Investment Interest

rate Date of Maturity Value

Cash at Call

CBA Business Online Saver 958,482.09

CBA Business At Call 735,541.86

NAB Business Online Saver 238,240.14

Total $1,932,264.09

Active Term Deposits

Bankwest 11/01/2016 3.00% 9/06/2016 500,000.00

National Australia Bank 20/01/2016 3.09% 20/06/2016 500,000.00

Bank of Queensland 05/01/2016 2.90% 2/07/2016 500,000.00

National Australia Bank 20/07/2016 2.94% 19/07/2016 500,000.00

Big Sky Building Society 02/03/2016 3.03% 20/07/2016 500,000.00

ME Bank 4/12/2015 3.02% 2/08/2016 500,000.00

AMP 11/02/2016 3.10% 9/08/2016 500,000.00

ME Bank 16/12/2015 3.06% 16/08/2016 500,000.00

National Australia Bank 22/02/2016 3.07% 22/08/2016 500,000.00

Reliance Credit Union 3/02/2016 3.00% 3/09/2016 500,000.00

My State Bank 4/02/2016 3.05% 5/09/2016 500,000.00

ME Bank 13/04/2016 3.10% 11/10/2016 500,000.00

Auswide Bank Ltd 29/04/2016 3.12% 26/10/2016 500,000.00

Bank of Queensland 3/02/2016 3.05% 2/11/2016 500,000.00

AMP Bank 12/05/2016 3.00% 10/11/2016 500,000.00

AMP Bank 16/05/2016 3.00% 16/11/2016 500,000.00

Bank of Queensland 24/05/2016 3.00% 21/11/2016 500,000.00

My State Bank 2/03/2016 3.10% 7/12/2016 500,000.00

National Australia Bank 20/07/2015 2.94% 20/01/2017 500,000.00

National Australia Bank 20/07/2015 2.95% 20/02/2017 500,000.00

National Australia Bank 20/07/2015 2.95% 20/03/2017 500,000.00

AMP Bank 31/05/2016 3.00% 31/05/2017 500,000.00

Total $11,000,000.00

Total Cash at Call $12,932,264.09

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Investment movements in May saw the maturity of two investments with Bankwest and Bank of Queensland; and fpir new deposits made with AMP Bank and Bank of Queensland.

Institution Date invested

Rate Maturity date

Amount Interest earned

Bankwest 12/01/2016 3.00% 11/05/2016 500,000.00 4,931.51

Bank of Queensland 24/02/2016 2.95% 24/05/2016 500,000.00 3,636.99

Total Interest earned $8,568.49

The following new deposits were made during the month of May 2016:

Institution Date invested

Rate Maturity date Amount

AMP Bank 12/05/2016 3.00% 10/11/2016 500,000.00

AMP Bank 16/05/2016 3.00% 16/11/2016 500,000.00

Bank of Queensland 24/05/2016 3.00% 21/11/2016 500,000.00

AMP Bank 31/05/2016 3.00% 31/05/2017 500,000.00

Total $2,000,000.00

I certify that the investments have been made in accordance with Section 625 of the Local Government Act 1993, Clause 212 of the Local Government (General) Regulations 2005, and Council's Investments Policy. Lynette Safranek Responsible Accounting Officer

Notes:

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14.05 GRANTS MONTHLY UPDATE

File No: Governance/Meetings/Ordinary/June 2016 Author: Gillian Salmon, Grants Officer

Summary This report provides a summary of Grant Funding Applications and Submission, both internal and external, during May 2016.

Recommendation That report item 14.05 is received as information.

Comment 1. Grant Applications and Submissions A quite month for grants applications with no new submissions made during May 2016.

a) Unsuccessful Grant Applications

Black Spot Road Funding Council have been advised by Roads and Maritime that our Black Spot Funding submission for the Abercrombie Hill only just missed the cut off last year. They strongly recommended that we review and resubmit a nomination for the 2017/18 round of the Australian Government Blackspot Program and New South Wales Safer Roads Program. The Centre for Road Safety has identified certain crash types that will be prioritised for treatment as part of the 2017/18 program. In this regard, RMS has encouraged councils to submit nominations that target pedestrian crashes, motorcycle crashes, crashes on rural curves in high speed zones (over 80 km/h) and fatigue related crashes. Thus the Abercrombie Hill and Paling Yards black length project remains Council’s highest priority for nomination for Federal Blackspot funding. Analysis of crash data shows an emerging black spot at the intersection of Mayfield Road and O’Connell Road .There have been six crashes at this site in the last five years. While this is on a road managed by RMS, Council will continue to monitor crashes at this site given increased traffic on the recently sealed section of Mayfield Road.

2. Current Grant Application Status Report

The following tables summarise the status of current grant applications. EXTERNAL GRANTS

Submitted Details/Description of Project Grant Program Grant Amount

Status

22 April 2016 Upgrade Facilities at Oberon Golf Club house

Stronger Communities Program

$20,000 Pending

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INTERNAL GRANTS

Submitted Details/Description of Project Grant Program Grant Amount

Status

28 July 2015 Abercrombie Rd Paling Yards Abercrombie River

Black Spot Rd Funding RMS

$1,176,500 Unsuccessful Recommend resubmit for 2017/18

28 July 2015 Abercrombie Rd Hanrahan’s Lane

Black Spot Rd Funding RMS

$2,201,000 Unsuccessful

31 Aug 2015 Upgrade of Sewage Treatment Works

Regional Water and Waste Water Backlog Restart NSW

$6 million over 5 years

Total cost $12 million

Invited to submit full application

17 Feb 2016 Upgrade of Closed Circuit Television (CCTV) Surveillance

Safer Streets Program – Round 2

$25,000 Pending

08 April 2016 Drop Off zone at Oberon Primary School

Safety Around Schools Program-RMS

$9 000 Pending

3. Grant Applications in Progress Extension to Oberon RSL Sub Branch Museum The Grants Coordinator continues to work with members of the Oberon RSL Sub Branch to investigate and apply for relevant grants to build an extension to their museum to house the growing collection of military items and war records. The RSL Sub Branch is preparing a development application in preparation for applying for funding for this project. Youth Opportunities Funding An application will be submitted to the Department of Family and Community Services Youth Opportunities Program to run work readiness workshops for up to 20 school leavers. The workshops will enable participants to develop resumes, write winning job applications and to prepare and practice their job interview skills. The workshops will be conducted by local vocational training and employment service provider, Verto and will help to link participants with further training once they have left school. The broader aim of the workshops is to help prepare Oberon’s youth to take advantage of job opportunities arising from new businesses ventures such as the Nectar Farms. Country Arts Support Program CASP grants are now open. Following the success of the recent Women’s Weavers of the West workshop supported by a 2015 CASP grant, an application is being prepared on behalf of Friends of the Oberon Library to hold a coil weaving workshop with Orange basket weaver and fibre artist Lanny Mackenzie.

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4. Grant Allocations Roads to Recovery Grants Council has been advised by the Department of Infrastructure and Regional Planning that as a result of feedback received from Councils about the pressure to expend additional allocations of Roads to Recovery Funding in the 2015-16 and 2016-2017 years, the allocations for the next two years have been re-distributed to flatten out payments to Council. Effectively, this means that $410,395 of Roads to Recovery funding allocations will be moved from the 2016-17 to the 2017-18 allocation. This is an advantage to Council given its large 2016-17 capital works schedule. Councils Roads to Recovery life of programme funding of $3,792,692 remains unchanged.

Notes:

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14.06 WATER AND SEWER PLANT REPORT

File: Governance/Meetings/Ordinary Author: Chris Schumacher, Works and Engineering Director & Richard Robinson, Sewer & Water Plant Operator.

Summary This report provides a summary Water & Waste Water Activity for the previous month of May 2016.

Recommendation: That report item 14.06 is received as information.

Comment 1. WEEKLY OBERON DAM LEVELS The following is a weekly dam level recording for Oberon Dam, conducted by State Water: 02/05/2016 – 53.33% 09/05/2016 – 53.09% 16/05/2016 – 52.85% 23/05/2016 – 52.31% 30/05/2016 – 51.78% 2. WATER CONSUMPTION FROM STATE WATER 01/05/2016 – 08/05/2016 = 11.7 ML 09/05/2016 – 15/05/2016 = 9.8 ML 16/05/2016 – 22/05/2016 = 9.8 ML 23/05/2016 – 31/05/2016 = 12.8 ML The total of 44.1 ML raw water for May 2016 was consumed from NSW Water.

May 2016 Average Daily Consumption for Oberon Township 44.1 ML/31 Days = 1.42 ML p/d Note: The Average Daily Water Consumption trend is 1.60ML p/d

3. WATER & SEWERAGE There were no reports of dirty water, water odour or taste issues logged in Council’s complaints system during May 2016. 4. SEWER PLANT – WEEKLY PLANT kL INTAKE FOR TREATMENT OF WASTE WATER 01/05/2016 – 08/05/2016 = 5970 KL 09/05/2016 – 15/05/2016 = 6196 KL 16/05/2016 – 22/05/2016 = 4757 KL 23/05/2016 – 31/05/2016 = 6498 KL

Total Waste Water Treatment into Oberon STP was 23421 kL for May 2016

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5. PLANT FAULTS Water Treatment Plant Possible bearing and seal issue with the Water Aeration Unit. Manufacturer has been contacted and a service technician is investigating. (Spare unit onsite so if worse case scenario requires Aeration Unit to be removed we have a spare to put in its place minimising any downtime). Seal membrane at base of Chlorine tank will be repaired shortly as tank is close to being empty. Waste Water Treatment Plant Sewerage treatment Sludge Pump currently under rebuild. Faulty inlet sewerage valve in the valve control room, currently under repair. Parts have to be custom built given the age of the valves which are now an obsolete item. 6. PLANT UPGRADES AND MAINTENANCE Water Treatment Plant:

Replacement water inlet flow switches are being installed, one unit already in position and now awaiting software changes to computer SCADA control system.

Monthly servicing on all pumps and the Water Aerator.

Calibrations of online instrumentation

Air compressor pumps oil and belt check

Waste Water Treatment Plant:

Monthly oil checks on all mechanical equipment and greasing of the trickling filter arms have been completed.

Greasing of other pumps and clarifier has been completed for the month.

Maintenance and cleaning of No.1 Pump Station of foreign debris.

Frost that damaged some pipe work at the WTP has now been replaced. Pump Stations: Regular maintenance has been undertaken on the pump station such as clearing of foreign matter from well washers, checking inlets are not blocked, checking that pumps are level, as well as giving the wet wells a hose out. Duckmaloi Rd Pump Station – inspected no issues to report. Bounty Street Pump Station - inspected no issues to report. Hawken’s Drive Pump Station – inspected no issues were found. 7. SEWERAGE TREATMENT PLANT – PRODUCT TRIAL Discussion was held recently with a company regarding a new environmentally friendly product called BioWish. It anticipated that this product will assist Council reduce the amount of suspended solids within the Sewerage Treatment Process. The chemical product acts as a steroid for the digestive bugs that eat solids matter within the holding tanks at the plant, in turn this reduces other nasties such Ammonia, Nitrogen, Phosphorus which in concentrated amounts create Algae Blooms on the settlement discharge ponds.

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The company who has created this product has agreed to a FREE trial over a three month period to see if we can also reduce the colour (sometimes a heavy black concentrated Colour) that is received into the STP as a result of Liquid Trade Waste Discharge. The Works and Engineering Director has also been in contact with members of the local Timber industry to bring them on board with this trial, it is anticipated that the product may also assist them in their internal treatment processes prior to discharging to Council’s Sewer in future.

15. URGENT BUSINESS

Summary In accordance with Clause 241 of the Local Government (General) Regulations 2005 business may be transacted at a meeting of Council even though due notice of the business has not been given to the Councillors. However, this can happen only if:

a) A motion is passed to have the business transacted at the meeting: and b) The business proposed to be brought forward is ruled by the Chairperson to be of great

urgency.

Recommendation: That Council consider the following matters as they are considered to be of an urgent nature requiring immediate consideration by Council

16. CLOSED SESSION / CONFIDENTIAL REPORTS

Summary In accordance with the Local Government Act 1993 and the Local Government (General) Regulation 2005, in the opinion of the General Manager, the following business is of a kind as referred to in Section 10A(2) of the Act, and should be dealt with in a part of the meeting closed to the media and public. Set out below is Section 10A(2) of the Local Government Act 1993 in relation to matters which can be dealt with in the closed part of a meeting. The matters and information are the following:

(a) Personnel matters concerning particular individuals (other than Councillors)

(b) The personal hardship of any resident or ratepayer

(c) Information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business

(d) Commercial information of a confidential nature that would, if disclosed:

(i) Prejudice the commercial position of the person who supplied it, or

(ii) Confer a commercial advantage on a competitor of the Council, or

(iii) Reveal a trade secret

(e) Information that would, if disclosed, prejudice the maintenance of law

(f) Matters affecting the security of the Council, Councillors, Council staff or Council property

(g) Advice concerning litigation, or advice that would otherwise be privileged from production in legal proceedings on the grounds of legal professional privilege

(h) Information concerning the nature and location of a place or an item of Aboriginal significance on community land.

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16.01 SUPPLY AND DELIVERY OF BULK FUEL

File No: Plan Equipment and Stores/Stores/Ordering Author: Chris Schumacher, Works and Engineering Director

This report item contains matters and information which relate to Section 10A (1) – (3) of the Local Government Act 1993. This report item contains matters and information listed in Section 10A (2) of the Act: (c) Information that would if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business. d) commercial information of a confidential nature that would, if disclosed: (i) prejudice the commercial position of the person who supplied it

17. CLOSURE OF MEETING

The Mayor will declare the Meeting closed. The next Ordinary Meeting of Oberon Council will be held on: Tuesday 19 July 2016 commencing at 5.30pm in the Oberon Council Chambers 137 – 139 Oberon Street, Oberon.