Far North West Joint Organisation

Meeting Agenda

ORDINARY BOARD MEETING

Monday, 30 September 2019

10.00am Bourke Shire Council, Conference

Room, 29 Mitchell Street, Bourke

MEMBERS: BOURKE, COBAR & WALGETT

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Meeting Notification

It is advised that an Ordinary Meeting of the Far North West Joint Organisation (FNWJO) will be held on Monday 30 September 2019 at Bourke Shire Council, Conference Room, commencing at 10.00am.

Teleconference Facility

A teleconference facility will be available in accordance with the Local Government (General) Regulation 2005 – Reg 397G, Transaction of business by telephone etc:

(1) The board of the joint organisation may, if it thinks fit, transact any of its business at a meeting at which representatives (or some representatives) participate by telephone or other electronic means, but only if any representative who speaks on a matter before the meeting can be heard by the other representatives.

(2) For the purposes of a meeting held in accordance with this clause, the chairperson and each other voting representative on the board have the same voting rights as they have at an ordinary meeting of the board.

For Teleconference phone in details ring number provided, follow the prompts and enter ID Number then # (Contact Greg Lamont if ringing in).

Voting Members: Cobar - Cr Lillian Brady OAM (Chair)

Bourke - Cr Barry Hollman

Walgett - Cr Manuel Martinez

Non Voting Members: Cobar – Interim Executive Officer; General Manager, Peter Vlatko Bourke – General Manager, Ross Earl Walgett – General Manager, Greg Ingham Dept of Premier and Cabinet – Director Western Region, Ashley Albury Observers: FNWJO – Project Officer, Mark Riley Office of Local Government - Council Engagement Manager, Karen Purser

Please contact Greg Lamont, Executive Officer on 0407937636 with any queries.

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ORDER OF BUSINESS /AGENDA.

The Order of Business/Agenda for the meeting will be as follows:

1. Apologies.

2. Declaration of Interests.

3. Presentations to the Joint Organisation - Nil.

4. Confirmation of Minutes Extraordinary Meeting 19th July 2019

5. Matters Arising from Previous Minutes.

6. Chairpersons Minute - Nil.

7. Executive Officer Reports – Part A (Action) a) 2018/2019 Financial Report & Budget Review as at 30th June 2019. b) 2019/2020 Financial Report & Budget Review as at 31st August 2019. c) Adoption of a Logo for the FNWJO. d) JO Capacity Building Fund Grant of $150k. e) Western Region Transport Strategies – Wool Track

8. Executive Officer Reports – Part B (Information)

a) Pathways Status Report. b) Contaminated Lands Officer EPA Project Update. c) PWD Project Update. d) Joint Organisations – Chairs Meeting, 1st August 2019. e) Disclosure of Pecuniary Interests by Councillors & Designated Persons

Return as at 30th June 2019. f) OLG Compliance and Reporting Requirements 2019 – 20 Update. g) Statement of Strategic Regional Priorities Update.

9. Executive Officer Reports – Part C (Confidential)

a) Executive Officer Contract Requirements – Performance Agreement, Private Work & Resources.

In accordance with the provisions of Section 9 (2A) of the Local Government Act, the Executive Officer is of the opinion that consideration of this item is likely to take place when the meeting is closed to the public for the following reason: Section 10A(2)(a) personnel matters concerning particular individuals (other than councillors).

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b) Service Agreement with Cobar Shire Council.

In accordance with the provisions of Section 9 (2A) of the Local Government Act, the Executive Officer is of the opinion that consideration of this item is likely to take place when the meeting is closed to the public for the following reason: Section 10A(2)(a) personnel matters concerning particular individuals (other than councillors).

c) Management of Western Airline Services Contracts.

In accordance with the provisions of Section 9 (2A) of the Local Government Act, the Executive Officer is of the opinion that consideration of this item is likely to take place when the meeting is closed to the public for the following reason: Section 10A(2)(b) information that would, if disclosed, confer a commercial advantage on a person with whom the councils conducting (or proposes to conduct) business.

10. Matters of Urgency.

11. Correspondence.

12. Committee of the Whole Meeting.

13. Next Meeting date to be set for December 2019.

Greg Lamont

Executive Officer,

Far North West Joint Organisation

24th September 2019

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ATTACHMENT A

Far North West Joint Organisation

Meeting Minutes

EXTRAORDINARY BOARD MEETING

Friday 19 July 2019

Dubbo City Regional Airport Meeting Room

MEMBERS: BOURKE, COBAR & WALGETT

6

Present

VOTING BOARD MEMBERS

Name Organisation

Clr Barry Holman Mayor, Bourke Shire Council

Clr Lilliane Brady, OAM Mayor, Cobar Shire Council - via teleconference

Clr Ian Woodcock Deputy Mayor, Walgett Shire Council

NON-VOTING MEMBERS

Name Organisation

Mr Ross Earle General Manager, Bourke Shire Council

Mr Peter Vlatko General Manager, Cobar Shire Council

Mr Greg Ingham General Manager, Walgett Shire Council

Mr Greg Lamont Executive Officer, Far North West Joint Organisation

Mr Ashley Albury Director, Department of Premier and Cabinet (DPC) Regional – Central West and Far West

OBSERVERS

Name Organisation

Mr Mark Riley Project Officer, Far North West Joint Organisation

Clr Peter Abbott Deputy Mayor, Cobar Shire Council

The meeting opened at 11.00 am. Councillor Holman chaired the meeting

AGENDA ITEM 1 - APOLOGIES

An apology was received from Clr Manuel Martinez, Mayor Walgett Shire Council who was absent from the meeting due to work commitments. Moved by Councillor Lilliane Brady and seconded by Councillor Ian Woodcock.

MOTION

That such apology be accepted and Clr Martinez be granted leave of absence from

this meeting.

CARRIED

AGENDA ITEM 2 - DECLARATIONS ON INTEREST

No interests were declared.

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AGENDA ITEM 3 – CONFIRMATION OF MINUTES

The Board had before it the report of its Extraordinary meeting held on 7

June 2019 and the report of its Extraordinary meeting as reconvened and

held on 25 June 2019.

Moved by Councillor Ian Woodcock and seconded by Councillor Lilliane Brady MOTION That the minutes of the proceedings of the Far North West Joint Organisation at the Extraordinary meeting held on 7 June 2019 and the Extraordinary meeting as reconvened and held on 25 June 2109 be taken as read, confirmed as correct minutes and signed by the Chairperson and the Executive Officer. CARRIED At this juncture it was moved by Councillor Lilliane Brady and seconded by Councillor Ian Woodcock that the Board resolves into a Committee of the Whole, the time being 11.03am. CARRIED The meeting resumed at 1.48 pm.

AGENDA ITEM 4 – INTERIM EXECUTIVE OFFICERS REPORT – (CONFIDENTIAL - COMMITTEE OF THE WHOLE)

The Project Officer read to the meeting the Report of the Committee of the Whole held on 19 July 2019. Moved by Councillor Ian Woodcock and seconded by Councillor Lilliane Brady MOTION That the report of the meeting of the Committee of the Whole Board held on 7 June 2019 be adopted. CARRIED

MEETING CLOSED AT 1.50pm

CONFIRMED ………………………………… CLAUSE NO ………………………………… CHAIRPERSON …………………………………

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Far North West Joint Organisation

Meeting Minutes

Committee of the Whole

Friday 19 July 2019

Dubbo City Regional Airport Meeting

Room

MEMBERS: BOURKE, COBAR & WALGETT

9

Present

VOTING BOARD MEMBERS

Name Organisation

Clr Barry Holman Mayor, Bourke Shire Council

Clr Lilliane Brady, OAM Mayor, Cobar Shire Council - via teleconference

Clr Ian Woodcock Deputy Mayor, Walgett Shire Council

NON-VOTING MEMBERS

Name Organisation

Mr Ross Earle General Manager, Bourke Shire Council

Mr Peter Vlatko General Manager, Cobar Shire Council

Mr Greg Ingham General Manager, Walgett Shire Council

Mr Greg Lamont Executive Officer, Far North West Joint Organisation

Mr Ashley Albury Director, Department of Premier and Cabinet (DPC) Regional – Central West and Far West

OBSERVERS

Name Organisation

Clr Peter Abbott Deputy Mayor, Cobar Shire Council

Mr Mark Riley Project Officer, Far North West Joint Organisation

The meeting commenced at 11.04pm. Councillor Holman chaired the meeting

AGENDA ITEM 1 - APOLOGIES

An apology was received from Clr Manuel Martinez, Mayor Walgett Shire Council who was absent from the meeting due to work commitments. Moved by Councillor Lilliane Brady and seconded by Councillor Ian Woodcock

MOTION

That such apology be accepted and Clr Martinez be granted leave of absence from

this meeting. CARRIED

AGENDA ITEM 2 - DECLARATIONS ON INTEREST

No interests were declared.

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AGENDA ITEM 3 – PROVISION OF AIR SERVICES

The Committee had before it the report of the Interim Executive Officer dated 14 July 2019 regarding the provision of air services to Bourke, Cobar, Walgett and Lightning Ridge. The Committee reports having met with Mr David Fischl and Mr Adam Henderson of Hickson’s Lawyers and Mr Hans Mitterlechner and Mr Seamus May of Three Consulting in respect of this matter. Mr Jeff Shanks, Probity Advisor to the Air Services Project was also in attendance. Moved by Councillor Ian Woodcock and Councillor Lilliane Brady MOTION The Committee recommends that members of the press and public be excluded from the meeting during consideration of this item, the reasons being that the matter concerned: information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business (Section 10A(2)(c)) and commercial information of a confidential nature that would if disclosed prejudice the commercial position of the person who supplied it (Section 10A(2)(d)(i)). CARRIED Moved by Councillor Barry Holman and seconded by Councillor Ian Woodcock MOTION

1. That the document titled “Term Sheet - Western Air Services, Pelican Airlines Pty Ltd t/a FlyPelican” as attached to the report of the Interim Executive Officer dated 14 July 2019, be adopted for the purposes of the preparation and finalisation of Contract Documentation in respect of the Air Services Project, save and except for some commercial items to be negotiated.

2. That the document titled “Term Sheet - Western Air Services, Airlink Airlines Pty Ltd” as attached to the report of the Interim Executive Officer dated 14 July 2019 be amended to include a notation that no landing fees are applicable at Lightning Ridge or Walgett Airports, as per the arrangements for Bourke Airport in the Sheet.

3. That the abovementioned “Term Sheet - Western Air Services, Airlink Airlines Pty Ltd”, as amended, be adopted for the purposes of the preparation and finalisation of Contract Documentation in respect of the Air Services project save and except for some commercial items to be negotiated.

4. That the “Workshopping the Subsidy Model” document dated July 2019 as tabled at the meeting by Hickson’s Lawyers, be noted.

5. That the Executive Officer be authorised to finalise the subject Contract documentation and in doing so be authorised to attend to any necessary contractual matters that may arise between approval of the term sheets and contract preparation, finalisation and execution.

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6. That a teleconference workshop be held to provide advice to the Executive Officer to finalise the contract documentation as follows:

a. Thursday 25 July 2019 at 2.30pm – For the purpose of further discussions regarding some operational matters.

b. On a date/time to be confirmed in the week commencing Monday 29 July 2019 – For the purpose of further discussions of operational matters.

7. That it be noted that the preparation of final contract documentation for the project is proceeding and that the above discussions will not delay contract preparation.

8. That the Mayor and Executive Officer be authorised to execute any necessary

documentation in respect of the Air Services project under the Common Seal of the Far North West Joint Organisation.

9. That the Executive Officer be requested to negotiate with Hickson’s Lawyers and three consulting, a potential Project Management role to ensure compliance by the Joint Organisation and the airline companies in respect of contractual requirements.

10.That the documents and considerations in respect of the term sheets remain confidential to the Board. CARRIED

MEETING CLOSED AT 1.48 pm

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EXECUTIVE OFFICER’S REPORT PART A (Action)

ITEM 7(a) - 2018/2019 FNWJO BUDGET REVIEW AS AT 30/6/19.

Purpose:

To submit to the Board of the Far North West Joint Organisation (FNWJO) the adopted 2018/2019 budget of the JO as at 30th June 2019. Background: The Board at its meeting held on 29th May 2019 adopted its budget for the 2018/2019 financial year, however it was only as at 6th May 2019. Report: Below herewith is the budget review statement for the operation of the FNWJO up until 30th June 2019 with comments made on 29th May 2019 on the 6th May 2019 position. 2018/19 Budget Position as at 6th May 2019 reported to Board on May 29th May 2019: “The Board will recall that the JO’s 2018/2019 budget was predicated on the basis that grant funding as previously announced by the State Government was fully received by 1 March 2019.It is advised that the only grant funding received by the JO as at such date was the $500,000 in “seed funding” to fund the establishment of the JO. This delay in the provision of funding has obviously had a significant impact on the achievement of the budget. The quarterly review includes the receipt on 2 May 2019 of $250,000 for the preparation of business plans by NSW Public Works and $8m for the air services project. It also includes income from the JO Seed Grant of $500,000 and the contributions by member councils for 2018/2019 of $32,664. This income totals $8,782,664. It does not include any interest on investments in respect of these grant fund payments. The funds have since been invested and income that is received from this date until the end of the financial year will be ultimately included in the 2018/2019 financial statements for the JO. As per the budget review attached herewith, the financial position of the FNWJO as at 6 May 2019 is a surplus of $8,713,461. In terms of the estimated financial position as at 30 June 2019 and the funds to be carried over to 1 July 2019, it is assumed that in addition to the funds already received, the following grants will be paid to the JO prior to 30 June 2019:

Tourism/Cultural Grant $5,000,000 Road Planning Grant $ 250,000 EPA Grant- Year 1 $ 140,000

Subtotal $5,390,000 Income up till 6 May. $8,782,664 Total Est Income 30/6 $14,172,664

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Accordingly, the total income estimates for 2018/2019 will be $14,172,664. In respect of expenditure, as at 6 May 2019 the total expenditure was $69,203. Having regard to these costs, the following further costs are anticipated up until 30 June 2019: Recruitment Expenses $30,000 Employment/On Costs $33,000 Travel Expenses $ 3,500 Financial Assessments $ 3,000 Logo Concepts. $ 500 Subtotal $70,000 Expenses up till 6/5 $69,203 Total Est Expend 30/6 $139,203 Given these estimated income and expenditure figures as at 30 June 2019, the estimated carry over funds to 1 July 2019 are $14,033,461. Having regard to all the above and the attached budget review, the JO’s projected financial position as at 30 June 2019 will be satisfactory.” 2018/19 Budget Position as at 30th June 2019: The estimated income figure for 30th June 2019 as at 6th May 2019 was $ 14,172,664 with the figure changing to $14,186,575 as at 30th June 2019 due to interest income included and adjustments for grants in and expended. The estimated surplus as at 30th June 2019 is $11,200.534 with the EPA, PWD, Tourism (Walgett SC) and Airline Service grants to yet to be expended. Establishment costs to 30th June 2019 are estimated at $106,659 and administrative costs are $24,312. The audited Financial Statements for 2018 -19 will be presented to the Board at its’ December meeting where an accurate financial position will be recorded. The FNWJO’s financial position is considered satisfactory on this basis. Recommendation: That the 2018/2019 Budget Review as at 30/6/2019 as attached herewith be noted.

Attachment A: 2018/2019 FNWJO Budget Review as at 30/6/19.

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Notes: *Air Services Subsidy being 5% gross subsidy payments made based on 4 x $2m instalments, however payment made in full.

ATTACHMENT A - FAR NORTH WEST JOINT ORGANISATION BUDGET REVIEW AS AT 30 JUNE 2019

INCOME BUDGETED AMOUNT

Actual 6/5/19

Unaudited

30/6/2019

JO Seed Funding Grant 500,000 500,000 500,000

Road Planning Grant 250,000 250,000

Infrastructure Planning Grant (PWD) 250,000 250,000 250,000

Tourism and Culture Grant 5,000,000 5,000,000

Air Services Subsidy 8,000,000 8,000,000 8,000.000

Contributions by member Councils 32,664 32,664 32,664

Wind up Contributions TBA

Air Services Subsidy Administration Fee 25,000*

Investment Income 63,000 11,506

General Bank Interest 1,670 2,404

EPA Grant 0 0 140,000

Local Government Procurement Rebate TBA

Total Estimated Income for Year $14,122,334 $8,782,664

14,186,575

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EXPENDITURE ITEM Budget 2018/19

Actual 6/5/19

Unaudited 30/6/19

Establishment Costs

Business Registration Costs 500 35

Website Development 3,000 2,775 2,775

Consultant FNWJO Reg Plan 20,000 6,700 6,700

Recruitment Exec Officer 30,000 17,260

IT Equipment purchases 4,000 3,708 3,708

Insurance/Work Comp 3,000 2,015 2,015

Salary Interim Exec Officer # 60,000 41,573

Salary On costs IEO # 5,700 3,949

Travel/Accommodation IEO # 4,500 3,130

Payroll Expenses # 72,190

Sundry Establishment Expenses 1,000 310 1,976

Sub Total Establishment Costs $131,700 $64,160 $106,659

Administration Costs

Cobar Shire - Provision of Financial Management Services

3,000 5,500

Advertising 3,000

Printing and Stationery 500 36 117

Board Meetings Catering 400

Conferences and Forums - Travel/Accommodation

2,000 2,290 9,127

Bank Charges 200 31 83

Audit and Legal fees 5,000

Website Maintenance/Hosting 600 77 77

Telephone/postage 600

Probity Auditors Fees 3,000 9,133

Interest Payable 275

Sub Total Administration Costs $18,300 $2,434 $ 24,312

Notes: # Salary and On Costs of Interim EO not included from 6/5/19 to 30/6/19

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Employment Costs Budget 2018/19

Actual 6/5/19

Unaudited 30/6/19

Salary–Executive Officer 21 hr pw 13,400

EO Salary on costs – AL, LSL, FBT, Super

3,620

Vehicle Costs 2,000

Accommodation 1,000

Exec Officer Network Meeting Costs 600

Sub Total Employment Costs $20,620 $0 $0

Program Costs

Tourism and Culture Grant Payments

• Payment to Bourke Council 1,500,000 1,425,000

• Payment to Cobar Shire Council 1,500,000 1,425,000

• Payment to Walgett Council 1,500,000

Air Services Project Payments

• Air Services Subsidy Payment 500,000

• Air Services Tender Expenses 0 1,009 3,469

• Air Services Subsidy Administration Fee

25,000

EPA Grant

• Grant Application Preparation 0 1,600 1,600

Sub Total Program Costs $5,025,000 $2,609 $2,855,069

Total Estimated Expenditure $5,195,620

$69,203

$2,986,041

SUMMARY INCOME EXPEND 30/6/19 Est Net

Financial Position 1/7/18-19 Income Less Expenditure as at 6/5/19

$8,926,714

$8,713,461

$2133

Financial Position 1/7/18 – 19 Income Less Expenditure as at 30/6/19

$14,186,575 $2,986,041 $11,200,534

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ITEM 7(b) - 2019/2020 FNWJO BUDGET REVIEW AS AT 31st AUGUST 2019.

Purpose:

To provide information to the Board of the Far North West Joint Organisation (FNWJO) on a preliminary review of the adopted 2019/2020 budget of the JO from 1st July 2019 to 31st August 2019. Background: The Board at its meeting held on 29th May 2019 adopted its budget for the 2019/2020 financial year. Report: Below herewith is the budget review statement for the operation of the FNWJO up until 31st August 2019. The estimated surplus as at 30th June 2019 is $11,200.534 with the EPA, PWD, Tourism (Walgett SC) and Airline Service grants to yet to be expended. Expenditure on airlines services contracts are yet to take effect. Reported to Board 29th May 2019: The 2019/2020 budget has been developed on the basis that grant funding that was outstanding as at the 6 May 2019 review totalling $5,390,000 ($5m Tourism/Cultural Grant; $250,000 Road Planning Grant, and Year 1 of EPA Grant $140,000) is paid by 30 June 2019, as expected. Such payments follow the receipt of grant funds totalling $8,750,000 ($8m Air Services Subsidy Funding; $500,000 in JO Establishment Funding and $250,000 for Infrastructure Planning (PWD) paid to the JO in the previous financial year and a further $32,664 in member council contributions also paid in 2018/2019. This bring the total estimated income for the 2018/2019 year to $14,172,664. Estimated expenditure in the budget for the period ending 30 June 2019 is $139,203. Accordingly, and as detailed in the budget section of the attached document herewith, estimated carry over funds as at 30 June 2019 are $14,033,461. Cash on hand and invested as at 31st August 2019 is $12, 094,071. Utilising this carry over figure and having regard to the various figures contained in the draft budget, the budget shows a surplus of $ $236,672 at the end of the 4-year budget period. Notes providing assumptions in respect of various figures in the budget are referenced accordingly in this report after the figures used for the 2019-2020 budget and will need to be reviewed to reflect known expenditures as the FNWJO develops. Recommendation: That the 2019/20 Budget Review as at 31st August 2019 as attached herewith be noted. Attachment A: 2019/20 FNWJO Budget Review as at 31st August 2019

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ATTACHMENT A - BUDGET REVIEW 2019-2020 AS AT 31/8/19

INCOME 2019/2020 Actual as at

31/8/19

Contributions - Member Councils (1) 33,510

Investment Income - Air Funds (2) 170,000

Investment Income - Cultural Funds (3) 43,000

General Bank Interest 5,000

EPA Grant (4) 140,000

EPA Grant - Council Contributions (5) 60,000

Tourism Grant: Admin Income (6) 150,000

Air Services - Admin Income (7) 100,000

Total Income $701,510 $0

EXPENDITURE Budget

2019/2020

Actual as at 31/8/19

Administration Expenses

• Establishment Costs 440

• Advertising 3,000

• Audit fees 5,000

• Printing and Stationery 1,000

• Bank Charges 200

• Board Meetings Catering 800 190

• Cobar Shire - Financial Management Services

5,000

• Conferences and Forums – Travel/Accommodation: Chair (8)

5,200

2842

• Insurance/Work Comp 5,000

• IT Equipment purchases 2,500

• Legal Expenses 5,000

• Probity Auditors Fees 3,000

• Regional Priorities Plan

• Sundry Expenses 5,000

• Website Maintenance/Hosting 1,000

• Website Upgrades 1,500

Sub Total: Administration Expenses $43,200

$3032

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Employment Costs - Executive Officer Budget 19-20 Actuals as at 31/8/19

• Salary - Executive Officer 21 hours pw (9) 80,000

• EO Salary on costs - AL, LSL, FBT, Super (10) 21,600

• Travel within JO Costs (11) 5,000

• Accommodation within JO Costs (12) 2,400

• Executive Officer Network Meetings - Sydney (13) 5,200

• Mobile Phone (14) 2,100

• Sundry Expenses 5,000

Sub Total: Employment Costs $121,300

$15,514

Program Expenditure Budget 19-20

Actuals as at 31/8/19

• Tourism and Culture Grant Expenditure

• Payment to Bourke Council 1,425,000

• Payment to Cobar Shire Council 1,425,000

• Payment to Walgett Council

• Cross Border Signage Project

• Grant Administration Expenses (15) 150,000

Air Services Subsidy Expenditure

• Air Services Tender Expenses 5,000 91,717

• Payments to Air Services Operator (16)

1,900,000

• Air Services Administration Expenses (17)

100,000

Road Planning Grant Expenditure

• Consulting Expenses 150,000

Infrastructure Planning Grant Expenditure (PWD)

• PWD Expenses 250,000

EPA Grant

• Employment and Operational Expenses (as per application)

200,000

Sub Total: Program Expenditure $5,605,000 $91,717

Regional Project Expenditure (18)

• Project Expenses $150,000

Sub Total: Regional Project Expenditure $150,000

Total Estimated Expenditure $5,919,500 $110,702

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SUMMARY

BUDGET

ACTUAL 31/8/19

Surplus/(Deficit) Before Carry Over Funds ($5,217,990)

Estimated Carry Over Funds

$14,033,461

Estimated Financial Position at End of Year

$8,815,471

Notes:

1. Annual member council contributions increased 2.5% pa. 2. Assume Air Services Contract starts 1/7/19, a 2%pa investment interest rate and an

air services operator receiving a subsidy payment of $475,000 a quarter/$1.9m pa, being Grant of $8m less Administration Fee of $400,000 = $7.6m. The Operator Payment figure is a presumptive figure only based on $7.6m being expended over 4 years for the purposes of budgeting and is subject to a final decision by the Board in respect of the air services tender. It bears no correlation to tenders received.

3. Assume that of the $5m Grant, a total of $2.85m in funding is paid to Bourke and Cobar in July 2019. Balance of funds ($2.15m) invested at 2% for 12 months till $1.425m paid to Walgett in 2020/2021.

4. Assume Yr 1 of EPA Grant Funds paid to JO in 2018/2019 with Yr 2 and Yr 3 paid in 2019/2020 and 2020/2021 respectively.

5. $20,000 pa from each member Council for a 3-year period. 6. The Deed of Agreement for the provision of funding for the Tourism/Cultural Grant

provide that 5% of the grant amount may be reimbursed for costs associated with administering such Grant. These Administration Fees @ 5% equate to $250,000 for the tourism/cultural projects. This $250,000 has been apportioned over 2 years on a 60/40 basis.

7. The Deed of Agreement for the provision of funding for the Air Services Grant provide that 5% of the grant amount may be reimbursed for costs associated with administering such Grant. These Administration Fees @ 5% equate to $400,000 for the air services projects. On the assumption that the subsidy payments are made over 4 years, administration income is $100,000 for the 4 years of the budget.

8. Assume 4 meetings in Sydney pa @ $800/flights, $400/accommodation & meals, $100/taxis per meeting, with amounts indexed 2.5% per year of the budget.

9. Assume a starting Salary of $80000 pa and 21 hours pw in 2019/2020.For 2020 the budget includes provision for the Executive Officer’s position to move to a 28 hour/4 day per week position, if required. Any extension of the EO working hours is obviously a matter for the Board in due course. An annual increase of 3% pa in salary has been included.

10. Assume on costs at 27% of salary. 11. No funds have been allocated for the acquisition of a motor vehicle for the use of the

EO. Assume private vehicle or car rental usage of 6400km pa @78c/km (Local Government Award Rate) in Yr 1, 79c/km in Yr2, 80c/km in Yr 3, 81c/km in Yr 4.

12. Assume 8 nights @$200/accommodation and $100/meals per night indexed by 2.5%pa

13. Assume 4 meetings in Sydney pa @ $800/flights, $400/accommodation & meals, $100/taxis per meeting, with amounts indexed 2.5% per year of the budget.

14. Assume $1500 for purchase of mobile phone and $50 per month plan for calls. 15. Refer note (6) above. 16. Refer note (2) above.17. Refer note (7) above. 18. Funding

provided for potential regional projects, with such projects yet to be determined by the Board.

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ITEM 7(c) – LOGO. Purpose: To provide information to the Board of the Far North West Joint Organisation (FNWJO) in respect of the determination of a logo for the Joint Organisation (JO). Background: The Office of Local Government, in their document entitled “Joint Organisation Implementation Guidance”, provides at Section 2.1 the Pathway for setting up a Joint Organisation. One of the pathways is for the JO to "adopt a logo and other key elements of visual identity” The Board has considered simple descriptive logos previously in the Interim Executive Officer’s report and resolved at its’ Ordinary meeting on 26th February 2019 “ that the Interim Executive Officer be requested to undertake the preparation of a visual identity that reflects the diversity of the Far North West region, for further consideration by the Board” Report: Designs with a picturesque outlook have been obtained from Laura Gillard Design, Bourke, which will be tabled at the meeting for consideration by the Board. Recommendation: That the Board determine a logo for the Far North West Joint Organisation. ITEM 7(d) – JO CAPACITY BUILDING FUND $150K GRANT Purpose: To inform the Board of the recent announcement by the Minister for Local Government, Hon Shelly Hancock, with the establishment of the Joint Organisation Capacity Building Fund, to support the sustainability of Joint Organisations with each JO being offered $150k to build additional capacity and deliver their strategic plans. Background: This funding is in addition to the seed funding of $4.3m the NSW Government has provided to JO’s, $300k to 11 JO’s and $500k to 2 Far West JO’s. This $150,000 will be made available to FNWJO to go towards a project or program designed to improve the ongoing sustainability of FNWJO. This can be an existing or entirely new project and must address one or more of the strategic priorities identified by FNWJO while delivering measurable outcomes towards its sustainability. Funding guidelines have been developed by the OLG and the project must meet those guidelines and has the support of all member Councils. FNWJO is required to work

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closely with the Council Engagement Manager from OLG to ensure the project meets the guidelines. From the Guidelines provided by the Office of Local Government note the conditions: “How the JO Capacity Building Fund can be spent The Guidelines require the $150k must be spent on activities and projects specifically designed to improve the sustainability of a JO in one or more areas. Activities may include but are not limited to:

• Program design

• Program promotion

• Program prioritisation (EoI process and business case development)

• Funding application assessments

• Contract management

• Project management

• Funding project acquittal

• Program evaluation Any funding shortfall or funding for ongoing operational activity will be funded by the JO. JO’s are responsible for implementing projects, consistent with the guidelines. Criteria for selecting projects

• JO’s must use the funding to deliver specific outcomes in relation to one or more of the capacity areas noted above, and address one or more of the JO’s strategic priorities.

• JO’s will submit a proposal for a project which addresses these guidelines and agreed outcomes.

• The project and agreed outcomes will be agreed between the JO, Office of Local Government and Regional Directors of Regional NSW (former DPC Regional Directors) following an approved assessment process.

• Projects must meet the following criteria: o Address one or more of a JO’s strategic regional priorities o Deliver measurable outcomes o Demonstrate commitment from member councils to provide in kind

support in the development and/or implementation of the projects o Contribute to a JO Business Plan demonstrating ongoing financial

sustainability. Ineligible activities The Joint Organisation Capacity Building Fund is not to be used for capital expenditure or operational costs, or activities which could be considered as “business as usual”. Accountability and acquittal of funds JO’s will be responsible for the effective governance of the Joint Organisation Capacity Building Fund and will be required to use a project management framework that supports the delivery of projects.

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The Joint Organisation Capacity Building Fund (JOCBF) is to be spent or committed by 30th December 2020 and all funding must be acquitted before 30 June 2021. JO’s will be accountable for the expenditure of the JOCBF in accordance with these guidelines, which require the following:

• The OLG will prepare a funding agreement to provide funding under the JOCBF to JO’s, including agreement to participate in the assessment process and undertake the projects jointly identified during that process.

• On signing the funding agreement and submission of an invoice, the OLG will provide the funds to JO’s.

• By September 2019, JO’s are to notify the OLG of their plan for delivering the projects under the JOCBF – Notification is to include information on governance arrangements, including costings, timeframes (including major delivery milestones) and expected benefits. JO’s are to advise OLG of any changes to the delivery plan.

• Any interest received from the investment of the funds is to be added to the balance of the fund.

Acknowledgement The funding agreement will specify that funding is conditional on agreement to the Funding Acknowledgement Guidelines for Recipients of NSW Government Grants on DPC website. In particular, each JO will need to abide by the following:

• Ensure that all public statements relating to the Project or Grant Funding, acknowledge the provision of funding by the NSW Government.

• Acknowledge the NSW Government’s contribution in any written material in relation to the project and in any permanent signage in relation to any projects funded.

• Use the NSW Government logo in accordance with the NSW Government Style Guide in any publicity provisions of any kind (including any brochures, signage, advertising and invitations).

Timeframes The JOCBF is to be spent or committed by 30th December 2020 and all funding must be acquitted before 30th June 2021. The JO is to notify the OLG the earliest time it will be unable to meet these timeframes. Extensions will be considered on a case by case basis.” Contacts Each JO’s nominated Council Engagement Manager is available to provide advice on the Joint Organisation Capacity Building Fund. Report: Since this offer came out, the Executive Officer has been contacted by Peter Evans, OLG requesting a response to the letter from the Minister in the form of a progress response by 30th September 2019, which will be done along the lines of this report.

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There are several project options for the Board to consider that have been raised with the Executive Officer to date. Project Option 1 The Regional Director for Western NSW, Ashley Albury and Lucy White, General Manager, Destination NSW Inland & Outback Tourism are suggesting a project combining with the Far South West JO to upskill and improve the product mix of the tourism operators in the Far West Regions with programs to get them established with web pages or review existing web sites, product development, customer service, marketing, financial management, etc using an “Aussie Host’ like program to increase their capability to provide tourism services in the western regions. From a FNWJO perspective this could link in with the Western Airline Services contracts and Tourism Projects already funded and build on what has already been established. With both JO’s contributing $150k and they say the government can contribute up to $200k, means the program could inject $500k into western tourism operators. This fits in with FNWJO Statement of Strategic Regional Priorities Plan, Priority 2 – A Strong Regional Economy Strategy - Improved Tourism attractions and infrastructure, albeit could be part of the Action “Collaborate with Destination NSW and cross border councils to develop a signage infrastructure strategy to promote back country travelling routes” The main issue to consider is that the $150,000 is spent in FNWJO or bulk thereof and the project management costs are covered by the Government, details have not yet come from Ashley in detail but will be forthcoming by the meeting on 30th September. Project Option 2 The Orana JO Executive Officer has suggested that FNWJO consider joining with OJO on undertaking a Skills Audit in the member Councils, the details are as follows: Project Objectives - to research and examine the elements of the Orana JO (FNWJO) local government workforce and capability and provide a robust framework for the region to meet current and future service demands.

• Examine the socio - economic vulnerabilities of the LGAs of the region (impact of drought, declining water availability for critical human needs, living with less water, a changing climate, population decline etc);

• Identify and development of local government workforce adaptation strategies for the region to address the socio - economic vulnerabilities;

• Apply the actions identified. Part 1 - Undertake a Skills Analysis 1.1. Undertake a desktop review of Industry Workforce strategies recently published. 1.2. Undertake skills analysis within each JO member council.

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1.3. Identify training needs of the local government service sectors that are acknowledged “as being inadequately serviced”. 1.4 Develop training programs. 1.5 Deliver targeted skills training to meet the local government service needs in the Orana JO (FNWJO) region. Part 2 – Identify & Examine the Socio-Economic Vulnerabilities of the Regions 2.1 Examine the socio-economic vulnerabilities of the region – (vulnerabilities may include for example but not limited to the impact on the local government workforce sector as result of long-term drought, a changing climate, living with less water) in the Orana JO (FNWJO) region. 2.2 Identify and develop local government workforce adaptation strategies to address the socio-economic vulnerabilities in the Orana JO (FNWJO) region. Part 3 Implement the Actions in the Workforce Adaption Strategy 3.1 Apply the actions to the Orana JO (FNWJO) member Councils as identified in the workforce adaptation strategy. For example: develop a skilled, competent and agile workforce in the region through regional talent mobility, traineeships, mentor, scholarship and succession planning programs. For further consideration:

• In most communities of the Orana JO, local government is the largest employer and provide a diverse range of services.

• In rural and regional areas including the Orana JO region, local government is continually challenged and changing and is more innovative than ever and this is well reflected with the collaborative and strategic approach adopted by Orana JO’s Statement of Regional Priorities.

• It is extremely important to retain strong local government in the Orana JO region to ensure rural and regional areas have a fair level of representation and democracy.

• As private and public services have eroded and been removed, local government is forced to take up non-core local government activities and the capacity and willingness of communities to pay for these services is a critical aspect of a responsive community.

• There is a considerable amount of ‘cost shift’ that falls onto local government particularly in the isolated rural communities of the Orana JO region.

• The proposal does not favour any loss to the local identity of council or community, it is designed to strengthen the cohesion that exists and functions well within the Orana JO and between member councils.

• Fundamentally this project proposal can encourage a co-ordinated commitment from State and Federal Governments to attract a workforce to rural and regional NSW through well-funded, strategic and innovative strategies as this issue is a common problem across all industries in regional and rural NSW.

• The initial stage requires collaboration between Council and HR Staff (and can be led in conjunction with the General Managers and the Orana JO HR & LD Team (which FNWJO member Council staff belong to). Individual and regional skills analysis for each council will dovetail into individual Council Workforce Development Plans – developing a highly skilled and competent workforce for the region.

• Examine the overall risks and strategies of long-term drought, living with less

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water and the delivery of local government services in the extremely vulnerable communities of the Orana JO (FNWJO)’s.

This proposal fits into the FNWJO Statement of Strategic Regional Priorities Plan, 1. Resilient & Functioning Communities – accessible and quality education and training opportunities with the Action – Collaborate with Orana JO with a view to the provision of local cost - effective delivery of skills - based training to member councils. Project Option 3 - FNWJO could undertake its own Skills Analysis of the three member Councils to identify gaps and training needs, develop programs to address them, deliver the skills to meet the needs, examine the socio economic vulnerabilities and develop strategies to address them. This may result in a need for a Human Resource Management person or an entity to assist member councils to develop the council staff and strengthening the member council. Another approach is to consider the engagement of a Regional Grants Officer to source grants for the Jo and member councils on a shared resources basis or singularly. This would build capacity of the member councils and the FNWJO to deliver the 3 Regional Priorities. Other Options Another option is to focus on the vulnerable areas of the Councils where essential services need to be met for the community. Other projects to be nominated at the meeting. There is no doubt this is a test by the NSW Government for JO’s to demonstrate that JO’s have the capacity and capability to deliver Government programs, albeit the FNWJO has indicated it can do it already with the Western Airline Services launch. Recommendation: 1. That the Office of Local Government be informed that the Far North West Joint

Organisation is prepared to support and deliver a project using the Joint Organisation Capability Building Fund equating to $150,000.

2. That the Far North West Joint Organisation nominate a project for the Joint Organisation Capability Building Fund equating to $150,000.

3. That the Far North West Joint Organisation progress the project and apply for the $150,000 grant as outlined in the guidelines.

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ITEM 7(d) – WESTERN REGION TRANSPORT STRATEGY – WOOL TRACK Purpose: To provide background information to the Board of the Far North West Joint Organisation (FNWJO) on recent discussions with the Executive Officer of the Far South Joint Organisation of Councils on the possibility of working as a Western Region to develop a Transport Strategy to embrace projects like Ivanhoe to Cobar sealing to link the south with the north (The Wool Track) and other link roads. Background: The Wool Track has been a project on Cobar Shire Council’s agenda for a while and has regional benefits for the rest of the FNWJO and even wider now that the Balranald to Ivanhoe Road is sealed. The General Manager of Central Darling Shire Council, emailed the General Manager of Cobar Shire Council about both councils doing a joint grant application for the sealing of the Ivanhoe to Cobar Rd and this was forwarded to the Executive Officer of FNWJO to discuss with the Cobar Engineering staff, which has occurred via email. Prior to this, the Executive Officer of FSWJO contacted the Executive Officer of the FNWJO about meeting with the Board to discuss the undertaking of a Western Transport Analysis of the Pathways that exist for road & rail to better understand how vehicular movements for freight and people work in the region. Thereafter to pursue funding options to implement a Western Region Transport Strategy. The Executive Officer has had meetings with the Director of Engineering at their 4 Councils and wanted to talk to FNWJO Board about being part of this. Accordingly given the Board has a meeting on 30th September 2019 they are to ring in for that discussion, if they can organise it with their Chair and Executive Officer. If not the item is there for discussion generally on roads within the FNWJO. Report: The item has been put on the business paper to enable FNWJO roads like the Wool Track to be discussed at the meeting and for the phone in if it occurs. Recommendation: For discussion.

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EXECUTIVE OFFICER’S REPORT PART B (INFORMATION)

ITEM 8(a) – PATHWAYS UPDATE.

Purpose: To provide an update to the Board of the Far North West Joint Organisation (FNWJO) in respect of the status of completing, or otherwise, those actions identified by the Office of Local Government regarding the pathway for the setting up of joint organisations. Background: The Office of Local Government in May 2018 released the document titled “Joint Organisation Implementation Guidance”.

Within such Document the OLG outlines the 18-month pathway for setting up a Joint Organisation. It lists the major governance, financial, legal, risk and communications actions which should be undertaken in approximate chronological order. A report in respect of this matter as at 6 May 2019 was provided to the Board at its meeting of 29 May 2019. For ease, I have highlighted in yellow below changes to the status of actions since the 29 May 2019 meeting and in green those items not yet completed.

Report: Various actions are identified by the Office of Local Government in its document titled “Joint Organisation Implementation Guidance”. The status in respect of such actions by the FNWJO follow:

• Communicate effectively with member councils and their staff, the community and other key stakeholders.

STATUS: Achieved and ongoing. Minutes and action memos sent to member Council GM’s following JO meetings. Media Releases issued as appropriate.

• Obtain relevant insurances and workers compensation coverage. STATUS: Completed. Cobar Shire Council has arranged Workers Compensation coverage with StateCover. A Certificate of Currency has been issued. In respect of other coverages, Jardine Lloyd Thompson on behalf of StateWide Mutual has advised that the existing cover of member Councils will be extended to include the activities of the FNWJO. There will be no additional or separate charges applied for this Policy extension by JLT with a Certificate of Currency having been issued.

• Hold the first meeting of the Organisation Board. STATUS: Completed. Inaugural meeting of the FNWJO held on 25 July 2018.

• Adopt a Code of Conduct. STATUS: Completed. At the inaugural meeting of the FNWJO held on 25 July 2018 the JO adopted the Model Code of Conduct/Procedures for administration of Model Code and adopted the OROC Panel of Code of Conduct Reviewers plus, Paul Crennan. A revised FNWJO Code of Conduct Policy and revised Procedures for the

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administration of the FNWJO Code of Conduct were adopted by the Board at its meeting held on 29 May 2019.

• Appoint an Interim Executive Officer.

STATUS: Completed. At the Inaugural meeting of the FNWJO held on 25 July 2018, Peter Vlatko, General Manager, Cobar Shire Council was appointed Interim Executive Officer. The Board at its meeting held on 26 February 2019 resolved to proceed to undertake the recruitment of an Executive Officer with Local Government Management Solutions engaged to undertake the recruitment process and the Panel for the final interviews of shortlisted candidates comprising the Mayors of the three-member Councils of the FNWJO and the Interim Executive Officer. An Extraordinary Meeting of the Board was held on 27th June 2019 resolving to appoint Greg Lamont as the

Executive Officer, he commenced duties on 15th July 2019.

• Obtain an ABN. STATUS: Completed. An ABN has been sourced (71 214 287 058).

• Reserve a domain name. STATUS: Completed. A Domain Name for the Joint Organisations website has been reserved as follows: www.farnorthwestjo.nsw.gov.au

• Establish a phone number and email address. STATUS: Completed. Phone and PO Box details for the FNWJO are as per those of Cobar Shire Council (i.e. 6836 5888 and PO Box 223 Cobar NSW 2835). The email address is mail@farnorthwestjo.nsw.gov.au

• Return signed funding agreement to OLG. STATUS: Completed. The JO’s funding Agreement for the $500,000 Establishment Funding Grant is an Agreement between the FNWJO and the Department of Premier and Cabinet. The Agreement was provided to the JO for consideration on 1/2/19. The Agreement has been returned and the funds paid.

• Adopt a Charter and publish on website. STATUS: Completed. Charter adopted at the meeting of the FNWJO held on 23 October 2018. Charter provided to Website Designer for inclusion on website.

• Adopt an Expenses and Facilities Policy. STATUS: Completed. Expenses and Facilities Policy adopted at the meeting of the FNWJO held on 23 October 2018. Policy provided to Website Designer for inclusion on website.

• Prepare a Communications and Engagement Plan. STATUS: Completed. The Board at its February 2019 Meeting adopted a Communications and Engagement Plan.

• Adopt a statement of revenue policy for 2018/2019, including budget. STATUS: Not Applicable. The requirement for adopting a Statement of Revenue Policy was deferred until 30 June 2019. Notwithstanding, a draft Budget for 2018/2019 was adopted as part of the February 2019 Meeting Agenda.

• Organise for any relevant regional organisation of councils grants and contracts to be transferred to the Joint Organisation.

STATUS: Not applicable as there were no relevant regional organisation of councils grants and contracts to be transferred to the Joint Organisation.

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• Submit a plan to OLG for the expenditure of the Establishment Fund, noting key milestones to be met.

STATUS: Pending Completion. Given that the JO’s funding Agreement with the Department of Premier and Cabinet was only executed in February 2019, the Plan will be provided to DPC in May 2019. NOT YET COMPLETED

• Adopt a statement of regional strategic priorities. STATUS: Completed. A Statement of Regional Priorities Plan was adopted by the Board at its February 2019 following a Workshop in December 2018 of Member Council Mayors/Deputy Mayors/General Managers.

• Adopt a logo and other key elements of visual identity. STATUS: Progressing. A draft logo was submitted to the February 2019 Meeting with the Board requesting further work. Laura Gillard Design from Bourke has been engaged to develop further concepts. TO BE CONSIDERED AT 30th Sept Meeting

• Deliver a website featuring the adopted visual identity. STATUS: Completed. Website development has been completed with the site going live in late-February 2019.

• Submit six monthly (28 FEB 2019) progress and expenditure report to OLG on the Establishment Funds.

STATUS: The 28 February 2019 was not achievable as the JO’s funding Agreement with Department of Premier and Cabinet was only executed in early February 2019. The initial progress and expenditure report will be completed and submitted as required by 31 August 2019. NOT YET COMPLETED

• Adopt statement of revenue policy for 2019/2020 including budget by 30 June 2019.

STATUS: A draft 2019/2020 Revenue Policy and 4 Year Budget was considered by the Board at its May 2019 meeting and adopted.

• Submit six monthly (31 August 2019) progress and expenditure report to OLG on the Establishment Funds.

STATUS: Not done as yet. NOT YET COMPLETED

• Prepare an annual performance statement by 30 November 2019. STATUS: Not yet required.

• Prepare audited financial reports for the period ending on the last day of the financial year after the year in which the Joint Organisation is established by 31 October 2019.

STATUS: Not yet required.

Recommendation: That the information as contained in this report be noted.

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ITEM 8(b) – CONTAMINATED LAND MANAGEMENT OFFICER EPA PROJECT

Purpose: To provide information to the Board of the Far North West Joint Organisation (FNWJO) in respect of the status with the Contaminated Land Management Officer EPA Project. Background: The FNWJO applied for participation in the NSW EPA 2018-21 Council Regional Capacity Building Program to:

• develop contaminated land policies and procedures in Cobar, Walgett and Bourke Shire Council areas;

• review land registers of contaminated land in Walgett Shire Council and develop new registers in the Cobar and Bourke Shire Councils;

• ensure all policies align with relevant legislation;

• conduct stakeholder workshops on the legal obligations and technical aspects of contaminated land management;

• guide and support planning officers in the Cobar, Walgett and Bourke Shire Councils on contaminated land issues and assist the handover to Councils of the Underground Petroleum Storage Systems (UPSS) Regulation.

The project is to be run over three years with a budget established whereby the cost will be approximately $200,000 per year funded as $140,000 from EPA and 3 x $20,000 from member Councils. Project was to commence from 1st July 2018 however an extension has been requested from the EPA for commencement in the latter half of 2019, however FNWJO has yet to formally submit details such as the name of the new Executive Officer, reasons for the granting of an extension and timelines in relation to recruitment of a Contaminated Lands Management Officer (CMLO), etc as contract variations. This will be done as soon as outstanding issues are addressed. To date progress with the development and finalisation of a position description, recruitment and setting up an CLM Action Group has been hampered by resources focused on other projects of the FNWJO and the recruitment of an Executive Officer. However, there are some aspects still to be finalised such as the recruitment process, appointment, salary packaging, supervision, managing the human resource management and work place safety provisions (working remotely, fatigue management, driving, working alone, vehicle hire, communication, office location, site risk assessments, etc) which have yet to be considered. Report: Discussions with Naomi Lee, EPA CMLO Operations Manager, indicate that FNWJO needs to formally advise EPA of a variation to the contract to address this situation, as per the grant. Meanwhile it is recommended that the three member Councils have included in their current budgets provision for the $20,000 required next 3 years. Recommendation: That the information be noted.

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ITEM 8(c) – PUBLIC WORKS DEPARTMENT (DPW) PROJECT UPDATE

Purpose: To provide an update to the Board in respect of the status with the Public Works Department Business Case and Project Management Services for the scoped projects selected by the three Councils to ensure they were accurately costed. Background: At the Western Division Conference in Bourke in February this year, it was agreed that the defined purpose of the $250,000 per Council funding was for the FNWJO to engage PWD to prepare business cases which scoped projects so that the projects were accurately costed. This would allow member councils to either allocate funding in their budgets with confidence as to costs and then proceed to procurement either by inviting tenders/quotations or undertake the works themselves or proceed to submit grant funding applications, again with certainty regarding project costs. To progress the matter, FNWJO member Councils were invited to each submit three (3) infrastructure projects that are identified either in the respective Councils Community Strategic Plan or the Operational Plan and that require scoping planning to be developed. The Board resolved that the following projects be submitted to the NSW Public Works Department for preparation of Business Cases with the priority of the identified projects being as follows:

• Bourke Shire Council - Priority Project No 1 - Investigations into Bourke Weir; Priority Project No 2 - Construction of a new water reservoir and Priority Project No 3 - Construction of an additional Sewage Treatment Plant.

• Cobar Shire Council - Priority Project No 1 - Ward Oval Masterplan; Priority Project No 2 - Improvements to Cobar Industrial Estate and Priority Project No 3 - New Pre – School for Cobar.

• Walgett Shire Council - Priority Project No 1 - Transport Improvement Plan; Priority Project No 2 - Future Water Security and Priority Project No 3 - Walgett precinct beautification.

Report: A schedule outlining details of the projects were submitted to the PWD for costing. David Watson, Manager Client & Project Delivery, Riverina Western Region, Public Works Department has been given this project by Gavin Priestly to deal with and the Executive Officer will liaise with him going forward on this project. Recommendation: That the information be noted.

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ITEM 8(d) – JOINT ORGANISATION CHAIRS MEETING 1ST AUGUST 2019

Purpose: To provide a summary from the minutes of the latest Joint Organisation Chairs meeting held on 1st August 2019 and the adopted Terms of Reference, for the information of the Board. Background: The Joint Organisation Chairs’ meetings are to be held in Sydney at least three times a year in March, August & November to coincide with other Local Government related meetings or events, in NSW Parliament House, if available. Chairs have agreed on Terms of Reference for the conduct of the meetings where a convenor will be appointed for 12 months, to be rotated annually, to chair the JO Chairs Forum. The Executive Officer for the Convenor will carry out the administrative functions for the term. Tim Hurst, Deputy Secretary, Local Government & Regional Planning (formerly OLG), outlined the changes to the portfolio now split into local and regional planning, planning policy and local government. He summarised the changes to the Local Government Act and latest IPART reports on rating, cost of elections, reporting & compliance burdens and compliance and enforcement. The Social Media and Councillor/staff Interaction Policy is under review, Webcasting guidelines are being reviewed. The cost of External Audits of JO’s is to be referred to the Auditor General for review given their high cost to date ranging from $6k-$19k. Delegation from the JO Chairs was appointed to meet with the Auditor General (Crs Bradberry, Illawarra and Chaffey, Namoi, EO of Hunter, Joe James and EO Illawarra, Leanne Taylor). Steve Orr, Deputy Secretary, Regions for NSW (formerly DPC) talked about the Machinery of Government Update, the shift in priority of the government to from economy to people. He said for JO’s to focus on delivering on their strategic actions. Local Government Minister, Hon Shelly Hancock, announced the provision of $150k to each JO with conditions which have to be met, applied for and this will be reviewed in 12 months. Refer details in this business paper on the Guidelines for the grant. Minister said the JO’s should use this money to improve the viability of the JO. The meeting established a Taskforce consisting of Clrs Bradberry, Chaffey, Abbey and Mulholland and EO’s Briggs and Perdriau to work to explore funding models for financial viability, identify and share examples of best practice, investigate opportunities for the creation of income streams and to develop new tools/methodologies for all JO’s to share. The next meeting date in November is yet to be determined, Mid Coast JO to Chair. Recommendation: That the information be noted.

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ITEM 8(e) – DISCLOSURE OF PECUNIARY INTERESTS RETURN BY COUNCILLORS AND DESIGNATED PERSONS AS AT 30TH JUNE 2019

Purpose: This report is to outline the need for the Disclosure of Pecuniary Interests Return by Councillors & Designated persons of the FNWJO as at 30th June 2019 to be completed and tabled at this meeting. Background: Section 449 of the Local Government Act 1993, as amended requires Councillors on the Far North West Joint Organisation Board and any designated officers employed by the JO to disclose their pecuniary interests and other matters as at 30th June 2019, in the prescribed form and table them by 30th September 2019. Report: The requirement is that the Chair (Cobar Shire Council), the other two Mayors (Bourke Shire Council and Walgett Shire Council) as voting Board members of FNWJO and their Deputy Mayors who are likely to stand in for them plus the Executive Officer of the FNWJO to complete the blue declaration forms, (the same as for their own Councils) to the JO. The completed documents are to be tabled at this meeting. Recommendation: That it be noted the Disclosure of Pecuniary Interests Returns for the Far North West Joint Organisation as at 30th June 2019 are tabled at the 30th September 2019.

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ITEM 8(f) – OLG COMPLIANCE & REPORTING REQUIREMENTS 2019-20

Purpose: This report is to update the Board on progress with the JO Calendar of Compliance & Reporting requirements for 1/7/19 – 31/12/19: Background: The Joint Organisation Calendar of Compliance and Reporting Requirements for 2019-20 indicate that the following tasks are required to be completed by the Executive Officer:

• a GST Certificate for 2018 -19 to be completed and forwarded to OLG;

• Annual Performance Statement 2018 -19 to OLG;

• Public Interest Disclosure Report to Ombudsman;

• Annual Report Government Information (Public access) Act to OLG & Information Commissioner;

• Financial Statements to be presented to the FNWJO Board by 31/12/19 Report: All documents have been submitted as per the Calendar, albeit some later than others. Recommendation: That the information be noted. ITEM 8(g) – STATEMENT OF STRATEGIC REGIONAL PRIORITIES Purpose: This report is to provide to FNWJO meetings the regional priorities and any comments on the implementation of them by the Executive Officer, for the information of the Board.

Background: As part of the establishment of the Far North West Joint Organisation (FNWJO) the legislation requires a Statement of Strategic Regional Priorities to be developed and adopted by the FNWJO to implement. It’s also a requirement that the Executive Officer implement the strategies as outlined and keep the Board informed of progress. This report to each meeting will enable that to occur. Report: The FNWJO has adopted a Statement of Strategic Regional Priorities and the strategies, actions, performance measures and timing for them is reproduced from the overall plan so that the Board have them available in the business paper for each Ordinary meeting of the FNWJO for reference, monitoring or discussion where required. Progress with the items herein are outlined in reports generally throughout

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the Executive Officers Report with a more detailed progress to be supplied to the December meeting by the Executive Officer. Refer Attachment A to this report. Recommendation: That the information be noted. Attachment A: Statement of Strategic Regional Priorities.

ATTACHMENT A – STATEMENT OF STRATEGIC REGIONAL PROIRITIES

Priority 1: Resilient & Functioning Communities STRATEGIES ACTIONS PERFORMANCE

MEASURES Timing

1.Accessible & quality education & training opportunities.

1.Advocate to government to support quality education services, infrastructure, access & outcomes; 2.Collaborate with Orana JO to provide local cost-

effective delivery of skills-based training to member councils.

Advocacy Examples.

Training options expanded.

Ongoing

Ongoing

2.Accessible & quality

health services across the region.

1.Advocate to government for enhanced & expended

quality health services in the region; 2. Assist the local health services to attract & retain health professionals to live and work in the region.

Advocacy examples

Program developed & implemented

Ongoing

Ongoing

3.Accessible, quality social & community services.

1.Advocate to government to support the delivery of a range of social and government services to the region.

Advocacy examples Ongoing

4.Safe communities. 1.Advocate to/on behalf of government agencies for the development of strategies & the implementation of programs to provide safe liveable communities.

Advocacy examples Ongoing

5.Transport Infrastructure. 1.Work with PWD & member councils to update existing regional road plans; 2.Work with stakeholders to develop strategies &

resourcing plans for freight & people movement; 3.Lobbying & advocate at both Federal/state level for the maintenance & capital improvement of the region’s

road network; 4.Coordinate the tender & selection by the Board of an airline provider;

5.Manage the administration of the air service subsidy contract including provision of report as required by to the government;

6.Work with member councils to identify airport infrastructure deficiencies and lobby government for funding.

Plans updated Strategies

developed Increased funding provided to the

region. Airline services available.

Reports provided. No breaches of contract.

Infrastructure audit completed.

2020 2021

2020 & ongoing

2019

2019/ 2023

2020

6.Energy Security. 1.Work with key stakeholders to develop regional energy infrastructure priorities and lobby providers to improve & expand energy infrastructure & services;

2. Work with key stakeholders to find & fund alternative energy solutions & opportunities for solar farming; 3. Continue to work collaboratively in respect of the

procurement of electricity supply by member councils.

List of priorities developed.

Examples of alternate energy solutions developed.

Competitive electricity prices achieved.

2021

2020

Ongoing

Priority 2: A STRONG REGIONAL ECONOMY STRATEGIES ACTIONS PERFORMANCE

MEASURES Timing

1.Economic development. 1.Review and report to the Board on the status of the implementation of actions in the Western Area Regional Development Strategy (RED’s) with a view to the JO

being party to necessary identified actions; 2.Identify population growth strategies including but not identified actions.

Lower unemployment. Greater number and

diversity of employment.

2019/20

2.Improved digital connectivity

1.Advocate on behalf of the region to communication providers for improved services, range and pricing for

the region’s residents; 2. Work with member councils in the region to identify ways to share Information Technology expertise,

infrastructure and capacity.

Advocacy examples

Professional group established and

strategies identified.

2019 & ongoing.

2021

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3.Improved tourism attractions and

infrastructure

1.Allocate funding provided by NSW Government for cultural and tourism initiatives by member councils;

2. Oversight progress and report to Government as required the delivery by member councils of projects funded through tourism & cultural fund initiative;

3. Collaborate with Destination NSW and cross border councils to develop a signage infrastructure strategy to promote back country travelling routes.

Funding allocated

Funding distributed Programs completed

Strategy developed

2019

2019

2020

Priority 3: A SUSTAINABLE NATURAL ENVIRONMENT STRATEGIES ACTIONS PERFORMANCE

MEASURES Timing

1.Water Security. 1.Encoourage member councils to maintain membership of the Lower Macquarie Water Utilities Alliance with a view to their achieving and maintaining

best practice status; 2.Advocate and lobby government for funding to expand regional water storage facilities;

3.Advocate a position regarding regional water security programs with a view to influencing water policy development for the region.

Membership of the Alliance.

Funding secured

Policy participation examples

2019

Ongoing

Ongoing

2.A Sustainable Natural Environment.

1.Investigate opportunities for the establishment of a Weeds County Council based on FNWJO regional opportunities;

2. Work with Netwaste to support initiatives for sustainable waste management programs.

Analysis completed & report prepared.

Examples of regional Involvement in initiatives.

2020 ongoing

3.Recognising Climate Change Impacts.

1.Advocate for and promote programs that support the region response to significant long-term drought impacts.

Advocacy examples. Ongoing

4. Culture & Heritage is Protected and Valued

1.Advocate as required to support strategies, programs & initiatives that preserve, promote and protect the

regions history & sites; 2.Support initiatives that celebrate indigenous culture & history.

Advocacy examples

Examples of co-operation and

support.

Ongoing

Ongoing

THE CAPACITY OF THE JOINT ORGANISATION TO DELIVER STRATEGIES ACTIONS PERFORMANCE

MEASURES

Timing

1.Enabling the Joint Organisation.

1.The Jo is provided the support and funding to coordinate the delivery of the regional priorities;

2.The JO operates with good corporate governance principles & frameworks; 3.A capable & committed Executive Officer is engaged

to coordinate & support the delivery of the JO program; 4.Grant funding for strategies & initiatives are pursued.

JO funding secured & is sufficient.

Compliance requirements met. Grant funding is

secured.

Ongoing

Ongoing 2019

2.Collaboration between

member councils

1.Specialist professional groups are formed from within

the member councils for the purpose of sharing information, expertise, practices and resources; 2. Opportunities are investigated to implement shared

services between member councils or where the JO could engage resources that could be accessed by member councils (eg procurement, project

management, etc.); 3.The JO will continue to encourage Brewarrina Shire Council to become a member of the FNWJO

Specialist groups

meet regularly.

Shared services opportunities are identified and

implemented. Membership

confirmed.

2020

2020

Ongoing

3.Collarobaration with State Government & key

stakeholders.

1.Establish & nurture strong relationships with State agency representatives, particularly Department of

Premier & Cabinet (Regional NSW).

Quarterly meetings held with Regional

NSW/RLE

Ongoing

Comments:

Nil

38

CORRESPONDENCE

ITEM 11 CORRESPONDENCE It is advised that the following correspondence has been received since 29 th May until 20th September 2019 for the information of the Board:

• 22nd August 2019 – Minister for Local Government, Hon Shelley Hancock – Government has established a Joint Organisation Capacity Building Fund to support JO’s to build capacity and deliver their strategic plans.

• 27th August 2019 - Office of Local Government, Circular 19-19. Resources are available to assist with the implementation of the new Code of Conduct for Councils & JO’s in NSW. Refer web page for details – www.olg.nsw.gov.au

• 30th August 2019 – Deputy Premier, Hon John Barilaro, updating the Chair and Board on the $4.2 billion Snowy Hydro Legacy Fund, to focus on water security for NSW, banishing mobile phone blackspots, faster and better rail, improving regional freight works and creating new business and industry precincts to drive jobs and investment.

• 4th September 2019 - Received a brochure from Child Wise, an organisation for creating Child Safe Organisations where they are seeking to partner with FNWJO on the development of child safe practices, polices and development for the region, where relevant. Refer web page for details - www.childwise.org.au

• 10th September 2019 – Office Local Government, Circular 19-2. A new internal audit & risk management framework for Local Government discussion paper, submissions close 31st December 2019. Refer web page for details - www.olg.nsw.gov.au

• 18th September 2019 email GM Central Darling Shire regarding Wool Track - Cobar Ivanhoe Road, joint project with Cobar Shire and support of FNWJO & FSWJO.

• 20th September 2019 LGNSW Sustaining the Regions Summit 1/2 October 2019

• 20th September 2019 Destination NSW “Annual Report” Correspondence Out – OLG GST Return 2018 - 2019, 24th September 2019, Recommendation

That the correspondence be received and noted