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A Quality Rural Lifestyle - in a vibrant, caring and sustainable community Extraordinary Council Meeting Agenda 21 January 2021

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Page 1: Extraordinary Council Meeting Agenda

A Quality Rural Lifestyle - in a vibrant, caring and sustainable community

Extraordinary Council Meeting Agenda

21 January 2021

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To All Councillors

You are hereby notified of an extraordinary meeting of the Upper Hunter Shire Council to be held on Thursday, 21 January 2021 in the COUNCIL CHAMBERS commencing at 5PM, for the purpose of transacting the undermentioned business. This meeting will be recorded and those in attendance should refrain from making any offensive statements. There are to be no other recordings of this meeting without the prior authorisation of Council.

GREG MCDONALD

GENERAL MANAGER

1. PRAYER

2. ACKNOWLEDGEMENT OF COUNTRY

3. APOLOGIES / APPLICATIONS FOR LEAVE OF ABSENCE BY COUNCILLORS

4. PUBLIC PARTICIPATION

5. DISCLOSURES OF INTEREST

6. MAYORAL MINUTES

7. REPORTS

COMMITTEE/DELEGATES REPORTS .......................................................................................... 1 

C.01.1  SCONE CBD REVITALISATION COMMITTEE ........................................................................... 1 

GENERAL ADMINISTRATION REPORTS ................................................................................... 24 

G.01.1  WARBIRD VISITOR ATTRACTION EXHIBITION DISPLAY GRANTS APPLICATION ........................ 24 

G.01.2  REQUEST FOR DONATIONS ................................................................................................ 59 

CONFIDENTIAL REPORTS .......................................................................................................... 64 

CR.01.1  TENDER NO. 28/2021 - BILL ROSE NETBALL COURTS - EARTHWORKS AND PAVEMENT - TENDER EVALUATION ........................................................................................................ 64 

CR.01.2  TENDER NO 24/2021 - MURRURUNDI INDEPENDENT LIVING UNITS - TENDER EVALUATION .... 65 

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Report To Extraordinary Council Meeting 21 January 2021

Infrastructure Services

Upper Hunter Shire Council – Extraordinary Meeting Agenda – 21 January 2021 Page 1

COMMITTEE/DELEGATES REPORTS

C.01.1 SCONE CBD REVITALISATION COMMITTEE

RESPONSIBLE OFFICER: Alan Fletcher - Special Projects Manager

AUTHOR: Tracey Warner - Projects Officer

PURPOSE The purpose of this report is inform Council of the outcomes of the Scone CBD Revitalisation Committee meetings held on 9 December 2020 and 12 January 2021.

RECOMMENDATION That Council:

1. adopt the minutes of the Scone CBD Revitalisation Committee meeting held on 9 December 2020;

2. adopt the minutes of the Scone CBD Revitalisation Committee meeting held on 12 January 2021;

3. accept the Scone CBD Revitalisation Committee recommendation to endorse the Scone CBD landscape plans.

BACKGROUND The Scone Town Revitalisation Committee was established in February 2017. The Committee’s purpose and objective is to provide advice and recommendations to Council on the implementation of the master plan to upgrade Scone CBD and surrounds, as adopted by Council on 27 June 2016. REPORT/PROPOSAL The Committee met on 9 December 2020. A review was made of traffic movements, car parking spaces and the street layout. The landscape design was also discussed with the Committee deciding to keep their original recommendation but take into account the addition of wireless internet and CCTV with lighting style. At the Committee meeting held on 12 January, 2021 the Committee discussed suitable community consultation to be held when the draft plans are finalised. The Committee feel the St Aubins Square area has too much concrete and have made a recommendation that there be an increase in the green space in this area. The Committee discussed the landscape plans and recommended Council endorse the plans. The Committee reviewed the Your High Street Grant Program and Council’s application and how funds would be spent. Following a presentation on this by the Project Manager, the Committee endorsed this application. The grant application was approved by Council at an extraordinary meeting on 14 January 2021.

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Report To Extraordinary Council Meeting 21 January 2021

Infrastructure Services

Upper Hunter Shire Council – Extraordinary Meeting Agenda – 21 January 2021 Page 2

Results of a sign audit of Kelly Street were also reviewed with further feedback to be made by Committee members.

ATTACHMENTS

1 Scone CBD Town Revitalisation Committee Meeting - 9 December 2020 - Minutes

2 Scone CBD Town Revitalisation Committee Meeting - 12 January 2021 - Minutes

3 Mara Consulting - Scone CBD Revitalisation Landscape Designs - Revision C

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ATTACHMENT NO: 1 - SCONE CBD TOWN REVITALISATION COMMITTEE MEETING - 9 DECEMBER 2020 - MINUTES

ITEM NO: C.01.1

Upper Hunter Shire Council – Extraordinary Meeting Agenda – 21 January 2021 Page 3

9

MINUTES OF THE TOWN REVITALISATION COMMITTEE - SCONE MEETING - WEDNESDAY 9 DECEMBER 2020 - 6:00 pm

PRESENT:

Cr James Burns Chairperson Garry Gilkeson Scone Chamber of Commerce Mark Heanly (Zoom) Hillross Consilium Rachael McGuirk Hello World Travel Anne Frame Keith Thompson

IN ATTENDANCE:

Alan Fletcher UHSC Manager Special Projects Tracey Warner (Minutes)

Administration Officer Special Projects UHSC

Grahame Wilson Project Manager UHSC Brett Hails RHM Consulting Engineers Tadd Anderson (Zoom) Mara Consulting

1. APOLOGIES RECOMMENDATION That the apologies received from Scott Shann, Michael Burke and Jeny Dawson be accepted. Moved: Rachael McGuirk Seconded: Garry Gilkeson CARRIED

2. DISCLOSURE OF INTEREST Standing disclosures noted for Cr James Burns and Mark Heanly. 3. PREVIOUS MINUTES

RECOMMENDATION That the Record of Proceedings of the Town Revitalisation Committee - Scone Meeting held on 11 November 2020, as circulated, be taken as read and confirmed as a correct record. Moved: Garry Gilkeson Seconded: Rachael McGuirk CARRIED

4. BUSINESS ARISING FROM PREVIOUS MINUTES Nil 5. AGENDA ITEMS

5.1 Introduction of new member – Keith Thompson

Chairman introduced and welcomed Mr Thompson to the Committee.

5.2 Road layout – presented by Brett Hails, RHM Consulting Engineers and 5.3 Parking assessment Review of traffic movements in CBD. Intersection of Kelly and Liverpool Streets is still quite large to accommodate B-doubles going to Merriwa and up to the roundabout to Woolworths, CRT, etc. Phasing for traffic lights has not changed. Intersections on Kelly and Kingdon Streets and Kelly and Susan Streets have taken into account the potential for turntable roundabouts in future.

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ATTACHMENT NO: 1 - SCONE CBD TOWN REVITALISATION COMMITTEE MEETING - 9 DECEMBER 2020 - MINUTES

ITEM NO: C.01.1

Upper Hunter Shire Council – Extraordinary Meeting Agenda – 21 January 2021 Page 4

Car parking (118 spaces) same as current with one additional bus bay and disabled spaces to increase from 2 to 4. Rear to kerb parking spaces will be 2.8m wide and 5.8m deep. Parallel parking spaces will be 2.6m wide and 5.6m deep. Most notable change is between Reject Shop and Ray White Real Estate where there’s no parking to accommodate kerbside dining. Spaces lost will be made up for in central block. Cycleway will be maintained through Kelly Street but there will be no designated cycle lane in Liverpool Street. In central block the pedestrian crossing will be moved to near the front of the Civic Theatre. In northern block St Aubins Street will be closed to allow for a bus bay and for large trucks to park or make deliveries.

5.4 Landscaping elements – street pedestrian lights, trees, road signs and 5.5 Landscape design – presented by Tadd Andersen, Mara Consulting (via Zoom) Discussion on styles of light with banners and inclusion of wireless internet and CCTV with consideration given to ambience and aesthetics, potential light pollution and spread of light. Solar options were discussed however the benefits would be negligible. It was suggested that LED lights be used due to the light being better as well as more environmentally friendly and more economical. Also to consider are satisfying the minimum requirements for pedestrian lighting and a specialised pole which would be required for inclusion of wireless internet and CCTV. A Frame indicated that she had done considerable research into lights and would locate her original documents supplied to the Committee to distribute at next meeting. Chairman noted that Committee would go with their original recommendation and add in the style of light to take into account wireless internet and CCTV. With regard to street furniture, aluminium seating had been rejected due to heat issues. This will need to be reviewed with options compared. Committee were provided the list of suitable trees compiled by the Horticulture Sub-Committee, which was reviewed and commented on by both the UHSC Parks and Gardens staff and Mara Consulting. This list is ready for Committee assessment and decision, with availability and time frame for delivery of selected trees to be provided.

The new landscape design was presented to the Committee. The footpath is not as wide as originally planned so can only accommodate a single row of trees. Ornamental pear tree (Chanticlear) was identified as a suitable and appropriate tree which allows for pedestrian access. A road sign audit is currently underway due to the many and varied styles of signs currently in the CBD. The results of this audit will be available at the next meeting. A concern was raised regarding parking signs, some of which are currently ignored by truck drivers making deliveries using disabled parking. Chairman advised the Committee can make a recommendation however this is a matter for the Traffic Committee. Regarding “No alcohol zone” signs, there are certain legalities, which were explained by Manager Special Projects. Mr Andersen (Mara Consulting) is reviewing the design changes and assessing how to incorporate the landscape design into the new design. 5.6 Status of Funding (Standing Item) No change to current funding. State and Federal Members were approached. Federal Member will assist as much as possible and advised Chairman on how Committee members could make submissions to the Federal Minister. Chairman to send out this advice. Chairman also explained how grant funding works following question from K Thompson.

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ATTACHMENT NO: 1 - SCONE CBD TOWN REVITALISATION COMMITTEE MEETING - 9 DECEMBER 2020 - MINUTES

ITEM NO: C.01.1

Upper Hunter Shire Council – Extraordinary Meeting Agenda – 21 January 2021 Page 5

5.7 Kingdon St Footbridge (Standing Item) No updates on this. 5.8 Project Timeline and Management Plan Update by Project Manager that design is planned to be completed by Christmas with Quantity Survey through January 2021 for submission to the January Council meeting. The Quantity Survey needs to be endorsed by the Committee prior to Council meeting. 133 Kelly Street Tenders currently being assessed to go to the December 14 Council meeting. Chairman urged all Committee members to have all plans and documents reviewed prior to the January Committee meeting,

5.9 Update on work with TfNSW Negotiations regarding cost sharing with TfNSW are progressing with two to three meetings each week. Council and TfNSW are working closely on drainage issues. The second conceptual design is currently being reviewed by TfNSW. Regarding the inclusion of the turning lane at the intersection of Kelly and Liverpool Streets, this has been presented to TfNSW with a review of traffic numbers turning or proceeding straight through to be undertaken. 5.10 Sub-Committee updates – Equine Walk of Fame and Horticulture Horticulture Sub-Committee has presented a list of suitable trees. Equine Walk of Fame has a new member and two of their four lists for plaques has been finalised.

6. ACTION SHEET 7. CORRESPONDENCE

Nil 8. GENERAL BUSINESS

Horse Capital of Australia – Has been sent to the ACCC and will register when the Rules are returned.

Banner opposite Thoroughbred Hotel to be taken down and checked for suitability of replacing in current location.

Manager Special Projects and Manage Business Services looked into horse sculptures in Scone as raised by previous General Manager in early 2020. In the next 12 months this should be developed by suitably knowledgeable people. While not a matter for this Committee, this is to be placed on the Agenda for the next meeting.

A3 copies of civil and landscape plans to be made available to Committee members or posted if required.

9. NEXT MEETING

Tuesday 12 January 2021 at 6:00pm The meeting was declared closed at 7:33pm

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ATTACHMENT NO: 2 - SCONE CBD TOWN REVITALISATION COMMITTEE MEETING - 12 JANUARY 2021 - MINUTES

ITEM NO: C.01.1

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MINUTES OF THE TOWN REVITALISATION COMMITTEE - SCONE MEETING - TUESDAY 12 JANUARY 2021 - 6:00 pm

PRESENT: Cr James Burns Chairperson Garry Gilkeson Scone Chamber of Commerce Mark Heanly Hillross Consilium Rachael McGuirk Hello World Travel Anne Frame Keith Thompson

IN ATTENDANCE:

Kristian Enevoldson UHSC Acting General Manager Alan Fletcher UHSC Manager Special Projects Tracey Warner (Minutes)

Administration Officer Special Projects UHSC

Grahame Wilson Project Manager UHSC Patrick Gleeson

1. APOLOGIES

RECOMMENDATION

That the apologies received from Scott Shann, Jeny Dawson, Kim Parkinson and Michael Burke be accepted. Moved: Anne Frame Seconded: Garry Gilkeson CARRIED

2. DISCLOSURE OF INTEREST

Standing disclosures noted for Cr James Burns and Mark Heanly. Cr Burns noted he is also related to Mr Andrew McPhee, who has responded to correspondence regarding Civic Theatre works. 3. PREVIOUS MINUTES Mr Thompson wished it clarified that on point 5.6 he requested up to date expenditure but has not received this as yet. He requested it noted that he is disappointed that his request was not put into the Minutes and that this information was not supplied. The Chair noted that there were circumstances which contributed to this and the information will be provided. Acting General Manager requested this become a Standing Item on the Agenda.

RECOMMENDATION

That the minutes of the Town Revitalisation Committee - Scone Meeting held on 9 December 2020, as circulated, be taken as read and confirmed as a correct record. Moved: Rachael McGuirk Seconded: Keith Thompson CARRIED

4. BUSINESS ARISING FROM PREVIOUS MINUTES Nil

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ATTACHMENT NO: 2 - SCONE CBD TOWN REVITALISATION COMMITTEE MEETING - 12 JANUARY 2021 - MINUTES

ITEM NO: C.01.1

Upper Hunter Shire Council – Extraordinary Meeting Agenda – 21 January 2021 Page 7

5. AGENDA ITEMS 5.1 Status Of Funding (Standing item) Funding amount of $11m has not changed. Presentation was made to Committee on the application for $508,000 from the Your High Street Grant program. These funds to be applied for to cover restoration of the façade of the Campbell’s Corner building. Council already has $450,000 to go towards roofing works.

5.2 Kingdon St Footbridge (Standing item) No changes.

5.3 Project Timeline and Management Plan Project Timeline Update: Expecting design to be completed early February which will then go to the CBD Committee and the Horticulture Sub-Committee, then to Council. Public exhibition & community consultation during March with approval back to Council in April. Tender period to be during May and June with works to be expected to begin in second half of 2021. Consultation to include: a shopfront in Campbell’s Corner for four weeks with Council representatives available to discuss the plans with the public and advise on how to make submissions to Council; Mara Consulting available to the public and Scone Chamber of Commerce; involvement of Scone Chamber of Commerce to inform businesses.

The Management Plan will be updated when the Quantity Survey is complete.

5.4 Update of work with TfNSW Road layouts are now being processed through the TfNSW Traffic Committee department, which will take 4-5 months. The cost allocation process has just commenced to verify cost responsibilities. Signage has also been discussed with regards to removal of large, obtrusive signs no longer required. 5.5 Sub-Committee Updates – Equine Walk of Fame and Horticulture Manager Special Projects provided brief review of sub-committees. Equine Walk of Fame has had one resignation, however the work of this sub-committee is drawing to a close. Horticulture sub-committee met 12 January to review landscape plans and have suggested changes be made to the type and number of trees on the plans. A request was made and supported by the Chair to invite members of these sub-committees to future CBD Revitalisation Committee meetings to supply updates in person. 5.6 Review of landscape design Apology was extended to A Frame on misplacement of documents she provided to Council in 2018 for specific street furniture. Minutes of the Committee meeting in August 2018 detailed the design choices agreed on by the Committee. Committee feels St Aubins Square has more concrete than necessary in a green space. There’s an overland water flow path through this area, however the ground surface does not need to be concrete. Tree guards should be substantial and manufactured locally, not be prefabricated. K Thompson raised the issue of public liability insurance for businesses with footpath furniture and signage and what instruction Council has provided to business owners. He was advised there is a DA process with fees currently waived for those businesses who comply. Insurance is business owner’s responsibility and not within the scope of this committee. RECOMMENDATION That the committee recommends an increase in green space in the St Aubins Square to the maximum allowable area. Moved: Cr James Burns Seconded: Rachael McGuirk CARRIED

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ATTACHMENT NO: 2 - SCONE CBD TOWN REVITALISATION COMMITTEE MEETING - 12 JANUARY 2021 - MINUTES

ITEM NO: C.01.1

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RECOMMENDATION That the Committee recommends that Council endorse the landscape plans. Moved: Cr James Burns Seconded: Mark Heanly CARRIED Project Manager advised that the plans are updated on a regular basis and will be sent to the Committee members when received for feedback. 5.7 Street Art (horse sculptures) M Heanly has spoken to the artist who created the Arrowfield statue and was advised bronze statues are simple to replicate and will cost in the vicinity of $150,000 each. Replicating an existing statue would require the owner’s permission. A small group consisting of M Heanly, R McGuirk and A Frame will research and do the groundwork, then report back to the Committee in three months with options for street art. 6. ACTION SHEET 7. CORRESPONDENCE Response from Andrew McPhee on behalf of Professor Coroneo regarding Civic Theatre. Update on Civic Theatre project timeline was discussed. Council to supply RL (reduced levels) of finished height of footpath when available as requested. 8. GENERAL BUSINESS

RECOMMENDATION That the Committee endorse Council’s application under the Your High Street program for the purpose of façade repairs to the roof of the Campbell’s Corner building.

Moved: Mark Heanly Seconded: Garry Gilkeson CARRIED Sign Audit: Review of current signage types and locations with view to future street and business/places of interest signage. Discussions are underway with TfNSW regarding highway signage and whether this is still necessary. Signposts should fit in with the street furniture. Feedback on the signage by the Committee was requested to be sent to the Project Manager. Horse Capital of Australia – to be made standing item. No further information on status of application. K Thompson requested further information on parking space sizes and numbers as well as whether there is designated parking for mobility scooters. Project Manager confirmed parking space size and numbers as well as parking for mobility scooters The loss of some parking in Kelly Street has been addressed with additional parking in Farrams Lane. There are no zebra/pedestrian crossings in Kelly Street as the need for this is dictated by pedestrian numbers. Kelly Street will also be narrowed for one way traffic each way. Road width responsibility lies with the Traffic Committee. Further question regarding truck traffic and any further questions will be taken on notice and it was requested by the Chair that Mr Thompson send these to the General Manager. Noted that there is an updated Code of Conduct for Committee members, with a copy distributed to each member present. 9. NEXT MEETING Tuesday 2 February, 2021 at 6:00pm The meeting was declared closed at 7.30pm.

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ATTACHMENT NO: 3 - MARA CONSULTING - SCONE CBD REVITALISATION LANDSCAPE DESIGNS - REVISION C ITEM NO: C.01.1

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ATTACHMENT NO: 3 - MARA CONSULTING - SCONE CBD REVITALISATION LANDSCAPE DESIGNS - REVISION C ITEM NO: C.01.1

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ATTACHMENT NO: 3 - MARA CONSULTING - SCONE CBD REVITALISATION LANDSCAPE DESIGNS - REVISION C ITEM NO: C.01.1

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ATTACHMENT NO: 3 - MARA CONSULTING - SCONE CBD REVITALISATION LANDSCAPE DESIGNS - REVISION C ITEM NO: C.01.1

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ATTACHMENT NO: 3 - MARA CONSULTING - SCONE CBD REVITALISATION LANDSCAPE DESIGNS - REVISION C ITEM NO: C.01.1

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ATTACHMENT NO: 3 - MARA CONSULTING - SCONE CBD REVITALISATION LANDSCAPE DESIGNS - REVISION C ITEM NO: C.01.1

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ATTACHMENT NO: 3 - MARA CONSULTING - SCONE CBD REVITALISATION LANDSCAPE DESIGNS - REVISION C ITEM NO: C.01.1

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ATTACHMENT NO: 3 - MARA CONSULTING - SCONE CBD REVITALISATION LANDSCAPE DESIGNS - REVISION C ITEM NO: C.01.1

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ATTACHMENT NO: 3 - MARA CONSULTING - SCONE CBD REVITALISATION LANDSCAPE DESIGNS - REVISION C ITEM NO: C.01.1

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ATTACHMENT NO: 3 - MARA CONSULTING - SCONE CBD REVITALISATION LANDSCAPE DESIGNS - REVISION C ITEM NO: C.01.1

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ATTACHMENT NO: 3 - MARA CONSULTING - SCONE CBD REVITALISATION LANDSCAPE DESIGNS - REVISION C ITEM NO: C.01.1

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ATTACHMENT NO: 3 - MARA CONSULTING - SCONE CBD REVITALISATION LANDSCAPE DESIGNS - REVISION C ITEM NO: C.01.1

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ATTACHMENT NO: 3 - MARA CONSULTING - SCONE CBD REVITALISATION LANDSCAPE DESIGNS - REVISION C ITEM NO: C.01.1

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Report To Extraordinary Council Meeting 21 January 2021

Corporate Services

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GENERAL ADMINISTRATION REPORTS

G.01.1 WARBIRD VISITOR ATTRACTION EXHIBITION DISPLAY GRANTS APPLICATION

RESPONSIBLE OFFICER: Kristian Enevoldson - Acting General Manager

AUTHOR: Joanne McLoughlin - Property & Business Coordinator

PURPOSE The purpose of this report is to seek Council’s approval to make three applications for grant funding for the purpose of delivery and commissioning of the Warbirds Visitor Attraction exhibition to enhance the experience of visitors to the centre and to protect and preserve artefacts. The project will include the supply and installation of high quality exhibition display cabinets and mannequins, theatre spotlights, painting of exhibition area and commissioning of exhibition. Applications will be made under:

NSW Government - Create NSW – Local Government Authority Arts & Cultural Funding closing 15 February 2021

NSW Government – Infrastructure NSW – Clubgrants Category 3 – Arts & Culture Funding closing 22 February 2021

Federal Government – Stronger Communities Programme expressions of interest closing 29 January 2021

RECOMMENDATION That Council make applications for funding under:

NSW Government - Create NSW – Local Government Authority Arts & Cultural Funding for $139,999

NSW Government – Infrastructure NSW – Clubgrants Category 3 – Arts & Culture Funding for $200,000

for the purpose of delivery and commissioning of the Warbirds Visitor Attraction exhibition.

BACKGROUND Upper Hunter Shire Council is currently constructing a Warbird Visitor Attraction (WVA) and supporting Infrastructure at Scone Regional Airport. The WVA will include an exhibition of Warbird aircraft and artefacts donated by private collectors and loaned by other institutions and organisations e.g. the Australian War Memorial. The history of military aviation and pilot training has played out in the fields and communities of the Hunter Region for over 100 years, and it is integral to the region’s identity. The WVA will celebrate the role of the Upper Hunter people in supporting military and civil aviation during times of war and peace, from WWI to present day, illuminating for the visitor the tenacity and generosity of the Australian spirit.

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Report To Extraordinary Council Meeting 21 January 2021

Corporate Services

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To reflect its significance as a national centre for Aviation, Warbird restoration and flight training, the new exhibit will become a must see visitor attraction and education centre, satisfying the needs of the contemporary museum visitor. Through a new type of experience and story driven design and display, the WVA will become an attraction which engages a broad audience, inspires both young and old, and captures the significance of aviation both locally in the Upper Hunter Region, around Australia and the world. The new exhibition will push the boundaries of exhibition design, and opportunities to create new and powerful visitor experiences that are engaging, memorable, meaningful and inspiring. Immersive, interactive experiences will allow visitors to be part of some of the great moments and remarkable stories of the past. Using a series of 3D elements, graphic panels, museum grade display showcases, touch tables and digital media, the exciting and colourful stories of the Warbirds and Upper Hunter region will come to life, and artefacts and images will be displayed. The exhibition will continue to preserve and communicate the unique history of Australia military aviation, integral to the region’s identity, broadening audience reach and relevance. The exhibition will push the boundaries of exhibition design presenting opportunities to create new and powerful visitor experience that is engaging, memorable, meaningful and inspiring. The exhibition will flow both thematically and chronologically to ensure the visitor is fully engaged with the content. A series of modular structural elements will be developed to build the exhibition, and display the artefacts and graphics. Painting the exhibition area Creating a dark internal space helps achieve a better visitor experience, as it allows for better use of the multimedia elements/projections, and the lighting becomes more dramatic to create an immersive and atmospheric experience for the visitor. A considered approach to finishes has been developed to ensure the finish selection is complimentary to both the exhibition colour scheme, graphic content and image selection. Exhibition lighting Dramatic and theatrical lighting will illuminate the exhibition and excite the visitor. Individual light fittings will be focused by the lighting designer to ensure optimum effect is achieved. Theatre spot lights and profile LED fittings mounted onto continuous ceiling mounted bars, similar to systems found in theatres, will provide programmable colour and movement to the gallery. Each fitting can be ‘addressed’ to enable programming from the ground and allow for multiple programs. Profile fittings will provide projection of still imagery and shaping of lights around the aircraft. It is the exhibition lighting that creates the excitement and drama for the visitor and brings the objects to life.

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Report To Extraordinary Council Meeting 21 January 2021

Corporate Services

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Showcases Museum showcases are purpose built showcases that provide internal rod and shelf systems that provide flexibility for all types of artefacts and ease of changeover. The full height engineered glass doors provide full access and conservation approved seals and materials. Using premium museum showcases, the exhibition will be able to display a carefully curated selection of “never seen before” artefacts. The showcases will feature photos, maps, replica models, tickets, posters, uniforms, aircraft instruments and other ephemera relating to Warbirds and aviation history of the Hunter Region. The integral connection between aircraft and people will be brought to life through these iconic objects, demonstrating the importance the Hunter Region had on aviation and the people who made it happen. Many of these artefacts will have never been displayed before and the display can continually be refreshed and updated with new pieces, to ensure return visits. Artefacts are story-telling devices. In this way, artefacts offer the visitor an experience that cannot be found anywhere else; they are real, tangible and give the visitor a special kind of access to the past. They allow visitors to get a physical feel for lives led in the past, for people, stories and events.

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Report To Extraordinary Council Meeting 21 January 2021

Corporate Services

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Mannequins When displaying historical clothing it is important to use museum grade mannequins which are fit for purpose and meet conservation requirements. Museum mannequins are made from materials with reduced emissions to decrease the off-gassing requirements and have forms which are more suited to displaying historical clothing, which tends to be smaller than clothing today. The canvas busts have removable heads meaning displays can be accommodated for clothing with and without hats. The exhibition would use mannequins to display a variety of pilots of uniforms, helmets and goggles from numerous eras.

Commissioning To ensure the exhibition is successful, it will be important that all systems and components of are tested prior to the opening of the exhibition to the general public. This ensures everything is installed, operated and maintained as required. Commissioning also includes for maintenance manuals and systems staff training. Components of the exhibition which require commissioning is the exhibition lighting, the multimedia shows (projectors), the digital touchtable and the showcases.

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Report To Extraordinary Council Meeting 21 January 2021

Corporate Services

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At the time of applying for previous grant funding for the project, the exhibition design had not been completed and the donations of artefacts had not commenced. The exhibition design has now been completed and a catalogue of the artefacts has been prepared. The exhibition design includes the supply and installation of the showcases, theater style lighting, painting of the exhibition area and commissioning of the display. The budget for these items is as follows: Item Vendor Amount

Showcases & mannequins Freeman Ryan Design $ 79,089.00

Audio Visual Lighting Freeman Ryan Design $ 79,050.00

Printing and Photo Frames Freeman Ryan Design $ 20,000.00

Audio Visual Lighting track installation Kingston $ 60,000.00

Painting of exhibition area Kingston $ 200,000.00

Commissioning of exhibition Freeman Ryan Design $ 25,295.00

Total $ 463,434.00

Although these items are included in the overall project budget, they have not received any grant funding. Council has identified three funding opportunities to assist with the procurement of these items. Each of the funding opportunities are outlined in the following section. REPORT/PROPOSAL Create NSW – The Arts and Cultural Funding Program (ACFP) The Arts and Cultural Funding Program (ACFP) delivers on the Government’s commitment to enhance the quality of life of the people of NSW. The strategic direction of the Program aligns with the Department of Premier and Cabinet’s focus on Community Engagement and Service Delivery, underpinned by high standards of service and advice to Government, and priority of Excellence in Arts, Culture and Heritage. The ACFP supports excellence in arts and culture by funding creative development and presentation, investing in artists and arts and cultural workers and supporting cultural visitation and participation. The Program supports the telling of stories that reflect NSW’s diverse history and contemporary life. This approach supports NSW as a world class centre for the arts and for culture. The program is open to Local Government Authorities only for the purpose of delivering arts and cultural outcomes of a significant project and/or series of events or activities for a period of 1, 2 or 3 years. There is no maximum request amount for LGA funding. However, if applying for more than $140,000 per year, consultation with Create NSW was required prior to 4 January 2021. It is recommended to apply for $139k in this funding program. Applications close 15 February 2021. The program guidelines are attached.

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Corporate Services

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Infrastructure NSW – Clubgrants Category 3 – Arts & Culture Program The NSW Government offers grants to communities across NSW to support the building, renovation and fit-out of infrastructure. Funding is available for sport and recreation and arts and cultural infrastructure as well as projects that assist communities with essential infrastructure and disaster readiness. Infrastructure Grants are made possible by reinvesting a rebate on gaming machine profits from the state’s registered clubs, known as the Clubgrants Category 3 Fund. Infrastructure Grants can be used for costs such as construction, the purchase of capital equipment and professional fees. Examples of projects range from local sports ground facilities, public swimming pools, children’s play areas, museums, art galleries, theatres and upgrades to evacuation centres, or community welfare infrastructure that supports youth, mental health or homelessness services. The funding available for each grant under the Arts & Culture program is a minimum of $50,000 and maximum of $200,000. It is recommended to apply for $200,000 in this funding program. Applications close 22 February 2021. The program guidelines are attached. OPTIONS 1. Make an application under the ACFP, Infrastructure NSW Arts & Culture Program as

per the recommendation 2. Make an application under the ACFP, Infrastructure Program for another project 3. Not make an application

CONSULTATION The Airport Management Committee support the Warbird Visitor Attraction and exhibition Director Corporate Services STRATEGIC LINKS a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows: ECONOMY & INFRASTRUCTURE Goal 5 A sustainable and prosperous community

CS23 Facilitate and support increased and innovative tourism and marketing opportunities

We are working to achieve the following Community Priorities:

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Corporate Services

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b. Delivery Program

Construction of Warbird Visitor Attraction consistent with agreed timeframes (multi-year project).

Manage Warbird Visitor Attraction and transition into business enterprise, including facilitating the growth of the airport business

Develop business and marketing plan for Warbird Visitor Attraction c. Other Plans NA IMPLICATIONS a. Policy and Procedural Implications NA b. Financial Implications The budget for these deliverables is: Item Vendor Amount

Showcases & manenequins Freeman Ryan Design $ 79,089.00

Audio Visual Lighting Freeman Ryan Design $ 79,050.00

Printing and Photo Frames Freeman Ryan Design $ 20,000.00

Audio Visual Lighting track installation Kingston $ 60,000.00

Painting of exhibition area Kingston $ 200,000.00

Commissioning of exhibition Freeman Ryan Design $ 25,295.00

Total $ 463,434.00

These items have been included in the Implementation of Airport Master Plan project budget of $23.5M. If no additional grant funding is received the project can still support the deliverables. c. Legislative Implications Nil

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d. Risk Implications Nil e. Sustainability Implications Nil

f. Other Implications Nil CONCLUSION The exhibition display is the key to the success of the Warbird Visitor Attraction. This scope of works will ensure that the artefacts and aircraft are presented to the highest standard possible and create a unique and unforgotten visitor experience.

ATTACHMENTS

1 Create NSW Guidleines

2 Infrastructure NSW - Guidelines

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General Manager's Unit

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G.01.2 REQUEST FOR DONATIONS

RESPONSIBLE OFFICER: Kristian Enevoldson - Director Corporate Services

AUTHOR: Karen Lee - Governance & Executive Support Officer

PURPOSE The purpose of this report is for Council to consider providing financial assistance to local community groups requesting donations.

RECOMMENDATION That Council approve a donation of $105 to the Scone Neighborhood Resource Centre to cover the costs associated with the hire of Scone Park for their Free Movie Night.

BACKGROUND Council has received a request for financial support from the Scone Neighbourhood Resource Centre of $200 for their upcoming Free Movie Night at Scone Park. REPORT/PROPOSAL The Scone Neighbourhood Resource Centre (SNRC) are seeking financial assistance to assist with fees associated with the hire of Scone Park for their Free Movie Night to be held on Friday 22 January. This is the first Movie Night that has been held in a long time, given that COVID has restricted many social gatherings in the past 12 months. Scone Neighbourhood Resource Centre are hoping that families can come along to see and enjoy “Here comes the Grump” at the Scone Park on Friday 22 January 2021 at 7.00pm.

OPTIONS 1. Provide a donation 2. Provide an alternative donation amount 3. Not provide a donation CONSULTATION

Director Corporate Services Manager Finance

STRATEGIC LINKS a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows: Goal 2 - Promote wellbeing and a connected, healthy and happy Community.

CS3 Advocate for, support and provide services and facilities for young people, children, families and people with a disability.

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CS9 Value our heritage and cultural diversity, celebrating together and fostering creativity.

We are working to achieve the following Community Priorities:

b. Delivery Program

Supporting children, young people, individuals and families so they can enhance their independence, inclusion, safety, self-esteem and or quality of life within the community.

c. Other Plans Nil IMPLICATIONS a. Policy and Procedural Implications The request falls within Council’s Donations Policy.

b. Financial Implications

Council has set aside $31,000 in the annual budget for the 2020/21 financial year for granting donations, with $16,207 remaining before these proposed donations for the 2020/2021 financial year. c. Legislative Implications

Nil

d. Risk Implications

Nil

e. Other Implications

Nil

CONCLUSION

That Council provide financial assistance as requested.

ATTACHMENTS

1 Scone Neighbourhood Resource Centre - Request for Donation

2 Donations Summary to December 2020

3 Donations Detail to December 2020

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ATTACHMENT NO: 2 - DONATIONS SUMMARY TO DECEMBER 2020 ITEM NO: G.01.2

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ATTACHMENT NO: 3 - DONATIONS DETAIL TO DECEMBER 2020 ITEM NO: G.01.2

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Infrastructure Services

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CONFIDENTIAL REPORTS

CR.01.1 TENDER NO. 28/2021 - BILL ROSE NETBALL COURTS - EARTHWORKS AND PAVEMENT - TENDER EVALUATION

RESPONSIBLE OFFICER: Phillip Hood - Acting Director Infrastructure Services

AUTHOR: David Long - Engineering Officer - Scone

This matter is considered to be confidential under Section 10A(2) (d i) of the Local Government Act, as it deals with commercial information of a confidential nature that would, if disclosed (i) prejudice the commercial position of the person who supplied it.

PURPOSE The purpose of this report is to:

outline the process that has been followed for the evaluation of Tender number 28/2021 for the upgrade of the Bill Rose Netball Courts;

make a recommendation to award the tender to the preferred tenderer; and confirm the total project budget.

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Infrastructure Services

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CR.01.2 TENDER NO 24/2021 - MURRURUNDI INDEPENDENT LIVING UNITS - TENDER EVALUATION

RESPONSIBLE OFFICER: Phillip Hood - Acting Director Infrastructure Services

AUTHOR: Alan Fletcher - Special Projects Manager

This matter is considered to be confidential under Section 10A(2) (d i) of the Local Government Act, as it deals with commercial information of a confidential nature that would, if disclosed (i) prejudice the commercial position of the person who supplied it.

PURPOSE The purpose of this report is to:

outline the process that has been followed for the evaluation of tenders for Tender number 24/2021, reconstruction of Liverpool Lodge, Independent Living Units 3 & 4 which were destroyed by fire at Liverpool St Murrurundi;

make a recommendation to award the tender; and, confirm the total project budget.