agenda and business papers oberon council ordinary general … · 2015. 6. 30. · 3. catchment...

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

1 | P a g e

Agenda and Business Papers Oberon Council Ordinary General Meeting

Tuesday 19 June 2012 5.30pm Council Chambers

01 OPENING OF MEETING ..................................................................................... 3

02 PRAYER .............................................................................................................. 3

03 RECORD OF ATTENDANCE.............................................................................. 3

04 PRESENTATIONS .............................................................................................. 3

05 QUESTIONS FROM THE PUBLIC ...................................................................... 3

06 CONFIRMATION OF MINUTES OF PREVIOUS MEETING(S) .......................... 4

07 DECLARATIONS OF INTEREST ........................................................................ 4

08.01.01 MAYORAL MINUTE AND REPORT ................................................................................................... 5

09 COUNCILLOR REPORTS .................................................................................. 6

10 INWARDS CORRESPONDENCE ....................................................................... 7

10.01.01 INWARDS CORRESPONDENCE ....................................................................................................... 7

11 REPORTS FOR INFORMATION ......................................................................... 9

11.01.01 MONTHLY ACTIVITY REPORT – GENERAL MANAGER ..................................................................... 9 11.01.02 STATUS REPORT – ACTIONING COUNCIL DECISIONS ................................................................... 13 11.01.03 CHANGES TO REPORTING STRUCTURES ...................................................................................... 19 11.01.04 MONTHLY ACTIVITY REPORT - TOURISM DEVELOPMENT OFFICER ............................................. 20 11.01.05 MONTHLY ACTIVITY REPORT – COMMUNITY AND CUSTOMER SERVICES ................................... 24 11.01.06 MONTHLY ACTIVITY REPORT – CORPORATE SERVICES DEPARTMENT ......................................... 27 11.01.07 STATEMENT OF BANK BALANCES AND INVESTMENTS – 31 MAY 2012 ........................................ 29 11.01.08 MONTHLY ACTIVITY REPORT – ENGINEERING DEPARTMENT ...................................................... 33 11.01.09 MONTHLY ACTIVITY REPORT – DEVELOPMENT DEPARTMENT .................................................... 35 11.01.10 MEDIA .......................................................................................................................................... 38

12 REPORTS FOR DECISION ...............................................................................40

12.01.01 AMENDMENT TO DRAFT LAND USE STRATEGY – FINAL DOCUMENT FOR ENDORSEMENT ......... 40 12.01.02 DEVELOPMENT CONTROL PLAN REVIEW – REVIEW OF ROAD WIDTHS FOR NEW DEVELOPMENT .. ..................................................................................................................................................... 41

Oberon Council – Agenda and Business Papers – Ordinary Meeting – 19 June 2012

2 | P a g e

12.01.03 DEVELOPMENT APPLICATION 10.2012.17.1 ................................................................................ 44 12.01.04 TENDER – SPRAYED BITUMINOUS SURFACING WORKS ............................................................... 49 12.01.05 BURRAGA CROWN ROADS ........................................................................................................... 51 12.01.06 ROAD RESPONSE RISK MANAGEMENT POLICY ............................................................................ 53 12.01.07 LOCAL GOVERNMENT REMUNERATION TRIBUNAL – COUNCILLOR FEES .................................... 54 12.01.08 DONATION REQUEST – OBERON WRITERS WORKSHOP .............................................................. 55 12.01.09 APPOINTMENT TO SECTION 355 COMMITTEES ...................................................................................... 56

13 COMMITTEE REPORTS ....................................................................................60

13.01.01 SENIORS WELFARE COMMITTEE .................................................................................................. 60

14 NEW BUSINESS OF AN URGENT NATURE ADMITTED BY COUNCIL .........63

15 CLOSED SESSION REPORTS ..........................................................................63

15.01.01 WATER REFUND REQUEST – ACCOUNT 12368465 ...................................................................... 64 15.01.02 STAFF MATTER - CONFIDENTIAL .................................................................................................. 64

16 CLOSURE OF MEETING ...................................................................................64


3 | P a g e

01 Opening of Meeting The Mayor welcomed members and declared the meeting open at ....

02 Prayer The Meeting was opened in prayer by ....

03 Record of Attendance Members Cr Don Fitzpatrick, Mayor - Chair

Cr John McMahon, Deputy Mayor Cr Ian Doney Cr Keith Sullivan Cr Neil Francis Cr Kerry Gibbons Cr Clive McCarthy Cr Bob O’Bernier

Officers Alan Cairney, General Manager

John Chapman, Director of Corporate Services Gary Wallace, Director of Development Aruna Wickramasinghe, Director of Engineering Peta Heffernan, Community and Customer Services Manager

Sharon Swannell, Executive Assistant Apologies Nil That apologies be received and accepted for the non-attendance of ....

04 Presentations Superintendent Michael Robinson and Sergeant Shelly Jackson have been invited to address Council.

05 Questions from the Public None received.


4 | P a g e

06 Confirmation of Minutes of Previous Meeting(s) Ordinary Meeting 15 May 2012 The Minutes of the Ordinary Meeting of Oberon Council held on 15 May 2012 are ATTACHED. Recommendation That the Minutes of the Ordinary Meeting held on 15 May 2012 be taken as read and confirmed. Matters Arising from the Minutes Nil Special Meeting 22 May 2012 The Minutes of the Special Meeting of Oberon Council held on 22 May 2012 are ATTACHED. Recommendation That the Minutes of the Special Meeting held on 22 May 2012 be taken as read and confirmed. Matters Arising from the Minutes Nil

07 Declarations of Interest Pecuniary -

Conflicts -

Staff -


5 | P a g e

08.01.01 MAYORAL MINUTE AND REPORT

File No: Governance/Meetings/Ordinary

Author: Clr Don Fitzpatrick, Mayor

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

Recommendation That Report Item 08.01.01 is received as information.

Comment A. Meetings 1. Meeting with Member for Calare, John Cobb MP – also attended by the General

Manager – 15 May 2012

2. Meeting with community member interested in becoming a Councillor – 15 May 2012

3. Catchment Management Authority – presentation to Councillors – 15 May 2012

4. Ordinary Council Meeting – 15 May 2012

5. Meeting with SES Regional Controller, Craig Ronan, Oberon Controller, Craig Gibbons and Deputy Controller Alan Sharp – the General Manager also attended the meeting.

6. Special Council Meeting – 22 May 2012

7. Centroc Board Meeting – Upper Lachlan – 24 May 2012

8. Meeting with Member for Bathurst, Paul Toole – 1 June 2012 B. Representation 1. E Division Dinner – 3 June 2012

2. LGMA Forum – 4 June 2012

3. Shires Conference – 4 – 6 June 2012

4. Community Presentation of the Draft Community Strategic Plan – 7 June 2012 C. Correspondence 1. Invitation to attend the BMLOT Winter Ball being held on Sunday 27 May 2012

2. Premier of NSW, Barry O’Farrell MP regarding the NSW Community Cabinet Meeting being held on 4 June 2012

3. The Hon Tony Abbott, regarding the impacts of Carton Tax

4. Oberon Correctional Centre Community Consultative Committee Meeting Agenda – 10 May 2012

5. Invitation to attend the Oberon SES 30th Anniversary Celebrations

6. NSW RFS in relation to the discussion paper “Review of Local Government Engagement with RFS”


6 | P a g e

7. Lachlan Catchment Management Authority thanking Council for attending the recent presentation on how Local Government and Lachlan CMA planning may work together

8. Invitation to attend the Planning Institute of Australia Post Disaster Flood Planning Seminars being held in July 2012

9. Invitation to attend the Cathedral of St Michael and John Restoration Appeal in Bathurst on 29 June 2012

10. Invitation to attend the APEC Small and Medium Enterprises Technology Conference and Fair being held in China from 22 – 25 June 2012

11. Australian Local Government Association regarding this years National General Assembly of Local Government being held in Canberra from 17 – 20 June 2012

09 Councillor Reports No written reports received. Councillors to provide a verbal report to the meeting regarding any attendance at external meetings as Council’s elected delegate.

Notes:


7 | P a g e

10 Inwards Correspondence

10.01.01 INWARDS CORRESPONDENCE


Author: Sharon Swannell, Executive Assistant

Summary The Report Item provides a summary of incoming correspondence for the period 1 May 2012 to 31 May 2012. These items have been referred to various staff for actioning.

Recommendation: That report item 10.01.01 is received as information.

Comment A summary of incoming correspondence received by Council is as follows: 1. NSW Rural Fire Service – Discussion Paper: Review of Local Government

Engagement with the RFS – Response to correspondence from Council dated 9 May 2012 and 18 April 2012 in regards to Councils input into the discussion paper.

2. Division of Local Government Circular to Councils – Release of the Destination 2036 Action Plan. The Destination 2036 Action Plan has been released by the Implementation Steering Committee (ISC) following approval by the Minister for Local Government, The Hon Don Page MP.

3. Local Government and Shires Association of NSW (LGSA) – Bluett Awards. Council is encouraged to consider nominating for the AR Bluett Memorial Award, which recognises the relative progress by a member of the Local Government Association of NSW and a member Council of the Shires Association of NSW. Entries close 13 July 2012.

4. Local Government and Shires Association of NSW (LGSA) – LGSA Discussion Paper: Review of Local Government Engagement with the RFS – In regards to the letter received from NSW Rural Fire Service (above). LGSA response to letter from NSW Rural Fire Service.

5. NSW Government Ministerial Circular – Temporary Policy to apply to Proposals to change Local Government Boundaries in NSW. Details of the temporary policy are outlined in this letter.

6. Union Fenosa Wind Australia – Paling Yards Wind Farm Proposal: Community Consultative Committee. On the 9 May 2012 Council met with Union Fenosa Wind Australia to discuss the establishment of a Community Consultative Committee.

7. Division of Local Government Circular to Councils – Candidate Diversity Strategy and Thinking about becoming a Councillor? The purpose of this Circular is to inform Councils of new resources to help attract people from diverse backgrounds to stand for election in Local Government.

8. Department of Regional Australia, Local Government, Arts and Sport – The 2008-09 Local Government Report details the distribution of Australian Government Financial Assistance Grants to Local Government for 2008-09.

9. Oberon Business Association – Councils 2012 Membership Renewal, continuing projects and Events for 2012.


8 | P a g e

10. NSW Government Ministerial Circular – Councils Engaging Young People. The role of young people in the Community Strategic Plan.

11. NSW Government Ministerial Circular – 50:50 Vision – Councils for Gender Equity Program. The purpose of this circular is to encourage all NSW Councils to participate to address gender equity issues within the organisation and among their elected representatives.

12. NSW Government Ministerial Circular – Determination of the Local Government Remuneration Tribunal, completion of annual review. The Report and Determination was published in the NSW Government Gazette on 4 May 2012.

13. Australian Local Government Association (ALGA) – AGLA Budget Submission 2012-13. Copy of ALGA’s submission.

14. NSW Food Authority – Implementation of the Food Safety Supervisor program. Establishment of the Food Regulation Forum to assist, evaluate and provide advice to the NSW Food Authority.

15. Australian Sport Factsheet – Outlines the important role sport plays in our communities.

16. Arts OutWest – Documents relating to the reporting on the services to Oberon Council during 2011 and planning for the next three years, including a draft new Memorandum of Understanding and a draft new business plan.

17. NSW Government Ministerial Circular – The purpose of this circular is to inform Councils of the review of the Model Code of Conduct for Local Councils and to invite for submissions on Consultation Drafts. Submissions close 26 June 2012.

18. NSW Government Ministerial Circular – Amendments to the Local Government Act 1993. Outlines the purpose and changes to the Local Government Act 1993.

Notes:


9 | P a g e

11 Reports for Information

11.01.01 MONTHLY ACTIVITY REPORT – GENERAL MANAGER


Author: Alan Cairney, General Manager

Summary The Report Item summaries the main activity for the General Manager for the month of May 2012 and includes issues such as Staff Matters, Workplace Health & Safety, Economic Development & Tourism, Council Committees, Regional Matters and Meetings Schedule.

Recommendation That report item 11.01.01 is received as information.

Comment 1. Staff Matters

a. Executive Management Team (EMT) i. 1, 15, 16, 21, 22, & 31 May. ii. 4 & 8 May – to discuss Long Term Financial Plan iii. 10 May - Draft Community Strategic Plan & Workforce Management Plan iv. 11 May – met with potential purchaser of Industrial Land v. 18 May – met to discuss “concept plan” for Industrial Land

Minutes/Notes of EMT meetings provided to the Mayor and copies placed on staff noticeboards. Weekly “one on one” sessions with the 3 Directors and Manager Community and Customer Services have been implemented and these are held on Monday and Tuesday (2 each day). I have also met with the Mayor during his regular days in the Administration Office. From June EMT Meetings will be held on alternate weeks with the “One on One” meetings.

b. One on One Meetings (and other discussions) with EMT. i. Director of Corporate Services – 1 & 29 May. ii. Community & Customer Services Manager – 1, 4, & 29 May. iii. Director of Development – 4, 7, 14, 21 May iv. Director of Engineering – 7, 14, 16, 21 May (Fleming St Bus Shed,

O’Connell Road works), Note: some scheduled “one on ones” not held due to CSP requirements. c. Staff General – discussions held with other direct reports to establish reporting

mechanisms and the structure for regular meetings. This has been occurring with the Executive Assistant (almost daily) and regularly with the Human Resources/Special Project Officer. An initial “one on one” with the Tourism Development Officer on 30 May (I attended a staff meeting at VIC on 30 May).

d. Staff Presentations – on 30 and 31 May presentations were held with most of the Administration Office staff, along with VIC, and Library staff. These presentations were focussed on the draft Workforce Management Plan and the draft Community Strategic Plan and also set some background for necessary changes to Human Resources and Workforce Health and Safety practices. In particular there was a clear message of “managers managing” and being interested in staff activities and workloads.


10 | P a g e

e. Staff Salary System – the review of the salary system is continuing and will be given more attention in June and July.

2. Other Staff Issues & Meetings i. 1 May – Met with Peter Munro from Leadership Management Australia

on staff training initiatives ii. 2 & 3 May – took 9 hours Annual Leave iii. 7 May – Oberon Tarana Heritage Railway representatives (21 & 23 May) iv. 8 May – met with Civica representatives v. 8 May – visited Mayfield Gardens (Peter Darcy) vi. 9 May – met with Union Fenosa regarding Windfarm developments vii. 10 May – met with Brenda Lyon regarding Oberon Swimming Pool viii. 10 May – meet and greet Outdoor Works staff (with EMT and other staff) ix. 11 May – met with USU Representative Shane Reece x. 11 May – met with Dept. of Public Works Regional Manager xi. 11 May – met with board members of Oberon Golf Club xii. 14 May – CSR representatives xiii. 15 May – interview with ABC Radio xiv. 16 May – attended Statewide Presentation by Ellie Dias, with staff xv. 16 May – Ray and Laurie McMahon regarding Oberon Museum xvi. 17 May – Preliminary Job Evaluations (with HR Officer) xvii. 19 May – Oberon Rally at Black Springs xviii. 23 May – interview with WIN Television various issues xix. 25 May – took some time in lieu xx. 28 May – DLG representative Jeff Rooda regarding Asset Management

Planning & linkage with Draft CSP xxi. 29 May – follow up meeting with Public Works xxii. 30 May - attend VIC Staff Meeting xxiii. 30 & 31 May – conduct 2 x Staff Presentations on the draft WMP / CSP xxiv. 31 May – attend years 3 & 4 at St Josephs Catholic School

3. Integrated Planning & Reporting / Community Strategic Planning (CSP)

A Special Meeting was held on 22 May to consider the draft documents which are now on formal Public Exhibition from 24 May to 21 June 2012.

4. Workplace Health & Safety – on advice from Workplace Risk Manager a. No incidents or injuries during April b. No WHS Training conducted during April

5. Economic Development & Tourism – this is now included as a separate Report Item. 6. Council Committees (and other Council initiated activity)

1 May – Workshop on Draft Delivery Program/Operational Plans and Draft Workforce Management Plan

3 May – Mark Anderson LGSA to discuss draft Performance Agreement

6 May – visited Oberon Farmers Market (Tablelands Way)

9 May – Pat Bird, Council’s legal advisor

14 May – met with Randall Walker – Chair of BMLOT

14 May – attend OPTA Meeting at Café Savana

15 May – met local Federal Member Mr John Cobb, with the Mayor

15 May – Central West CMA

15 May – Council Meeting

21 May – Mayor and I met with SES regional and local representatives

22 May – Special Council Meeting

24 May – met with Jenolan Caves Administrator with Mayor


11 | P a g e

25 May – Internal Audit Committee Meeting in Lithgow 7. Regional Matters

a. 17 May – attended Centroc “Energy Meeting” in Orange b. 24 May – Centroc Board Meeting in Upper Lachlan/Crookwell with Mayor c. 27 May – attended BMLOT Winter Ball at Fairmont Resort, Leura d. 28 May – met with Mick Robinson Bathurst Regional Command NSW Police

8. Meetings Schedule – FOLLOWS for the remainder of June and July.

June 2012 Sunday Monday Tuesday Wednesday Thursday Friday Saturday

1

2 Farmers Markets 3

4 LGMA Forum 2012 Shires Conference

5 2012 Shires Conference

6 2012 Shires Conference

7 CSP Community Presentation – Oberon RSL Club – 5.30pm

8

9

10

11 Public Holiday

12 9.30am Seniors Welfare Committee Meeting 5.30pm CSP Community Presentation - Black Springs

13 11am NBN Co Fixed Wireless Briefing 1.30pm – FOOL’s Meeting 5.30pm CSP Community Presentation – O’Connell

14 5.30pm CSP Community Presentation - Burraga

15

16

17

18 5.30pm CSP Community Presentation – Bob Hooper Community Centre

19 5.30pm Ordinary Council Meeting

20

21 12.30pm Oberon Interagency Meeting 3.30pm – Adopt A Grandparent Afternoon Tea Hathaway

22

23 Oberon SES Open Day and Dinner

24

25 4.00pm Timber Heritage Walk Committee Meeting 5.00pm Heritage Committee Meeting

26 5.00pm – Works Committee Inspection and Meeting 6.30pm Special Council Meeting

27 12.30pm NSW Local Government Grants Commission Presentation to Councillors and Community

28

29

30


12 | P a g e

July 2012 Sunday Monday Tuesday Wednesday Thursday Friday Saturday

1

2 4.00pm Community Safety Precinct Committee Meeting - Lithgow

3

4 OBA Meeting

5

6

7 Farmers Markets

8

9

10

11

12

13

14

15

16

17 5.30pm Ordinary Council Meeting

18

19

20

21

22

23

24

25

26 GMAC - Orange

27

28

29 30 31


13 | P a g e

11.01.02 STATUS REPORT – ACTIONING COUNCIL DECISIONS



Summary The Report Item provides details of the status in actioning Council decisions, and includes all decisions with reference to the actual Resolution Number as shown in the Minutes for each Council Meeting.


Comment The ATTACHED 5 page document contains 36 separate Council “decisions”, which includes some requests by Councillors for information and/or actions not made by Resolution. There are15 decisions from the 15 May 2012 Council Meeting and of these 6 have been completed, with comments provided for the remainder of these. Some of these could not be finalised as further actions are required at this time. It should be noted that due to the preparation of the Business Paper and finalising Report Items that some of the “outstanding items” may have been completed before the commencement of the Council Meeting.

NOTE: Copies of the “Councillor Reporting Form” have been issued with the Business Papers and all Councillors are requested to use this in lieu of raising issues of General Business at the Council Meeting.

Items can be raised with the Chairperson (Mayor) ruling that the items is of “great urgency.”


14 | P a g e

Progress on Actions – updated 12 JUNE 2012

Resolution Number – Subject

Resolution - Summary Assigned To:

Action Taken

02150512 – Golf Club Effluent Reuse Project

That a Working Party be formed between Council and members of the Oberon Golf Club to review the information that has been provided in the current report, how the original budget of $110,000 was established and how this project can be achieved.

DE/GM Meetings held with Department of Public Works to obtain an alternative proposal. Working party is yet to be formed.

Director and General Manager have discussed with representatives of the Golf Club

12150512 - Transfer of Garbage Contract

That Council approve the proposed transfer of the Garbage Contract subject to the purchaser meeting all requirements under Condition 2.9 of the Garbage Contract.

DD Council provided correspondence indicating support for the transfer 21/5/12

Matter Closed

17150512 – Oberon 150 Year Celebrations

That:

1. Council establish a Steering Committee for the purpose of making arrangements to celebrate Oberon’s 150

th Anniversary;

2. The Mayor to invite members of the community to form the Steering Committee and that the Committee report to directly to the Council through the General Managers Report Items;

3. Council through the Community Strategic Planning process and the Delivery Program and Operational Plans, allocate funding to enable appropriate celebrations and activities planned for this event.

GM Initial discussion with the Mayor, GM and EA to determine broad objectives and membership of the Steering Committee.

Copy received of Original Map confirming Proclamation of the township of Oberon as 23 July 1863

$10k funding is allocated in the Draft Delivery Program & Operational Plan 2012/2013. This may also require additional funding for 2013/2014.

18150512 – Council Seal to Section 88B Instrument

That the Common Seal of the Oberon Council be affixed to the Section 88B Instrument for Development Application 10.2011.48.1 for a Subdivision for the purpose of agriculture for Mr Terry Behan and Mr Troy Behan on Lot 85 in DP 757045 at 899 Gingkin Road, Oberon.

DD Documents prepared for Council seal to be affixed 22/5/12

Matter Closed

19150512 – Development Application 10.2011.67.1

That Council determine Development Application 10.2011.67.1 in accordance with the recommendation outlined in the attached Section 79C report.

DD Council approval issued 18/5/12

Matter Closed

20150512 – Hanrahan’s Lane – Acquisition from Forests NSW

That Council make application to the Minister and the Governor to compulsorily acquire 821.8m

2 of land from Forests NSW

for the purpose of public road.

DE Application has been sent to the Minister.

21150512 – Request for Financial Assistance – RSL Memorial Wall

That Council donate the $359 Combined Development Application, Construction Certificate, Inspection and Occupation Certificate Fees.

DCS Refund made

Matter closed


15 | P a g e

22150512 – Seniors Welfare Committee Meeting

That Council consult with Eric Hiam to ascertain the feasibility of him returning to Oberon to provide advice to senior residents and further that he be requested to provide a suitable program for senior residents and suitable timing for the visit.

CCSM Mr Hiam has been advised of the recommendation of the Senior’s Welfare Committee and staff have requested his opinion on a suitable program of advice.

23150512 – Heritage Committee Meeting

That consideration be given to allocating funds in the Delivery Program and Operational Plan 2012/13 for the 150 year celebrations of Oberon Township and approval be given to contact National Parks regarding the installation of a dance floor at Kanangra Walls.

DD Information noted with all action items being considered through the draft Delivery Program and Operational Plan.

Matter Closed

15 May 2012 Ordinary Meeting -

Seniors Welfare Committee Meeting

It was noted that a meeting will be arranged with the organisers of the Highland Steam and Vintage Fair to discuss the ongoing use of the Leagues Club Grounds and maximising the benefit of the festival for the Oberon community.

GM Appointment made to meet with organisers on 29 June

15 May 2012 Ordinary Meeting – Oberon Children’s Centre Footpath

A request has been received to construct a footpath along the outside perimeter of the Oberon Children’s Centre to facilitate access to the rear block

DE Work will be undertaken in consultation with Oberon Children’s Centre. Director and General Manager to meet with staff/manager of the Centre.

15 May 2012 Ordinary Meeting – Oberon Museum Carpark

Councillor McCarthy requested Council to provide some fill material and gravel for the Oberon Museum carpark.

DD Request will need to be undertaken through consultation with DE and users of the facility. DE to liaise with OTHR and Museum Committee.

15 May 2012 Ordinary Meeting – Lighting at the Common

Councillor McCarthy reported that the Solar Lights at the Common are still not working.

DE An inspection will be arranged.

15 May 2012 Ordinary Meeting – Public Transport

Councillor McCarthy requested a timetable for the bus services which operate both from Oberon to Bathurst and Oberon to Mount Victoria be displayed at the Bus Shelter.

CCSM Timetables were obtained and displayed in Perspex sleeves within the Bus Shelter. These have since been broken and removed by vandals. A new display case has been ordered.

15 May 2012 Ordinary Meeting – Road Signage

Councillor McCarthy advised that the directional sign to Goulburn located on Abercrombie Road, Black Springs is not large enough.

The Mayor advised that the Tarana sign is located too close to the Strathroy Avenue intersection and requested that it be moved closer to Tarana Road.

DE Under investigation.

28150512 – Main Street Trees/Security Cameras

That the matter be referred to the Works Committee Meeting etc

DE Will be listed as an agenda item for Works Committee and inspection arranged.


16 | P a g e

03170412 – Seniors Welfare Committee

General Manager be requested to discuss with the executor of the estate of the late Leath Johnston for the purpose of securing the funds for aged care.

GM Council Solicitor and GM to make further contact with Executors

08170412 - NBN

Contact be made with the Federal Member and the Minister for Telecommunications to make representations.

GM Meeting held with John Cobb on 15 May 2012 who undertook to pursue the matter on Council’s behalf.

12170412 – Review of Engagement with the RFS

Mayor together with Councils reps on the Chifley Fire Zone and interested Councillors “workshop” the paper in order to provide advice to the Associations.

GM GM to discuss with Mayor

26170412 – Swimming Pool Complex

That the Community and Customer Services Manager and the Director of Development investigate design options etc.

CCSM CCSM has contacted the free advisory services of NSW Swimming Aquatic Management, who have provided architect details. The architect has been contacted, who advised they currently have Oberon Council Pool’s specifications and will put together a detailed quote for their services.

34170412 – Minutes of the Works Committee Meeting

1. That:

a. A disabled car park be installed near the recently constructed pathway at the Common which joins Edith Road using blue metal to stabilise the surface

b. ‘No Parking’ signs be erected for the remainder of the Edith Road area

c. Signs be erected directing motorists to the parking areas and visitors to the location of the toilets

2. A concept plan be prepared for future development of the Common and Visitor Information Centre precinct and costing of future projects with particular reference to parking facilities for caravans and a road safety awareness park for children be included

3. The cement render on the external walls of the toilet block at the Common be removed and an anti graffiti seal be applied

10. Contact be made with the RMS in regards to the safety issues around the culvert located on the western side of the O’Connell Avenue between the café and the bus shelter when walking to the bus stop with a view of resolving the safety concerns.

11. Improvements to Todds Road be assessed and an estimate be prepared for consideration with the 2012/13 Draft Budget

12. Staff investigate a proposed purchase of land to facilitate a walkway from Albion Street to the town centre.

DE 1a. Carpark built

1b. Signs being ordered

1c. Signs being ordered

2. Not yet commenced

3. Deferred to be done in warmer weather.

10. Not commenced

11. Will be tabled at the Works Committee Meeting to confirm the scope. Estimate to widen seal 150m of road $100,000.

12. Owners have agreed to sell land. Investigations are underway to determine how much land is required.

20 March 2012 Ordinary Meeting - Carpark at Rear of 70 Dart Street

Councillors confirmed that it was intended that 6 metres from the laneway be retained by Council for future development of parking. It was also noted that Council is required to provide access to the rear of the

DCS Director of Development has issued request to surveyor to prepare plans for consolidation of the rear 6 metres of 70 Dart Street with the existing Library /Community Centre allotment. Revised


17 | P a g e

Oberon

property. appraisals received from agents. Report to be prepared for July 2012 Council Meeting.

53200312 - Community Energy Efficiency Program

That an application be submitted through CENTROC for funding to move to an energy efficient water pump system at the Oberon Pool Complex.

CCSM Application submitted through Centroc. Awaiting notification of results.

Verbal advice that application successful

48200312 - Black Bullock Road Sealing

That the request to construct and seal 250m of Black Bullock Road be investigated including evaluation of a solution to the dust problem and referred to the 2012/13 estimates for consideration.

DE 1. The estimated cost to construct and seal a 250m section of the road has been referred to 2012/13 Budget considerations.

2. A solution to the dust problem – not commenced.

22200312 - Community and Correctional Partnership Program

That the Mayor convene a meeting of interested community groups and the Corrective Services Department.

GM GM contacted CSD and meeting arranged subject to availability of parties.

06200312 - Funding Commitments

That Council make representations to the State Member in regards to the funding commitments made prior to the last State election.

GM Follow up required. Meeting held with State Member on 1 June 2012

05200312 - Correspondence from Zone Commander, NSW Police, Chifley Zone

In regards to accommodation for the local Police Sergeant that Council again make representations to the State Member and the Minister in regards to housing.

GM Contact made with Member for Bathurst Paul Toole, letter sent.

GM met with Mick Robinson, Bathurst Regional Command.

58210212 - TASAC Tourist Drive 1 Signage – Bathurst Hartley via Oberon

2. Council request that additional signage be installed for The Tablelands Way at the turnoff to Taralga and Oberon on the Old Hume Highway as well as signs north and south of Goulburn on the Hume Highway.

GM 2. Oberon signage along Hume Highway was raised with TASAC 9 months ago. As a result two signs have been installed. The first sign is located along the Hume Highway at Goulburn southbound, Oberon is mentioned on a Focal Point sign (Green & White sign) for road access via Goulburn located 1km prior to the exit ramp. On the North Bound Hume Highway, Oberon is mentioned on a Focal Point sign for road access via Goulburn located 1.5 km prior to the exit ramp.

April Update: Emails has been written to all tourism officers from Goulburn Mulwaree, Upper Lachlan and Lithgow with a request to bring up welcome signage at each council. Yet to receive a reply.

43210212 - Library Container

1. It be confirmed that the Library Container is required to be moved.

2. Staff be requested to investigate the feasibility of an alternative location that could allow the container to still be utilised by the Friends of the Oberon Library.

CCSM April: FOOLS have advised they are contacting the Oberon Show Society Trust to see if they are able to move the container to the Show Ground.

President recently returned from leave, advised GM will liaise with CCSM to arrange a joint meeting.


18 | P a g e

32210212 – Forests NSW Road Funding

That staff be requested to evaluate the cost impact of haulage of forest products on local roads with the view of establishing a possible cost recovery process.

DE Not commenced

21210212 and 22210212 - Policy Reviews

That the General Manager report to Council in relation to the benefits of allowing advertising on the three bus shelters in the Oberon area.

DCS Enquiries have been made to other Councils without success. Further investigation required.

41201211 – Jenolan Caves

That Council declare its support for the ongoing public ownership of the Jenolan Caves to the NSW State Government and Federal Government by calling on both tiers of Government to commence discussions to develop a joint public funding model for the ongoing viable operation of Jenolan Caves given its overwhelming significant cultural, heritage, tourism and environmental attributes.

GM Correspondence has been forwarded to Dianne Leeson, Administrator, Jenolan Caves Reserve Trust offering Council’s support and assistance in developing a future funding model for the ongoing viable operations of Jenolan Caves. A response is yet to be received.

Meeting held with Dianne Leeson on 24 May 2012.

51151111 - Acquisition of Road Reserve

That Council approach the Minister for Transport Duncan Gay to enquire about providing financial support to acquire land for future road reserve in the O’Connell area.

DD Correspondence forwarded to the Ministers office seeking Council options.

42181011 - Establishment of PCYC

That Oberon Council submit an expression of interest to be considered for the establishment of a PCYC in Oberon.

CCSM June Update: Staff arranged interview to be conducted between GM and ABC Radio to highlight youth issues and the need for a PCYC.

47200911 - Transport Issues

That Council support Borg’s submission to the RTA in relation to 25 metre Self Steering Combination Vehicle access over the Blue Mountains on condition that Borg meets all safety requirements as set by the RTA.

This support is also conditional on there being no increase in the GVM (Gross Vehicle Mass) from what is currently approved for the 19m General Access Vehicles (or as instructed by the RTA) and that the one third reduction in current daily truck movements is achieved.

GM Borg informed of Council resolution. Council are still awaiting a date to meet with the Minister regarding this matter.

November Update – Meeting held, await further advice from the Ministers Office.

December Update – progress report requested from the Ministers Office.

February Update – report not received.

March Update – No response was received from the Ministers office by late February. The Mayor has spoken with Paul Toole MP who followed up with the Minister’s office and was advised that the issue was still being considered, but no decision had been made. Paul Toole MP will made additional enquiries when parliament meets in March and advise Council of the outcome.

19 July 2011 Ordinary Meeting - Lighting at Fleming Street Bus Terminal

Councillor McCarthy asked if investigation had been undertaken into additional lighting for the Fleming Street bus terminal.

DE Clear sheeting panels have been installed – Matter closed


19 | P a g e

11.01.03 CHANGES TO REPORTING STRUCTURES



Summary The Report Item provides details of a change in the reporting structure for Council Meetings and Council’s Executive Management Team (EMT).


Comment Due to recent staff discussions it has become apparent that the existing reporting arrangements within Council require change. There has been a level of conflict and ambiguity within the administration/customer service and community service areas whereby the reporting structure has not been effective. A change has now been effected whereby the staff in these areas form one distinct work team and report directly to the Executive Assistant (EA). Previously these staff reported through the Executive Assistant (in a team leader role) to the Community and Customer Services Manager. Some of the tasks completed by these staff are considered more “corporate or governance” in nature and therefore is more appropriately the responsibility of the General Manager. Therefore the changes to reporting are that the tasks associated with these areas will be reported under the General Managers Reports, including the Customer Service functions relating to Library and Community Services. This is the same as that which occurs for Tourism Services and Human Resources. The position title of Community and Customer Services Manager will be amended to Community Services Manager to recognise the change in reporting of the Customer Service tasks. The only staff required to attend Council Meetings will be the General Manager and the three (3) Directors of each Department – Director of Corporate Services, Director of Development Services and Director of Engineering Services. Managers will attend meetings as required. Council’s Executive Management Team (EMT) will also comprise the General Manager and the three (3) Directors along with the Executive Assistant. Minutes and/or notes of the EMT meetings and discussions will be placed on the staff noticeboards and copies provided to the Mayor, and all Management Staff. In the event of any confidential matters discussed these may not be recorded and at times the EA will be excluded from discussions. A report has been prepared for the Consultative Committee (Council’s internal staff Committee) for information. This report will also include some other changes not affecting reporting arrangements.


20 | P a g e

11.01.04 MONTHLY ACTIVITY REPORT - TOURISM DEVELOPMENT

OFFICER

File No: Economic Development/Tourism Development

Author: Jennifer Youman, Tourism Development Officer

Summary The report summaries the main activity for the Tourism Development Officer for the month of May 2012 and relevant Tourism Information activities.


Comment 1. Oberon Visitor Information Centre (OVIC) - Tourism Monthly Report FOLLOWS

During the month of May the Centre experienced cooler weather, no school holidays and a large drop in Mushrooming numbers. Compared to this time to last year there is a decrease by -19% May‘12 to May ‘11, reduced Mushroom enquiries played a large part of this decrease in visitor’s numbers. 2. Tourism Events

For the next 3 months during winter the Lowes Mount Truffiere are open to the public to hunt for fresh Perigord Black Truffles. Last winter Lowes Mount Truffle hunts were booked out over several weekends.

0

2000

4000

6000

8000

10000

12000

14000

16000

18000

20000

2008

2009

2010

2011

2012


21 | P a g e

3. Topical Tourism

Central West ABC located at Orange requested a radio interview to discuss the idea of Food Platter on the Plateau as deliberated at the Future Planning Workshop. From this radio broadcast a couple of unknown vineyards located within the Oberon LGA contacted the Oberon Visitors Information Centre to leave their details with the council.

Photos of Kanangra Boyd National Parks has been shown all around the world with the film clip associated with “Sing” a song written for Her Majesty Queen Elizabeth II Diamond Jubilee, by Gary Barlow and Andrew Lloyd Webber. Several photos of Kanangra Walls have been shown in the print/web media news in the United Kingdom. With the official photo on BBC 1 website showing Mr Barlow.

Oberon Council had a meeting with State Water to explore possible ways forward to increase the recreational use on Oberon Dam. This meeting was very positive as State Water Manager Asset Strategy & Research supported in principal the proposal, subject to conditions to advance with discussion with other state relevant departments.

4. Marketing – Publications

Nil

5. Marketing – Media

Oberon advertised in the This Month Discover the Blue Mountains, Central West and Hawkesbury.


22 | P a g e

Oberon Visitor Information Centre May 2012 Report History Total number of people walking through the Centre doors

2000 3,573

2001 5,851

2002 6,404

2003 6,266

2004 7,627

2005 11,225

2006 10,835

2007 11,668

2008 14,647

2009 15, 099

2010 16,131

2011 17,819

Month Domestic International Total Accum Tot

2011 January 1649 235 1884 1884

February 1149 117 1266 3150

March 1503 183 1686 4836

April 3130 156 3286 8122

May 1196 56 1252 9374

June 880 34 914 10288

July 999 40 1039 11327

August 732 77 809 12136

September 1131 47 1178 13314

October 1849 135 1984 15298

November 1109 166 1275 16573

December 1042 204 1246 17819

Total 16,369 1,450 17,819

Month Domestic International Total Accum Tot

2012 January 1522 264 1786 1786

February 1056 167 1223 3009

March 1157 143 1300 4309

April 2871 167 3038 7347

May 959 85 1044 8391

June

July

August

September

October

November

December

Total 7,565 826 8,391

Oberon Council - Agenda and Business Papers – Ordinary Meeting – 19 June 2012

23 | P a g e

Major Tourism Requests 2011 Kanangra

Walls Jenolan Caves

Mushroom Fishing Fossicking Driving Evans Crown

Tarana Camping Mayfield Garden

CTC Use Tw Enquiries

Bathurst Employment

Public Toilets

January 213 354 93 172 205 127 75 119 250 37 120 198 47 156

February 158 241 117 89 94 57 38 60 196 84 169 105 49 118

March 129 236 513 87 84 38 66 82 125 123 174 143 35 120

April 174 259 1119 122 295 68 66 70 152 494 123 94 21 329

May 147 207 429 58 98 36 47 42 65 16 127 72 23 165

June 104 152 74 41 107 30 35 45 47 10 62 85 40 85

July 134 180 43 62 163 43 32 50 36 15 142 66 58 91

August 73 89 33 19 43 24 5 22 40 18 158 77 58 72

September 97 166 18 61 118 64 23 38 85 52 93 97 79 94

October 149 210 49 58 103 44 26 44 95 464 77 150 48 175

November 113 184 32 35 50 32 18 35 89 221 92 115 59 81

December 151 212 30 75 79 49 20 28 148 10 67 127 55 110

Total 1642 2,490 2550 879 1439 612 451 635 1328 1544 1,404 1329 572 1596

2012

Kanangra Walls

Jenolan Caves

Mushroom Fishing Fossicking Driving Evans Crown

Tarana Camping Mayfield Garden

CTC Use Tw Enquiries

Bathurst Employment

Public Toilets

January 203 276 102 108 183 50 75 51 232 44 64 132 23 142

February 160 221 152 53 63 45 20 36 97 41 74 133 24 106

March 121 167 412 82 97 46 22 24 127 50 51 129 37 118

April 280 324 1143 190 337 64 51 56 246 356 50 193 43 312

May

June

July

August

September

October

November

December

Total 764 988 1809 433 680 205 168 167 702 491 239 587 127 678


24 | P a g e

11.01.05 MONTHLY ACTIVITY REPORT – COMMUNITY AND CUSTOMER

SERVICES

File: Governance/Meetings/Ordinary

Author: Peta Heffernan, Community Services Manager

Summary The following items are presented for Councillors information and are reflective of the period 01 May 2012 to 31 May 2012.


Comment 1. Staff Matters

Nil, Staff Meetings held on 3/5, 10/5 and 31/5.

2. Attendance at External Meetings and Conferences - Meeting with SES to discuss possible coordination in community activities - Meeting Oberon High School to discuss possible coordination in youth activities - Public Policy course at ANU, Canberra - Information and Communications Officer attended CENTROC Communications

Meeting, Molong 2 May - Community Liaison Officer attended Community Transport Forum, Bathurst 23 May

3. Committee Meetings Nil in May.

4. Events / Programs

Oberon Council Photography Competition Planning is underway for the 2012/13 Photography Competition. As Essential Energy was not able to commit with certainty to being a sponsor staff were required to seek alternatives. Delta Electricity have accepted Council’s invitation to be a major sponsor for the competition and have made a financial contribution of $2,200 GST incl. to enable the competition to proceed.

5. Library

The Library has highlighted many themes in the month of May through displays in the themes of Fashion (Australian Fashion Week), Privacy Awareness Week, ‘Our Story’ titles (National Year of Reading), Mother’s Day, International Composting Week, National Families Week, National Volunteer Week, Library & Information Week and Reconciliation Week.


25 | P a g e

Story Time and Craft themes have included Lulu’s Holiday, Mother’s Day, Families, The Very Cranky Bear and Reconciliation. The Very Cranky Bear story-time session was a part of the National Simultaneous Story Time program. Staff have led story-time sessions for both the Black Springs and Burraga communities in the month of May. The Oberon Library visit to Burraga provided staff with an opportunity to discuss ways in which the Oberon Library can serve the Burraga community. There was great interest in the eBook facilities which will be made available in the near future.

The Library received a grant of $16,000 towards the fit out of a study area in the rear room. This will involve painting and carpeting the rear room and the purchase of study carrels other materials to facilitate an appropriate study environment.

Staff are engaging with the Mingaan Aboriginal Corporation to run a joint ‘story time’ activity for the upcoming NAIDOC week. The library conducted a May Prize Pack Promotion for pre-school, primary and secondary library members with 46 entries received. To enter the children were required to borrow a minimum of five books at a time. As can be seen below, this extra borrowing has been reflected in our statistics for May. Membership as at 31 May 2012 3567 New Borrowers for the Month of May 26 Total Number of Items Issued 1704 Computers Issued 247 People visiting the Library 1235

Comparative Figures

Date Visits Customers Per Hour

Issues and Internet

New Borrowers

May 2011 1420 9.8 1935 23

June 2011 1325 9.2 1843 13

July 2011 1484 10.3 2012 16

August 2011 1447 7.6 1748 18

September 2011 1033 5 2178 26

October 2011 1486 8 1829 17

November 2011 1378 5.4 1551 24

December 2011 1230 6.8 1587 17

January 2012 1100 6.3 1719 8

February 2012 1087 5.9 1589 16

March 2012 1229 6.3 1893 15

April 2012 1408 10.1 1803 28

May 2012 1235 6.2 1941 26

NB Please note that the method for calculating visits to the library was modified in September 2011 to ensure accuracy of measurement.

Staff are working with eResources supplier OverDrive to enable function of the IT modules of the new system.


26 | P a g e

6. Pool

Council is awaiting advice from CENTROC as to the success of Council’s grant application to enable the installation of new heat compressors at the Oberon Pool Complex. Initial investigations are underway to investigate the feasibility of a roof over the pool. Contact has been established with NSW Swimming Aquatic Management who provide a free service to those looking to manage their aquatic facilities.

7. The Robert Hooper Community Centre

The Robert Hooper Community Centre has been utilised extensively in the month of May by various social and community groups. A Users Handbook has been provided to those groups currently using the centre.

Community Centre

Usage Statistics

Function Room 22

Large Activity Room 27

Meeting Room 21

TOTAL 70

8. Community Technology Centre (CTC)

The CTC continues to host community classes run by volunteers. These are the Family History Group (Mondays) and Computer Classes (Wednesdays).

9. HACC

The Community Transport vehicle has been on 11 trips. There are currently 106 clients and 16 volunteer drivers. There are two new drivers, both of whom attended a Code of Conduct and WHS Information Session.

10. Self Care Units

The self care units are currently fully occupied.

11. Grants

The NAB Schools First Program is offering a seed grant of $15,000 to bring students, teachers, parents and community members together to improve student outcomes. Staff have held discussions with the Student Representative Council to involve the students in selection of potential activities. To further this, Council is conducting a survey with all students from years 5 – 12 in the local community.


27 | P a g e

11.01.06 MONTHLY ACTIVITY REPORT – CORPORATE SERVICES

DEPARTMENT

File: Financial Management/Financial Reporting/Periodic Reports

Author: John Chapman, Director of Corporate Services

Summary The following items are presented for Councillors information and are reflective of the period May 1 to May 31 2012.

Recommendation That Report Item 11.01.06 is received as information.

Comment

1. Rates Collections Reports The monthly statistical report on the collection of rates and annual charges for the financial year to 31 May 2012 FOLLOWS for information. Total collections for the year represent 88.76% of the total receivable, compared with 88.12% for last year. Ongoing recovery action is continuing in an attempt to further reduce the total outstanding.

OBERON COUNCIL

MONTHLY RATES LEVY AND COLLECTIONS REPORT

May 2012

Ordinary Rates

Town Improvement

Rates

Waste Collection Charges

Water Access Charges

Water Treatment

Plant Charges

Residential Sewer Access Charges

Non Residential

Sewer Access Charges

TOTALS

Arrears 1 July 202,550.91 29,755.52 16,591.43 17,285.53 16,999.70 46,861.45 1,753.49 331,798.03

Levied 2,615,474.48 382,852.94 250,892.00 185,415.00 189,700.00 383,396.00 68,624.00 4,076,354.42 Interest & Legal Costs Charged 25,654.78 2,120.83 2,300.10 1,433.99 1,642.88 4,341.65 120.82 37,615.05

Gross Receivable 2,843,680.17 414,729.29 269,783.53 204,134.52 208,342.58 434,599.10 70,498.31 4,445,767.50 Less: Pensioners Concessions (63,345.02) 0.00 (16,075.23) (10,938.33) (7,826.55) (17,561.75) (52.51) (115,799.39)

Net Receivable 2,780,335.15 414,729.29 253,708.30 193,196.19 200,516.03 417,037.35 70,445.80 4,329,968.11

Payments Received (2,479,761.58) (372,059.82) (225,319.44) (168,959.55) (180,348.11) (348,798.06) (67,892.18) (3,843,138.74)

Balance Outstanding 300,573.57 42,669.47 28,388.86 24,236.64 20,167.92 68,239.29 2,553.62 486,829.37

Collection % This Year to Date 89.19% 89.71% 88.81% 87.45% 89.94% 83.64% 96.38% 88.76% Collection % May Last Year 88.62% 88.83% 87.33% 86.19% 88.33% 84.02% 95.37% 88.12%


28 | P a g e

2. Certificates Issued During the property conveyancing process, normally as part of the sale of a property, applications are received for certificates relating outstanding rates and water consumption on properties. During the month of May 2012 the following certificates were issued:

11 Certificates under Section 603 (rates and charges) of the Local Government Act

2 consumers water meter reading certificates

3. Councillor and General Manager Expenses The monthly summary of Councillor and General Manager Expenses for May 2012 FOLLOWS for information.

EXPENSES OF COUNCILLORS AND THE GENERAL MANAGER

May 2012

INCURRED BY

DETAILS AMOUNT

Mayor D Fitzpatrick

Shires Conference $804.43

General Manager

LGMA Forum $268.00

Shires Conference $713.79

LGMA Conference $850.00

Annual Credit Card Fee $30.00

Cr N Francis

Travel to Council Meeting; Workshop; Works Meeting

$1,226.40

Internet Access $50.45

4. Attendance at Seminars/Conference/Short Courses

The Assets Accountant and Finance Officer attended the annual LGMA Finance Professionals Conference at Homebush Bay from 27th to 29th May 2012.

The Revenue Officer attended the Revenue Professionals Panorama Group Meeting in Mudgee on 3rd May 2012.


29 | P a g e

11.01.07 STATEMENT OF BANK BALANCES AND INVESTMENTS – 31 MAY

2012

File: Financial Management/Investments/Register

Author: John Chapman

Summary

In accordance with Clause 212 of the Local Government (General) Regulation 2005:

“(1) The responsible accounting officer of a council:

(a) must provide the council with a written report (setting out details of all money that the council has invested under section 625 of the Act) to be presented:

(i) if only one ordinary meeting of the council is held in a month, at that meeting, or

(ii) if more than one such meeting is held in a month, at whichever of those meetings the council by resolution determines, and

(b) must include in the report a certificate as to whether or not the investment has been made in accordance with the Act, the regulations and the council’s investment policies.

(2) The report must be made up to the last day of the month immediately preceding the meeting.”

The statement of Bank Balances and Investments as at 31 May 2012, together with a graphical summary for the period from May 2007 FOLLOW for Council’s information.


Comment In addition to the statement of Bank Balances and Investments the following figures, compared with those reported at 31 May 2011, are presented for information.

2011

2012

Cheque Account Cash Book Balance

$412,820

$479,961

Total Cash and Investments (Market Value)

$3,081,090

$4,543,715

Interest Received Year to Date

$194,312

$149,965

Call A/c Interest Rate

4.70%

3.70%

The total sum held in investments and cash is $1.4 million greater than at the same period last year. As 31 May 2011, significant sums were due to be paid to Council for major projects. The projects were:

Local Roads Improvements ($1.05 million due from Forests NSW)

Stormwater Harvesting Project Investigation/Design ($200,000 due from State and Federal Governments)


30 | P a g e

Coupon payments continue to be received for the Grange Securities/Lehman Bros Aphex/Glenelg CDO, while payment for the Zircon/Coolangatta and Helium/Scarborough CDO’s have been suspended for some time. Investigations are currently under way in relation to the status of the Zircon/Coolangatta and Helium/Scarborough CDO’s and it is anticipated that a verbal update will be provided at the Council Meeting. A summary of the net amounts of principal written off in relation to Lehman Brothers and LGFS CDO’s is provided as follows:

Written Off 30 June 2008 (2,682,780) Written Back 30 June 2009 540,585 (includes Federation CDO $500,000 recovered)

Written Back 30 June 2010 55,040 Written Back 30 June 2011 86,250 Net Written off to 30 June 2011 (2,000,905) Net Write-Off to date in 2011-2012 (140,380) Net Written off to 31 May 2012 ($2,141,285)


31 | P a g e

Oberon Council Statement of Investments as at 31 May 2012

Capital Value Capital Value Capital

INVESTMENTS Invested Invested

Value as % Interest Term

Date of legal Interest Payments Source of

Institution, Type

30/04/2012 31/05/2012 of Investment

Rate

Invested (Days) Maturity Received

YTD Received

LTD Frequency Funds

Commonwealth Call A/c 100,000.00 790,000.00

100% 3.70% At Call 36,625 Monthly CBA Business Online Saver -CDO Interest a/c 486,296.61 487,938.69

100% Savings 19,145 Monthly

Westpac Term 1,000,000.00 1,000,000.00

100% 5.91% 13/12/11 180 5/06/2012 0 Maturity W'pac Matured Invest.

Westpac Term 500,000.00 500,000.00

100% 5.79% 5/03/12 90 5/06/2012 0 Maturity Matured Invest

Westpac Term 500,000.00 500,000.00

100% 5.80% 12/03/12 90 10/06/2012 0 Maturity Matured Invest Lehman Brothers - Zircon/Coolongatta 0.00 0.00

* 0% BBSW90 + 130 20/03/07 7yrs 20/09/2014 0 125,358 Quarterly

Call/Matured Invest.

Lehman Brothers - Helium Capital/Scarborough 0.00 0.00 * 0% n/a 25/05/06 8yrs 23/06/2014 5,540 176,508 Quarterly Call/CDO Sale

Lehman Brothers - Aphex/Glenelg 106,560.00 85,815.00 * 19%

Bank Bills +1.25 (6.1400%) 13/06/06 8yrs 22/12/2014 21,737 146,391 Quarterly Call/CDO Sale

FIIG Securities - Octagon 700,000.00 700,000.00

100% n/a 25/10/05 10 yrs 30/10/2015 0 96,390 Annually Call Account Interest on Previously Matured Investments

66,918

$3,392,856.61 $4,063,753.69

75% 149,965

Lehman Brothers 106,560.00 85,815.00

6% 48,815

Other 3,286,296.61 3,977,938.69 100% 101,150

* As Lehman Bros is currently under Administration, valuations have been provided by ANZ as at 30 April 2012. BANK BALANCE At Value At Value

Bank Statement 103,827.32 520,421.69

Cash Book (276,033.38) 479,961.23

Limit of overdraft $500,000.00 $500,000.00

(arranged with Bank)

Total Cash & Investments $3,116,823.23 $4,543,714.92

I certify that the investments have been made in accordance with Section 625 of the Local Government Act 1993, Clause 212 of the Local Government (General) Regulations 2005, and Council’s Investments Policy

John Chapman, Responsible Accounting Officer 04/06/2012


32 | P a g e

$0

$2,000,000

$4,000,000

$6,000,000

$8,000,000

$10,000,000

$12,000,000

OBERON COUNCIL - CASH & INVESTMENTS

Face Value Market Value


33 | P a g e

11.01.08 MONTHLY ACTIVITY REPORT – ENGINEERING DEPARTMENT


Author: Aruna Wickramasinghe, Director of Engineering and Ian Tucker, Works Manager

Summary The following information is presented for Councillor’s information and is reflective of the period 1 May 2012 to 31 May 2012.


Comment 1. General Fund Dog Rocks Road Further earthworks and drainage are continuing on the unsealed section of Dog Rocks Road as resources permit. Gravel Resheeting Some gravel resheeting has been carried out on Swatchfield Road and Tilsbury Road. Town Streets Maintenance Repairs have been carried out on damaged sections of footpath, kerb and gutter, and stormwater pits. Annual pruning of street trees is in progress. 2. RMS Works O’Connell Avenue Reconstruction of O’Connell Road through the avenue is now complete. Repairs have also been completed on Beaconsfield Road which was used as a traffic detour. Abercrombie Road Work on the 640m section of Abercrombie Road through Black Springs is in progress. Heavy Patching Some additional heavy patching and shoulder maintenance has been carried out on O’Connell Road and Duckmaloi Road. Abercrombie Hill Some survey work has commenced for curve improvements and bridge approaches on Abercrombie Road, down the hill on the approach to Abercrombie River. Oberon Mount Speed Zone The permanent 80km/h speed zone at The Mount, including a 40km/h bus and truck speed limit on the downhill lane, has now been installed. Raised reflective pavement markers have also been installed adjacent to the concrete median barriers.


34 | P a g e

Deep Creek The reconstruction of a section of Duckmaloi Road at Deep Creek is about to commence. The design has been completed. 3. Town Improvement Fund Glyndwr Avenue Drainage Construction of stormwater drainage through the properties on the eastern side of Glyndwr Avenue is complete. It was not possible to extend it right to the northern end of the street as one property owner denied access. Survey and registration of the easements will now commence. 4. Sewer Fund Nil, Meetings with Public Works to discuss operational issues with Water and Sewerage. 5. Water Fund Water Mains Replacement Replacement of the water main in Bligh Street, between Dudley and Jenolan Streets, is in progress. 6. External Meetings Department of Public Works – water and sewerage operations. 7. Stormwater Harvesting Project No further progress. Waiting on outcome of funding application. 8. Oberon Waste Depot Licence Preparation of DA is in progress. 9. Plant Currently waiting on delivery of new excavator. The 3-tonne roller has been delivered. 10. Staff Training

Traffic Control – Yellow Ticket (setting up signs as per TCP)

Safe Trenching Techniques

Community Transport Volunteer Drivers 11. Upcoming Works Projects likely to commence over the next three months include the following. The program is subject to change.

Hazelgrove Road – continue earthworks

Continue earthworks on Dog Rocks Road

2012/13 gravel resheeting program

Ongoing restoration of storm damage


35 | P a g e

11.01.09 MONTHLY ACTIVITY REPORT – DEVELOPMENT DEPARTMENT


Author: Gary Wallace, Director of Development

Summary The following items are presented for Councillor’s information and are reflective of the period 1 May 2012 to 31 May 2012.


1. Determinations for the Month of May 2012

The following Development Applications, Construction Certificates, Complying Development Certificates, Section 68 Applications and Subdivision Certificates were determined during the month of April.

Type of Application Number Approved

Development Applications 5

Construction Certificates 3

Complying Development Certificates 1

Section 68 Applications 3

Subdivision Certificates 1

A complete list of the determination is as follows:

Determinations for the Month of - May 2012 (S.101 E.P. & A . Act.)

Ref No Development Type Street Address Locality 18.2012.2.1 Internal Alterations and change

of use for office 129a Oberon Street Oberon

10.2011.65.1 11.2011.65.11 19.2012.1.1

Dwelling and On Site Waste Water

299 Abercrombie Road Oberon

15.2004.390.1 Subdivision Certificate - 2 lot subdivision

2483 Shooters Hill Road Shooters Hill

10.2012.10.1 2 lot Subdivision for the purpose of Agriculture

2784 Beaconsfield Road Wisemans Creek

10.2012.7.2 Modification of Dwelling Location

103 Tuglow Road Gingkin

20.2012.6.1 New Drainage line to caravan sites

1-31 Cunynghame Street Oberon

10.2011.67.1 11.2011.67.1 19.2011.27.1

Dwelling, Garage and On Site Waste Water

1172 Mutton Falls Road O'Connell

20.2011.22.1 Drainage work and connection to sewer

136 Curtis Street Oberon

10.2012.19.1 11.2012.19.1

Chapel for private use 383 Sheepstation Forest Road Gingkin

19.2009.21.1 On Site Waste Water 233 Bailey Lane Oberon

Copies of Determinations are available for inspection free of charge during normal business hours from the Council's Office


36 | P a g e

2. Certificates Issued During the Month of May

During the Conveyancing process, normally as part of the sale of a property, various Certificates are applied for by Solicitors, Real Estate Agents or by the public. During the month of April the following certificates were issued:

Certificates Number Issued

Section 149(2) and (5) Planning Certificates – issued under Section 149(2) and (5) of the Environmental Planning and Assessment Act, 1979.

26

Section 725A Certificates As To Notices – issued under Section 735A

of the Local Government Act, 1993.

2

Section 121ZP Certificates As To Orders – issued under Section

121ZP of the Environmental Planning and Assessment Act, 1797.

3

Section 149A Building Certificates – issued under Section 149A of the

Environmental Planning and Assessment Act, 1979.

0

3. Oberon Animal Pound

No Nuisance Dog, Nuisance Cat orders or Dangerous Dog Declarations were issued during May. The following details concerning the Animal Pound are for the month of May 2012.

Details Number of Cats

Number of Dogs

Animals carried over from previous month 0 2

Animals Seized (Roaming animals collected by Ranger)

0 5

Animals Abandoned (Animals left in Council drop-off cages)

4 0

Animals Surrendered (Animals given up by owner) 0 1

Animals released to Owner 0 1

Animals Released to CHD (Cats, Dogs and Horses Charity) under Clause 17 of the Companion Animals Regulations 1999 (Exemptions from Registrations Requirement) for re-homing

1 0

Animals Destroyed 0 2

Animals Sold 0 0

Animals died at Council’s facility 0 0

Animals Escaped/Stolen 0 0

Animals still in the Pound 3 5


37 | P a g e

4. Miscellaneous Matters

The Development Department undertakes various inspections, including building inspections, health inspections, environmental inspections and complaints. Development Department staff conducted the following inspections during the month of May 2012.

Type of Inspections Number of Inspections

Building Inspections 23

Food Inspections 6

Environmental Inspections (Air Pollution/Noise Pollution/Water Pollution)

0

Subdivisions Certificate Inspections 4

Complaints (Including Animal Control) 2

Building Maintenance Inspections 2

5. Attendance at Seminars/Conference/Short Courses

No conferences or short courses were attended and no seminars were attended by Council officers this month, with the exception of University studies by the Director and Manager.

Notes:


38 | P a g e

11.01.10 MEDIA

File No: Information Management/Information and Communications/Media Releases

Author: Sharon Swannell, Executive Assistant

Summary The Report Item provides a list of Media Releases issued during the month of May 2012, a list of the dates where the Mayor’s column (From the Mayor’s Desk) has been published and a sample of Media Articles where Council is mentioned.


Comment The following is a list of Media Releases which have been issued since the previous Council Meeting. Thursday 03 May 2012

Library News Thursday 10 May 2012

Library News

ABC Heywire Competition – Chance for youth to tell their story Thursday 17 May 2012

Library News

The Search Begins for Region’s High Achievers Thursday 24 May 2012

Library News

One week to go until switchover to digital television is complete Thursday 31 May 2012

Library News

Draft community plan on show The following is a list of the dates where the Mayor’s Column (From the Mayor’s Desk) has been published:

Thursday 03 May 2012






39 | P a g e

The following is a list of Media Articles where Council has been mentioned during the last month. Thursday 03 May 2012

Concerned groups form a united front against land use plan


Planning for town’s sesquicentenary

Strong entries for waste art contest Thursday 17 May 2012

Cobb backs bid for pilot site

Working party to examine cost of water reuse plan

Transfer of garbage contract

Edith Road upgrades completed Thursday 24 May 2012

One week until digital deadline

Council looks at lighting

Steering committee to be formed

Privatisation not on agenda: Toole

Police to address Council’s meeting

Volcano explodes at Black Springs Thursday 31 May 2012

New Police Sergeant settles into Oberon

Comments sought on draft land use strategy

Speed limit reduction on section of O’Connell Road

Switchover to digital occurs today

Notes:


40 | P a g e

12 Reports for Decision

12.01.01 AMENDMENT TO DRAFT LAND USE STRATEGY – FINAL

DOCUMENT FOR ENDORSEMENT

File No: Land Use and Planning/Land Management/Land Use Strategy


Summary Previously Council exhibited the Oberon Draft Land Use Study to the public and Government Authorities including the NSW Department of Planning and Infrastructure (DPI), formerly the NSW Department of Planning. As a result of the consultation process an amendment to the original draft has been developed for Council consideration and endorsement.

Recommendation That Council endorse the amendment to the Draft Land Use Strategy and forward the document to the Department of Planning and Industry for final endorsement.

Comment The amendment to the document has been undertaken after consideration of all public and Government submissions relating to the original draft and in consultation with the NSW Department of Planning and Infrastructure (DP&I). As part of the amendment to the draft the following has been considered and include:

A statutory Minimum Lot Size (MLS) for the Rural Zone, in lieu of a Minimum Lot Size Study.

Amendments to the MLS for the proposed Large Lot Residential zones.

Justification as to the proposed Commercial Zone proposed for the western periphery of Oberon.

Proposed and future industrial land provisions.

Additional justification for the O’Connell Urban Conservation Area.

Justification with 117 Directions in accordance with the Environmental Planning & Assessment Act 1979.

Attachments ATTACHED


41 | P a g e

12.01.02 DEVELOPMENT CONTROL PLAN REVIEW – REVIEW OF ROAD

WIDTHS FOR NEW DEVELOPMENT

File No: Land Use and Planning/Planning/Development Control Plans


Summary Council is in receipt of correspondence from Councillor Kerry Gibbons seeking Officers potential to seek a review of the current Development Control Plan 2001 relating to current requirements for road widths within subdivisions. Councillor Gibbons has provided information relating to the considered onerous widths required for subdivisions within the Oberon LGA.

Recommendation That delegation be given to the Director of Development to proceed with advertising of the amendment to Development Control Plan 2001 relating to Clause JB11.2, specifically to Table B11.2 relating to revised pavement design.

Comment Under Councils current DCP 2001 the minimum width any public road must be for subdivisions servicing 6 or more allotments is 8m in accordance with Table B11.2. Table B11.2 relates to road pavement design and is provided below.

Type of Subdivision and Road

Reserve Width in metres

Seal Width in metres

Bitumen Seal Compacted Gravel Depth

Design Standard Design Speed

2. Gazetted Roads (Public Roads) to be maintained by Council

Local Road serving 1 or 2 Lots

10 4

If coming off a sealed road or road to be sealed within 25 years, subject to Council’s program

100mm

Design to be submitted to and approved by Council

60kph

Local Road serving 3, 4 or 5 Lots

20 6


150mm


80kph

Local Road serving 6 or more Lots

20 8


200mm


80kph

Council is currently in receipt of correspondence from Councillor Kerry Gibbons seeking a relaxation of this provision under the current DCP. Councillor Gibbons, within his correspondence indicates that:


42 | P a g e

The cost imposed on landholders considering subdivisions is probative for such a wide road.

The formation width creates more environmental disturbances than necessary.

The current plan restricts proper drainage structures from being constructed.

With many of our sealed rural roads the width varies from 5.4m to 6m with no apparent danger with vehicles meeting at the 100km per hour.

We should be encouraging development in the Shire not stifling growth.

Other Shires have up to 50 lots with a road formation width of 7m. As part of the process Councils Director of Development was invited to comment on the proposed changes and the potential consequences for Council should this be considered. In his response Councils Director of Engineering indicated the following; In accordance with the RMS Road Design Guide and AUSTROADS Rural Roads Design Guide, for Annual Average Daily Traffic (AADT) of 1-150 vehicles per day, lane width should be 3.5m and a sealed shoulder should have a minimum width of 0.5m. Therefore, the current DCP requirement of 8m, for 6 or more lots, is the minimum seal width required, for a two lane two way road, to comply with the Road Design Guide. However, in the interim and prior to the review of Councils planning instruments, which will include DCP 2001, the requirement for a sealed shoulder width of 0.5m could be removed. This would leave with a sealed width of 7m and hence it is recommended that the sealed width requirement be reduced from 8m to 7m for 6 or more lots. Furthermore, upon investigation of the provision it was found that the sealed widths specified in Table B11.2, for 1-2 lots and 3-5 lots do not comply with the Road Design Guide requirements. As such, it is recommended as part of the review that in addition to amendment of road width design for Table B11.2 the requirements for Compacted Gravel Depths be included to include a requirement to submit a Pavement Design. Therefore, until the DCP is reviewed in the future the following changes are recommended to Table 11.2.

Type of Subdivision and Road

Reserve Width in metres

Seal Width in metres

Bitumen Seal Compacted Pavement Depth

Design Standard Design Speed

2. Gazetted Roads (Public Roads) to be maintained by Council

Local Road serving 1 or 2 Lots

20 6


100mm

Nominate Pavement material and depth or submit pavement design for Council approval

60kph

Local Road serving 3, 4 or 5 Lots

20 6


150mm

Pavement design to be submitted to and approved by Council

80kph

Local Road serving 6 or more Lots

20 7


200mm

Pavement design to be submitted to and approved by Council

80kph


43 | P a g e

As part of current legislation Clause 22 of the Environmental Planning and Assessment Regulations 2000 gives provision for Councils to amend a DCP at any time subject to appropriate consultation in accordance with the regulation below: 22 How may a development control plan be amended or repealed?

(1) A council may amend a development control plan by a subsequent development control plan.

(2) A council may repeal a development control plan: (a) by a subsequent development control plan, or (b) by public notice in a local newspaper of its decision to repeal the plan

As such, should Council endorse the resolution, advertising of the proposed amendments would be undertaken by notification within the local newspaper and media releases. Should any submissions be received objecting to the proposed revision a further report would be forwarded to Council for consideration prior to final determination of the proposal. Should no submissions be received as part of the exhibition phase Council could then proceed to vary the DCP without further resolution. Financial Implications Minor administration and advertising costs associated with the exhibition phase of the proposal would be incurred.


44 | P a g e

12.01.03 DEVELOPMENT APPLICATION 10.2012.17.1

File No: PR185-12

Author: Jaclyn Burns, Senior Development Control Officer

Summary Council is in receipt of Development Application 10.2012.17.1 for a proposed additional dwelling for Mr D Gilbert at Lot 83 in DP 1103098, 12 Bracken Glen Lane, Oberon within the Rural 1(a) zone. The proposed dwelling is to be located within 40m from the southern boundary of the adjoining allotment. Part B14.12.9 of Oberon’s Development Control Plan (DCP) 2001 requires a minimum 50m boundary setback for development adjoining class 4 and 5 non-prime crop and pasture land; however the DCP allows, in exceptional circumstances, a reduced setback if a buffer management plan is submitted and approved by Council, in accordance with the DCP. The applicant has an existing tree buffer that was installed as required by the construction of the initial dwelling that can be utilised in the determination of this application.

Recommendation That delegation is granted to Councils Director of Development to vary clause B14.12.9 of Development Control Plan 2001 to enable the determination of Development Application 10.2012.17.1 for the construction of a proposed additional dwelling with a southern boundary setback of 40m at Lot 83 in DP 1103098, 12 Bracken Glen Lane, Oberon.

Comment Development Application 10.2012.17.1 was received by Council on 16 April 2012 for the proposed construction of an additional dwelling at Lot 83 in DP 1103098, 12 Bracken Glen Lane, Oberon. The application was made under Clause 20 of the Oberon Local Environmental Plan 1998 for an additional dwelling for a family member. A letter has been provided by the applicant in support of the proposed variation and FOLLOWS the report. The proposed site plan incorporating the existing buffer also FOLLOWS and indicates the location of both the existing and proposed dwellings. The applicants, as part of their application, have requested a boundary setback of 40m from the southern boundary. The actual boundary set back within the property itself is 20m with an additional 20m including Bracken Glen Lane, giving a total 40m setback. The Site: Lot 83 in DP 1103098, 12 Bracken Glen Lane, Oberon is approximately 4.76 hectares in size and the allotment was created for the purpose of a dwelling. The initial dwelling was approved under development consent 10.2010.50.1 and achieved the required boundary setbacks. A buffer of Leylandi pine trees has been provided to the southern and western boundaries and is well established. The topography of the allotment slopes towards the northern boundary to “Middle Creek” and associated dams. On the eastern elevation is a private pine plantation which, in accordance with the DCP, requires a 150m setback. The applicant has positioned the dwelling in consideration to connection to existing services and within the restraints imposed by both the


45 | P a g e

topography of the land as well as the setbacks imposed by Councils Development Control Plan. Lot 83, to the south, also adjoins the Oberon Cemetery, in which, by definition would constitute an “acceptable natural buffer” which can bee seen on the FOLLOWING aerial plan. The impact of the proposed additional dwelling on the Cemetery is deemed by staff to be negligible. If Council was to request compliance with the 50m setback in this instance it would add significant financial cost to the applicant in the relocation of services and would furthermore complicate compliance with the Development Control Plan in respect to requiring a further variation to the DCP for the setback to a private pine plantation. Compliance would also significantly increase the potential environmental impact of the proposed dwelling on the surrounding natural environment in particular Middle Creek. Correspondence from the applicant dated 29 May 2012 requests the variation to Councils Development Control Plan, 2001 for a number of environmental, agricultural and personal reasons in addition to those mentioned above. Compliance with Oberon’s Development Control Plan (DCP) 2001: The Oberon Development Control Plan 2001 (DCP), Clause B.14.12.9 Dwelling Setbacks and Buffers, states;

“A buffer of 50 metres is to be provided between the nearest external wall of any proposed dwelling and the boundary of an adjoining or adjacent lot, allotment, portion or parcel of land comprising Class 4 or 5 non-prime crop and pasture land (as defined by the Oberon LEP 1998)”. This distance may be reduced in exceptional circumstances only if a Buffer Management Plan (BMP) incorporating acceptable natural and/or artificial buffers between the proposed dwelling and the adjoin agricultural lands is submitted to and approved by Council and implemented to the satisfaction of Council prior to the occupation of the dwelling and issue of the Occupation Certificate”. “N.B Any setback of less than 40 metres is unlikely to be approved”.

It is considered in this circumstance that the Development Application can be supported as an “exceptional circumstance” due to the abovementioned site constraints. Furthermore it is considered the proposed dwelling location with a boundary setback of 40m from the southern boundary is the most appropriate location to site a dwelling on the allotment with the least amount of potential environmental impact and in consideration that the adjoining cemetery serves as an existing acceptable natural buffer in conjunction with the existing established tree buffer. Neighbour Notification The application has been neighbour notified to one adjoining neighbour (Oberon Cemetery) to the south of Lot 83 in DP 1103098, the land is owned by the Crown and managed by the Oberon Council. The notification period has expired and no objections have been received.


46 | P a g e


47 | P a g e


48 | P a g e


49 | P a g e

12.01.04 TENDER – SPRAYED BITUMINOUS SURFACING WORKS

File No: Corporate Management/Tendering/Roads and Bridges

Author: Ian Tucker, Works Manager

Summary Tenders were invited for the next bitumen spray sealing contact, to run for three years commencing on 1 July 2012. Five tenders were received. An assessment is provided.

Recommendation That Contact No. T2012/2 for Sprayed Bituminous Surfacing Works in the Oberon Council Area, from 1 July 2012 to 30 June 2015, be awarded to Fulton Hogan P/L.

Comment Oberon Council’s current contract for spray sealing works expires on 30 June 2012. The current contractor is Fulton Hogan (they bought out Pioneer Road Services who were originally awarded the contract in 2009). All of Councils bitumen prime seals and reseals are carried out under this contract. It includes works carried out on behalf of RMS. Some extra options for innovative treatments have also been included in the new specification. Asphalt works are not included. This is not a lump sum contract. It is based on a schedule of rates. Those rates are used to determine the amount paid for each job, depending on the nature and quantity of work performed. The figures below are therefore based on an assumed quantity for each of the pay items in the schedule. Those quantities have been estimated from the actual quantities used over the past couple of years. The figures below are the approx. annual amounts expected to be paid during each of the three years of the contract term. Tenders closed on 24 May 2012. Five tenders were received as follows:

1. Fulton Hogan P/L $1,383,847

2. SRS Roads P/L $1,700,545 (Note – one item in the schedule of rates was omitted, so the true total to enable a fair comparison would be higher.)

3. Patches Asphalt $1,776,600 (Note – this price is based on a 1 year contract only, with a minimum quantity of 25,000 litres per day, which cannot always be achieved.)

4. Downer Australia P/L $2,199,396 or alternative $1,832,830

(Note – both prices are slightly inaccurate due or arithmetical errors. The alternative price is based on increasing the rates for the non-bitumen items in years 2 and 3)

5. State Asphalt Services P/L $1,316,642


50 | P a g e

It appears the choice is between Fulton Hogan or SAS. The other three tenders are significantly higher, and all have some queries on their prices. Fulton Hogan (formerly Pioneer Road Services) has held this contract for the last nine years. Their work on the roads has generally been good, and they can usually make themselves available at relatively short notice when required. There have been occasional small concerns with their administrative processes and record keeping. State Asphalt Services has only recently expanded into spray sealing, most of their business is in asphalt. Their spray sealing section is still small, raising concerns about their availability, especially for one-off jobs such as primes on new projects. They have requested a minimum of two weeks, and preferably four weeks, notice when Council wants work carried out. This concern has been reinforced in discussions with several other Councils which have used SAS for spray sealing. Note these jobs have mostly been one-off, with only one other Council currently known to have a long term contract with the company. The general view from these Councils is that their work has been adequate, but they can be slow to respond and are not well organised. This of course may change as they gain experience and as the size of their spray sealing section expands. SAS’s tender is lower that Fulton Hogan, but by less than 5%. Given the potential risks with selecting a new and small company, especially the potential for delays to critical road projects, it is considered prudent to award the next contract term to Fulton Hogan. Financial Implications As this is a schedule of rates contract, the amounts paid are dependent on the amount and nature of the works carried out, and the funds are provided in the relevant project budget allocations.


51 | P a g e

12.01.05 BURRAGA CROWN ROADS

File No: Roads/Road Closures/Permanent Assistant

Author: Matilda Dwyer , Engineering Administration

Summary An application needs to be made to the Land and Property Management Authority to transfer the crown roads within the village of Burraga to Council to comply with the Roads Act 1993. They are currently listed as crown roads.

Recommendation That Council make an application to the Land and Property Management Authority to transfer the Crown roads within the Burraga village to Oberon Council’s control.

Comment The Crown Lands Department has made contact with Council after discovering that there were a number of roads within the Burraga village that are still classified as crown roads in Evans Shire records. Under Section 138 of the Roads Act 1993 it is an offence to carry out any works on a crown road without the consent of the roads authority. These streets have been constructed and maintained by Evans Shire for some time and were incorporated to Oberon Council when the Evans Shire ceased to exist as a consequence of amalgamations. Council must make an application to transfer these crown roads to Council to comply with the Roads Act 1993. The roads concerned are shown on the map that FOLLOWS and listed below:

Tuena Street

Lloyd Street

Jeremy Street

Thompson Street

Burraga Street

Peelwood Street

Edgar Hanrahan Drive

Rockley Street

Hackney Street

Isabella Street As this issue is quite longstanding and has only recently been identified the Land and Property Management Authority have agreed to waive the $220.00 fee to transfer these roads to Council.


52 | P a g e


53 | P a g e

12.01.06 ROAD RESPONSE RISK MANAGEMENT POLICY

File No: Governance/Policies/Council Adopted Policies

Author: Aruna Wickramasinghe, Director of Engineering

Summary The Road Response Risk Management Policy has been tabled to be adopted as a Council Policy.

Recommendation Council note the contents and adopt the Road Response Risk Management Policy from 1 July 2012.

Comment A draft Road Response Risk Management Policy ATTACHED was submitted to the April Works Committee meeting with a view of obtaining feedback. With the feedback received, minor amendments have been done and this Policy is ready for adoption as a formal Council Policy. Financial Implications There are no financial implications as the response levels have been determined according to the resources and funding available.


54 | P a g e

12.01.07 LOCAL GOVERNMENT REMUNERATION TRIBUNAL – COUNCILLOR

FEES

File No: Governance/Councillors/Allowances and Expenses

Author: John Chapman, Director of Corporate Services

Summary Advice has been received from the Local Government and Shires Association that the Local Government Remuneration Tribunal has determined the annual fees for Councillors for the 2011/2012 financial year. The Tribunal sets a minimum and maximum fee, and Council may determine the fee anywhere within the range.

Recommendation That the annual fee for Councillors and the Mayor for 2012/2013 be set in accordance with the determination by the Local Government Remuneration Tribunal.

Comment Oberon Council is classed as Rural (Category 4) by the Remuneration Tribunal. The fees currently paid and the fees determined for 2011/2012 are summarised as follows:

Councillors Mayor

Actual Year Ending 30 June 2012 Maximum Allowable $ 9,970 $ 21,770

Set by Council June 2011 $ 9,838 $ 21,475

Council Draft Budget 2012/2013 $ 10,078 $ 22,000 Increase over 2011/12 2.44% 2.44%

Remuneration Tribunal Determination 2012/2013 Minimum Payable $ 7,740 $ 8,220

Maximum Payable $ 10,220 $ 22,310 Increase over 2011/12 Determination 2.45% 2.42% Increase over 2011/12 Actual 3.74% 3.74%

Financial Implications Provision is made in the 2012-2013 budget for a 3% increase over the 2011-2012 actual fees payable to Councillors and the Mayor.


55 | P a g e

12.01.08 DONATION REQUEST – OBERON WRITERS WORKSHOP

File No: Community Relations/Donations/Requests

Author: Amanda McGrath, Finance Manager

Summary Correspondence has been received from the Oberon Writers Workshop requesting a donation towards the Oberon Young Writers Competition.

Recommendation That:

1. A donation of $150 be provided to the Oberon Writers Workshop from the 2011/2012 Financial Assistance Budget.

2. An additional $150 provision be made to the Financial Assistance budget at the

Quarter 4 budget review.

Comment Correspondence has been received from the Oberon Writers Workshop requesting a donation to assist with the costs of running the fourth Oberon Young Writers Competition. Council supported the Oberon Young Writers Competition in 2011 by voting a donation of $140 at its February 2011 Ordinary meeting. Financial Implications There are no remaining funds available in the 2011/2012 Financial Assistance budget.


56 | P a g e

12.01.09 Appointment to Section 355 Committees

File No: Governance/Meetings/Section 355 Committees

Author: Peta Heffernan, Community Services Manager AND Alan Cairney, General Manager

Summary This report item provides Council with updates regarding the nominations to the following Section 355 Committees:

The nominations from the Community to represent the Pool Users by appointment to the Sports Facilities Committee

The nominations to represent the community by appointment to the Oberon Events and Tourism Marketing Committee

The nominations to represent the community by appointment to the Economic Development Committee

The nominations to represent the community by appointment to the Community Services Committee.

Recommendation That

1. Kylee McGrath and Suzanne Webb be appointed to serve on the Section 355 Sports Facilities Committee.

2. Council accept nominations of Andrew Bird, David Craig, Tim Charge, John Philp, and Charles Degotardi to the Oberon Events and Tourism Marketing Committee.

3. Council advertise further for Expressions of Interest from community members to serve on the Oberon Events and Tourism Marketing Committee.

4. Council readvertise, if required, following the September Local Government Elections for Expressions of Interest from community members and other nominated positions to serve on the Oberon Economic Development Committee and the nominee be advised.

5. Council advertise, if required, following the September Local Government Elections for Expressions of Interest from community members and other nominated positions to serve on the Oberon Community Services Committee and the nominee be advised.

Comment Sports Facilities Committee Council resolved at its February 2012 Ordinary Meeting that Expressions of Interest be sought from the community for appointment to the Oberon Sports Facilities Committee to represent the Oberon Pool user groups. One joint application has been received from Kylee McGrath and Suzanne Webb to serve as representatives of the pool users group. There are two separate and distinct users of the Pool, being recreational users and those that use the pool as participants of the Dolphin Swim School (i.e. squad, swimming lessons, classes). As the needs of these users can at times clash – it may be worthwhile appointing both nominees to the committee to represent the different interests of the pool users. This is somewhat similar to the various users of the sporting fields serving on the committee.


57 | P a g e

Oberon Events and Tourism Marketing Committee Council resolved at its February 2012 Ordinary Meeting that both the Oberon Promotions Committee and the Oberon Events Committee be disbanded effective immediately. Council also resolved that Expressions of Interest be sought from the community for appointment to a newly established Oberon Events and Tourism Marketing Committee. Council determined that membership of the Oberon Events and Tourism Marketing Committee be comprised of:

- OPTA representatives x 2 - OBA representatives x 2 - National Parks and Wildlife Service Representative x 1 - Festivals Representative x 1 - Non affiliated community members with an appropriate skills base x 2 - Councillors Doney and O’Bernier

Council notified the members of the two disbanded committee’s in writing that the committee’s were no longer active and invited those interested to submit an Expression of Interest to serve on the Oberon Events and Tourism Marketing Committee. Additionally, Council wrote to OPTA, OBA and National Parks requested nominations from those entities. Council also advertised for Expressions of Interests in the Oberon Review. Council has received the following nominations. Representing OBA: Andrew Bird (written nomination)

David Craig (written nomination) Representing OPTA: Tim Charge & John Philp (both verbal nominations at OPTA meeting) Community Member: Charles Degotardi (written nomination) Charles has a background in tourism sales/marketing and events and is currently Manager of Strategic Relationships with Jenolan Caves. National Parks: No nomination received Economic Development Committee Council, at its February 2012 Ordinary Meeting resolved to establish a new committee entitled the Economic Development Committee and requested that expressions of interest be sought from the community for appointment to a newly established Economic Development Committee. Council determined that membership of the Economic Development Committee be comprised of:

- Burraga Progress Association x 1 - Black Springs Progress Association x 1 - NSW Farmers x 1 - NSW Forestry x 1 - Oberon Timber Complex x 3 (CHH x , Borg x 1 & HPP x 1) - NSW Department of Regional Development x 1 - Manufacturing Industry x 1 - Retail Industry x 1 - Services Industry x 1 - Community Representative x 1 - Councillor x 1


58 | P a g e

Council advertised for Expressions of Interest from the community in the Oberon Review. Additionally, Council wrote to the various industry groups mentioned above requesting nominations from those entities. Council has received one written nomination from Mr Jack Cotterill representing Forests NSW. It is proposed at this time to NOT form this Committee and instead readvertise if required following the September Local Government Elections, after which Council will appoint one or more Councillors as members to this Committee. Oberon Community Services Committee Council resolved at its February Ordinary Meeting that the Library Committee be disbanded effective immediately. Council also resolved that Expressions of Interest be sought from the community for appointment to a newly established Oberon Community Services Committee. Council determined that membership of the Oberon Community Services Committee be comprised of:

- Community Centre recreational/craft user groups x 2 - CTC users x 2 - Members of the now defunct Library Committee x 2 - Non aligned community members with a specific skills base in the management of

community facilities skills base x 2 - Councillors x 2

Council notified the members of the disbanded Library Committee in writing that the committee was no longer active and invited those interested to submit an expression of interested to serve on the Oberon Community Services Committee. Council also advertised for Expressions of Interests in the Oberon Review. Council has received one written nomination from Jill Evans, representing the ex-Library Committee. It is proposed at this time to NOT form this Committee and instead readvertise if required following the September Local Government Elections, after which Council will appoint one or more Councillors as members to this Committee. Council Committee’s As mentioned above the newly Elected Council, following the September Local Government Elections, will determine the Committees and their purpose, and appoint Councillors as members to these and other Committees. Given the relatively short period of time between now and the Elections, any work required by the proposed Economic Development Committee will be carried out by Council’s Executive Management Team (EMT) which comprises the General Manager and the 3 Departmental Directors. Likewise any work required by the Oberon Community Services Committee will be carried out by the Community Services Manager, Community Liaison Officer and if required the EMT.


59 | P a g e

Notes:


60 | P a g e

13 Committee Reports

13.01.01 SENIORS WELFARE COMMITTEE

File: Governance/Meetings/Seniors Welfare Committee

Author: Kathy Beesley

Summary Minutes of the Seniors Welfare Committee Meeting held on 12 June 2012 FOLLOW for Council’s information.

Recommendation: That The Minutes of the Seniors Welfare Committee Meeting held on 12 June 2012 be received and noted.

Comment The Seniors Welfare Committee Meeting was held on 12 June 2012 and discussions were as follows:

Adopt a Grandparent program “Home Visits to the Elderly” was forwarded to schools in the Oberon Local Government Area and accepted with enthusiasm. A meet and greet afternoon tea has been arranged with three parents and their children on Thursday 21 June at Hathaway Cottages, there will also be representation from the Oberon Hospital Residential Aged Care Centre. These parents have indicated their willingness to take their children to visit the elderly on week-ends or after school. It was also suggested that Council place an editorial in the Oberon Review inviting other parents to the afternoon tea if they are interested in participating.

It was agreed that the donation collected at the Seniors Expo remain in the account which it was deposited until the time arises when it can be used for a project where seniors are involved.

Council to invite Eric Hiam to speak on financial matters when the revised plans for the Aged Care Facility are presented. Eric would also have the option to arrange financial consultation with individuals who will be charged accordingly. It was recommended that editorials and/or the Mayors column keep the community up to date at every stage on the progress of the Aged Care Facility.

Leath Johnson Estate – Establishment of Entity ($100,000.) It was recommended that the General Manager make contact directly with the Trustee as soon as possible to establish the rules of Entity.

Two Seniors Welfare Committee Members attended a Community Input Forum in Bathurst on Thursday 7 June facilitated by NSW Health, Western NSW Local Health District. Items of concern identified were: lack of understanding of services available, lack of Dementia Care accommodation, lack of respite accommodation, transport to and from Oncology Services. Graham Parker will liaise with NSW Health, Western NSW Local Health to determine the demand for dementia and respite accommodation

Oberon Community Transport Service Update; Kia Carnival with wheelchair access has been ordered using funding provided by Transport NSW. Media release and vehicle presentation/demonstration will take place once vehicle has arrived.


61 | P a g e


62 | P a g e


63 | P a g e

14 New Business of an Urgent Nature Admitted by Council

Summary Council may consider any new business of an urgent nature at this point in time.

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

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

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

(b) The personal hardship of any resident or ratepayer

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

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

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

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

(iii) Reveal a trade secret

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

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

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

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


64 | P a g e

15.01.01 WATER REFUND REQUEST – ACCOUNT 12368465

File No: PO40-108

Author: Amanda McGrath, Finance Manager

This item is classified CONFIDENTIAL under section 10A(2)(a) of the Local Government Act 1993, which permits the meeting to be closed to the public for business relating to the following:

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

15.01.02 STAFF MATTER - CONFIDENTIAL

File No: Governance/


This item is classified CONFIDENTIAL under section 10A(2)(a) of the Local Government Act 1993, which permits the meeting to be closed to the public for business relating to the following: (a) Personal matters concerning particular individuals (other than Councillors)

16 Closure of Meeting The next Ordinary Meeting of Oberon Council will be held on 17 July 2012 commencing at 5.30pm in the Oberon Council Chambers, 137 – 139 Oberon Street, Oberon.