Clause 1 ORDINARY MEETING OF MURRAY RIVER COUNCIL – 21 AUGUST 2018 REPORT TITLE OR SUBJECT 2017-18 End of Year Capital Works Summary REPORT PREPARED BY DIRECTOR ENGINEERING – Johan Louw RECOMMENDATION That the capital works progress report be received by the Council. BACKGROUND This report is provided as an update on the capital works completed during the 2017-18 financial year. DISCUSSION Overall, the 2017-18 capital works program is about 60% completed. Although the percentage completed may appear low it should be noted that several major projects, such as flood restoration works and bridge construction, for which funding are allocated in 2017-18, would be completed by December 2018 in line with funding agreements. Sewerage projects have largely been put on hold to be rescheduled following the completion of the Integrated Water Cycle Management Plan. Category %

complete Comments

Regional roads

100 All reseals and repairs completed.

Rural roads 70 Uncompleted works mainly consists of flood and bridge replacement works to be completed by the end of December in accordance funding agreements.

Urban infrastructure

70 Uncompleted works mainly consists of projects subject to grant funding (unsuccessful) such as footpaths and cycleways.

Recreation facilities

100 Riverside playground has been completed.

Plant

100 All required plant items have been purchased.

Buildings 50 Required building works have been completed or committed. Uncompleted works include the Moulamein courthouse restumping which was subject to grant funding (unsuccessful), Barham hall solar installation (considering a no cost option) as well as several projects that were considered not required.

Waste management

90 Some projects earmarked for 2017-18 has been replaced by the 3rd bin rollout.

Water supply 75 Mostly completed with the Barham reservoir refurbishment project to be completed by the end of August.

Sewerage 10 Program has been re-evaluated and most projects deemed not required to be completed in 2017-18. Scheduling of future projects will be considered as part of the Integrated Water Cycle Management Plan to be completed in October 2018.

STRATEGIC IMPLICATIONS Draft Community Strategic Plan 2017-2027 Strategic Theme 1: Built/Physical Environment 1.1 Improve and maintain our built environments 1.2 Improve and maintain our road and transport network 1.3 Improve and maintain our community infrastructure 1.4 Effectively plan for, improve and maintain water, sewer and waste. BUDGETARY IMPLICATIONS Works were funded through the Annual Operational Plan and Budget 2017-18. POLICY IMPLICATIONS Nil. LEGISLATIVE IMPLICATIONS Nil. RISK ANALYSIS There are no risks associated with this matter. CONCLUSION The 2017-18 capital works program is about 60% completed with several major projects, such as flood restoration works and bridge construction to be completed by December 2018 and sewerage projects to be scheduled following the completion of the Integrated Water Cycle Management Plan. ATTACHMENTS Nil

Clause 2 ORDINARY MEETING OF MURRAY RIVER COUNCIL – 21 AUGUST 2018 REPORT TITLE OR SUBJECT Christmas decorations REPORT PREPARED BY DIRECTOR ENGINEERING – Johan Louw RECOMMENDATION That Council allocates $150,000 to the 2018-19 budget for the purchase and installation of banner poles in Mathoura, Moulamein, Barham, Wakool, Koraleigh and Murray Downs. BACKGROUND The display of Christmas decorations has been part of the Christmas experience for local residents and visitors for many years. Christmas decorations in Moama mainly consisted of decorations at the sound shell and Lions Park, while in Mathoura it mainly consisted of tree decorations in the park. Christmas decorations at Barham, Moulamein, Tooleybuc, Wakool, Murray Downs and Goodnight consisted of tinsel wrapped on steel frames mounted on 54 power poles owned by Essential Energy. In July 2014, Essential Energy released an Operational Procedure – Essential Energy Equipment: Painting or Installation of Private Attachments (28 July 2014). The Operational Procedure specifies the requirements and conditions for approval to install private attachments on Essential Energy poles and street lighting columns. In accordance with the Operational Procedure:

• a Level 3 Accredited Service Provider design of the proposed attachments is required for Essential Energy approval; and

• only an appropriate Accredited Service Provider can carry out installation of private attachments.

In the past, the former Wakool Shire Council appointed a contractor that is not an Accredited Service Provider to install the Christmas decorations. However, Essential Energy advised following approval in 2016 that the Council will now be required to adhere to the requirements of the Operational Procedure. At its meeting on 28 November 2017, Council approved an additional $9,000 to install Christmas decorations on 54 power poles owned by Essential Energy located in the Greater Wakool Ward, being at Barham, Moulamein, Tooleybuc, Wakool, Murray Downs and Goodnight. The additional funding was required as the cost to install the Christmas decorations increased significantly as a result of the imposed Essential Energy requirements, i.e.:

• Level 3 Accredited Service Provider design - $3,168 • Pole information from Essential Energy - $1,000* • Installation of Christmas decoration by an Accredited Service Provider - $9,600 • TOTAL - $13,768

*Essential Energy advised that they are unable to provide a firm cost estimate. The costs and quality of the Christmas decorations were discussed at the November Council meeting and it was requested that Council staff explore options to reduce the annual costs to Council and improve the quality of the Christmas decorations.

DISCUSSION A number of options have been considered as follows: 1. Do nothing. This involves continuing with the current Christmas decorations. This option

is not supported because of the ongoing costs to Council, the uncertainty of whether Essential Energy would continue to support the installation of decorations on their poles and the current decorations appears tired and outdated and in need of replacement.

2. Attachment of Bannerconda retro-fit systems. Essential Energy has reached agreement with Bannerconda to fit their systems to lighting poles. However, Council will still be required to go through the same process as previously to install the systems. The only benefit being that Council officers can mount and dismount banners. This option is not supported because of the initial costs to Council and the uncertainty of whether Essential Energy would continue to support the Bannerconda systems in the future.

3. Attachment of banners to Council owned poles. It is proposed to install up to 4 poles on Council owned/managed land in Moama, Mathoura, Barham, Moulamein, Wakool, Murray Downs, Koraleigh and Tooleybuc. The benefit of installing Council’s own banner poles are as follows:

a. A reduced ongoing cost associated with the mounting and dismounting of banners

b. Broader application of the banner poles to include banners for advertising major events, etc.

Moama

• Continue with decoration at the soundshell as per 2017, discontinue with decorations at Lion’s Park

• 4 banner poles

Already have assets To be purchased

Mathoura • Continue with tree decoration as per

2017 • 4 banner poles

Already have assets To be purchased

Barham • One tree decorated in Riverside Park • 4 pole banners erected in Murray

St/Noorong St roundabout

Bring over assets used in Lions Park Moama To be purchased

Moulamein • One tree decorated in the Triangle • 4 banner poles

To be purchased

Wakool • 4 banner poles in main strip To be purchased

Murray Downs

• 4 banner poles, installed at either side of each estate entrance

To be purchased

Koraleigh • 2 banner poles on strip outside shop To be purchased

Tooleybuc • 4 banner poles (location to be

determined later due to amount of works being undertaken in Mensforth Park)

To be purchased

It is also proposed to continue with tree decorations within key parks in Moama, Mathoura, Barham and Moulamein. However, it is suggested that the level of decoration be improved. Solar panels at key locations and/or the banner poles could be considered in future to provide a night time experience. Please note that Council has allocated $100,000 in its 2018-19 budget for the design of the main street in Moama and that consideration of banner installations in Moama should be delayed until the design has been completed. STRATEGIC IMPLICATIONS Strategic Theme: Built/Physical Environment

The banner poles will become a Council asset and be managed in accordance Council’s asset management policy and procedures.

Strategic Theme: Natural Environment Consideration of the installation of solar panels for lighting of the trees and banner poles would have environmental benefits.

Strategic Theme: Social Wellbeing The display of Christmas decorations has been part of the Christmas experience for local residents and visitors for many years.

Strategic Theme: Economic Growth The banner poles will provide opportunities to advertise major events, etc.

BUDGETARY IMPLICATIONS Council has allocated $20,000 (check!) in its 2018-19 budget for Christmas decorations. The current budget allocation of $20,000 should be sufficient to design and manufacture the Christmas banners and also improve tree decorations. The cost of installing the banner poles are estimated to be $170,000:

• 30 x 6.5 meter poles with banner attachments = $82,000 • 30 x foundations = $88,000

$20,000 has been allocated in the 2018-19 budget. It is therefore proposed that Council allocate a further $150,000 in its 2018-19 budget to purchase and install 30 banner poles at various identified, high visibility, locations within the towns and villages. Council could also, consider staging the installation of the poles and banners. POLICY IMPLICATIONS Nil. LEGISLATIVE IMPLICATIONS Nil. RISK ANALYSIS The key risk for Council in not providing Christmas decorations is mainly its reputation. CONCLUSION It is proposed that Council install its own banner poles to display Christmas decorations. This will result in lower ongoing costs, a broader utilisation of the banner poles to advertise events and provide long term certainty regarding the display of Christmas banners. Improved Christmas lighting on trees at key locations will further enhance the Christmas experience for the community and visitors. ATTACHMENTS

1. Branderconda Poles Brochure (2 pages) 2. Bannerconda Quotation (1 page)

E&OE

NB: Client to provide engineers report to suit soil conditions and will organise foundations to be poured and poles erected Including all under ground service reports and additional foundation strengthening if required Poles are made to order and require a 50% deposit. Current lead time is 12 weeks from date of order or stock on hand if available.

This QUOTE is valid for 30 days

from DATE : 09 08 18

We have the pleasure in submitting the following information.

Estimate 1:6.5 mtr Brander-conda with Bannerconda attached unit rate @ $2,725 + gst ea.Bulk rate++++++++++++++++++++.$2,455 + gst ea

30 x Brander-conda+++++++++.$ 73,6500 + gst

*1 x Delivery to one NSW Depot: +++..$ 8,500 + gst (or client account )This is an estimate only based on similar locations a firm price will be offered prior to final quote.

Total ++++++.++++++++...$ 82,150. + gst

Banners: 0.8 x 2.5 from $120 + gst ea

To: MURRAY RIVER COUNCILAtt: Johan LouwDirector Engineering

PO Box 21 Mathoura NSW 2710

Ph 1300 087 004e: jlouw@murrayriver.nsw.gov.au

Estimate 2:Bannerconda for retro fit to existing poles @ $ 1,245 + gst Includes stainless steel fixings for pole mount with systems cut to size

30 x Bannerconda+++++++++++..$ 37,350 + gst

*1 x Delivery to one NSW Depot: ++++..$ 2,500 + gst (or client account )This is an estimate only based on similar locations a firm price will be offered prior to final quote.

Total ++++++.++++++++++.$ 39,850 + gst

Banners: 0.8 x 2.5 from $120 + gst ea

NB: Client to install onsite – Systems are bandit strapped onto existing poles and will take approx 30 minper pole to install. If new poles are being used they can be fitted at the depot prior to the poles being erected

METAL POLE TIMBER POLE BRICK or CONCRETE MULTI-PURPOSE POLE

Bannercondas are designed for all types of poles, walls, and pylons that are stable and in sound condition.

FIXINGSMetal pole : Bandit straps Timber pole : Hilti screwsMasonry : Chem-set or

Hilti masonry screwsMulti-poles : Channel nuts

Branderconda

Branderconda pole with one Bannerconda 6.5mtr. Recommended banner size 0.8 x 2.5 mtr

For banners only no additional signage or lighting.Including rag bolt cage & fixings.

Unit price666...$2,725 + gst ea

Installation & additionalfoundation support via Client

0.8 x 2.5mtrBanner

Additional reo cage not supplied

Additional reo cage not supplied

Clause 3

ORDINARY MEETING OF MURRAY RIVER COUNCIL – 21 AUGUST 2018

REPORT TITLE OR SUBJECT Draft Plaques and Memorials Policy

REPORT PREPARED BY

DIRECTOR ENGINEERING

RECOMMENDATION

That Council approves the draft Plaques and Memorials Policy for community feedback.

BACKGROUND

Plaques and memorials provide recognition and can contribute to an understanding of significant events or persons closely associated with the history of a place. However, any decision regarding plaques and memorials needs to consider the balance between the desire to commemorate events or individuals and the ongoing enjoyment of uncluttered public space.

DISCUSSION

The Murray River Council (‘Council’) currently does not have a policy guiding the management of existing plaques and memorials, installation of new plaques installed by Council or requests for new plaques and memorials on Council owned or managed land.

A review of existing local government policies were undertaken. The City of Monash plaques and memorials policy was deemed the most applicable to Council with some minor amendments. The City of Monash supported the use of their policy.

This draft Plaques and Memorials Policy (‘Policy’) applies to plaques and memorials on Council owned or managed land, including streets, reserves or parks. All new plaques and memorials will be required to conform to this policy, with the exception of the following:

• signage, display boards, banners, public artworks or temporary roadside memorials; • war memorials, which require approval by other authorities; • plaques and memorials within cemeteries; • naming of places or facilities which are provided.

Whilst there are existing plaques or memorials within the Council area that predate this policy an existing plaque or memorial should not be taken as a precedent for future approvals.

The objectives of the Policy are to:

• Recognise significant historical events, persons or organisations closely associated with the leadership, cultural and social development of the Council;

• Protect the intended purpose, environmental values and aesthetic appearance of Council public spaces;

• Provide a clear and equitable framework to manage requests for plaques and memorials to be located within Council public spaces;

• Ensure risks are adequately considered in relation to plaques and memorials on Council land.

This Policy provides general principles for the management of existing plaques and memorials, installation of new plaques installed by Council and requests for new plaques and memorials on Council owned or managed land.

STRATEGIC IMPLICATIONS

2018-19 Annual Operational Plan

Strategic Theme

Built/Physical Environment

Natural Environment Leadership and Governance

Program

Asset Management Parks and Gardens Risk Management

Activity - - -

BUDGETARY IMPLICATIONS

No direct budgetary implications.

POLICY IMPLICATIONS

This Policy will provide a consistent approach for the management of existing plaques and memorials

LEGISLATIVE IMPLICATIONS

There are no legislative implications.

RISK ANALYSIS

The following table highlights the key risks associated with this policy.

Risk

Description Effect Controls

Inconsistent application of plaques and memorials

Plaques and memorials are accepted, designed and placed in an inconsistent manner.

Loss of the intended purpose, environmental values and aesthetic appearance of Council public spaces

Adopt Policy

Risks are not adequately considered in relation to plaques and memorials on Council land

CONCLUSION

This Policy will provide a consistent approach for the management of existing plaques and memorials, installation of new plaques and memorials and assessment of new requests for plaques and memorials within public space in the Council area.

1 Murray River Council Plaques and Memorials Policy

Title: Plaques and Monuments Policy

Policy No:

Adopted By:

Next Review Date:

Responsibility: Director Engineering

CM9 Document Number: DOC/

Version Decision Number Adoption Date History

1

1 Policy Summary Plaques and memorials provide recognition and can contribute to an understanding of significant events or persons closely associated with history. Any decision regarding plaques and memorials needs to consider the balance between the desire to commemorate events or individuals and the ongoing enjoyment of uncluttered public space.

This Plaques and Monuments Policy (‘Policy’) provides a consistent approach for the management of existing plaques and memorials, installation of new plaques and memorials and assessment of new requests for plaques and memorials within public space in the Murray River Council (‘Council’) area.

2 Policy Objectives The objectives of the Policy are to:

a. Recognise and celebrate significant historical events and persons or organisations closely associated with the leadership, cultural and social development of the Murray River Council;

b. Protect the intended purpose, environmental values and aesthetic appearance of Council public spaces;

c. Provide a clear and equitable framework to manage requests for plaques and memorials to be located within Council public spaces;

d. Ensure risks are adequately considered in relation to plaques and memorials on Council owned or managed land.

3 Background This Policy applies to plaques and memorials on Council owned or managed land, including streets, reserves or parks. All new plaques and memorials will be required to conform to this Policy, with the exception of the following:

a. signage, display boards, banners, public artworks or temporary roadside memorials; b. war memorials, which require approval by other authorities; c. plaques or memorials in cemeteries; d. naming of places or facilities which are provided.

2 Murray River Council Plaques and Memorials Policy

Whilst there are existing plaques or memorials within the Council area that predate this Policy an existing plaque or memorial should not be taken as a precedent for future approvals.

4 Policy Statement Plaques and memorials provide recognition and celebrates significant historical events, persons or organisations closely associated with the leadership, cultural and social development of the Council area.

General principles

a. Council does not encourage installation of plaques and memorials on land owned or managed by Council.

b. The siting or appearance of a plaque or memorial must not negatively impact the aesthetic or environmental value of public space, nor on the use of the space by the community.

c. Plaques and memorials are to meet all relevant planning and building requirements. d. Plaques and memorials are to be designed and sited in a way that will not damage

the supporting structure or natural environment or create a public risk. e. Plaques and memorials are to be constructed in a manner that will require little

ongoing maintenance will be resistant to vandalism. f. Plaques attached to an asset like a seat, building, etc. must be durable and must

have a life equivalent to the asset to which they are attached. g. All costs associated with the design, construction, installation and maintenance of

plaques or memorials are to be paid by the person making the request for the plaque or memorial. Once approved, installation of any plaque or memorial must be undertaken by Council.

h. Installed plaques and memorials will become the property of Council and will be entered into Council’s Asset Register.

i. Maintenance of plaques and memorials must be undertaken by Council. j. Council does not guarantee to retain plaques and memorials in perpetuity. Generally,

a plaque or memorial will be retained in place for as long as practicable, with the following exceptions:

• the area in which the item is sited is to be redeveloped; or • ongoing maintenance costs are prohibitive; or • in the case of a plaque, the asset to which it is attached has reached the end

of its useful life; or • the condition of the plaque or memorial is poor.

k. If a plaque or memorial is removed due to any of the reasons above, Council will not guarantee replacement of the plaque or memorial, however replacement plaques or memorials of similar or different style or form may be considered. All reasonable efforts will be made to identify, contact and advise relevant stakeholders (including family members).

Existing plaques and memorials

a. Existing plaques and memorials will generally be retained in place for as long as practicable, subject to exceptions as listed above.

3 Murray River Council Plaques and Memorials Policy

New plaques installed by Council

a. Plaques may be installed by Council on Council owned or managed land, buildings or structures to commemorate an opening of a new or refurbished Council building or facility, or a historically significant event.

b. Where project funding has been provided by an external agency, such as the State or Federal Government, and acknowledgement of the funding agreement is required in the form of a plaque, the layout and wording of the plaque will be in accordance with the funding agreement.

c. Plaques installed by Council will be funded by Council. Council may seek a financial contribution from funding partners if applicable.

Requests for new plaques and memorials on Council owned or managed land

a. Council will consider requests for new plaques or memorials, including those from private individuals and community groups for installation of plaques and memorials on land owned or managed by Council.

b. Plaques and memorials will only be considered where the following criteria are met: a. commemoration of an deceased individual that is/was strongly linked to the

Murray River Council; and b. commemoration of an deceased individual that has made a substantial

contribution to the leadership, cultural and social aspects of the Murray River Council’s development or shared community history. The contribution of the deceased individual must have been exceptional and extend beyond what might reasonably be expected through paid employment or voluntary contribution to the community.

c. Plaques or memorials will also be considered for the commemoration of: a. a locally based group or association who have made a substantial and

outstanding contribution to the local community; or b. a significant historical or cultural event which has a profound resonance with

the broader Murray River Council community or is of national or state significance.

d. The subject of a requested plaque or memorial must also have a clear association and strong significance to the location proposed for the plaque or memorial, and must not have been already commemorated elsewhere in the Murray River Council.

e. Plaques and memorials commemorating deceased persons will not generally be considered until an individual has been deceased for at least one year, in order to allow for appropriate development of historical perspective. Approval will be sought from a deceased person’s next of kin or appropriate relative/s where practicable.

f. Memorials including reserve seating with attached plaques will be considered where they meet the requirements of this policy, and are consistent with Council’s strategic and urban design objectives for the proposed site. Significant donations for public space infrastructure (e.g. barbeques, picnic shelters etc.) may be acknowledged by mounting a plaque on or adjacent to the infrastructure.

5 Legislation, Terminology and References For the purpose of this Policy, the following definitions apply:

Plaque

4 Murray River Council Plaques and Memorials Policy

Flat tablet of metal, stone or other material which may include text and/or images that commemorate a person, event or historical information relevant to a particular location. The tablet may be fixed to an object, building or hard ground surface located within public space.

Memorial

An object established to commemorate a person, group, association or event. A memorial may be a ‘living thing’, such as a tree or garden.

Public Space

All Council owned or managed land that is open or accessible to people. This includes:

• Council owned public open space including bushland reserves and sports fields

• The exterior or interior of Council buildings within public space • Reserve furniture within public space (such as reserve benches) • Physical infrastructure, including footpaths, median strips, public squares,

malls and laneways • Road reservations.

6 Implementation and Delegation This Policy applies to plaques and memorials on Council owned or managed land, including streets, reserves or parks. It is the responsibility of the Director Engineering to manage the implementation of this Policy.

7 Evaluation and Review It is the responsibility of the Director Engineering to monitor the adequacy of this Policy and recommend appropriate changes. This Policy will be formally reviewed every three years or as needed, whichever comes first.

Other related MRC policies

• Risk Management Policy