supplementary business paper - forbes shire ordinary business paper ... committee supplementary...

SUPPLEMENTARY

BUSINESS

PAPER

18 May 2017

Council’s Vision

A prosperous rural community where residents and visitors enjoy a clean, safe environment enhanced by our unique

heritage and country lifestyle

Council’s Mission

For the whole community to grow and prosper through effective leadership, provision of sustainable services and

promotion of economic development opportunities

FORBES SHIRE COUNCIL

SUPPLEMENTARY ORDINARY BUSINESS PAPER – 18 MAY 2017

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TABLE OF CONTENTS

7 COMMITTEE REPORTS TO COUNCIL ..................................................................................................... 5

7.1 SALEYARDS ADVISORY COMMITTEE ............................................................................................ 5 7.1.1 BUSINESS ARISING ................................................................................................................................ 6

7.2 MATTERS IN PROGRESS ...................................................................................................................... 6

7.3 CORRESPONDENCE: .............................................................................................................................. 9 7.3.1 Department of Primary Industries ....................................................................................................... 9

7.4 REPORTS ...................................................................................................................................................... 9 7.4.1 Cattle Trends ............................................................................................................................................. 9 7.4.2 Sheep/Lamb Trends .............................................................................................................................. 10 7.4.3 Pig Trends ................................................................................................................................................ 11

7.5 GENERAL BUSINESS ............................................................................................................................ 12 7.5.1 Mock Exercise Emergency Animal Disease Response Plan ...................................................... 12 7.5.2 Proposed Fees & Charges 2017/2018 ............................................................................................... 13 7.5.3 Review of Constitution ......................................................................................................................... 14

7.6 BUSINESS WITHOUT NOTICE .......................................................................................................... 15 7.6.1 Central West Livestock Exchange Expansion................................................................................ 15 7.6.1 WHS Induction System ......................................................................................................................... 15

7.7 DATE OF NEXT MEETING: .................................................................................................................. 15

7.8 CLOSE OF MEETING: ............................................................................................................................ 15

CR JENNY WEBB’S AND CR SUSAN CHAU’S REPORT TO COUNCIL ........................................... 18

AUSTRALIAN LOCAL GOVERNMENT WOMENS ASSOCIATION (ALGWA) ANNUAL

CONFERENCE ............................................................................................................................................................ 18

PUBLIC ACCESS TO COUNCIL MEETINGS .......................................................................................................... 20

CONTENTS OF CONFIDENTIAL BUSINESS PAPER ........................................................................................... 21

ADOPTION OF ALL MATTERS IN THE MAIN BUSINESS PAPER WITH THE EXCEPTION OF THOSE ITEMS WHICH HAVE BEEN WITHDRAWN AND WHICH ARE DULY REFERRED TO IN ORDER IN THE BALANCE OF THESE MINUTES ............................................................................................................................... 23



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COMMITTEE SUPPLEMENTARY

REPORT

TO COUNCIL PART I



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1 COMMITTEE REPORTS TO COUNCIL

1.1 SALEYARDS ADVISORY COMMITTEE

Report Author: Director Engineering & Technical Services Responsible Officer: Director Engineering & Technical Services

Executive Summary A meeting of the Saleyards Advisory Committee was held in the Council Chambers on 5 April 2017 commencing at 9.03am. Crs G Miller, P Miller and J Webb are Council’s representatives on this Committee. PRESENT Cr G Miller (Chair)

Cr P Miller OAM Hartley Wilson Jake LeBrocque Cassi Walmsley Wayne Dunford Randall Grayson Ruth Klingner Cr J Webb (arrived at 9:05 am) Belinda Edmonston (arrived at 9:05 am) Alisha Whiley (arrived at 9:05 am)

APOLOGY OBSERVERS PRESENTER

Wendy Shoemark Chris Sweeney Luke Whitty Geoff Rice Neil Morrison (W Dunford/R Kligner) Cr S Karaitiana Cr J Nicholson Tom Newsome

The Chair acknowledged the Traditional Custodians of the land on which we met today and paid respect to the Elders both past and present.

MINUTES The minutes of the previous meeting held on 3 August 2016 were adopted by Council on 18 August 2016.

CONFLICT OF INTEREST

The Chair asked if any members had a conflict of interest. No conflict of interest in any matter was declared.

A question was raised by Wayne Dunford asking why there were no Saleyards Advisorm Committees meetings for the past 7 months. A response was provided by the Mayor Cr G Miller.

PRESENTATION BY OUTCROSS

Review of Current Infrastructure and Expansion Plans for Forbes Central West Livestock Exchange

RECOMMENDATION That Council: i). receive and note the Outcross presentation on the expansion plans for the CWLE. (R Klingner/W Dunford) ii). note the preferred option is to expand to the east of the CWLE complex. (Cr P Miller/R Grayson)



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COMMITTEE REPORTS TO COUNCIL – cont’d 1.1.1 BUSINESS ARISING

1 CWLE Infrastructure Steering Committee for the Infrastructure Review for the Forbes Central West Livestock Exchange

In accordance with recommendation, Steering Group meetings were held with the

consultant in relation to the infrastructure review.

The Master Planning Project has been deferred to a future financial year.

RECOMMENDATION That Council receive and note the information. (W Dunford/J LeBrocque)

2 Forbes Central West Livestock Exchange Facebook Page

Completed, updated weekly – working well.

RECOMMENDATION That Council receive and note the information. (J LeBrocque/R Klingner)

3 Pig Yards - Curtains/Blinds

Work has commenced.

RECOMMENDATION That Council receive and note the information. (W Dunford/H Wilson)

1.2 MATTERS IN PROGRESS

Minute Number: 79/2016 Report : Saleyards Advisory Subject : Second Crush Resolution : That Council adopt the report and proceed with the purchase of the

second cattle crush at the Forbes Central West Livestock Exchange. Action Officer : Director Engineering & Technical Services Progress : Council has purchased a second cattle crush.

L Whitty requested a timeframe for the installation of the second crush. DETS advised that Council needs to firstly approve costs for the second crush in Council’s budget allocation.



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COMMITTEE REPORTS TO COUNCIL – cont’d Designs July - September 2016 Procurement October - November 2016 Construction December 2016 - February 2017 The second cattle crush will be installed as part of the cattle yard expansion project. The planned major milestones for the cattle yard expansion are:

1. Detail design completed 22 December 2017. 2. Award of construction tender 23 March 2018. 3. Construction completed 29 March 2019.

DELETE

RECOMMENDATION That Council delete this item. (Cr P Miller/R Klingner)

Minute Number: 481/2016 Report : Saleyards Advisory Subject : Poor Mobile Phone Service at the Sheep Yards Resolution : That Council:

i). forward a letter to Telstra and local Federal member Michael McCormack, MP complaining about the poor mobile telephone and internet services at the Central West Livestock Exchange;

ii). request a Council officer to make contact with Telstra personnel to

discuss the poor reception issues; ii). establish an audit listing of telephone service faults to follow up with

Telstra and the Telstra Ombudsman. Action Officer : Director Engineering & Technical Services Progress : i) Letter forwarded to local Federal member Michael McCormack, MP.

ii) Council has made contact with Council’s Telstra account manager in relation to the poor 4G coverage at the Forbes Central West livestock Exchange. Telstra indicated that they would follow up with an investigation on the poor service; no response received in relation to this investigation. It is noted that switching the mobile phone to 3G has improved reception for some users.

iii) Audit list established – no recorded issues. DELETE



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COMMITTEE REPORTS TO COUNCIL – cont’d

RECOMMENDATION That Council delete this item. (Cr P Miller/J LeBrocque)

Minute Number: 486/2016 Report : Saleyards Advisory Subject : CWLE Promotional Signage Resolution : That Council form a small sub-committee consisting of the Saleyards

Advisory Committee Chair, Cr G Miller, Saleyards Supervisor, Cassi Walmsley, Chris Sweeney and a representative of the Engineering Department meet to discuss options to progress promotional signage on the Newell Highway.

Action Officer : Saleyards Supervisor Progress : Meeting was held and discussions ongoing.

RECOMMENDATION That Council refer this matter to the Traffic Advisory Committee. (Cr P Miller/W Dunford)

Minute Number: Nil Report : Saleyards Advisory Subject : Parking at the Forbes Central West Livestock Exchange Resolution : Saleyards Supervisor to investigate the parking matter raised and report back to the next meeting of the Saleyards Advisory Committee. Action Officer : Saleyards Supervisor Progress : The parking matter has been investigated and a proposed parking plan has

been drafted. New line marking completed. DELETE.

RECOMMENDATION That Council delete this item. (Cr P Miller/J LeBrocque)



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1.3 CORRESPONDENCE:

1.3.1 Department of Primary Industries

i). NLIS Cattle Saleyard Performance October/December 2016 (attached). ii). NLIS Sheep Saleyard Performance October/December 2016 (attached).

RECOMMENDATION That Council receive and note the information. (Cr P Miller/W Dunford)

1.4 REPORTS

1.4.1 Cattle Trends

MONTH

CATTLE

5 yr average (2011/12-2015/16)

Cumulative 5 yr average

(2011/12-2015/16)

2015- 2016

Cumulative 2015-2016

2016- 2017


Yearly variation

5 yr average variation

July 7,421 7,421 6,614 6,614 5,179 5,179 -22% -30%

August 8,607 16,027 8,206 14,820 7,509 12,688 -8% -13%

September 9,737 25,765 8,525 23,345 3,644 16,332 -57% -63%

October 7,711 33,475 5,953 29,298 6,571 22,903 10% -15%



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MONTH

CATTLE

5 yr average (2011/12-2015/16)

Cumulative 5 yr average

(2011/12-2015/16)

2015- 2016


2016- 2017


Yearly variation


November 7,831 41,306 9,286 38,584 5,662 28,565 -39% -28%

December 5,017 46,323 3,632 42,216 2,685 31,250 -26% -46%

January 4,822 51,145 4,862 47,078 5,076 36,326 4% 5%

February 7,953 59,098 7,799 54,877 4,731 41,057 -39% -41%

March 5,982 65,080 4,025 58,902

April 6,450 71,530 6,123 65,025

May 6,501 78,031 5,102 70,127

June 5,405 83,435 2,795 72,922

Year to date 46,323 42,216 31,250 -26% -33%

Total 83,435 72,922 41,057

1.4.2 Sheep/Lamb Trends



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SHEEP/LAMBS

MONTH 5 yr average

(2011/12-2015/16)

Cumulative 5 yr

average (2011/12-2015/16)

2015-2016


2016-2017


Yearly variation


July 140,272 140,272 140,391 140,391 119,428 119,428 -15% -15%

August 142,420 282,692 144,417 284,808 148,901 268,329 3% 5%

September 154,682 437,374 183,087 467,895 116,000 384,329 -37% -25%

October 133,269 570,643 105,142 573,037 106,751 491,080 2% -20%

November 78,934 649,577 77,320 650,357 105,975 597,055 37% 34%

December 71,449 721,026 66,692 717,049 43,122 640,177 -35% -40%

January 115,601 836,627 109,203 826,252 136,499 776,676 25% 18%

February 129,707 966,334 142,518 968,770 140,842 917,518 -1% 9%

March 122,108 1,088,443 158,945 1,127,715

April 127,931 1,216,374 133,510 1,261,225

May 116,939 1,333,313 132,279 1,393,504

June 118,959 1,452,272 95,719 1,489,223

Year to date 721,026 717,049 640,177 -11% -11%

Total 1,452,272 1,489,223 917,518

1.4.3 Pig Trends



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MONTH

PIGS

5 yr average (2011/12-2015/16)

Cumulative 5 yr

average (2011/12-2015/16)

2015-2016


2016-2017


Yearly variation


July 1,374 1,374 1,594 1,594 1,625 1,625 2% 18%

August 1,146 2,521 1,060 2,654 1,408 3,033 33% 23%

September 1,175 3,695 1,407 4,061 1,516 4,549 8% 29%

October 1,580 5,276 1,485 5,546 1,286 5,835 -13% -19%

November 1,659 6,935 1,695 7,241 1,769 7,604 4% 7%

December 1,188 8,124 2,185 9,426 1,329 8,933 -39% 12%

January 1,309 9,433 2,009 11,435 1,543 10,476 -23% 18%

February 1,278 10,711 1,422 12,857 1,197 11,673 -16% -6%

March 1,177 11,888 1,357 14,214

April 1,249 13,137 1,768 15,982

May 1,343 14,480 1,163 17,145

June 1,375 15,854 1,303 18,448

Year to date 8,124 9,426 8,933 -5% 10%

Total 15,854 18,448 11,673

RECOMMENDATION That Council receive and note the information. (W Dunford/H Wilson)

1.5 GENERAL BUSINESS

1.5.1 Mock Exercise Emergency Animal Disease Response Plan

The mock exercise was held on 23 March 2017 with all stakeholders attending, including DPI, LLS, FAA, Emergency Services, Forbes Shire Council and Stock and Station Agents. The mock exercise covered the broad objectives of: a) review disaster management plan

b) evaluate the emergency response to highlight the roles and responsibilities of the

various stakeholders, and

c) enhance the coordination between stakeholders.



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COMMITTEE REPORTS TO COUNCIL – cont’d When the final report of the mock exercise is completed Council’s Animal Diseases Management Plan will be updated and reflected in Council’s Local Emergency Management Plan (EMPLAN).

RECOMMENDATION That Council receive and note the information. (R Grayson/R Klingner)

1.5.2 Proposed Fees & Charges 2017/2018

The fees and charges have been increased by 5% in accordance with previous agreement, except for purchase of keys which is self funding.



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RECOMMENDATION That Council approve the fees and charges for 2017/18. PM/WD

1.5.3 Review of Constitution The Constitution for the Saleyards Advisory Committee requires updating to reflect that

i) the President of Forbes Associated Agents is automatically a member of the Committee with voting rights;

ii) Two members of the Local Land Service, being the Local Veterinarian and the Biosecurity Officer, are automatically appointed members of the Committee with voting rights.

RECOMMENDATION That Council: i). change the constitution to reflect that the President of Forbes Associated Agents is

automatically a member of the Committee. ii). change the constitution to reduce the number of Councillors representation from 4

Councillors to 3 Councillors. iii). change the constitution to amend the duration of membership from 2 years to 4

years. iv). request the Agents Association to put forward their nominations to the Saleyards

Advisory Committee.



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COMMITTEE REPORTS TO COUNCIL – cont’d v). change the constitution to allow all stakeholders to put forward alternate delegates

to the Saleyards Advisory Committee. (Cr P Miller/R Grayson)

1.6 BUSINESS WITHOUT NOTICE

1.6.1 Central West Livestock Exchange Expansion

RECOMMENDATION That Saleyards Advisory Committee comprise a Working Group to discuss the design and scope of the Central West Livestock Exchange expansion. (W Dunford/R Grayson).

R Klingner raised her disappointment regarding the lack of communication between Council and committee representatives concerning cancellation of meetings etc. She also asked if meeting minutes could be sent out sooner. 1.6.1 WHS Induction System

RECOMMENDATION That the WHS Induction system for Saleyards be raised at the ALMA Board meeting. (W Dunford/H Wilson)

1.7 DATE OF NEXT MEETING:

The next meeting of the Saleyards Advisory Committee is scheduled for Wednesday 14 June 2017 commencing at 9:00am in the Council Chambers.

1.8 CLOSE OF MEETING:

There being no further business the meeting closed at 11:06 am.

Alignment with Strategic Plan L7.1: Provide opportunities for the community to contribute to Council decision and informed about Council activities. L7.1.1: Maintain and support Advisory Committees and Working Groups – maintain advisory committees to inform Council on special interest issues. Financial and Resource Implications Expansion project is supported by 45% grant funding the remaining 55% will need to be budgeted by Council. Policy Implications Nil. Risk Considerations Nil.

Statutory/Regulatory Implications Nil.



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Consultation conducted Saleyards Advisory Committee members.

Attachments Nil.



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CR JENNY WEBB’S AND CR SUSAN

CHAU’S REPORT TO COUNCIL

PART I



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2 CR JENNY WEBB’S AND CR SUSAN CHAU’S REPORT TO

COUNCIL

2.1 AUSTRALIAN LOCAL GOVERNMENT WOMENS ASSOCIATION

(ALGWA) ANNUAL CONFERENCE

Report Author: Cr Jenny Webb and Cr Susan Chau Responsible Officer: Cr Jenny Webb and Cr Susan Chau

Executive Summary Cr Susan Chau and Cr Jenny Webb attended the ALGWA Annual Conference in Penrith from Thursday 4 May to Saturday 6 May 2017.

Detailed Report Thursday Evening was registrations, Cr John Thain, Mayor of Penrith City Council hosted the Mayoral Welcome Reception at the Penrith Regional Gallery. Friday’s Program included:

Robbi Mack: Keynote Speaker with an inspirational talk on Heartbeatz for Resilience- Courage to change the things we can;

Tracey Leahy and Shannon Hall: Penrith Council’s work in Domestic Violence;

Heather Chaffey: Talk from ALGWA Marjorie Propsting Scholarship receiver;

Discussion Panel with inspiring leaders Hania Radvan, CEO Penrith Performing Arts, Prue Car MP, Member for Londonderry and Emma Husar MP, Member for Lindsay;

Sally Mullinger: Chartered Civil Engineer talk on Women in non-traditional roles;

Concurrent Workshops were Live your bucket list or Flourishing Mothers. Saturday’s Program included:

Cr Coral Ross, ALGWA National President;

Sally Davies, Executive Manager People and Capacity Penrith: How to get accreditation for gender equity;

Jane Liddelow, image consultant : Personal Style for work;

Donna Rygate, Chief Executive Local Government: Discussed the new capability framework being developed for Local Government in NSW;

Margo Blacklaw, consultant: How to write a successful cover letter and resume. Social Activities included:

Chicago the Musical at Joan Sutherlands Performing Arts Centre;

An informal guided Nepean River walk;

Zero Gravity Yoga. Conclusion As newly elected Councillors, we found the Conference helpful and resourceful. It strengthened our understanding of the functions of Local Government, and provided us with networking and mentoring support with other women in Local Government.



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CR JENNY WEBB’S AND CR SUSAN CHAU’S REPORT TO COUNCIL – PART I cont’d The next ALGWA NSW Conference is March 2018 at Gundagai. As we are a Council with strong focus on women, maybe we should consider applying to host ALGWA Conference 2020 or 2021.

RECOMMENDATION That Council receive and note the report on the ALGWA NSW Conference.

Alignment with Strategic Plan L3.1.2: Encourage and provide access to ongoing training and support for sitting Councillors to facilitate good governance. Plan and implement Councillors training and development program in line with Council’s resourcing strategies. Financial and Resource Implications Councillors training/conferences budget allocated within the budget. Policy Implications Nil. Risk Considerations Nil.

Statutory/Regulatory Implications Nil. Consultation conducted Nil.

Attachments Nil.



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PUBLIC ACCESS TO COUNCIL MEETINGS

In accordance with the provisions of the Local Government Act 1993 and Local Government (General) Regulations 2005, in the opinion of the General Manager, the following business is of a kind as referred to in section 10A(2) of the Act, and should be dealt with in a part of the meeting closed to the media and public. In accordance with Section 10A of the Local Government Act 1993 - Which parts of a meeting can be closed to the public? S10A Which parts of a meeting can be closed to the public? (1). A Council, or a committee of the Council of which all the members are councillors, may

close to the public so much of its meeting as comprises:

(a). the discussion of any of the matters listed in subclause (2), or (b). the receipt or discussion of any of the information so listed;

(2). The matters and information are the following:

(a). personnel matters concerning particular individuals (other than Councillors); (b). the personal hardship of any resident or ratepayer, (c). information that would, if disclosed, confer a commercial advantage on a person

with whom the Council is conducting (or proposes to conduct) business; (d). commercial information or a confidential nature that would, if disclosed:-

i). prejudice the commercial position of the person who supplied it, or; ii). confer a commercial advantage on a competitor of the Council, or; iii). reveal a trade secret.

(e). information that would, if disclosed, prejudice the maintenance of law; (f). matters affecting the security of the Council, Councillors, Council staff or Council

property; (g). advice concerning litigation, or advice that would otherwise be privileged from

production in legal proceedings on the ground of legal professional privilege; (h). information concerning the nature and location of a place or an item of Aboriginal

significance on community land. (i). alleged contraventions of any code of conduct requirements applicable under

section 440.

(3). A Council, or a committee of the Council of which all the members are Councillors, may also close to the public so much of its meeting as comprises a motion to close another part of the meeting to the public.

(4). A Council, or a committee of a Council, may allow members of the public to make

representations to or at a meeting, before any part of the meeting is closed to the public, as to whether that part of the meeting should be closed.



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CONTENTS OF CONFIDENTIAL BUSINESS PAPER

For the information of the public Council now advises that the following business, in part or in whole, is contained in the Confidential Business Paper which will be dealt with at today’s meeting. The reason the particular matter is included in the Confidential Business Paper is stated following the description of the item of business. MAYOR Clause 1 – Recognition of Service (1). A Council, or a committee of the Council of which all the members are councillors, may

close to the public so much of its meeting as comprises:

(a). the discussion of any of the matters listed in subclause (2), or Clause 2 –Performance Contract (2). The matters and information are the following:

(a). personnel matters concerning particular individuals (other than Councillors); DIRECTOR CORPORATE SERVICES: Clause 1 – Sporting Fields Fees & Charges ((2). The matters and information are the following:

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

MANAGER COMMUNICATION & DEVELOPMENT Clause 1 – Medical Centre (2). The matters and information are the following:


Clause 2 – Stage II Saleyards (2). The matters and information are the following:




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Clause 3 – TAFE House 2). The matters and information are the following:




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ADOPTION OF ALL MATTERS IN THE MAIN BUSINESS PAPER

WITH THE EXCEPTION OF THOSE ITEMS WHICH HAVE BEEN

WITHDRAWN AND WHICH ARE DULY REFERRED TO IN ORDER

IN THE BALANCE OF THESE MINUTES

1197. RESOLVED: that all matters in the main business paper, with the exception of those items

which have been withdrawn and which are duly referred to in order in the balance of these minutes, be adopted. .

RECOMMENDATION That the meeting be closed for consideration of the listed items as they involve: information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business; personnel matters concerning particular individuals (other than Councillors); and commercial information of a confidential nature that would if disclosed prejudice the commercial position of the person who supplied it.

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