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~~ OORRDDEERR OOFF BBUUSSIINNEESSSS ~~

Business for the meeting will be as follows:

1. Apologies

2. Declaration of Interests

3. Condolences

4. Confirmation of Minutes

� Ordinary Meeting of Council – Thursday 25 November 2010

5. Matters Arising from Minutes

6. Mayoral Report

7. General Manager’s Report – Part A (Action)

8. General Manager’s Report – Part B (Information)

9. Matters of Urgency

THIS IS PAGE 1 OF THE GENERAL MANAGER’S REPORT SUBMITTED TO THE ORDINARY MEETING OF THE COUNCIL 16 DECEMBER 2010

~~ TTAABBLLEE OOFF CCOONNTTEENNTTSS ~~

PART A – ACTION Page Number

Clause 1A – Mayoral Report......................................................................................................... 6

Clause 2A – Tenders for Contract No. LDR 833 – Provision of Legal Services ...................... 7

Clause 3A – Lease of Cobar Dental Surgery, Equipment and House........................................ 8

Clause 4A – Proposed Community Recreation & Skate Park Facility, Cobar.......................... 9

Clause 5A – Copper City Men’s Shed Proposal........................................................................12

Clause 6A – Cobar Shire Council Internal Audit Committee – Community Representatives (Independent External Members)................................................................................................13

Clause 7A – Implementation of the Government Information Public Access Act (GIPA) 2009.......................................................................................................................................................16

Clause 8A – Child Protection Policy ..........................................................................................18

Clause 9A – Asset Management Policy .....................................................................................19

Clause 10A – Heavy Vehicle Route - Cobar.............................................................................20

PART B – INFORMATION Page Number

Clause 1B – Monthly Status Report............................................................................................24

Clause 2B – Rates Reconciliation to 30 November 2010 .........................................................32

Clause 3B – Grant Funding ........................................................................................................33

Clause 4B – Project Status Report .............................................................................................35

Clause 5B – Bank Reconciliation, Cash Facility, Investment & Loan Facility Summaries as at 30 November 2010..................................................................................................................38

Clause 6B – Engineering Works Report.....................................................................................40

Clause 7B – Meeting Minutes.....................................................................................................42

Clause 8B – Development Approvals.........................................................................................43

Clause 9B – Installation of Power Surge Switches for Protection of House Hold Applications.......................................................................................................................................................44

Clause 10B – NSW Rural Fire Service/Local Government Forum – issues Discussed .........45

Clause 11B – 2010 Festival of the Miner’s Ghost .....................................................................50


PART C – CONFIDENTIAL Page Number

1C – Tenders for Contract No. LDR 833 – Provision of Legal Services ....................... ...........................................................................................(refer to confidential agenda)

2C – Lease of Cobar Dental Surgery, Equipment and House......................................... ...........................................................................................(refer to confidential agenda)

(This report is Confidential in accordance with Section 10A(2)(d)(i) of the Local

Government Act 1993, as discussions of this matter in open Council would prejudice

the commercial position of the person who supplied it).

Reference to Attachments ........................................................................................... 52


~~ CCOOUUNNCCIILL’’SS VVIISSIIOONN ~~

Our Vision is for Cobar Shire to be an attractive, healthy and caring environment in which to live, work and play, achieved in partnership with the community through initiative, foresight and leadership.

~~ CCOOUUNNCCIILL’’SS MMIISSSSIIOONN ~~

Our Mission is to provide sound and sensible government and ensure that works and services are delivered effectively and equitably to the community of Cobar Shire. Council will also develop and constantly review its policy on the maintenance of its road network with current priorities to include the sealing of the following strategic roads within the Shire; � Ivanhoe Road � Louth Road � Tilpa Road

~~ CCOOUUNNCCIILL’’SS VVAALLUUEESS ~~

Council has adopted the following Values that should be reflected in how the whole organisation operates and interacts with others: � Continually strive for improvement in every aspect of Council’s activities and

recognise initiative. � All activities are to be customer focused and provide equity for all. � Involve the community in decision making through open government and

consultative processes. � Foster and promote sustainable ecological and economic development, rural

pursuits and industries that contribute to the wealth of the region and in keeping with the environment and residents lifestyle.

� Conserve and protect the natural beauty of the area. � Promote a spirit of regional cooperation particularly in regard to planning,

infrastructure, economic development, tourism and employment.


~~ CCOOUUNNCCIILL’’SS CCHHAARRTTEERR ~~

A Council has the following charter (Section 8, Local Government Act 1993): � To provide directly or on behalf of other levels of government, after due

consultation, adequate, equitable and appropriate services and facilities for the community and to ensure that those services and facilities are managed efficiently and effectively.

� To exercise community leadership. � To exercise its functions in a manner that is consistent with and actively promotes

the principles of cultural diversity. � To promote and to provide and plan for the needs of children. � To properly manage, develop, protect, restore, enhance and conserve the

environment of the area for which it is responsible, in a manner that is consistent with and promotes the principles of ecologically sustainable development.

� To have regard to the long term and cumulative effects of its decisions. � To bear in mind that it is the custodian and trustee of public assets and to

effectively account for and manage the assets for which it is responsible. � To facilitate the involvement of Councillor’s, members of the public, users of

facilities and services and council staff in the development, improvement and coordination of local government.

� To raise funds for local purposes by the fair imposition of rates, charges and fees,

by income earned from investments and, when appropriate, by borrowings and grants.

� To keep the local community and the State government (and through it, the wider

community) informed about its activities. � To ensure that, in the exercise of its regulatory functions, it acts consistently and

without bias, particularly where an activity of the council is affected. � To be a responsible employer.


~~ CCOOUUNNCCIILL DDIIAARRYY ~~

DATE ACTIVITY INVOLVES

Thursday 16

December 2010 Council Meeting

Councillors/Senior Staff/ Community

Friday 17

December 2010 Senior Citizens Christmas Party

Senior Citizens/Staff/ Councillors

Saturday 18

December 2010 LBV Staff Christmas Party LBV Staff/Councillors

Wednesday 22 December 2010

LBV Residents Christmas Party Luncheon

LBV Residents/LBV Staff/Councillors

Thursday 23

December 2010 Euabalong Works Depot

Christmas Party Euabalong Staff/Senior

Staff/Councillors

Thursday 23

December 2010 Cobar Works Depot

Christmas Party Council Staff/Councillors


CLAUSE 1A – MAYORAL REPORT

FILE: C13-1-5 ATTACHMENT: NO

AUTHOR: Mayor, Councillor Lilliane Brady

To be tabled at the meeting.


CLAUSE 2A – TENDERS FOR CONTRACT NO. LDR 833 – PROVISION OF LEGAL SERVICES

FILE: T3-10-6 ATTACHMENT: NO

AUTHOR: General Manager, Gary Woodman

Background Arrangements have been made to advertise Tenders for Contract No. LDR833 – Provision of Legal Services closing at 2.30pm Friday 22 October 2010. The Contract is for a period of five (5) years commencing 1 January 2011. Council’s tender documents detail that Council is seeking to appoint a panel of specialist providers of legal services for respective areas as set out in the tender specification, however Council may appoint only one tenderer for all types of legal services. A total of 11 firms requested copies of Council’s tender documents. Tenders have been received from the following: 1. Maddocks – Sydney, NSW; 2. Marsdens Law Group – Campbelltown, NSW; 3. Spark Helmore Lawyers – Newcastle, NSW; 4. Wellings Lawyers – Sydney, NSW; 5. Williams Love & Nicol Lawyers – Canberra, ACT Given the sensitive nature of the information provided by the tenderers, it is recommended that Council considers a further report in the Committee of the Whole. Legal Situation Council has complied with the requirements of the Local Government Act 1993, Section 55 and the Local Government (General) Regulation 2005 Part 7. Options A full analysis of the tenders received has been completed by the tender review panel consisting of the Director of Corporate and Community Services, Director of Planning and Environmental Services and General Manager and reported separately. RECOMMENDATION That the tenders received for Contract No. LDR 833 – Provision of Legal Services be considered in the Committee of the Whole for the reason as stated in Section 10A(2)(d)(i) of the Local Government Act 1993, as discussions of this matter in open Council would prejudice the commercial position of the person who supplied it.


CLAUSE 3A – LEASE OF COBAR DENTAL SURGERY, EQUIPMENT AND HOUSE


AUTHOR: Special Projects Officer, Angela Shepherd

Background Expressions of Interest were called from interested parties to take on the lease of the Cobar dental surgery (which includes the equipment and attached house). The lease was advertised on the DJS website and the November edition of Australian Dental Association journal and on their website. Good interest was received with around a dozen different dentists making enquiries. Two have visited the surgery. Information has been sent to all parties who have shown interest. Expressions of Interest have been received from: 1. Dr Shiv Reddy 2. Dr Thais 3. Dr jin Kim 4. Dr Paul de Solar Given the sensitive nature of the information provided, it is recommended that Council considers a further report in the Committee of the Whole. Legal Situation Council has complied with the requirements of the Local Government Act 1993, Section 55 and the Local Government (General) Regulation 2005 Part 7. Options An analysis of the EOI’s has been undertaken by the Special Projects Officer and reported separately. RECOMMENDATION That the submissions received for Tender T3-10-11 – Expression of Interest for Lease of Dental Practice by considered in the Committee of the Whole for the reason as stated in Section 10A(2)(d)(i) of the Local Government Act 1993, as discussions of this matter in open Council would prejudice the commercial position of the person who supplied it.


CLAUSE 4A – PROPOSED COMMUNITY RECREATION & SKATE PARK FACILITY, COBAR

FILE: P1-15 ATTACHMENT: YES (PAGE 53-60)


Background Council has received representations from interested members of the community concerning the current skate park facility located at the Cobar Youth and Fitness Centre. There have been informal and formal meetings of users of the skate park facility. Those users have found the current facility ‘not to the purpose it was first envisaged and boring with now nothing enjoyable about it’. The users are now going elsewhere in Cobar and the situation of course is leading to boredom with people graffiting around town and damage to town facilities both public and private (seats, garden beds, buildings, etc). Council officers have met with a Mr Peter Arkins, a parent and skater, Mrs Bridget Brookman, an interested parent and Master Ethan Brookman, a Grade 8 student at Cobar High School, skater and the initial spokesperson for the skate park users in Cobar. Mr Arkins is the ‘champion’ for a new facility that will provide interest to users. A formal meeting of skate park users was held on Thursday 2 December 2010 and a request was made to Cobar Shire Council to consider setting up a steering committee that could be part of the process to eventually have the full development of a Community Recreation and Skate Park Facility in Cobar that is adequate for the intended users. What has been envisaged is not just a new skate park facility but an entertainment area that contains at least the following: � a compelling and attractive skate park; � a half basketball court; � a tennis court; � gardens; � an area for viewing; � a family picnic area. It is hoped that the facility is something to be inclusive of the children of Cobar and show that Cobar is a progressive town. It would be expected to cost in the order of $500,000. I am advised that interesting, attractive and compelling facilities aimed at the youth are looked after by the users and attract minimal damage such as graffiti. Councillors are aware that a new Draft of the Cobar Shire Social Plan is being written and improved facilities for youth are certainly on the agenda.


Currently there are no concrete ideas for the location of the facility, it could be Drummond Park which does deserve a facelift, it could be part of the swimming pool area land, it could be elsewhere in Cobar.

It is envisaged that large developers/industry partners (could be of the order of $50,000) could help fund the investigation, concept plan and design a facility.

It is considered that an appropriate way to investigate the proposed is to set up a steering committee that could provide appropriate advice to Council. That committee could involve the following:

� Up to six (6) interested youth of Cobar; � Youth Council representative; � Up to two (2) other user representatives; � Up to two (2) community representatives; � Up to three (3) interested Councillors; � Cobar Business Association representative; � Police representative; � Council Officers - Special Projects Officer, Works Manager and General

Manager or their nominees. � Other representatives as recommended by the steering committee and approved

by Council.

Issues

I have been advised that the current skate park facility is starting to have some structural problems. It also does seem to have an unimaginative design. These types of problems are obvious to most skaters and are now only being communicated to Council. Instead, the users are everywhere else doing their skating, mostly in inappropriate locations.

Perhaps it is time for Cobar to have a purpose built youth entertainment facility that includes an in-ground precast skate park that has properly build precast pieces that are professionally installed and is long-lasting and sustainable. Contained in the attachments are photographs of the recently completed skate park at Dubbo that is proving to be a popular success.

Legal Situation

The construction of a skate park does require extensive risk management to reduce Council’s public liability risk and appropriate liaison would be undertaken with our insurer.

Policy Implications

Nil.

Financial Implications At the present time the setting up of a steering committee to provide advice to Council on the facilitation of a proposed Community Recreation and Skate Park Facility in Cobar would have minimal financial implications (advertisement for representatives, staff time, etc).


Of course if the proposed project came to fruition, funds would be needed for concept plans, designs and construction works. Options Council does not have to set up a steering committee. RECOMMENDATION 1. That Council form a Community Recreation and Skate Park Facility

Steering Committee to provide Council advice on community consultation, concept plans, designs, construction costs, grants available, location etc, for such a facility.

2. That the Cobar Shire Council Community Recreation and Skate Park

Facility Steering Committee consist of:

� Up to six (6) interested youth of Cobar; � Youth Council representative; � Up to two (2) other user representatives; � Up to two (2) community representatives; � Up to three (3) interested Councillors; � Cobar Business Association representative; � Police representative; � Council Officers - Special Projects Officer, Works Manager and General

Manager or their nominees. � Other representatives as recommended by the steering committee and

approved by Council. 3. That Council determine which three (3) Councillors are to be on the Cobar

Shire Council Community Recreation and Skate Park Facility Steering Committee.


CLAUSE 5A – COPPER CITY MEN’S SHED PROPOSAL

FILE: P1-12-4 ATTACHMENT: YES (PAGE 61-62)

AUTHOR: Angela Shepherd, Special Projects Officer

Background A group of interested locals have formed the Copper City Men’s Shed – Cobar. The aim of a men’s shed is to provide a location for men to come together to undertake a range of activities or to just meet and talk. They provide a range of social and health benefits and keep men connected and active. The local committee has completed the paperwork required to become incorporated and to operate in Cobar. They now require a location to set up in. Issues The Men’s Shed Committee recently met with members of the Ward Oval Users Group and the Cobar Show Society to discuss possible venues at Ward Oval. The group undertook an inspection of the Shearing Shed and the Show Society has subsequently written to Council agreeing to the use of the Shearing Shed by the Men’s Shed as long as the following conditions are met: � The Shearing Shed be available the week before and during the annual Cobar

Show, if required. � The Men’s Shed has its own insurance. � The Shearing Shed is to be maintained at its present condition or better. This arrangement would be temporary whilst the Men’s Shed group look for another, permanent site. The arrangement would be reviewed annually. Legal Situation The Men’s Shed has applied for public liability insurance, however this cannot be finalised until the location is known. Financial Implications There will be no financial implications for Council. RECOMMENDATION That Council allow the Copper City Men’s Shed – Cobar to use the Shearing Shed at Ward Oval to undertake their activities as long as the following conditions are met: � The Shearing Shed be available to the Cobar Show Society the week before

and during the annual Cobar Show, if required. � The Men’s Shed has its own insurance. � The Shearing Shed is maintained at its present condition or better.

This is a temporary arrangement, reviewed annually.


CLAUSE 6A – COBAR SHIRE COUNCIL INTERNAL AUDIT COMMITTEE – COMMUNITY REPRESENTATIVES (INDEPENDENT EXTERNAL MEMBERS)

FILE: A12-4 ATTACHMENT: YES (PAGE 63-67)


Background In September 2010, pursuant to Section 23A of the Local Government Act 1993, the Department of Premier and Cabinet, Division of Local Government released Internal Audit Guidelines (Guidelines) for Local Government in NSW. The Guidelines advise all councils to develop an Internal Audit Committee to act as an independent and objective oversight of council systems and processes. As per the Department of Local Government Internal Audit Guidelines, the broad responsibilities for a best practice Internal Audit Committee include the following: � Risk Management; � The control framework; � External accountability (including the Council’s annual audited financial reports); � Legislative compliance; � Internal audit; � External audit; � Approving the internal audit charter that guide the activities of an internal audit

committee; � Having input into and approving an internal audit’s long-term strategic plan and

annual audit plan; � Having input into the appointment and remuneration of the internal auditor; � Making enquiries of management and the internal audit to determine if there is

scope or budgetary limitations that impede an internal auditor’s ability to function properly;

� Approving the scope of an external assessments or equipment internal assessment of internal audit to be undertaken every 5 years.

The Internal Audit Committee is fundamental to assisting the General Manager and Council with their oversight functions to: � Ensure all keys controls are opening effectively; � Ensure all key controls are appropriate for achieving corporate goals and

objectives. � Meet their statutory and fiduciary duties; � Provide a forum for discussing problems and issues that may effect the operations

of the internal audit group and acting as a forum for discussion; � Provide a forum for discussion to identify areas worthy of examination by an

internal audit group; � Review the implementation of the annual audit plan and implementation of audit

recommendations. The Morse Group are Council’s Internal Auditors as well as Council’s External Audits.


Council at it’s meeting on the 26 August 2010 adopted as policy the Audit Committee Charter and Internal Audit Charter. At Council’s Extraordinary Meeting on the 9 September 2010, Council amended these policies to take into account the new Guidelines (September 2010) and in particular the Audit Committee’s structure that now is as follows: Members (voting) � Two (2) Councillors (one of whose role will include chairing the Committee in

the absence of the independent external member) (currently Councillors Cox and Isbester);

� Independent external member with financial expertise (not a member of Council,

whose role will include chairing the committee); � Independent external member. Attendee (non-voting) � General Manager; � Director of Corporate and Community Services; � Internal Auditor (currently Morse Group). Invitees (non-voting) for specific agenda items � Representatives of the external auditors; � Other officers or councillors may attend by invitation only as requested by the

committee. Council at its meeting on 26 August 2010 resolved that the General Manager call for Expressions of Interest for two skilled Independent External Members of the Internal Audit Committee and then make recommendations to Council. Arrangements were made in November 2010 for the appropriate advertisements (contained in the attachments to this agenda) which closed at 12noon on Monday 29 November 2010. Councillors will recall advice that the Independent External Members Positions of Internal Audit Committees have been practically hard to fill across NSW particularly when the positions are unpaid. Accordingly, Council Officers from other Councils are being considered appropriate. Currently Council has received one Expression of Interest (EOI) (contained in the attachments to this agenda) being from Ms Glenda Tasker, General Manager, Brewarrina Shire Council. Ms Tasker is an ideal candidate in particular for the Independent External Members with financial expertise whose role will include chairing the Committee. If Council accepts Ms Tasker’s EOI there will still be a vacant Independent External Member position on the Internal Audit Committee and further advertisements should be arranged to attempt to fill this vacancy.


Issues

It is expected that soon both Bourke and Brewarrina Shire Council’s will be calling similar EOI’S and arrangements will be made for two (2) Cobar Shire Council Senior Officers to provide EOI’s for similar positions at those councils. Legal Situation � Local Government Act, 1993 – Section 23A – Internal Audit Guidelines; � Audit Committee Charter Policy; � Internal Audit Charter Policy. Policy Implications None. Financial Implications It is hoped that by the swapping of at least one Senior Council Officer at Cobar, Bourke and Brewarrina Shire Councils that Independent External Member positions on the Internal Audit Committees will be filled and only staff time and travelling costs will be expended. Council has provided $35,690.000 in the 2010/2011 budget for the Internal Auditor (Morse Group) costs. Options Council does not need to accept any EOI. RECOMMENDATION 1. That Council appoint, for a period of three (3) years from the date of

appointment, Ms Glenda Tasker as a Community Representative (Independent External Member) of Council’s Internal Audit Committee, with the appointment being dependent on Ms Tasker continuing in her position as General Manager, Brewarrina Shire Council.

2. That the General Manager call again for expressions of interest for the

vacant Independent External Member position on the Cobar Shire Council Internal Audit Committee and then make appropriate recommendations to Council.


CLAUSE 7A – IMPLEMENTATION OF THE GOVERNMENT INFORMATION PUBLIC ACCESS ACT (GIPA) 2009

FILE: A2-6-2 ATTACHMENT: YES (PAGE 68-88)

AUTHOR: General Manger, Gay Woodman

Background

Council at its May 2010 Council Meeting resolved to accept a Finance and Policy Committee Recommendation which was as follows;

1. That the newly appointed General Manager undertaken the following tasks:

a) Appoint a designed GIPA Officer; b) Prepare a policy to define ‘personal information’; c) Develop a procedures manual for dealing with GIPA applications; d) Ensure that all public documents are placed on Council’s website.

2. That the schedule of fees and charges for 2010/2011 be amended to include the

GIPA application and processing fees as determined by the legislation.

The General Manager is the appointed designated GIPA Officer and this has been conveyed to the Office of the Information Commissioner.

Parts 1(b) of the resolution will be subject to a further report to Council.

Parts 1(c), (d) of the resolution are finalised by the production of the Cobar Shire Council Publication Guide which is contained in the attachments to this agenda.

Part 2 of the resolution has been completed.

Council’s Draft Publication Guide has been approved by the Information Commissioner in accordance with the GIPA Act 2009.

The Publication Guide provides the public the following details:

� Structure and functions of Council; � Council’s effect on members of the public; � How the public can participate in policy formulation; � Information held by Council; � How Council information is made available; � How members of the public may access and amend Council information; � Further information on the Office of the Information Commission.

The Publication Guide is provided to Council for its adoption.

Currently staff are working on Council’s website to ensure that relevant information that can be displayed on the website is available and having a special sub-section in the website for the following;


� Publication Guide; � Information about the Council (parliamentary reporting); � Disclosure log; � Council’s record of open access information (if any); � GIPA Application Form; � Access to relevant public documents. It is hoped that within the Publication Guide on Council’s web-site the public will be able to navigate straight to related information that is on the website. Legal Situation Council needs to have an adopted Publication Guide in accordance with the GIPA Act 2009. Policy Implications The GIPA Act 2009 heralds a new era for the provision of information to the public. It certainly makes available much more information and the results will take their time showing. Council’s Fees and Charges now contain relevant application fees. Financial Implications There have been no direct costs to produce a Publication Guide however staff time has been used for training attendance and producing a rather professional document. Time will also be required to finalise changes to Council’s website. There will eventually be more time required for the assessment and provision of information when requested by members of the public even though for many years Cobar Shire Council has been particularly open. RECOMMENDATION That Council adopt the Draft Publication Guide dated the 16 December 2010 as a policy of Council.


CLAUSE 8A – CHILD PROTECTION POLICY

FILE: P5-41 ATTACHMENT: YES (PAGE 89-93)

AUTHOR: Human Resources Officer Karen Irvine

Background

Council introduced a Child Protection Policy in 2001 to comply with legislation in place at the time. The policy aimed to set up systems for prevention of child abuse by employees, handling and responding to child abuse allegations or child abuse convictions involving those employees and to ensure all employees were aware of their obligation under the appropriate legislation to notify the General Manager of any child abuse allegations or convictions of which they become aware.

Issues

Although the policy was adopted by Council in February 2001 and compulsory training sessions were held shortly after for staff and volunteers regarding the Implementation of the Child Protection Act, Council’s policy has not been reviewed nor has further training been undertaken by staff in general. Employees working in the areas of children’s services and youth services have continued to receive ongoing training over this period.

Legal Situation

Council has a legal obligation to comply with the Children and Young Persons (Care and Protection) Act 1998, Commission for Children and Young People Act 2005, Ombudsman Amendment (Child Protection and Community Services) Act 1998 and the Privacy and Personal Information Protection Act 1998.

Policy Implications

Contained in the attachments to this agenda is a copy of the revised draft policy which complies with relevant legislation as well as Council’s Code of Conduct and Council’s Email and Internet Policy. Council’s Manager of Children’s Services was also involved in the review of the documents prior to them being considered by Manex.

Financial Implications Identified training in the area of Child Protection is to be considered in relation to the annual budgets.

Options 1. Council adopt the draft policy without amendment. 2. Council adopt the draft policy with amendment. 3. Council not adopt the draft policy.

RECOMMENDATION That Council adopt the draft Child Protection Policy dated October 2010 without amendment.


CLAUSE 9A – ASSET MANAGEMENT POLICY

FILE: TBA ATTACHMENT: YES (PAGE 94-99)

AUTHOR: Director of Engineering Services, Stephen Taylor

Background As part of the preparation of Council’s Long Term Community Strategic Plan management has been preparing Asset Management Plans for all of Council’s assets. As part of this process Council should set guidelines for implementing consistent Asset Management processes for all of Council’s assets. The draft policy contained in the attachments to this agenda addresses this issue. Issues

The adoption of the policy in itself will not create any issues; however the preparation of the Asset Management Plans is likely to highlight funding issues and level of service issues for Council. These will need to be considered as part of the consideration of those Asset Management Plans and Council’s Long Term Community Strategic Plan. Financial Implications Nil. RECOMMENDATION That the Council adopt the new draft Asset Management Policy dated December 2010.


CLAUSE 10A – HEAVY VEHICLE ROUTE - COBAR

FILE: R5-33 ATTACHMENT: YES (PAGE 100)

AUTHOR: Director of Engineering Services, Stephen Taylor Background

At its meeting on the 27 May 2010 Council resolved:

“That Council reconsider an alternate heavy vehicle route around town due to the

fact that there was a fatality in Cobar’s main street last year, and that the Deputy

Director of Engineering Services prepares a report for Council following

investigations”.

This report is prepared to meet Council’s resolution.

It should be noted that the investigation work has been undertaken in-house with only staff time involved as there is no budget available to undertake a more comprehensive investigation which would cost several tens of thousands of dollars for such a major project.

Possible Routes

Three possible routes have been investigated and compared. These routes are quite similar as they commence at the same point (junction of Barrier Highway and Old Bourke Road) and re-enter the Barrier Highway just west of Cobar. All three routes use the existing road around the race course (racecourse link road) and the unformed fire trail route to the Barrier Highway. The main reason for using the Old Bourke Road was so traffic from the Barrier Highway and the Kidman Way could easily use the bypass route. A copy of the proposed routes is contained in the attachments to this agenda.

Proposal one uses the existing roads Railway Parade North and the Kidman Way to meet the racecourse link road.

Proposal two uses the Old Bourke Road to unformed road reserve (Third Street) opposite the Old Reservoir Road then the Kidman Way to meet the racecourse link road.

Proposal three uses the Old Bourke Road to the end of the designated road then a section of crown land adjacent to the Cobar Auto Club, meeting the Kidman Way and the racecourse link road.

All three routes are approximately the same length (6 km) and would take about 10 minutes for a vehicle to traverse. The existing route through Cobar is approximately 2.3 km long and takes about 4 minutes for a vehicle to traverse.


Alternate Route Issues

The three alternate routes all have similar issues for heavy vehicle movements. There will be a minimum of two cross roads which traffic on the alternate route will have to give right of way to. There are also up to four ninety degree turns and one difficult exit/entrance on the Kidman Way/Racecourse link road which will considerable slow heavy vehicles. This will generally discourage heavy vehicles from using the route as the existing route along Marshall Street, although slow, does give vehicles a straight run. In additional the alternate route takes all the heavy vehicles away from existing businesses, such as petrol stations and food outlets, so unless vehicles ‘backtrack’ or ignore the alternate route there will still be heavy vehicles along Marshall Street. Alternatively existing businesses may lose some trade. Nevertheless there is likely to be a reduction in heavy vehicles through the main commercial blocks of Cobar from Lewis Street to Fredrick Street.

Works Required

Barrier Highway/Fire Trail Route Intersection This intersection does not currently exist and would need to be fully constructed. It would be close to a bend in the Barrier Highway but visibility is reasonable. Work required on the Barrier Highway would include slip lanes to allow heavy vehicles to turn on and off the highway. Therefore the cost would be significant and could be of the order of $250,000. Fire Trail Route Road This section of road is unformed and is approximately 2.6 km long with one ninety degree bend and two gentler bends. Part of the road would be over some previously filled areas and a full geotechnical study would need to be undertaken in this area. Due to this the construction cost would be high and could be about $200,000/km giving a total cost of $520,000. Fire Trail Route Road/Racecourse Link Road/Louth Road Intersection This intersection is not a major problem. There are some visibility issues approaching the intersection from the south east on the Louth Road and the north west approach from the same road is just within the 50 kph zone. Additional signposting will be required and the restricted speed zone may need to be moved further out of town but generally only minor works will need to be undertaken at this intersection. Cost – say $20,000. Racecourse Link Road The common section of alternate routes comprise of 1.4 km of racecourse link road which is formed and sealed to a width of approximately 6.5 metres. This may need some upgrading if heavy vehicles were to use it continuously, however it is probably adequate initially. There is also an uncontrolled railway crossing on this road which may need upgrading in the future. Initial cost – minimal.


Racecourse Link Road/Kidman Way Intersection This intersection is a significant problem. The current alignment is not suitable for vehicles exiting the Kidman Way from the north or for any vehicles exiting from the racecourse link road. A major realignment is required at this intersection to make it suitable for use. Moving the intersection north along the Kidman Way will create site distance problems on the Kidman Way due to a crest on that road, however this needs to be done to ‘square up’ the intersection. The cost for this work will be significant and could be of the order of $250,000.

The Kidman Way (Proposal 1 and 2) No works would be required on this road.

Kidman Way/Railway Parade North Intersection (Proposal 1) As being experienced currently with the pipe trucks using this intersection, the intersection is not adequate for ongoing heavy vehicle movements and would need upgrading. Cost – estimated $100,000.

Railway Parade North (Proposal 1) This 800 metre long road is not adequate for ongoing heavy vehicle movements and would need widening. Cost – estimated $50,000.

Railway Parade North/Old Bourke Road Intersection (Proposal 1) The existing intersection existing and would not need much work to make it suitable for use. Some widening and reshaping should make it suitable for heavy vehicles. Cost – estimated $50,000.

Kidman Way/Third Street Intersection (Proposal 2) A new intersection would need to be created here. As it is in the urban area it would not be as expensive as the Barrier Highway/Fire Trail Route Intersection. The estimated cost is approx. $100,000.

Third Street (Proposal 2) Approximately 800 metres of new road would need to be built. Approximate cost $160,000.

Third Street/Old Bourke Road Intersection (Proposal 2) Another new intersection would be needed here. As this one is not on a state highway a lower standard would be acceptable. The estimated cost is approx. $80,000.

Kidman Way/Cobar Auto Club Intersection (Proposal 3) Due to the need to realign the Racecourse Link Road/Kidman Way Intersection this intersection would need to be constructed at some distance from the intersection. It would be similar to the Kidman Way/Third Street intersection. The estimated cost is approximately $100,000.

Cobar Auto Club Road (Proposal 3) Approximately 800 metres of new road would need to be built. Approximate cost $160,000.


Old Bourke Road (Varying lengths in each proposal) This road will need widening and some extension for proposal three. For proposal one widening will be required for the first 650 metres of the road. An estimate for this work is $40,000. Option two requires an additional 300 metres of widening at an extra cost of $20,000. Option three requires an additional 450 metres of new construction at a cost of $80,000. Old Bourke Road/Barrier Highway Intersection Upgrading of this intersection will be required at a similar level to the intersection at the start of the project. Estimated cost $250,000. Total Costs

Proposal One rough order of cost is $1.53 million, Proposal two is $1.69 million and proposal three is $1.71 million. Comparison of Proposals

Although proposal one is the lowest cost it does run past more residential properties and therefore could be considered less favourable than the other proposals. The other two proposals are very similar. Conclusion

All three proposals are expensive and would not attract extra funding from the RTA as they are only dealing with a heavy traffic bypass and would not create a road suitable for use as a State Highway. Therefore Council would have to fully fund the project or seek other grants for the project. To seek other grants more extensive studies would need to be undertaken which would require funding. Any other the proposed routes would not be attractive for heavy vehicles as traffic speeds would be similar to the current route, the route is longer and more turning movements are required. This funding should be part of the consideration of issues for the Long Term Community Strategic Plan. RECOMMENDATION That no further action be taken on a heavy traffic route for Cobar at this stage.

THIS IS PAGE 24 OF THE GENERAL MANAGER’S REPORT SUBMITTED TO THE ORDINARY MEETING OF THE COUNCIL OF THE SHIRE OF COBAR HELD ON THURSDAY 16 DECEMBER 2010

CLAUSE 1B – MONTHLY STATUS REPORT

FILE: C13-10 ATTACHMENT: NO


COUNCIL RESOLUTIONS 24 SEPTEMBER 2009

ITEM NUMBER ACTION BY ACTION REQUIRED OUTCOME

Council – Clause 2B – The Wool Track Project

GM / SPO Council be kept informed of progress. Letter and copy of report sent to K Humphries, J Cobb, S Ley, J Williams, M Coulton and F Nash. Letters sent to trucking companies seeking support for sealing. Information provided to all OROC councils. Initial contact undertaken with Central Darling Shire Council and Balranald Shire Council in regard to arrangements for a delegation to the Minister for Regional Services.

COUNCIL RESOLUTIONS 26 NOVEMBER 2009


Works – Report 1A Airport Strategic Plan

GM Preparation of a ‘draft’ Strategic Plan for Cobar Airport.

Airport Advisory Committee expected to commence meeting in late January 2011. Draft Plan should be available by March 2011 in preparation for consideration for 2011/2012 Budget.


COUNCIL RESOLUTIONS 17 DECEMBER 2009


Council – Clause 5A Crime Prevention Plan

GM Council to be provided with an update on progress with the Cobar CCPP. Safety Audit required.

General Manager undertaking initial scoping investigations. A draft plan expected to be provided to Council by February 2011. Safety Audit has been delayed until 28 January 2011.

COUNCIL RESOLUTIONS 27 MAY 2010


Finance & Policy – Report 6A – Implementation of the GIPA Act

GM / DCCS The new GM appoint a GIPA Officer, prepare a policy to define personal information, develop a procedure for dealing with GIPA applications, place public documents onto website and amend Fees & Charges to include GIPA applications.

Draft Publication Guide reported to the December 2010 Ordinary Council Meeting. Information being gathered in relation to the definition of personal information.

Council – Clause 2B – Meeting Minutes

GM / DES Reconsider an alternate heavy vehicle route around town.

Council staff are investigating. Report detailing feasibility provided to the Council by December 2010 Ordinary Council Meeting – no further action required.


COUNCIL RESOLUTIONS 22 JULY 2010


Finance & Policy – Report 7A – Cobar Youth Council

DCCS Ask the Youth Council to develop an annual budget allocating $5,000 to be back to Council, accept a Council staff member to sit on the Council and compile a constitution to be adopted by Council.

Council staff member arranged. Expect a constitution to be reported to Council by March 2011.

Council – Clause 3A – Delegations of Authority to the GM

GM The General Manager’s delegations be adopted.

Delegations communicated to staff. New Delegations Register expected to be finalised by December 2010.

Council – Clause 1B – Lachlan River Water Allocation

DES Advertisements be placed for the bore construction work at Euabalong.

Contractor waiting for license from NSW Office of Water for bores.

Council – Clause 1C – Tender for Water Slide

SPO Council accept proposal from Swimplex. Funding for the project be met from approved capital budget ($220,000) plus $4,000 from water slide M&R budget, $8,000 from the pool electricity budget and the remainder from the pool building maintenance budget.

Swimplex Aquatic have been engaged. Budget amendments arranged. Works expected to be complete by the end of January/early February 2011.

COUNCIL RESOLUTIONS 26 AUGUST 2010


Council – Clause 5A – Notice of Motion – Recycling

GM Delegate an appropriate officer to research possible recycling options.

Investigations commenced. Report expected to be provided in February 2011.


Council – Clause 10A – Internal Audit Charter, Audit Committee Charter & Committee Structure

GM Adopt Internal Audit Charter and Audit Committee Charter as Council policy. Clr Cox be delegated officer within the Audit Committee Structure. GM call for EOI for 2 skilled Independent External Members for the Committee.

Policy Register updated. New guidelines will necessitate changes to the Policy. Advertisement for EOI for Independent External Members arranged for November 2010. Report provided to December 2010 Ordinary Council Meeting – no further action required.

Council – Clause 11A – Integrated Planning and Reporting Framework – Minimum 10 Year Community Strategic Plan

GM The Community Strategic Plan be called ‘Cobar Shire 2025’. A further Integrated Planning and Reporting Framework Task Timetable be reported to Council.

Further report on Task Timetable expected in February 2011.

Committee of the Whole – Clause 1A – EOI for Council’s Plant & Equipment Review.

GM Decline tenders as present, however Council revisit matter before the end of financial year. GM, over the next 8 months, report into way and means to enhance performance of Council’s plant and equipment and deliver cost savings and improve services at the same time ensuring the well being of Council staff.

Advice provided to staff. Investigations and discussions commenced. Final reporting expected in June 2011.

COUNCIL RESOLUTIONS 23 SEPTEMBER 2010


Council – Clause 2B – Erecting Advertising Signs in RTA Rest Areas

MTPR Liaise with the Cobar Business Association in relation to a coordinated approach to roadside advertising.

MTPR undertaking an investigation of what is required. Liaison commenced with Cobar Business Association. Traffic Advisory Committee requested to consider further information.


Council – Clause 1B – Monthly Status Report – Goat Handling Facilities

DPES Await DA’s from goat handling facilities by 31 January 2011 with a report to the February 2011 Committee Meetings. Write to all other goat handling facilities requesting lodgment of a DA by 31 January 2010.

All known goat handling facilities have been written to. Further report due to the February 2011 Committee Meeting.

COUNCIL RESOLUTIONS 28 OCTOBER 2010


Finance & Policy – Report 1A – Cemetery Maintenance

DCCS Provide a further report on cemetery maintenance to the November Finance and Policy Committee Meeting.

Investigations on new process being undertaken and expected to be reported to the February 2011 Ordinary Council Meeting.

Council – Clause 4A – Management Plan 2010/2011 – Request to Waive Fees – Youth & Fitness Centre

GM Waive Youth Centre fees for Barnardos for the Smart Arts Program. Advertise Council’s intention to change the Fees and Charges to allow free use of Youth Centre by Community Service Organisations for Community Development Programs.

Advice provided to Barnados. Advertisement arranged for 28 days commencing 3 November 2010. No negative submissions received. Council’s 2010/2011 Fees and Charges amended – no further action required.

Council – Clause 5A – Meeting Arrangements – Christmas and New Year

GM Mayor and GM to deal with matters of urgent nature for the period 17.12.10 to 19.2.11 and that if any matters are dealt with in this time they be reported to the February 2011 Ordinary Meeting of Council.

Appropriate report will be provided to February 2011 Ordinary Council Meeting if required.


Council – Clause 6A – Christmas Functions – 2010

DCCS Arrange contributions of $1,000 for Outdoor Staff (including Euabalong), $800 for LBV Staff and $1,600 for Indoor Staff/Councillors towards relevant Christmas celebrations 2010. Host a Senior Citizens Christmas Part on Friday 17 December 2010 in the Council Chambers.

Information provided to relevant staff social clubs – no further action required. Arrangements in place for Senior Citizens Christmas Party – no further action required.

Council – Clause 8A – Mirrlees Engine Relocation from the CSA Mine to the Great Cobar Heritage Centre

MTPR Allocate $1,000 to prepare temporary site for the relocation of one Mirrlees Engine and advise CSA that Council cannot afford to establish a current site with appropriate protection at this stage.

Advice provided to Cobar Management Pty Ltd. Determining suitable temporary site. Movement expected by January 2011.

COUNCIL RESOLUTIONS 25 NOVEMBER 2010


Community Facilities – Report 1A – Lilliane Brady Village Manager’s Report

DCCS / DON Arrange appropriate acknowledgement, including certificates of recognition, for the LBV Pink Ladies retires, Mavis Betts and June Harper. Review the hire rate for Home Care for use of LBV bus and endorse policy.

Arrangements in place for presentation to Mavis Betts and June Harper – no further action required. Review of hire rate expected to be reported to February 2011 Ordinary Council Meeting.

Community Facilities – Report 1B – Tourism & Public Relations Manager’s Report

MTPR If required, Council volunteer to host the secretariat for the Kidman Way Promotional Committee.

Secretariat taken on by Jerilderie Shire Council – no further action required.


Finance & Policy – Matter of Urgency – GM’s Performance Review Appraisal Panel

GM Clr Martin be appointed to the GM’s Performance Review Panel, along with the Mayor, Deputy Mayor, a Councillor nominated by the GM and a facilitator from the Local Government and Shires Association.

Six (6) Monthly Performance Review arranged for 17 December 2010. Expect a report to be provided to the February 2011 Ordinary Council Meeting.

Finance & Policy – Report 1A – Cobar’s Regional Priority Projects

SPO Endorse the following five prioritised regionally significant projects when seeking funding for Cobar Shire:

1. The Wool Track

2. Albert Priest Channel

3. Ward Oval Building

4. Main Street Stage 2 including drainage and access to and from the carpark.

5. Solar Project for Cobar

Council’s priorities have been conveyed to Regional Development Australia – Orana – no further action required.

Finance & Policy – Report 2A – Pensioner Rebate Policy

DCCS / RO Adopt the draft Pensioner Rebate Policy.

Arrangements in place for distribution of new policy – no further action required.

Works – Report 1A – Lower Macquarie Water Utilities Alliance for Water Quality Management Plan (Draft) – Cobar Shire Council

DES Adopt the Water Quality Management Plan – Risk Assessment and Gap Analysis report.

Arrangements in place for the distribution of plan. 2011/2012 budget deliberations will consider funding of gaps – no further action required.

Council – Clause 4A – Recruitment Policy

GM Adopt the draft Recruitment Policy with a review to be undertaken by June 2011.

Arrangements in place for distribution of new policy. Project Team arranged for review of policy in early 2011.

Council – Clause 5A – Authority for General Manager to Write-Off Rates and Charges

DCCS GM to write-off unrecoverable Rates and Charges up to an amount of $5,000.

Arrangements in place for distribution of new write off delegation – no further action required.

Council – Clause 6A – Feasibility of Bringing Gas to Cobar and the Provision of a Gas Fired Power Station

SPO No further resources be devoted to bringing gas to Cobar or the provision of a gas fired power station.

Arrangements in place for provision of information to staff and the media – no further action required.


Council – Clause 5B – Meeting Minutes

DES Amend the Rural Roads Advisory Committee Meeting Minutes to include comments from Clr Sinclair and Isbester.

Minutes amended as required – no further action required.

Council – Clause 1C – Tenders for Provision of Legal Services

GM Defer consideration of this report until the December Council Meeting to seek more information on the matter.

Report provided to the December 2010 Ordinary Council Meeting – no further action required.

Council – Clause 2C – Tenders for Provision of IT Services and Support

DCCS Accept the tender from Leading Edge Futureshop.

Arrangements undertaken for engagement of successful contractor – no further action required.

RECOMMENDATION That the information contained in the monthly status report be received and noted.


CLAUSE 2B – RATES RECONCILIATION TO 30 NOVEMBER 2010

FILE: R2-1 ATTACHMENT: NO

AUTHOR: Rates Officer, Jo-Louise Prisk

Fund Levy Pensioner

Rebates Loss on Sale Abandonments

Additional Levies

Sub/Total Arrears

30/6/10 Payments

Total Outstanding

Previous Year

General 2,446,366.50 46,507.09 1,698.00 882.00 2,399,043.41 190,431.78 1,335,266.40 1,254,208.79 1,176,392.98

Overpayments -46,347.92

Interest 8.22 4,564.92 4,556.70 50,441.95 4,832.26 50,166.39 4,563.24

Domestic Waste 433,775.00 18,055.40 175.00 1,575.00 417,119.60 24,555.42 86,640.31 207,372.04 194,825.47

Cobar Sewerage 514,825.00 18,396.88 255.00 - 496,173.12 29,898.98 114,613.51 254,145.21 252,611.71

Cobar Water 481,785.00 19,709.38 1,210.00 190.00 461,055.62 27,853.55 271,595.41 217,313.76 230,026.01

Raw Water 97.51 1,335.57 1,387.66

Nymagee Water 23,660.00 612.50 - 23,047.50 5,232.68 15,235.86 13,044.32 14,052.95

Euabalong Water 31,980.00 1,225.00 - 30,755.00 8,283.33 18,933.25 20,105.08 18,489.83

Euab West Water 21,580.00 350.00 - 21,230.00 13,734.48 11,897.02 23,067.46 20,936.55

Mt Hope Water 4,340.00 - - 4,340.00 1,548.29 2,947.31 2,940.98 3,018.60

Legal Costs - 4,127.61 4,127.61 21,608.92 6,899.72 18,836.81 19,222.87

Water Usage 692.95 127,031.90 126,338.95 130,012.81 212,559.27 43,792.49 22,873.60

TOTAL 3,958,311.50 104,856.25 4,039.17 138,371.43 3,987,787.51 503,699.70 2,431,506.23 2,059,980.98 1,958,401.47

RECOMMENDATION

That the information contained in the rates reconciliation to the 30 November 2010 be received and noted.


CLAUSE 3B – GRANT FUNDING

FILE: G4-17 ATTACHMENT: NO


Grant and Department Activity Amount

Applied For Successful?

Council Funding Required

Deadline for Project

Grants applied for since last meeting

Restoration and rehabilitation grants under the NSW Environmental Trust

Weed control, biodiversity survey, fencing and planting on the nursery site

$89,000 Pending In-kind project management

Two year project Grants announced Jan 2011

Country Halls Renewal Program

Upgrades to Mount Hope Hall $40,000 Pending $20,000 - $10,000 in budget, remainder matching grant funds

Likely to be announced around Christmas

NSW Sport and Recreation Facility Grant

New slide for pool $111,000 Pending $111,000 - budgeted

Office for Women’s Policy International Women’s Day $1000 Pending Nil 8 March 2011

Grants announced

Western Catchment Management Authority – TACA grants

Funding to purchase signage along the Heritage bike path/walkway noting significant local plant species and their usage

$4,980 Successful Nil, however an opportunity to build on the project by seeking future funding

Four months from announcement.

Building Community Partnerships

Upgrade of the Town Hall Cinema $50,000 $40,000 Successful

$92,500 as per the budget

December 2011

Current grants available: � The NSW Govt Building the Country package of grants is ongoing. � Healthy Communities Grants – aim to reduce obesity through exercise and healthy eating programs. � National Emergency Management Grants – close 1.2.11. In addition, the application by the Mount Hope Community Association for funding of $14,937 to line the supper room of the hall has been successful. This work will be undertaken as part of the broader upgrade to Mount Hope Hall.


RECOMMENDATION That the information contained in the grant funding report detailing grants applied for, grants announced and grants available be received and noted.


CLAUSE 4B – PROJECT STATUS REPORT

FILE: TBA ATTACHMENT: NO


Projects Update

The following table provides an update on capital works projects or strategic projects over $25,000 being undertaken this financial year. It does not include maintenance projects.

Project Funding Time frame Progress Responsibility

RTA Inspection Shed (being built in depot grounds)

$206,000 April 2011 Plans being finalised. Tender to be advertised prior to Christmas.

DES

Ward Oval Masterplan $40,000 Concept designs to February 2011Council

meeting.

Consultant (Ross Planning) engaged. Undertaken a week of community consultation. Now putting together initial design options for Council prior to Christmas.

SPO

Town Hall Cinema upgrade $92,000 30 June 2011 Grant application successful for $40,000. DPES

New Water Slide $220,000 January/February 2011 Project contracted out to Swimplex. Order due in Australia mid December. Works planned mid January. Project expected to take two-three weeks.

SPO

Truck Tipper $90,000 2010-11 Put on hold till fourth quarter PS

Back Hoe $150,000 2010-11 May be replace in third quarter PS

Prime Mover $260,000 2010-11 Put on hold till fourth quarter PS

Generators $30,000 2010-11 Not yet required PS

Vehicle sales $500,000 2010-11 Ongoing PS

Nymagee Tennis Court $30,000 2010-11 Not yet started DES

Develop new Cobar LEP – Conversion to Standard Instrument

$50,000 planning reform

funding available

2010-11 Dept of Planning have agreed to assist CSC. DPES



Bloomfield St Car Park $95,000 2010-11 Final construction plans completed. DES

Heritage walk cycle path $160,000 2010-11 Right of Carriageway with Peak Gold Mine agreed and signed off. Path determined and cleared. Works scoped. Rain held up further work. Now set for mid January 2011.

SPO/CM

Improvements to air strip - grant $84,397 – grant $84,397 CSC

To be completed by 30.6.2011

Some lights ordered. Not yet started. If runway extension required, will significantly impact on project.

WM

Runway extension Approximately $140,000

2010-11 if required Need yet to be confirmed. Design commenced.

WM

Cobar Flood Study $45,000 To be completed by 30.6.2011

Mike Boyden consulted to undertake work. Initial visit completed. Work progressing.

DPES

RLCIP Round 3 Projects 1. Mount Hope Hall – BBQ area

and kitchen 2. Cadet Hall – lining and shade

area 3. Replacement of surgery roof –

24 Hartman St 4. Shade over playground at

Euabalong West 5. Youth Centre – upgrades to

roof drainage

Total Funding $167,000

1. $36,985

2. $54,160

3. $24,704

4. $20,000

5. $31,151

To be completed by 31 December 2011

Awaiting return of signed funding agreement from Commonwealth Government before work can commence.

SPO/DPES/DES

Upgrade to LBV $80,000 2010-11 Quotes received. Project being further investigated.

DCCS/PEO/DON

Telemetry project $100,000 2010-11 Equipment purchased and being installed. DES



Bush Nursery project Council holding $55,000 in

grant funding

Ongoing Security fence installed around compound. Works continuing on developing the site plan, business plan and governance arrangements.

SPO

Main Street improvements $300,000 2010-11 Pavers are being cleaned and sealed, stencilcreting to be undertaken – weather dependent.

DES/SPO

78 Mile Tilpa Intersection upgrade

$500,000 2010-11 Works scheduled to commence in March as an RTA contractor.

CM

1.8km MR411 – Tipping Way Seal Extension

$100,000 Completed Road sealed November 2011. DES

4.0km MR416 – The Wool Track $200,000 January 2011 Preparation work underway – to be sealed January 2011.

DES

Filtration Plant Upgrade $100,000 2010-11 Quotes received. Work progressing. DES

Sewerage Plant Upgrades $100,000 2010-11 Quotes received. Work progressing. DES

Euabalong Bore Construction Budget to be determined

2010-11 Bore licences being obtained. DES

RECOMMENDATION That the information contained in the project status report detailing an update on capital works projects and strategic projects over $25,000 being undertaken in the current financially year be received and noted.

THIS IS PAGE 38 OF THE GENERAL MANAGER’S REPORT SUBMITTED TO THE ORDINARY MEETING OF THE COUNCIL OF THE SHIRE OF COBAR

HELD ON THURSDAY 16 DECEMBER 2010

CLAUSE 5B – BANK RECONCILIATION, CASH FACILITY, INVESTMENT & LOAN FACILITY SUMMARIES AS AT 30 NOVEMBER 2010

FILE: B2-7 ATTACHMENT: NO

AUTHOR: Accountant, Carol Pritchard – in consultation with Mr Wally Black,

Director of Corporate and Community Services.

Background

Council has requested that appropriate financial information be presented to each meeting of Council. Below are tables that detail Council’s Reconciled Bank balance, Cashflow, Investment & Loan Facility.

The format below is subject to change by Council, governed by information required.

COUNCIL’S RECONCILED BANK BALANCE

Nov 2010 Oct 2010

27,368.90 Reconciled Bank Balance– Opening 173,996.13

3,137,956.43 Income 1,406,928.88

(2,936,816.07) Expenses (1,553,556.11)

228,509.26 Reconciled Bank Balance – Closing 27,368.90

OVERDRAFT FACILITY AVAILABLE - $500,000

500,000.00 500,000.00

728,509.26 Funds available including Overdraft 527,368.90

CASHFLOW

Forecast - Dec Add Actuals - Nov

0 RTA – Regional Roads Grant 0

0 RTA – Ordered Works 268,995.69

0 RTA – RMCC (contract) 191,991.25

88,000.00 RTA – Heritage Walkway 0

250,000.00 Rates / User Charges 414,605.91

0 Financial Assistance Grant 745,195.50

600,000.00 Private Works/Debtors 1,268,218.78

127,840.00 LBV Grant 127,840.98

107,369.00 Bushfire Recoveries 0

0 Sale of Property 121,108.32

Less

Transfer to Investment (800,000.00)

(800,000.00) Creditors (1,674,511.17)

(450,000.00) Wages / Salaries (462,304.90)

(76,791.00) Closing Reconciled Bank Balance -Debit/(Credit)

228,509.26



INVESTMENT

Nov 2010 Oct 2010

0 Investment – Opening Balance NIL

800,000.00 Transfer to Investment

0 Transfer from Investment

800,000.00 Closing Balance NIL

$800,000.00 invested with NECU, term 4 months @ 5.90%

COUNCIL’S LOAN FACILITY – (fully drawn down)

Nov 2010 Oct 2010

(3,000,000.00) Loan Facility, as approved by Council (3,000,000.00)

739,732.29 Payments made to date (currently over 15 yr repayment schedule)

732,741.92

(2,260,267.71) Closing Balance (2,267,258.08)

Council’s Loan Facility of $3,000,000 has now been extended to repayments over a 15 year period, as at September 2010, the principal then being $2,295,910.51. RECOMMENDATION

That the information contained in the Bank Reconciliation, Cash Flow, Investment, and Loan Facility Summaries, as at 30 November 2010, be received and noted.



CLAUSE 6B – ENGINEERING WORKS REPORT

FILE: C6-20-2 ATTACHMENT: NO

AUTHOR: Director of Engineering Services, Stephen Taylor

Progress during the last month has been significantly effected by wet weather. However one construction project has been completed with the sealing of the last 1.8km on MR 411 - The Tipping Way.

Shire Roads/Regional Roads Maintenance: • SR 3 (Nelyambo Bridge Rd) - Maintenance grading of 64 km of this road was

underway but work has stopped due to wet condition. • SR 1 (Barrier Highway - Budda Rd) – Maintenance grading has commenced on

this road due to the wet conditions on SR 3. • SR 12 (Yathong Rd) - Maintenance grading of 63 km of this road has been

completed. • SR 11 (Broomfield Road) – Maintenance grading has been undertaken on

sections of this road • SR 21 (Tallebung Rd) – The culverts have been installed at the washout on this

road. Fill and reconstruction of road formation is underway. • MR 416 (The Wool Track) – Work has commenced on preparing 4 km of this

road; however the wet weather has significantly slowed this work. Shire Roads/Regional Roads – Proposed January Program A program has not been prepared for January as a reassessment of the required work will be undertaken after Christmas.

State Highways Work has been halted on Heavy Patching work on the State Highways due to the wet conditions.

Rural Fire Hazard Reduction Program Grading of fire breaks around Cobar has been undertaken by Council’s grader for the Rural Fire Service. They have also undertaken fire reduction work around other towns and also some roads around Cobar. Water & Sewer

Maintenance: • Continuation of pump station inspection and recording – ongoing. • Valve and Hydrant repairs, maintenance and meter readings – ongoing. • Inspection of raw water supply pipeline from Nyngan to Cobar, storages and

maintenance of lines to the mines – ongoing. • Sewer Main Inspections – ongoing.



RECOMMENDATION That the information contained in the Engineering Works Report detailing maintenance on shire and regional roads, state highways and water and sewers mains be received and noted.



CLAUSE 7B – MEETING MINUTES

FILE: T4-3-1, L5-4-3, M4-9, T4-4, L5-20ATTACHMENT: YES (PAGE 101-147)


Background Councillors and Council staff are required to represent Council at a variety of meetings. Included in the attachments to this agenda are copies of the minutes of those meetings which have been held recently for the information of Councillors. They include:

• Tourism Advisory Committee Meeting .........................................14 October 2010

• Emergency Tourism Advisory Committee Meeting ......................26 October 2010

• Orana Regional Organisations of Councils AGM........................4 November 2010

• Orana Regional Organisations of Councils Meeting....................4 November 2010

• NSW Association of Mining Related Councils Inc AGM .........12 November 2010

• Kidman Way Promotion Committee AGM................................15 November 2010

• Kidman Way Promotional Committee Ordinary Meeting .........15 November 2010

• Country Mayors Association General Meeting..........................19 November 2010

• Country Mayors Association AGM ...........................................19 November 2010

RECOMMENDATION That the minutes of the various Council related meetings be received and noted.



CLAUSE 8B – DEVELOPMENT APPROVALS

FILE: T5-1 ATTACHMENT: NO

AUTHOR: Director of Planning & Environmental Services, Garry Ryman

Complying Development Approvals The following Complying Development Applications have been approved under delegated authority for the period 18 November 2010 – 8 December 2010

CERTIFICATE NO. ADDRESS DESCRIPTION VALUE ($)

2010/LD-00065 7 Mahjong Pl, Cobar Verandah 10,000.00

2010/LD-00068 2 Wetherell Cr, Cobar Verandah 6,000.00

2010/LD-00067 37 Margaret St, Cobar Verandah 4,750.00

The value of Complying Development approvals for 2010/2011 is $254,980.00 The value of Complying Development approvals for 2009/2010 is $138,837.00 Local Development Approvals The following Local Development Applications have been approved under delegated authority for the period 18 November 2010 - 8 December 2010

CERTIFICATE NO. ADDRESS DESCRIPTION VALUE ($)

2010/LD-00066 11 Mathew St, Cobar Patio Cover 10,000.00

The value of Local Development approvals for 2010/2011 is $4,940,690.00 The value of Local Development approvals for 2009/2010 is $1,729,136.00 Construction Certificates The following Construction Certificates have been approved under delegated authority for the period 18 November 2010 - 8 December 2010

CERTIFICATE NO. ADDRESS DESCRIPTION

2010/CB-00028 11 Mathew St, Cobar Patio Cover

RECOMMENDATION That the information detailing the local development and construction certificate approvals for the period 18 November 2010 - 8 December 2010 be received and noted.



CLAUSE 9B – INSTALLATION OF POWER SURGE SWITCHES FOR PROTECTION OF HOUSE HOLD APPLICATIONS

FILE: C13-7 ATTACHMENT: YES (PAGE 148)


Background Council at its meeting on the 23 September 2010 considered a Notice of Motion from Councillor Peter Yench concerning the installation of power surge switches for protection of household appliances. Council subsequently resolved that Country Energy be contacted as soon as practical requesting that power users of the Country Energy area be issued power surge switches on their meters for protection of household appliances at Country Energy’s expense. Country Energy was written to on the 30 September 2010 and their response is contained in the attachments to this agenda. Country Energy have advised that they are prevented from taking up this option due to anti-competitiveness constraints (as surge protection installation is a service that can be preformed by any suitably qualified electrical contractor) and Council should be reassured that they are making every effort to protect electrical supply at a network level. The letter further explains works Country Energy is undertaking to upgrade network protection. RECOMMENDATION That Council note the response from Country Energy concerning the installation of power surge switches for protection of household appliances.



CLAUSE 10B – NSW RURAL FIRE SERVICE/LOCAL GOVERNMENT FORUM – ISSUES DISCUSSED

FILE: B9-1 ATTACHMENT: NO

AUTHOR: Fire Control Officer, Chris Favelle Background The NSW Rural Fire Service facilitated a forum for local council General Managers and Mayors at the Dubbo Fire Control Centre on Friday the 19 November 2010. The forum was arranged in order to provide first hand information to councils on a number of topical issues, with senior NSW Rural Fire Service staff in attendance. These included Commissioner (C) Shane Fitzsimmons, Assistant Commissioner (A/C) Rob Rogers and Assistant Commissioner (A/C) Dominic Lane. Also in attendance were representatives from Region West staff including the Regional Manager Paul Smith and District Managers. It was also well attended by representatives of a number of central west councils Unfortunately, the far western councils were unable to attend and as such I thought it appropriate to provide some basic information on the topics discussed, any further information can be obtained through the Far West/Barwon Darling Manager. Victorian Royal Commission findings and the NSW Department of Premier and

Cabinet working group.

A/C Rob Rogers presented a session on the findings of the Victorian Royal Commission into the 2008 bushfires. The presentation focussed on those issues that may affect fire fighting planning and activities within this state, especially in view of the very different coordination processes that are in place in NSW. The main points included: � The stay or go policy – which was in place across most of the country at the time

of the fires, this policy came under much scrutiny in the commission and whilst it was found to be generally sound, it was found that at the extremely high bush fire danger levels eg catastrophic fire danger rating (forest fire danger index exceeding 100) a normal, well prepared house was not capable of withstanding fire impact.

� Response issues between the differing agencies was a major point – this was not

seen to create the same issues in NSW due to our legislation which delegates responsibility to the Commissioner of the NSW Rural Fire Service to take overall charge of all fire fighting operations during extreme events.

� Planning and building in bush fire prone land issues which again were not seen as

a major concern for NSW as this state has already adopted a strict code for the construction of buildings in bush fire prone areas.



As a result of the Commission the NSW Department of Premier and Cabinet convened a working group to respond to the findings of the Royal Commission. This group was to address any issues that may arise as a result of the findings. The full response of the working group can be found on the NSW Rural Fire Service web site. (www.rfs.nsw.gov.au)

Some areas highlighted by the group included:

� The Neighbourhood Safer Places program – which we may need to reconsider in the Far Western districts.

� Upgrades to Rural Fire Service paging and radio systems and infrastructure.

� The establishment of rapid response teams to quickly deploy to small fires with a view to extinguishing them whilst they remain small enough to easily deal with.

New Fire Danger ratings to be trialled in 2010/2011

Due to the changes in the fire danger ratings over the past few years and the introduction of the Catastrophic rating work has been continuing to ensure that the ratings accurately reflect the true danger to residents of NSW.

Initially the use of a forest fire danger rating of 100 to signify catastrophic fire danger was implemented, unfortunately in those areas of the state that are not predominantly forest this created some issues with catastrophic conditions being called when unnecessary. To alleviate this issue all predominantly grassland or low forested districts in NSW will now be rated on a grassland fire danger index of 150 which should solve the problem. Extreme fire danger will exist when grassland ratings are calculated at between 100-150.

Hazard Reduction

Hazard reduction activities were highlighted and Councils were encouraged to continue to provide support in partnership with the RFS in the area of hazard reduction, this is particularly true for urban areas with the protection of life and property highlighted as a priority. The recent allocation of substantial additional funding to councils was discussed and the importance of completing the works to protect our communities was raised.

It was also suggested to councils that there is a lot of work carried out across the state, not specifically for HR purposes, but subsequently providing that outcome that should be recorded on the Bush fire information management system (BRIMS). The reason to do this would be to provide a true indication of all HR works carried out by councils across the state. This may in fact protect councils from any criticism in the future. These works may include council funded activities such as roadside slashing, grading etc. An agreement is in place between the NSW Rural Fire Service and the Local Government Association that Councils can either have access to BRIMS granted and they can enter their own data or they can provide the data to the local RFS who will enter the details on their behalf.



Section 44 Reimbursements

Section 44 issues were discussed including reimbursements and other related issues. Following some recent problems a series of actions are underway to help solve those issues: � A service focus on the quick turn around of S44 reimbursements to Councils.

� The use of council plant and payment issues were raised. There have been some

policy changes of late and it now appears that if council plant is on the NSW Rural Fire Service heavy plant register payment for its use during a S44 is no longer an issue. The one exception is where the fire is on council owned land. (I have asked for clarification on this issue and the plant register to ensure the far western councils are in the best position possible in this regard – especially in view of our current fire threat).

� Discussion over payments for council staff overtime was raised, it was explained

that overtime is an acceptable claim item and the Commissioner will re-issue the policy to all staff and councils for information.

� The implementation of base camps was discussed. The use of these camps for

remote fire fighting operations may be used in the far west in the future to solve travel time and accommodation issues.

Bush Fire Management Committee’s

The importance of Bush Fire Management Committees was reinforced, especially in regards to the appropriate representation from all member agencies. Some discussion occurred in relation to non-representation by land management agencies such as the RTA, the Commissioner mad it very clear that appropriate representation from all member agencies is expected and should be reported if not occurring.

Neighbourhood Safer Places (NSP)

A number of points were discussed in relation to the implementation of Neighbourhood safer places including:

� The formalisation of this program in legislation.

� The RFS has taken responsibility for identification, annual inspection and

decommissioning of NSP’s. The program is to be conducted in partnership with Local Government, NSW RFS and Local Emergency Management Committee’s.

� The NSW RFS will reimburse councils $200 per sign for installation of NSP

signage.



� NSP’s should only be viewed as a place of last resort, there is no intention to provide any resources to such a location only the location itself. In the event of a fire requiring the use of NSP’s the NSW Rural Fire Service will not be in a position to provide staffing or support, this is a matter for the LEMC.

� Insurance – Local Government is not responsible for providing insurance cover

for NSP’s, this responsibility has been accepted by the state. Planning Reforms

Due to changes in the turn around requirements of development applications etc there has been some changes to the process of obtaining Rural Fire Service consent and conditions (where required). Further information may be obtained for councils if required. A/C Dominic Lane then presented on a number of topics relating to the Regional Services area. Roadside Vegetation Management.

Due to the fact that many districts have identified both major and local roads in their Bush Fire Risk Management plans as strategic fire advantage zones a pilot program has been implemented this year aimed at reducing roadside fuel loads over extended distances. This trial is based on spraying roadsides with herbicide and burning as soon as the moisture content allows. Some additional funding has been made available to far western districts to trial this program and needs to be commenced as soon as possible. This program requires council support in the areas of technical support, environmental expertise and if possible with the spraying process. Rural Fire District Service Agreements (RFDSA)

A review has been completed on the current RFDSA documents with some alterations taking place, these changes have come about following representations from a number of areas including the Local Government Association. Those changes include: � RFDSA no longer has a fixed term and can be terminated at any time by either

party through a standard process if required. � Hazard complaint responsibilities have now been conferred to the RFS by way of

the agreement. � Three schedules now exist covering - Land and Buildings, services provided to

the Rural Fire Service by Council outside the Rural Fire Fighting Fund and services the Rural Fire Service provides to Councils.



� The documents have been altered in order to reflect the 4 and 10 year capital works programs of council.

It was reinforced that it was very important that the documents are developed on the standard template. At this time all Far West and Barwon Darling RFDSA’s are current, generally on the old template, I will be enquiring as to the need to have them updated or whether this should be completed at the expiry of the current documents. Red Fleet insurance and ownership.

For some time now the issue of red fleet (all fire fighting tankers and associated equipment) ownership and insurance has been an issue across councils in NSW. It has also been of concern for the Rural Fire Service especially in view of the widely different processes that had been used across the state. Following recent decisions this matter has been finalised with the ownership of all assets to remain vested in council. The Rural Fire Service insurer, the Treasury Managed Fund has agreed to provide comprehensive insurance coverage for the red fleet. It was stated that this was hoped to commence on the 1/7/2011, I am sure further information will come out about this in the near future. It should be remembered that councils will still contribute to this insurance through their annual 11.7% contribution. Some discussion took place in regards to why the Rural Fire Service just doesn’t take everything back and provide councils with an annual account, similar to the NSWFB process. After some discussion it was confirmed that the ongoing consultation process with local councils will continue in order to preserve the close relationships that are in place. RECOMMENDATION That the information in relation to the issues raised at the NSW Rural Fire Service/Local Government Forum be received and noted.



CLAUSE 11B – 2010 FESTIVAL OF THE MINER’S GHOST


AUTHOR: Manager of Tourism and Public Relations, John Martin Background In 1998 Cobar Shire Council resolved “that the Tourism Manager organise and manage, through the Tourism Advisory Committee, an annual festival and Council would provide funding for the event”. That event is The Festival of the Miner’s Ghost. Each year the organising committee tries to have a different major event as a focus for the festival. The focus for 2010 was the Muso’s Back to Cobar Spectacular which had been in the planning for about four years. The event was planned to be held at Ward Oval, but with rain forecasted a plan B had to be considered. At a Tourism Advisory Committee meeting held on 14 October 2010, in consultation with a number of local musicians, the decision was made to book the Cobar Bowling and Golf Club as a back up venue. On Monday 25 October 2010 with rain predicted for the Saturday 30 October, I spoke to the staff at Cobar’s meteorology station who informed me that there was a 90% chance of 20-30mm of rain on Saturday 30 October 2010. I organised an emergency meeting for Tuesday 26 October 2010 at 6pm and the decision was made to move the markets into the Cobar Youth and Fitness Centre and the Muso’s Back to Cobar Spectacular to the Cobar Bowling and Golf Club. Had we left the decision to later in the week, the stage truck that was hired from Sydney and the fireworks display would have required payment which amounted to $11,000. There were 18 musicians, their families and friends that returned to Cobar for the Muso’s Spectacular. If the show had been cancelled they would have travelled for nothing. Each visiting musician was paid $300 as a refund for travelling expenses. If the event had taken place at Ward Oval, the entry charge of $10 a family was meant to cover that cost plus catering. All the local musicians donated their time. The Cobar Memorial Services Club is invited to participate in the Festival of the Miner’s Ghost every year, this year being no exception and each year they decline to show any interest in the event. The festival budget is $15,000. Peak Gold Mines and Endeavor Mine’s sponsorship was $4,000. CSA Mine hosted and paid for the open day at the mine and the Cobar Bowling and Golf Club provided the food and beverage for the bands and their families which was approximately $1,000. Advertising costs amounted to $4,000 and the entertainment costs were $8,500. With a budget of $19,000 the balance unspent was $6,500. RECOMMENDATION That the information in relation to the 2010 Festival of the Miner’s Ghost be received and noted.

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PART A – ACTION Page Number

Clause 4A – Proposed Community Recreation & Skate Park Facility, Cobar .............53-60

Clause 5A – Copper City Men’s Shed Proposal.............................................................61-62

Clause 6A – Cobar Shire Council Internal Audit Committee – Community Representatives (Independent External Members ..........................................................63-67

Clause 7A – Implementation of the Government Information Public Access Act (GIPA) 2009....................................................................................................................................68-88

Clause 8A – Child Protection Policy ...............................................................................89-93

Clause 9A – Asset Management Policy ..........................................................................94-99

Clause 10A – Heavy Vehicle Route – Cobar..................................................................... 100

PART B – INFORMATION Page Number

Clause 7B – Meeting Minutes......................................................................................101-147

Clause 9B – Installation of Power Surge Switches for Protection of House Hold Appliances ............................................................................................................................ 148

Documents

CCCCoooobbbbaaarrrr SSSShhhiiiirrrreeee … · 2013. 9. 4. · 2. Marsdens Law Group – Campbelltown, NSW; 3. Spark Helmore Lawyers – Newcastle, NSW; 4. Wellings Lawyers – Sydney,