ordinary council meeting - leeton shire...2015/11/25 · leeton shire council ordinary council...

Council Chambers LEETON 2705

Date: 19 November 2015

ORDINARY COUNCIL MEETING

25 NOVEMBER 2015

PLEASE TAKE NOTICE that an

ORDINARY COUNCIL MEETING will

be held in the Council Chambers on

Wednesday 25 November 2015 at

7.00PM and your attendance is

requested thereat.

Jackie Kruger

General Manager

LEETON SHIRE COUNCIL Ordinary Council Meeting - Wednesday, 25 November 2015

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LEETON SHIRE COUNCIL

AGENDA

ORDINARY COUNCIL MEETING

25 November, 2015

7.00PM

______________________________________________________________ CIVIC PRAYER ACKNOWLEDGEMENT OF COUNTRY APOLOGIES CONFIRMATION OF THE MINUTES

RECOMMENDATION

THAT the Minutes of the Ordinary Council Meeting held on Wednesday, October 28 2015, as circulated, be taken as read and CONFIRMED.

THAT the Minutes of the Extraordinary Council Meeting held on Monday, November 16 2015, as circulated, be taken as read and CONFIRMED.

MAYORAL MINUTES (If any) NOTICES OF MOTION (If any) OFFICERS’ REPORTS (As listed) STATEMENTS BY COUNCILLORS CLOSED COUNCIL – CONFIDENTIAL ITEMS (If any)


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Content Page No

GENERAL MANAGER’S MATTERS

1. FINANCIAL MANAGEMENT - AUDITAuditors Reports for Financial Year Ended 30 June 2015 ...................... 4

CORPORATE SERVICES MATTERS

1. ANNUAL REPORT 2014/15 ....................................................................... 6

2. QUARTERLY BUDGET REVIEW STATEMENT- September Quarter 2015 ........................................................................... 8

3. INVESTMENTS - DIVIDENDSInvestments – October 2015 ................................................................... 13

ENGINEERING AND TECHNICAL SERVICES MATTERS

1. SCHOOL BUS BAYS & SHELTERS PRIORITISATION .......................... 20

2. LEETON SHIRE COUNCIL GUIDELINES FOR RURAL SCHOOL BUSROUTES AND BUS STOPS ..................................................................... 23

3. TRAFFIC COMMITTEE MEETING - 20 AUGUST 2015 ............................ 25

4. SEWER REHABILITATION AND INVESTIGATION - CONTRACT NUMBERS 01/2013-14 ............................................................................................ 31

ENVIRONMENTAL AND COMMUNITY SERVICES MATTERS

1. EXTENSION OF LEETON MOTORCYCLE CLUB ................................... 35

2. PARKS, PLAYGROUNDS & RECREATIONAL FACILITIES

MAINTENANCE MANAGEMENT POLICY ............................................... 39

3. COUNCIL'S COMMUNITY GRANTS - ROUND 1 2015/2016 ................... 53

STATEMENTS BY COUNCILLORS ....................................................... 56

CLOSED COUNCIL - CONFIDENTIAL ITEMS ....................................... 57


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ETHICAL DECISION MAKING

AND CONFLICTS OF INTEREST

A GUIDING CHECKLIST FOR COUNCILLORS, OFFICERS AND COMMUNITY COMMITTEES ETHICAL DECISION MAKING

Is the decision or conduct legal?

Is it consistent with Government policy, Council’s objectives and Code of Conduct?

What will the outcome be for you, your colleagues, the Council, anyone else?

Does it raise a conflict of interest?

Could your possible conflict of interest lead to private gain or loss at public expense?

Can the decision be justified in terms of public interest?

Would it withstand public scrutiny? CONFLICT OF INTEREST

A conflict of interest is a clash between private interest and public duty. There are two types of conflict: Pecuniary – regulated by the Local Government Act and Division of Local Government and, Non-pecuniary – regulated by Codes of Conduct and policy. ICAC, Ombudsman, Division of Local Government (advice only).

THE TEST FOR CONFLICT OF INTEREST

Is it likely I could be influenced by personal interest in carrying out my public duty?

Would a fair and reasonable person believe I could be so influenced?

Conflict of interest is closely tied to the layperson’s definition of “corruption” – using public office for private gain.

Important to consider public perceptions of whether you have a conflict of interest IDENTIFYING PROBLEMS

1st Do I have private interest affected by a matter I am officially involved in? 2nd Is my official role one of influence or perceived influence over the matter? 3rd Do my private interest conflict with my official role?

Whilst seeking advice is generally useful, the ultimate decision rests with the person concerned.

AGENCY ADVICE

Officers of the following agencies are available during office hours to discuss the obligations placed on Councillors, Officers and Community Committee members by various pieces of legislation, regulation and Codes.

Contact Phone Email Website

Leeton Shire Council 6953 0911 [email protected] www.leeton.nsw.gov.au

ICAC 8281 5999 [email protected] www.icac.nsw.gov.au Toll Free 1800 463 909

Division of Local Government 4428 4100 [email protected] www.dlg.nsw.gov.au

NSW Ombudsman 8286 1000 Toll Free

1800 451 524 [email protected] www.ombo.nsw.gov.au

mailto:[email protected]

http://www.leeton.nsw.gov.au/


http://www.icac.nsw.gov.au/


http://www.dlg.nsw.gov.au/


http://www.ombo.nsw.gov.au/


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GENERAL MANAGER’S MATTERS

ITEM 1 FINANCIAL MANAGEMENT - AUDIT Auditors Reports for Financial Year Ended 30 June 2015

RECORD NUMBER 15/291

RELATED FILE NUMBER EF10/329

AUTHOR General Manager

INTRODUCTION

Ms Danielle (Danni) Mackenzie representing Council’s Auditor, Crowe Horwath Albury will present the Auditors reports for 2014/2015 at this meeting. She has been the Audit Manager responsible for the Leeton Shire Council for the past 2 years. She is also responsible for a number of other Local Government Audits.

BACKGROUND

Ms Mackenzie will address Council at about 7.00pm at the commencement of the meeting.

A copy of the Audit Reports for 2014/2015 are contained within the 2014/15 Financial Reports a copy of which has been distributed to all Councillors. Copies are also available on Council’s website.

Councillors are encouraged to bring a copy of the 2014/2015 Financial Reports which were issued separately with October’s business paper to this meeting.

Ms Mackenzie will outline key features of the Financial Reports together with comments on the conduct of the Audit.

Ms Mackenzie will be available to take questions from Councillors at the conclusion of the presentation.

Leeton Shire Council has previously received the 2014/15 Financial Reports at the Extraordinary Council Meeting on 7 October 2015.

The Financial Reports were placed on public display from 29 September until 14 October, 2015. No submissions were received by Council.

RELATIONSHIP TO INTEGRATED PLAN

Council financial reporting relate to Strategy 34E in the Delivery Program – Ensure compliance with all relevant Acts and provisions that apply to Local Government.


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Statutory Financial Reporting is a key requirement under the Integrated Planning and Reporting provisions of the Local Government Act 1993.

FINANCIAL IMPACT STATEMENT

No financial impact other than that disclosed in the report.

CONSULTATION

Public exhibition period undertaken from 29 September 2015 to 14 October 2015.

RECOMMENDATION

That Standing Orders be suspended at 7.00pm to allow presentation of the Auditors Reports for the year ending 30 June, 2015.

ATTACHMENTS

There are no attachments for this report.


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CORPORATE SERVICES MATTERS

ITEM 1 ANNUAL REPORT 2014/15



AUTHOR Director Corporate Services

INTRODUCTION This report is for Council to endorse the Annual Report 2014/2015 prior to it being lodged with the Office of Local Government (required by 30 November 2015) BACKGROUND In accordance with Section 428 of the Local Government Act, Council is required to complete an Annual Report by 30 November each year. Attached separately is a copy of Council’s 2014/2015 Annual Report. The Annual Report focuses primarily on Council’s implementation of its Delivery Program and Operational Plan. The report also includes information that is prescribed by the Local Government (General) Regulation 2005 that is required to be contained within the Annual Report. Council is required to submit the Annual Report, plus the Annual Financial Statements to the Division of Local Government to meet their requirements. RELATIONSHIP TO INTEGRATED PLAN Under the Key Priority Area of “Strengthening our Leadership Direction” contained within Council’s adopted Delivery/Operational Plan, Goal 34D is to “ensure compliance with all relevant Acts and provisions that apply to Local Government”. The submission of Council’s Annual Report ensures compliance with Section 428 of the Local Government Act. FINANCIAL IMPACT STATEMENT Nil CONSULTATION The 2014/15 Annual Report is available on the council website.


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RECOMMENDATION

That the report be received and noted and the 2014/2015 Annual Report be endorsed and lodged with the Minister of Local Government.

ATTACHMENTS

1 Annual Report 2014/15 Attached separately


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ITEM 2 QUARTERLY BUDGET REVIEW STATEMENT- September Quarter 2015



AUTHOR Financial Services Manager

INTRODUCTION A review of the Operational Budget has been completed for the September Quarter 2015. BACKGROUND / COMMENT A copy of the detailed Quarterly Budget Review (QBR) document is attached. The document is in the form required by the Office of Local Government. The QBR is a primary reporting document to measure how Council is performing against the adopted Operating Budget. Whilst it is early in the financial year there have been a number of changes to the estimates to reflect changed circumstances. These are outlined in the QBR and in the report below. The September, 2015 QBR includes all revotes that were approved by Council on 26 August, 2015. The QBR illustrates the revised budget result in both the Income Statement format (referred to as Operating Result) used in the Financial Statements and in the Working Funds format which considers all forecast cash movements. The Working Funds result is also sometimes termed the cash result as it takes into account movements in cash restrictions. RELATIONSHIP TO INTEGRATED PLAN The Quarterly Budget Review relates to Strategy 34E in the Delivery Program – Ensure compliance with all relevant Acts and provisions that apply to Local Government. The QBR Budget Review is required in accordance with clause 203 Local Government (General) Regulation 2005. The review must be reported to Council within two months within the end of each quarter. The presentation should be in accord with the guidelines issued by the Office of Local Government in Circular 10/25


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FINANCIAL IMPACT: Consolidated Result The movement in the Operating Result over the quarter is shown below:

The original 2015/16 Budget that was adopted on 27 May, 2015 forecast an operating deficit of $845,567. This increased to $1,016,369 when revotes carried over from 2014/15 were adopted at the August meeting. During the September quarter this had improved by $724,666 to a deficit of $291,703. A breakdown of the variations are outlined on the Budget Income Statement that are included in the QBR. The major reasons for the change were:

An additional $401,000 being allocated in 2015/16 for the Road to Recovery (RTR) program. These funds are allocated to high priority road renewal and road reconstruction projects.

Estimated additional revenue of $100,000 from the proceeds of sale of temporary water entitlements.

An additional income of $55,000 from trade waste charges based on actual income received to date.

A revision of the road works budget to allocate $200,000 from road maintenance to road renewal projects. This is consistent with changes in Council’s Asset Management planning to as practicable direct more resources to asset renewal rather than maintenance.

The receipt of a net dividend payment of $19,758 from the Lehman Brothers Australia liquidation.

(845,567)

(1,016,369)

(291,703)

(1,200,000)

(1,000,000)

(800,000)

(600,000)

(400,000)

(200,000)

-

Op

era

tin

g D

efi

cit

September 2015 QBR Operating Result

Original

With Revotes

Revised


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The change in the Working Funds (Cash) Position is shown below:

The Working Funds position has improved from an original budget deficit of $25,866 to a $58,133 surplus at 30 September, 2015. This result includes the adjustment for non-cash expenses such as depreciation and leave provision movements. It also considers movements to and from cash restrictions (cash reserves)

Further details of these variations are outlined in respect of each fund as below.

General Fund

The original 2014 budget adopted by Council on 27 May 2015 forecast a consolidated operating deficit for General Fund of $643,652. Revotes of $114,212 were approved at the August meeting. This resulted in an amended deficit of $757,684. At the 30 September, 2015 this deficit had reduced by $667,375 to $90,489.

This improvement was mainly attributed to:

An additional $401,000 of funding through the Federal GovernmentsRTR program.

Reduced road maintenance expenditure of $200,000. This wasredirected to the road renewals.

A saving of $20,000 in anticipated hire costs were made when thetransportable building at the Leeton Early Learning Centre was purchased in July, 2015.

(25,866) (25,866)

58,133

(40,000)

(20,000)

-

20,000

40,000

60,000

80,000

Original With Revotes Revised

Wo

rkin

g Fu

nd

s Su

rplu

sSeptember 2015 Working Funds Result

Original

With Revotes

Revised


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An additional $100,000 being expected from sales of temporary water entitlements.

The reduction in the operational deficit by $667,000 to a forecast deficit of $90,489 at year end is a significant achievement. This puts Council in position to achieve a break even result in future years given solid revenue outcomes and prudent cost control in the period ahead. Waste Fund The Original Budget forecast an operating surplus of $363,296 and this had reduced to $306,706 at 30 September, 2015. This was due to $56,590 for high priority cell construction works being undertaken. Water Fund The original water budget estimated an operating deficit of $365,937. This had reduced to $357,937 as at 30 September, 2015. This was due to a share of the Lehman Australia dividend being allocated the water fund based upon the share on the funds that were invested in Lehman Brothers Australia (LBA) brokered investments. This amounted to $7,658. Sewer Fund The Original Sewer budget estimated an operating deficit of $199,616. At the 30 September, 2015.This deficit had reduced to $134,383 at 30 September, 2015 This was attributable to an estimated $55,000 being received for trade waste fees. This is a revised estimate based upon revenue raised to date. Capital Budget The overall Capital Budget including loan payments has increased from the original estimate of $7,863,616 to $10,466,185 which includes $2,036,903 of revotes that were approved at the August Council meeting. The Road to Recovery (RTR) funding was also increased substantially after the budget was adopted following the Federal Government decision to reintroduce half yearly indexation of fuel excise rates. The additional RTR funding presents challenges for Council’s works program in providing resources to complete all works in the current year. This will be closely monitored to assess if resourcing adjustments can be made to complete these works. The Capital Expenditure and Funding Statement contained within the QBR provides detail of these movements.


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Comment on Result. The September QBR indicates that Council’s financial position is sound compared to the Original Budget adopted. The consolidated working funds (cash) position has improved by $83,999 over the quarter. The operating result is also has shown significant improvement as outlined in this report. CONSULTATION Senior Management Team, Responsible Accounting Officer, Cost Centre Managers.

RECOMMENDATION

That the review of Council’s Operational Budget as at 30 September 2015 be noted and variations contained in the quarterly budget review statement be voted.

ATTACHMENTS

1 September 2015 Quarterly Budget Review Attached separately


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ITEM 3 INVESTMENTS - DIVIDENDS Investments – October 2015



AUTHOR Financial Services Manager

INTRODUCTION

The purpose of this report is to inform Council of the funds that have been invested on Council’s behalf.

BACKGROUND

This report is to be prepared and presented to the Council meeting under Clause 212 of the Local Government (General) Regulation 2005.

COMMENT

Attached is a report for investments in the name of Leeton Shire Council for the month of October 2015.


Council investments relate to Strategy 34E in the Delivery Program – Ensure compliance with all relevant Acts and provisions that apply to Local Government. They have been invested in accordance with the Local Government Act, under the Ministerial Order, Regulations and Council’s investment policy.


The investment income will be reported as part of the quarterly financial operating plan review.

CONSULTATION

Leeton Shire Council uses the services of Amicus Advisory Pty Ltd for expert advice on the situation in regard to Collateral Debt Obligations (CDOs) and also for current investment opportunities.

Leeton Shire has $21,313,696 invested with local branches’ of banks and credit unions in Leeton, with a total current investment portfolio of $30,813,696 invested in Approved Deposit Institutions that are regulated by the Australian Prudential Regulatory Authority.


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The following is a dissection of the investments –

Total Investments 30,813,696

Less restrictions

Water Supply 8,865,863

Sewerage Services 6,928,253

Other external restrictions 2,980,238

Internal restrictions 11,313,000

Total restrictions 30,087,354

Net unrestricted investments 726,342

External Restrictions can only be used for the purpose for which they were raised. These include water, sewer, domestic waste operations and unexpended specific purpose grants. Internal restrictions are funds set aside by Council resolution usually through adoption of the budget or the quarterly budget review process. Internal restrictions can be set aside to fund specific items such as plant replacement, infrastructure renewal, unplanned building renewal or liabilities such as Employee Leave Entitlements (ELE). Unrestricted cash is used to provide working capital for Council to fund short term operations and fluctuations in payables and receivables. The 90 day Bank Bill Swap Rate (BBSW) remained at 2.0% during the month and Council had an average yield on their investments of 3.03% for October, down from 3.05% in September 2015. Lehman Brothers Legal Disputes Lehman Brothers Australia Payment of Dividends In conversations with PPB Advisory Liquidators Australia (liquidators of Lehman Brothers Australia) over the course of the month, progress does seem to have been made resolving various issues and PPB have stated they hope to be able to outline the timetable for the payment of the second dividend sometime in November. It is thought however this is overly optimistic although it is likely the timetable maybe announced this year and payment of the second dividend before Christmas is still a possibility. A possible set-back still to come is that part of the process of PPB being able to pay a substantive second dividend is the ability to come to an agreement with Standard and Poor’s (S&P) to limit or cap claims against the Lehman Brothers Australia (LBA) estate by S&P. S&P has lodged a proof of debt against the LBA estate reflecting claims made against it by former LBA clients who argue they lost money because of S&P mis-rating CDO products.


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Amicus Advisory Pty Ltd have provided their comprehensive monthly report for October 2015 however due to its confidential nature it is available to Councillors to read in the Council office should they wish.

RECOMMENDATION

That the information contained in the report on Investments be noted.

ATTACHMENTS

1 Summary of Term Investments as at 31.10.2015 2 Bank Reconciliation October 2015

Ordinary Council Meeting - Wednesday, 25 November 2015 INVESTMENTS - DIVIDENDS Investments – October 2015

Attachment 1 - Summary of Term Investments as at 31.10.2015 Page 16


Attachment 2 - Bank Reconciliation October 2015 Page 19


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ENGINEERING AND TECHNICAL SERVICES MATTERS

ITEM 1 SCHOOL BUS BAYS & SHELTERS PRIORITISATION



AUTHOR Road Safety Officer

INTRODUCTION This report is to inform the Council of the bus shelter requests received and for Council to prioritise the installation of the bus bays and shelters for installation of current and future financial years. BACKGROUND Council has requested for further information on the costings of bus bay and shelter installation in the Shire at the September Council meeting and the list of bus shelter requests for the current financial year. Roads and Maritime Services (RMS) have previously provided 50/50 funding for the installation of bus bays but do not fund installation of the bus bays and these are now 100% funded by Council. COMMENT Council currently has 6 requests for bus bay/shelter installation in the Shire for the 2015/16 financial year. The Local Area Traffic Committee (LATC) have approved the site and design for four of the proposed bus stops:

Almond Road

Kathryne Drive

Maiden Avenue

Payten Road Council staff will begin to look at designs for the following bus stops and then take to the LATC for site and design approval:

McQuillan Road (Breed Road area) Graham Park (intersection of Corbie Hill Road and Irrigation Way)

The Graham Park request is located on Main Road 80 which is a State owned road so RMS will be involved in the design process.


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Priority Bus Stop Location Number of

Students using Stop

Design Approval

Bus Stop Speed Zone

1 Kathryne Drive 8 Yes 100

2 Maiden Avenue 10 Yes 50

3 Almond Road No bus route at present

Yes 50

4 Payten Road 3 Yes 100

5 McQuillan Road 1 No 60

6 Graham Park 10 No 50

RELATIONSHIP TO INTEGRATED PLAN Under the Key Priority Area of “Developing our Built Environment” contained within Council’s adopted Delivery/Operational Plan, Goal 24A is to “Effectively undertake long term road planning. FINANCIAL IMPACT STATEMENT Bus bay and shelter installation costs Council approximately $20,000 per bus bay and shelter, but this can vary depending on other works that may need to be undertaken such as road widening or damage. Council currently has $61,433 in the 2015/16 budget for bus bay/shelter installation. There are four shelters currently in stock at the depot which can be used, therefore this would reduce the installation amount of each bus bay/shelter by $5,000. Council will initially commence installing two bus bay/shelters in the 2015/16 financial year. Following completion of these two bays/shelters any remaining funds will be put towards the next priority. The bus bay on Almond Road has been approved for installation as per Area 7 of the Petersham Road Precinct and will be funded from the separate LIRS budget. CONSULTATION Bus Operator Request from Public


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RECOMMENDATION

That Council adopts the prioritisation list and installs the bus bays and shelters within the financial budget allocation of $61,433 as per the prioritised list below:

Priority Location

1 Kathryne Drive

2 Maiden Avenue

3 Almond Road

4 Payten Road

5 McQuillan Road

6 Graham Park

ATTACHMENTS



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ITEM 2 LEETON SHIRE COUNCIL GUIDELINES FOR RURAL SCHOOL BUS ROUTES AND BUS STOPS




INTRODUCTION This report is to provide Council with information regarding an update of the existing policy regarding the Leeton Shire Council Guidelines for Rural School Bus Routes and Bus Stops. BACKGROUND The current Leeton Shire Council Guidelines for Rural School Bus Routes and Bus Stops was reviewed in January 2013. Following recent discussions regarding school bus turnaround bays a review of Leeton Shire Council guidelines in relation to state policies and standard practice of local government was undertaken. As such it is recommended that the guidelines be amended to bring it into line with the relevant practices of other local government areas. The Mayor and General Manager have confirmed with the Roads and Maritime Service there is no legal requirements for the guideline to contain a restriction limiting reversing actions or 3 point turns. COMMENT The current policy states in Section 2.4 Bus Turning Areas that:

“The school bus turnaround area should be in a location where the safety of the bus occupants and other road users are not compromised. This means that the bus must be able to perform a turnaround manoeuvre without undertaking a reversing action or ‘three point turn’. The road in the vicinity of the turnaround area should provide sufficient visibility to approaching drivers and should be in good condition. It is best practice that a bus turn be located separate from a bus stop. This is so that children are not waiting on the ground when buses are turning around or manoeuvring.

A school bus turn around area along a school bus route may be signed, where for safety reasons, it is necessary to warn motorists of the possible presence/operation of the school bus on the road. The school bus turn around sign should not be used to justify an unsafe school bus turn around location.


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Where bus turnaround areas cannot be achieved within the road reserve the bus operator must seek approval from the Ministry of Transport Services for an alternative turnaround area such as on private property”.

The amendment of this policy would see the removal of “This means that the bus must be able to perform a turnaround manoeuvre without undertaking a reversing action or ‘three point turn” from the first paragraph. A further deletion from the third paragraph of the guidelines will be “The school bus turn around sign should not be used to justify an unsafe school bus turn around location”. There are no more amendments or changes to the guidelines. RELATIONSHIP TO INTEGRATED PLAN Under the Key Priority Area of “Developing our Built Environment” contained within Council’s adopted Delivery/Operational Plan, Goal 24 improvements to road conditions giving due consideration to type of vehicle usage, high speed environments, traffic volume and road safety. FINANCIAL IMPACT STATEMENT The change to the Leeton Shire Council Guidelines for Rural Bus Routes and Bus Stops does not impact on construction costs. CONSULTATION Roads and Maritime Services Bus Operators

RECOMMENDATION

That Council adopts the amendment to the Guidelines for Rural School Bus Routes and Bus Stops within Section 2.4 by removing from the first paragraph “This means that the bus must be able to perform a turnaround manoeuvre without undertaking a reversing action or ‘three point turn” and removing from the third paragraph “The school bus turn around sign should not be used to justify an unsafe school bus turn around location”

.

ATTACHMENTS



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ITEM 3 TRAFFIC COMMITTEE MEETING - 20 AUGUST 2015




INTRODUCTION

This report is to inform Council of the outcomes of the Leeton Local Area Traffic Committee held on 12 November 2015.

BACKGROUND

A meeting of the Local Area Traffic Committee was held on Thursday, 12 November 2015. A copy of the minutes are included in this report as Attachment 1.

COMMENT

The following reports were tabled at the meeting:

School Bus Bay Almond Road

Payten Road Bus Bay

Request for a Stop Sign to Replace the Giveway Sign at MurramiRoad/MR 80 intersection

Review of 40km/hr School Zone on Palm Avenue and Muntenpen Street

Review of 40km/hr School Zone on MR80 between Gralee and StFrancis De Sales Regional College

Construction of a Median on Currawang Avenue

Proposed Works Program for Intersection and Traffic FacilityImprovements

Speed Zone Review Yanco Township

Yanco Main Avenue PAMP email – Emailed in October prior to meetingfor consideration


Under the Key Priority Area of “Developing our Built Environment” contained within Council’s adopted Delivery/Operational Plan, Goal 24A is to “effectively undertake long term road plan” and Goal 26A is to “effectively plan for all pedestrian footpaths including consideration of width for prams and mobility scooters, safe crossings, exits and egresses and lighting”.


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PAMP works funded 50/50 with active transport program.

All other reports have no financial impact until further investigations have been complete.

CONSULTATION

Nil

RECOMMENDATION

That Council resolve to adopt the recommendations as detailed in the Minutes of the Traffic Committee meeting held on 12 November 2015.

ATTACHMENTS

1 Minutes Traffic Committee 12 November 2015

Ordinary Council Meeting - Wednesday, 25 November 2015 TRAFFIC COMMITTEE MEETING - 20 AUGUST 2015

Attachment 1 - Minutes Traffic Committee 12 November 2015 Page 27

MINUTES OF THE TRAFFIC COMMITTEE

LEETON SHIRE COUNCIL

THURSDAY 12 NOVEMBER 2015

COMMENCING AT 10.30AM

COUNCIL CHAMBERS ______________________________________________________________

Present:

RMS: Zoe Eldridge

Police: Steve Mallam

Staff: Steph Puntoriero

Barry Heins

Representative: Paul Maytom (Mayor)

Local Representative: Morna Knight



APOLOGIES

NIL

CONFIRMATION OF THE MINUTES

THAT the Minutes of the Traffic Committee held on Thursday, August 20 2015, as circulated, be taken as read and CONFIRMED.

Moved Morna Knight/Seconded Zoe Eldridge

OFFICERS REPORTS

Item 1 MATTERS ARISING FROM PREVIOUS MINUTES

RECOMMENDATION

THAT the report be received and noted.

Item 2 SCHOOL BUS BAY - ALMOND ROAD

RECOMMENDATION

That the Committee receives this information and endorses the location for future installation of new school bus bays and shelter on Almond Road near Lansdowne Estate, pending Council funding.

Item 3 PAYTEN ROAD BUS BAY

RECOMMENDATION

That the Committee receives this information and endorses the location for future installation of new school bus bays and shelter on Payten Road.

Item 4 REQUEST FOR A STOP SIGN TO REPLACE THE GIVEWAY SIGN AT MURRAMI/ MR80 INTERSECTION

RECOMMENDATION

That the Committee proposes for RMS to investigate the intersection and for the Give Way sign to be replaced with a Stop Sign on both approached at the Murrami Road/MR80 (Irrigation Way) intersection.



Item 5 REVIEW OF 40KM/HR SCHOOL ZONE ON PALM AVENUE AND

MUNTENPEN STREET

RECOMMENDATION

That the existing 40km/hr school zone on Palm Avenue be reviewed by RMS and a response be reported in writing to Leeton Shire Council.

(Note Steve Mallam expressed concern over safety if speed limit is raised.)

Item 6 REVIEW OF 40KM/HR SCHOOL ZONE ON MR80 BETWEEN

GRALEE AND ST FRANCIS DE SALES REGIONAL COLLEGE

RECOMMENDATION

That the existing 40km/hr school zone on MR80 be reviewed by RMS with the aim of implementing 2 separate school zones and a response be reported in writing to Leeton Shire Council.

Item 7 CONSTRUCITON OF A MEDIAN ON CURRAWANG AVENUE

RECOMMENDATION

That the Committee endorses the design of a suitable intersection treatment on Currawang Avenue to prevent motorists from cutting the corner on Gidgee Street and design be bought back to Traffic Committee for consideration.

Item 8 PROPOSED WORKS PROGRAM FOR INTERSECTION AND TRAFFIC FACILITY IMPROVEMENTS

RECOMMENDATION

That the Committee accepts the proposed works program for Leeton Shire Council for intersection facility and improvements and Council prepare designs for consideration.

Item 9 SPEED ZONE REVIEW YANCO TOWNSHIP

RECOMMENDATION

That the Committee endorses that Road and Maritime Services review the speed zoning of Yanco in the area from Back Yanco Road to Research Road from MR80 (Irrigation Way) to Binya Street.

Item 10 PAMP WORKS MAIN AVENUE, YANCO – EMAILED OCTOBER

AND TABLED AT MEETING

RECOMMENDATION

That the Committee receives this information and endorses the installation of the PAMP works at Main Avenue, Yanco as per General Arrangement – Option 2.



GENERAL BUSINESS

1. Police review of speed zone along Brobenah Road from Palm Avenue toBoronia Road

2. Police concerns regarding the intersection of MR80 and Mackellar Roadwith trucks pulling out – RMS currently investigating.

3. Director of Engineering and Technical Services to report to futuremeeting regarding the investigation into the Yanco Public School Zoneon MR 80.

4. RMS, Zoe Eldridge advised that the traffic lights have been repaired andany complaints regarding the traffic lights are to be forwarded to ZoeEldridge at RMS.

NEXT MEETING 11 FEBRUARY 2016 AT 10.30AM

There being no further business the meeting closed at 11.40am.


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ITEM 4 SEWER REHABILITATION AND INVESTIGATION- CONTRACT NUMBER S 01/2013-14



AUTHOR Manager Water & Waste Water

INTRODUCTION

The purpose of this report is to provide an update regarding the sewer rehabilitation work currently being undertaken by Interflow Pty Ltd.

BACKGROUND

Leeton Township was sewered in the 1930’s, much of which was constructed by tunnelling through rock at depths to 4m, and often within the rear yards of properties.

Council has been carrying out sewer rehabilitation works since 2004, when it became evident that serious corrosion of the reticulation system was occurring, resulting in major pipe collapse and blockages, and system failures.

By engaging a specialist sewer lining contractor, removal of the collapsed pipe, debris, tree roots etc. and the rehabilitation of pipes is carried out without open trenching, resulting in cost savings and with minimal impact on infrastructure, property owners, public safety.

Council has since continued a sewer rehabilitation program to reduce system failures and blockages, which were prevalent from tree root intrusion, broken pipe and rock spoil.

COMMENT

Council in 2013 called tenders for a three year term contract for continuation of the rehabilitation work. This is a schedule of rates tender, adjusted annually by CPI, with set rates for lining the sewer pipes based on the diameter. In addition, there are rates for cleaning of debris, CCTV and condition assessment, resealing the house junctions etc. Interflow Pty Ltd were awarded the tender.

The contract work includes:

Cleaning and removal of debris, roots, from sewers lines, manholes

and pump stations

Inspection, CCTV and condition assessment of the sewer system


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Rehabilitation/relining of sewer mains

Sealing of property junctions at the point of connection to the sewer

mains

Rehabilitation of concrete manholes, pump station wells, and sewer

vent shafts

Smoke testing of sewer lines to locate illegal storm water connections

The Capital Works Program 2013/14 to 2015/16 adopted by Council provided funding of approximately $1million per year for the work contracted. Subject to assessment of the system condition, the contract provides for an extension of the contract for a further year, for which funds have been provided in the current four year capital works program. Work completed to date includes the relining of sewer mains and resealing of property junctions as follows:

Leeton town area

Parkview

Gralee

Wattle Hill

The work carried out for each year is given in separate packages, with consideration to expenditure and available funds remaining. These packages are pre-estimated based on the tendered rates, and the quantity of work involved, so that the work is delivered within the approved budget. Each package is for a defined scope of work, such as smoke testing, manhole restoration, CCTV condition assessment, relining pipes and resealing junctions, in defined areas within the sewer system. The annual budget and expenditure for the contract is as follows:

2013/14 2014/15 2015/16 2016/17 Total

Work to Date Pending

Budget Amount

$1,015,000 $1,030,000 $1,045,000 $1,060,000 $3,090,000

Expenditure $907,290 $1,298,532 $650,575 $2,856,398

Some additional work was included in 2014/15, and funded from the 2015/16 budget. The current 2015/16 program of works is nearing completion, and under the contract Council has an option to extend the contract for an additional year should it be considered advantageous to Council to carry out further works.


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The Willimbong area would be considered a high priority for rehabilitation in the 2016/17 year, as it was constructed in the mid 1960’s together with Parkview, and is in a similar condition to Parkview prior to relining. The work has been carried out within budget, in a timely and efficient manner, and with no contractual problems. It should be noted that as the contract is for a “set rate” per quantity of work completed, the contractors do not receive any additional payments for weekend or after business hours work. The relining system has a guaranteed life of 50 years and will reduce maintenance and operational costs by preventing groundwater and stormwater infiltration, and reducing system blockages from the ingress of tree roots. The length of sewer mains relined since commencing the rehabilitation work is approximately 40 km, which represents half of the total length of Council’s sewer mains. RELATIONSHIP TO INTEGRATED PLAN Under Council’s Community Strategic Plan within the priority of “Developing our Built Environment” Council has the following objective: Strategy 29C Seek infrastructure improvements associated with effective water reticulation and sewage treatment FINANCIAL IMPACT STATEMENT Funding for this work is provided in the current 4 year Operational Plan – Sewer Mains Rehabilitation. The current delivery plan has the following allocations:

2015/16 - $1,045,000 2016/17 - $1,060,000

CONSULTATION Nil

RECOMMENDATION

That this information be received and noted.

ATTACHMENTS

1 Sewer Rehabilitation Map

Ordinary Council Meeting - Wednesday, 25 November 2015 SEWER REHABILITASTION AND INVESTIATION - CONSTRACT NUMBER S 01/2013-14

Attachment 1 - Sewer Rehabilitation Map Page 34


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ENVIRONMENTAL AND COMMUNITY SERVICES MATTERS

ITEM 1 EXTENSION OF LEETON MOTORCYCLE CLUB



AUTHOR Director Environmental and Community Services

INTRODUCTION At the Extraordinary Council meeting held on Wednesday 7 October 2015, Council considered a report on the extension of the Leeton Motorcycle Club (LMC). This report provides further information on the request from the LMC on the extension of their site. BACKGROUND At the meeting on 7 October 2015, Council resolved to suspend standing orders in order for representatives from the LMC to present a short presentation on their proposal, details of their club and the economic benefits that they provide to the community. At the completion of this presentation Council then resolved that a “report be submitted to the November Council meeting following consultation with the Brobenah Aerodrome Committee before Council formally considers the request from the Leeton Motorcycle Club to extend their current site”. The LMC currently occupies Council land at Lot 277 in DP 723199, Brobenah Hall Road, comprising of 3.7 ha. As explained at the meeting of 7 October 2015 the LMC wish to extend their site to be able to hold larger race meetings. In order to do so they will need to re-design and lengthen their existing track by approximately 300m and create a larger pit area and parking area for race teams. To obtain this extra area they will need to utilise parts of the adjoining Council land within Lot 278 in DP 723199. The land required for the track extension is part of the existing aerodrome comprising approximately 5.3ha as well as an extra part of the disused landfill of approximately 8.3ha for crew pit and parking areas. A map has been prepared to indicate these areas. A timeline of the current arrangement between Council and the Leeton Motorcycle Club is as follows;


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23/10/1985 – Council resolved to lease part of the Brobenah garbage depot on Portion 126, Reserve No. 83705, to the LMC.

26/3/1986 – Council resolved to re-zone the land from Special Uses 5(a) Garbage Depot to Special Uses 5(a) Recreational Establishment to permit the LMC development.

18/7/1986 – The Water Resources Commission approved “Council leasing approximately three (3) hectares of the subject reserve, to the Leeton Motorcycle Club for a period of twenty (20) years.”

25/3/1987 – Council resolved to fund the cost of the subdivision of the land for the LMC development.

27/5/1987 – Council entered into a twenty (20) year Lease with the LMC.

29/5/1987 – Council granted DA consent to the LMC for “Establishment of Motor Cycle Tracks and associated Facilities”.

14/6/1992 – Council resolved to lease the former sanitary shed to the LMC.

25/7/1993 – Council resolved to purchase the current site of the former Brobenah landfill and site of the LMC facility.

COMMENT A meeting was held on 4 November 2015 between members of the LMC, Leeton Aviators Club (formerly the Leeton Gliding Club and Leeton Aviators) and Council (Cr Peter Davidson and Director, Environmental & Community Services) to discuss the proposal. At this meeting consensus was reached on the area required for the track extension. This consensus is based on agreement from the Aviators Club to realign and relocate their existing runway and the LMC amending the proposed south eastern boundary of their proposed extension to provide a 50m buffer between their boundary and the centre of the new runway. Also invited to this meeting were representatives of the Riverina Drag Racers Association (RDRA) who were unfortunately unable to attend, as the extension of the LMC area has potential to affect their plans to establish a drag racing facility on the Brobenah Aerodrome. For the information of Councillors, Council resolved on 26 June 2006 to “agree in principle, to the use of Council owned land to establish a drag racing facility and seek approval from the Department of Lands to use the Aerodrome Reserve, to enable the RDRA to further investigate the establishment of the facility, and that a further report be presented to Council when a firm proposal is completed”.


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Subsequently Council negotiated to have the purpose of Reserve 90763, the Brobenah Aerodrome site, changed from “Aviation” to “Public Recreation” to permit the establishment of a drag racing facility by the Riverina Drag Racers Association. Staff have consulted with the RDRA about the proposal from the LMC. The RDRA have confirmed that they still plan to establish a drag racing facility at the Brobenah Aerodrome and that the proposed extension of the LMC footprint does impact on their plans but is not significant and can be accommodated in their proposal. Should Council resolve to agree to the request from the Leeton Motorcycle Club to extend the facility, it is seen as appropriate that Council commence investigations to transfer the land (currently owned by Leeton Shire Council and classified as operational) to the Leeton Motorcycle Club. The transfer of the land to the LMC (yet to be negotiated) will reduce Council’s asset management requirements. No formal discussions have taken place with the Motor Cycle club regarding the potential transfer of ownership of the land. RELATIONSHIP TO INTEGRATED PLAN Under the Key Priority Area of “Caring for our Health & Wellbeing” contained within Council’s adopted Delivery/Operational Plan, Goal 7(a) is to “offer a variety of programs and activities for the Community to participate in, where appropriate – (e.g. Library, Sports Stadium, Roxy Theatre)” and 7B is to “seek opportunities to host regional and state sporting events”. FINANCIAL IMPACT STATEMENT Leeton Motorcycle Club will be responsible for all costs for the transfer of this land including but not limited to subdivision and legal costs. CONSULTATION Consultation has occurred with representatives of the Leeton Motorcycle Club, Leeton Aviators Club and the Riverina Drag Racers Association.

RECOMMENDATION

That Council resolve;

1) Council agree in principle to the request from Leeton motor Cycle Club to extend their Motor Cycle facility at Brobenah Rd (part Lot 278, DP 723199)

2) That Council investigate the transfer of Lot 277, DP 723199 and part Lot 278, DP 723199 to Leeton Motor Cycle Club

ATTACHMENTS

1 Leeton Motorcycle Club - Map of proposed land extension

Ordinary Council Meeting - Wednesday, 25 November 2015 EXTENSION OF LEETON MOTORCYCLE CLUB

Attachment 1 - Leeton Motorcycle Club - Map of proposed land extension Page 38


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ITEM 2 PARKS, PLAYGROUNDS & RECREATIONAL FACILITIES MAINTENANCE MANAGEMENT POLICY



AUTHOR Manager Parks and Recreation Services

INTRODUCTION One of the primary responsibilities of Local Government is to provide an acceptable level of service for public assets to its community within budgetary constraints. This responsibility extends to managing the hazards associated with those assets. The Parks, Playgrounds & Recreational Facilities Maintenance Management Policy outlines the process of determining the hazards that may be generated on facilities, by identifying the use, priority and timeframes to be considered when addressing these hazards. The principle objectives of this Policy include:

To provide safe facilities and structures for the public.

To enable a system of proactive maintenance (where possible).

To identify areas that require maintenance through a systematic and priorities inspection system.

To facilitate scheduling and resource allocation where required.

To establish a priority system for carrying out maintenance works.

This Policy applies to the entire Park, Playground and Recreational Facility network. This includes playgrounds, sporting fields, skate parks etc. Future revisions of this policy may extend to consider additional assets within this scope as the need arises. BACKGROUND Council has previously adopted the following policies:

Footpath & Shared Cycleway Maintenance Policy

Kerb, Gutter & Median Maintenance Policy

Buildings Maintenance Management Policy

Road Maintenance Policy. This policy is built around the framework of these existing policies and inherent procedures. This is done so to streamline processes throughout the organisation, as well as to foster higher levels of procedural understanding across Council’s asset bases.


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RELATIONSHIP TO INTEGRATED PLAN Under the Key Priority Area of “Developing our Built Environment” contained

within Council’s adopted Delivery/Operation Plan, Goal 22C is to “Plan for and

provide regular maintenance and security provisions for public infrastructure”.

FINANCIAL IMPACT STATEMENT This is not seen as applicable as the current “ad hoc” methods of parks maintenance will simply be rolled into a prioritised and measured approach. CONSULTATION The policy is to be displayed to the public for 28 days and comments sought accordingly.

RECOMMENDATION

THAT Council 1. Place the Parks, Playgrounds, & Recreational Facilities Maintenance Management Policy on public exhibition for 28 days. 2. If any submissions are received, a further report be prepared for Council. If no submissions are received, the revised policy be considered as formally adopted by Council.

ATTACHMENTS

1 Draft Parks, Playgrounds & Recreational Facilities Maintenance Management Policy

Ordinary Council Meeting - Wednesday, 25 November 2015 PARKS, PLAYGROUNDS & RECREATIONAL FACILITIES MAINTENANCE MANAGEMENT POLICY

Attachment 1 - Draft Parks, Playgrounds & Recreational Facilities Maintenance Management Policy

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ITEM 3 COUNCIL'S COMMUNITY GRANTS - ROUND 1 2015/2016



AUTHOR Acting Manager Community Services

INTRODUCTION The purpose of this report is to advise Council of the applications received under Round One of the 2015/2016 Community Strengthening Grant Scheme. BACKGROUND In September 2014 Council adopted the revised Donation, Assistance and Sponsorship Policy which included improved processes for receipt and assessment of requests for assistance. Requests for assistance can be for financial, resource and/or fee waiving support. This policy also details an improved grant program structure. The first round of applications for the 2015/2016 period under the “Community Strengthening Grants Scheme” was advertised on the 14 September 2015 with a closing date of 30 October 2015, resulting in the following applications; Eight (8) Community Grant applications were received this round for financial, fee waiving and resources requests listing a total value of $46,096.03, and three (3) Quick Response applications were received this round for financial, fee waiving and resources requests listing a total value of $2,800. The quality of these applications was high, meeting all requirements including prior contact with Council staff and demonstrating links to the Community Strategic Plan. COMMENT There is $7500 available in the community grants budget for this round for the Community Grants and $2,800 budget for the Quick Response Grants. Should the recommended $8,048.50 be allocated, the allocation for round 2 will be reduced by $548.50. As per the Donation, Assistance and Sponsorship Policy, a panel of three comprising the Director, Environmental & Community Services, Acting Manager, Community Services and Community Services Officer reviewed the applications by scoring against the assessment criteria resulting with the following recommendations:


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Community Grants

Name Purpose Comment Amount Requested

Amount Granted

Leeton Amateur Swim Club

Upgrade equipment

Equipment upgraded including a lane rope and diving blocks.

$1,000.00 $1,000.00

Leeton Men’s Shed

Upgrade Equipment

Upgrade of the Timber Cutter blade $1,780.00 $1,000.00

Leeton Tri Club

Leeton Triathlon Event Assistance

The Leeton Triathlon event assistance, including traffic control

$2,550.00 $2,550.00

Leeton Senior Citizens Committee

Seniors Social Event

The Leeton Senior Citizens Social Bus Tour

$698.50 $698.50

TAFE NSW Riverina Institute

Art Therapy for Seniors

Art Therapy for Seniors Course Subsidy

$300.00 $300.00

Leeton Water Ski Club Inc

Installation of shade infrastructure

The installation of shade infrastructure will shelter.

$2,500.00 $2,500.00

Yanco Wamoon Hawks

Upgrade scoreboard

Installation of an electronic scoreboard at Yanco Sportsground

$33,267.53 Nil

Intereach Shelter for electric BBQ

Erection of a shelter and BBQ in Gossamer Park by aboriginal men residents of Wattle Hill

$4,000.00 Nil

Totals $46,096.03 $8,048.50

Quick Response Grants

Country Music Roundup

Country Music Roundup Event Assistance

The Country Music Roundup sound system and artist fees

$1,000.00 $1,000.00

Light Up Leeton Committee

Light up Leeton Event

Traffic Control for event $600.00 $600.00

Leeton Gun Club

Grading of the Access Road

Grading of the Gun Club access road $1,200.00 $1,200.00

Totals $2,800.00 $2,800.00

Total for Approval

$10,848.50


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RELATIONSHIP TO INTEGRATED PLAN Under the Key Priority Area of “Caring for our Health & Wellbeing” contained within Council’s adopted Delivery/Operational Plan, Goal 8F is to “Continue the availability of the Community Grants Program through Council”. FINANCIAL IMPACT STATEMENT For 2015/16 Council has allocated $21,000 for Annual Donations & Community Grants and has to date expended $2,775 leaving a total of $18.225. CONSULTATION Nil.

RECOMMENDATION

That Council approve the following applications for assistance to Round 1 2015-16 Community Strengthening Grants Scheme:

Leeton Amateur Swim Club $1,000.00 Leeton Men’s Shed $1,000.00 Leeton Tri Club $2,550.00 Leeton Senior Citizens Committee $698.50.00 TAFE NSW Riverina Institute $300.00 Leeton Water Ski Club $2,500.00 Country Music Roundup $1,000.00 Light Up Leeton Committee $600.00 Leeton Gun Club $1,200.00 $10,848.50

ATTACHMENTS



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STATEMENTS BY COUNCILLORS

The Statement by Councillors section of the agenda is to formally provide an opportunity for Councillors or staff to bring forward important or urgent issues in accordance with the provisions of Clause 241 of the Local Government (General) Regulation.

Clause 241 states: 241 Giving notice of business “(1) A Council must not transact business at a meeting of the Council:

a) Unless a Councillor has given notice of the business in writing within such time before the meeting as is fixed by the Council’s code of meeting practice or (if the Council does not have a code of meeting practice, or its code of meeting practice does not fix that time) as is fixed by resolution of the Council; and

b) Unless notice of the business has been sent to the Councillors in accordance with section 367 of the Act.

(2) Subclause (1) does not apply to the consideration of business at a

meeting if the business:

(a) Is already before, or directly relates to a matter that is already before, the Council; or

(b) Is the election of a chairperson to preside at the meeting as provided by clause 236 (1); or

(c) Is a matter or topic put to the meeting by the chairperson in accordance with clause 243; or

(d) Is a motion for the adoption of recommendations of a committee of the Council

(3) Despite subclause (1), business may be transacted at a meeting of a

Council even though due notice of the business has not been given to the Councillors. However, this can happen only if:

(a) A motion is passed to have the business transacted at the

meeting; and

(b) The business proposed to be brought forward is ruled by the chairperson to be of great urgency.

Such a motion can be moved without notice. (4) Despite clause 250, only the mover of a motion referred to in subclause

(3) can speak to the motion before it is put.”


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CLOSED COUNCIL - CONFIDENTIAL ITEMS

1. INVESTMENTS LEGAL UPDATE It is recommended that the Council resolve into Closed Council with the press and public excluded to allow consideration of this item, as provided for under Section 10A(2) (g) of the Local Government Act, 1993, on the grounds that the report contains advice concerning litigation, or advice that would otherwise be privileged from production in legal proceedings on the ground of legal professional privilege.

ordinary council meeting - leeton shire...2015/11/25 · leeton shire council ordinary council...

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