MINUTES OF THE ORDINARY MEETING OF UPPER ...upperhunter.nsw.gov.au/f.ashx/documents/Council/04bp_26...Page 1 of 171 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire

Page 1 of 171 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire Council held on Monday 26 March 2012 MAYOR GENERAL MANAGER

MINUTES OF THE ORDINARY MEETING OF UPPER HUNTER SHIRE COUNCIL HELD ON MONDAY 26 MARCH 2012 AT THE COUNCIL CHAMBERS, SCONE COMMENCING AT 5.00pm

PRESENT: Cr Lee Watts (Mayor), Cr Errol Bates (Deputy Mayor), Cr Lea Carter, Cr Ean Cottle, Cr Lorna Driscoll, Cr Bill Howey, Cr Michael Johnsen, Cr Deirdre Peebles and Cr Pam Seccombe. APOLOGIES: Nil IN ATTENDANCE: Mr Daryl Dutton (General Manager), Mr Steve Pryor (Director Corporate Services), Mr Murray James (Director Environmental Services), Mr Bede Spannagle (Director Technical Services) and Mrs Robyn Cox (Executive Personal Assistant) ADOPTION OF MINUTES: RESOLVED that the minutes of the ordinary Council meeting held on 27 February 2012 be adopted.

Moved: Cr D Peebles Seconded: Cr E Bates CARRIED DECLARATIONS OF INTEREST: A.03.1 Coal Seam Gas – Community Consultative Committees Cr Errol Bates PUBLIC PARTICIPATION: 4.30pm Citizenship Ceremony Mrs Darrell Pamment and Miss Leah Pamment G.03.2 Presentation to Mr Francis Golledge SC.03.2 Development & Environmental Services Committee Mr Nick Sakno, Royal Hotel, Scone Mr David Casson, Hyndes Bailey & Co


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

A.03.1 COAL SEAM GAS - COMMUNITY CONSULTATIVE COMMITTEES ..................................................... 3 A.03.2 TRAFFIC COMMITTEE .............................................................................................................. 58 A.03.3 WORKS AND TECHNICAL SERVICES COMMITTEE....................................................................... 66

STANDING COMMITTEE REPORTS ........................................................................ 84

SC.03.1 FINANCE COMMITTEE .............................................................................................................. 84 SC.03.2 DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE ....................................................... 85

COMMITTEE/DELEGATES REPORTS ................................................................... 115

C.03.1 CONSULTATIVE COMMITTEE .................................................................................................. 115 C.03.2 WALFERTAN COMMUNITY CONSULTATIVE COMMITTEE ........................................................... 119 C.03.3 HUNTER VALLEY MUSEUM OF RURAL LIFE COMMITTEE .......................................................... 122 C.03.4 ECONOMIC DEVELOPMENT & TOURISM COMMITTEE ............................................................... 126 C.03.5 UPPER HUNTER FAMILY DAY CARE JOINT ADVISORY COMMITTEE ........................................... 129 C.03.6 MURRURUNDI AND DISTRICT HISTORICAL SOCIETY ................................................................ 131 C.03.7 TIDY TOWNS COMMITTEE ...................................................................................................... 134 C.03.8 YOUTH SERVICES COMMITTEE .............................................................................................. 137 C.03.9 MERRIWA DISTRICT AUSTRALIA DAY COMMITTEE ................................................................... 140

DEVELOPMENT REPORTS .................................................................................... 142

D.03.1 POLICY - AMENITIES IN CONJUNCTION WITH RURAL SHEDS ON LAND THAT DOES NOT HAVE A DWELLING

ENTITLEMENT ....................................................................................................................... 142

FINANCE REPORTS................................................................................................ 145

F.03.1 FINANCIAL AND OPERATIONAL REVIEW .................................................................................. 145

GENERAL ADMINISTRATION REPORTS .............................................................. 148

G.03.1 2012 LOCAL PUBLIC HOLIDAY ............................................................................................... 148 G.03.2 PRESENTATION TO MR FRANCIS GOLLEDGE .......................................................................... 154 G.03.3 REQUEST FOR SPONSORSHIP - 2015 ANZAC CENTENARY STUDENT TOUR OF GALLIPOLI ......... 155 G.03.4 PURCHASE OF LAND ............................................................................................................. 159 G.03.5 ANZAC DAY 2011 ............................................................................................................... 160 G.03.6 REQUEST FOR SPONSORSHIP - SCONE GRAMMAR SCHOOL FETE ........................................... 161 G.03.7 REQUEST TO WAIVE FEES - BACK TO CASSILIS WEEKEND ...................................................... 164 G.03.8 BEST PRACTICE REVIEW OF COUNCIL ................................................................................... 166 G.03.9 REQUEST FOR SPONSORSHIP - MUSWELLBROOK & UPPER HUNTER EISTEDDFOD INC ............. 168

CONFIDENTIAL REPORTS ..................................................................................... 171

CR.03.1 BRIDGE REPLACEMENT PROGRAM ........................................................................................ 171

Ordinary Council Meeting 26 March 2012


MAYORAL MINUTES Section: Mayoral Minutes REP-110/12

A.03.1 COAL SEAM GAS - COMMUNITY CONSULTATIVE COMMITTEES RECOMMENDATION:

That Council:

1. Note the minutes of the meetings of the AGL Hunter Gas Project Community Consultative Committee held on 12 July, 12 September and 8 November 2011;

2. Note the minutes of the meetings of the Santos Community Consultative Committee held on 29 November 2011, 24 January and 28 February 2012.

BACKGROUND:

In 2011 Council recommended that Community Consultative Committees (CCC) be established by exploration licence holders, in an effort to keep key stakeholders informed regarding any proposed CSG exploration in the Upper Hunter Shire. As a result, the Santos and Hunter Community Consultative Committees were formed. Crs Michael Johnsen and Pam Seccombe were appointed as representatives to these Committees. ISSUES:

As per attached minutes. SUSTAINABILITY:

Not applicable. OPTIONS:

Nil. FINANCIAL CONSIDERATIONS:

Nil. Declaration of Interest Cr Errol Bates declared a Pecuniary Interest for the reason that he has a contractual arrangement with a gas company. Cr Bates left the Chamber and took no part in discussion or voting. RESOLVED that Council: 1. Note the minutes of the meetings of the AGL Hunter Gas Project Community Consultative

Committee held on 12 July, 12 September and 8 November 2011; 2. Note the minutes of the meetings of the Santos Community Consultative Committee held on

29 November 2011, 24 January and 28 February 2012.

Moved: Cr M Johnsen Seconded: Cr L Driscoll CARRIED

It was noted in the meeting that Cr Seccombe is not a Council representative on the AGL Hunter Gas Project Community Consultative Committee and is Council’s alternate representative on the Santos Community Consultative Committee .

ATTACHMENT NO: 1 - AGL HCCC MINUTES - 12 JULY 2011 ITEM NO: A.03.1














ATTACHMENT NO: 2 - AGL HCCC MINUTES - 12 SEPTEMBER 2011 ITEM NO: A.03.1














ATTACHMENT NO: 3 - AGL HCCC MINUTES - 8 NOVEMBER 2011 ITEM NO: A.03.1








ATTACHMENT NO: 4 - SANTOS CCC MINUTES - 29 NOVEMBER 2011 ITEM NO: A.03.1
















ATTACHMENT NO: 5 - SANTOS CCC MINUTES - 24 JANUARY 2012 ITEM NO: A.03.1
























ATTACHMENT NO: 6 - SANTOS CCC MINUTES - 28 FEBRUARY 2012 ITEM NO: A.03.1


































Section: Mayoral Minutes REP-112/12

A.03.2 TRAFFIC COMMITTEE RECOMMENDATION: That Council: 1. Note the minutes of the Traffic Committee held on 21 March 2012. 2. St Aubins Estate – Gundy Road Scone

Note the comments of the Roads & Maritime Services (RMS) and the Hunter Regional Development Committee (HRDC).

Raise no objection to the proposed development subject to the applicant addressing the requirements as outlined by the Roads & Maritime Services, Hunter Regional Development Committee and Council’s requirements for development consent.

3. Retail Liquor Outlet – Kelly Street Scone Raise no objection to the proposed development subject to:

Council’s requirements for development consent and No store deliveries, loading or unloading associated with the premises are to take place

between the hours of 4.00pm and 6.00am on any day. 4. Pages River Rail Loop - Murrurundi Raise no objection to the proposed Pages River Rail Loop Construction Project subject to:

compliance with the requirements of the Construction Traffic Management Plan (CTMP) provision of infrastructure dilapidation reports pre and post construction on all Council’s

assets impacted by construction works and full costs associated with repairing, upgrading or replacing infrastructure damaged during the

construction program be the responsibility of Upper Hunter Valley Alliance, the preferred contractor.

BACKGROUND: The Traffic Committee meeting was held on 21 March 2012. The Local Traffic Committee is primarily a technical review committee which is required to advise the Council on matters related to prescribed traffic control devices and facilities for which Council has delegated authority. While there is no need for a specific quorum to allow an LTC meeting to proceed, any advice can only be returned to Council by the LTC if the views of the Roads & Maritime Services (RMS) and the NSW Police have been obtained. Attached to the minutes are the RMS and NSW Police concurrence to the recommendations. ISSUES: 1. Minutes of meeting 2. St Aubins Estate – Gundy Road Scone 3. Retail Liquor Outlet – Kelly Street Scone 4. Pages River Rail Loop SUSTAINABILITY: N/A OPTIONS: To adopt, amend or reject the recommendations. FINANCIAL CONSIDERATIONS: Nil

RESOLVED that Council: 1. Note the minutes of the Traffic Committee held on 21 March 2012. 2. St Aubins Estate – Gundy Road Scone

a. Note the comments of the Roads & Maritime Services (RMS) and the Hunter Regional Development Committee (HRDC).

b. Raise no objection to the proposed development subject to the applicant addressing the requirements as outlined by the Roads & Maritime Services, Hunter Regional Development Committee and Council’s requirements for development consent.

3. Retail Liquor Outlet – Kelly Street Scone Raise no objection to the proposed development subject to:

a. Council’s requirements for development consent and b. No store deliveries, loading or unloading associated with the premises are to take

place between the hours of 4.00pm and 6.00am on any day.



4. Pages River Rail Loop - Murrurundi Raise no objection to the proposed Pages River Rail Loop Construction Project subject to:

a. compliance with the requirements of the Construction Traffic Management Plan (CTMP) b. provision of infrastructure dilapidation reports pre and post construction on all

Council’s assets impacted by construction works and c. full costs associated with repairing, upgrading or replacing infrastructure damaged

during the construction program be the responsibility of Upper Hunter Valley Alliance, the preferred contractor.

Moved: Cr E Bates Seconded: Cr B Howey CARRIED

ATTACHMENT NO: 1 - MINUTES - TRAFFIC COMMITTEE - 21 MARCH 2012 ITEM NO: A.03.2


MINUTES OF THE UPPER HUNTER TRAFFIC COMMITTEE HELD ON TUESDAY 21 MARCH 2012 COMMENCING AT 10:30AM IN THE COUNCIL CHAMBERS, LIVERPOOL STREET SCONE

PRESENT:

D Simmonds (RTA), P Humble (RTA), C Dengate (Police), D Hickson (Police) IN ATTENDANCE: J Bush (Manager Civil Assets) APOLOGIES: Cr E Bates, G Guiana (Police) DECLARATION OF INTEREST: Nil CONFIRMATION OF MINUTES: RESOLVED that the minutes of the previous meeting held on 10 November 2011 be adopted. MOVED: D Simmonds SECONDED: P Humble MOTION CARRIED BUSINESS ARISING FROM PREVIOUS MINUTES: Nil GENERAL BUSINESS: Nil

7.1 ST AUBINS ESTATE – GUNDY ROAD SCONE BACKGROUND: Council has received applications for the development of a range of seniors living and other facilities on Lot 2 DP 804243, Gundy Road, otherwise known as St Aubins Estate (refer attached locality plan and development layout). Proposals: DA 149/2011- Two Storey Residential Age Care Facility; DA 254/2012 - Retirement Village (23

independent living dwellings); DA 255/2011 - Site Infrastructure; and DA 266/2011 – Childcare Centre.

DA 255/2012 is for the overall site infrastructure works, including internal roads, three new intersections with Gundy Road (1 general vehicle intersection, 1 staff parking and delivery vehicle entry and 1 temporary construction entry), bulk earthworks, stormwater and onsite detention, electrical and telecommunication services and hydraulic services. The other three development applications propose buildings and uses that will generate additional traffic movement and require appropriate parking.



ISSUES: The development applications are currently being assessed in accordance with Section 79C of the

Environmental Planning and Assessment Act 1979. DA 149/2011 - Two Storey Aged Care Facility has a value of $21 Million and as such is classed as a major

development. In this regard the development application will be determined by the Joint Regional Planning Panel (JRPP) instead of Council.

The development applications have been referred to the Roads & Maritime Services (RMS) to identify any traffic related issues and provide recommendations.

Comments from RMS and the Hunter Regional Development Committee (HRDC) are attached for the committee’s consideration. The traffic impact assessment as originally presented is incomplete. Further analysis is required to include current and projected ten year traffic volumes for the Gundy Road/Kilgallin Close intersection. SUSTAINABILITY: The combined developments have the potential to increase traffic movement within the site and the surrounding roads. It is therefore necessary to ensure that the proposed and existing road network have the capacity to support the developments. OPTIONS: To accept, modify or reject the recommendation. FINANCIAL CONSIDERATIONS: Any additional development on the site beyond the current applications may require upgrade works at the New England Highway / Gundy Road intersection – some proportioning of cost may be directed to Council. RECOMMENDED that Council:

note the comments of the Roads & Maritime Services (RMS) and the Hunter Regional Development Committee (HRDC)

raise no objection to the proposed development subject to the applicant addressing the requirements as outlined by the Roads & Maritime Services, Hunter Regional Development Committee and Council’s requirements for development consent.

MOVED: D Simmonds SECONDED: C Dengate MOTION CARRIED 7.2 RETAIL LIQUOR OUTLET – KELLY STREET SCONE BACKGROUND: A Statement of Environmental Effects and Accompanying Development Application for a proposed liquor outlet has been submitted to Council for consideration. The subject sight is located on the corner of St Aubins Street and Kelly Street, New England Highway (refer to attached locality plan). The application seeks approval for the use of an existing vacant retail premises for the purpose of a retail liquor outlet and the erection for external signage. The proposed trading hours are 9:00am to 8:00pm Monday to Saturday and 10am to 7:00pm Sundays. ISSUES: The building has been used in the past for real estate offices, computer sales office and video rental premises. There is no opportunity for off street parking as there are two other businesses occupying the site utilising any vacant area for their activities. Whilst the proposal will not provide off-street parking, the video outlet was approved by Council subject to a condition of consent requiring the payment of a contribution in lieu of the provision of nine (9) off-street parking spaces, which exceeds the parking requirements of the proposed development.



It is anticipated that the proposal will generate three deliveries per week. Deliveries will be made via an existing ramp and roller door at the rear of the premises. Access to the loading dock is somewhat limited and a condition of consent is recommended requiring deliveries be made outside of peak trading hours of the liquor outlet to minimise potential traffic conflict. Normal deliveries to other liquor outlets in Scone are between the hours of 6am to 4pm. The proposed development is unlikely to generate any more traffic than other past uses of the site. The peak trading hours of the liquor store will be outside normal business operating hours within the commercial area based on statistics provided by the applicant. As such traffic generated by the proposal is unlikely to have significant impact on the operation of the existing local road networks. The existing lane width, pavement alignment and sight distance at the intersection and entry point of Kelly Street are considered adequate and appropriate. SUSTAINABILITY: NA OPTIONS: To accept, modify or reject the recommendation. FINANCIAL CONSIDERATIONS: NA RECOMMENDED that Council raise no objection to the proposed development subject to:

Council’s requirements for development consent and No store deliveries, loading or unloading associated with the premises are to take place between

the hours of 4.00pm and 6.00am on any day. MOVED: D Simmonds SECONDED: C Dengate MOTION CARRIED 7.3 PAGES RIVER RAIL LOOP - MURRURUNDI BACKGROUND: The ARTC’s 2011-2020 Hunter Valley Coal Network Strategy proposed a number of improvements to the Main North Rail Line to facilitate coal exports from the Gunnedah Basin to the Port of Newcastle. The installation of a passing loop between Murrurundi and Ardglen is one of the scheduled improvements to increase capacity. A construction traffic management plan (CTMP) has been submitted to Council describing the road safety and traffic management measures that will be applied during the construction phase of the loop. The strategies identified in the CMTP specifically aim to address planned construction activities, potential road network impacts and the controls/measures to be applied. ISSUES: The passing loop is situated immediately to the north west of Murrurundi and will be constructed on the north eastern side of the existing single main line and will be approx. 2km in length (refer attachments for site location). The primary route to and from the work site will be via the New England Highway and Murulla Street or Victoria, Haydon and Boyd Streets in the event of flooding in the Pages River. Access will also be required to a site compound off Halls Road via Polding, Albert and O’Connell Streets and Paradise Park Road. The CTMP details the existing traffic and transportation network, recommended operational safeguards and the potential impacts from the hauling operation. It is proposed that approximately 40-50,000 tonne of fill and ballast material will be required to complete the works. The number of inbound and outbound heavy vehicle movements per day is estimated at 120 for normal daily construction traffic, increasing to 180 for track possession works. Weather permitting the project should conclude by the end of July.



The increased heavy vehicle traffic volumes will accelerate deterioration of the local road network, specifically Boyd, Haydon, Victoria and Murulla Streets. This is clearly evident in preparatory works already undertaken (refer attached photographs). Infrastructure including culverts and pavements along the proposed transport route will potentially be overloaded and the limited structural capacity of these features exceeded. Any damage to existing infrastructure as a result of construction works will need to be repaired and or replaced. Full costs associated with repairing, upgrading or replacing infrastructure would be the responsibility of Upper Hunter Valley Alliance, the preferred contractor. SUSTAINABILITY: N/A OPTIONS: To accept, modify or reject the recommendation. FINANCIAL CONSIDERATIONS: All infrastructure damaged during construction of rail loop to be repaired at full cost to UHVA. RECOMMENDED that Council raise no objection to the proposed Pages River Rail Loop Construction Project subject to:

compliance with the requirements of the Construction Traffic Management Plan (CTMP) provision of infrastructure dilapidation reports pre and post construction on all Council’s assets

impacted by construction works and full costs associated with repairing, upgrading or replacing infrastructure damaged during the

construction program be the responsibility of Upper Hunter Valley Alliance, the preferred contractor.

MOVED: C Dengate SECONDED: D Simmonds MOTION CARRIED

From: HUMBLE Peter R [mailto:[email protected]] Sent: Friday, 23 March 2012 2:36 PM To: Jeff Bush Subject: RE: Traffic committee Jeff, RMS concurs with the 3 recommendations arising from the Traffic Committee, including the amended recommendation for item 2. Regards, Peter Humble Traffic Engineering Officer RCS Hunter RSTM | Hunter Region T 02 4924 0296 | F 02 4924 0347 | M 0429 466 650 www.rmservices.nsw.gov.au Roads and Maritime Services 59 Darby St Newcastle NSW 2300 | Locked Bag 30 Newcastle NSW 2300 | DX7813



From: Christopher Dengate [mailto:[email protected]] Sent: Monday, 26 March 2012 6:23 AM To: Jeff Bush Subject: Re: Traffic committee Hi Jeff In relation to agenda items 1 St Aubins Estate - Gundy Road Scone, Police agree with the recommendation. If the estate is going to be a secure one that consideration should be given to Emergency service personnel for access/egress after hours. Agenda item 2 Retail liquor outlet - Kelly Street. Police agree with the recommendation with the inclusion of no deliveries between 4pm-6am on any day. Agenda item 3 Pages River Rail Loop - Murrurundi. Police agree with the recommendations. Cheers Chris Dengate Sen Cst Traffic Officer Hunter Valley Lac Muswellbrook 02 65426968





Section: Mayoral Minutes REP-113/12

A.03.3 WORKS AND TECHNICAL SERVICES COMMITTEE

RECOMMENDATION: That Council: 1. Adopt the minutes of the meeting held on 26 March 2012. 2. Move into Closed Council pursuant to section 10A(1)-(3) of the Local Government Act 1993, the media and

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

3. - Seek clarification from the Murrurundi Historical Society regarding the current bridge names within the Timor area and - Expressions of interest for the naming of unnamed bridges within the Timor area.

4. Note the Capital Works Update report. 5. Adopt the name of “Widden Close” for the new road within the Figtree Monty Estate. 6. Remove their objection for road closure application 491066, Moonan Brook subject to the following conditions:

- Easement is provided for adjoining landowners to access entry to their properties and - Access approval for emergency services during an emergency incident under relevant Emergency

Management Acts. 7. – Note the 2012/13 Rural Fire Fighting Estimates as prepared by the Zone Manager, Liverpool Range Zone

and - Delegate authority to the General Manager to negotiate and finalise agreement for the 2012/13 Rural Fire

service estimates for budget preparation. - Make representations to the Minister for Emergency Services regarding increasing costs of operating the

Rural Fire Service in its current form. 8. Delegate authority to the General Manager to sign the Rural Fire District Service Level Agreement (SLA) –

Liverpool Range Zone. 9. Note the Road Maintenance Operational Improvements Action Plan. BACKGROUND: The Works and Technical Services Committee met on Monday 26 March 2012. ISSUES: 1 Minutes of the meeting held on 26 March 2012. 2 Bridge replacement program. 3 Naming of bridges in the Timor area. 4 Capital Works Update report for the period 1 July 2011 to 31 January 2012. 5 Road naming for the new road in the Figtree Monty Subdivision. 6 Road closure application Moonan Brook 7. Rural Fire Service estimates 2012/13 as provided by RFS Zone Manager 8. Rural Fire Service – adoption of Service Level Agreement following review 9. Road Maintenance Operational Improvements Action Plan following the Opus Report and Strategic

Review of Rural Roads within the shire. SUSTAINABILITY: As detailed in minutes. OPTIONS: To adopt, amend or reject the recommendation.

FINANCIAL CONSIDERATIONS: As detailed in minutes. RESOLVED that Council: 1. Adopt the minutes of the meeting held on 26 March 2012. 2. Move into Closed Council pursuant to section 10A(1)-(3) of the Local Government Act 1993,

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

3. - Seek clarification from the Murrurundi Historical Society regarding the current bridge names within the Timor area and - Expressions of interest for the naming of unnamed bridges within the Timor area.

4. Note the Capital Works Update report. 5. Adopt the name of “Widden Close” for the new road within the Figtree Monty Estate.



6. Remove their objection for road closure application 491066, Moonan Brook subject to the following conditions: - Easement is provided for adjoining landowners to access entry to their properties and - Access approval for emergency services during an emergency incident under relevant

Emergency Management Acts. 7. – Note the 2012/13 Rural Fire Fighting Estimates as prepared by the Zone Manager, Liverpool

Range Zone and - Delegate authority to the General Manager to negotiate and finalise agreement for the

2012/13 Rural Fire service estimates for budget preparation. - Make representations to the Minister for Emergency Services and the Local Government &

Shires Associations regarding increasing costs of operating the Rural Fire Service in its current form.

8. Delegate authority to the General Manager to sign the Rural Fire District Service Level Agreement (SLA) – Liverpool Range Zone.

9. Note the Road Maintenance Operational Improvements Action Plan.

Moved: Cr E Bates Seconded: Cr L Driscoll CARRIED

ATTACHMENT NO: 1 - MINUTES ITEM NO: A.03.3


MINUTES OF THE WORKS AND TECHNICAL SERVICES COMMITTEE OF UPPER HUNTER SHIRE COUNCIL HELD ON MONDAY 26 MARCH 2012 AT THE BARRY ROSE ROOM COMMENCING AT

1.00pm

PRESENT: Cr Errol Bates (Chair), Cr Bill Howey, Cr Lorna Driscoll, Cr Ean Cottle APOLOGIES: Nil IN ATTENDANCE: Mr Bede Spannagle (Director Technical Services), Mr Jeff Bush (Manager Civil Assets), Mr Stephen Ward (manager Engineering Operations), Mr Paul Turri (Manager Water/Waste), Mrs Coleen Pinkerton (Manager Technical Support) DECLARATIONS OF INTEREST: Nil PUBLIC PARTICIPATION: Nil Mr Keith Thompson in attendance BUSINESS ITEMS: Section: Works & Technical Services Reports REP-87/12

WTS.03.1 BRIDGE REPLACEMENT PROGRAM BACKGROUND: Tenders were sought from appropriately qualified contractors for the design and construction of four replacement bridges: Cuan Bridge Regional Road 62 (Scone to Merriwa) Alec Cone Bridge Stewarts Brook Road Stewarts Brook Footbridge Stewarts Brook Road Moonan Brook Footbridge Moonan Brook Road ISSUES: As detailed in the attached report. SUSTAINABILITY: Concrete bridge structures have a design life of 100 years and therefore will provide for future development in the area. OPTIONS: To accept, modify or reject the recommendation. FINANCIAL CONSIDERATIONS: As detailed in the attached report. RESOLVED that the Committee move into Closed Committee pursuant to section 10A(1)-(3) of the Local Government Act 1993, the media and public be excluded from the meeting on the basis that the business to be considered is classified confidential under the provisions of section 10A(2)(c) information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business. Moved: B Howey Seconded: L Driscoll



Upon resuming Open Council: RESOLVED that the recommendation of Closed Committee be adopted. Moved: E Cottle Seconded: L Driscoll Section: Works & Technical Services Reports REP-77/12

WTS.03.2 NAMING OF BRIDGES BACKGROUND: New bridges have recently been, or planned to be, constructed at Timor including: Jimmy’s Bridge Timor Bridge Starrs Crossing Bridge Scotts Creek Bridge Barsham Bridge ISSUES: To ensure historic names are maintained To name bridges according to Geographical Names Board principles SUSTAINABILITY: Historical usage COMMUNITY INTERACTION: Historical Society and public participation sought OPTIONS: To adopt, amend or reject the recommendations FINANCIAL CONSIDERATIONS: Cost of advertising $500 RECOMMENDED that Council seek:

1. Clarification from the Murrurundi Historical Society regarding the current bridge names within the Timor area.

2. Expressions of interest for the naming of unnamed bridges within the Timor area

Moved: E Cottle Seconded: B Howey



Section: Works & Technical Services Reports REP-88/12

WTS.03.3 CAPITAL UPDATE REPORT BACKGROUND: Following the adoption of the 2011/12 Delivery Program and Operational Plan, a schedule of the planned capital works was prepared. Budget holders have been asked to identify when the project is planned to be delivered. ISSUES: Timeframe and availability of resources for the completion of works SUSTAINABILITY: Implementation of capital projects. COMMUNITY INTERACTION: Community engagement undertaken in development of DPOP. OPTIONS: To adopt, amend or reject the recommendation. FINANCIAL CONSIDERATIONS: All works have been budgeted for in accordance with the Delivery Program and Operational Plan (DPOP) 2011/12 RECOMMENDED that Council adopt the Capital Works Update report.

Moved: L Driscoll Seconded: B Howey


WTS.03.4 ROAD NAMING - FIGTREE MONTY SUBDIVISION BACKGROUND: Council at its Ordinary Meeting held on 19 December 20011 considered a report regarding the naming of roads with the Figtree Monty subdivision. A proposal from the developer for the name “Ilala Close” was rejected by Council and Council resolved to:

1) Nominate the name of “Arrowfield Close” for the new roadway within the Figtree Monty Estate and identify future studs when new roadways are developed.

2) Advertise the proposed name in accordance with the requirements of the Roads Act 1993. ISSUES: The Figtree Monty subdivision road naming theme is horse studs. Ilala was originally recommended as this was the name of the ship on which Norman Smith’s

ancestors immigrated to Australia. (NB: Norman Smith being the owner of the land on which the subdivision is located and also the owner of the current Ilala Stud, previously known as St Aubins Without)

The developer, Trevor Hudson and Associates, have subsequently objected to the Council recommended name and have suggested a name of “Widden Close”.

A copy of the correspondence from Tim Irwin, of Trevor Hudson and Associates is attached. The linen plans for the subdivision will require inclusion of street name



SUSTAINABILITY: Road to be named under Roads Act 1993 in accordance with GNB Guidelines and Council Policy. COMMUNITY INTERACTION: Public submissions invited. OPTIONS: To adopt, amend or reject the recommendation FINANCIAL CONSIDERATIONS: Advertising costs $500 RECOMMENDED that Council adopt the name of “Widden Close” for the new road within the Figtree Monty Estate Moved: B Howey Seconded: E Cottle



From: Tim Irwin [[email protected]] Sent: Friday, 9 March 2012 3:25 PM To: Coleen Pinkerton Cc: 'Trevor Hudson'; 'Peter Done' Subject: Figtree & Monty Stage 3 Road Name Coleen, I refer to a letter from Council, dated the 27/02/2012 (your reference OUT-1551/12); that conveyed Council reluctance to name the proposed new street in Stage 3 as “Ilala Close”; it is our request that if it is not named as originally proposed; then could it be named after one of the oldest studs in the valley as “Widden Close”. Could you please advise if this is acceptable to Council as the preliminary plan of subdivision has already been drawn with the road/street shown as “Ilala Close” & we do not want to have to have it amended again if “Widden Close” is not going to get Council support. Best regards Tim Irwin Trevor Hudson & Associates Hudson Place 106a Maitland Street Muswellbrook NSW 2333 PO Box 70 Muswellbrook NSW 2333 Phone (02) 6543 2111 Fax (02) 6543 2490 Email [email protected]




WTS.03.5 ROAD CLOSURE APPLICATION - MOONAN BROOK BACKGROUND: In 2011 Council received a road closure application from Department of Lands on behalf of Ian and Gavin MacCallum of Moonan Brook. Council investigations at this time resulted in an objection to the application based on the grounds outlined in the attached correspondence. ISSUES:

Messrs MacCallum have since been advised of Council’s objection and requested a site meeting with Council Officers to inspect the actual paper road vs. the constructed track. Refer to correspondence and photo’s attached

Investigations confirmed that the constructed track is: o solely within MacCallum’s property and any track on the ‘paper road’, if constructed, would involve

major earthworks and capital costs. o The current track is not constructed but is in fact ‘wheel tracks’ through the paddocks.

Council has also been approached by adjoining landowners, at the commencement of the track, regarding their use of this road to ride through to gain access to landholdings further up the Barrington Forest Road. They are unable to use the Barrington Forest Road due to the steep road, narrow width, and traffic issues.

SUSTAINABILITY: If the road remains open, the MacCallum family and adjoining landowner Stuart Jack are required to pay an annual enclosure permit fee on the road reserve. COMMUNITY INTERACTION: Liaison with adjoining property owners impacted by the road. OPTIONS: To maintain our objection to the closure or amend our response. FINANCIAL CONSIDERATIONS: Staff investigations $1,000 RECOMMENDED that Council remove their objection to Lands Department for road closure application 491066 – Moonan Brook subject to the following conditions:

1. Easement is provided for adjoining landowners to access entry to their properties.

2. Access approval for emergency services during an emergency incident under relevant Emergency Management Acts

Moved: E Cottle Seconded: B Howey





Bells Brook MOONAN FLAT, NSW, 2337 Ph: 0265463122 Ph:0265463014 16 February 2012 Adam on request from Julie Kneebone Adam Moras Land & Property Management Authority Crown Lands Office PO Box 2215 DANGAR, NSW, 2309 Dear Mr Moras, This morning I have spoken to Julie Kneebone and she has suggested a 28 day hold for us to provide added information regarding the application to close Crown Road W406011 on our property. I submit the following information in support for closing the above road:

1. We have no objection to Easements being granted to 922 and 921 and this has been offered to the party involved.

2. Due to terrain and heavy scrub, 4WD access is not possible on the crown road as at present the road is nonexistent, only on paper – please see pictures below.

3. Due to terrain and heavy scrub emergency transport would not be able to access the road unless on foot – please pictures below.

4. The Crown Road runs parallel to the Forestry Road and is only approximately 500 meters from the Forestry Road. This would be a more suitable and useable access for the public and emergency services, as the road is in existence and maintained by Scone Shire Council.

5. It would be impossible to keep stock on the Crown Road due to the terrain as it is unfenced, steep and not a formed road. This would put stock and persons at great risk of injury and harm, considering an alternate route of the Forestry Road is so easily accessible.

6. This Crown Road has not been used since the purchase of this land in 1970 and is not in existence as a formed road. The only section of the road that would be calmed to be used would be at the southern most point of the road for access to Lot 922, however currently parts of this access are not on the Crown Road. However, as mention as easement has been offered to Lot 922 but not accepted.

7. It was questioned during a phone conversation whether we had ulterior motives for closing the road, this causes great concern for me, as the land owner I was approached by the Land & Property Management Authority to close the road. I understood closing roads that were not used or not functional was to the benefit of all involved. By inferring that we may have ulterior motives causes great confusion and would find it beneficial to know what benefit we or anyone else would have from keeping a road open that we have to pay fees on and is not in functional use and an alternate route is possible as outlined above.

Thank you for your time and assistance with this matter and hope that you contact me if you have any further questions. Yours sincerely Gavin MacCallum for Ian MacCallum Photo 1: Showing photo point from Map DP242555 point 74 facing west on Crown Road W406011



Photo 2: Showing photo point from Map DP242555 point 73 facing west on Crown Road W406011

Photo 3: Showing photo point from Map DP242555 point 73 facing west on Crown Road W406011



Photo 4: A view from looking west at photo’s 2 and 3

Photo 5: Showing photo point from Map DP242555 point 73 looking east on Crown Road W406011



Photo 6: Showing photo point from Map DP242555 corner of 73/72 looking north on Crown Road W406011

Photo 7: Close up of gully from photo 6.



Photo 8: Looking South corner of 71/72

More photos available upon request.




WTS.03.6 RURAL FIRE SERVICE - ESTIMATES 2012/13 BACKGROUND: Council is required to submit a funding bid for the Rural Fire Fighting Service for the 2012/13 financial year. ISSUES: The Zone Manager, Liverpool Range Zone of the RFS has submitted the 2012/13 estimates for endorsement by Council. The overall bid is for $1,307,172 to cover vehicle and equipment purchases, maintenance, hazard reduction, new brigade stations and staff costs. In summary: Section B $125,640 has decreased on last year. This covers fuel, oil, maintenance costs and operating

expenses Appliances totalling $321,003 is covers the purchase of a Category 1 tanker to break up the age of the

Merriwa fleet, the majority of which are of a similar age (10 years) purchased a bulk lot in 2000 by the former Merriwa Council. A credit of $71,000 is included for the transfer of an aged Category 1 tanker within the RFS.

Brigade station works at Thornthwaite and upgrade of the key system for stations and fire trails. $35,000 for hazard reduction works within the shire. Red fleet insurance – drop from $37,405 to $30,425 SUSTAINABILITY: Dependent on Program Charges, the estimates are within budgetary constraints. Internal adjustments may be required if contribution higher than anticipated due to ‘uncontrollable’ costs COMMUNITY INTERACTION: Liaison with RFS personnel, Service Level Agreement (SLA) meetings with RFS and other Zone Councils. SUSTAINABILITY: To be included in 2011/12 budget OPTIONS: Adopt, amend or reject the recommendations. FINANCIAL CONSIDERATIONS: Council contribution 2011/12 $364,000 – estimated 2012/13 similar amount

RECOMMENDED that Council:

1. Note the 2012/13 Rural Fire Fighting Funds Estimates as prepared by the Zone Manager, Liverpool Range Zone.

2. Delegate authority to the General Manager to negotiate and finalise agreement for the 2012/13 Rural Fire Service estimates for budget preparation.

3. Make representations to the Minister for Emergency Services regarding increasing costs of operating the Rural Fire Service in its current form.

Moved: E Cottle Seconded: L Driscoll




WTS.03.7 RURAL FIRE SERVICE - SERVICE LEVEL AGREEMENT BACKGROUND: The previous Service Level Agreement (SLA) was developed in 2006 following the inclusion of Upper Hunter Shire into the Liverpool Range Zone. ISSUES: The General Manager, Director Technical Services, Cr Errol Bates – Council delegate to the SLA Committee and Manager Technical Support Services have held several meetings with RFS personnel regarding the conditions within the SLA. Specific concerns related to:

Financial management, ordering of goods etc Reporting requirements Plant servicing

These issues have now been clarified and finalised within the current document SUSTAINABILITY: Requirement under the section 12A of the Rural Fires Act 1997 (NSW). COMMUNITY INTERACTION: Council and brigade representation on SLA Committee. OPTIONS: To adopt, amend or reject the recommendation. FINANCIAL CONSIDERATIONS: RFS budget. RECOMMENDED that Council delegate authority to the General Manager to sign the Rural Fire District Service Level Agreement (SLA) – Liverpool Range Zone.

Moved: L Driscoll Seconded: B Howey




WTS.03.8 ROAD MAINTENANCE OPERATIONAL IMPROVEMENTS BACKGROUND: Council has previously considered reports from the Works and Technical Services Committee on the Opus Consultants Report reviewing Unsealed Road Maintenance (28 September 2011), the review of road maintenance operations and techniques (28 November 2011) and the Strategic Analysis of Rural Roads Report (27 February 2012). Road maintenance techniques are continuously improving with changes in technology and improvements in the skills and knowledge of staff. Some examples of operational improvements in the road maintenance area that have been made in the past few years include: A restructure of the Front End Loader position following the retirement of the incumbent. This has resulted in

an up-skilling of truck drivers to enable them to load gravel trucks themselves, reducing the need for a dedicated loader operator.

The purchase of two dog trailers for the haulage of gravel together with the training of truck drivers to increase haulage productivity and reduce the per tonne cost of gravel delivered to site.

Installation of drainage pipe culverts at targeted locations known to have high maintenance requirements. This has improved the overall condition of the road and increased the time between maintenance grades.

The introduction of ‘clean fleet’ diesel filters on bowsers, creating a cleaner fleet burn and greater fuel efficiencies

Introduction of fuel efficiency as a key area in the tender evaluation process on machinery. The combination of these two improvements has been estimated to save 100,000 litres per year in fuel burn.

Further operational improvements will be developed through an action plan. ISSUES: The Opus Review of Unsealed Road Maintenance identified a number of areas that could provide opportunities for productivity improvements. Council has also requested a review of operational techniques in an effort to maximise the levels of service delivered to road maintenance. An Action Plan has been developed to target the areas identified for improvement. The draft Action Plan is attached. SUSTAINABILITY: This report will help Council develop the skills and resources required to provide economically sustainable maintenance activities to the road network. COMMUNITY INTERACTION: Through Works and Technical Services Committee and public meetings relating to IPART submission. OPTIONS: To adopt, amend or reject the recommendation FINANCIAL CONSIDERATIONS: N/A RECOMMENDED that Council note the Road Maintenance Operational Improvements Action Plan. Moved: E Bates Seconded: B Howey Meeting closed at 3.30pm


NOTICE OF MOTIONS Nil QUESTIONS WITH NOTICE Nil QUESTIONS WITHOUT NOTICE Cr Michael Johnsen Do we know about the passenger train ceasing at Muswellbrook at 10.00am and not coming to Scone? Response: The Mayor advised that she has recently made representations to the State Members but as yet has not

received a reply. Cr Pam Seccombe Requested information on the Pages River Rail Loop. Response: The Director Technical Services advised that he will provide a briefing.



STANDING COMMITTEE REPORTS Section: Standing Committee Reports REP-71/12

SC.03.1 FINANCE COMMITTEE RECOMMENDATION: That the recommendations of the Finance Committee, as circulated, be adopted.

BACKGROUND: The Finance Committee meeting has been called for Friday, 23 March 2012. Recommendations from that meeting will be available at the Council meeting. ISSUES: As per the minutes. SUSTAINABILITY: Not applicable. COMMUNITY INTERACTION: Not applicable. OPTIONS: To adopt the recommendation. FINANCIAL CONSIDERATIONS: As per budget allocation. RESOLVED that the recommendations of the Finance Committee, as circulated, be adopted.

Moved: Cr M Johnsen Seconded: Cr L Carter CARRIED



Section: Standing Committee Reports REP-103/12

SC.03.2 DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE

RECOMMENDATION: That Council:

1. Note the minutes of the Development and Environmental Services Committee held on 13 March 2012; and

2. Adopt the following recommendations: a) DESC.03.1 Development Application No. 274/2011 – Liquor Outlet and Advertising Signage

That Council: 1. Support the variation to the Development Control Plan – Outdoor Signage in relation to the

flush-wall sign on the northern elevation; and 2. Approve Development Application No 274/2011 subject to conditions of consent and

subject to endorsement by the Traffic Committee. b) DESC.03.2 Proposed Exploration by Bickham Coal for Underground Mining That Council:

1. Note the contents of correspondence received from David Foster, Director, Bickham Coal Company Pty Ltd, advising of proposed investigations into the feasibility of an underground coal mine at South Bickham. 2. Seek advice from the Department of Primary Industries (Minerals) regarding the extent of works and approvals for the exploration advised by Bickham Coal. 3. Write to New South Wales Department of Planning and Infrastructure to amend State Environmental Planning Policy (Mining, Petroleum and Extractive Industries) 2007, to include underground mining in the Exclusion Zone of the Bickham Coal Company site. 4. Write to Department of Primary Industries requesting that Exploration Licence Numbers 5306 and 5888 not be renewed.

BACKGROUND: The Development and Environmental Services Committee met on 13 March 2012 at the Administration Centre Scone. ISSUES: Refer to attached minutes. SUSTAINABILITY: All reports being considered have some relationship with economic, social and environmental matters of sustainability within the local and broader community. COMMUNITY INTERACTION: Members of the public attended the meeting. OPTIONS: To accept the recommendations of the Committee or amend them as deemed necessary. FINANCIAL CONSIDERATIONS: Not applicable. RESOLVED that Council: 1. Note the minutes of the Development and Environmental Services Committee held on 13

March 2012; and b) DESC.03.2 Proposed Exploration by Bickham Coal for Underground Mining That Council:

1. Note the contents of correspondence received from David Foster, Director, Bickham Coal Company Pty Ltd, advising of proposed investigations into the feasibility of an underground coal mine at South Bickham.

2. Seek advice from the Department of Primary Industries (Minerals) regarding the extent of works and approvals for the exploration advised by Bickham Coal.

3. Write to New South Wales Department of Planning and Infrastructure to amend State



Environmental Planning Policy (Mining, Petroleum and Extractive Industries) 2007, to include underground mining in the Exclusion Zone of the Bickham Coal Company site.

4. Write to Department of Primary Industries requesting that Exploration Licence Numbers 5306 and 5888 not be renewed.

Moved: Cr P Seccombe Seconded: Cr E Bates CARRIED

2. Adopt the following recommendations:

a) DESC.03.1 Development Application No. 274/2011 – Liquor Outlet and Advertising Signage That Council: 1. Support the variation to the Development Control Plan – Outdoor Signage in relation

to the flush-wall sign on the northern elevation; and 2. Approve Development Application No 274/2011 subject to conditions of consent and

subject to endorsement by the Traffic Committee.


The DIVISION was taken and the names of the Councillors voting FOR and AGAINST were as follows:

FOR AGAINST Councillor Carter Councillor Seccombe Councillor Bates Councillor Johnsen Councillor Peebles Councillor Watts Councillor Cottle Councillor Driscoll Councillor Howey Total (8) Total (1)

ATTACHMENT NO: 1 - DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE - 13 MARCH 2012 - MINUTES

ITEM NO: SC.03.2


MINUTES OF THE DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE OF UPPER HUNTER SHIRE COUNCIL HELD ON TUESDAY 13 MARCH 2012 AT THE COUNCIL CHAMBERS

SCONE COMMENCING AT 9.08AM

PRESENT: Cr Lea Carter, Cr Lee Watts, Cr Pam Seccombe & Cr Deirdre Peebles. APOLOGIES: Nil IN ATTENDANCE: Cr Bill Howey, Cr Michael Johnsen, Murray James (Director Environmental Services), Paul Smith (Environmental Planning Officer), Heidi McLoughlin (Trainee Health & Building Surveyor), Diana Davidson (Environmental Services Administrative Co-ordinator), David Casson (MM Hyndes Bailey), Murray Armstrong, Kylie Wilcox & Mary-Jane Garland (Ice Box Liquor), Caitlin Andrews (Scone Advocate), Judith Wheeler DECLARATIONS OF INTEREST: Nil PUBLIC PARTICIPATION: DESC.03.1 – Development Application 274/11 – Liquor Outlet and Advertising Signage Nick Sakno – Royal Hotel Scone Justine O’Donnell - Ice Box Liquor Scone Shane Madden – Cellarbrations Liquor Outlets DESC.03.2 – Proposed Exploration by Bickham Coal for Underground Mining Kiwa Fisher - Upper Hunter Progress Association and Hunter Valley Thoroughbred Breeders Association DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE REPORTS

Section: Development & Environmental Services Committee Reports REP-70/12

DESC.03.1 DEVELOPMENT APPLICATION NO 274/2011 - LIQUOR OUTLET AND ADVERTISING SIGNAGE


1. Support the variation to the Development Control Plan – Outdoor Signage in relation to the flush-wall sign on the northern elevation; and

2. Approve Development Application No 274/2011 subject to conditions of consent. BACKGROUND: Applicant: MM Hyndes Bailey and Co Owner: A C Ng and E K Ng Property: Part Lot 3 DP 222497 No 121 Kelly Street Scone Proposal: Liquor Outlet and Advertising Signage Zone: 3(a) General Business (Scone Local Environmental Plan 1986)


ITEM NO: SC.03.2


The Council has received the abovementioned development application. Two submissions have been received objecting to the development. One submission was received from the Licensee/Manager of Royal Hotel raising concerns about the additional traffic generation, lack of parking spaces in Kelly Street and St Aubins Street and promoting off-premises drinking. It also raises concerns about how the development will encourage more drinking and alcohol related violence at private residences and promote anti-social behaviour. A second submission was made by R.O.I. Properties raising issues about the signage and its lack of compliance with the Development Control Plan (Outdoor signage), safety and security, impact on streetscape, car parking and deliveries. The development application was referred to Council on 27 February 2012 with a recommendation that the development application be approved subject to conditions of consent. At this meeting Council resolved to: defer approval of the application and refer the matter to both the Traffic and Development & Environmental Services Committees for further consideration. ISSUES: An assessment in accordance with Section 79C of the Environmental Planning and Assessment Act

1979 has been completed and is attached. There were initial concerns about the proposed sign and graphics to be affixed to the northern

elevation of the building (St Aubins Street frontage). This is because the signage exceeds more

than 20m2 of the above ground elevation and extends over the windows. The applicant has

amended the signage so that the “Cellarbrations” sign is less than the 20m2 of the elevation, but the

inclusion of the graphics over the windows means that the signs do not comply with the DCP. The applicant provided a Social Impact Assessment which determined that the likely impact of an

additional liquor outlet is minimal in relation to the demographics of Scone. There is a historical deficiency in parking, however the consent for the previous video store required

the payment of contributions for on-street parking (which were paid). The increase in floor area will generate a need for an additional contribution for on-street parking.

SUSTAINABILITY: The availability of alcohol can have detrimental social impacts on communities in terms of crime and anti-social behaviour. While this development will increase the number of liquor outlets in Scone it is unlikely to have an adverse impact on the social sustainability of the area. The Council has previously determined that the consumption of alcohol in this public area is not in the public interest through the adoption of the Alcohol Free Zone.

COMMUNITY INTERACTION: The development application was placed on public exhibition from the 12 January 2012 to 25 January 2012. OPTIONS: To approve the development application subject to conditions of consent despite non-compliance

with DCP – Outdoor Signage To give partial consent to the development application excluding the signage because it does not

comply with the DCP. FINANCIAL CONSIDERATIONS: Development application fees of $716 have been paid. RECOMMENDED: That Council:

1. Support the variation to the Development Control Plan – Outdoor Signage in relation to the flush-wall sign on the northern elevation; and

2. Approve Development Application No 274/2011 subject to conditions of consent and subject to endorsement by the Traffic Committee.


ITEM NO: SC.03.2


Moved: Cr L Carter Seconded: Cr D Peebles It is noted that Clr P Seccombe requested that her vote against the motion be recorded ADDRESS: LOT 3 DP 222497

121 Kelly Street Scone APPLICATION No: DA 274-2011 PROPOSAL: Liquor Outlet & Advertising Signage PLANS REF: DRAWINGS NO. DRAWN BY DATE RECEIVED

PLANNING RELATED DRAWINGS / INFO Concept Plan V4 Australian

Liquor Marketers Pty Ltd

12 December 2011

20 December 2011

Signage Photomontages

Stephen Bear Signwriter

9 November 2011

3 February 2012

Signage Photomontage

Stephen Bear Signwriter

16 February 2012

17 February 2012

CONSTRUCTION RELATED DRAWINGS / INFO

OWNER: Mr A C Ng & Mrs E K Ng APPLICANT: MM Hyndes Bailey And Co

PO Box 26 MUSWELLBROOK NSW 2333

AUTHOR: Mr M Pringle DATE LODGED: 20 December 2011 AMENDED: 17 February 2012 ADD. INFO REC’D: 3 February 2012 DATE OF REPORT: 15 February 2012

SUMMARY OF FACTS ISSUES: Parking deficiency; non-compliance with the Upper Hunter

Shire Council Outdoor Signage DCP 2008; use of loading bay. SUBMISSIONS: Two (2) submissions received. RECOMMENDATION: Approval subject to conditions


ITEM NO: SC.03.2


LOCATION MAP

DESCRIPTION OF PROPOSAL The application seeks approval for the use of an existing vacant retail premises for the purpose of a retail liquor outlet and the erection of external signage. The liquor outlet will employ two full time employees and up to five casuals. The proposed trading hours are 9am to 8pm Monday to Saturday and 10am to 7pm Sundays. No off-street parking is available or proposed on the site and it is anticipated the proposal will generate three (3) deliveries per week. Deliveries will be made via an existing ramp and roller door at the rear of the premises. Customer access to the store will be via the main entrance on Kelly Street and an internal accessible ramp complying with AS 1428.1 will be provided. Security in the form of CCTV will be provided to maintain safety and security for the store, its employees and customers. The proposed signage comprises a flush wall sign affixed to rear wall of the building, fascia sign along the front awning of the shop façade; top hamper light box sign above the front windows and doors; window signage and a further flush wall sign on the St Aubins Street elevation of the building. RELEVANT HISTORY The subject premises has previously been used for the purposes of a video hire outlet, computer sales and real estate offices. The video hire outlet was approved by Council on 21 March 1996 subject to a condition of consent requiring the payment of a contribution of $10,800 in lieu of the provision of nine (9) off-street car parking spaces in accordance with Council’s Code for the provision of Off-street car parking. The contribution was paid on the 2 July 1996.

SITE


ITEM NO: SC.03.2


A preliminary assessment of the application raised concerns in relation to the scale of the proposed sign on the St Aubins Street elevation of the building and its non-compliance with Council’s Outdoor Signage DCP. As a result, the applicant amended the proposed sign by reducing the area of the sign from 45.6m2 to 18.72m2 (plus separate images) to comply with the size limits prescribed by the DCP and to minimise its visual impact on the streetscape. REFERRALS

Heritage Advisor

Council’s Heritage Advisor assessed the application and recommended that the large sign proposed on the St Aubins Street elevation should be amended by deleting the small poster signs which appear to be displaying weekly specials. These signs are not considered appropriate in the context of the site. In response to this recommendation, the applicant amended the proposed sign by deleting the small poster signs.

External referrals for concurrence

NSW Police The development application was referred to the NSW Police for comment, however a response was not received. In any case, a separate liquor licensing application will be considered by the NSW Liquor Administration Board and consultation with the Police will be undertaken as part of that application process. SUBMISSIONS Surrounding properties were notified of the development proposal between 12 January 2012 and 25 January 2012. An advertisement was placed in the Scone Advocate on 12 January 2012. Two (2) submissions were received with the main issues raised being summarised below. Name & Address of Submitter

Basis of Submissions

Royal Hotel Motel Scone 119 Kelly Street, Scone

Additional traffic generated by the proposal will result in increased demand for limited on-street parking and is likely to result in traffic congestion.

Greater competition in relation to liquor sales will result in cheaper liquor and encourage more off-premises consumption, pre-loading and binge drinking.

Availability of cheaper liquor as a result of increased competition will promote anti-social behaviour and create an unsafe environment for the local community.

ROI Properties Pty Ltd PO Box 175 Bondi Junction

The proposed signage is inappropriate and does not comply with Council’s DCP.

The safety and security of the public domain will be compromised as a result of the proposal.

The proposal will have a negative impact on the streetscape and architectural integrity of the building and does not comply with Council’s DCP.

The proposal is likely to result in traffic impacts as a result of insufficient parking.

The proposed truck deliveries will have a negative impact on traffic.

CONSIDERATION The relevant matters for consideration under Section 79C of the Environmental Planning and Assessment Act 1979, are assessed under the following headings:


ITEM NO: SC.03.2


ENVIRONMENTAL PLANNING INSTRUMENTS SCONE LOCAL ENVIRONMENTAL PLAN 1986 COMMENT

Zoning classification The subject land is zoned 3(a) General Business Zone under the Scone LEP 1986.

Zoning objectives The proposal is for the purpose of a shop within an existing retail building and therefore is consistent with the zone objectives.

Zoning permissibility The proposal is permissible as a retail shop within the 3(a) zone. Items of Environmental Heritage (Clause 31)

The subject property is not a heritage item or located in a heritage conservation area.

Development in the Vicinity of an item of Environmental Heritage (Clause 35)

The development is in the vicinity of the Belmore Hotel (98 Kelly Street) and the Larda Café (122 Kelly Street) which are items of heritage significance identified in Schedule 4 of the LEP. An assessment has been undertaken of the effect of the development in terms of its impact on the historic, scientific, cultural, social, archaeological, architectural, natural or aesthetic significance. In this case the impacts are not considered significant.

Development of Flood Prone Land (Clause 37)

The development site is located above the 1% AEP flood level.

STATE ENVIRONMENTAL PLANNING POLICIES

SEPP No. 55 – Remediation of Land

The subject property has a history of retail use and it is considered that the site is not likely to be subject to contamination that would require remediation of the land relative to the proposed development and use of the land

SEPP No. 64 – Advertising and Signage

Pursuant to Clause 8(a) of the SEPP, the proposed signage is consistent with the objectives of the policy set out in Clause 3 (1)(a) as it is compatible with the desired amenity and visual character of the area, provides effective communication and is of high quality design and finish. With respect to the assessment criteria specified in Schedule 1 of the SEPP, the proposed signage is compatible with the commercial character of the area and other signage in the locality; does not detract from the amenity or visual quality of any environmentally sensitive areas or heritage areas and does not obscure views or dominate the skyline. The proposed signs are considered to be compatible with the building scale and proportions and will not detract from the streetscape. The proposed top hamper sign on the front building elevation is to be illuminated. It is unlikely that the level of illumination will result in unacceptable glare or affect the safety of pedestrians or motorists or detract from the amenity of adjoining properties. There are no safety concerns in relation to the proposed signage.

REGIONAL ENVIRONMENTAL PLANNING POLICIES There are no REP’s applicable to the site.


ITEM NO: SC.03.2


DRAFT ENVIRONMENTAL PLANNING INSTRUMENTS There are no draft EPI’s applying to the land.

DEVELOPMENT CONTROL PLANS

Development control plan Considered? Comment (only if necessary) Upper Hunter Development Control Plan (Public Notification and Advertising) 2008

YES The development application has been notified in accordance with the provisions of the DCP.

Upper Hunter Development Control Plan (Outdoor Signage) 2008

YES It is considered that the proposed signs are consistent with the aims and objectives of the DCP and the design and assessment criteria prescribed under Sections 5.3 and 5.6 respectively. The proposed flush wall sign on the St Aubins Street elevation does not comply with the design criteria prescribed by Section 5.3.6 as the sign will extend over windows of the building. However, the area of the sign is less than 20m2 or 20% of the above ground elevation in accordance with the DCP. In addition, the sign will screen the back of refrigeration units inside the store which would otherwise detract from the visual amenity of the street. Accordingly, the minor non-compliance with the DCP is considered reasonable and acceptable.

Development Control Plan – Kelly Street

YES The proposed external colours and materials are considered to be sympathetic to the character of the building and streetscape and will enhance the overall appearance of the building. The proposed signage on the building façade complies with the relevant controls relating to signage. In accordance with the provisions of the DCP, off-street parking is to be provided at a rate of 1 space per 40m2 of GFA or alternatively, a contribution can be paid where parking cannot be provided. Based on a gross floor area of 274m2, the proposal generates a requirement for 7 spaces. As noted in an earlier section of this report, there is an historical deficiency in parking on the site and as such a monetary contribution was paid in lieu of 9 parking spaces under Development Application No. 12/96. As the proposal will not result in any additional Gross Floor Area, the payment of additional contributions is not warranted.


ITEM NO: SC.03.2


PLANNING AGREEMENTS There are no planning agreements relevant to the proposal.

REGULATIONS There are no provisions in the regulations relevant to the proposal.

LIKELY IMPACTS OF THE DEVELOPMENT Context and Setting The nature of the proposed use is in keeping with the commercial character of the area and is compatible with surrounding businesses. Built Form The proposed materials and colours of the external walls will enhance the appearance of the building and will complement the streetscape. Access, Transport and Traffic Whilst the proposal will not provide any off-street car parking, it is noted that there is an historical deficiency in parking due to Council’s past approval of the building and other buildings on the site. Regardless of the proposed use of the premises, any commercial use of the building would result in a non-compliance with Councils parking requirements. A contribution was previously paid under Development Application No. 12/96 for nine (9) spaces which exceeds the parking requirements of the proposed development. In view of this previous contribution, no additional contributions are considered necessary and the non-compliance is justified. Access to the rear loading dock is somewhat limited, however, it is anticipated that there will be no more than three (3) deliveries per week and a condition of consent is recommended requiring deliveries to be made outside of peak trading hours to minimise potential traffic conflict.

POLICIES, GUIDELINES AND CODES OF PRACTICE

Policy, Guideline etc Considered? Comment (only if necessary)

Code for the Provision of Off-Street Parking

YES As noted above, there is an historical deficiency in parking on the site and as such a monetary contribution was paid in lieu of 9 parking spaces under Development Application No. 12/96.

As the proposal does not involve any increase in gross floor area and is simply a change of use, no additional contributions are warranted.


ITEM NO: SC.03.2


With respect to traffic generation, the proposed development is unlikely to generate any more traffic than other past uses of the site such as a video rental business. Furthermore, it is noted that the peak trading hours of the liquor store will be outside normal business operating hours within the commercial area based on statistics provided by the applicant. As such, traffic generated by the proposal is unlikely to have a significant impact on the operation of the existing local road network including nearby intersections.

Public Domain Other than the visual impacts of the development (ie signage), the proposal will not have a significant adverse impact on the public domain. Although the proposal will reduce opportunities for casual surveillance from inside the store due to the covering up of windows, it is proposed to install CCTV to maintain adequate levels of safety and security within the public domain. Furthermore, it is noted that the premises is located on a prominent corner which provides ample opportunities for casual surveillance from passing motorists and pedestrians and nearby businesses. Social Impact on the Locality The development application is accompanied by a Community Impact Statement which will be used to support a liquor licence application to the Liquor Administration Board. The Community Impact Statement indicates that the proposal is unlikely to have a significant adverse social impact for the following reasons:

The introduction of a further liquor licence to the area is unlikely to increase the volume of alcohol consumed, and such amount will be drawn from the other existing facilities;

The business will have an off licence which will not trade late into the night. The existing evidence is that the substantial portion of alcohol related violence is associated with premises that permit the consumption of alcohol on the premises at a later hour;

There is no evidence that any of the ‘at risk’ groups determined in characteristics of the population of the local community, would be impacted adversely by the approval of the application;

From the OLGR Social Profile Report for the Upper Hunter it is confirmed that no alcohol related assaults occurred on the premises of packaged liquor licences, that the rate of such incidences compares favourably with the NSW averages, as does alcohol attributed incidents of assaults and assaults at the weekend, and alcohol related hospitalisations and alcohol related deaths are comparable to NSW;

BOCSAR statistics support favourable rates for alcohol related domestic or non-domestic violence related assaults.

The premises will provide employment for 2 full time and 4 part time employees;

To the extent there may be ‘at risk’ factors, they can be controlled by an experienced operator and staff within these premises.

SUITABILITY OF THE SITE FOR THE DEVELOPMENT The subject premises is considered to be suitable for the proposed development having regard to its location within the Scone CBD, its accessibility and proximity to other compatible businesses. The building is accessed directly from the street and contains sufficient floor space to accommodate the proposed use. Whilst the site lacks off-street parking, there is some on-street parking available in Kelly and St Aubins Streets. Based on indicative statistics of customer visitation to similar bottle shops operated elsewhere by the proponent, it is noted that a higher level of customer visitation typically occurs at the end of, or outside the normal business operating hours within the commercial area. That is after 5pm during the week and after 12 noon on Saturdays. During these periods, there is likely to be more on-street parking available as the demand for parking generated by other businesses will be less.


ITEM NO: SC.03.2


The site is not subject to any significant hazards, natural or otherwise, that would preclude the proposed development. THE PUBLIC INTEREST The proposal is considered to be in the public interest as it will involve the use and refurbishment of an existing vacant shop within the Scone CBD; will make a positive contribution to the visual quality of the area and will generate employment opportunities for the local community. SUMMARY OF LIKELY IMPACTS OF THE DEVELOPMENT All likely impacts of the proposed development have been considered within the context of this report.

ENVIRONMENTAL APPRAISAL CONSIDERED

1 Statutory controls YES 2 Policy controls YES 3 Design in relation to existing building and natural environment YES 4 Landscaping/open space provision YES 5 Traffic generation and car parking provision YES 6 Loading and servicing facilities YES 7 Physical relationship to and impact upon adjoin development (views, privacy,

overshadowing, etc.) YES

8 Site Management issues YES 9 All relevant S79C considerations of Environmental Planning and Assessment Act

1979 YES

10 Section 89 LGA 93 including Clause 12 considerations of Local Government Regulations 1993

YES

CONSISTENCY WITH THE AIMS OF PLAN It is considered that the development is consistent with the specific aims of the plan and the objectives of the zone and of the controls. As such, consent to the development may be granted. SUBMITTORS CONCERNS The issues raised in the submissions are addressed as follows, if they have not already been addressed in the body of this report: Additional traffic generated by the proposal will result in increased demand for limited on-street parking

and is likely to result in traffic congestion. Planning comment: This issue is addressed in the body of this report.

Greater competition in relation to liquor sales will result in cheaper liquor and encourage more off-premises consumption, pre-loading and binge drinking.

Planning comment:

Whilst business competition is not a matter for consideration under Section 79C of the Environmental Planning and Assessment Act 1979, there is no clear evidence to suggest that this proposal will result in more off-premises consumption, pre-loading and binge drinking in the local community.


ITEM NO: SC.03.2


Availability of cheaper liquor as a result of increased competition will promote anti-social behaviour and create an unsafe environment for the local community.

Planning comment:

Whilst business competition is not a matter for consideration under Section 79C of the Environmental Planning and Assessment Act 1979, there is no clear evidence to suggest that this proposal will result in more anti-social behaviour and create an unsafe environment for the local community.

The proposed signage is inappropriate and does not comply with Council’s DCP.

Planning comment: Amendments have been made to the proposed signage to minimise its visual impacts on the streetscape and to comply with certain design criteria prescribed by the Outdoor Signage DCP. The only remaining non-compliance with the DCP relates to the covering of windows by the sign proposed on the St Aubins Street elevation. This non-compliance is considered reasonable and acceptable for the reasons outlined in the body of this report.

The safety and security of the public domain will be compromised as a result of the proposal.

Planning comment:

Whilst windows of the premises will be covered by proposed signage and images, it is considered that adequate surveillance will be maintained within the public domain in the form of casual surveillance from passing motorists and pedestrians and nearby businesses and the provision of CCTV.

The proposal will have a negative impact on the streetscape and architectural integrity of the building

and does not comply with Council’s DCP.

Planning comment:

The proposal will have a positive impact on the streetscape by revitalising a prominent street corner of the CBD and increasing activity. The proposed signage and building finishes add interest to the streetscape and do not compromise the architectural integrity of the building.

The proposal is likely to result in traffic impacts as a result of insufficient parking.

Planning comment:

This matter is addressed in the body of this report. The proposed truck deliveries will have a negative impact on traffic.

Planning comment:

Given the low frequency of truck deliveries they are not expected to have a significant impact on traffic. Nevertheless, a condition of consent is recommended requiring deliveries to occur outside the peak trading hours of the business to minimise potential traffic conflict.

CONCLUSION The application has been assessed as satisfactory against Section 79C of the Environmental Planning and Assessment Act 1979, Scone Local Environmental Plan 1986 and the Upper Hunter Shire Development Control Plan 2008. The proposal is in keeping with the site context, is an appropriate form of development for the site and is unlikely to result in any significant adverse impacts. Accordingly, it is recommended that the application be approved subject to appropriate conditions of consent.


ITEM NO: SC.03.2


RECOMMENDATION PURSUANT TO SECTION 80/80A OF ENVIRONMENTAL PLANNING AND ASSESSMENT ACT 1979 (AS AMENDED) THAT Council, as the consent authority, grant consent to Development Application No. 274/2011 subject to the attached conditions. MAT PRINGLE CONSULTANT PLANNER


ITEM NO: SC.03.2


ANNEXURE A - RECOMMENDED CONDITIONS OF CONSENT

IDENTIFICATION OF APPROVED PLANS

1. The development being carried out in accordance with the development application and the drawings referenced below and Statement of Environmental Effects dated 14 December 2011, except where amended by the following conditions. JOB REFERENCE NO SHEET

NO REVISION

NO DRAWN BY DATE

Concept Plan V4 - - Australian Liquor Marketers Pty Ltd

12 December 2011

Signage Photomontages - - Stephen Bear Signwriter

9 November 2011

Signage Photomontage - - Stephen Bear Signwriter

16 February 2012

(Reason: To ensure that the form of the development undertaken is in accordance with the

determination of Council)

OPERATIONAL CONDITIONS IMPOSED UNDER THE EP&A ACT, REGULATIONS AND OTHER LEGISLATION

2. All building work must be carried out in accordance with the provisions of the National Construction Code Series. (Reason: Prescribed by legislation)

ANCILLARY MATTERS TO BE COMPLETED PRIOR TO THE ISSUE OF A CONSTRUCTION CERTIFICATE

3. An appropriate area shall be provided within the premises for the storage of garbage bins and

recycling containers and all waste and recyclable material generated by this premises.

(Reason: To ensure the provision of appropriate waste facilities for residents and protect community health and to ensure efficient collection of waste by collection contractors)

4. Ramps and access for people with disabilities are to be provided to and within the entire building.

Consideration must be given to the means of dignified and equitable access from public places to adjacent buildings, to other areas within the building and to footpath and roads. Compliant access provisions for people with disabilities shall be clearly shown on the plans submitted to, and approved by the Certifying Authority prior to the release of the Construction Certificate. All details shall be prepared in consideration of, and construction completed to achieve compliance with the provisions of the Disability (Access to Premises-Buildings) Standards 2010, and the relevant provisions of AS1428.1 and AS1428.4. (Reason: To ensure the provision of equitable and dignified access for all people in

accordance with disability discrimination legislation and relevant Australian Standards)

5. To ensure that adequate provision is made for the cleanliness and maintenance of all food

preparation areas, all building work in connection with the occupation or use of the premises for the preparation and storage of food shall be designed and carried out in accordance with the requirements of:-

(a) The Food Act (as amended) (b) The Food Regulation (as in force);


ITEM NO: SC.03.2


(c) AS4674 (Design, Construction and Fit-Out of Food Premises); (d) The Clean Air (Plant and Equipment) Regulation; (e) AS 1668 Part 2; (f) The Protection of the Environment Operations Act; and (g) The National Construction Code Series;

The relevant matters to be taken into account under this approval relate to:-

i. construction, materials and finishes;

ii. installation of fixtures, fittings and equipment;

iii. washing facilities, other facilities and special requirements;

iv. mechanical ventilation and exhaust discharges; and

v. temperature control Detailed plans and specification of work demonstrating that these design requirements have been met shall be submitted to, and approved by the Certifying Authority prior to the release of the Construction Certificate. (Reason: To ensure compliance with acceptable standards for the construction of food

premises established under environmental health and safety legislation)

6. A full set of construction plans demonstrating compliance with the National Construction Code Series shall be submitted to, and approved by, the certifying authority prior to the release of the Construction Certificate. The following matters either require greater clarification or information to demonstrate compliance with the BCA:-

Details of how the external signs will be affixed to the building. (Reason: Prescribed by legislation.)

CONDITIONS WHICH MUST BE COMPLIED WITH PRIOR TO THE ISSUE OF THE OCCUPATION CERTIFICATE

7. The building is not to be used or occupied until a final inspection has been carried out and any Occupation Certificate has been obtained from the Principal Certifying Authority. (Reason: Prescribed - Statutory.)

CONDITIONS THAT MUST BE COMPLIED WITH AT ALL TIMES

8. At all times the business may be open for business only between the following hours:- 9.00am to 9.00pm Monday to Saturday 10.00am to 7.00pm Sunday (Reason: Information to ensure that amenity of the surrounding locality is maintained and

hours of operation are consistent with those in surrounding locality.)

9. At all times the existing loading dock shall be maintained and utilised for use in connection with the proposed development.


ITEM NO: SC.03.2


(Reason: To ensure that deliveries occur within the site and do not adversely affect traffic or

pedestrian amenity.)

10. At all times the fascia sign on the awning shall not be illuminated or floodlit. (Reason: To ensure appropriate forms of signage that are consistent with Council’s controls

and those that are desired for the locality, and do not interfere with amenity of nearby properties)

11. At all times the level of illumination and/or lighting intensity used to illuminate the signage is to be

minimised to ensure that excessive light spill or nuisance is not caused to any nearby premises. (Reason: To ensure appropriate forms of signage that are consistent with Council’s controls

and those that are desired for the locality, and do not interfere with amenity of nearby properties.)

12. At all times no consent is given or implied for any form of illumination or floodlighting to any sign

other than the light box sign. (Reason: To ensure appropriate forms of signage that are consistent with Council’s controls

and those that are desired for the locality, and do not interfere with amenity of nearby properties.)

13. At all times no deliveries, loading or unloading associated with the premises are to take place

between the hours of 4pm and 6am on any day. (Reason: To ensure the acoustic amenity of surrounding properties.)

14. Closed circuit television (CCTV) camera/s shall be provided to allow surveillance of the perimeter

of the building accessible to the public including the footpaths in Kelly Street and St Aubins Street. (Reason: To maximise the safety and security of the public domain)

ADVICE

During the occupation and life of the building nominated exits must not be blocked at the point of discharge.

An Off-Licence under the Liquor Act 2007 must be obtained prior to commencing any sales or

tasting of liquor products on the premises.


ITEM NO: SC.03.2


ANNEXURE B – PLANS


ITEM NO: SC.03.2



ITEM NO: SC.03.2



ITEM NO: SC.03.2



ITEM NO: SC.03.2


ANNEXURE C – SUBMISSIONS


ITEM NO: SC.03.2



ITEM NO: SC.03.2



ITEM NO: SC.03.2



ITEM NO: SC.03.2



DESC.03.2 PROPOSED EXPLORATION BY BICKHAM COAL FOR UNDERGROUND MINING



2. Seek advice from the Department of Primary Industries, Minerals, regarding the extent of works and approvals for the exploration advised by Bickham Coal.

BACKGROUND: Bickham Coal Company Pty Ltd were unsuccessful in their endeavours in 2010 to develop an open cut coal mine at South Bickham. Although the decision by the NSW Government prohibited any future development of an open cut coal mine on the site, it did not prohibit the possible development of an underground coal mine. This item was reported to Council on 27 February 2012. Council resolved to refer the matter to the Development and Environmental Services Committee for further consideration. ISSUES: None at this stage. SUSTAINABILITY: This is for information at this stage and no decision is required. COMMUNITY INTERACTION: The letter has been sent to a number of community members. OPTIONS: To note the contents of the letter. FINANCIAL CONSIDERATIONS: Nil RECOMMENDED: That Council:


2. Seek advice from the Department of Primary Industries (Minerals) regarding the extent of works and approvals for the exploration advised by Bickham Coal.

3. Write to New South Wales Department of Planning and Infrastructure to amend State Environmental Planning Policy (Mining, Petroleum and Extractive Industries) 2007, to include underground mining in the Exclusion Zone of the Bickham Coal Company site.

4. Write to Department of Primary Industries requesting that Exploration Licence Numbers 5306 and 5888 not be renewed.


ITEM NO: SC.03.2


Moved: Cr P Seccombe Seconded: Cr L Carter

Tuesday 21st February, 2012

Daryl Dutton General Manager Upper Hunter Shire Council 130 Liverpool St. Scone 2337

[email protected]

Dear Daryl, RE: BICKHAM COAL CONSIDERS UNDERGROUND MINING

We are making contact at this early opportunity to inform you that Bickham Coal Company is taking advice from underground mining specialists to ascertain if underground mining is feasible at our Upper Hunter site where we had previously proposed an open-cut mine. Preliminary drilling will take place on the South Bickham property in the near future to gauge if coal deposits could be accessed using the latest underground mining technology. This meets our requirements and obligations under our current mining Exploration Licence, which allows for consideration of underground mining. Whilst Bickham had previously been of the view that underground mining was not viable at the site, the drilling and other investigative processes would enable us to make informed decisions as to whether such mining could be pursued. If the best and latest advice indicates that underground mining is feasible, we may pursue it. It’s also possible that we may partner with international players to make the best possible progress. We expect that on-site drilling may commence in March 2012 and we are happy to keep you informed of progress. Because we are talking about an underground mine, there would of course be far fewer environmental concerns and perceptions as opposed to an open cut mine. We implore the New South Wales Government and the community to ensure we receive a fair and transparent hearing if underground mining was deemed possible. It is widely known that we spent ten years producing studies and reports as part of a grossly convoluted planning process covering our open cut proposal, only to have the proposal rejected without it even reaching the assessment stage. This was not fair on us or the many stakeholders involved in our previous proposal. We take some comfort from being assured by the New South Wales Government that all mining aspirants will now be subjected to a disciplined and fair assessment process based on facts and merit. As you know, Bickham is owned by local families with long histories in the Hunter Valley. We remain hopeful that we can bring a significant economic and employment opportunity to the Upper Hunter. David Foster Director

Bickham Coal Company Pty Ltd


ITEM NO: SC.03.2



DESC.03.3 REVIEW OF ENVIRONMENTAL SERVICES FORMS, GUIDES AND CHECKLISTS

RECOMMENDATION: That Council note the use of Environmental Services Department’s new forms, guides and checklists.

BACKGROUND: In striving for continuous improvement and improved efficiencies the Environmental Services Department has reviewed its forms, guidelines and checklists. It is envisaged that the new material will help reduce the complexity often experienced by the public when lodging an application with Council for assessment and ensure adequate information is submitted for assessment. ISSUES:

The general public often find the exercise of lodging an application with Council for assessment daunting.

The new forms, guidelines and checklists should simplify the process and ensure the required information is submitted to Council for consideration, improving efficiencies and minimising delays in the assessment of applications.

The new forms are attached under separate cover for the Committee’s consideration. SUSTAINABILITY: Improved forms, guidelines and checklists will ensure the submission of quality applications while reducing the complexity of the lodgement process and delays in development assessment. COMMUNITY INTERACTION: The improved forms, guidelines and checklists will provide the community with confidence in Council providing timely development assessments. OPTIONS:

To endorse the use of the revised application forms, guidelines and checklists. To reject the use of the revised application forms, guidelines and checklists.

FINANCIAL CONSIDERATIONS: Nil. RECOMMENDED: That Council note the use of Environmental Services Department’s new forms, guides and checklists.


ITEM NO: SC.03.2



DESC.03.4 LOCAL DEVELOPMENT PERFORMANCE MONITORING - 2010/11 - DEPARTMENT OF PLANNING AND INFRASTRUCTURE

RECOMMENDATION: That Council note the report.

BACKGROUND: The 2010/11 Local Government Performance Monitoring report provides an overview of the performance of the NSW Planning system and information on local and regional development determined by Councils, private certifiers and Joint Regional Planning Panels. The report provides detail information on Council development assessments. It allows a comparison of the performance of different Council’s and a comparison of each Council’s performance compared to previous years. ISSUES: This years report identified Upper Hunter Shire Council as one of the top five Council’s that made the greatest reduction in mean gross determination time for DA’s compared to the 2009/10 period. Council’s mean gross determination time for DAs was 36 days compared to 71 days for the previous year. This represents an improvement of 50%. The reduction in approval times can be attributed to improvements in procedures within the Environmental Services Department and better quality applications being submitted to Council which include all required and relevant information. SUSTAINABILITY: It is anticipated that Council will build on the improvement with the continuous review of procedures and practices. COMMUNITY INTERACTION: The community can continue to support Council in the improvement of DA determination times by ensuring complete and accurate applications are submitted for consideration. OPTIONS: That Council note the report. FINANCIAL CONSIDERATIONS: Nil. RECOMMENDED: That Council note the report.


ITEM NO: SC.03.2


GENERAL BUSINESS Cr P Seccombe raised the issue of the Draft Strategic Land Use Policy, particularly in regard to point 4 of Council’s recommendation of 26 September 2011 in relation to coal and coal seam gas extraction, which stated that Council would support and actively pursue Council’s objectives for coal and coal seam gas extraction through the New South Wales Government’s current development of the Upper Hunter Regional Strategic Plan. It was agreed that a workshop for Councillors be organised to discuss the Policy and provide input for a submission to the Draft Policy. MEETING CLOSED: 10.25AM NEXT MEETING: 17 APRIL 2012



COMMITTEE/DELEGATES REPORTS Section: Committee/Delegates Reports REP-64/12

C.03.1 CONSULTATIVE COMMITTEE RECOMMENDATION: That Council note the minutes of the Consultative Committee meeting held on 15 February 2012.

BACKGROUND: An ordinary meeting of the Consultative Committee was held on Wednesday, 15 February 2012. ISSUES: As per the minutes attached. SUSTAINABILITY: Not applicable. COMMUNITY INTERACTION: Not applicable. OPTIONS: To accept, reject or amend the recommendation. FINANCIAL CONSIDERATIONS: Nil RESOLVED that Council note the minutes of the Consultative Committee meeting held on 15 February 2012.

Moved: Cr L Carter Seconded: Cr E Bates CARRIED

ATTACHMENT NO: 1 - CONSULTATIVE COMMITTEE - MINUTES - 15 FEBRUARY 2012 ITEM NO: C.03.1


CONSULTATIVE COMMITTEE MEETING WEDNESDAY, 15 FEBRUARY 2012 COMMENCING AT 9.00AM,

BARRY ROSE MEETING ROOM, SCONE PRESENT: MANAGEMENT REPRESENTATIVES: Daryl Dutton, Bede Spannagle EMPLOYEE REPRESENTATIVES: James Binks (Chairman), Gaynor Blackadder, Stephen Ward, Christine Robinson, Jeff Cutts, Brian Tinsey and Col Scriven IN ATTENDANCE: Melanie Caban (Human Resources Co-ordinator) and Ian Haywood (USU) APOLOGIES: Jane Holland, Ray Phelps and Steve Pryor MEETING OPENED: 9.10am CONFIRMATION OF MINUTES: RECOMMENDATION: That the previous minutes of the meeting of the Upper Hunter Shire Council Consultative Committee held on 12 October 2011, a copy having been distributed to all members, be taken as read and adopted. MOTION: That the minutes as distributed be adopted as a true and accurate record of the meeting subject to the following amendment:

On page 3 of the Minutes under point 5ii). Corporatisation of Local Government – the second sentence; ‘S Ward suggested that possible changes by the Future federal Government may see local governments operating under the Fair Work Acts which local government is currently exempt in NSW. ’ and the forth sentence: ‘S Ward also advised that the USU were resisting changes and that the Local Government Engineers Association were putting some work into lobbying against these changes.

MOVED: B SPANNAGLE SECONDED: S WARD CARRIED BUSINESS ARISING FROM PREVIOUS MINUTES (23 NOVEMBER 2011) Field Officer Position B Spannagle advised that an analysis was done and staff had been advised of outcome by memo. B Tinsey advised that staff not happy with outcome as officer still responsible for plant. I Haywood suggested that this matter be addressed in a meeting after consultative meeting. Hunter Council Drug Trial M Caban has spoken to company running the trial and the 6 month trial period has finished, now they are looking into surveys. I Haywood advised USU were happy with trial. M Caban advised they were unsure about DEPA’s opinion.



Destination 2036 USU collected submissions and put together a report with Professor Dolby’s assistance. Council has also made a submission to ROCS against Destination 2036. Local Government Association made a submission named “Retention of Professional going forward”. RTA – Road Maintenance contestability B Spannagle advised that Council has received their Annual report card with a good rating, it was the best rating in a few years. Council has met with staff to thank them and encourage them to continue the good work. 1. Staff Updates Technical Services

Works Engineer – Interviews held on 13 February 2012 – Will make an offer to one of candidates. Construction Carpenter Apprenticeship – Noel Stevens appointed. Medium Plant Officer – appointment of Bernard Constable, Second Medium Plant Officer – waiting

on Medical Team Leader Water – Appointed David Skinner & Graham Richardson. Resignations from Merriwa received from Kenneth Bevan (retired), Wayne Cashen & Trent Cooper

– these positions to be advertised. Resignation from Murrurundi – Grader Operator, Peter Cooper. Advertising internally & externally. Resignation from Scone - Field Officer, Jamie Brabant. Manager Water and Waste – Appointed Paul Turri. Paul started on 30 January 2012

Corporate Services 3 Trainees with Scone office have now commenced. Early Learning Centre – will be advertising for a teacher. Administrative Records Assistant (Maternity Relief) is currently being filled by S Taylor. A Hunt will

return to work on a part time basis as of next month. Council looking into options of this position.

Environmental Services Senior Town Planner – held interviews on 14 February 2012. 4 people interviewed.

2. Working Agreement

J Cutts advised he had distributed 30 copies around depot and has not received any feedback. Murrurundi has not given any feedback either. S Ward advised of some feedback he had received feedback that some staff would like 9 day fortnight (RDO), others would like 4 day week and some like the Flexi time. J Binks received feedback from indoor staff that they would like to see a 9 day fortnight (RDO system) right across the board, as other Council’s positions seem more appealing and this may help to retain staff. D Dutton advised that particular work areas can negotiate work arrangement. M Caban to clarify process for applying for change of work hours with staff, ‘Staff are to write to their Director whom then will discuss with General Manager. S Ward advised that some staff had issues with Vehicle leaseback policy. M Caban advised that this is not part of the working agreement and is unable to be included in the agreement. D Dutton advised that this is being looked at and a discussion will take place with those involved.



Council has until end of March to sign off on the working agreement. A draft will be forwarded to unions, the draft will highlight the changes. I Haywood asked if Council could state the previous agreement and the new changes in the Draft. M Caban will clarify for all staff how sick leave operates in relation to what is classified as “Medical” and the 3 occasion process. M Caban will discussion matter of staff not requiring a Dr Certificate until third occasion with Payroll as if a staff member has a Dr Certificate at any time Council will accept them. M Caban will re-educate staff on Sick leave policy by putting an article in newsletter. Draft of Working Agreement will be given to all staff.

3. Scone Cup Public Holiday

Scone Cup half day Public Holiday will remain. GENERAL BUSINESS Core Numbers I Haywood has been contacted by staff that are saying they believe that staff numbers at Merriwa seem less then when amalgamated. M Caban advised that the numbers are right. I Haywood could identify 4 positions that need clarification. Brian Byfield- M Caban advised she would look into as M Caban does not recall this name at any stage of the amalgamation. Wayne Cashen – Advised this position would be replaced, only just resigned. Jane Holland – Transferred to Scone Office Ronald Richards – Still vacant D Dutton left at 9.50am. Performance review letters/memo Staff concerned as they have not received their Performance Review Letters, they have been signed off though no letter received indicating the outcome. Some staff has had increase. Payroll has completed the majority, Payroll not holding process up. Some staff have not had feedback since March 2011. M Caban will look into why process has been held up. Retirement Policy J Binks asked if a policy exists to Phasing retirement. M Caban advised that this is on her list to do, though at this stage Council is access it on a case to case basis. I Haywood advised that not all staff have the same entitlement which the feelings from members are that the higher of position you hold the less opportunity you have with succession planning. Position changed G Blackadder asked when a position that changes titles is meant to be brought to the consultative Committee for consultation. M Caban advised when significant changes have been made to their role. NEXT MEETING: The next meeting of the Consultative Committee is scheduled to be held on

Wednesday, 28 March 2012 commencing at 9.00am THERE BEING NO FURTHER BUSINESS THE MEETING CLOSED AT 10.10AM



Section: Committee/Delegates Reports REP-66/12

C.03.2 WALFERTAN COMMUNITY CONSULTATIVE COMMITTEE

RECOMMENDATION: That Council note the minutes from the 21 February 2012 Walfertan Community Consultative Committee.

BACKGROUND: The Walfertan Community Consultative Committee met on the 21 February 2012 at Aberdeen. The meeting was attended by Cr Michael Johnsen(Council), Murray James(Council), Paul Smith (Council), John Burke (Community representative), John Driscoll (Community representative) and (Greg Osborne (Walfertan Processors). Also in attendance were Tom O’Connell, Lisa Burke and Lyla Ridgeway. ISSUES: Refer to attached minutes. SUSTAINABILITY: Not applicable. COMMUNITY INTERACTION: The operation of the Walfertan Community Consultative Committee provides opportunities for community interaction. OPTIONS: Nil FINANCIAL CONSIDERATIONS: Nil RESOLVED that Council note the minutes from the 21 February 2012 Walfertan Community Consultative Committee.

Moved: Cr M Johnsen Seconded: Cr B Howey CARRIED

ATTACHMENT NO: 1 - MINUTES WALFERTAN COMMUNITY CONSULTATIVE COMMITTEE 21 FEBRUARY 2012

ITEM NO: C.03.2


WALFERTAN COMMUNITY CONSULTATIVE COMMITTEE

21 FEBRUARY 2012

Present:

Council: Cr Michael Johnsen (Chair), Murray James, Director of Environmental Services, Paul Smith, Environmental Planning Officer; Community: John Burke, John Driscoll; Walfertan: Greg Osbourne. Non-Committee Members in attendance: Tom O’Connell, Lisa Burke and Lyla Ridgeway

Apologies:

W. Sardinha (Walfertan)

Business Arising

Nil

Odour Reduction Program

Continuing to manage the odour issues.

No odour complaints received.

All the odour reduction systems are working correctly.

Micro-biosystems, dams and monitoring has been running with capacities.

Land and Environment Court Appeal still in progress.

General Business

Aberdeen Action Group received a copy of a letter from the Minister of the Environment to George Souris (see attachment). It was requested that the Aberdeen Action Group provide a copy of the letter sent to George Souris to the Committee.

There was discussion about the potential for fog to transport chemical residues in the tailings dams.

There was discussion about the type of Chromium that is used.

The need to review the current Committee Charter was raised.

Meeting Closed: 6.30pm

Next Meeting: Tuesday, 1 May 2012

ATTACHMENT NO: 1 - MINUTES WALFERTAN COMMUNITY CONSULTATIVE COMMITTEE 21 FEBRUARY 2012

ITEM NO: C.03.2





C.03.3 HUNTER VALLEY MUSEUM OF RURAL LIFE COMMITTEE


1. Note the minutes of the meeting held on Tuesday 6 March 2012; and 2. Request the Museum Management Committee (to be established through the Deed of

Management) as a matter of priority familiarise itself with the collection and review the collection in terms of each item's relevance to the 'collection story' and make recommendations as to retention or re-accession of each item

BACKGROUND: The Hunter Valley Museum of Rural Life Committee was established to provide recommendations and advice to the Glenbawn State Park Trust (or Administrator) in relation to the Glenbawn Rural Museum. ISSUES: The Lake Glenbawn State Park has commissioned a Plan of Management for the Park that incorporates the Museum. A Deed of Management for the Hunter Valley Museum of Rural Life is in draft form at present but should be completed by April 2012. The Hunter Valley Museum of Rural Life Committee has provided feedback to this draft document. The collection continues to deteriorate whilst ever there is inaction in terms of building maintenance and conservation of the collection. SUSTAINABILITY: The Museum and its collection is an important piece of the cultural history of the settlement and development of the Upper Hunter. There are opportunities for tourism development around parts of the collection either at Lake Glenbawn or in other locations within the Upper Hunter. COMMUNITY INTERACTION: Once the Deed of Management is completed there will be public advertisements requesting expressions of interest for membership of the committee. The Draft Plan of Management will be placed on public exhibition by Catchment and Lands once it is completed. OPTIONS: Accept, reject or modify the recommendations. FINANCIAL CONSIDERATIONS: Nil RESOLVED that Council: 1. Note the minutes of the meeting held on Tuesday 6 March 2012; and 2. Request the Museum Management Committee (to be established through the Deed of

Management) as a matter of priority familiarise itself with the collection and review the collection in terms of each item's relevance to the 'collection story' and make recommendations as to retention or re-accession of each item

Moved: Cr L Carter Seconded: Cr L Driscoll CARRIED

ATTACHMENT NO: 1 - MINUTES - HUNTER VALLEY MUSEUM OF RURAL LIFE COMMITTEE - 6 MARCH 2012

ITEM NO: C.03.3


MINUTES OF THE HUNTER VALLEY MUSEUM OF RURAL LIFE COMMITTEE MEETING HELD AT BARRY ROSE ROOM COUNCIL OFFICE SCONE ON TUESDAY 6 MARCH 2012, COMMENCING AT 4.00PM.

1.0 PRESENT: Cr Lea Carter (Chair), Sean Constable, Jan Wild, Lynn Collins, Jan Sumner, Stewart Veitch, Belinda McKenzie, Ray Hynes

2.0 APOLOGIES: Daryl Dutton, Susan Effenberger, Cr Bill Howey Margaret McDougall 3.0 ADOPTION OF PREVIOUS MINUTES That the minutes as presented be accepted as a true and accurate record of the meeting held on 6 December 2011.

Moved: L Collins Seconded: J Sumner CARRIED

4.0 Matters Arising from previous minutes Advised that letter was sent to Karen Hembrow, administrator for Lake Glenbawn State

Park Trust, outlining the activities and successes of the committee to date and requesting immediate attention to the Draft Deed of Management and a copy of the Draft Plan of Management for Lake Glenbawn State Park. No response has been received to date.

Susan Effenberger has been unavailable to complete the Significance Assessment report as previously promised.

Action Items have been completed as noted in the attached table.

5.0 GENERAL BUSINESS 5a: Update from Glenbawn State Park Trust Noted

A new management team has been employed at the Lake, it is a contract company that will be working there for the next 9 months

Have brought in a husband/wife team from another park to manage Could possibly be some work around the museum shortly with building maintenance and

ground maintenance to be undertaken - priority list to be developed and actioned It was noted that the museum had been left unsecured for a short period recently, at

present it is unsure if any items were removed during this time. Karen Hembrow to attend to the review of the Draft Plan of Management and Sustainable

Improvement Strategy for the Lake in the near future. Deed of Management Members of the committee provided written comment on the initial draft late 2011 Stewart Vietch tabled the latest draft document Committee to provide feedback to Stewart by the end of this week Question was asked about de-accession of items that do not fit with the future story to be

told by the collection - this will be handled through the Deed of Management and the committee that is formed.

Secretariat role of the DOM committee will be provided by Catchment & Lands Plan of Management A Draft Plan of Management for Lake Glenbawn has been prepared by consultants but

the terms of reference for this project are not available at present Once the Draft document is tidied up it will be made available to Council and the

committee for comment, it will also be placed on public exhibition The Museum is identified within the POM and has action items relating to it Unsure how the Museum will be identified in terms of its tourism potential within the Park

as this will have some significant bearing on how the collection is treated in the future

ATTACHMENT NO: 1 - MINUTES - HUNTER VALLEY MUSEUM OF RURAL LIFE COMMITTEE - 6 MARCH 2012

ITEM NO: C.03.3


Significance Assessment There has been little work done on this report since last meeting due to work

commitments of Susan Effenberger The report will provide a point of reference for consideration of collection items in terms of

their relevance to any future collection, either as a whole at Lake Glenbawn or as separate collections or pieces in other collections in the Upper Hunter

A working group will be established to assist in this process once the Museum Management Committee is established

Motion: That Council request the Museum Management Committee (to be established through the Deed of Management) as a matter of priority familiarise itself with the collection and review the collection in terms of each item's relevance to the 'collection story' and make recommendations as to retention or re-accession of each item. Moved: Stewart Vietch Seconded: Jan Wild CARRIED

5b: Update from Upper Hunter Museum of Rural Life (Aberdeen Cultural Centre) Noted:

UHMRL has submitted a proposal through Hon George Souris, Minister for Tourism and Member for Upper Hunter to Hon Andrew Stoner, Deputy Premier. The submission requests a $500,000 grant to assist with the purchase of Campbell's Store in Aberdeen.

A recent membership drive by the committee recruited a further 50 members. The committee now has 55 members including these new associate members

The committee continues to undertake fund raising activities

5c: Other General Business

Nil

6.0 Next meeting of the Hunter Valley Museum of Rural Life Committee to be held on Tuesday

24 April 2012 at Scone commencing at 4.00pm. THERE BEING NO FURTHER BUSINESS, the meeting concluded at 5.45pm.

ATTACHMENT NO: 1 - MINUTES - HUNTER VALLEY MUSEUM OF RURAL LIFE COMMITTEE - 6 MARCH 2012 ITEM NO: C.03.3


Item Action Item Person Responsible Date for completion

Progress

38 Significance Assessment launched

LPMA March 2012 Awaiting finalisation of report

43 Committee provide feedback on Draft Deed of Management to Susan Effenberger

Committee December 2012 Completed

44 Draft Deed of Management presented to the UHMRL committee for review and feedback

LPMA February 2012 Draft provided, further input to be provided in March

45 Deed of Management finalised and signed LPMA / UHMRL April 2012

46 Minutes prepared and Report to Council Sean Constable March 2012 Completed

47 Letter to Karen Hembrow on behalf of committee Sean Constable December 2012 Completed, awaiting response




C.03.4 ECONOMIC DEVELOPMENT & TOURISM COMMITTEE

RECOMMENDATION: That Council: 1. Note the minutes of the extraordinary meeting held on Monday 5 March 2012; 2. Determine whether to endorse, or not, the ‘Branding Strategy’ of “Up Country” as presented by

Mr Kent Woodcock; and 3. Consider the inclusion of funds over 2012/13, 2013/14, 2014/15 budgets if endorsed. BACKGROUND: Council endorsed the Economic Development & Tourism Strategic Plan 2012 in January 2011. This plan identified the priority strategy of developing a branding strategy for the shire as the number one priority. Kent Woodcock was selected and appointed to carry out the branding strategy after a request for quote process was conducted in late 2010. Mr Woodcock has been invited to present the proposed branding strategy to this Council meeting. Funding applications were lodged to match Council funding for this project but the applications were unsuccessful. Council has funded the branding strategy fully from the 2011/12 economic promotion budget. ISSUES: The Branding Strategy has identified several areas of investment that will be required to be undertaken in the following year: * Development of a Style Guide (to provide guidelines as to how any branding material can be used by an external agency or business) * Production of a high quality photo library * Replacement of the existing town maps for promotional material * Production of a high quality video - including all major festivals SUSTAINABILITY: A vibrant business community is essential to the ongoing health of a community. Marketing of the business community, tourism and relocation attributes of the Upper Hunter through such a campaign will increase the number of residents living and working in the shire and will assist in maintaining the viability of the existing business community. COMMUNITY INTERACTION: Community engagement through stakeholder workshops (key industries) will be conducted in April to get buy-in from these key industries before the strategy is rolled out to the wider community.

OPTIONS: 1. Endorse the Branding Strategy, or not. 2. Endorse the principle of a branding strategy but request review of the “Up Country” proposal. 3. Consider costs and funding in the forthcoming Delivery Program and Operational Plan 2012/13 – 15/16.

FINANCIAL CONSIDERATIONS: A budget allocation of $70,000 will be considered in the 2012/13 DPOP with a further $25,000 per year for the following two years. RESOLVED that Council: 1. Note the minutes of the extraordinary meeting held on Monday 5 March 2012; 2. endorse the principle of a branding strategy but request review of the “Up Country” proposal

and bring back alternative options; and 3. Consider the inclusion of funds over 2012/13, 2013/14, 2014/15 budgets if endorsed.

Moved: Cr L Watts Seconded: Cr L Carter CARRIED

Cr Seccombe recorded her vote against the motion. It is noted that Cr Seccombe advised that she would step down from the Brand Strategy Working Party and resign from the Economic Development & Tourism Committee, effective immediately.

ATTACHMENT NO: 1 - MINUTES FOR THE ECONOMIC DEVELOPMENT & TOURISM MEETING MONDAY 5 MARCH 2012

ITEM NO: C.03.4


UPPER HUNTER SHIRE ECONOMIC DEVELOPMENT & TOURISM COMMITTEE

EXTRAORDINARY MEETING MINUTES

Monday 5th March 2012 – 11.00am Upper Hunter Shire Council Administration Building - Scone

1.0 PRESENT: Cr P Seccombe, M Blay, P Hale, D Brown, S Pryor, D Dutton, Cr L Watts, T Kratzman, Cr M Johnsen (Chair), S Constable, Cr Peebles, Cr Howey, B McKenzie, E Holt (by Teleconference), W Bedggood 2.0 IN ATTENDANCE: K Woodcock, T Hynes, T Taylor, P Carlin, R Neave 3.0 APOLOGIES:

4.0 MINUTES OF THE PREVIOUS MEETING

Noted; that the minutes of the meetings held on Wednesday 15 February 2012 will be presented to the meeting scheduled for Wednesday 6 April 2012.

5.0 MATTERS ARISING FROM THE PREVIOUS MINUTES 6.0 BUSINESS ITEMS Cr Pam Seccombe introduced Mr Kent Woodcock who had been contracted through the UHSC Economic Development & Tourism Committee to develop a fresh and marketable image for the Shire as the branding strategy was the top project in the Economic Development & Tourism Strategic Plan. Mr Woodcock is experienced in this field of work and has successfully worked with Lake Macquarie Tourism, Post Shop, Canteen and Hunter Medical Research Institute. 6.1 Branding Strategy Noted;

A presentation by Mr Kent Woodcock in relation to the Branding Strategy as identified in the Economic Development and Tourism Strategic Plan.

The presentation brand was ‘Up Country’. The brand would be carried throughout the Shire and is primarily a business

related strategy that includes tourism Aberdeen, Barrington Tops, Merriwa, Murrurundi and Scone would be

identified on the ‘brand’ and it could be used through retail and industry to promote the Shire.

It is important that everyone ‘get on board’ and get behind the initiative as teamwork was the key to the success of the project.

The area when marketing was quite unique Eg: Horse Capital, Festivals. High quality images including video and photography with people included

was recommended as critical to developing good marketing collateral. Possible Outcomes and Actions

W Bedggood to provide possible stakeholder target list to Secretary. Specific Stakeholders as identified to be targeted in the first instance. Aged Care was also mentioned as a possible stakeholder. Meeting to be organised as soon as practicable.

ATTACHMENT NO: 1 - MINUTES FOR THE ECONOMIC DEVELOPMENT & TOURISM MEETING MONDAY 5 MARCH 2012

ITEM NO: C.03.4


Motion: That Council endorse the ‘Branding Strategy’ as presented by Mr Kent Woodcock to the Upper Hunter Shire Council Economic Development & Tourism Committee; and that funds be included over the following 2012/13, 2013/14, 2014/15 budgets to enable stakeholder buy ins and grant applications to proceed and the initiative to commence. Moved: W Bedggood Seconded: D Brown CARRIED

8.0 GENERAL BUSINESS

Nil at this time

. The meeting concluded at 12.45pm

9.0 Date of next meeting – Wednesday 4 April 2012 at 11.00am in the Barry Rose Room




C.03.5 UPPER HUNTER FAMILY DAY CARE JOINT ADVISORY COMMITTEE

RECOMMENDATION: That Council note the minutes of the meeting of the Upper Hunter Family Day Care (UHFDC) Joint Advisory Group (JAG) Committee held on 21st February 2012

BACKGROUND: The UHFDC Joint Advisory Group met on Tuesday 21st February 2012 in the Upper Hunter Shire Council Administration Centre Scone. A copy of the minutes of the meeting is attached. ISSUES: As outlined in the minutes. SUSTAINABILITY: Not Applicable COMMUNITY INTERACTION: This is a section 355 Committee of Council which includes representation from other organisations and the community. OPTIONS: For adoption only. FINANCIAL CONSIDERATIONS: Not applicable RESOLVED that Council note the minutes of the meeting of the Upper Hunter Family Day Care (UHFDC) Joint Advisory Group (JAG) Committee held on 21st February 2012

Moved: Cr E Cottle Seconded: Cr D Peebles CARRIED

ATTACHMENT NO: 1 - JAG MINUTES FEBRUARY 2012 ITEM NO: C.03.5


Minutes of the meeting of the FAMILY DAY CARE JOINT ADVISORY GROUP COMMITTEE held at 6.25pm on TUESDAY 21 February, 2012 at the Upper Hunter Shire Council, Administration Centre, Scone.

1.0 PRESENT: Ms Kathy Brown (Coordinator, Children’s Services – UH Shire Council), Mrs Kerri Cone (Manager, Community Services – UH Shire Council), Cr Lorna Driscoll (UH Shire Council – Chairperson), Mrs Chris Hovi (Educator Rep)

2.0 IN ATTENDANCE: Mrs Marg Caslick, Mrs Helen Clark 3.0 APOLOGIES: Cr Stephen Ward

4.0 MINUTES OF PREVIOUS MEETING:

RESOLVED: that the minutes of the meeting held 15 November, 2011 be adopted as a true and accurate record.

Moved: Mrs Chris Hovi Seconded: Cr Lorna Driscoll CARRIED

5.0 BUSINESS ARISING 5.1 Scheme Promotion and Marketing

Noted Merriwa advertising was successful with ad placed in the Merriwa Ringer. The aim was to approach

illegal child care operators to join our scheme. The scheme has received a lot of feed back with the Coordinator to follow up with 3 prospective Educators in Merriwa.

5.2 Prospective Educators

Noted The schemes Registered Educators are now at 19 with 3 more interested in training. One Educator from

Blandford retired in January after 17 years with our service.

6.0 GENERAL BUSINESS:

6.1 Fundraising Update Noted

No change

6.2 National Quality Standards Noted

New Regulations and Standards are in place from January 2012. Courtesy visits have occurred at other schemes in line with re-licence. Emphasis is on fines for both the Educator and the Coordination unit when in breech.

6.3 Budget

Noted Budgets are being set at present with proposed increases in scheme fees and charges.

6.4 New Premises for FDC Toys and Equipment

Noted FDC Toys and Equipment have been relocated from the Senior Citizens Centre to the Scone Youth

Centre. The first playgroup at the new premises is scheduled for March.

6.5 Resignation of Children’s Services Coordinator Noted

Ms Kathy Brown, Children’s Services Coordinator has tendered her resignation effective from 27 April 2012. Kathy’s position will be advertised.

7.0 CO-ORDINATOR’S REPORT: (Accepted as tabled) 8.0 PERFORMANCE INDICATOR REPORT: (Accepted as tabled)

9.0 BUDGET:

9.1. Report on Year to Date figures (Accepted as tabled)

10.0 NEXT MEETING: 6.15pm, Tuesday 15 May 2012, Upper Hunter Shire Council, Administration Centre.

There being no further business the meeting closed at 7pm.




C.03.6 MURRURUNDI AND DISTRICT HISTORICAL SOCIETY


1. Note the minutes of the Executive Meeting held on Monday 12 March 2012. 2. Endorse the nominations of Ms Megan Taylor and Mr Des Dugan as new Committee members. BACKGROUND: The Murrurundi and District Historical Society is a Section 355 Committee of Council. ISSUES: As noted in the minutes:

The next exhibition “The Word-Murrurundi in the writer’s eye” will open on 30 March. A volunteer training day will be held on Saturday 30 April. The Upper Hunter Museum’s Network will meet in Murrurundi on Thursday 29 March prior to

the Hunter Heritage Forum on Friday 30 March.

SUSTAINABILITY: Not applicable COMMUNITY INTERACTION: Involving and Partnering OPTIONS: That Council adopt the recommendations or determine otherwise. FINANCIAL CONSIDERATIONS: Expenditure is within budget allocation. RESOLVED that Council: 1. Note the minutes of the Executive Meeting held on Monday 12 March 2012. 2. Endorse the nominations of Ms Megan Taylor and Mr Des Dugan as new Committee

members.


ATTACHMENT NO: 1 - MINUTES OF THE MURRURUNDI AND DISTRICT HISTORICAL SOCIETY EXECUTIVE MEETING HELD MONDAY 12 MARCH 2012

ITEM NO: C.03.6


MINUTES OF THE EXECUTIVE MEETING OF THE MURRURUNDI & DISTRICT HISTORICAL SOCIETY, HELD AT THE MUSEUM, MAYNE STREET, MURRURUNDI

ON MONDAY 12 MARCH 2012, COMMENCING AT 2.10 PM.

1.0 MEMBERS: Geoff Field (Chairman), Mrs Patricia Paton, Mrs Carolyn Farrow, Ms Barbara Riddell, Glenda Stace, Mrs Heather Ranclaud (minutes)

2.0 IN ATTENDANCE: Des Dugan, Megan Taylor.

3.0 APOLOGIES: Janene Nolan.

4.0 ABSENT:

5.0 DECLARATION OF INTEREST: Nil declared


6.1 Purpose of the meeting: The Chairman outlined that the purpose of the Executive Meeting was to deal with matters prior to the upcoming AGM. 6.2 AGM Agenda Items: Fees, election of executive members, meeting frequency, dates and times. Glenda Stace advised that she was not seeking re-nomination as secretary. Members then discussed foreshadowed motions to ensure a Committee is formed. Nominees and seconders were indicated for the following positions: President- Geoff Field Vice President- Patricia Paton Secretary- Des Dugan Assistant Secretary- Megan Taylor Treasurer- Carolyn Farrow Other positions to be filled are Archivist, Publicity Officer and General Committee members. Note; Glenda Stace and Carolyn Farrow will distribute nomination forms to members requesting that nominations are received in writing 7 days before the Annual General Meeting. Note; Phil Mitchell to be nominated for life membership. 6.3 Ancestry.com Megan Taylor reported she has made inquiries about the subscription and fees range from $179 to $400 p.a. Discussion regarding reliability of information. This will be a future agenda item. Agreed that the Historical Society is not a family history group and currently people can access the ancentry.com through any library or visit the Family History group in Singleton. 6.4 Wool Press Following discussion, it was agreed that the Wool Press will be put on display in the yard of the Museum and a shade sale to be installed above it. MOTION: the wool press to be displayed in rear yard of the Museum. Moved: Barbara Riddell Seconded: Carolyn Farrow Carried Note; Community Services Officer to liaise with Council staff about this task.

ATTACHMENT NO: 1 - MINUTES OF THE MURRURUNDI AND DISTRICT HISTORICAL SOCIETY EXECUTIVE MEETING HELD MONDAY 12 MARCH 2012

ITEM NO: C.03.6


6.5 Leaking Roof Members were advised that funds may be available in the new financial year for roof repairs at the Museum. 6.6 Clearing Sale Agreed to hold a Clearing Sale in conjunction with the Murrurundi Festival and in accordance with the existing policy. Items include the piano and lounge suite. 6.7 Exhibits and displays Suggested that lounge chairs are moved to the Church Hall, Display cases are moved to side wall in gallery Military display to be moved to the gallery and Space is created for saleable items such as books and postcards. Improved signage is needed. Glass case in the Church Hall is very scratched and needs top panel replaced. Quote to be obtained. It was agreed that these tasks will be completed when there is time and funds.

Note; “The Word- Murrurundi in the writer’s eye” will open on 30 March.

6.8 Volunteer Training Day Members agreed to hold a training day on Saturday 28 April. 10.30am start and BBQ lunch. The day will be an opportunity to work through procedures at the Museum, and also recruit more volunteers. 6.9 Museum Strategy The Community Services Officer reported that Council adopted the Museum’s Strategy. Members reviewed short term priorities. 6.10 UH Museum’s Network It was suggested that the next Network meeting could be held on Thursday afternoon 29 March, after setting up the RSL Hall for the Hunter Heritage Forum which will be held on Friday 30 March. Note; Community Services Officer to liaise with Museum’s Advisor to set the date and agenda for the next Network meeting. 6.11 Membership MOTION: that Megan Taylor and Des Dugan become members of the Committee. Moved: Geoff Field Seconded: Carolyn Farrow Carried 6.12 Maintenance and Improvements Members were asked for input into future works at the Museum. Agreed priorities are:

Railings and improved access for people with a disability Signage at front of buildings Repaint roofs Repaint inside Church Hall and Museum Cabinets for textiles Clothing boxes Repair picture railings.

7.0 NEXT MEETING:

Due to Easter, the next meeting will be held on Monday, 16 April 2011 at 3.00pm

With no further business the meeting closed at 4.05pm.




C.03.7 TIDY TOWNS COMMITTEE

RECOMMENDATION: That Council note the record of proceedings of the meeting held on 20 February 2012

BACKGROUND: The Tidy Towns Committee is a Section 355 Committee of Council. ISSUES: Due to the lack of a quorum, the notes become a record of proceeding only. Noted:

The focus for the Committee in 2012 will be participation in National Tree Day The Murrurundi Landcare Tidy Towns Committee will be nominating projects for the Tidy Towns

Sustainable Communities program in 2012. SUSTAINABILITY: Not applicable COMMUNITY INTERACTION: Involving and Partnering OPTIONS: Nil FINANCIAL CONSIDERATIONS: Expenditure is within the budget allocation. RESOLVED that Council note the record of proceedings of the meeting held on 20 February 2012

Moved: Cr E Cottle Seconded: Cr L Driscoll CARRIED

ATTACHMENT NO: 1 - MINUTES OF THE UPPER HUNTER TIDY TOWNS COMMITTEE MEETING HELD 20 FEBRUARY 2012

ITEM NO: C.03.7


Notes of the TIDY TOWNS COMMITTEE meeting held at 4.03pm on Monday 20 February 2012 at the Upper Hunter Shire Council Committee Room, Liverpool Street, Scone

and via video conferencing in Merriwa.

1.0 MEMBERS: Mrs Diana Daniels, Ms Ruth Hardy, Mrs Janene Nolan, 2.0 IN ATTENDANCE: Mrs Heather Ranclaud, Miss Phoebe Richard. 3.0 APOLOGIES: Mrs Kerri Cone, Cr Lee Watts (Chairperson), Mrs Robyn Orman,

Cr Pam Seccombe, Mrs Dorothy Whitby, 4.0 ABSENT:

5.0 DECLARATION OF INTEREST: Nil declared 6.0 MINUTES OF THE PREVIOUS MEETING:

Amendments to November minutes advised by Ruth Hardy

1. mobile puppet theatre is not on a trailer

2. Scone Landcare are waiting on a draft landscape plan for Rotary Park

3. Lunch Munchers is a Scone Landcare project not in conjunction with HCRCMA

4. The Lunch Munchers program will be offered to all Upper Hunter Primary Schools.

7.0 BUSINESS ARISING:

7.1 Feedback from Working Parties

Murrurundi Landcare Tidy Towns Group: 3 community members attended the Lithgow Awards Weekend with the Community Services Officer in November 2011. Feedback has been provided for the information of members:

For me the aspect that was particularly impressive was being a part of such a positive group of people who endeavored to remain focused on only positive goals & ways of interacting - not only for the weekend - but when they returned to their various towns. One gets tired of constant negativity which seems to doggedly attach itself to community groups, at times, so to be surrounded mainly by positive 'we can do it to the best of our ability' type mentalities was refreshing & nourishing to the soul. Also, the obviously well-planned events which led to a very enjoyable time for participants.

Going to Lithgow for the Tidy Towns awards was really an eye opener to experience the enthusiasm of all the tidy towners from other towns and to see just what other towns like Lithgow have to offer. The people were all so genuine and the friendship that we develop over the weekend is really inspiring. Lithgow is an old mining town but they have showcased that extremely well. You come back all inspired but we need other people in our town to experience this event to have some input into helping us become a Tidy Towns contender. A fantastic weekend, very enjoyable.

Murrurundi was Highly Commended in the Bush Spirit Category for the 2010 Back to Murrurundi Festival.

The award was presented to the Chairman of the 2010 Festival Committee at the Murrurundi Public School by Cr Watts.

The Committee met on 6 February and main points include:

Truck parking area at the top of the range is frequently littered. The clean up required is more than volunteers can be expected to undertake.

Suggested Tidy Towns entries for 2012; Cultural Heritage - Wedding Exhibition, Litter

ATTACHMENT NO: 1 - MINUTES OF THE UPPER HUNTER TIDY TOWNS COMMITTEE MEETING HELD 20 FEBRUARY 2012

ITEM NO: C.03.7


Reduction - Adopt a Spot, and Overall entry for Murrurundi.

Aberdeen: No Tidy Towns meetings held. Local focus on Museum.

Merriwa: Focus on Clean Up Australia Day- Carp Muster organised by Council.

Scone: Eight (8) Landcare Group members. Lunch Munchers project ends in June. No interest in Tidy Towns projects this year.

7.2 Tidy Towns Sustainable Communities important dates for 2012:

Assessment Week will be 13-17 August 2012

Kyogle Awards Dinner 3 and 4 November.


8.1 Review Charter and Identify Priorities for 2012

Suggested that smaller communities could be involved and there is a need for clarification on what Tidy Towns Sustainable Communities means. More promotion and branding may help.

Note; agreement that the focus for 2012 will be participation in National Tree Day.

8.2 Clean Up Australia Day

Murrurundi Friday 2 March, School’s Clean Up Day at Wilson Memorial Oval from 10am-11am Sunday 4 March, Four Bridges Walk and Paradise Park.

Scone Sunday 4 March, Register at Elizabeth Park from 9.30am

Clean Up from 9.30am to 11.30am Aberdeen Sunday 4 March, Register at St Andrews Reserve from 9.30am Clean Up from 9.30am to 10.30am

Merriwa Sunday 4 March, Merriwa Clean Up Australia Day Carp Muster and fishing competition from 8am to 5pm. Schools and youth group involved.

8.3 Vegetation Management

8.3.1 CVA Riparian Workshops; were held in 2011 and considered successful. Not held in Murrurundi due to lack of response. 8.3.2 Kelly Street; Suggested a plan is needed for trees in Kelly Street. Note; check with Environmental Services. 8.3.3 Workshops; Workshops on Managing Horses on Small Properties will be held in coming weeks.

9.0 NEXT MEETING:

The next meeting will be held Monday 18 June 2012 at 4.00pm in the Upper Hunter Shire Council Committee Room, Liverpool Street, Scone. Video conferencing will be available from Merriwa and Murrurundi.

There being no further business, the meeting closed at 4.50pm.




C.03.8 YOUTH SERVICES COMMITTEE


1. Note the Minutes of the Youth Services Committee Meeting dated 21st February 2012. 2. Accept the nomination of Mr Mick Power to the Committee membership. BACKGROUND: The Youth Services Committee meets monthly to receive reports from the Youth Services Co-ordinator, and Upper Hunter Youth Council delegates, and to discuss issues of importance to young people in the Shire. ISSUES: As noted in the Minutes. SUSTAINABILITY: Not applicable COMMUNITY INTERACTION: Consultation with young people and community members. OPTIONS: To accept, amend or reject the recommendations. FINANCIAL CONSIDERATIONS: Nil RESOLVED that Council: 1. Note the Minutes of the Youth Services Committee Meeting dated 21st February 2012. 2. Accept the nomination of a Police representative to the Committee membership.

Moved: Cr E Bates Seconded: Cr L Driscoll CARRIED

ATTACHMENT NO: 1 - YOUTH SERVICES COMMITTEE -MINUTES OF MEETING ITEM NO: C.03.8


MINUTES of YOUTH SERVICES COMMITTEE held at 5pm on Tuesday 21st February, 2012

in the Barry Rose Room , Upper Hunter Shire Council Administration Centre, Scone

1.PRESENT: Cr Lorna Driscoll , Mrs Beryl Bates, Mr Curtis Irving, Ms Fiona Tickle; Cr Errol Bates attended at 5.30pm. Sheree Gray attended at 5.40pm. IN ATTENDANCE: Ms Kerri Cone, Ms Justine Witney APOLOGIES: Cr. Errol Bates and Sheree Gray notifying they would arrive late due to other commitments. ABSENT: Nil. WELCOME TO NEW PEOPLE ATTENDING: Cr Bates welcomed Mr Curtis Irving representing the newly formed Youth Council. 2. DECLARATION OF INTEREST: Nil declared 3. MINUTES OF THE PREVIOUS MEETING: MOTION: The Minutes of 6th December 2011 be adopted as a true and accurate record. Moved: Fiona Tickle Seconded: Curtis Irving CARRIED BUSINESS ARISING: 4.1 Transport between Aberdeen & Scone for Youth Centre activities on Friday evenings Justine reported that she had quotes ranging from $360 per Friday night to over $500. Transcare Hunter has a 10 seater bus that doesn't require an LR licence to drive. They would charge $1.10/km plus GST, with a minimum hire fee of $150, if we supplied the Driver. We would need to have two youth Workers on duty for the pick up and returns adding extra work hours and costs to the budget. Looking for Volunteer Drivers seemed to be the best option. Justine will be meeting with Caitlyn from the Advocate on Thursday to put together an article seeking assistance of Volunteer Drivers or a bus. A number of enquiries had been made of Club Buses with no success to date. The issue of Insurance was also raised. Moved that: Justine 1.Seek Media Coverage in regard to the Project for volunteers and available buses 2.Talk to Ruth Neave in regard to possible grants available 3.Contact the RSL Club at Aberdeen again in regard to options for a bus. Moved: Beryl Bates Seconded: Fiona Tickle CARRIED 4.2 Young Endeavour Scheme Justine reported last years YE Sailors would be speaking at Council on 27.2.12 in regard to their experiences. It was planned to provide 6 berths again in 2012. The Voyage will be 7-17th December, leaving and arriving in Sydney. This should reduce some expenses. Sponsorship letters would be going out soon, with the selection dinner usually held 3rd Week in September. GENERAL BUSINESS 5.1 Committee Member changes Steve Gillian has tendered his resignation as he will be moving away from the area. Moved that his resignation be accepted. Moved: Beryl Bates Seconded: Curtis Irving CARRIED An application for membership has been received from Mick Power. Moved that Mick Powers appointment be recommended to Council. Moved: Beryl Bates Seconded: Curtis Irving CARRIED

ATTACHMENT NO: 1 - YOUTH SERVICES COMMITTEE -MINUTES OF MEETING ITEM NO: C.03.8


5.2 UPDATE ON COUNCIL'S YOUTH CENTRES Justine reported that:

a number of excursions had been held including to the movies, beach and Luna Park, for Aberdeen, Murrurundi and Scone.

New lino had been installed in the kitchen at Murrurundi Centre. The Men's Shed were still working in the back room and have upgraded it. Consideration is being given to removing the large fireplace from the centre, and the large mosaic cupboard will be donated to a community group in Murrurundi to provide more room in the Youth Centre.

5.3 YOUTH WEEK 2012 Justine reported that Youth Week would be held in Aberdeen this year. Quotes for a portable skatepark were quite high ($4000-$5000), so other ideas were being sought through the Whisper and Justine will follow up with a meeting of Aberdeen Youth to gauge ideas. 5.4 YOUTH COUNCIL REPORT Curtis, reported that the new Youth Council, consisting of SRC representatives from Schools in our Shire had it's second meeting in the Barry Rose Room on 13.2.21. The Council discussed the launching of the new Council- how it would be done, (eg discos, evening event) and who to invite. The Council also had preliminary discussion about the Survey results. The next meeting will further these discussions. MOTION : That the Youth Council Report be accepted. Moved: Fiona Tickle Seconded: Cr Lorna Driscoll CARRIED. 5.5 IDEAS FOR THE NEXT YOUTH BUDGET Members suggested that internet connections should be made for Murrurundi and Merriwa Centres. The need for some extra Youth Hours to meet our funding Body's specifications for more casework was discussed. Members also raised the issue of transport costs as this is an issue for youth. 5.6 PRIORITY ISSUES FOR YOUTH OF OUR SHIRE. Members discussed what priority needs were for youth in Upper Hunter Shire. Sheree said that homelessness and couch hopping was a problem in the area, and there were no options as the nearest refuge is in Maitland. Various options were discussed including Fostering type situations, and the possibilities of a Refuge type service or Home Support type service in the area. The Committee felt it needed more information about a Fostering Type service and the legalities of a Home support type service, where young people could seek accommodation . Moved that the Youth Officer investigate and report back on options from other areas that provide support for homeless youth, including legalities of community members providing a fostering type service on a voluntary basis. Moved: Cr Errol Bates Seconded: Beryl Bates CARRIED 5.7 ANY OTHER BUSINESS Members congratulated the Aberdeen Skatepark Kids and also Curtis Irving, on their Australia Day awards, which were well deserved. It was suggested that the Youth Council be approached for assistance, when the 2013 Australia Day awards were being assessed. Their feedback on Youth awards would be valuable. 6. NEXT MEETING:

The next meeting is scheduled for 27th March 2012, commencing 5.00pm at the Scone Youth Centre if available, or the Scone Administration Centre. Venue to be confirmed. 7. CLOSE: There being no further business, the Chairperson closed the meeting at 6.08pm.




C.03.9 MERRIWA DISTRICT AUSTRALIA DAY COMMITTEE

RECOMMENDATION: That Council note the minutes of the Merriwa District Australia Day Committee meeting held 20 February 2012.

BACKGROUND: Minutes of the meeting are included as Attachment 1. ISSUES: As per minutes. SUSTAINABILITY: Not applicable. COMMUNITY INTERACTION: Community Interaction on 355 Committee of Council OPTIONS: To adopt or amend the recommendation. FINANCIAL CONSIDERATIONS: As per budget. RESOLVED that Council note the minutes of the Merriwa District Australia Day Committee meeting held 20 February 2012.

Moved: Cr D Peebles Seconded: Cr L Carter CARRIED

ATTACHMENT NO: 1 - MINUTES OF THE MERRIWA DISTRICT AUSTRALIA DAY COMMITTEE MEETING HELD 20 FEBRUARY 2012

ITEM NO: C.03.9


MINUTES OF THE MERRIWA DISTRICT AUSTRALIA DAY COMMITTEE MEETING HELD IN COUNCIL CHAMBERS, MERRIWA, ON MONDAY 20 FEBRUARY 2012 COMMENCING AT

6.00PM.

1.0 PRESENT: Mr Bryan Baker, Mr Arthur Williams, Mrs Shirley Hunt, Mrs Jan Cronin, Mrs Dale Wesley, Mrs Margaret Wright

2.0 IN ATTENDANCE: Miss Phoebe Richard

3.0 APOLOGIES: Cr Deirdre Peebles, Mr Ross Craven, Mrs Ella Mulholland

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

J.Cronin/D.Wesley CARRIED

4.0 CONFIRMATION OF MINUTES

MOTION: That the Minutes of the Merriwa District Australia Day Committee Meeting held on 23 January 2012, a copy having been distributed to all members be taken as read and adopted.

B.Baker/D.Wesley CARRIED

5.0 BUSINESS ARISING FROM MINUTES - NIL

6.0 CORRESPONDENCE

6.1 Incoming

6.1.1 Email from Sarah Garnett thanking the committee and the town for being so hospitable.

6.2 Outgoing

6.2.1 Thank you letter to Merriwa Junior Rugby League & Netball Club Inc for their help with the BBQ.

7.0 GENERAL BUSINESS

7.1 Evaluation of the 2012 event Most of the feedback is very positive. There are a few recommendations for next year regarding further promotion of the Merriwa Awards i.e. Environmental Achievement and Sustainability in Business; and around the decorations. These have been detailed in the evaluation table for all members.

8.0 DATE OF NEXT MEETING

To be advised when next round of nominations is drawing closer. THERE BEING NO FURTHER BUSINESS, the meeting concluded at 7:20pm.



DEVELOPMENT REPORTS Section: Development Reports REP-97/12

D.03.1 POLICY - AMENITIES IN CONJUNCTION WITH RURAL SHEDS ON LAND THAT DOES NOT HAVE A DWELLING ENTITLEMENT


1. Review and amend this policy such as to remove Clause 9 regarding the occupation of the land

2. Place the amended draft policy on public exhibition for 28 days BACKGROUND: In 2009 Council adopted a Policy – Amenities in Conjunction with Rural Sheds on Land that does not have a dwelling entitlement. The intent of this policy is to allow rural land holders to have a rural shed on an allotment for the primary purpose of machinery and farm materials storage with some minimal facilities such as toilet, shower, tub and hand basin in a separate building with an area of up to approximately 10 sq metres. Clause 9 of the Policy however allowed for occupation of the rural shed for short stays (not exceeding 5 consecutive days) only with an indicative maximum stay of up to 60 days in any 12 month period. ISSUES: Rural sheds are Class 10a non-habitable buildings under the National Construction Code of

Australia, which is called up via the Environmental Planning and Assessment Regulation 2000. In this regard any occupancy of a rural shed is prohibited and as such Clause 9 of the policy is inconsistent with the Environmental Planning and Assessment Regulation 2000.

Recently Council gave approval for a rural subdivision along Pembroke Road, Merriwa that created a number of rural allotments that are less than the 100ha minimum lot size. This was possible under State Environmental Planning Policy (Rural Lands) 2008, however the allotments that were approved do not individually have dwelling entitlements.

Council has received a number of enquiries from members of the public wanting to purchase these individual allotments for use as “weekenders”.

It is suggested that this policy misleads the public by suggesting that a rural shed can be used as a habitable building (ie a Class 1a – Dwelling).

SUSTAINABILITY: The intent of the 1(a) General Rural Zone in the Merriwa Local Environmental Plan 1992 is to primarily encourage the productive and efficient use of land for agricultural purposes and prevent the inappropriate development of prime crop and grazing land for purposes other than agriculture. This policy has the effect (whether intended or not) of encouraging uses of land (ie lifestyle uses) that detracts from the efficient use of agricultural land. COMMUNITY INTERACTION: In normal circumstances new policies or amendments to policies require a 28 day public exhibition period. However in this case there is a degree of urgency because the Policy is inconsistent with the Environmental Planning and Assessment Regulation 2000 and is misleading members of the public. OPTIONS: To support the recommendation or make another recommendation. FINANCIAL CONSIDERATIONS: Nil RESOLVED that Council:

1. Review and amend this policy such as to remove Clause 9 regarding the occupation of the land

2. Place the amended draft policy on public exhibition for 28 days


ATTACHMENT NO: 1 - POLICY AMENITIES IN CONJUNCTION WITH RURAL SHEDS ON LAND THAT DOES NOT HAVE A DWELLING ENTITLEMENT

ITEM NO: D.03.1


UPPER HUNTER SHIRE COUNCIL

DEVELOPMENT AND BUILDING CONTROLS – POLICY – Amenities in Conjunction with Rural Sheds on Rural Land that does not have a Building Entitlement

Policy

Council acknowledges that there are circumstances when the short-term occupation of rural land, on which a dwelling does not exist, may be beneficial for the general maintenance of the land, enabling attendance to weed control, fencing, animal husbandry, etc. Council also recognises that a landowner has a right to enjoy the use of their land for personal recreational purposes. The provision of basic amenities to support short term occupation of rural land is environmentally desirable. This situation may occur in respect to all rural that, which under the provisions of an environmental planning instrument, does not attract an entitlement for the erection of a permanent residential building.

Objective

The objectives of this policy are: 1. To give clear direction that rural sheds proposing internal features that could be adapted to long

term accommodation will not be approved. 2. To prescribe standards for the provision of basic facilities for short-term occupation of rural land. 3. To specify limits on short-term occupation of rural land 4. To ensure that appropriate approvals are obtained for the construction of facilities.

Procedures/Practice

1. Rural sheds that incorporate any internal partitions or amenities that could be adapted for

residential use are not classified as “farm buildings and structures” under the provisions of State Environmental Planning Policy (Exempt and Complying Development) 2008.

2. Development consent from Council is required for the construction of amenities in conjunction with rural sheds.

3. The primary purpose of a rural shed is to be for storage of machinery etc and no internal partitions will be approved.

4. Amenities consisting of a toilet, tub/hand basin and shower will be permitted in a separate outbuilding having an area of up to approximately 10 square metres.

5. The amenities outbuilding is not to be attached to a rural shed. 6. The amenities outbuilding is to be located clear of any likely site flooding. 7. A rainwater storage tank with a minimum storage capacity of 20.000 litres is to be provided and

fitted with appropriate fire fighting fittings. 8. An application for an on site sewerage management system is to be lodged and approved for the

site. The system is to be installed and fully operational prior to use of the amenities. 9. Occupation of the land, whether within a rural shed or other temporary accommodation device

(e.g. a caravan), is limited to short stays (not exceeding 5 consecutive days) only with an indicative maximum stay of 60 nights in any 12 month period.

10. The applicant for any such developments is required to formally acknowledge and agree with the conditions of consent.

References

This policy replaces the former Merriwa Shire Council policy “Facilities in Rural Outbuildings” and is a new policy in respect to the Upper Hunter Shire local government area. This policy was adopted by Council on 27 July 2009.

Review Date The policy is to be reviewed by the Director of Environmental Services in July 2014.

Authorised by: ………………………………………………… ……………………………..

ATTACHMENT NO: 1 - POLICY AMENITIES IN CONJUNCTION WITH RURAL SHEDS ON LAND THAT DOES NOT HAVE A DWELLING ENTITLEMENT

ITEM NO: D.03.1


Daryl Dutton, General Manager Date



FINANCE REPORTS Section: Finance Reports REP-109/12

F.03.1 FINANCIAL AND OPERATIONAL REVIEW RECOMMENDATION: That Council endorse the content and timetable for the financial and operational review of Council.

BACKGROUND: At its extraordinary meeting of Council on 20 February 2012, Council resolved not to proceed with a special rate variation at this time, but investigate alternative options to identify “funding sources” and “improved efficiencies within Council, before seeking a special rate variation. At that meeting, it was indicated that a report would be presented to this meeting providing a timetable for the investigations outlined above. At the Councillors’ workshop, conducted on 13 March 2012, it was indicated that the process of the 2012/13 to 2015/16 Delivery Program & Operational Plan was well advanced and any review of the financial and operations of council would be integral to this process. A further Councillors’ workshop is to be conducted on Thursday, 22 March 2012, focussing on financial sources for Council, being rates, grants, loans, contributions and operating revenues. Further reports on the operational aspects, particularly the Unsealed Roads Maintenance review and Capital Works Program are currently dealt with through the Works & Technical Services Committee. The Financial Reporting and Operating Reports against the current DPOP are dealt with through the Finance Committee on a monthly basis. The Integrated Planning and Reporting guidelines from the NSW Division of Local Government, Department of Premier & Cabinet, set out the process for the establishment and review of Council’s Community Strategic Plan and the Delivery Program and Operational Plan. All Councils are required to review their Community Strategic Plans within one year following an ordinary election, ie September 2013. In the same timeframe Councils are also required to review their policies and organisation structure. For Upper Hunter Shire Council, the process of review of the current Community Strategic Plan and concurrent Long Term Financial Plan, Resourcing Strategies including Asset Management Plans would be undertaken during the last quarter of 2012 and first quarter of 2013, to logically feed into the 2013/14 – 16/17 Delivery Program & Operational Plan, whilst complying with the DLG requirements. On the bi-annual cycle, the next 2014 review of the Community Strategic Plan fits mid-term in the Council election cycle. ISSUES: Council’s determination to not proceed with a Special Rate Variation Application for 2012/13 will be reflected in the draft 2012/13 to 2015/16 Delivery Program & Operational Plan. Council has requested consideration of a timetable for the review of council’s financial options and operational performance. Council is required to review its Community Strategic Plan, including Long Term Financial Plan, resourcing Strategies in a process commencing October 2012 leading into the 2013/14 – 16/17 Delivery Program & Operational Plan, to be finalised and adopted before June 2013. Should Council determine to proceed with a Special Rate Variation for 2013/14, the application process requires notification to IPART in November 2012, fitting in with the timetable for review of Council’s Long Term Financial Plan and Community Strategic Plan, but only two (2) months post election in September 2012.



Financial and Operational Review It would be logical to institute a process of review of the financial capacity and options for resourcing Council’s activities in conjunction with its statutory planning responsibilities, through the existing committee structures of Council. Similarly, it would be logical that the Finance Committee, in terms of governance, monitoring and reporting, review the aspects of operational performance for other than Works and Technical Services, whilst the Works and Technical Services committee are responsible for the delivery of the works and services specifically relative to Council’s major assets, being Roads and Bridges. The Works and Technical Services Committee should therefore be responsible for the review of productivity and measures to maximise value for money in the delivery of those services. In terms of a timetable, it would be scheduled monthly meetings, with specific issues identified and discussed, with recommendations to the full Council on those issues. Actions could then be undertaken over the period from now until and after the forthcoming elections, in order that an informed determination can be made on any consideration of a Special Rate Variation at the commencement of the process. A timetable for such reviews is set out below: Financial Review 23 March 2012 Workshop / Briefing: Rating Structure, Loan Funding, Grants and Contributions, Land

Development and Operating Revenue.

April Finance Committee: 1. Statement of Revenue Policy – 2012/13 – 2015/16 DPOP 2. DPOP Reporting

May Finance Committee: 1. Long Term Financial Plan – Strategic Review

June Finance Committee: 1. Alternative Sources of Revenue 2. Commercial Activities Review

July Finance Committee: 1. Grants and Contributions 2. Regional Co-operation / Joint Ventures

August Finance Committee: 1. Land Development & Operating Revenue 2. Procurement

September: No Committee meeting

October Finance Committee: Community Strategic Plan – Long Term Financial Plan

November Finance Committee: Special rate Variation – Consideration Ongoing Review integrated with Community Strategic Plan and DPOP process. Operational Review March W&TS Committee: Action Plan – Rural Road Maintenance Review

April W&TS Committee: Works Programme and Services – 2012/13 – 15/16 DPOP.

May W&TS Committee: Operational Performance – Monitoring and Reporting

June W&TS Committee: 1. Contracting and Consultants 2. Plant Management

July W&TS Committee: Routine Maintenance Scheduling and Service Delivery

August W&TS Committee: Business Planning – Water/Sewer & Waste

September: No W&TS Committee meeting.

October W&TS Committee: Community Strategic Plan – Asset Management Plans / Future Capital Works Program

Ongoing review integrated into Community Strategic Plan and DPOP process and timetable. SUSTAINABILITY: Not applicable.



COMMUNITY INTERACTION: Not applicable. OPTIONS: Agree, disagree or modify. FINANCIAL CONSIDERATIONS: Not applicable. RESOLVED that Council endorse the content and timetable for the financial and operational review of Council.

Moved: Cr L Carter Seconded: Cr M Johnsen CARRIED



GENERAL ADMINISTRATION REPORTS Section: General Administration Reports REP-82/12

G.03.1 2012 LOCAL PUBLIC HOLIDAY RECOMMENDATION: That Council note the declaration of a half day local public holiday for the Scone Cup on 18 May 2012.

BACKGROUND: Following reports to the October and November 2011 Council meetings and an online community survey, Council resolved to request the afternoon of the Scone Cup (18 May 2012) be granted as a Local Public Holiday within the towns of Aberdeen, Blandford, Bunnan, Ellerston, Gundy, Moonan Brook, Moonan Flat, Murrurundi, Parkville, Rouchel, Scone, Timor and Wingen. The Minister for Finance and Services, the Honourable Greg Pearce MLC has now approved the local public half-holiday for 2012. ISSUES: Further community consultation will be undertaken for 2013 in regard to expanding the event to cover the whole of the Upper Hunter Local Government Area. SUSTAINABILITY: Not Applicable COMMUNITY INTERACTION: Broad media attention was given to the discussion on whether the event should be a local public holiday or a local event day. Online survey was carried out, with majority of responses in favour of a local public holiday. OPTIONS: Nil FINANCIAL CONSIDERATIONS: Nil RESOLVED that Council note the declaration of a half day local public holiday for the Scone Cup on 18 May 2012.

Moved: Cr L Carter Seconded: Cr L Driscoll CARRIED

ATTACHMENT NO: 1 - DEPARTMENT OF FINANCE AND SERVICES - NOTIFICATION OF APPROVAL OF HALF DAY PUBLIC HOLIDAY FOR SCONE CUP 2012

ITEM NO: G.03.1



ITEM NO: G.03.1



ITEM NO: G.03.1



ITEM NO: G.03.1



ITEM NO: G.03.1




Section: General Administration Reports REP-83/12

G.03.2 PRESENTATION TO MR FRANCIS GOLLEDGE


Welcome and thank Mr Francis Golledge by way of presentation for his outstanding commitment and achievements in relation to his community work provided through Joblink Plus to the Scone Visitor Information Centre (SVIC).

BACKGROUND: Francis Golledge was assigned to the Scone Visitor Information Centre through Joblink Plus. Francis is close to completing his third appointment at the Centre and Council staff has been extremely impressed with his commitment, work ethic, development and achievements when at the SVIC. Francis has been maintaining the grounds of the SVIC and has ensured the Centre is spotless inside and out and very welcoming for visitors. ISSUES: The Scone Visitor Information Centre (through Council) has always been supportive of the Joblink Plus Programme and Francis has strengthened this partnership by his enthusiasm and reliability on the job. Staff and volunteers at the SVIC have very much appreciated his assistance and his ability to work as part of a team. SUSTAINABILITY: Not applicable. COMMUNITY INTERACTION: Not applicable. OPTIONS: Adopt or amend the recommendation. FINANCIAL CONSIDERATIONS: Not applicable. Council welcomed and thanked Mr Francis Golledge by way of presentation for his outstanding commitment and achievements in relation to his community work provided through Joblink Plus to the Scone Visitor Information Centre (SVIC).




G.03.3 REQUEST FOR SPONSORSHIP - 2015 ANZAC CENTENARY STUDENT TOUR OF GALLIPOLI


Provide $2,000 towards the 2015 Anzac Centenary student tour of Gallipoli. BACKGROUND: A request (copy attached) has been received requesting Council provide financial assistance to a proposed student tour of Gallipoli to mark the centenary of the landing for 2015. The funds will be utilised in supporting twenty (20) Hunter Valley students’ participation in the tour. ISSUES: Two Upper Hunter Shire schools will be participating. SUSTAINABILITY: Not Applicable COMMUNITY INTERACTION: Nil OPTIONS: To accept, reject or modify the report. FINANCIAL CONSIDERATIONS: Funds are available under Council’s S356 contributions. RESOLVED that Council provide $2,000 towards the 2015 Anzac Centenary student tour of Gallipoli.

Moved: Cr D Peebles Seconded: Cr L Driscoll CARRIED

ATTACHMENT NO: 1 - HUNTER VALLEY DISTRICT COUNCIL OF RSL SUB BRANCHES - REQUEST FOR SPONSORSHIP - 2015 ANZAC CENTENARY STUDENT TOUR TO GALLIPOLI

ITEM NO: G.03.3



ITEM NO: G.03.3



ITEM NO: G.03.3





G.03.4 PURCHASE OF LAND

RECOMMENDATION: That Council affix the seal to any documents in relation to the purchase of Lot 326 Bhima Drive, Scone

BACKGROUND: Council in considering the Works and Technical Services Committee minutes at the meeting held on 27 February delegated authority to the Mayor and General Manager to negotiate the purchase of Lot 326 Bhima Drive Scone from the developer. ISSUES: Completion of the legal documents under the Common Seal of Council requires the resolution of Council. SUSTAINABILITY: Required under the Local Government Act 1993. COMMUNITY INTERACTION: N/A OPTIONS: To adopt, amend or reject the recommendation FINANCIAL CONSIDERATIONS: As outlined in Confidential Report on 27 February 2012 RESOLVED that Council affix the seal to any documents in relation to the purchase of Lot 326 Bhima Drive, Scone

Moved: Cr E Bates Seconded: Cr E Cottle CARRIED



Section: General Administration REP-91/12

G.03.5 ANZAC DAY 2012

RECOMMENDATION:

That Council provide assistance to The Returned and Services League of Australia (RSL) by providing representatives at Anzac Day services and ceremonies. BACKGROUND:

Representatives are requested for the following ceremonies on Anzac Day, Wednesday, 25 April 2012:

Aberdeen: 6.00 am Dawn Service – Memorial, Moray Street 9.00 am March and Service – Bedford Street 10.00 am Official proceedings and brunch – Auditorium of Aberdeen RSL

Merriwa: 6.00 am Dawn Service at Cenotaph followed by breakfast at Merriwa RSL 10.30 am March – RSL to Cenotaph 10.45 am Remembrance Ceremony – Cenotaph

Murrurundi: 6.00am Dawn Service – Memorial Gate – Bowling Club 10.45 am March - Adelaide Street to Memorial Hall and Commemoration Service at Memorial Hall 12.30 pm Lunch Murrurundi Bowling Club

Scone: 6.00 am Dawn Service – War Memorial Swimming Pool 10.45 am March - assemble Kelly Street 11.00 am Commemoration Service – War Memorial – Kelly Street

Gundy: 9.00am March and Service at Gundy ISSUES:

Representation by Council at Anzac Day services in Aberdeen, Merriwa, Murrurundi, Scone and Gundy. SUSTAINABILITY:

Not applicable. OPTIONS:

Council may provide assistance as requested, or not. FINANCIAL CONSIDERATIONS:

Provision has been made in the 2011/12 budget to cover this cost. RESOLVED that Council provide assistance to The Returned and Services League of Australia (RSL) by providing representatives at Anzac Day services and ceremonies as follows: Aberdeen: Crs Driscoll & Carter Merriwa: Cr Peebles & Cottle Murrurundi: Crs Seccombe & Watts Scone: Crs Howey, Bates, Johnsen Gundy: Crs Howey & Johnsen

Moved: Cr D Peebles Seconded: Cr M Johnsen CARRIED




G.03.6 REQUEST FOR SPONSORSHIP - SCONE GRAMMAR SCHOOL FETE

RECOMMENDATION: That Council provide a donation of $200 to the Scone Grammar School Fete Committee as a contribution to prizes and gifts for their 2012 School Fete.

BACKGROUND: In a letter dated 7 March 2012 the Scone Grammar School Fete Committee has requested sponsorship for this year’s fete to be held during the Scone & Upper Hunter Horse Festival on Saturday, 12 May 2012. ISSUES: The request meets the requirements of Council’s policy, “GRANTS & SUBSIDIES – POLICY – Programs – Section 356 General”. SUSTAINABILITY: Not applicable. OPTIONS: To accept, reject or amend the recommendation. FINANCIAL CONSIDERATIONS: Funds for this amount are available in the 2011/12 budget. RESOLVED that Council provide a donation of $200 to the Scone Grammar School Fete Committee as a contribution to prizes and gifts for their 2012 School Fete.

Moved: Cr D Peebles Seconded: Cr L Carter CARRIED

ATTACHMENT NO: 1 - SCONE GRAMMAR SCHOOL FETE - REQUEST FOR SPONSORSHIP 2012

ITEM NO: G.03.6


ATTACHMENT NO: 1 - SCONE GRAMMAR SCHOOL FETE - REQUEST FOR SPONSORSHIP 2012

ITEM NO: G.03.6





G.03.7 REQUEST TO WAIVE FEES - BACK TO CASSILIS WEEKEND


Waive fees associated with using Council’s facilities and equipment, including use of the Community Bus up to 250km, on the weekend of 29 September to 1 October 2012. BACKGROUND: A request has come from the Cassilis community requesting that Council waive fees associated with running of a Back to Cassilis Weekend at the end of September 2012. The request would involve waiving fees for:

1. Use of the Community Hall for static displays, information and food preparation 2. Use of the Shire Marquee 3. Use of the Community Bus (approximately 250km over 3 days)

ISSUES: Support provided either in kind or financially to other functions around the shire. SUSTAINABILITY: Not Applicable COMMUNITY INTERACTION: Request from local community for Council to provide support. OPTIONS: To accept, reject or amend the recommendation. FINANCIAL CONSIDERATIONS: Waiving of fees would have minimal impact on either facility hire income or plant income. RESOLVED that Council waive fees associated with using Council’s facilities and equipment, including use of the Community Bus up to 250km, on the weekend of 29 September to 1 October 2012.


ATTACHMENT NO: 1 - REQUEST FOR FEE REMISSION FOR HALL AND MARQUEE HIRE FOR BACK TO CASSILIS WEEKEND 29/09/2012 TO 01/10/2012

ITEM NO: G.03.7


Glenalvon

CASSILIS NSW 2329

15th March 2012

Upper Hunter Shire Council

PO Box 208

SCONE NSW 2337

Dear Mr Dutton

Cassilis Community are holding a Back to Cassilis Weekend on the long weekend of 29th September ‐

1st October 2012. The Cassilis Community Hall has been booked for the weekend for the purpose of

static displays, information and food preparation. As we do not anticipate making any profit from

the weekend, we were seeking remission of fees for the hire of the hall for the weekend. In addition

we have the Shire Marquee booked, and we would also like you consider remission of fees for the

hire of the marquee.

The Community bus has been booked for the weekend, and we anticipate it will travel approx 250km

over the three days, taking people to local gardens and sites. We were wondering if we would be

able to negotiate some reduced fee structure for the bus.

The Back to Cassilis Weekend Reunion is being run by the Cassilis Community with no outside

funding or sponsorship. It would therefore be appreciated if the Shire Council could give support to

our community by way of fee remissions for this event.

Thank you, in anticipation of a favourable response.

Yours sincerely

Linda Gant




G.03.8 BEST PRACTICE REVIEW OF COUNCIL


1. Note the Best Practice Review of Council undertaken by the Division of Local Government 2. Endorse the Action plan contained in the report 3. Endorse the report being lodged onto Council’s Website.

BACKGROUND: Upper Hunter Shire Council was asked to complete a comprehensive checklist/questionnaire about key Council practices. The review was conducted by a contractor from IAB services, who examined these and a range of other source documents prior to visiting Council in order to gain a preliminary understanding of the circumstances of Council and how the Council is responding. The on-site component of the review took place in June 2011. It involved initial interviews with the Mayor and the General Manager, interviews with a cross-section of staff, general discussions with councillors, observation of a Council meeting, a review of Council policies and other documents. The Division of Local Government has advised that it does not propose to monitor the implementation of the recommendations of the report. This responsibility will rest with the elected body and senior management of Council. There were seventeen (17) recommendations from the report:

1. Council needs to clearly distinguish the purposes of each of the Community Strategic Plan, Delivery Program and Operational Plan and reflect these purposes in each of the documents.

2. The Council’s Delivery Program should clearly state the principal activities that will be undertaken in the four year life of the Program.

3. Council should create and implement a councillor development program that includes material on the Integrated Planning and Reporting Requirements.

4. Council needs to conduct a whole of organisation risk management assessment and develop a plan that identifies all organisational risks including business, insurance and fraud, analyse these risks, evaluate existing controls that are in place and then outline strategies to manage the risks identified.

5. Council should give consideration to the comments in this report when deciding on the appointment of an Internal Auditor.

6. Once the initial audit function is finalised, the audit of Council’s development assessment and contributions processes using the ICAC development assessment tool should be undertaken.

7. Council needs to consider the introduction of a pre-lodgement advice service to the community.

8. Council needs to develop procedures to ensure Council is kept adequately informed of all determinations made under delegated authority.

9. Council needs to make available public notices listing DA determinations on its website. 10. The Long-Term Financial Plan assumptions should include assumed percentage increases of

fees and charges, assumed rate pegging, and special rate variation assumptions. 11. The Long-Term Financial Plan ratio charts would be enhanced by commentary describing

industry benchmarks and Council’s intended targets. 12. Council should continue to monitor its outstanding rates and charges and implement

appropriate strategies to further reduce the outstanding amount. 13. Council needs to ensure that it is aware of the correct means to apply for claims relating to

valuation objections that are compliant with the legislation. 14. Council’s Social and Community Plan should include information on recreational activities and

programs held in the Shire, consistent with Council’s Community Strategic Plan. 15.



Council should strengthen its Workforce Management Strategy with further integration with its Delivery Program as part of implementing the Integrated Planning and Reporting framework.

16. Council should consider the addition of performance measures for its workforce strategies in its Workforce Management Strategy.

17. Council needs to ensure that its Succession Plan is fully developed and updated for implementation in early 2012.

An Action Plan has been developed to address the issues raised, this is included in the body of the report. ISSUES:

As per report Overall report shows no major concerns The Division of Local Government has advised that it does not propose to monitor the

implementation of the recommendations of the report. This responsibility will rest with the elected body and senior management of Council

SUSTAINABILITY: Not Applicable COMMUNITY INTERACTION: Covered under the report. Document to be placed on website for Community Information. OPTIONS: Notation only. FINANCIAL CONSIDERATIONS: Nil RESOLVED that Council:

1. Note the Best Practice Review of Council undertaken by the Division of Local Government

2. Endorse the Action plan contained in the report 3. Endorse the report being lodged onto Council’s Website.

Moved: Cr M Johnsen Seconded: Cr L Carter CARRIED



Section: General Administration REP-105/12

G.03.9 REQUEST FOR SPONSORSHIP - MUSWELLBROOK & UPPER HUNTER EISTEDDFOD INC

RECOMMENDATION: That Council provide sponsorship of $250 to Muswellbrook and Upper Hunter Eisteddfod Inc to assist in the staging of the Eisteddfod 2012. BACKGROUND: A request has been received from Muswellbrook and Upper Hunter Eisteddfod Inc for sponsorship from Council to assist in the staging of the 2012 Eisteddfod. (Refer attached) All donations are acknowledged in the Eisteddfod programs. Council has supported the Eisteddfod with a donation of $250 each year since 2005. ISSUES: Sponsorship by Council of the Muswellbrook and Upper Hunter Eisteddfod 2012 by way of financial assistance. SUSTAINABILITY: Not applicable. OPTIONS: To provide financial support or reject the request FINANCIAL CONSIDERATIONS: Funds to cover this donation are available in the 2011/12 budget. RESOLVED that Council provide sponsorship of $250 to Muswellbrook and Upper Hunter Eisteddfod Inc to assist in the staging of the Eisteddfod 2012.

Moved: Cr E Bates Seconded: Cr D Peebles CARRIED

ATTACHMENT NO: 1 - MUSWELLBROOK & UPPER HUNTER EISTEDDFOD INC - REQUEST FOR 2012 SPONSORSHIP

ITEM NO: G.03.9


ATTACHMENT NO: 1 - MUSWELLBROOK & UPPER HUNTER EISTEDDFOD INC - REQUEST FOR 2012 SPONSORSHIP

ITEM NO: G.03.9


Confidential Ordinary Council Meeting 26 March 2012


CLOSED COUNCIL RESOLVED that Council move into Closed Council with the press and public excluded in accordance with Section 10(2)(c) of the Local Government Act 1993.

Moved: Cr E Bates Seconded: Cr E Cottle CARRIED CONFIDENTIAL REPORTS Section: Mayoral Minutes REP-114/12

CR.03.1 BRIDGE REPLACEMENT PROGRAM

This matter is considered to be confidential under Section 10A(2) (c) of the Local Government Act, as it deals with information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.


1. Accept the tender of Civilbuild, Redhead NSW for the construction of replacement bridges at Cuan and Alec Cone Bridge sites for total lump sum of $1,124,000 (exclusive of GST) and

2. Accept the tender of Civilbuild, Redhead NSW for the construction of replacement footbridges at Stewarts Brook and Moonan Brook (based on low level bridge design principles) for a total lump sum of $420,000 (exclusive of GST) subject to RMS funding approval.

RESOLVED that Council: 1. Accept the tender of Civilbuild, Redhead NSW for the construction of replacement bridges at

Cuan and Alec Cone Bridge sites for total lump sum of $1,124,000 (exclusive of GST) and 2. Accept the tender of Civilbuild, Redhead NSW for the construction of replacement

footbridges at Stewarts Brook and Moonan Brook (based on low level bridge design principles) for a total lump sum of $420,000 (exclusive of GST) subject to RMS funding approval.

Moved: Cr E Bates Seconded: Cr M Johnsen CARRIED

RETURN TO OPEN MEETING RESOLVED that the meeting move back into Open Council.

Moved: Cr E Bates Seconded: Cr M Johnsen CARRIED Upon resuming Open Council the following recommendation was adopted: RESOLVED that Council: 1. Accept the tender of Civilbuild, Redhead NSW for the construction of replacement bridges at

Cuan and Alec Cone Bridge sites for total lump sum of $1,124,000 (exclusive of GST) and 2. Accept the tender of Civilbuild, Redhead NSW for the construction of replacement

footbridges at Stewarts Brook and Moonan Brook (based on low level bridge design principles) for a total lump sum of $420,000 (exclusive of GST) subject to RMS funding approval.

Moved: Cr E Bates Seconded: Cr M Johnsen CARRIED

THERE BEING NO FURTHER BUSINESS THE MEETING CLOSED AT 6.09PM.

Documents

MINUTES OF THE ORDINARY MEETING OF UPPER ...upperhunter.nsw.gov.au/f.ashx/documents/Council/04bp_26...Page 1 of 171 of the Minutes of the Ordinary Meeting of the Upper Hunter Shire