glen innes severn council meeting 24 september 2015€¦ · glen innes severn council – annexures...

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Glen Innes Severn Council Meeting

24 SEPTEMBER 2015

ANNEXURES

TABLE OF CONTENTS PAGE

9.2 Election of Mayor: 2015/16 Mayoral Term Annexure A Nomination Form for the Election of Mayor 2015/16 .................. 3

9.3 Election of a Deputy Mayor: 2015/16 Mayoral Term Annexure A Nomination Form for the Election of a Deputy Mayor

2015/16 ...................................................................................... 4

9.4 Fixing of Dates for Council Meetings for the 2015/16 Mayoral Term and Review of Fixing of Date and Time of Ordinary Council Meetings Policy Annexure A Fixing of Date and Time of Ordinary Council Meetings

Policy ......................................................................................... 5

9.5 Review of Annual Fee for Deputy Mayor Policy Annexure A Annual Fee for Deputy Mayor Policy.......................................... 7

9.6 Review of Payment of Expenses and Provision of Facilities to the Mayor and Councillors Annexure A Payment of Expenses and Provision of Facilities to the

Mayor and Councillors ............................................................... 8

9.7 Delegates to Committees Annexure A Full Details of Committees and Delegates 2014/15

Mayoral Term ........................................................................... 16

9.8 Repeal of Attendance at Mosman Festival Policy Annexure A Attendance at Mosman Festival Policy .................................... 21

9.11 Review of Investment Policy Annexure A Investment Policy ..................................................................... 22

9.12 Review of Debt Recovery Policy Annexure A Debt Recovery Policy ............................................................... 29

9.14 Lease for Arts North West at the Glen Innes Visitor Information Centre Annexure A Arts North West Lease ............................................................. 53

9.16 Review of Grievance Resolution Policy Annexure A Grievance Resolution Policy and Procedures .......................... 57

9.17 Review of Working from Home Policy Annexure A Working from Home Policy ...................................................... 68

Annexure B Working from Home Agreement .............................................. 71

9.21 Glen Innes Severn Library Learning Centre 2014-15 Annual Report Annexure A Glen Innes Severn Learning Centre Annual Report

2014-15 ................................................................................... 85

9.24 Election of New Committee: Australian Standing Stones Management Board Annexure A ASSMB Chairpersons Report - 2015 AGM .............................. 97

9.26 Adoption of the Scores on Doors Program Annexure A Glen Innes Severn Council Scores on Doors Policy .............. 101

9.29 Review of Drought Management Plan Annexure A Drought Management Plan .................................................... 107

9.31 Review of Bitumen and Asphalt Resurfacing Policy Annexure A Bitumen and Asphalt Resurfacing Policy ............................... 131

10.2 Minutes of Committee Meetings for Information Annexure A Australia Day Committee - 5/8/15 .......................................... 133

Annexure B Australian Standing Stones Management Board - 19/8/15................................................................................... 136

Annexure C Australian Standing Stones Management Board AGM - 19/8/15................................................................................... 140

Annexure D Dundee Reserve Trust Committee AGM - 10/3/15 ............... 142

Annexure E Minerama Committee - 12/8/15 ............................................. 143

Annexure F Open Spaces Committee - 23/7/15 ....................................... 145

Glen Innes Severn Council – Annexures to Open Ordinary Meeting – 24 September 2015

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GLEN INNES SEVERN COUNCIL

NOMINATION FORM FOR MAYORAL POSITION I hereby nominate Councillor ................................................................................. for the

office of Mayor for the ensuing Mayoral Term 2015/2016.

Moved: Councillor ...........................................................................

Signed: .................................................................Dated: ............................................

Seconded: Councillor ...........................................................................

Signed: .................................................................Dated: ............................................

NOMINEE’S ACCEPTANCE

I, Councillor ......................................................................... accept the nomination.

Signed: .................................................................Dated: ............................................


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NOMINATION FORM FOR DEPUTY MAYORAL POSITION I hereby nominate Councillor ................................................................................. for

the office of Deputy Mayor for the ensuing Mayoral Term 2015/2016.

Moved: Councillor ...........................................................................

Signed: .................................................................Dated: ............................................

Seconded: Councillor ...........................................................................

Signed: .................................................................Dated: ............................................

NOMINEE’S ACCEPTANCE

I, Councillor ......................................................................... accept the nomination.

Signed: .................................................................Dated: ............................................


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.4 GLEN INNES SEVERN COUNCIL

Fixing of Date and Time of Ordinary Council Meetings

RESOLUTION NUMBER: 6.09/14 7.09/13 2.10/12 6.09/06 9.12/05

MEETING: 25 September 2014 26 September 2013 25 October 2012 21 September 2006 15 December 2005

INTRODUCTION Council’s Code of Meeting Practice - Part 2, Clause 5.2 reads as follows: “The Council shall, by resolution, set the time, date and place of Ordinary Meetings of Council.” Council resolved on 15 December 2005 to adopt the “January Council Meeting Policy” and on 21 September 2006 adopted the “Ordinary Council Meetings – Fixing of Date and Time of Meeting Policy”. AIMS OF POLICY The aim of this policy is to combine the two (2) above-mentioned policies to create one policy, as well as to provide for 11 Ordinary Council Meetings to be held annually. POLICY STATEMENT That Council sets the dates for Ordinary Council Meetings as the fourth (4th) Thursday of each month, excluding the month of December. During this month, the Ordinary Council Meeting is held on the third (3rd) Thursday of the month, due to timing of the Christmas break (which normally falls within the fourth (4th) week in December). The starting time of the Ordinary Meetings of Council is 5.15pm, with a 15 minute Community Consultation Session before the actual Meeting starts. That Council does not conduct any Ordinary Council Meetings annually in the month of January, due to the festive season and holidays being taken by Councillors and staff at this time. APPLICABILITY This policy applies to Councillors and staff who attend monthly Ordinary Council Meetings. It is important for Council to set dates for the Ordinary Council Meetings well in advance, to assist with the booking of venues, organising of refreshments and advertising of meetings for the public.


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.4 IMPLEMENTATION / COMMUNICATION

The Executive Assistant will inform Councillors and staff of this Policy, and arrange for the dates and times of the Ordinary Council Meetings to be advertised on Council’s website and in the Connecting with your Council (CWYC) column in the Glen Innes Examiner. VARIATION AND REVIEW The “Fixing of Date and Time of Ordinary Council Meetings Policy” can be reviewed and varied annually in September. ………………………………………. ………………….. General Manager Date


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GLEN INNES SEVERN COUNCIL Annual Fee for Deputy Mayor

RESOLUTION NUMBER: 5.09/14 6.09/13 9.09/12 5/10/05

MEETING: 25 September 2014 26 September 2013 27 September 2012 20 October 2005

INTRODUCTION Section 249(5) of the Local Government Act 1993 states that a Council may pay the Deputy Mayor (in the event there being one elected) a fee determined by the Council for such time as the Deputy Mayor acts in the office of the Mayor. The amount of the fee so paid must be deducted from the Mayor’s annual fee. AIMS OF POLICY The aim of this Policy is to pay an annual fee to the Deputy Mayor, as it is determined that the Deputy Mayor may be requested to fulfill 20% of Mayoral duties. POLICY STATEMENT The Council adopts the following policy with regards to the payment of an annual fee to the Deputy Mayor: 1. That, in addition to the annual fee paid to a Councillor, Council pays an annual fee to

the Deputy Mayor of 20% of the annual fee paid to the Mayor, to be used to discharge and exercise the civic and ceremonial duties of the position of Deputy Mayor.

2. That the amount so determined by Council be deducted from the annual fee paid to the Mayor, of which the latter is determined by Council in accordance with Section 249 of the Local Government Act 1993.

3. That, in accordance with Section 250 of the Local Government Act 1993, the fee payable to the Deputy Mayor be payable in arrears for each month (or part thereof) for which the Deputy Mayor holds that office.

APPLICABILITY This Policy applies to the Deputy Mayor (in the event of there being one elected). IMPLEMENTATION / COMMUNICATION This Policy will be communicated to relevant Finance staff by the Executive Assistant. VARIATION AND REVIEW That the fee payable to the Deputy Mayor be reviewed by Council on an annual basis following the election of the Mayor and Deputy Mayor. ……………………………….. …………………………. General Manager Date


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Payment of Expenses and Provision of Facilities to the Mayor and Councillors

RESOLUTION NUMBER: 10.09/14 14.09/13 6.12/12 5.11/11 6.11/10 5.11/09 3.09/08 9.09/07 9.04/07

MEETING: 25 September 2014 26 September 2013 20 December 2012 24 November 2011 25 November 2010 26 November 2009 25 September 2008 27 September 2007 26 April 2007

PART 1 INTRODUCTION 1:1 Purpose of the Policy

To ensure:

(a) That there is accountability and transparency in the reimbursement of expenses incurred, or to be incurred by the Mayor and Councillors, and;

(b) That the facilities provided to assist the Mayor and Councillors to carry out their civic duties are reasonable.

1:2 Objectives and Aims of the Policy

(a) To provide for the fair and equitable payment and reimbursement of reasonable expenses, not considered to be included in the annual fees payable to the Mayor and Councillors, as outlined in this policy; and

(b) Where such expenses are incurred by the Mayor and Councillors in carrying out their functions of civic office; and

(c) To provide consistency in the application of payments;

(d) To provide adequate facilities for use by the Mayor and Councillors to enable them to carry out their functions of civic office; and

(e) To enable budgets to be set accordingly. 1:3 Making and Adoption of the Policy

(a) This Policy is made and adopted in accordance with the requirements of the Local Government Act 1993 (as amended), Chapter 9, Part 2, Division 5, Sections 252-254 and the General Local Government (General) Regulations 2005 Section 403.


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.6 (b) This Policy is publicly exhibited each year for 28 days, even if no or minor

changes are made, to ensure that the benefits provided to Councillors are acceptable to, and meet the expectations of, the local community.

(c) Council is required to review and submit this policy to the Director General of the Office of Local Government by 30 November each year even if no or minor changes are made.

1:4 Reporting Requirements

Section 428 (2) (f) of the Local Government Act 1993 (as amended) requires Council to include in its annual report:

The total amount of money expended during the year on Mayoral and Councillor Fees; and

A statement of the total amount of money expended during the year on the provision of such expenses and provision of such facilities.

It is also recommended that expenses be reported on in line with Part 2 of this Policy, that is, expenses should be itemised.

1:5 Applicability – Legal Provisions

This Policy is made under section 252 – 254 of the Local Government Act 1993 and in accordance with clause 403 of the Local Government (General) Regulation 2005.

*In the event of an Administrator or Administrators overseeing Council’s functions, this document will apply to those Administrators as well as the Mayor and Councillors. 1:6 Other Government Legislation and Policies

(a) Circular 09/35 Department of Local Government Release of Revised Councillor Expenses and Facilities Guidelines.

(b) Circular 06/57 Department of Local Government Guidelines for the Payment of Expenses and the Provision of Facilities to Mayors and Councillors.

(c) Circular 05/08 Legal Assistance for Councillors and Council Employees.

(d) Circular 02/34 Unauthorised uses of Council Resources.

(e) Council’s Code of Conduct.

(f) ICAC – No Excuse for Misuse, preventing the misuse of Council resources.

1:7 Approval Arrangement

All approvals under this Policy shall be made by resolutions of the Council or jointly by the Mayor, or Deputy Mayor and the General Manager or delegated Acting General Manager, or as specifically stated in the Policy.


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.6 1:8 Review

This Policy will be reviewed annually at the September Ordinary Council Meeting, in line with meeting reporting requirements under the Local Government Act 1993, Section 252 and 253. 1:9 Disputes

Disputes in relation to Mayoral and Councillor expenses and facilities are subject to the council resolution process as outlined in Section 1:7 of this document. 1:10 Implementation / Communication

This policy will be communicated to Councillors at the Ordinary Meeting in September. If a Councillor is absent from the meeting, it will be the responsibility of the Director of Corporate and Community Services to communicate this policy to those Councillors who were absent. This policy will then be placed on public exhibition for a period of 28 days. In the event that submissions are received, the Director of Corporate and Community Services will prepare a further report to Council. If no submissions are received, the policy will be implemented from 1 November and a copy forwarded to the Office of Local Government by 30 November. PART 2 PAYMENT OF EXPENSES GENERAL PROVISIONS

The payment of expenses to Councillors is outside the provisions of the annual fee determination made by the Local Government Tribunal paid to Councillors. 2:1 Payment of Expenses Generally

(a) Any expenses claimed must be related to representing the Council at official ceremonies, functions, meetings, conferences and seminars as approved by Council in carrying out the civic duties of the Councillor. Expenses must not be used to support attendance by Councillors at political fund-raising events.

(b) Claims for reimbursement of these expenses will only be made on production of receipts and/or claim forms for such amounts. The amounts claimed are to be in line with this policy, and the approval to pay these claims must have been signed by the Mayor or Deputy Mayor and General Manager or Acting General Manager.

(c) All claims must be provided within two (2) months of receipt.

(d) Payment in advance will only be provided in exceptional circumstances and such an advance must be fully accounted for upon return, and any unspent amount be returned to Council.

(e) A “general expense allowance” will not be available under any circumstances.


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.6 2:2 Establishment of Monetary Limits and Standards

Monetary limits for conference associated expenses and reimbursement of reasonable out-of-pocket expenses or incidental expenses occurred by a Councillor while attending conferences, seminars or training will be paid as per the schedule below:

Type of Expense Daily Limits

Accommodation (Capital Cities only) $300.00 (or the cost of a standard room at the same venue as the conference being

attended)

Accommodation (other than Capital Cities) $180.00

Taxi/Train Fares/Parking Fees $50.00

Additional Meals and refreshments $125.00

Other incidental expenses (phone calls, faxes, newspapers) $20.00

Note: When a conference is held at a particular venue with a higher daily accommodation limit, this could be facilitated through approval by the Mayor and General Manager. Council will only meet the expenses for the duration of a function that included travel on the day before and/or after, pending time schedules. 2:3 Spouse / Partner Expenses

(a) Council may, by resolution, agree to pay expenses for a spouse/partner or accompanying person, where a function is formal or ceremonial in nature and it is considered that it is reasonable that he/she should attend.

(b) Council may, by resolution, agree to cover the cost of registration/partners program and conference dinner for the accompanying person for the annual Local Government New South Wales or other conference of benefit to the Council. Note: accommodation, travel, refreshments or incidentals, or expenses for special tours outside the scope of the conference program, will not be reimbursed.

SPECIFIC EXPENSES FOR MAYORS AND COUNCILLORS 2:4 Attendances at Seminars and Conferences

Any Councillor may attend a conference either as a formal representative of Council or as part of learning and skills development to assist Councillors to carry out their functions. (a) Councillors may be nominated to attend conferences, seminars and similar

functions by resolution of Council or by the Mayor and General Manager under delegated authorities. (Note: this shall not preclude the Mayor from nominating a substitute attendee for functions on those occasions where the Mayor is unable to attend).


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.6 (b) Council will pay for normal registration costs, conference dinner, accommodation,

incidentals, refreshments not covered by the conference registration fee (see 2:2 for limits on reimbursements), and travel to and from the function.

(c) Travel associated with conferences/seminars and the like should be by the most economic method of transport. Flights should be by economy class. A Council pool car is preferred to private vehicle – where private vehicle is used, reimbursement will be provided per kilometre and the amount reimbursed will be calculated at the rate specified by the Australian Taxation Office (ATO).

(d) After returning from a conference/seminar, Councillors should provide a brief (1-3 pages) written report to the Council on the aspects of the conference/seminar relevant to Council business and/or the local community.

Note: Attendance at the Local Government New South Wales Annual Conference shall be limited to a maximum of three (3) Councillors - one (1) being the Mayor and two (2) other nominated Councillors - and the General Manager or delegated Director. 2:5 Training and Educational Expenses Council will meet reasonable costs associated with training and educational courses, provided they are directly related to the role of a Councillor. Expenses similar to those of conferences and seminars will apply, with an annual limit of $1,500 total cost per Councillor. 2:6 Travel Arrangements and Expenses

(a) Councillors will be reimbursed for travel expenses incurred related to Council business and/or representing Council such as:

travel to and from Council meetings;

Community Committee meetings under section 355 in the Local Government Act 1993;

Seminars and conferences;

Functions and ceremonies/events.

(b) If a Councillor’s private vehicle is used for transport, the amount reimbursed will be calculated at the rate specified by the Australian Taxation Office (ATO).

The current rates specified by the ATO at the 8 July 2015 are as follows:

Engine capacity Cents per kilometre

Ordinary car Rotary engine car

1600cc (1.6 litre) or less

800cc (0.8 litre) or less

65 cents

1601cc - 2600cc (1.601 litre - 2.6 litre)

801cc - 1300cc (0.801 litre - 1.3 litre)

76 cents

2601cc (2.601 litre) 1301cc (1.301 litre) 77 cents


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(c) Reasonable claims may also include public transport, taxi, parking fees and road tolls (up to $50.00 per day) during travel outside the Local Government Area.

(d) Under this Policy, Councillors are personally responsible for all traffic or parking fines incurred while travelling in private or Council vehicles on Council business.

(e) All travel should be undertaken by utilising the most direct route of the most practical and economical mode of transport.

(f) Councillors residing outside the Local Government Area will be reimbursed for travel to and from the borders of Glen Innes Severn Local Government Area.

(g) Where possible, a Council vehicle will be made available to Councillors for travel to seminars/conferences and training.

(h) Council will not undertake any overseas travel unless a direct and tangible benefit to the local community can be established. Any such trip must be approved by full Council.

2:7 Internet/Phone

(a) Council will reimburse all Councillors up to $50 per month for home internet connection/usage upon the provision of details of usage on the specified form and attaching confirming documents for reimbursement of expenses.

(b) A mobile phone may be provided to all Councillors. Upon evidence of a monthly mobile phone statement (either personal or Council provided) a maximum of $50 will be paid or reimbursed. For those with a Council provided mobile, calls above the $50 threshold are to be paid for by the relevant Councillor.

2:8 Care and Other Related Expenses

(a) Council will consider reimbursement of reasonable fees, up to $30 per hour, for the cost of care arrangements, where the Councillor is the primary carer, including child care, aged care or for the care of a person with a disability, to permit Councillors to attend to their responsibilities and duties.

(b) The level of reimbursement for this care will be at the current market rate on evidence of payment and approved by the Mayor or General Manager.

2:9 Insurance Expenses and Obligations

Council provides Councillors with the following insurance cover:

(a) Public Liability and Professional Indemnity;

(b) Councillors and Officers Liability Insurance;

(c) Personal Injury and Travel Insurance for approved travel and while on Council business.

and over and over


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.6 2:10 Legal Assistance

Council may indemnify or reimburse the reasonable expenses for up to $10,000 of a Councillor:

(a) Defending an action arising from the performance in good faith of a function under the Local Government Act (section 731); or

(b) Defending an action in defamation provided the statements complained of were made in good faith in the course of exercising a function under the Act; or

(c) For proceedings before the Local Government Pecuniary Interest and Disciplinary Tribunal, the Conduct Review Committee/Reviewer or another investigative body, provided the subject of the proceedings arises from the performance in good faith of a function under the Act, and the Tribunal or investigative body makes a finding substantially favourable to the Councillor.

For more details refer to the Office of Local Government Circular 05/08, the provisions of which form an integral part of this policy. 2:11 Gifts and Benefits

Gifts and benefits given and received by Councillors should be of token value and in line with Part 5 of the Glen Innes Severn Council Code of Conduct. PART 3 PROVISION OF FACILITIES GENERAL PROVISIONS

Council will provide facilities and equipment to each Councillor to ensure that they can undertake their civic duties in an appropriate manner. 3:1 Provision of Facilities Generally

(a) Reasonable refreshments will be provided at committee meetings, community meetings, workshops, and meetings with State and Federal Government officials and functions/events with visiting dignitaries or other delegations.

(b) Councillors will be provided with name badges and business cards. and leather briefcases.

3:2 Provision of Equipment and Facilities for Councillors

(a) A laptop will be provided for all Councillors to use for business purposes. A mobile phone may be provided, or Councillors may use their own mobile phone and be reimbursed for calls, to a maximum of $50 per month.

(b) Councillors will be provided with a room to meet with community members as part of their civic duties.

(c) Councillors are able to utilise Council’s photocopier for Council business.


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3:3 Provision of Additional Equipment and Facilities for Mayors

(a) The Mayor is provided with a furnished office space to use for Council business/civic purposes.

(b) The Mayor has access to the Executive Assistant for business/civic administrative tasks.

(c) The Mayor is provided with has access to a Council mobile phone for business related calls. This phone must be returned to Council when no longer in the role of Mayor.

(d) Access to a Council vehicle for official use. 3:4 Private Use of Equipment and Facilities

(a) Councillors may use their laptop for reasonable private use.

(b) The Mayor and Councillors may use the Council mobile phone for private calls on condition that the cost of all private calls is refunded to Council if any monthly bill exceeds $50.

3:5 Acquisition or Return of Facilities and Equipment

(a) On the completion of their term of office, extended leave or at cessation of their civic duties, Councillors are required to return all equipment, laptop and Council mobile phone, within 28 days.

(b) Under certain circumstances the Councillor may be given the option to purchase the equipment previously allocated to them at an agreed fair market price or written down value.

……………………………….. …………………………. General Manager Date


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Sect

355 ()

Role Name of Committee Council Representatives 2014/2015 Strategic

Priority

Strategic

Objective

a Council exercises its functions through all means

By the council by means of the councillors or employees, by its agents or contractors, by financial provision, by the provision of goods, equipment, services, amenities or facilities or by any other means

Councillor / Staff Committees of Council

b Asset Mgt Glen Innes Saleyard Management Committee Cr Scherf, Cr Schumacher, Cr Price, Cr Graham, DDRSS, Saleyard Manager.

H 7,8

b Governance Annual Donations Review Committee

Mayor, Deputy Mayor, Councillor on 12-month rotation, currently Cr Graham, DCCS. Meets in August each year.

H 7,8

b Governance Code of Conduct Review Committee Monica Kelly, Kath Roach, Linda Pettersen, Emma Broomfield, Belinda Nolan, Shane White, Michael Symons, Alan Delaney, Andrew Hedges, Greg Wright.

H 2

b Governance General Manager’s Appraisal Committee

Mayor, Deputy Mayor, Councillor nominated by Council, currently Cr Parsons, Councillor nominated by GM. Facilitated by LG NSW.

H 1-10

b Governance General Manager Recruitment Committee All Councillors invited. H 1-10

b Governance Integrated Planning and Reporting Framework Committee

All Councillors, GM, all Directors. H 1-10

b Governance Significant Development Proposals Committee GM, Mayor, Dep Mayor, DDRSS, DIS. H 6,8

Community Committees of Council

c Advisory Aboriginal Consultative Committee Mayor, Cr Parsons, DCCS, Case Manager(s). H 8

c Advisory Australian Standing Stones Management Board Mayor, GM, DDRSS. M 8

c Advisory Community Access Committee Cr Price, Cr Quinn, DIS or delegate, MCS. M 8

c Advisory Glen Innes/Severn Youth Group 2 Councillor nominees: Cr Schumacher, Cr Graham, MCS. L 8

c Advisory Library Committee (Managed under Section 11 of the Libraries Act)

Cr Quinn (with Cr Price as alternate), DCCS, MLLC. H 8


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c Advisory Open Spaces Committee Mayor, 3 Councillor nominees: Cr Schumacher, Cr Newman, Cr Graham (with Cr Parsons as alternate), GM, DIS, ROSC.

M 6,8

c Advisory Rural and Urban Roads Committee Mayor, all Councillors, GM, DIS, MTS, MID, Infrastructure Staff nominated by DIS.

H 3

c Advisory Sunset Committee (to finalise the public art component for the CBD)

Mayor, Cr Graham, Cr Parsons, Council staff representatives as required.

H 6,8,9

c Asset Mgt Dundee Reserve Trust Committee (Looks after hall and sports grounds)

Cr Scherf. L 9

c Asset Mgt Emmaville Mining Museum Committee Cr Scherf, DCCS. M 9

c Asset Mgt Emmaville War Memorial Hall Committee Cr Schumacher, MCS and/or MLLC. L 9

c Asset Mgmt Glencoe Hall Committee Cr Quinn. L 9

c Asset Mgt Glen Elgin Federation Sports Committee (Looks after halls and sports grounds)

Cr Newman (with Cr Price as alternate). L 9

c Asset Mgt Glen Innes Severn Cemetery Committee (Incorporating the Glen Innes Cemetery Trust, Deepwater, Dundee, Emmaville and Glencoe Cemetery Committees)

Cr Price, ROSC. L 9

c Asset Mgt Glen Innes Severn Learning Centre Management Committee

Mayor, DCCS, MLLC. H 8

c Asset Mgt Pinkett Recreation Reserve Management Committee (Looks after hall and sports grounds)

Cr Newman (with Cr Scherf as alternate). L 9

c Asset Mgt Stonehenge Recreation Reserve Trust Committee

Cr Price. L 9

c Event Mgt Australian Celtic Festival Committee Mayor, Cr Quinn, MTE. H 6,8,9

c Event Mgt Australia Day Committee Cr Schumacher, Cr Graham. H 8,9

c Event Mgt Glen Innes and District Sports Council Cr Parsons, ROSC, DIS. M 9

c Event Mgt Minerama Committee Cr Schumacher, MTE. M 8,9


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c Governance Glen Innes Regional Community Consultative Committee

DCCS and/or delegate. H 8

Groups of Councils

d Advisory Fossickers Way ProRESOLUTION Committee MTE. L 9

d Advisory LG NSW Mayor, Deputy Mayor, GM. M 10

d Advisory New England Group of Councils (NECOG) Mayor, GM.

d Advisory New England North West Border Taskforce Mayor, GM. M 10

d Advisory Northern Inland Regional Waste Group (NIRW) DIS. M 4

Delegate of the Council

e Advisory Joint Regional Planning Panel Cr Price, Cr Scherf. 6

e Asset Mgt North West Weight of Loads Committee Cr Scherf, DIS. M 9

Community Committees NOT Committees of Council

Not Arts North-West Cr Quinn as observer, DCCS. L 9

Not Australian Celtic Council – Chief Guardian Mayor. H 10

Not Business in Glen (BIG) Cr Parsons (Cr Newman as alternate). H 6,8,9

Not Community Safety Precinct Committee Mayor. M 9

Not Community Services Interagency Committee Cr Newman, DCCS, MCS and/or delegate. H 8

Not Deepwater Progress Association Cr Price (with Cr Scherf as alternate). L 9

Not Glen Innes and District Community Centre Inc. Cr Parsons, DCCS, MCS. M 9

Not Glen Innes Correctional Centre Community Committee

Cr Scherf, (with Cr Graham as alternate). L 9

Not Glen Innes Local Health Committee Cr Price. M 9

Not Glen Innes Severn Tourist Association Inc. Cr Scherf, (with Cr Schumacher as alternate), MTE. M 9

Not Glen Innes Showground Trust Inc. Cr Price. M 9

Not GLENRAC Cr Price (with Cr Scherf as alternate), DDRSS and/or delegate.

M 4,9


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Not Granite Borders Landcare Committee Incorporated

Cr Scherf. L 9

Not Local Emergency Management Committee DIS, MTS. M 9

Not Local Traffic Committee Mayor, Cr Scherf (observer from Weights and Loads Committee), Cr Schumacher (alternate to the Mayor), DIS, DDRSS, PO as required.

H 3

Not Northern Tablelands Bush Fire Management Committee

Cr Scherf, DIS, PO and /or delegate. M 9

Not Tourism New England North West Inc. MTE. H 9

Not Vegetable Creek (Emmaville) Local Health Advisory Committee

Cr Schumacher. M 9

Section 355: A function of a council may be exercised:

355() Wording in the LG Act Interpretation

a S.355 (a) by the council by means of the councillors or employees, by its agents or contractors, by financial provision, by the provision of

goods, equipment, services, amenities or facilities or by any other means.

b S.355(b) by a committee of the council, or S.355(b) Council Committees, Councillors only, or

Councillors and staff Committees.

c S.355(c) partly or jointly by the council and another

person or persons, or S.355(c) Community Committees of Council includes other persons.

d S.355(d) jointly by the council and another council or

councils, or

S.355(d) Regional Group of Councils

e S.355(e) by a delegate of the council. S.355(e) Delegate of the council, could be a Voluntary Regional Organisation of

Councils acting on Council’s behalf.

Not Not a Committee of Council, but does have Councillor representation

Strategic Objectives

GM General Manager Employer of Choice 1

DCCS Director of Corporate and Community Services One Council Culture 2

DDRSS Director of Development, Regulatory and Sustainability Services

Road Management 3

DIS Director of Infrastructure Services Climate Change 4

MTS Manager of Technical Services

MID Manager of Infrastructure Delivery


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PO Planning Officer Integrated Water Cycle Management 5

PA Personal Assistant Land Use and Economic Development 6

MLLC Manager of Library/Learning Centre Financial Management 7

MCS Manager of Community Services Quality of Life and Well-being 8

MTE Manager of Tourism and Events Communication 9

ROSC Recreation and Open Spaces Coordinator Community Leadership 10

Strategic Priority Committee Categories

H High Advisory (delegates exempt from pecuniary interest provisions, but not non-

pecuniary).

M Medium Asset Management

L Low Governance

Event Management


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Attendance at Mosman Festival Policy

RESOLUTION NUMBER: 5.08/12

9.06/07

MEETING: 23 August 2012

28 June 2007

INTRODUCTION The Mosman Festival is now held every second (2nd) year, and Glen Innes Severn Council will send an official representative to attend this festival. AIM OF POLICY The aim of the Policy is to help to maintain the Friendship Agreement with Mosman Council by sending a delegate to the biennial Mosman Festival. PRINCIPLE OF POLICY That Glen Innes Severn Council sends a Councillor (normally the Mayor) as its official representative to the biennial Mosman Festival. Payment of the Councillor’s expenses will be in line with the policy: Payment of Expenses and Provision of Facilities to the Mayor and Councillors.

APPLICABILITY OF POLICY This policy applies to the Mayor or Councillor participating in the biennial Mosman Festival. VARIATION AND REVIEW The Attendance at Mosman Festival Policy shall be reviewed every (3) years. It may be varied earlier if necessary. ……………………………….. …………………………. General Manager Date


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GLEN INNES SEVERN COUNCIL Investment Policy

RESOLUTION NUMBER: 12.06/14 16.02/11 8.03/09 11.02/07

MEETING: 26 June 2014 24 February 2011 26 March 2009 22 February 2007

PREAMBLE This policy incorporates the provisions of Section 625 of the Local Government Act 1993, the Local Government Regulations, the Investment Policy Guidelines and the current Ministerial Investment Order at 11 February 2011. POLICY STATEMENT An investment policy is a governing document that guides the investment process. It should communicate the Council’s:

investment philosophy;

overall risk philosophy;

investment objectives and expectations;

identify the roles for those involved in the investment process; and

detail the requirements for compliance with the policy’s goals and procedures. Interest on investments represents a significant contribution to the total income of Council and it is essential that Council has clear policy guidelines as to how funds can be invested. While the Local Government Act 1993 – Order (relating to investments by Councils) is quite explicit as to the types of institutions with which Council can invest, there are nevertheless variations in the financial ratings of these institutions and the types of investments that can be purchased, which are not explained. This policy aims to clearly state the institutions with which Council can invest, the maximum proportion of funds that may be placed with individual organisations, and the types of investments entered into. Council officers that are involved in selecting, reviewing and/or monitoring investment products should use this policy to ensure they understand the parameters, risks and expectations that councils are required to consider when making an investment.


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SCOPE This policy applies to Investment monies built up through:

General unrestricted reserves created through rate income and other revenue sources exceeding (re)current expenditure, sale of properties and other assets;

Restricted reserves that accrue through contributions under Section 94 of the Environmental Planning and Assessment Act 1979;

Internally restricted reserves;

Restricted reserves accruing through special purpose grants, donations etc;

Loan proceeds drawn down awaiting expenditure; and

Timing differences within the year between rate receipts and expenditures. OBJECTIVES This policy aims to provide a framework for investing Council’s funds at the most favourable rate of interest available at the time, whilst having due consideration of risk and security for that investment type, and ensuring that its liquidity requirements are being met.

While exercising the power to invest, consideration is to be given to the preservation of capital, liquidity, and the return of investment:

Preservation of capital is the principal objective of the investment portfolio. Investments are to be placed in a manner that seeks to ensure security and safeguard the investment portfolio. This includes managing credit and interest rate risk within identified thresholds and parameters. In setting these limits Council is determining the general level of risk that is acceptable for public monies managed for the Glen Innes Severn Council community.

Investments should be allocated to ensure there is sufficient liquidity to meet all reasonably anticipated cash flow requirements, as and when they fall due, without incurring the risk of significant costs due to the unanticipated sale of an investment.

Investments are expected to achieve a rate of return in line with the Council’s risk tolerance.

LEGISLATIVE REQUIREMENTS Council’s power to invest is derived from Section 625 of the Local Government Act 1993, as amended by the Statute Law (Miscellaneous Provisions) Act 2000, which limits investments to only those that the Minister approves. The Local Government Act 1993 section 625 (2) of the Act states that:


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“Money may be invested only in a form of investment notified by order of the Minister published in the Gazette” All investments are to comply with the following:

• Local Government Act 1993 - Section 412 and 625;

• Local Government Act 1993 – Investment Order (of the Minister) – in

accordance with the most recently published Order;

• The Trustee Amendment (Discretionary Investments) Act 1997 – Sections

14A(2), 14C(1) and (2);

• Local Government (General) Regulation 2005 – Regulation 212;

• Local Government Code of Accounting Practice and Financial Reporting;

• Office of Local Government – Investment Policy Guidelines – May 2010;

• Australian Accounting Standards.

DELEGATION OF AUTHORITY Authority for implementation of the Investment Policy is delegated by Council to the General Manager in accordance with the Local Government Act 1993. The General Manager may in turn delegate the day-to-day management of Council’s investment to the Responsible Accounting Officer or senior staff, subject to regular reviews. Council Officers’ delegated authority to manage Council’s investments shall be recorded, and they shall be required to acknowledge they have received a copy of this policy and understand their obligations in this role. PRUDENT PERSON STANDARD The investment will be managed with the care, diligence and skill that a prudent person would exercise. As trustees of public monies, officers are to manage Council’s investment portfolios to safeguard the portfolio in accordance with the spirit of this Investment Policy. Whenever an investment deposit is proposed, the Council Officer shall endeavour to obtain not less than two (2) quotations from authorised institutions. ETHICS AND CONFLICTS OF INTEREST Council Officers shall refrain from personal activities that would conflict with the proper execution and management of Council’s investment portfolio. This policy requires officers to disclose any conflict of interest to the General Manager.


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Council’s investments are primarily restricted to Australian Authorised Deposit-taking Institutions (banks, building societies, credit unions) that are governed by the Australian Prudential Regulatory Authority. As far as is practicable these investments are considered to be environmentally and socially ethical. Independent advisors are also required to declare that they have no actual or perceived conflicts of interest. PROHIBITED INVESTMENTS This Investment Policy prohibits, but is not limited to, any investment carried out for speculative purposes including:

Any investment product that is not included in the Ministerial Investment Order and the “Approved Investments” listing outlined above;

Principal only investments or securities that provide potentially nil or negative cash flow; and

Stand alone securities issued that have underlying futures, options, forwards contracts and swaps of any kind.

This policy also prohibits the use of leveraging (borrowing to invest) an investment, but to clarify does not exclude loans for other purposes (such as loans under the Local Infrastructure Renewal Scheme) being invested prior to the expenditure of those funds for their intended purpose. INVESTMENT ADVISOR If an investment advisor is engaged s/he must be approved by Council and licensed by the Australian Securities and Investment Commission. The advisor must be an independent person who has no actual or potential conflict of interest in relation to investment products being recommended. The investment advisor may recommend the most appropriate product within the terms and conditions of the Investment Policy. The independent advisor is required to provide written confirmation that s/he does not have any actual or potential conflicts of interest in relation to the investments s/he is recommending or reviewing, including that s/he is not receiving any commissions or other benefits in relation to the investments being recommended or reviewed. RISK MANAGEMENT GUIDELINES Investments obtained are to be considered in light of the following key criteria:

Preservation of Capital – the requirement for preventing losses in an investment portfolio’s total value;

Diversification of Financial Institutions – the requirement to place investments in a broad range of institutions so as not to be over exposed to a particular organisation within the investment market;


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Market Risk - the risk that the fair value or future cash flows of an investment will fluctuate due to changes in market prices;

Liquidity Risk - the risk an investor is unable to redeem the investment at a fair price within a timely period;

Maturity Risk - the risk relating to the length of term to maturity of the investment. The larger the term, the greater the length of exposure and risk to market volatilities; and

Leveraging Risk - the magnification of an investor’s risk and return that occurs when the investor takes on financial leverage through an investment product.

APPROVED INVESTMENTS Investments are limited to those allowed by the Ministerial Investment Order and include:

Commonwealth/State/Territory Government security i.e. bonds;

Interest bearing deposits issued by an Authorised Deposit-taking Institution (ADI);

Bills of exchange, (< 200 days duration), guaranteed by an Authorised Deposit-taking Institution (ADI);

Debentures issued by NSW Local Government;

Deposits with NSW Treasury and/or investments in TCorp’s Hour Glass Facility; and,

Investments grandfathered under the previous Ministerial Investment Order. INVESTMENT PROTOCOLS Council’s investments protocols are as follows:

Delegation for investing surplus funds is the responsibility of the General Manager or his or her delegate and must be accordance with Council’s adopted Investment Policy;

No individual financial institution should have an individual investment which exceeds $1,000,000 or 30 % of the total investment portfolio. whichever is the lesser amount;

Council will balance the considerations of risk and return with each investment lodged and will seek to reduce the risk of its investments over time in line with capital preservation principles identified in this policy;

The term of any investment shall not exceed three (3) years;

New investment deposits shall be only lodged after Council has received at least two (2) interest rate quotations;

Investment deposits shall be only lodged after Council has considered cash flow expectations;


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Investment deposits shall only be lodged after Council has considered an optimal target allocation of investment types, credit rating exposure and term to maturity exposure; and

Investment deposits shall only be lodged after Council has considered the appropriateness of overall investment types for Council’s portfolio i.e. term deposit and on call accounts.

INVESTMENT MEASUREMENT The investment return for the portfolio is to be reviewed on a monthly basis and reported to Council by the Responsible Accounting Officer and / or delegate. BENCHMARKING Performance benchmarks are to be provided for comparative purposes only. The benchmark is not an investment return target. The rate of return on Council investments will be dependent on Council’s risk tolerance. The Term Deposit rate for the average 90-day rate of the five (5) largest banks identified in the ‘TCORP – Local Government Services’ economic commentary is considered appropriate for the purpose of benchmarking Council investments. REPORTING AND REVIEWING OF INVESTMENTS Documentary evidence must be held for each investment and details thereof maintained in an Investment Register. Certificates must be obtained from the financial institutions confirming the amounts of investments held on the Council’s behalf as at 30 June each year and reconciled to the Investment Register. All investments are to be appropriately recorded in Council’s financial records and reconciled at least on a monthly basis. A monthly report will be provided to Council. The report will detail the investment portfolio in terms of interest returns, maturity date and changes in market value. Any material deterioration in investment portfolio is to be reported to Council at the next available Council Ordinary Meeting IMPLEMENTATION/ COMMUNICATION

It will be the responsibility of the Manager of Finance Chief Financial Officer to induct staff into this Policy where required. Revised versions of the Policy that contain significant changes will be communicated to all relevant staff by the Manager of Finance Chief Financial Officer. VARIATION AND REVIEW Council reserves the right to vary and review the terms and conditions of this policy. Council’s investment policy is to be reviewed at least on an annual on a bi-annual basis and be amended as required. The Investment Policy may also be changed as a result of


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other amendments that are to the advantage of Council and in the spirit of this policy. Any amendment to the Investment Policy must be by way of Council resolution. ……………………………….. …………………………. General Manager Date


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GLEN INNES SEVERN COUNCIL Debt Recovery Policy

RESOLUTION NUMBER: 11.06/14 8.09/10 20.11/07 Amendment to Policy: 5.08/07 7.07/07

MEETING: 26 June 2014 23 September 2010 22 November 2007 23 August 2007 26 July 2007

PREAMBLE AIMS This policy aims to establish appropriate links and references between relevant legislation (expressed in provisions contained within enactments of parliament) and Council’s business rules (expressed in the form of policies and procedures), so as to articulate and facilitate a systematic approach to debt recovery management and administration, through the use of effective and efficient systems incorporating policies, procedures, standards, processes and guidelines. This policy is intended to provide Council, Council staff and the payment defaulter with reasonable guidance in regards to the procedures and processes related to the recovery of the debt owed to Council. A further aim of this policy is to not duplicate by repeating the empowering provisions contained within the Local Government Act 1993, as amended and Local Government (General) Regulation 2005 or other relevant Acts or Regulations but rather, to supplement and clarify Council’s decisions and actions where discretion is required or permitted, or where ambiguity of purpose or intent may exist. This policy should therefore be read in conjunction with the relevant legislation. It should also be noted that this policy extends and applies to the non-monetary (e.g. physical items of Council property) as well as to the monetary (i.e. money) in relation to debt recovery. CONSULTATION WITH ITS LEGAL REPRESENTATIVES, COUNCIL’S AUDITOR OR OTHERS As required, Council shall consult with legal representatives, Council’s Auditor and others on matters pertaining to debt recovery, and act upon such professional advice where appropriate. RESERVED RIGHTS Council reserves the right to vary this policy and to apply any variation retrospectively to the extent that it is lawful to do so or to revoke this policy or parts thereof.


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POLICY REVIEW The General Manager shall undertake a review of this policy every three (3) years, or as required, and make recommendations to Council for any necessary amendments. POLICY TO BE CONSISTENT WITH LEGISLATION Where this policy or associated debt recovery procedures are found to be inconsistent with legislation, this policy or associated debt recovery procedures shall be immediately reviewed and amended to ensure consistency. POLICY TO BE CONSISTENT WITH OTHER COUNCIL POLICIES Where this policy, or parts thereof, conflicts with another Council policy or contains ambiguity of purpose, intent or action, the General Manager shall make an “Interim Instruction” by way of a written order of the General Manager stating which policy, or part thereof, shall have precedence or to clarify any ambiguity, taking into consideration the nature and circumstances of the issues pertaining to the conflict or ambiguity incident. The General Manager’s “Interim Instruction” shall remain in force until either the General Manager varies or cancels it or until Council adopts related amendments to the relevant policy documents. As soon as is practicable, the General Manager shall recommend to Council the necessary amendments to relevant policy documents to remove such conflict or ambiguity. ASSOCIATED DEBT RECOVERY PROCEDURES The General Manager shall establish, maintain, review, amend, or develop associated debt recovery procedures in order to facilitate the day-to-day operational aspects of debt recovery management and administration. Associated debt recovery procedures shall supplement, complement, support, be consistent with, refer to, form part of, and be governed by, relevant legislation and this policy. The General Manager shall undertake a review of associated debt recovery procedures every three (3) years, or as required. DEALINGS WITH PAYMENT DEFAULTERS Councillors, Council staff and Council agents shall at all times:

Respect the rights of payment defaulters and not encroach upon those rights,

Act “at arms length” in their dealing with payment defaulters by remaining impartial and objective; and

Ensure Council’s interests are represented.


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A Councillor, Council staff member or an agent involved in debt recovery, who has a pecuniary or non-pecuniary interest in a specific debt recovery incident, must immediately declare that interest to the General Manager or Council and remove themselves from any further participation unless, after due consideration of all the facts, the General Manager or Council authorises the Councillor, Council staff member or agent to continue to participate with or without certain conditions applying. Councillors and Council staff shall at all times have due regard to Council’s Code of Conduct in their dealings with payment defaulters. Council staff shall at all times have due regard to relevant Council policies and procedures related to customer service in their dealings with payment defaulters. Whilst it is related principally to the Commonwealth and Council is afforded, in most cases, Crown immunity from the application of fair trading legislation within New South Wales, Councillors, Council staff and Council agents shall, where required or applicable, also have regard to the principles and practices as outlined in the joint Australian Competition and Consumer Commission (ACCC) and Australian Securities and Investments Commission (ASIC) publication ‘Debt Collection Guideline: for Collectors and Creditors’, October 2005 in dealings with payment defaulters. Extracts from the Debt Collection Guideline state that the “guideline explains how Commonwealth consumer protection laws relevant to collection apply”, “provides practical guidance on what collectors and creditors should and should not do to minimise the risk of breaching the laws administered by the ACCC and the ASIC”, and “ looks at the prohibitions and remedies against debt collectors who engage in the use of physical force, undue harassment or coercion, misleading or deceptive conduct and unconscionable conduct.”


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DEBT RECOVERY FRAMEWORK 1. DEFINITIONS Agent Is a representative (person or business entity) who acts on behalf of another person or business entity. Examples include, but are not limited to, legal advisors, debt recovery agencies and contractors. An Approved Format An official document with a presentation layout and content design defined by legislation, terms and conditions of a contract or other agreement or provisions of a service, or relevant industry guidelines, or other relevant Council policy, or the General Manager, which is in either hard copy or soft copy form. Examples include written correspondence on Council letterhead, official notices, pre-printed or electronic forms designed for a specific purpose. Arrangement Satisfactory to Council An arrangement satisfactory to Council is one in which the payment defaulter and Council enter into an agreement in which a debt owed to Council is paid or compensated for within a reasonable time. A key component is that there must be a genuine commitment by the defaulter to extinguish the debt in accordance with the agreement. The agreement must be in writing, and in an approved format. Business Entity For the purposes of this policy, a business entity shall include, but not be limited to, sole traders, partnerships, corporations, companies, public authorities, government departments and other organisations or bodies that may or may not be classified under legislation as a business. Client A person or business entity using the services of a professional person or business entity. Credit The ability to obtain goods or services before payment.


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Crown Immunity The doctrine of Crown immunity (traditionally referred to as the Shield of the Crown) provides that the Crown is not bound by the effect of any legislation unless the legislation expressly states that it is bound, or a clear inference can be drawn from the legislation that it is meant to be bound. The actions of Commonwealth, State and Territory governments and their authorities can therefore be protected from the operation of the law by this doctrine. Local Government Councils are government authorities. Customer A person or business entity, that buys goods and/or services, from another person or business entity. Debt Recovery Procedure A debt recovery procedure is a set of specific steps, instructions, standards, guidelines or details on who, what, where, when, and how a specific aspect or component of debt recovery is to be, or should be, dealt with by Council staff or Council’s agents and usually appears in written form. It is therefore an internal working document that translates the debt recovery policy provisions into sets of actions that must or need to be performed to enact, comply with, and support a debt recovery policy. Estimated Cost Estimated Cost may include an estimate of actual costs, plus on-costs, plus overheads, plus profit margin, plus Goods and Services Tax (GST), if applicable. Evidence or Proof(s) Official independent third party documents that can withstand the test of scrutiny. Examples include, but are not limited to, original or certified copies of documents (such as wills, statutory declarations, third party source documentation, and medical certificates). Ex-Gratia Payment A voluntary payment of rates and/or charges by a person or business entity exempt by legislation from payment of those rates and/or charges. Funded Service Includes, but is not limited to, services funded by Federal or State Governments, or via an approved partnership agreement between government and private enterprise.


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Examples include, but are not limited to, the provision of child care, aged care or other community programmes. General Manager Refers to the General Manager, the Acting General Manager or a member of staff who has been delegated the responsibility for Council’s debt recovery management and administration by a written order of the General Manager or a resolution of Council. Hard Copy Information printed upon paper. Items of Council Property Includes, but is not limited to, items that possess some physical/tangible attribute and are owned or controlled by Council. Examples include, but are not limited to, minor tools and equipment, major plant and equipment, fixed assets (such as land and buildings), and other items considered to be of reasonable value. Non-Monetary Includes, but is not limited to, items of Council property. Other Approved Delivery Method Methods as defined under the Local Government Act 1993, as amended, Section 710 - Service of Notices on Persons, or other relevant provisions and legislation. Payment Default A payment default occurs when an amount becomes due and payable and is not paid. The person(s) or business entity, which made the default, is deemed to be a payment defaulter. Pecuniary Interest/Non-Pecuniary Interest A pecuniary interest is a situation where a person could generate a personal monetary interest from their official duties (or there is the potential to gain financially from their public position). A pecuniary interest might result from: • Owning property, • Having unpaid debts to others, or; • Receiving hospitality or travel.


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It is important to note that a person does not need to directly experience the financial gain or loss to give rise to a pecuniary conflict of interest in their role as a public official. It will remain a conflict of interest if a family member, close associate or someone with some proximity to the person has the pecuniary interest. Non-pecuniary interests do not have a financial component but may arise from personal or family relationships or involvement in sporting, social or cultural activities. They include any tendency toward favour or prejudice resulting from friendship, animosity or other personal involvement that could bias a person’s judgement or decisions even though there is no financial benefit to the person. Reasonable Person A reasonable person is a fictitious individual who is neither the most cautious nor the most foolhardy. It is an invention that allows courts and others to objectively decide each case on its merits (i.e. test) by asking appropriate questions to determine what a reasonable person, in the same situation, given the same knowledge, would do or not do or would find acceptable or not acceptable. Reasonable Time Reasonable time, for the purposes of this policy, shall mean in relation to the payment of debt, by the due dates:

Established by legislation;

Stated within the terms and conditions of a contract, other agreement, or provisions of a service;

Stated in official notifications;

Stated within this policy or associated debt recovery procedures;

Recommended by industry best practice guidelines; and

Determined at the discretion of Council or the General Manager. Council reserves the right to re-define the term “reasonable time” for its purposes. For all other uses, reasonable time shall be defined by application of the reasonable person test. Relevant Legislation Includes, but is not limited to, the Local Government Act 1993, as amended, and the Local Government (General) Regulation 2005.


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Soft Copy Information not printed upon paper and stored in an electronic file format. Examples include, text file (TXT), Microsoft word document (DOC), portable document format (PDF). Special Circumstances Special Circumstances in this policy refer to, but are not limited, to situations where:

Provisions of legislation applies,

Terms and conditions related to contracts, other agreements, or provisions of a service applies,

Instruments of the Court such as an instalment order which pre-determines payment amounts and schedules applies; and

A threshold as defined within this policy applies. Sufficient Notice Legislation, the terms and conditions of contract or other agreements or provisions of a service, or the procedural practices and processes, or best practice guidelines of a relevant industry shall determine sufficient notice. Where no such relevant determination exists, sufficient notice shall be determined by this policy to be three (3) working days notice exclusive of the delivery period of the notice. User Includes, but is not limited to, a person or business entity generally termed as a customer or client of a service. 2. EX-GRATIA PAYMENTS Relevant Legislation The relevant legislation pertaining to exemptions is set out principally but not necessarily exclusively under the Local Government Act 1993, as amended:

Section 555 - What land is exempt from all rates;

Section 556 - What land is exempt from all rates, other than Water Supply Special Rates and Sewerage Special Rates;

Section 557 - What land is exempt from Water Supply Special Rates and Sewerage Special Rates;


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Section 558 - What land and bodies may be exempt from Water Supply Special Rates and Sewerage Special Rates; and

Section 559 - Determination as to whether a body is a Public Benevolent Institution or Public Charity.

Policy Item Council shall not pursue debt recovery of ex- gratia payments. Instead, a courtesy letter, in an approved format, shall be issued advising that Council has not received an ex-gratia payment and requesting instructions or intentions in regards to the ex-gratia payment. Interest shall not accrue on ex-gratia payments. Should an ex-gratia payment no longer be applicable, Council shall write back the rates and/or charges raised against its accounting records. 3. DUE DATE OF PAYMENT Monies owed to Council become due and payable in accordance with:

Legislative requirements or;

The terms and conditions of a contract, or other agreement or provisions of a service or;

Official notifications or;

Industry best practice guidelines or;

The expiry of 30 days from the date of issue of a Tax Invoice/Invoice or;

Other such periods as determined by a resolution of Council or a written order or other official notification, of the General Manager.

4. MONIES OUTSTANDING TO COUNCIL On the expiry of the due date, monies unpaid become monies outstanding to Council. All monies outstanding to Council, including accrued interest, out-of-pocket expenses, court-awarded costs (hereafter referred to as the “debt”) shall be paid in full (where practicable) within the current financial year (i.e. 1 July to 30 June) in which the debt(s) have been incurred. However, special circumstances may apply whereby an arrangement, satisfactory to Council, shall be entered into, with the payment defaulter(s). A payment defaulter having a history of more than two (2) incidents of payment default shall be deemed to be a person or business entity not exhibiting a genuine commitment


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to extinguish the debt. In such cases, Council reserves the right to proceed immediately to legal action or pursue other actions to recover the debt. 5. RESPONSIBILITY OF CUSTODIANS OF ITEMS OF COUNCIL PROPERTY A person or business entity, which has an item of Council property in their custody or possession, is responsible for the safe keeping and protection of the item of Council property and for ensuring that the item of Council property remains in good order and is only used for an approved or agreed purpose. Failure to do so, except in cases considered by Council to be beyond the reasonable control of the person or business entity, shall render the person or business entity liable for the cost of repair or replacement of the item of Council property. Council reserves the right to deny custodianship or possession of any item of Council property to a person or business entity. Council reserves the right to require a non-refundable amount of a reasonable value, as determined by the General Manager or Council, to be pre-paid prior to a custodianship or possession event occurring. 6. SUSPENSION OF DEBT RECOVERY DUE TO AMOUNT NOT BEING COST EFFECTIVE TO PURSUE Policy Item The General Manager shall on or before 30 June each year, or as required, determine an amount, to be referred to as the “threshold amount to pursue debt”, that establishes a threshold below which the General Manager believes on reasonable grounds that it would not be cost effective to pursue those amounts through debt recovery. Debt recovery for amounts below the “threshold amount to pursue debt” shall be suspended. The “threshold amount to pursue debt” shall apply to the whole of a specific debt and not to any part of a specific debt. The “threshold amount to pursue debt” must be an amount which is below the amount fixed for rates and charges above which any individual rate or charge may be written-off only by a resolution of Council as defined within the Local Government (General) Regulation 2005, Section 131 - Procedure for writing off rates and charges. Suspension of the pursuit of debt recovery shall continue until:

The amounts below the “threshold amount to pursue debt” is paid (including any accruing interest) or;

It later forms part of a debt that is cost effective to pursue through debt recovery or;


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It is written off by either a written order of the General Manager or by a resolution of Council.

Where the General Manager does not determine a “threshold amount to pursue debt”, or is unable to do so, the debt shall be pursued through debt recovery. 7. MAXIMUM INTEREST RATE ON OVERDUE RATES AND CHARGES Relevant Legislation The relevant legislation pertaining to the setting of interest rates is in accordance with a Ministerial Order in accordance with the Local Government Act 1993, as amended:

Section 566 - Accrual of Interest on Overdue Rates and Charges. Policy Item Council may/shall apply the maximum interest rate on overdue rates and charges as determined annually by the Minister for Local Government under the Local Government Act 1993, as amended, - Section 566 (3). 8. STANDARD DEBT RECOVERY PROCESS Debt recovery shall commence on the first (1st) working day after the expiry of the due date of payment with official notifications being issued as listed below. 8.1 FIRST STAGE - REMINDER NOTIFICATION The intentions of the first (1st) stage is to:

Bring to the attention of the payment defaulter that a debt exists and;

Provide the payment defaulter with an opportunity to resolve the debt and avoid incurring legal costs or other actions to ensure there is a resolution to the debt and the costs associated with debt recovery.

Policy Item A payment defaulter shall be issued with a reminder notice or other approved document for the purpose, by post or other approved delivery method, to the last known address of the payment defaulter, giving fourteen (14) days notice either to pay in full or to enter into an arrangement satisfactory to Council.


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8.2 SECOND STAGE - FINAL NOTIFICATION LEGAL DEMAND LETTER The intention of the second (2nd) stage is to afford the payment defaulter a final opportunity to ensure the debt outstanding is paid in full or a satisfactory payment arrangement is entered into before legal action is commenced. Policy Item In the case where there is a failure to comply with the reminder notice, a final notice Council’s Debt Recovery Agent will issue a Legal Demand Letter or other approved document for the purpose, accompanied with or without other documents, shall be issued by post or other approved delivery method to the last known address of the payment defaulter, giving a further seven (7) days notice either to pay in full or to enter into an arrangement satisfactory to Council. A final notice or other approved document for the purpose shall constitute a final letter of demand. 8.3 RESPONSIBILITY OF COUNCIL OFFICERS TO MAKE CONTACT BY PHONE Policy Item Prior to the commencement of legal action it is the responsibility of the Council officer implementing these steps to make two (2) reasonable attempts to contact the defaulter by phone. This obligation is imposed on the Council officer to ensure that Council is presented to the community as a Council open for business and reasonable in its approach. At the expiry of fourteen days from the sending of the Legal Demand Letter the Council officer implementing these steps, or Council’s Debt Recovery Agent must make a reasonable attempt to contact any ratepayer against whom legal action may be commenced by phone to try and get them to either make payment of the amount in full or come to a satisfactory payment arrangement for same. This obligation is imposed to ensure that Council is presented to the community as a Council open for business and reasonable in its approach. Even though this obligation falls on the Council officer or Council’s Debt Recovery Agent, failure to do so will not invalidate the debt recovery process. 8.4 THIRD STAGE - LEGAL ACTION AND OTHER ACTIONS TO ENSURE A

RESOLUTION OF THE DEBT The intention of the third (3rd) stage is to formalise a final resolution of payment of the debt should the first (1st) and/or second (2nd) stages be unsuccessful in achieving the appropriate outcome.


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Policy Item In the case where failure to comply with the final notice has occurred, legal action or other actions shall commence, to ensure there is a resolution of the debt. 9. COSTS ASSOCIATED IN THE RECOVERY OF DEBT Relevant Legislation The processes and procedures related to costs associated with the recovery of debt are set out principally but not necessarily exclusively under the Local Government Act 1993, as amended:

Section 505 - Charge of rates and charges on land;

Section 605 - Expenses of tracing persons; and

Section 695 - Suing for debts. Policy Item The payment defaulter shall be liable for all costs associated in the recovery of the debt to Council to the extent that it can be lawfully applied. 10. FORMAT OF A REMINDER AND FINAL NOTICE OR OTHER APPROVED DOCUMENT FOR THE PURPOSE Reminder and final notices, or other documents approved for the purpose, shall be in an approved format and contain the details of the payment defaulter, the nature and the amount of debt owed to Council, the due date of response to the notice or other documents approved for the purpose, and any other relevant information. 11. MAKING OF AN ARRANGEMENT SATISFACTORY TO COUNCIL Relevant Legislation The relevant legislation pertaining to the ability of Council to enter into an arrangement satisfactory to Council is set out principally but not necessarily exclusively under the Local Government Act 1993, as amended:

Section 564 - Agreement as to periodic payment of rates and charges. Council is also permitted to enter into other arrangements in lieu of payment of rates and charges. These are set out principally but not necessarily exclusively under the Local Government Act 1993, as amended:

Section 565 - Capital contribution instead of payment of special rates or charges, and;


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Section 570 - Transfer of land in payment of rates or charges. and under the Local Government (General) Regulation 2005:

Section 129 - Request for transfer of land in payment of rates, charges or accrued interest.

Policy Item The General Manager shall be authorised to enter into an arrangement only after making the necessary enquiry to satisfy him/herself as to the relevant particulars and merits of the specific case. The arrangement must be in writing, in an approved format, detailing the particulars including the payment defaulter’s responsibilities and consequences should the arrangement be defaulted upon. A copy of the arrangement shall be retained in an appropriate location within Council’s corporate records. In lieu of an expressed written arrangement signed by both parties, Council may issue a letter, in an approved format, confirming the details of an arrangement satisfactory to Council and any other relevant details. Legal action or other actions to ensure there is a resolution of the debt shall be suspended for the period of the arrangement, on the condition that the arrangement is not defaulted upon or subsequently cancelled by Council for any reason. Notice of cancellation of an arrangement shall be in writing, in an approved format, and state the reason(s) for the cancellation. Under no circumstances shall a payment arrangement for a period exceeding two (2) years be entered into without a resolution of Council. With Reference to a Capital Contribution: The General Manager shall consider the proposal on its merits and prepare a report to Council with an appropriate recommendation. With Reference to Transfer of Land: Before accepting the transfer of land in satisfaction for the payment of rates, charges and accrued interest in accordance with the Local Government Act 1993, as amended:

Section 570 - Transfer of land in payment of rates or charges; and the Local Government (General) Regulation 2005:


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Section 129 - Request for transfer of land in payment of rates, charges or accrued interest.

Council shall satisfy itself that:

The payment defaulter has exhausted all reasonable options to pay rates, charges and any accrued interest and that personal hardship would result if the transfer did not occur or;

Council has formed the opinion that it has no viable option other than to accept the transfer of land in satisfaction of the payment of rates, charges and accrued interest.

Council shall not, unless circumstances dictate otherwise, accept the transfer of land in satisfaction of the payment of rates, charges and accrued interest for which it has no useful purpose or where, in the opinion of Council, any condition or liability attached to the land or its use or development would be detrimental to Council and the community’s interests, or would result in an obligation being placed upon Council to commit unreasonable amounts of its resources on a one-off or on-going basis. All land accepted as a transfer in satisfaction of the payment of rates, charges and accrued interest shall be classified as operational land except where otherwise required by legislation to be classified as community land. With Respect to the Transfer of Goods, Services, In-Kind or Barter In Lieu of Payment: Council shall not accept the transfer of goods, services, in kind or barter in lieu of payment of debt except where expressly provided for within legislation. 12. OTHER SPECIFIC RESPONSIBILITIES OF PAYMENT DEFAULTERS WITH PAYMENT ARRANGEMENTS These include, but are not limited to: Maintaining regular contact with Council and advising of any applicable changes in the payment defaulter’s circumstances (e.g. changed financial circumstances, potential events of payment default) or any other relevant matter or would reasonably be deemed relevant. 13. PAYMENT ARRANGEMENT DEFAULT Should a payment arrangement be defaulted upon, without an acceptable reason being provided by the payment defaulter to Council within a reasonable time, Council shall immediately commence legal action or pursue other actions to ensure there is a resolution of the debt.


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14. REPEATED PAYMENT ARRANGEMENT DEFAULT A payment defaulter having a history of more than two (2) incidents of payment default shall be deemed to be a person or business entity not exhibiting a genuine commitment to extinguish the debt. In such cases, Council reserves the right to proceed immediately to legal action or other actions to ensure there is a resolution of the debt. 15. LEGAL ACTION Relevant Legislation Council’s power to pursue recovery of rates and charges is set out principally but not necessarily exclusively under the Local Government Act 1993, as amended:

Part 2, Division 1, Section 695 - Suing for debts, and;

Part 2, Division 4 - Legal proceedings for the recovery of rates and charges. Policy Item Should any debt owed to Council not be paid in full or an arrangement satisfactory to Council not been entered into by the payment defaulter by the due date of a final notice or other approved document for the purpose, Council shall either:

Commence action to pursue debt recovery through the available legal options at its disposal having regard to the procedures and processes pertaining to the relevant court(s) of jurisdiction, or;

Commence other actions to ensure there is a resolution of the debt. 16. OTHER ACTIONS TO ENSURE THERE IS A RESOLUTION OF THE DEBT 16.1 ISSUING OF A NOTICE UPON THE OCCUPIER Relevant Legislation The provisions with respect to having rent in respect of the land paid by the occupier to Council as it falls due in satisfaction of the rate, charge or judgment are set under the Local Government Act 1993, as amended:

Section 569 - Liability of the occupier.


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Policy Item Where the conditions as set out in Section 569 apply, Council shall issue a notice, in an approved format, upon the occupier to have their rent paid to Council in satisfaction of the rate, charge or judgment related to the owner’s debt. 16.2 FIXING OF THE AMOUNT OF RATES AND CHARGES ABOVE WHICH ANY INDIVIDUAL RATE OR CHARGE MAY BE WRITTEN OFF ONLY BY RESOLUTION OF COUNCIL Relevant Legislation The procedures for the writing off of rates, charges and accrued interest are set out principally but not necessarily exclusively under the Local Government Act 1993, as amended:

Section 567 - Writing off of accrued interest;

Section 583 - Writing off of pensioners rates and charges;

Section 584 - Ending of concessions; and

Section 607 - Writing Off of rates, charges and accrued interest;

and the Local Government (General) Regulation 2005:

Section 130 - Additional circumstances in which rates or charges may be written off (Section 607),

Section 131 - Procedures for writing off rates and charges, and;

Section 132 - Details of written off rates and charges to be included in annual report. Policy Item The General Manager is authorised to issue written orders of the General Manager to write off rates and charges of $500 or less (or other amounts as determined by a separate resolution of Council from time-to-time) in accordance with the Local Government (General) Regulation 2005:

Section 131 - Procedures for writing off rates and charges. The General Manager shall furnish to Council a list of proposed rates, charges and accrued interest, as required, to be written-off by Council in accordance with the Local Government Act 1993, as amended:

Sections 567 - Writing off of accrued interest;

Section 607 - Writing off of rates, charges and accrued interest; and with the Local Government (General) Regulation 2005:


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Section 130 - Additional circumstances in which rates or charges may be written off (Section 607);

Section 131 - Procedures for writing off rates and charges. 16.3 FIXING OF AN AMOUNT ABOVE WHICH DEBTS (OTHER THAN RATES OR OTHER CHARGES) TO COUNCIL MAY BE WRITTEN OFF ONLY BY A RESOLUTION OF COUNCIL Relevant Legislation The procedures for the writing off of debts (other than rates and other charges) are set out principally, but not necessarily exclusively under the Local Government (General) Regulation 2005:

Section 213 - Restrictions on writing off debts to a Council. Policy Item The General Manager is authorised to issue written orders to write off debts (other than rates and other charges) of $500 or less (or other amounts as determined by a separate resolution of Council from time to time) in accordance with the Local Government (General) Regulation 2005:

Section 213 - Restrictions on writing off debts to a Council. The General Manager shall furnish to Council a list of proposed debts (other than rates and other charges), as required, to be written off by Council and in accordance with the Local Government (General) Regulation 2005:

Section 213 - Restrictions on writing off debts to a Council. 16.4 CONSIDERATION FOR WRITING OFF ACCRUED INTEREST DUE TO

PERSONAL HARDSHIP OR FOR REASONS BEYOND A PERSON’S CONTROL

Relevant Legislation The provisions with respect to writing off accrued interest due to personal hardship or for reasons beyond a person’s control are in accordance with the Local Government Act 1993, as amended:

Section 567 - Writing off of accrued interest.


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Policy Item All applications for personal hardship or for reasons beyond a person’s control shall be implemented in accordance with Council’s Hardship Policy. 16.5 SALE OF LAND FOR UNPAID RATES AND CHARGES Relevant Legislation The procedures for the sale of land for unpaid rates and charges are set out principally, but not necessarily exclusively, under the Local Government Act 1993, as amended:

Division 5 - Sale of Land for Unpaid Rates and Charges, Sections 713 to 726 inclusive;

and the Local Government (General) Regulations 2005:

Section 133 - Sale of Land to Recover Overdue Rates and Charges. Policy Item With respect to the Local Government (General) Regulations 2005 - Section 133 (g): The only “arrangement satisfactory to Council” shall be payment in full unless the payment defaulter:

Is a beneficiary of an estate held in the deceased payment defaulter’s name and can show evidence or other proof(s) before the time fixed for the sale that it was not reasonable for him/her to be aware of, or made aware of, by other beneficiaries or interested persons, of the debt.

Has suffered incapacity due to illness or injury rendering the payment defaulter unable to deal with his/her affairs, or which made it impracticable for him/her, or others, to do so and can furnish medical or other relevant evidence or proof to that effect before the time fixed for the sale.

Is the Crown. The Local Government Act 1993, as amended, Section 714 - Estates and Interest of the Crown in Land, stipulates that the estates and interests of the Crown in land cannot be offered for sale.

The necessary evidence or proof to suspend proceedings for sale of land by the time fixed for the sale must be received by the General Manager in a reasonable time in order to allow the General Manager the ability to perform the necessary examinations of the submitted evidence or proof.


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Should the General Manager not receive the necessary evidence or proof within a reasonable time, or is unable to readily examine the evidence or proof by the time fixed for the sale, or determines that the evidence or proof is deficient in some way, Council shall proceed with the sale. 16.6 WATER SUPPLIES Relevant Legislation The cutting off or restricting of water supply for unpaid rates or charges with respect to water supply is set out principally but not necessarily exclusively under the Local Government (General) Regulations 2005:

Section 144 - Cutting-off or restricting water supply. Policy Item Restriction of Water Supply A final notice or other approved document for the purpose with respect to water consumption shall include a “Notice of Intent to Restrict Water Supply” within seven (7) days if payment is not made in full or an arrangement satisfactory to Council entered into. Upon expiry of the seven (7) days, if neither payment in full has been made, or an arrangement satisfactory to Council has been entered into, Council shall restrict the water supply. A Water Meter Restrictor Fee shall be issued to the defaulting owner of the property, in accordance with Council’s current Schedule of Fees and Charges. The water meter restrictor fee, together with the water consumption debt, must be paid in full, or an arrangement satisfactory to Council be entered into, prior to the removal of the water meter restrictor. 16.7 PRIVATE WORKS Relevant Legislation The processes and procedures related to private works are set out principally but not necessarily exclusively under the Local Government Act 1993, as amended:

Section 67 - Private works.


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Policy Item Private works, not exceeding $10,000, must be paid in full prior to the work being performed by Council and its staff. Private works exceeding $10,000 may be paid in advance, or the customer must provide Council with a bank guarantee with the account to be settled within 30 days of completion of the works. Private Works exceeding $250,000 shall be referred to Council by way of a report in order for Council to consider the payment method on merit. Council reserves the right not to proceed, or to suspend other private works in which Council has been engaged by a payment defaulter, until such time as payment of any Council debt has been made or an arrangement satisfactory to Council has been entered into. 16.8 GENERAL DEBTORS Relevant Legislation The procedures and processes related to the setting of approved fees for goods and services are set out principally, but not necessarily exclusively, under the Local Government Act 1993, as amended:

Part 10 - Fees. Policy Item Council shall require a person or business entity to pay for goods or services prior to receiving the goods or services where a person or business entity has overdue amounts owing to Council, or has exhibited a repeated default history, or has had a previous debt written off by the General Manager, or by a resolution of Council. 16.9 OTHER DEBT ARISING FROM STATUTE Relevant Legislation The processes and procedures related to other debts arising from statute are set out principally but not necessarily exclusively under the Local Government Act 1993, as amended:

Section 141 - Council’s response to submission of particulars of work by owners;

Section 354A - Ministerial approval for certain termination payments to senior staff; and

Section 438 - Recovery of amount surcharged.


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Policy Item Costs or monies pertaining to other provisions of the Local Government Act 1993, as amended, and Local Government (General) Regulation 2005 or other relevant Acts or Regulations, which become debts or subject to recovery under those provisions, shall be pursued in accordance with:

Legislation or;

The terms and conditions of a contract or other agreement or provisions of a service or;

Other relevant policy or;

This policy. 16.10 FUNDED SERVICE Where Council provides a service on behalf of, or jointly with, a funding body, the users of such service shall be subject to a cancellation fee where sufficient notice of cancellation by the user is not provided, except where otherwise excluded by legislation, the terms and conditions of a contract or other agreement or provisions of a service. The cancellation fee shall be raised as a debt to the user. The amount of the cancellation fee shall be determined by:

Legislation or;

The terms and conditions of a contract or other agreement of provision of a service or;

Council. The payment in full or the entering into an arrangement satisfactory to Council to pay the debt shall be a mandatory pre-requisite for a service being provided to a user. Council shall pursue debt recovery in accordance with the relevant legislation, the terms and conditions of a contract or other agreement or the provisions of a service, or this policy where applicable. Where a user has a cancellation history of more than two (2) incidents without an acceptable reason being provided by the user to Council, the cancellation fee shall be required to be paid at the time of requesting the service and be a pre-condition for a service being provided to a user. Where a user has a cancellation history of more than two (2) incidents without an acceptable reason being provided by the user to Council, Council reserves the right not to provide the service to the user.


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16.11 RESIDENTIAL TENANCY Relevant Legislation In New South Wales, the main pieces of legislation that outline the rights and responsibilities of those in the public and private residential tenancy market are the:

Residential Tenancies Act 1987;

Landlord and Tenant (Rental Bonds) Act 1977;

Residential Parks Act 1998; and

Consumer, Trader and Tenancy Tribunal Act 2001; and more broadly:

the Law of Contract. Policy Item Where a tenant has defaulted upon the payment of rent, or the payment of reimbursement for damages or repairs or loss of an item of Council property, or a financial penalty for a breach of contract or agreement, Council shall pursue debt recovery in accordance with the relevant legislation, or the terms and conditions of a contract or other agreement, or the provisions of this policy where applicable. 16.12 COMMERCIAL LEASING Relevant Legislation In New South Wales, the main pieces of legislation that outline the rights and responsibilities of those in the commercial leasing market are the:

Retail Leases Act 1994; and more broadly:

the Law of Contract. Policy Item Where a lessee has defaulted upon the payment of lease fees, or the payment of reimbursement for damages or repairs or loss of an item of Council property, or a financial penalty for a breach of contract or agreement, Council shall pursue debt recovery in accordance with the relevant legislation, or the terms and conditions of a contract or other agreement, or the provisions of this policy where applicable.


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16.13 WITHHOLDING PAYMENTS FOR GOODS AND SERVICES PURCHASED FROM PAYMENT DEFAULTER

Council reserves the right to withhold payment, or a part thereof equivalent to the total amount of the debt, for goods or services that it has purchased from a payment defaulter until such time as Council receives:

Payment in full or;

An arrangement satisfactory to Council has been entered into or;

Council receives a written instruction or agreement from the payment defaulter to apply that payment to extinguish the debt to Council or;

Other lawful instructions. 16.14 EMPLOYEES OF COUNCIL Where Council is unable at law to pursue debt recovery related to an employee, the General Manager shall suspend any further credit to the employee until the employee has resolved the debt. In cases where Council has written off a debt related to an employee, no further credit shall be extended to that employee. In cases where damage, repair or loss of an item of Council property is involved with an employee, the General Manager shall pursue counselling, disciplinary procedures, suspension from duty, or dismissal actions where the circumstances satisfy the criteria for such actions. 17. IMPLEMENTATION/COMMUNICATION

It will be the responsibility of the Manager of Finance Chief Financial Officer to induct staff into this Policy where required. Revised versions of the Policy that contain significant changes will be communicated to all relevant staff by the Manager of Finance Chief Financial Officer. ……………………………….. …………………………. General Manager Date


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Grievance Resolution Policy


13.09/10

11.10/08

MEETING: 26 September 2013

23 September 2010

23 October 2008

AIMS

The aims of the Grievance Resolution Policy are to:

Provide a mechanism by which aggrieved employees may receive prompt, fair and consistent consideration of their complaints;

help resolve employment problems within the organisation in a spirit of fairness and co-operation; and

minimise grievances by taking early preventative or corrective action. DEFINITION OF A GRIEVANCE OR DISPUTE

A grievance or dispute is deemed to exist when an employee alleges that they have been treated unfairly by Council or another employee on workplace or work-related issues. This definition includes a potential dispute or grievance. RELATED LEGISLATION / AWARDS

Local Government (State) Award 2010 2014. GRIEVANCE RESOLUTION MECHANISM

Council will establish a procedure to address the resolution of grievances in a prompt, fair and consistent matter (Appendix A – Grievance Resolution Procedures). If a dispute or grievance is found to have substance, Council will undertake remedial or corrective action without delay so that the possibility of a recurrence is eliminated or minimised. As far as is practicable, work practices shall continue as normal while an alleged grievance or dispute is in the process of being resolved. Parties have a responsibility to resolve grievances by conciliation. If "in-house" attempts to resolve a grievance are not working, external mediators with recognised expertise may be called upon to assist in resolving grievances. If a grievance is found to be frivolous, vexatious or contrived, the employee(s) involved may be subject to disciplinary action.


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If a grievance or dispute is found to have arisen as a result of misconduct, the supervisor dealing with the matter must refer it to the relevant department head for appropriate action, which may include disciplinary action. APPLICABILITY

This policy applies to any employment-related grievances for which there are no alternative resolution procedures. IMPLEMENTATION / COMMUNICATION

This Policy and associated Procedures will be communicated to all new staff as part of their induction. Revised versions of the Policy and Procedures that contain significant changes will be communicated to all relevant staff by the Human Resources Section. New versions that contain only minor or inconsequential changes will be distributed to managers for highlighting at team meetings. The Manager of Administration and Human Resources will monitor overall compliance across Council to ensure correct implementation. VARIATION AND REVIEW

This Policy shall be reviewed bi annually every three (3) years, or earlier if required. Council reserves the right to vary or revoke this Policy at its discretion. ……………………………….. …………………………. General Manager Date


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Appendix A: Grievance Resolution Procedures

What Is a Grievance?

A grievance means any type of problem, concern or complaint about work or the work environment. For example, employees could have a grievance about: • transfer or promotion • staff development or training availability • rosters or hours of work • wage or salary levels • leave allocation • the work environment • safety in the workplace • the nature of supervision • performance appraisal • discrimination or harassment Council recognises that employees can’t do a good job, or be fully productive, if they feel management or anyone else is treating them unfairly, discriminating against them or harassing them. Important Points Confidentiality

Only the people directly involved in the grievance, or in sorting it out, can have access to information about an employee’s grievance. Information only goes on an employee’s personnel file if they are disciplined as part of sorting out the grievance. Impartiality and Procedural Fairness

All parties will get a chance to tell their side of the story and have access to support or representation if they want or need it. They will have reasonable and adequate time to gather evidence, nominate witnesses, arrange for a support person, and obtain independent advice or support from relevant external agencies or unions.

No one will make any assumptions or take any action (other than reasonable managerial actions required to manage the immediate situation or facilitate an investigation) until all relevant information has been collected and considered.


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Freedom from Unfair Repercussions or Victimisation

Council will take all necessary steps to make sure that employees involved in a grievance are not victimised by anyone for coming forward with the grievance or for helping to sort it out. Any victimisation will be disciplined. However, if employees use this grievance procedure to lie about someone they too can be disciplined. Of course, if Council decides that there is a need to take disciplinary action against someone for breaching any of its policies or standards, then it will do so. However, this will be done fairly and consistently. Resolution of Grievances with a Minimum of Fuss

Council aims to sort out all grievances at the lowest level possible with the minimum of fuss. In many cases grievances can be sorted out by agreement between the parties involved with no need for disciplinary action. Sensitivity

The people who help sort out grievances have been specially trained to treat all grievances sensitively. Employees won’t be laughed at or treated badly for making a grievance or for explaining their side of the story. Time Frame

Council aims to deal with all grievances as quickly as possible. There are time limits for the different stages. Council aims to sort out all grievances within four weeks, if at all possible. Most grievances can be sorted out even faster than this.


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What to do if you have a grievance

What to do When

Step 1 If you can, try to sort it out yourself with the person or people involved. You may find that they didn’t mean to do what they did.

Do this as soon as possible.

Step 2 If: • you aren’t sure how to handle the problem yourself, or • you just want to talk confidentially about the problem

with someone and get some more information about what you can do,

talk to any one of the grievance contact/support officers. See below for more about what they do and for a list of contact/support officers.

Do this as soon as possible. The contact/ support officer must speak with you as soon as they can and preferably on the same day you ask to see them.

Step 3 To get the grievance sorted out, go to see: • your supervisor, or if you don’t want to see them, • your manager, or if you don’t want to see them, • any other supervisor or manager within your

department, who is at a higher level than you, or anyone in human resources.

For what they will do see below.

Do this as soon as possible. The person you see must get full information from you as soon as possible. Unless there is a very good reason they must do this within two working days. They must then sort out the grievance as fast as possible — see below for more information on time limits.

Step 4 If you are unhappy with the way the grievance is being, or has been, dealt with, you can appeal to: • the manager of the person who was/is dealing with your

grievance, or if you don’t want to see them • any other more senior manager or member of human

resources. For what they will do see below.

Do this as soon as possible. Council aims to have any appeal sorted out as quickly as possible.

Step 5 If you are still unhappy, you can get advice from any relevant external agency, for example: • the NSW Anti-Discrimination Board • the Australian Human Rights Commission • the NSW Industrial Relations Commission • the Australian Industrial Relations Commission See below for contact numbers.

Do this as soon as possible. Each agency will tell you what their time limits are.


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What will a grievance contact/support officer do? Grievance contact/support officers are ordinary employees who volunteered for this job. They have been trained to help anyone who has, or thinks they may have, a grievance. A contact/support officer can give employees confidential advice about the best way to tackle their grievance and where they can go if they need more help. A contact/support officer is not allowed to investigate or deal with an employee’s grievance. However, they can go with the employee to see someone who can sort it out for them. For a list of contact officers see below. What will the person dealing with an employee grievance do? Wherever practical, within two working days of an employee approaching them they will: 1. Get full information from the employee about their grievance and what will sort it out

as far as the employee is concerned. 2. Explain how the rest of the grievance procedure works (including what will be done

to protect the employee from victimisation). They will also refer the employee to people who can provide them with support or representation, if they need either of these.

3. Decide if they are the appropriate person to continue handling the grievance — they

may be too junior in the hierarchy, too biased or seen to be too biased, to handle the grievance. If they can’t handle it they will refer the employee to another appropriate supervisor / manager / grievance handler. That person will talk with the employee and then continue the process as described below.

Wherever practical, within two working days of the employee interview with them they will: 4. Put the information they’ve received from the employee to the other person/s and get

their side of the story. Wherever practical, within one week of interviewing the other person/s, and no later than four weeks from the date the employee first approached the grievance handler they will: 5. Work out whether the matter(s) alleged in the employee’s grievance is serious

enough to be disciplinary: see under ‘What are the possible outcomes?’ below. 6. Work out whether they now have enough information to know whether the matter(s)

alleged in the grievance did or didn’t happen.


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7. If they don’t have enough information to know whether the matter(s) alleged in the grievance did or didn’t happen, and the allegation or counter-allegation is serious enough to be disciplinary, they may need to speak to witnesses. If there are no witnesses, they may need to refer the grievance to Human Resources staff to decide what to do about it.

8. If they decide to speak to witnesses, they will do this very carefully, so as not to

breach confidentiality. They won’t speak to any more witnesses than they need to speak to.

9. Decide how the grievance should be resolved (dealt with) and let everyone involved

know. They will do this in the following way:

• When the grievance involves an allegation of a non-disciplinary or minor disciplinary nature, and the main facts are not in dispute, they will ‘mediate’ it. This means they will help all parties involved in the grievance come to a joint agreement about how the grievance should be resolved.

• When the grievance involves an allegation of a non-disciplinary or minor

disciplinary nature, and the main facts are in dispute, they will:

Inform all parties involved about what might have happened had the grievance been proven one way or the other

Inform both parties involved about the disciplinary consequences of any further victimisation

Inform both parties involved about their right to appeal Consider the need for staff training in particular policies or standards Monitor developments.

• When the grievance involves an allegation of a more serious nature they (or a

more Senior Manager) will work out whether, on the ‘balance of probability’, the unjustified treatment, discrimination or harassment did or didn’t happen. They will then make a management decision about how the complaint should be resolved, in consultation with Council’s Manager of Administration and Human Resources. This will usually involve a disciplinary measure against one or more employees. The type of discipline will obviously depend on the level of breach/problem that has happened. Discipline could range from a verbal apology for a less serious incident, through to dismissal for a very serious incident or series of incidents. Discipline will be imposed in a fair and consistent manner across the organisation: see under ‘disciplinary action’ below for more about what type of discipline to expect.

10. Consider if there is a need to use a mediator to help everyone readjust to working

effectively together.


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For the next few months they will: 11. Monitor the outcome to make sure there are no further repercussions. What are the possible outcomes? Joint agreement

Many grievances will be able to be settled by joint agreement between the parties involved in the grievance. No records or notes will go on anyone’s personnel file. The contact/support officer and person who handled the grievance will write a confidential report. This report will be filed in a confidential grievance filing system within human resources. Only Senior Managers and the Manager of Administration and Human Resources will have access to this, and only when necessary. Not enough proof to be able to act

If there is not enough proof to work out who is telling the truth, no disciplinary action will be taken. Instead, Council may decide to: • keep a closer watch on the people involved • consider wider staff training on the particular policy or standard involved • take other appropriate action. Of course, anyone involved in the grievance has a right to appeal: see under ‘How will the appeal work?’ below. No records or notes will go on anyone’s personnel file. The contact/support officer and person who handled the grievance will write a confidential report. This report will be filed in a confidential grievance filing system within human resources. Only Senior Managers and the Manager of Administration and Human Resources will have access to this, and only when necessary. Disciplinary action

If the person sorting out the grievance decides that there has been a breach of one of Council’s policies or standards, the person or people who breached the standard or policy may be disciplined. If an employee grievance consists of lies, the employee can be disciplined. If the parties that the grievance is against are found to have committed a breach of one of Council’s policies or standards, they can be disciplined.


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The level of discipline will depend on such things as: • the seriousness of the breach • whether the employee knew what they were doing and intended to do it • whether the employee has been officially warned or disciplined before about this type

of breach • whether there are any circumstances that mean the employee should not be

disciplined at all, or not disciplined so seriously Discipline could involve, but is not limited to, one or more of the following: • a written apology • counselling • an official warning • loss of promotion rights or wage/salary increases for a specified period • transfer or demotion • dismissal Policy Number HR.8.04 “Unsatisfactory Performance/Disciplinary Procedures Policy” located in Council’s Human Resources Policy Statement Register, specifies the types of behaviour that can lead to dismissal. A record of the grievance and the resulting disciplinary action will be placed on the personnel file of the employee who is disciplined. The contact/support officer and grievance handlers will also send all their notes and a copy of the record of the grievance to the person in charge of the confidential grievance filing system within human resources. How will the appeal work? The person who handles an appeal will generally ‘rehear’ the grievance, by going through the same steps as the person who handled the original grievance. However, they may decide to interview more witnesses if they think they will be able to help. They may confirm the original decision or overturn it. In addition, if they believe any contact/support officer or the original grievance handler mishandled the grievance in a way that breaches this grievance procedure, they may recommend disciplinary action against that person. Who else can help? At any time during a grievance an employee can get legal advice from their union representative or any other legal representative. If an employee wants to bring a union or legal representative to any grievance meeting they can do this.


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Employees can also get confidential support and advice from any of the contact or support officers at any time during the grievance. Employees can get advice from one of these people if they are the person who has the grievance or if they are the person who has been ‘accused’ of doing something wrong. In addition, at any time during an employee’s grievance they have the right to contact an external agency for advice or help. Employees can also do this if they are unhappy with the way the grievance has been resolved. Agencies that may be able to help are: NSW Anti-Discrimination Board 175 Castlereagh Street SYDNEY NSW 2000 (PO Box A2122 Sydney South NSW 1235) ph (02) 9268 5555 fax (02) 9268 5500 *TTY (02) 9268 5522

84 Crown St WOLLONGONG NSW 2500 ph (02) 4224 9960 fax (02) 4224 9961 TTY (02) 4224 9967

Level 1, 414 Hunter St NEWCASTLE WEST NSW 2302 ph (02) 4926 4300 fax (02) 4926 1376 TTY (02) 4929 1489

Enquiries Line/Employers Advisory Service — ph (02) 9268 5544 Toll free number 1800 670 812 if you are calling from outside the Sydney area Website: www.lawlink.nsw.gov.au/adb

Australian Human Rights Commission Picadilly Towers 8/133 Castlereagh St Sydney 2000 ph (02) 9284 9600 fax (02) 9284 9611 toll free 1300 656 419 TTY 1800 620 241 NSW Industrial Relations Commission 50 Phillip St Sydney NSW 2000 ph (02) 9258 0080 fax (02) 9258 0058 Australian Industrial Relations Commission Level 8, Terrace Towers 80 William St East Sydney 2011 ph (02) 9332 0724 fax (02) 9380 6990 Website: airc.gov.au

United Services Union Level 7, 321 Pitt Street Sydney 2000 ph (02)9265 8211 fax (02) 9261 2265 toll free 1300 136 604 Website: www.usu.org.au


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Human Resources Contacts

Peter Sayers (Manager of Administration & Human Resources) Phone: 6730 2302 Email: [email protected] Helen Stapleton (Pay Officer) Human Resources Officer (Payroll) Phone: 6730 2303 Email: [email protected] Internal Grievance Contact/Support Officers

Ron Webel (Aged & Disability Services) (Life Choices – Support Services) Phone: 6730 2437 0447 601 961 Email: [email protected] [email protected] Leah Keelan (Library & Learning Centre) Phone: 6730 2607 Email: [email protected]

Cathi Tibbs (Infrastructure Services) Phone: 6730 2371 Email: [email protected] Graham Archibald (Recreation & Open Spaces) Phone: 6730 2364 Email: [email protected] Mark Laing (Recreation & Open Spaces)

mailto:[email protected]








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GLEN INNES SEVERN COUNCIL WORKING FROM HOME POLICY


26.02/11

MEETING: 22 August 2013

24 February 2011

Glen Innes Severn Council is committed to creating a workplace that is family friendly and supports appropriate flexible work practices to assist staff to balance their work and personal lives. As part of this commitment, Council will provide employees with opportunities to work from home under circumstances where it is appropriate to do so. AIMS

The aims of this Policy are to:

provide employees with increased flexibility to meet personal, carers and family commitments;

outline the underlying principles for working at home and how applications to work at home will be dealt with;

provide guidelines and standards to ensure the safe and productive performance of home based work; and

improve workplace productivity in the completion of urgent work projects. WORKING FROM HOME

This Policy has been developed to provide flexibility to both the workplace and employees; however, it should be acknowledged that the designated Council workplace is, and will remain; the primary place of work and that working at home arrangements will only be approved in certain circumstances. Under no circumstances are employees to be directed or compelled to work from home. Working from home arrangements shall be by agreement and for a pre determined fixed term. All arrangements to work from home will be made in accordance with Glen Innes Severn Council’s Working from Home Agreement.

APPLICABILITY

This Policy applies to all full-time and part-time employees of Council. Due to the nature of their employment, casual or contracted employees are not covered by this Policy.


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IMPLEMENTATION / COMMUNICATION

This Policy will be communicated to all new employees who are affected by it as part of their induction. Revised versions of the Policy that contain significant changes will be communicated to all relevant staff by the Work Health and Safety Coordinator. New versions that only contain minor or inconsequential changes will be distributed to managers for highlighting at team meetings. VARIATION AND REVIEW

This Policy will be reviewed every two (2) three (3) years. Council reserves the right to vary or revoke this Policy. ……………………………….. ..………………………. General Manager Date


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WORKING FROM HOME AGREEMENT

INTRODUCTION The purpose of this Working from Home Agreement is to formalise the arrangement between Glen Innes Severn Council and (employee’s name) (the employee) to enable the employee to perform duties as detailed within this Agreement from the employee’s home based worksite. DEFINITIONS Home based worksite: The term “home based worksite” refers to the area designated within the employee’s residence within which the employee will perform his/her Council duties when approved to do so under this Agreement. Council designated workplace: The term “Council designated workplace” refers to the usual place of work at which the employee performs his / her duties when not performing duties under the provisions of this Working from Home Agreement. Urgent access: “Urgent access” is that necessary for the employee’s supervisor / manager or other designated person to enter the employee’s home based worksite without prior arrangement. Such access may be necessary on occasions as detailed within this Agreement. Non-urgent access: “Non-urgent access” is that necessary for the employee’s supervisor / manager or other designated employee to enter the employee’s home based worksite after having provided 24 hours prior notice to the employee. RELEVANT DOCUMENTS

Glen Innes Severn Council Working from Home Policy;

Glen Innes Severn Council Code of Conduct;

Glen Innes Severn Council Work Health and Safety Policy;

Glen Innes Severn Council Work Health and Safety Management Plan;

Glen Innes Severn Council Workplace Injury Management and Return to Work Policy;

Glen Innes Severn Council Computer Usage Policy;

NSW Carers Recognition Act 2010;

Local Government (State) Award 2010 2014;

NSW Work Health and Safety Act 2011.

GENERAL TERMS AND CONDITIONS The terms and conditions detailed within this Agreement and all other provisions contained within Council’s Working from Home Policy apply to this Working from Home Agreement unless specifically stated otherwise within this Agreement.


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LOCATION OF HOME BASED WORKSITE The home base worksite to which this Agreement applies is located at (insert address) and is the area being (insert location of proposed home based worksite). CONTACT DETAILS It is agreed that for the purpose of contacting the employee during the working hours agreed under this Agreement, the telephone number(s) to be used is (insert telephone number/s). For the purpose of disseminating information, written instructions, etc from Council to the employee, the following means are to be used: (insert appropriate details). DURATION OF AGREEMENT This agreement comes into effect on (insert date) and will remain in force until (insert date) unless otherwise terminated in accordance with provisions of this Agreement. DUTIES TO BE PERFORMED While working under the terms and conditions of this Agreement, the employee will perform the following duties: (insert list of duties to be performed). Notwithstanding the above, Council may direct the employee to carry out such additional duties that are within the limits of the employee’s skills, competence and training. HOURS OF WORK It is agreed that, while this Agreement is in force, the employee will work the following arrangement of hours: Home Based Worksite: (insert details of hours and days to be worked at the home based worksite). Council Designated Workplace: (insert details of hours and days, if any, that the employee will work at the Council Designated Workplace). It is agreed that the arrangement of hours prescribed within this Agreement may be varied by agreement and / or a different arrangement of hours to that prescribed within this Agreement may be agreed between management and the employee. Any agreement to alter the arrangement of hours as provided for in this Agreement must be genuine and with no compulsion to agree, and must be in writing and signed by both parties.


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SUPERVISION While working under the terms and conditions of this home based work agreement, the employee’s supervisor will be (insert name and/or job title of supervisor/manager) and the employee will remain a member of the (insert section and department). RECORD OF HOURS WORKED (insert details of how the employee is to record and report hours of work). WORK PERFORMANCE AND MEASUREMENT

(insert details of how work performance will be measured and any agreed or required objectives to be achieved). CONTRACTING OUT The employee is prohibited from contracting out his or her work or any portion of his or her work. ACCESS RIGHTS The employee agrees, during the life of this Agreement, to allow access by Council’s management or other authorised employee(s) and / or agents of Council, to the employee’s home based worksite for work related purposes. The employee agrees to allow the employer right of urgent access for:

Maintenance of faulty equipment;

Work health and safety purposes;

Urgent security and audit purposes; and

(insert other purposes as agreed between Council and the employee) The employee agrees to allow the employer right of non-urgent access for:

Routine maintenance of equipment and supplies;

Assessing and monitoring security arrangements for equipment and documents;

Routine work health and safety assessments;

Supervision; and

(insert other purposes as agreed between Council and the employee) OBLIGATION TO ATTEND DESIGNATED WORKPLACE The employee acknowledges and agrees that Council may require the employee to attend his or her Council designated workplace during working hours established under this Agreement and that costs incurred in travelling to or from the designated workplace shall borne by the employee.


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FURNITURE, EQUIPMENT AND SUPPLIES It is agreed that, during the life of this Agreement, the employee will provide the following furniture, equipment and supplies at no cost to Council in relation to the supply, maintenance, repair and / or depreciation of the listed furniture, equipment and supplies: (insert details of furniture, equipment, plant and supplies to be provided by the employee) It is agreed that, during the life of this Agreement, Council will provide the following furniture, equipment and supplies at no cost to the employee in relation to the supply, maintenance, repair and / or depreciation of the listed furniture, equipment and supplies:

Small First Aid Kit, as used in Council motor vehicles;

Notices for display in accordance with the provisions of workers compensation and Work Health and Safety legislation; and

(insert further details of furniture, equipment, plant and supplies to be provided by Council)

It is further agreed that, during the life of this Agreement, Council is responsible for:

Provision of stationery and expendables to the employee at no cost to the employee to enable the employee to perform the duties of his or her home based work activities.

Reimbursement of costs to the employee for work related telephone calls and other work related out of pocket expenses in accordance with the provisions of the Local Government (State) Award.

Payment of an allowance per kilometre in accordance with the Local Government (State) Award when the employee uses his or her private vehicle for travel on official business at Council’s direction. Travel between the employee’s home based worksite and the Council designated workplace is excluded from this provision.

Equipment provided by Council will be covered by the Council’s insurance. Council will take responsibility for the repair or replacement of damaged or stolen Council equipment in the event of theft or damage (provided the home based work site has security arrangements in place and operating which are commensurate with that expected by home insurers for their suburb / town). Where loss or damage is from circumstances peculiar to the home based worksite, i.e. damage by children or pets, the staff member working at home will reimburse Council for the repair or replacement of any equipment supplied by Council. Council is not responsible for loss or damage to the employee’s own equipment or premises. Upon expiration of this Working from Home Agreement all furniture, plant and supplies provided to the employee by Council are to be returned to Council.


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WORK HEALTH AND SAFETY Prior to the Working from Home Agreement being approved, the employee must complete a Work Health and Safety (WHS) Self Assessment Checklist and submit the form to their manager. Where required the manager or WHS Coordinator will discuss any issues with the staff member to ensure that the home based worksite is safe. Approval to work at home will only be given where the necessary improvements to WHS (if any) have been made. Council is not responsible for the costs associated with compliance.

SECURITY OF COUNCIL PROPERTY AND INFORMATION The employee acknowledges and agrees that it is his / her responsibility to ensure that Council property, documents, information and records are properly secured and protected from unauthorised access and / or removal. The same level of security protection applied to computer equipment within the office is to be applied to any equipment used at the home based worksite as outlined in Council’s Computer Usage Policy. In particular the employee is responsible for the following:

Unless authorised by the relevant Director, documents containing personal or confidential information cannot be taken from the Council designated workplace.

The employee is responsible for ensuring that Internet security and anti-virus controls are in place, up to date, configured properly and operating (the Network Administrator may provide advice on setting up firewalls and anti-virus software; however, it is the responsibility of the user to ensure this is done properly).

The employee must not leave equipment, media or documents in places where family members or members of the public may gain access.

If required, portable computers must be provided with appropriate forms of protection such as passwords.

Manufacturer’s instructions regarding the protection of equipment shall be observed at all times.

The employee will either store information on his / her computer in such a way that only the employee can access it or on portable or other media that is kept secure at all times.

Security breaches or suspected breaches must be reported immediately to the employee’s supervisor as soon as practicable after the suspected breach occurs. The employee is also responsible for ensuring the same level of security protection applied to documents / information within the Council designated workplace is applied to all documents / information taken to the home based worksite by:


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Protecting the confidentiality and integrity of Council’s business information by ensuring any documents / information used at the home based worksite are secured at all times.

Ensuring documents / information are taken to the home based worksite only as required and are transported in a secure manner under plain cover and are not left behind on public transport or in public places.

Ensuring all office documents / information / equipment are returned upon the resignation of an employee.

Providing security arrangements at the home based worksite commensurate with that expected by home insurers for their suburb / town.

Employees should also take all reasonable measures to ensure that phone conversations conducted at the home based site are not overheard by any other parties. CUSTOMER CONTACT The employee acknowledges and agrees that, unless otherwise approved by the General Manager, any work-related appointment with a non-employee of Council is to take place at the Council designated workplace or a site that the employee would usually attend in the course of his or her normal work, e.g. a site requiring inspection for a development or construction certificate approval.

REPORTING OF ACCIDENTS / INJURIES Accidents / injuries occurring at the home based worksite are to be reported strictly in accordance with the requirements of Council’s incident / injury reporting procedures. TERMINATION OF THIS AGREEMENT This Agreement may be terminated prior to the agreed expiration date by:

mutual agreement between Council and the employee at any time prior to the expiration date,

either Council or the employee by providing the other party with one (1) week’s written notice of the intent to terminate the arrangement,

Council if the employee is required to undertake a rehabilitation program following a work related injury or illness, or

Council with 24 hour’s notice to the employee if the employee breaches any of the requirements in this Agreement.


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ACKNOWLEDGEMENTS AND AGREEMENT I, (employee’s name) acknowledge that I have received a copy of Council’s Working from Home Policy and Working from Home Agreement. I have read and understand the terms and conditions of Council’s Working from Home Policy and Working from Home Agreement and I certify that I have entered into this Agreement willingly and without duress. Signature of Employee: ______________________ Date: ____________________ Director’s comments and/or recommendation to approve: ______________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ Signature of Director: ________________________ Date: ____________________ The Working from Home Agreement that forms the basis of this Agreement is approved; Signature of General Manager: ________________ Date: ____________________

Photocopy of completed document to employee.

Original for employee’s file.


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ASSET / INFORMATION LIST To be completed by relevant manager and attached to the Agreement. The following is a list of assets and information that may be provided by either Council or the employee for use in performing work at the home based worksite.

Equipment/Asset

Description/Details

Council or Employee Provided

PC/laptop

Modem

Mouse

Mouse Pad

Software

Printer

Desk

Chair

Footrest

Fax

Other

Information Provided to the Employee

YES

NO

Copy of Working from Home Agreement

Copy of Working from Home Policy

Current Work Performance Plan

Position Description or Statement of Duties, if relevant

Council Policies and forms:-

Code of Conduct;

Grievance Resolution Policy

Incident/Near Miss/Injury Hazard / Incident report form

Other

Applicant’s Signature: ______________________ Date: ____________________ Manager’s Signature: _______________________ Date: ____________________


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Working from Home WHS Checklist Designated Home Based Worksite Describe by words, identifiable boundaries and/or diagram, the area of the employee’s residence which is to be the designated home based worksite. (Eg. Study, former bedroom 3, Lounge Room (north/west corner) etc). ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ Diagram (where necessary to identify the designated home based worksite)


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Layout Is there sufficient space for required tasks to be carried out? Yes No

Is there sufficient space for the equipment and the employee? Yes No

Is there sufficient general storage space? Yes No

Are materials and equipment that are used regularly stored within easy reach and between shoulder and mid-thigh height?

Yes No

Is there sufficient space around storage areas to enable easy and safe access?

Yes No

Workstation/s Is the workstation/desk adequately designed for tasks being performed?

Yes No

Is there sufficient space at the workstation for documents to be spread out within easy reach?

Yes No

Is there easy access to equipment such as telephone and keyboard?

Yes No

Is there adequate and safe height adjustability of work surfaces? Yes No

Do standing workstations/desks meet the needs of the user? Yes No

Is the computer adequate for the tasks being performed? Yes No

Is there adjustability for the screen brightness? Yes No

Is there adjustability of the screen height? Yes No

Is there a need for a footrest? Yes No

Is a document holder provided? Yes No

Has training been given to employees on exercises and pauses? Yes No

Housekeeping Are the floors of relevant passageways, corridors, storerooms or stairways kept free from obstruction?

Yes No

Are the floors of relevant passageways, corridors, storerooms or stairways properly maintained?

Yes No

Has management developed a system for quickly fixing or replacing faulty equipment?

Yes No

Are all filing cabinets, cupboards, stable (for example, attached to the floor or wall to prevent them falling over)?

Yes No

Are they sufficient for the needs? Yes No

Are they located clear of doors, corridors and frequently used passages?

Yes No

Are sharp corners of furniture and other fittings situated so as to Yes No


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avoid a hazard?

Is there equipment or a system to address fire (for example, smoke detectors, fire extinguishers)?

Yes No

Are there earth leakage circuit breakers in place? Yes No

Are the floors of relevant passageways, corridors, storerooms or stairways adequately illuminated?

Yes No

Does management ensure that all equipment is regularly maintained to manufacturer’s specifications?

Yes No

Lighting Is there sufficient lighting for the performance of tasks? Yes No

Is the employee able to control incoming natural lighting? Yes No

Is artificial lighting causing reflections from work surfaces or shadows over the task?

Yes No

Does the employee find they have tired, sore or irritated eyes at the end of a day?

Yes No

Air Quality Are there problems or complaints about temperature, draughts, odours or lack of fresh air?

Yes No

Does the employee suffer from dry, irritated, sore or irritated eyes at the end of the day?

Yes No

Does the workplace seem stuffy? Yes No

Noise Is it difficult to hear a normal voice within 1 metre distance? Yes No

Are there distracting or disruptive noises in the area? Yes No


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Based upon the information recorded above, what modifications/improvements are required to the home based worksite prior to enable approval of a working from home agreement? ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ Are the duties which the employee will perform suitable for a home based work arrangement? Yes No Additional Comment (where applicable). ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ What additional equipment, if any, will be necessary for the employee to safely undertake home based work? ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________ ___________________________________________________________________


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Photographs of work station taken on (insert date) or (add extra attachment, photographs etc, or delete page if unnecessary).


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TERMINATION OF AGREEMENT TO WORK AT HOME

To be completed by either the manager or employee working from the home based worksite

Please Print: I ......................................................... , ............................................... wish to terminate the (name) (party i.e. employee or manager) Working from Home agreement with ............................................................................ (party i.e. employee or manager) Reasons why you wish to terminate the agreement: ...................................................................................................................................... ...................................................................................................................................... ...................................................................................................................................... The Working from Home Agreement will cease from: ...................................................

Within one (1) week from when the other party has received this completed form.

Immediately

This notice can be waived by mutual consent of both parties. If both parties agree to terminate the Working from Home Agreement then the arrangement can cease at the date agreed by the parties. Council reserves the right to terminate this working from home agreement without notice in the event of a breach of discipline, failure to comply with agreed performance standards or for an information security breach. At the completion of a Working from Home arrangement the employee must return to the Council designated workplace on a permanent basis unless other arrangements have been agreed. Signature: _________________________________ (of party terminating agreement i.e. employee or manager) Date: _____________________________________


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GLEN INNES SEVERN COUNCIL Scores on Doors Policy

RESOLUTION NUMBER: MEETING:

INTRODUCTION

Scores on Doors is a scheme for disclosing the inspection result achieved by a food premises inspection. The Scores on Doors Scheme in NSW is intended to assess participating food businesses against food safety legislation with particular emphasis on those food handling practices known to be linked to foodborne illness. This assessment, using a standardised checklist and scoring scheme, will generate a star rating which is designed to be displayed in a prominent location within the premises. This allows consumers to make informed choices about the places where they eat out or from which they purchase food thereby encouraging businesses to maintain and improve their hygiene standards. The ‘Scores on Doors’ Scheme is designed to reward well performing businesses; it is an incentive for businesses to improve and maintain a high level of food hygiene without further stigmatising poor performing businesses. Additionally, it is designed to apply ‘market pressure’ on businesses to improve compliance and regulatory consistency. AIMS OF POLICY

This policy is designed to detail how Scores on Doors will work. It outlines the requirements of the Scheme in relation to food businesses and Council. The policy also provides consumers with an understanding of the workings of the Scores on Doors Scheme.

POLICY STATEMENT The Scheme only applies to certain medium and high risk retail food service businesses. These businesses must be processing and selling food in NSW that is:

ready-to-eat;

potentially hazardous (i.e. requires temperature control); and

for immediate consumption. These businesses include:

Restaurants;

Take away shops;

Pubs;


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Hotels;

Cafes;

Bakeries;

Clubs; and

Supermarkets selling hot food. The Scheme is not intended for delicatessens, low risk food premises or those serving pre-packaged food, for example service stations, butchers, green grocers, temporary markets, mobile food vending vehicles, or premises licensed by the NSW Food Authority. The Scores on Doors scheme uses the existing Council inspection program Council officers will use the programmed, unannounced inspection system currently in place to conduct the Scores on Doors inspections.

Businesses cannot opt out of the Scheme even if they are dissatisfied with their score. The results of any follow-up re-inspections or enforcement activity, further to an unannounced inspection, will not be used to generate or amend a Scores on Doors rating.

Council is not obliged to carry out any additional inspections solely for the purposes of the Scheme. Council can choose whether or not they will allow a further additional unannounced inspection to regrade a food business which is dissatisfied with its score and all issues have been rectified. A star rating is generated after an inspection After the Council officer completes the inspection check sheet, the points received by the business are added together and a corresponding star rating is assigned. The lower the point score received, the better the star rating. Standardised inspection check sheets are used During an inspection, food businesses participating in the Scores on Doors Scheme will be assessed using the standardised inspection check sheet, the Food Premises Assessment Report (FPAR). The content of the check sheet has been developed in consultation with NSW councils and is based on legislative requirements of the Food Standards Code (FSC). The FPAR is designed to be used as a checklist of compliance and features a scoring system whereby points are accrued for non compliance from which a star rating (3, 4 or 5 stars) will be determined. Points are issued for certain breaches related to risk, ranging from one (1) point (minor) to eight (8) points (critical). If a critical food safety issue is identified during the inspection, it is dealt with by the inspector as per the Council’s enforcement guidelines. Under these guidelines, Council officers use a range of enforcement tools depending on the severity of the issue. A variety of enforcement tools are available which range from


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warning letters through to penalty notices, prohibition orders, seizure orders and prosecution. Businesses identified as having a critical food safety issue are ineligible to display a star rating.

Points Rating Definition

0-3

Excellent

The business has achieved the top grade which means that it achieved the highest level of compliance with food safety standards.

4-8

Very Good

The business has very good food safety practices in place. Some minor areas where standards were not met will need to be addressed.

9-15

Good

The business has a good standard of food safety. A number of areas, although not serious, need to be corrected.

The businesses star rating is displayed on a certificate at the entrance to the premises The Council officer provides the business with a certificate which depicts the star rating achieved during the inspection. The certificate must be displayed at each public entrance to the food business and remains the joint property of the NSW Food Authority and Council. Only the official Scores on Doors Certificate may be displayed. Businesses should not display a false Certificate or one that is not the most recent. Council may identify Scores on Doors ratings on its web site but should not publish a rating if a review of it is underway and not yet concluded. The certificate will be provided by Council within seven (7) days of the inspection or can be issued on the spot. The Certificate includes an expiry date, and the Certificate must be displayed until the next routine inspection by Council unless the business is deemed ineligible to display the Certificate. The Scheme operates separately to the Name and Shame Scheme operated by the NSW Food Authority and will have no effect upon this latter scheme or upon the exercise of regulatory functions in relation to food safety. A business may appeal to Council to review its star rating Food businesses may seek a review of its star rating within seven (7) days of receiving the Certificate. The appeal must be made in writing to Council. In the appeal the proprietor(s) must specify what non-compliance they wish to appeal and the mitigating circumstances that may have resulted in the non-compliance. Council must determine the appeal within 14


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days of it being received. The review can be an internal desk review by a Council officer other than the inspector who conducted the initial assessment. A further inspection of the premises is not required. Examples of circumstances that may be considered in an appeal:

Emergency situations;

Structural issues that have arisen in the past seven (7) days;

Equipment faults that have occurred in the past 24 hours and have not resulted in a food safety issue;

Interpretation of FSC requirements. Examples of circumstances that will not be considered in an appeal:

Lack of knowledge on FSC requirements;

Issues with staff;

High risk food safety issues;

Long term issues.

Council should advise of the outcome of the review within 14 days of receipt of the review request. If Council's review results in an amended rating Council should issue a revised Certificate. Otherwise, it should notify that the score remains unchanged. Certain instances render businesses ineligible to display a star rating A food business is not eligible to receive or display a rating, regardless of the final points score, if: a) The ‘Authorised Officer’ takes enforcement action through issuing an:

Improvement Notice, or;

Penalty Notice, or;

Prohibition Order, or;

Seizure Notice, or;

Prosecution. b) The ‘Authorised Officer’ assigns a ‘critical’ breach (breach score of 8).

c) The inspection that is undertaken is only a ‘part’ inspection (i.e. completion of the full FPAR is not undertaken).

d) A food business is inspected due to a complaint and the complaint is substantiated or proven.

e) The Council officer becomes aware of a significant change in food safety standards at a premise.

If any of the above situations occur, the food business will be deemed ineligible to display its current rating and the rating display must be removed. It is recommended that Council conduct an unannounced inspection within three (3) months to re-determine the rating.


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APPLICABILITY This Policy applies to food businesses located in the Glen Innes Severn Local Government Area. VARIATION AND REVIEW The Scores on Door Policy shall be reviewed every three (3) years to ensure that it meets the requirements of legislation and the needs of Council, or earlier if deemed necessary. Council reserves the right to vary or revoke the Policy at its discretion. IMPLEMENTATION / COMMUNICATION Information regarding how the Scores on Doors Program will operate will be distributed to all applicable businesses prior to implementation in 2016, along with a media release. The Policy will be communicated to all new Regulatory and Planning staff members as part of their induction. ……………………………………. ………………………… General Manager Date


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DROUGHT MANAGEMENT PLAN


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Cover photo – Glen Innes Aggregates Off-Stream Storage Stage 1 July 2012.

Document Control

Rev Revision Type Author Reviewed by Director Signature

Date

0 H Lloyd

1 Incorporate comments by Dept of Water and Energy

Ralf Stoeckeler 3/08/2007

2 Update following implementation of Red Range Rd Bore and Off-Stream Storage

Keith Appleby 1/12/2012

3 Update following implementation of Stage 2 Off-Stream Storage

Ian Trow 24/9/2015


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TABLE OF CONTENTS

1.0 EXECUTIVE SUMMARY 1

2.0 BACKGROUND 3

2.1 Existing Water Supply System 3

2.2 Drought History 4

3.0 OBJECTIVES 7

3.1 Key Objectives 7

3.2 Strategic Planning 7

3.3 Implementation 7

4.0 DATA 8

4.1 Existing Consumers 8

4.2 Others seeking water in times of drought 8

4.3 Water Requirements 8

4.4 Water Dependent consumers 8

4.5 Water Supply Schemes 9

4.6 Existing Storage 9

4.7 Rainfall and Evaporation 10

5.0 DROUGHT MANAGEMENT PLAN 11

5.1 Demand Management Options 11

5.2 Restriction Strategies 14

5.3 Alternative Water Sources 15

5.4 Water Cartage Options 15

5.5 Legislation, Laws and Council Policies 15

5.6 Related Documentation and Sources 15

5.7 Stakeholder Impacts 15

5.8 Environmental Impacts 15

5.9 Resources 15

5.10 Associated Costs 16

6.0 MONITORING DURING DROUGHT 17

6.1 Water Supply Sources 17

6.2 Restriction Impacts 17

6.3 Water Quality 17

6.4 Sewage System 17

7.0 CONSULTATION 18

7.1 Public Awareness 18

7.2 Government Agencies 18


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8.0 OPERATION OF DROUGHT MANAGEMENT PLAN 19

8.1 Impacts 19

8.2 Procedures 19

8.3 Review 19

LIST OF FIGURES

Figure 2-1 Existing Glen Innes Water Supply System ........................................................ 2

Figure 2-2 Existing Deepwater Water Supply System ........................................................ 3

Figure 2-3 Rainfall and Consumption Figures 2004/2005 .................................................. 4

Figure 2-4 Rainfall and Consumption Figures 2002/2003 .................................................. 4

Figure 4-1 Beardy Water Weir Storage Prediction Graph .................................................. 9


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1.0 EXECUTIVE SUMMARY

This document outlines the procedures to be implemented in the event of drought occurring within the Glen Innes and Deepwater areas.

The Key Objectives of the Plan

To maintain necessary restricted water supply to all consumers, with consideration of the associated risks:

Economic:

Water dependent industries;

Cost of new infrastructure to secure water sources;

Cost of water cartage;

Exposure to fire;

Reduced income during water restrictions due to user pays policy.

Infrastructure:

Exposure of infrastructure due to low water levels;

Effects on parks and gardens;

Effect on Council’s works programme;

System leakage and pressure.

Environmental:

Water Quality;

Disease;

Impacts on fish habitats, flora, and fauna.

Social:

Education of the community on water saving initiatives;

Confrontation and conflict from consumers i.e. loss of business etc.;

Mental and physics stress within the community.

The purpose of this Drought Management Plan (DMP) is to minimise the risk of the Glen Innes and Deepwater townships running out of water. Implementation of the Drought Management Action Plans and associated water restrictions are vital to reduce this risk for Council and the community.

Ongoing action

Increase public awareness of water saving initiatives;

Continue development of off-stream storage facility;

Reduce volumes of unaccounted for water (UFW);

Review / implement policies / procedures for the following:

Implementation of water restrictions (media releases, policing restrictions, authorisation to increase level of restrictions, cartage of water);

Blue-green algae outbreak.

Emergency response procedures for fire fighting requirements during major system failure.


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Security of Water Supply

The longest recorded period of restrictions occurred in 1987 and lasted five months.

In times of nil rainfall occurring during the hottest months of summer, it is predicted that the Beardy Reservoir would fall to a level 1500mm below the weir in a four month period. In that scenario the off-stream storage would then become the supply facility. The development of the Glen Innes Aggregates Off-Stream storage facility with a Stage 2 capacity of 565Ml, combined with a supply from the Red Range Rd bore field of 7 litres per second, provides in excess of 30 month’s supply Level 4 consumption rates. The current drought reserve capacity, assuming no rainfall occurring in the catchment over the entire period, is therefore at least 2 years greater than the longest recorded period of implemented restrictions. This provides a significant buffer, which will increase further as the off-stream storage continues to develop in Stage 3.

Review of Plan

This Drought Management Plan will be reviewed following any drought event. Any amendments required to procedures, policies and actions plan would be undertaken at this time.

Notwithstanding this, the Drought Management Plan will be reviewed every three (3) years or following significant changes within the water supply system for Glen Innes or Deepwater.


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2.0 BACKGROUND

2.1 Existing Water Supply System

2.1.1 Glen Innes

The Glen Innes area is serviced by a network of reticulation water mains from the three (3) clear water storage tanks (6.4 Ml) at the Glen Innes Water Treatment Plant located at Martins Lookout with a treatment capacity of 10 Ml/day. Water is sourced from the Beardy Waters Reservoir located east of Glen Innes and is pumped approximately 4.2 km along a DN 375 MSCL / DICL rising main to the Water Treatment Plant.

An off-stream storage facility has been created (2012) adjacent to the rising main at the Glen Innes Aggregates Quarry. Stage 1 capacity of this storage is 250Ml.The North Pit at the quarry has now been completed and once full will have a capacity of 365Ml.

A bore has also been commissioned (2011) on the Red Range Road to the east of Glen Innes. This bore is capable of delivering 7 litres per second to the water treatment plant via a 150mm diameter PVC rising main.

The Mann River system has been decommissioned however the licence has been retained.

Figure 2-1 – Existing Glen Innes Water Supply System

Weir 488 Ml

Water Treatment Plant 10 Ml/day

Clear Water Storage 3 (6.4Ml)

Service Reservoirs 1 (0.91 Ml)

Pumping Stations 2 (135l/s)

Reticulation Mains 85.6 km

Bores 2 (7l/s)

Off-Stream Storage 565 Ml


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2.1.2 Deepwater

Water for the Deepwater area is sourced from the Deepwater Weir located immediately west of Deepwater. Water passes through a DAFF treatment plant with a capacity of 0.7 Ml/day.

Weir 1

DAFF treatment plant 1

Reservoirs 1

Pumping Stations 1

Reticulation Mains 8.7 km

Figure 2-2 - Deepwater Existing Water Supply System

2.1.3 Other Villages

Emmaville, Red Range, Glencoe, Wellingrove, Dundee and Tent Hill have no reticulated water supply system.

2.2 Drought History

2.2.1 Glen Innes

In April 2005, the Beardy Waters Weir dropped to 59% at which stage level 3 water restrictions were imposed, allowing only bucket watering of gardens. Restrictions were in place for 90 days due to drought. By 8 June 2005, the Weir had dropped to 39% full at which stage the pumps from the Mann River were engaged to pump for 8 hours per day (1.0 Ml/day). Town water usage did not decrease during the first 40 days of restrictions; however a reduction in usage was noted during June 2005 probably due to sporadic rainfall recorded during the month.


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Figure 2-3 Rainfall and Consumption figures 2004/2005

Water restrictions were enforced November 2002 following low rainfall within the catchment.

Figure 2-4 Rainfall and Consumption figures 2002/2003

2013 – severe water restrictions 145 days;

1995 – severe water restrictions >94 days;

1994 – water restrictions for approximately 146 days;


1992; 1990; 1989; and 1985 – drought years where water restrictions were applied.

Beardy Waters Weir was increased to its current storage capacity in 1987.

2.2.2 Deepwater

The following restrictions have been enforced for the Deepwater area, however it should be noted that the Deepwater weir was constructed in 1994/5, alleviating the town’s immediate water shortage problems:

2003– water restrictions for approximately 73 days;

2002 – water restrictions - October;

0 20 40 60 80

100 120 140 160 180

JU

L

AU

G

SE

P

OC

T

NO

V

DE

C

JA

N

FE

B

MA

R

AP

R

MA

Y

JU

N

Month

Drought Year 2004/2005

Consumption (ML) Rainfall (mm) Dam (% Full)

0 20 40 60 80

100 120 140 160 180 200

Month

Drought Year 2002/2003

Consumption (ML) Rainfall (mm)


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1994 – severe water shortage and water was pumped from deep holes within the common area of the river upstream of Deepwater in order to replenish supply for the village’s immediate needs;




1990 – water restrictions – December;





1980 – water restrictions for approximately 112 days.


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3.0 OBJECTIVES

3.1 Key Objectives

To maintain necessary restricted water supply to all consumers, with consideration of the associated risks:

Economic:

Water dependent industries;

Cost of new infrastructure to secure water sources;

Cost of water cartage;

Exposure to fire;

Reduced income during water restrictions due to user pays policy.

Infrastructure:

Exposure of infrastructure due to low water levels;

Effect on parks and gardens;

Effect on Council works programme;

Pipe movement causing leakage and failures.

Environmental:

Water Quality;

Disease;

Impacts on aquatic ecosystems.

Social:

Education of the community on water saving initiatives;

Confrontation and conflict from consumers i.e. loss of business etc.;

Mental and physical stress within the community.

3.2 Strategic Planning

Glen Innes and Deepwater townships have been considered separately when comprising the Drought Management Action Plans to ensure their relevance to their water supply area.

3.3 Implementation

The purpose of this Drought Management Plan (DMP) is to minimise the risk of the Glen Innes and Deepwater townships running out of water. Implementation of the Drought Management Action Plans and associated water restrictions are vital to reduce this risk for Council and the community.


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4.0 DATA

4.1 Existing Consumers

Residential:

Glen Innes 6,800

Deepwater 400

Commercial;

Hospital;

Schools;

Sale Yard;

Nurseries;

Retirement Homes;

Sports Grounds;

Licensed Club;

Ready Mixed Concrete;

Steel Fabricators.

4.2 Others seeking water in times of drought

Rural Properties – town water supply cartage

Potential businesses that may require exemptions to water restrictions during drought include, but not limited to the following:

Horticulture;

Funeral Homes;

Butchers;

Kennels;

Car detailers:

Saleyards

4.3 Water Requirements

Normal potable water usage for the Glen Innes Township is estimated at 2 Ml/day. Minimum volume potable water required for household use is in the order of 130 L/person/day, this equates to approximately 0.91 Ml/day for an estimated peak population of 7,000 persons. The largest maximum day recorded is 6.5 Ml/day. The minimum daily recorded water consumption in recent years is 1.0 Ml. This indicates that there are minimal non-essential (or non potable) uses of water during times of severe restrictions. Deepwater potable water minimum usage is calculated at 43 kL/day. In the village of Emmaville, a non-potable water supply is provided to the school, caravan park and swimming pool.

4.4 Water Dependent consumers

Nurseries and commercial flower gardens;

Ready Mixed Concrete;

Hospital;

Schools;

Licensed Clubs;

Bowling Green (Glen Innes Bowling Club).


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4.5 Water Supply Schemes

The Glen Innes Township is serviced by town water supply and has minimal use of irrigation systems within public parks. The Glen Innes Golf Course is irrigated reusing effluent from the nearby Sewage Treatment Plant (STP). Due to the current grade of effluent produced at the STP, large capital expenditure outlay for pipelines, and relatively high rainfall levels, other areas of the town are not irrigated with effluent.

4.6 Existing Storage

4.6.1 Beardy Waters Weir

Actual storage approximately 488 Ml;

Weir crest 1059.09m AHD;

Catchment area 227 km2;

Surface Area when full 39 ha.

Figure 4-1 Beardy Waters Weir Storage Prediction Graph

4.6.2 Deepwater Weir

Storage volume 62 Ml;

Weir crest 956.8m AHD;

Catchment area 217 km2;

Surface Area when full 3.4 ha.

0

50

100

150

200

250

300

350

400

450

500

0 500 1000 1500 2000 2500

ML

Re

ma

inin

g a

nd

% C

ap

ac

ity

mm below full supply level

Weir Volume

ML Remaining

% Capacity


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4.7 Rainfall and Evaporation

Mean monthly rainfall and daily evaporation for Glen Innes area:

Month Mean Monthly Rainfall (mm) Mean Daily Evap. (mm)

January 101 5.5

February 101 4.8

March 78 4.2

April 37 3.2

May 35 2.0

June 35 1.6

July 43 1.7

August 46 2.4

September 55 3.6

October 86 4.4

November 105 5.1

December 106 5.6


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5.0 DROUGHT MANAGEMENT PLAN

5.1 Demand Management Options

The following options are discussed in detail throughout this section:

Restriction Strategies;

Alternative Water Sources:

Red Range Rd Bore;

Glen Innes Aggregates Off-Stream Storage;

Development of the new bore at the Off-Stream Storage site.

Ongoing Actions for Council:

Increase public awareness of water saving initiatives;

Reduce volumes of unaccounted for water (UFW);

Review / implement policies / procedures for the following:


Blue-green algae outbreak;



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GLEN INNES - DROUGHT MANAGEMENT ACTION PLAN

Level Trigger Actions

Ongoing Increase public awareness of water saving initiatives;

Implement Best Practice Pricing

1

Low

Beardy Waters Weir at 30%, 1500mm below weir level.

Off-Stream Storage 100% both North and South Pits

2 Years remaining

Increase public awareness of water saving initiatives and current restrictions;

Review emergency procedures.

Cease pumping from Beardy Weir to maintain level for other purposes.

2

Moderate

Off-Stream Storage South Pit 100% North Pit 200Ml

17 Months remaining


Use alternative water sources (not reticulated) for roadworks.

3

High

Off-Stream Storage South Pit 100% North Pit 100Ml.

13 Months remaining


Commence pumping from North Pit to maintain level in South Pit

Implement construction of New Bore at Off-Stream Storage

4

Very High

North Pit Depleted

Off-Stream Storage contains 200Ml in South pit

8 Months remaining

Community consultation and increase public awareness of water saving initiatives and current restrictions;

5

Extreme

Off-Stream Storage contains 100Ml in South Pit

4 months remaining

Major System Failure

Contamination of Water Supply


Note: Figures quoting remaining months of supply are minimum figures. The actual length of time will vary depending on the time of year at which storage levels are falling, and whether any rainfall occurs. The development of a bore at the off-stream storage would significantly extend these times as well.


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DEEPWATER - DROUGHT MANAGEMENT ACTION PLAN

Level Trigger Actions

Ongoing Increase public awareness of water saving initiatives;

1

Low

Weir level 75% Increase public awareness of water saving initiatives and current restrictions;

Review alternative water source availability;

Review emergency procedures.

2

Moderate


3

High


Use alternative water sources (not reticulated) for roadworks.

4

Very High

Weir level 15% Community consultation and increase public awareness of water saving initiatives and current restrictions;

Initiate procedures for water from alternative sources.

5

Extreme

Weir level 7%

MAJOR SYSTEM FAILURE

CONTAMINATION OF WATER SUPPLY


Implement emergency fire fighting procedures:

Water carted in from Glen Innes Off-Stream Storage or best available source


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5.2 Restriction Strategies

Restriction Level

1 2 3 4 5

GLEN INNES

Ml Remaining 765 400 300 200 100

DEEPWATER WEIR

% Full 75% 50% 30% 15% 7%

DOMESTIC

Garden Watering

Sprinklers 2hrs/d *

Hand Held Hose or Drippers 2hrs/d

Buckets restricted to

2hrs/d

No watering No Watering

Swimming Pools Private

Hose can only be used for

2hrs/d

Permit required for filling pools over 2,000l

No filling of pools over

2,000l. Top up only with

buckets for 2hrs/d

Filling & topping up of

pools prohibited

Filling & topping up of

pools prohibited

Wash paved areas and roof

Hose can be used for 2hrs/d

Buckets only except as

required by law

Buckets only except as

required by law

Banned only except as

required by law


required by law

PUBLIC / COMMERCIAL

Public Gardens

Sprinklers 2hrs/d *

Sprinklers 1hr/d

#

Hand Held hoses 2hrs/d *

Hand Held hoses 1hr/d

#

Reused water only

Sports Grounds

Sprinklers 2hrs/d *

Sprinklers 1hr/d

#



#

Reused water only

Market Gardens and Orchards

Sprinklers 6hrs/d

$

Sprinklers 6hrs/d

$

Sprinklers 4hrs/d

+

Sprinklers 4hrs/d

+

With council permit only

Nurseries and Commercial Flower Gardens

Sprinklers 2hrs/d *

Sprinklers 1hr/d

#

Hand Held hoses 4hrs/d

+


With Council permit only

Washing Motor Vehicles

No Restrictions

Hose only to be used for

2hrs/d

Manual buckets only

Machine recirculation

only

Manual buckets only

Machine recirculation

only


required by law

Bowling Greens

Sprinklers 2hrs/d *

Sprinklers 1hr/d

#



#

Reused water only

Fountains Hose can only be used for

2hrs/d

Topping up prohibited

Banned Banned Banned

Water Cartage from Town Water Supply

No Restrictions

No Restrictions

No Restriction No Restriction With Council permit only

Automatic flush Toilets

No Restrictions

No Restrictions

Banned Banned Banned

INDUSTRIAL

Ready Mixed Concrete

No Restrictions

No Restrictions

8hrs/d

Operation only

8hrs/d operation only

With Council Permit Only

Others No Restrictions

No Restrictions

8hrs/d

Operation only

8hrs/d operation only

With Council Permit only

* between 6-8 pm # between 6-7 pm + between 6-8 am & 6-8 pm $ between 6-9 am & 6-9 pm


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5.3 Alternative Water Sources

The development of the designed bore at the Off-Stream Storage Site

The primary alternative source for Deepwater is the deep pool upstream as used in 1994.

5.4 Water Cartage Options

Water may be available from sources including water holes, brick pits, private weirs and old mine sites.

Water for Deepwater could be carted from Glen Innes as a last resort.

Treated effluent from the Glen Innes Sewerage Treatment Works may be a source of water for fire fighting, roadworks and watering of shrubs.

5.5 Legislation, Laws and Council Policies

Local Government Act 1993;

Water Management Act 2000;

Australian Drinking Water Guidelines 2012.

5.6 Related Documentation and Sources

Department of Energy, Utilities and Sustainability (2004), Best Practice Management of Water Supply and Sewerage Guidelines;

Water Directorate (2003), Drought Management Guidelines.

5.7 Stakeholder Impacts

Consideration should be given to the impact any drought management strategies will have on:

downstream consumers;

any consumers within the weir catchment.

5.8 Environmental Impacts

Under the current licence conditions environmental flows are not required from the Beardy Waters Weir.

5.9 Resources

Council staff:

Enforce water restrictions;

Daily monitoring of water supply status;

Media releases;

Approvals for water restrictions, and associated co-ordination;

Assessment of water restriction exemption applications;

Investigations into alternative water supply sources.

Additional contract staff may be required;

Contract water cartage operator.


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5.10 Associated Costs

Administration;

Media releases;

Inspections for policing of water restrictions;

Pumping costs;

Monitoring;

Water cartage;

Water quality; testing costs;

Potential new infrastructure to secure water supply.


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6.0 MONITORING DURING DROUGHT

6.1 Water Supply Sources

Weir levels in the Beardy Waters Weir and Deepwater Weir will be monitored daily during times of drought to ensure due planning if water restrictions are to be increased / decreased to the next level; refer to Section 5.0.

6.2 Restriction Impacts

Town water consumption is to be monitored daily in conjunction with an assessment of the impacts current water restrictions are having.

Enforcement of restrictions may be required through Council staff patrols and implementation of policies for warnings / fines for property owners / businesses found breaching the current restrictions.

6.3 Water Quality

Continuous testing and monitoring of the water quality is required to ensure its acceptance for human consumption; refer to Australian Drinking Water Guidelines.

6.4 Sewage System

During periods of restricted water usage the town’s sewage system will be closely monitored to ensure early detection of low flow problems i.e. blockages, odours etc.


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7.0 CONSULTATION

7.1 Public Awareness

The announcement of water restrictions with be advertised through the following Media avenues:

Newspapers Glen Innes Examiner;

Radio 2NZ, Gem FM; 2CBD;

Letterbox drop (Restriction Levels 5).

All media announcements should clearly state the level and details of water restrictions to be imposed and the date restrictions commence / cease.

7.2 Government Agencies

Regular update reports to be issued to NSW DPI Water and NSW Health.


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8.0 OPERATION OF DROUGHT MANAGEMENT PLAN

8.1 Impacts

In order for Council to assess the effectiveness of this Drought Management Plan, detailed records must be kept of all future drought events. Information collated should include, but not be limited to the following:

Demands;

Weir levels;

Water Quality;

Rainfall and evaporation;

Dates for each level of water restrictions;

Breaches of water restrictions;

Leaks / breaks;

Impacts of restrictions on consumption;

Impacts of reduced water source on upstream and downstream water users;

Operational problems i.e. sewage blockages, odour etc.

8.2 Procedures

Procedures are to be developed for the following:


Blue-green algae outbreak;


8.3 Review

This Drought Management Plan will be reviewed following any drought event. Any amendments required to procedures, policies and actions plan would be undertaken at this time.

Notwithstanding this, the Drought Management Plan will be reviewed every three (3) years or following significant changes within the water supply system for Glen Innes or Deepwater.


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GLEN INNES SEVERN COUNCIL Risk Management - Bitumen and Asphalt Resurfacing Policy

RESOLUTION NUMBER:

19.12/10

MEETING: 24 September 2015

16 December 2010

Glen Innes Severn Council is committed to providing a safe road and car-park network for motorists and the general public. Council recognises that incidents associated with road and car-park networks form a significant percentage of public liability claims received by Councils within New South Wales. In order to minimise the potential for incidents to occur, as a result of bitumen and asphalt road and car-park resurfacing works, Council has developed a risk management approach to Council’s sealed road and car-park networks.

AIM OF POLICY AND RELATED DOCUMENTS To provide a managed level of public safety for users of the road and car-park networks when carrying out bitumen and asphalt resurfacing works based on risk management principles and guidelines. POLICY STATEMENT

Council will within its budgetary constraints, carry out bitumen and asphalt road and car-park resurfacing works in a manner that ensures the safety of all users.

The policy, together with the Best Practice Manual, Bitumen and Asphalt Resurfacing, provides the guidelines for managing the resurfacing works.

RELATED LEGISLATION AND REFERENCES

New South Wales Civil Liability Act 2002.

Australian, New Zealand and International Standard – AS/NZS ISO 31000:2009 – Risk management – principles and guidelines.

Glen Innes Severn Council Policy – Risk Management. APPLICABILITY

This policy is applicable to all Council roads and car-parks that require resurfacing works.

IMPLEMENTATION/ COMMUNICATION This Policy will be communicated to all new employees that are affected by it as part of their induction. Revised versions of the Policy that only contain minor changes will be distributed to Managers for highlighting at team meeting by the Director of Infrastructure Services’ Personal Assistant.


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VARIATION AND REVIEW This Bitumen and Asphalt Policy shall be reviewed every two (2) years, or earlier if deemed necessary, to ensure that it meets the requirements of legislation and the needs of Council. ……………………………….. …………………………. General Manager Date


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Glen Innes Severn Council – Australia Day Committee

5th August, 2015 at the Glen Innes and District Services Club.

Meeting Opened: 6:01 pm

Present: Jan Lemon, Brian Cormick, Ian Gould, Kerrie Sturtridge, Peter

Hazelwood, Bob Arthur, John Kearney ( Minutes Secretary)

Welcome: Ian

Apologies: Des Bowley, Lyn and Malcolm Schumacher

Minutes of Previous Meeting

Business Arising

Venue change-M. Schumacher collected booking form.

Town Hall-acoustics, budget, seating, cleaning fee $80,

Rather than use stage because of disability access use one of Celtic

Festival stages.

Markets in street-further discussion re street closure for use of square

and operation of markets.

Banners –ordered-$4800, $2400 paid- 12 t0 be supplied @ $200 each-

originally quoted $168 Ian to question supplier

Honour Board- David Biddle to do lettering then morning tea can be

organised.

Breakfast-no reply from Tent Hill re invitation, fallback Glencoe

Budget-$6000 to spend plus $800 for payment of park staff to set up.

Garbage bins- Peter

Moved Ian Gould, seconded Peter Hazelwood/Kerrie Ian to order

Certificates of Appreciation and necessary merchandise. Carried.

*Correspondence

Lyn- request of change of date next meeting 2nd Wednesday Sept- 9th

Sept 5:30pm Adopted.

Glen Innes Severn Council –Council Resolution-

Council endorses committee

Council approves the elected community representatives.


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*General Business

Woolworths contribution-Brian to follow up.

Letter to Woolworths.

(Ian) Little Phoenix-appreciated, people came to listen to her

-has set aside date

Committee approved proposal

Moved Ian, seconded Peter

Committee invite Little Phoenix to perform 2016 Aust Day celebrations-Carried

Mayoral Regalia- Moved Peter, seconded Ian

The committee request the Mayor to wear regalia. Carried.

Ambassador-Jan wrote thanking Marcus for his generosity.

Ian to organise photographs for Marcus.

International Year of (a) Pulses or (b) Camelids

(a)-Possibly tie into the former agricultural frozen food works (Wattie Pict)

(b)-Tie into local Alpaca industry

Raffle-Moved Kerrie Seconded Bob

The VRA be invited to conduct raffle. Carried

Aust. Day on Tuesday, set up Monday-Ian

Jumping Castle-Ian to speak to Troy Arandale

Accommodation for Ambassador-Glasshouse (Rowes)

Rotary Games-Peter-limited possibilities, keep an eye on jumping castle.

Moved Kerrie Seconded John

Invitations to be forwarded to service clubs and organisations for participation

-Lions, Rotary, Leos, Quota, VRA, Fire and Rescue NSW, SES,RFS (Glen

headquarters), village unit for breakfast. Carried

OH&S-Letter to Ann Blunt to conduct safety induction.

Official invitations to be forwarded after September meeting.


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Aust Day Eve-Presentation of pin and welcome to ambassador by Woolworths

to be held at GI&DSClub Remembrance Room.

Moved Ian Seconded Brian Carried.

Aust Day Evening Meal- Citizen and Junior Citizen, Tearooms-Lioness

Moved Ian Seconded Brian Carried.

Ambassador-Ian has to identify preference

Comedian

Entertainer

Actor

Brian-follow up “Woolworths” banner

Woolworths needs greater involvement.

Bob-Drop off point.

Next meeting Wed 9th Sept 5:30 pm.

Meeting closed 7;10pm


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Australian Standing Stones Management Board

Agenda Monthly Meeting

Wednesday 19th August 2015 5.30pm Board Room Services Club

Present: Judi Tom (chair), John Mathew, Des Bowlay, George Robertson-

Dryden, Graham Price (GISC), Doug Fowler, Raelene Watson, Mayor Colin Price

Apologies: Hein Basson

Moved: Des moved John seconded

Minutes from last meeting moved: Raelene seconded George with changes of

honorary guardians rather than mayors.

Business Arising:

Purchase of flags

Judi went to VIC and found some flags in the upstairs of VIC and Fred was going

to organize a tub and write on it. There is not a full set there and Judi asked

Fred to ask Peter Teschner if we could buy at cost price and we cannot. We will

look at purchasing the missing ones from elsewhere. Judi will chase up which

ones missing and we can order direct. George has contact details.

Signage numbers for Stones

The paving idea seems to be the best, Des said that the university has slate grey

ones done Red Range school has sandstone colour. We will check the price

then possibly approach the sponsors for subsidy.

Margaret Sharpe – previous mayors be invited to be installed as honorary

guardian.

Further discussions were held last meeting. Raelene and John had suggested

that members of the Board be honorary guardians whilst on the board.

The Honorary Guardians who have this honour because of their clan/society

position don’t necessarily do anything directly to do with the Stones. Many are

on the Celtic Council anyhow which may be considered to do similar activities.

Motion: That the elected community representatives of the ASSMB become

honorary guardians while on the board (not including GISC staff members).

Moved Raelene seconded Doug carried.


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Glennis – went to get cleaned but came back uncleaned as the drycleaners

were afraid to clean her.

Payment to council – John to take a cheque to Graham so he can sort out the

payment as Eric Brown has gone.

VIC book sales – they will buy on consignment from us – 50 books

RRP $25 – Colleen keeps $10 per book

Invoice to VIC to $15 per book

Postage $5

We will need to store them somewhere else as confusion can happen with

volunteers etc as to which the VIC has bought and which is ours. Graham

suggests loading boxes on pallets and store in the cool rooms at council depot.

The letter to Caledonian Society re: flag lowering and appreciated the contact

and are happy with arrangements.

Fred has second cauldron

Correspondence In: NAB, Ann Blunt – response email regarding truck trailer

siding, Guardians’ survey in : Ian MacDiarmid, John Mathew, Joy Dunkerley, Col

Lute, Malcolm Parsons, Gwen Cryer, cheque from Opportunity Shop $3000,

invoice from GI tourist association for advertising, Peter Teschner –

unsuccessful application for funding Celtic Heritage Forum

Correspondence Out: minutes and agenda, Caledonian Society – flag lowering,

Ann Blunt –email regarding truck trailer siding, Guardians’ survey

Guardians’ Ceremony survey results – mixed bag but the Guardians’ Ceremony

to go back to Saturday but Guardians remain as part of the Opening Ceremony

in the Town Square and at this stage the Guardians’ Ceremony be at 2.00pm

Saturday afternoon.

Moved Raelene seconded Des carried.

Treasurer’s Report:

Books have been audited.

Balance as at 30 June 6064.42


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Late cheques - $108.50 catering $110 Red Range Primary School for ACF

Balance as at 31 July $5845.92

Accounts to be paid:

Tourist Association – ½ page advertising $850

Colleen Gibson (Crofters Cottage) – book sales

Moved John seconded Col Price carried

General Business:

John – concerned over GST pay – Graham clarified that we need to pay on

brochure advertising. John was out $3 and the staff member from GISC found it

for him.

Des – presented booklet courtesy of John Ryan regarding the history of

Standing Stones around the world. Apologies for missed meetings.

George – asked Graham about the sealing of the carpark – it will be done

sometime this financial year.

Graham – signage – discussions on the printouts provided with quotes from

Graham

Crofters Cottage sign – remove the two signs at the cottage, replace with the

$5000 sign, a map on one side and the history of Crofters Cottage – black

houses etc

We will need to leave the digital board till next year $31 000

Information Board – sloped board – map needs to be orientated the same as

the frontage of the Stones – steel framed – we will tell them what we want and

then they can come back to us with the size we need. It will incorporate the

map of the stones, information on the layout of the Stones, Judi will pull out

the main points from the brochure to go on and state that the stones have

been sponsored and where to find the names (brochure, other plaques).

We have confirmed we will order - Tynwald Hill, Hill of Tara and Information

Board from ASSMB and Crofters Cottage from Council funds with installation.


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John wants to ask Peter Lisberg to next meeting to discuss Celtic promotion

Graham has sent books to Sandy’s internet shop.

Inventory has been completed.

Graham wants to give the equipment that is in storage to the ACF – the

equipment is not in the condition it should be for charging it. Doug commented

in agreement however it is our main revenue stream. We have an income

stream with the book sales now we don’t owe council money on books, we

have donations from Opportunity Shop and we don’t really spend money on

anything.

Graham presented a report on the condition of the equipment in storage –

much needs to be done and we can’t charge ACF without major repairs.

We need to have a meeting with the ACF delegates and discuss what

equipment they still want to use and have some quotes for repairs, perhaps

they can spend their $3000 hire equipment allocation on upgrades but we

shouldn’t upgrade everything because they may not want to use it.

Marquee quotes presented – leave for meeting with ACF.

Meeting date to be organized next week for both executives – Graham.

Doug – discussed order form for book – redrawn up.

Doug Fowler has permission for an electronic access of the ASSMB bank

account to keep an eye on book sales but cannot make transaction.

Judi – St James Day flag lowering – Steve Toms had a discussion with Garek

from Caledonian Society regarding including the Germanic Celtic nations having

flag lowerings. This would be for Switzerland, Austria and Liechtenstein. We

need to have an application form for various events that people can fill out –

such as weddings etc.

We will not have any responsibility for these other flag lowering events.

Graham will look at creating an application form.

Raelene to email Garek confirmation of approval for these flag lowerings.

Meeting closed: 7.15pm


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Australian Standing Stones Management

Board Annual General Meeting

19th August 2015 Services Club Board Room 7.15 pm

Present: Mayor Colin Price, Mrs Judi Toms (Chair), John Mathew, Des Bowlay,

George Robertson-Dryden, Graham Price GISC, Doug Fowler, Raelene Watson.

Apologies: Hein Basson moved: Des Bowlay seconded Doug Fowler

Reading of the previous AGM minutes: moved John Mathew seconded George

Robertson Dryden

Chairman’s Report: attached via email moved: Judi seconded Doug carried.

Financial report :

Attached on paper

Balance as 30th June 2015 $16 6696.64

Investment $10211.07

Cheque account $6064.42

This included ACF hire x 2 years

Opportunity Shop donation $3000

Moved John Mathew seconded Des Bowlay carried.

Declare all positions vacant.

Nominations in writing tabled as received: Raelene Watson, Judi Toms, Doug

Fowler, George Robertson-Dryden, John Mathew, Des Bowlay. All applications

accepted.

Nominations taken from the floor – nil.

Mayor Colin Price declares all members elected. All positions vacant.

Office Bearers

Chairperson Judi Toms by Doug seconded Des carried


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Vice Chairperson Doug Fowler by Raelene seconded Judi carried

Treasurer John Mathew by George seconded Judi carried

Secretary Raelene by Judi seconded by Des carried

Protocol Officer Des Bowlay by Raelene seconded Doug carried.

Delegate to Australian Celtic Festival: George by Doug seconded Judi carried.

General Business:

Heritage forum - next month

Signage for the site – through the Bruderhof and Council – dealt with in

monthly meeting.

A letter of request for booking the Board Room needs to be sent.

Graeme Price will take nomination forms for filing at council.

The NAB account needs to be set up electronically and Doug Fowler needs a

non-transition access to the cheque account.

Closed at 7.29


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MINERAMA MEETING

MINUTES 3.00 pm Wednesday 12 August 2015

Glen Innes Visitor Information Centre, GISC

Welcome by Chairman Cr Malcolm Schumacher

Apologies:, Peter Teschner Manager Tourism & Events GISC

Present: Chairman Cr Malcolm Schumacher Les Beeching- Vice President Sylvia Reeves Treasurer Julie Clement Sal Molesworth Casual Tourist Assistant GISC Steve Wood Field Trip and Site Manager, Marketing

The Minutes of the April meeting were tabled and read

Moved Julie Clement Seconded Sylvia Reeves

Business arising from previous Minutes:

o Nil

.

Correspondence Out:.

Correspondence In:

o Letter from Glen Innes Severn Council to Minerama Committee with Event Support

application success.

o Cheque $1,000 from Glen Innes Lions Club

Business arising from correspondence:

o Lions Club Glen Innes did not send an invitation to the Committee to attend their

changeover dinner. Committee are embarrassed there was no one there. Malcolm Schumacher would have been able to attend on behalf of Minerama.

o Sal to write a thank you letter to Council to thank for support.

o Sal to write to Lions to thank for support.

Reports:

o Treasurer: As attached. Sylvia would like to go through the budget with Peter. Sal will

book an appointment for next week. Moved Sylvia Reeves Seconded Julie Clement

o Marketing

o Dateclaimers. Sal showed the Committee a proof which Tina Woolfe

charged $75 to develop. Sal to ask Tina to send through an invoice. Order has been raised and showing on report. Hoping to get them printed as part of the deal with the Visitor Guide. Otherwise quotes are for 1,000:


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Simply Print Anything- $255 +gst

Evans Printing - $220 +gst

A Better Way to Print - $295.53 +gst Malcolm Schumacher suggested that if can’t get them for free that ABWTP be asked to match the cheapest price as they are a local business.

o Traders

o Les will be getting the list for Inside Traders ready and will bring in to Sal for

posting out in October.

o Outside traders will follow.

o Site/Oval

o Operations meeting. Sal will look when last years’ Pre-Operations Meeting

was scheduled and report back.

o Electricity is available for a maximum of 15 traders outside. Committee will

persue an extension of this at an Operations level with Council. Some discussion about getting the electricity company to extend with the addition of another junction box/outlet as a sponsor. Sal to draft a letter to GISC with this request in mind first.

o Portaloos were filled quickly last year. Might need to order more. Perhaps a

total of 5.

o Additional tables and chairs to be ordered for the food court area in front of

the Lions van etc.

o Field Trips

A spreadsheet with potential field trips for 2016 was tabled. Les will get back with any further information to Sept meeting.

General Business:

o Glen Innes Examiner Business Awards Friday 4 September: Malcolm will be

attending on behalf of Council and will represent Minerama as well.

o Sponsorship The sponsorship letter was tabled and some changes are to be made.

A personalised invitation to the accommodation providers was suggested at the April meeting. Sylvia will see Sal about the sponsors list next week.

Strategic Planning: Not discussed.

Date set for next meeting: Wednesday 9 September at 3.00 pm at Church St Chambers. Sal to book.

Meeting closed: 4.30 pm


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glen innes severn council meeting 24 september 2015€¦ · glen innes severn council – annexures...

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