Council Meeting Agenda - Upper Hunter Shire · The committee unanimously supported the recommendation. A letter from Planning & Environment NSW regarding the conditional endorsement

A Quality Rural Lifestyle - in a vibrant, caring and sustainable community

Council Meeting Agenda

26 March 2018

To All Councillors

You are hereby notified that the next meeting of the Upper Hunter Shire Council will be held on Monday, 26 March 2018 in the COUNCIL CHAMBERS, SCONE commencing at 5.00PM, for the purpose of transacting the undermentioned business.

STEVE MCDONALD

GENERAL MANAGER 1. PRAYER

2. ACKNOWLEDGEMENT OF COUNTRY

3. APOLOGIES

4. ADOPTION OF MINUTES - Ordinary Council Meeting held on 26 February 2018

5. DECLARATION OF INTEREST

6. PUBLIC PARTICIPATION

7. NOTICE OF MOTIONS

8. BUSINESS ITEMS

MAYORAL MINUTES ...................................................................................................................... 1

A.03.1 PRESENTATION TO STAFF - LENGTH OF SERVICE .................................................................. 1

STANDING COMMITTEE REPORTS ............................................................................................. 2

SCR.03.1 DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE ............................................... 2

SCR.03.2 INFRASTRUCTURE SERVICES COMMITTEE ...................................................................... 16

SCR.03.3 FINANCE COMMITTEE ................................................................................................... 22

COMMITTEE/DELEGATES REPORTS ........................................................................................ 31

C.03.1 FLOODPLAIN MANAGEMENT COMMITTEE ............................................................................. 31

C.03.2 SUSTAINABILITY ADVISORY COMMITTEE ............................................................................. 39

C.03.3 UPPER HUNTER ECONOMIC DEVELOPMENT & TOURISM COMMITTEE ................................... 48

C.03.4 UPPER HUNTER & KIA-ORA YOUTH MUSIC COMMITTEE ...................................................... 53

C.03.5 UPPER HUNTER SHIRE TRAFFIC COMMITTEE ...................................................................... 58

C.03.6 UPPER HUNTER LAND COMMITTEE ..................................................................................... 61

DEVELOPMENT REPORTS .......................................................................................................... 70

D.03.1 REQUEST TO WAIVE FEES - DA 37/2018 ........................................................................... 70

ENVIRONMENT/HEALTH REPORTS ........................................................................................... 73

E.03.1 LOCAL GOVERNMENT EMISSIONS BASELINE PILOT PROJECT ............................................... 73

GENERAL ADMINISTRATION REPORTS ................................................................................... 77

G.03.1 REQUEST FOR SPONSORSHIP - RELAY FOR LIFE ................................................................. 77

G.03.2 REQUEST FOR SPONSORSHIP - JOANNE BOGIE ................................................................... 82

G.03.3 REQUEST FOR SPONSORSHIP - SCONE GRAMMAR SCHOOL 'SEUSSICAL JR' MUSICAL ........... 89

G.03.4 REQUEST FOR DONATION - GUNDY TENNIS COURTS ........................................................... 93

G.03.5 REQUEST FOR SPONSORSHIP - COLIN STANFORD ............................................................... 97

G.03.6 2018 ANZAC DAY SERVICES .......................................................................................... 101

POLICY MATTERS ...................................................................................................................... 104

H.03.1 POLICY UPDATES ............................................................................................................ 104

RESPONSES TO PREVIOUS QUESTIONS ............................................................................... 111

RPQ.03.1 RESPONSES TO PREVIOUS QUESTIONS ....................................................................... 111

10. COUNCILLOR QUESTIONS CONFIDENTIAL REPORTS ........................................................................................................ 114

CR.03.1 UPPER HUNTER LAND COMMITTEE ................................................................................... 114

Report To Ordinary Council Meeting 26 March 2018

General Manager's Unit

Upper Hunter Shire Council – Ordinary Meeting Agenda – 26 March 2018 Page 1

MAYORAL MINUTES

A.03.1 PRESENTATION TO STAFF - LENGTH OF SERVICE

RESPONSIBLE OFFICER: Steve McDonald – General Manager

AUTHOR: Robyn Cox - Executive Assistant

RECOMMENDATION That Council recognise Linda Richardson for her 20 years’ service with Council.

REPORT/PROPOSAL In accordance with Council’s policy, Recognition of Length of Service, Council will appropriately recognise staff with long periods of employment with Upper Hunter Shire Council (including services with the former Scone, Merriwa and Murrurundi Shire Councils). Linda Richardson has reached 20 years of service with Council. OPTIONS Nil

ATTACHMENTS

Nil.


Environmental & Community Services


STANDING COMMITTEE REPORTS

SCR.03.1 DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE

RESPONSIBLE OFFICER: Steve McDonald - General Manager

AUTHOR: Mathew Pringle - Director Environmental & Community Services

RECOMMENDATION

That Council: 1. endorse the minutes of the Development & Environmental Services Committee

meeting held on 13 March 2018. 2. DESC.03.1 – approve Development Application No. 25/2017 for alterations and

additions including new toilet facilities and disabled access to the Old Court Theatre at Lot 6 Section 2 DP 758898, No. 41 Kingdon Street Scone, subject to the conditions of consent in Attachment 2.

BACKGROUND The Development and Environmental Services Committee is a Standing Committee of Council which considers reports, advice and recommendations of management regarding strategic land use planning, development applications, environmental, health and building related matters. The Committee subsequently makes recommendations to Council in relation to such matters. A meeting of the Development & Environmental Services Committee was held on Tuesday, 13 March 2018. REPORT/PROPOSAL The committee considered a report in relation to Development Application No. 25/2017 for alterations and additions, including new toilet facilities and disabled access, to the Old Court Theatre, Scone. The report recommended that the application be approved subject to conditions of consent. The committee unanimously supported the recommendation. A letter from Planning & Environment NSW regarding the conditional endorsement of the Upper Hunter Land Use Strategy 2017 was tabled at the meeting and formally noted by the Committee. A copy of the letter is included in the attached minutes.

ATTACHMENTS

1 Minutes of Development & Environmental Services Committee - 13 March 2018

2 DA 25/2017 - Recommended Conditions of Consent

ATTACHMENT NO: 1 - MINUTES OF DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE - 13 MARCH 2018

ITEM NO: SCR.03.1


MINUTES OF THE DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE OF UPPER HUNTER SHIRE COUNCIL HELD ON TUESDAY 13 MARCH 2018 IN THE BARRY ROSE ROOM, SCONE ADMINISTRATION CENTRE COMMENCING AT 10.00am

PRESENT: Cr Kiwa Fisher (Chair), Cr Sue Abbott, Cr Lee Watts and Cr Ron Campbell (arrived 10.09am). APOLOGIES: Nil IN ATTENDANCE: Mr Mathew Pringle (Director Environmental & Customer Services) and Shinead Taylor (Governance & Executive Support Officer). DECLARATIONS OF INTEREST: Nil PUBLIC PARTICIPATION: Nil BUSINESS ITEMS: DESC.03.1 Development Application No. 25/2017 Alterations and Additions to include Toilet

Facilities and Disabled Access Mr Pringle gave an overview of the application lodged by Upper Hunter Shire Council to demolish an existing toilet block and construct a new external toilet block with disabled access at the Scone Old Court Theatre. The funding for the project comes from a Liquor and Gaming NSW Grant for a number of improvements at the venue. Given that Council is the applicant, the Development Application was referred for peer review by Muswellbrook Shire Council, which was satisfactory. Mr Pringle noted a number of conditions of consent in relation to the heritage impacts of the development including:

A digital photographic record and one hard copy record of all existing fabric proposed to be altered or demolished shall be submitted to Council prior to the commencement of any work.

A Section 60 application must be granted by the Office of Environment & Heritage prior to the commencement of any work.

The proposed pitched roof for the toilet block be amended to a simple lean-to roof. It was noted that the Committee unanimously preferred the concept of a pitched roof for the toilet block, however were happy to comply with this requirement from the Office of Environment & Heritage. It was noted that Cr Abbott was not comfortable with using grant money from Liquor and Gaming NSW and would prefer if the funding had been sourced elsewhere. The Committee unanimously supported the recommendation.


ITEM NO: SCR.03.1


CORRESPONDENCE Email from Steve and Karen Fulljames requesting the tabling of a letter from Planning & Environment NSW regarding the endorsement of Preliminary investigation areas in the Upper Hunter Land Use Strategy 2017. The email and letter are attached. RESOLVED that the Committee note the tabled: 1) email from Steve and Karen Fulljames 2) letter from Planning & Environment NSW (ref: 17/09781) Moved: L Watts Seconded: S Abbott CARRIED COUNCILLOR QUESTIONS: Mathew Pringle – Director Environmental & Community Services Advised the Committee that the updated Environmental Planning and Assessment Act 1979 commenced on 1 March 2018. It was noted that Council made a submission to the changes in 2017. A few of the key changes are:

Council is required to adopt a Community Participation Plan by 2019. Planning & Environment NSW will assist Council with this process after completing their own.

A statewide Development Control Plan template will be developed. The Act has been renumbered, with savings provisions in place for referring to the outdated

numbers for a certain period of time.


ITEM NO: SCR.03.1



ITEM NO: SCR.03.1



ITEM NO: SCR.03.1


DEVELOPMENT & ENVIRONMENTAL SERVICES COMMITTEE REPORTS

DESC.03.1 DEVELOPMENT APPLICATION NO. 25/2017 ALTERATIONS AND ADDITIONS TO INCLUDE TOILET FACILITIES AND DISABLED ACCESS

RESPONSIBLE OFFICER: Mathew Pringle - Director Environmental & Community Services

AUTHOR: Paul Smith - Senior Environmental Planner

PURPOSE On 8 March 2017 Council received Development Application No. 25/2017 for alterations and additions including new toilet facilities and disabled access to the Old Court Theatre at 41 Kingdon Street Scone. The development application is being referred to Council as Council is the applicant and the land owner.

RECOMMENDATION That Council approve Development Application No. 25/2017 for alterations and additions including new toilet facilities and disabled access to the Old Court Theatre at Lot 6 Section 2 DP 758898, No. 41 Kingdon Street Scone, subject to the conditions of consent in Attachment 1.

BACKGROUND Applicant: Upper Hunter Shire Council Owner: Upper Hunter Shire Council Location: Lot 6 Section 2 DP 758898, No. 41 Kingdon Street Scone Description: Alterations and additions to include toilet facilities and disabled access to the

Old Court Theatre Zone: R1 General Residential Council has received Development Application No. 25/2017 for alterations and additions including toilet facilities and disabled access to the Old Court Theatre at 41 Kindon Street Scone. The original application was submitted on 8 March 2017 and proposed internal alterations to the rear Old Court Theatre building. On 7 December 2017 an amended development application was lodged to include the demolition of the existing toilet block, the construction of a new external toilet block and 1500mm wide walkway. REPORT/PROPOSAL The development site comprises a 1715m2 lot with a 34m frontage to Kingdon Street and 54m frontage to Aberdeen Street. The proposal the demolition of the existing toilet block and the construction of a new 4.9m x 4.3m x approx. 3m high toilet block (blue board cladding and colorbond metal roof) and 1.5m wide walkway on the eastern side of the theatre building (Attachment 3). The Old Court Theatre is identified in the Upper Hunter Local Environmental Plan 2013 as a heritage item of state significance. As such, the development application was referred to the NSW Office of Environment and Heritage (OEH) as integrated development pursuant to Section 91 of the Environmental Planning and Assessment Act 1979. The OEH issued general terms of approval (GTA) on 12 February 2018. Of particular relevance GTA No. 3 required: a) The proposed roof for the toilet block should be amended to a simple lean to roof with a connecting flat roof to visually separate the proposed block from the heritage building and for it to be interpreted as an outbuilding rather than an addition to the heritage building. b) The proposed walkway roof must not be attached to the heritage buildings.


ITEM NO: SCR.03.1


c) The applicant must provide detailed drawings of the proposed new toilet block roof which outline how the proposed walkway roof intersects with the heritage building roof with the section 60 application. On 22 February 2018 the applicant submitted an amended plan to comply with the GTA. Other GTAs have been included as conditions of consent. OPTIONS

1. That Council approve Development Application No. 25/2017 for alterations and additions including toilet facilities and disabled access to the Old Court Theatre at Lot 6 Section 2 DP 758898, No. 41 Kingdon Street Scone, subject to the conditions of consent in Attachment 1.

2. That Council refuse Development Application No. 25/2017 for alterations and additions including toilet facilities and disabled access to the Old Court Theatre at Lot 6 Section 2 DP 758898, No. 41 Kingdon Street Scone, stating reasons for refusal.

CONSULTATION Surrounding properties were notified of the development proposal between 23 March 2017 and 6 April 2017. An advertisement was placed in the Scone Advocate on 23 March 2017. No submissions were received by Council. Given that Council is the applicant and the land owner, a peer review of the development assessment has been undertaken by Muswellbrook Shire Council to ensure a reasonable degree of impartiality and transparency. The results of the peer review are provided in Attachment 2. STRATEGIC LINKS a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows: Goal 4 Plan for a sustainable future

Implement and regularly review Strategic Land Use Plans, Environmental Planning Instruments and Development Controls, which reflect the needs and expectations of the broad Community.

Implement policies to ensure the protection of strategic agricultural lands, equine critical industry clusters, natural resources and heritage.

We are working to achieve the following Community Priorities:


ITEM NO: SCR.03.1


b. Delivery Program

Provide efficient and effective advisory, assessment and regulatory services focused on being Customer ‘friendly’, responsive and environmentally responsible.

c. Other Plans

Nil IMPLICATIONS

a. Policy and Procedural Implications

Nil

b. Financial Implications

Development application fees of $2,026 have been paid.

c. Legislative Implications

An assessment of the development application has been undertaken pursuant to Section 79C of the Environmental Planning and Assessment Act 1979 (see Attachment 2).

d. Risk Implications

Council determinations of development applications and modifications in relation to local development can be appealed by a third party in the Land and Environment Court in circumstances where incorrect legal process has been applied. In the case of this development application the relevant considerations under the Environmental Planning and Assessment Act 1979 have been made. There is a low risk of any third party legal appeal in relation to this development application.

e. Other Implications

Nil CONCLUSION

The application has been assessed as satisfactory against Section 79C of the Environmental Planning and Assessment Act 1979, Upper Hunter Local Environmental Plan 2013 and the Upper Hunter Shire Development Control Plan 2015.

The proposal is in keeping with the site context, is an appropriate form of development for the site and is unlikely to result in any significant adverse impacts.

Accordingly, it is recommended that the application be approved subject to appropriate conditions of consent.

RECOMMENDED that Council approve Development Application No. 25/2017 for alterations and additions including new toilet facilities and disabled access to the Old Court Theatre at Lot 6 Section 2 DP 758898, No. 41 Kingdon Street Scone, subject to the conditions of consent in Attachment 1.

Moved: L Watts Seconded: R Campbell CARRIED THERE BEING NO FURTHER BUSINESS THE MEETING CLOSED AT 10.30AM.

ATTACHMENT NO: 2 - DA 25/2017 - RECOMMENDED CONDITIONS OF CONSENT ITEM NO: SCR.03.1


DA 25/2017 – Recommended Conditions of Consent

Identification of approved plans:

1. The development being carried out in accordance with the development application and the drawings referenced below and Statement of Environmental Effects and the Statement of Heritage Impact dated 2 January 2018, except where amended by the following conditions. JOB REFERENCE NO SHEET

NO REVISION

NO DRAWN BY DATE

106-16 1 C PB Eveleigh Plan Service 22.02.2018

106-16 2 A PB Eveleigh Plan Service 09.10.2017

(Reason: To ensure that the form of the development undertaken is in accordance with the determination of Council)

2. A copy of all stamped approved plans, specifications and documents (including the

Construction Certificate if required for the work incorporating certification of conditions of approval) must be kept on site at all times so as to be readily available for perusal by any officer of Council or the Principal Certifying Authority. (Reason: To ensure that the form of the development undertaken is in accordance with

the determination of Council)

Operational conditions imposed under the environmental planning and assessment act and regulations and other relevant legislation:

3. All building work must be carried out in accordance with the provisions of the Building Code of

Australia. (Reason: Prescribed by legislation)

Ancillary matters to be completed prior to the issue of the construction certificate:

4. Prior to the issue of a Construction Certificate the person acting on this consent shall submit

to the Certifying Authority for approval amended plans and details demonstrating compliance with the following:

a) The General Terms of Approval in relation to H4 Roofing Materials and H5 Expansion

Joint. b) Blueboard walls shall be painted Dulux Portland Stone or equivalent. c) Columns shall be square section steel (enameled colour black) or oiled timber posts. d) Balustrades and hand rails shall be non-reflective matte black finish e) The subfloor ventilation shall not be obstructed particularly in the area of the brick walls

and any existing vents. The ground level shall not be raised in the area of the Old Court Theatre building.

In the event of an inconsistency between an approval granted under the Heritage Act 1977 and the above requirements, the approval will prevail to the extent of the inconsistency. (Reason: To ensure the development does not adversely impact on the heritage values

of the Old Court Theatre).

Conditions that must be addressed prior to commencement:

5. All required erosion and sedimentation techniques are to be properly installed prior to the



commencement of any site works and maintained in a functional and effective condition throughout the construction activities until the site is stabilised. The installation is to be approved by the Principal Certifying Authority prior to further commencement of site works. (Reason: To protect the environment from the effects of sedimentation and erosion

from development sites)

6. Prior to the commencement of any work, a digital photographic record and one hard copy record of all existing fabric proposed to be altered or demolished shall be submitted to Council. The record shall be accompanied by a site plan showing the location of the existing toilet building together with elevations and details of all other changes to the Old Court Theatre and surrounds. (Reason: To provide a historical record of heritage significant works on the site for

archival purposes)

7. Unless an existing stabilised site access is utilised, stabilised site access consisting of at least 200mm of aggregate at 30–60mm in size be a minimum of 3m in width and must be provided from the road edge to the front of the building being constructed. The stabilised access must be fully maintained and removed from the site when a permanent driveway has been constructed. The installation must be approved by the principal certifying authority prior to the commencement of site works. (Reason: To protect the environment from the effects of sedimentation and erosion

from development sites)

8. Site facilities (a) If the development involves building work or demolition work it is recommended that the

work site be fully enclosed by a temporary security fence (or hoarding) before work commences. Any such hoarding or fence is to be removed when the work has been completed.

(b) A minimum width of 1.2m must be provided between the work site and the edge of the roadway so as to facilitate the safe movement of pedestrians. If trees are present in the footpath the minimum width must be provided to one side of the trees.

(c) A garbage receptacle fitted with a tight fitting lid for the reception of all food scraps and

papers from the work site must be provided prior to building work commencing and must be maintained and serviced for the duration of the work.

(d) Adequate toilet facilities must be provided on the work site. Each toilet provided must

be a standard flushing toilet, connected to a public sewer, or if connection to a public sewer is not available, to an on-site effluent disposal system approved by the council, or an approved temporary chemical closet. The provision of toilet facilities must be completed before any other work is commenced.

The installation of the site facilities shall be approved by the Principal Certifying Authority prior to further commencement of site works and prior to the first inspection. (Reason: To ensure the health and safety of the community and workers on the site)

9. A sign must be erected in a prominent position on any work site on which work involved in the erection or demolition of a building is being carried out:



(a) stating that unauthorised entry to the work site is prohibited; (b) showing the name of the principal contractor (or person in charge of the work site), and

a telephone number at which that person may be contacted at any time for business purposes and outside working hours; and

(c) showing the name, address and telephone number of the Principal Certifying Authority

for the work. Any such sign must be maintained while to building work or demolition work is being carried out, but must be removed when the work has been completed. The installation is to be approved by the Principal Certifying Authority prior to further commencement of site works. (Reason: Statutory requirement)

10. No works shall commence on site until such time as a Construction Certificate has been issued for either part or all of the works. If a certificate is issued for part of the works it must cover the works being undertaken onsite. (Reason: Prescribed – Statutory)

Conditions that must be complied with during demolition and building work:

11. Any person acting on this consent shall ensure that:-

(a) building construction activities are only carried out during the following hours: i. between Monday to Friday (inclusive)—7.00am to 5.00pm, ii. on a Saturday—8.00am to 5.00pm.

(b) building construction activities must not be carried out on a Sunday or a public holiday

unless prior approval has been obtained

(c) demolition and excavation works must only be carried out between Monday to Friday (inclusive) between 8.00am and 5.00pm.

(Reason: To ensure that works do not interfere with reasonable amenity expectations

of residents and the community)

12. Any person acting on this consent must ensure that:-

(a) all excavations and backfilling associated with the erection or demolition of a building

must be executed safely and in accordance with appropriate professional standards. (b) all excavations associated with the erection or demolition of a building must be properly

guarded and protected to prevent them from being dangerous to life or property. (c) demolition work must be undertaken in accordance with the provisions of AS2601-

Demolition of Structures. (d) the builder is to ensure that persons working on the site comply with the WorkCover

Authority’s requirements.

(Reason: To ensure that work is undertaken in a professional and responsible manner and protect adjoining property and persons from potential damage)

13. Building materials and equipment must be stored wholly within the work site, unless prior



written approval has been obtained from Council. Equipment must not be operated on the footpath or roadway, unless prior written approval has been obtained from council. (Reason: To ensure public safety and amenity on public land)

Conditions which must be complied with prior to the issue of any occupation certificate:

14. The building is not to be used or occupied until a final inspection has been carried out and any Occupation Certificate has been obtained from the Principal Certifying Authority. (Reason: Prescribed - Statutory.)

15. Prior to issuing any Occupation Certificate where asbestos based products and other hazardous materials have been removed tipping receipts, which detail that all waste has been disposed of at an approved waste disposal depot shall be provided to the Principal Certifying Authority. Note: Further details of licensed asbestos waste disposal facilities can be obtained from www.dec.nsw.gov.au (Reason: To ensure that building works involving asbestos based products are safe for

occupation and will pose no health risks to occupants.)

Conditions that must be complied with at all times:

16. At all times all stormwater from the development including all hardstandings and overflows from rainwater tanks is to be collected and disposed of by way of properly constructed stormwater lines to:-

(a) the existing stormwater drainage on site.

(Reason: To ensure suitably disposal of stormwater.)

GENERAL TERMS OF APPROVAL PURSUANT TO SECTION 91A OF THE ENVIRONMENTAL PLANNING AND ASSESSMENT ACT 1979, (AS AMENDED)

H1. APPROVED DEVELOPMENT

Development must be in accordance with:

a) Drawings, prepared by P.B. Eveleigh listed below:

Drawing No. Title Date Rev.

Project Name: Old Court Theatre Proposed Amenities Upgrade

1 Old Court Theatre Amenities Upgrade

7/12/2016 B

2 Old Court Theatre Amenities Upgrade

7/12/2016 A

EXCEPT AS AMENDED by the conditions of this approval:



H2. HERITAGE CONSULTANT

A suitably qualified and experienced heritage consultant must be nominated for this project. The nominated heritage consultant must provide input into the detailed design and supervise the works to minimise impacts to heritage values. The nominated heritage must be consulted prior to the selection of appropriate tradespersons, and must be satisfied that all work has been carried out in accordance with the conditions of this consent.

(Reason: to ensure that the works are designed and carried out in an appropriate manner.)

H3. NEW TOILET BLOCK ROOF

a) The proposed roof for the toilet block should be amended to a simple lean to roof with a connecting flat roof to visually separate the proposed block from the heritage building and for it to be interpreted as an outbuilding rather than an addition to the heritage building.

b) The proposed walkway roof must not be attached to the heritage buildings.

c) The applicant must provide detailed drawings of the proposed new toilet block roof which outline how the proposed walkway roof intersects with the heritage building roof with the section 60 application.

(Reason: to ensure that the heritage building is not impacted by the connection with the modern toilet block.)

H4. ROOFING MATERIALS

The roofing material and rainwater goods of the new toilet block should match the theatre building.

(Reason: So that the new fittings complement the historic buildings.)

H5. EXPANSION JOINT

Provide a light coloured neutral high-density expansion joint filler foam where the new walkway joins the 1848 building. Do not adhere the foam to the sandstone.

(Reason: To prevent damage where the concrete path abuts the sandstone edging to the former open verandah.)

H6. SANDSTOCK BRICK STORAGE

Collect and place on a timber pallet the sandstock bricks currently piled beside the metal Toilet Block at the rear of the site. Securely and safely store the bricks in the large metal shed.

(Reason: So that the bricks may be of use for future maintenance or restoration works to the 1848 section of the building.)

H7. ARCHAEOLOGY

a) The Applicant shall submit an archaeological assessment undertaken by a suitably qualified and experienced historical archaeologist as part of the Section 60 Application.

b) If the Archaeological Assessment identifies that archaeology will be impacted by the works, the Applicant shall submit an Archaeological Research Design and Excavation Methodology undertaken by a suitably qualified and experienced historical archaeologist as part of the section 60 application.



c) If archaeological mitigation is required the Applicant must submit the name of a nominated Excavation Director suitable to satisfy the Excavation Director Criteria of the Heritage council of NSW for the proposed activity and significance level.

d) Following the receipt of the Archaeological Assessment, Research Design and Excavation Methodology as part of the Section 60 Application, the Heritage Council of NSW reserves the right to issue Archaeological Conditions as part of the Section 60 Approval to manage the archaeology. Matters such as (but not limited to) fieldwork methodology, artefact analysis, final reporting may be included as part of these archaeological conditions.

(Reason: To comply with S57(1) of the Heritage Act 1977 concerning archaeology.)

H8. ABORIGINAL OBJECTS

Should any Aboriginal ‘objects’ be uncovered by the work, excavation or disturbance of the area is to stop immediately and the Office of Environment & Heritage is to be informed in accordance with Section 89A of the National Parks and Wildlife Act, 1974 (as amended). Works affecting Aboriginal ‘objects’ on the site must not continue until the Office of Environment and Heritage has been informed. Aboriginal ‘objects’ must be managed in accordance with the National Parks and Wildlife Act, 1974.

(Reason: This is a standard condition to identify to the applicant how to proceed if Aboriginal objects are unexpectedly identified during works.)

H9. COMPLIANCE

The Applicant and the nominated Heritage Consultant may be required to participate in random audits of Heritage Council approvals to confirm compliance with conditions of consent at any time.

(Reason: To ensure that the proposed works are completed as approved.)

H10. SECTION 60 APPLICATION

An application under section 60 of the Heritage Act 1977 must be submitted to and approved by the Delegate of the Heritage Council of NSW prior to work commencing.

(Reason: To meet legislative requirements.)


Infrastructure Services


SCR.03.2 INFRASTRUCTURE SERVICES COMMITTEE

RESPONSIBLE OFFICER: Steve Pryor – Director Operations

AUTHOR: Karen Lee - Infrastructure Services Support Officer

RECOMMENDATION

That Council: 1. endorse the minutes of the Infrastructure Services Committee meeting held on

13 March 2018. 2. fund the shortfall for Stage 1 of White Park by loan borrowings if required. 3. consult with the community about the option of building a new toilet block and

relocating the driver reviver station at the skate park and playground at the corner of the Golden Highway and Quigley Street.

4. receive a report back to Council after a complete full assessment of the street trees in Cassilis is undertaken.

5. waive the $175 water meter testing fee until the 30 June 2018 due to the high water consumption and water bills within the Shire.

BACKGROUND

The Infrastructure Services Committee provides policy and direction, along with an update on the planned program for roads, bridges, water and sewerage work, parks, building and waste management. REPORT/PROPOSAL

ISC.03.1 WORKS PROGRAM - INFRASTRUCTURE SERVICES - WATER AND SEWER

Numerous projects underway which include:

Integrated Water Cycle Management (IWCM) Study, Ultra violet disinfection for Scone/Aberdeen concept water supply, Scone Sewerage Treatment Plant Augmentation concept design ongoing, Water main replacement works, concept design for Cassilis Sewerage system, Tender 10/2018 (water and sewer main works) almost completed, Water Main works at White Park, provision of water connection for properties along Middlebrook Road, temporary supply to “Vantage Hill”.

ISC.03.2 WORKS PROGRAM - INFRASTRUCTURE SERVICES

Numerous projects underway which include:

Willowtree Road pavement works is continuing, Liverpool street roundabout gardens have commenced, Middlebrook Bridge works continuing, Bettington Street footpath works have commenced. Maintenance grading is mostly re-active at the moment due to the weather conditions.

ISC.03.3 CAPITAL WORKS UPDATE

Key projects currently include:

MR 358 Construction, Middlebrook Bridge and approaches, Golf Course reconstruction, White Park Arena, reseals.




ISC.03.4 SPECIAL PROJECTS UPDATE

Key activities that include

Scone to Murrurundi pipeline, Middlebrook Bridge Replacement, White Park Indoor Arena – Stage 1, Scone Golf Course Detailed design and Reconstruction, Scone Sewerage Treatment Plant Augmentation, Cassilis Sewerage Scheme and MR358 Coulson Creek Road (Willow Tree Road) initial seal and widening.

ISC.03.5 WHITE PARK INDOOR ARENA STAGES 1 & 2

Current funding for stage 1 is not adequate to complete the full construction and fit out. The recommendation was that Council fund the shortfall for Stage 1 if required by loan funding. Council staff are currently scoping the work in Stage 2 to firm up costs and facilitate grant applications.

ISC.03.6 CASSILIS STREET TREES

Residents have raised the concern that the trees are impacting on their lives due to the leaf litter all year round and the pollen from the flowers affect people with allergies. A full assessment of the trees to be completed and a report back to Council.

ISC.03.7 LIONS PARK (DRIVER REVIVER) TOILET BLOCK MERRIWA

The Lions Park is situated at the intersection of the Golden Highway and Brisbane Street Merriwa. The park has an old toilet block with men’s and ladies toilets, but no disabled toilets. There is also a shed which the Lions Club use for the driver reviver facility and public tables. The recommendation was to consult with the community about the option of building a new toilet block and relocating the driver reviver station to the skate park and playground at the corner of the Golden Highway and Quigley Street.

ISC.03.8 WRITE-OFF OF WASTE CHARGES - ABERDEEN RSL

The Aberdeen RSL & Citizens Club has made a request to Council to write-off waste charges associated with work undertaken on the Aberdeen War Memorial. The recommendation was that Council write-off waste charges associated with upgrade work undertaken on the Aberdeen War Memorial and also follow up with the EPA about clearing the EPA charges on behalf of the Aberdeen RSL & Citizens Club.

ISC.03.9 INTERIM PROCESS FOR ADDRESSING WATER CONSUMPTION ENQUIRIES

Following a particularly hot and dry summer period, water consumption and water bills have been much higher than usual. The committee propose that an interim measure be put in place and waive the $175 meter testing fee until the 30 June 2018 due to high water consumption and water bills within the Shire.

ATTACHMENTS

1 Infrastructure Services Committee - Summary Minutes 13-03-18

ATTACHMENT NO: 1 - INFRASTRUCTURE SERVICES COMMITTEE - SUMMARY MINUTES 13-03-18

ITEM NO: SCR.03.2



ITEM NO: SCR.03.2



ITEM NO: SCR.03.2



ITEM NO: SCR.03.2





SCR.03.3 FINANCE COMMITTEE


AUTHOR: Shinead Taylor - Governance & Executive Support Officer

RECOMMENDATION

That Council endorse the minutes of the Finance Committee meeting held on 21 March 2018.

BACKGROUND The Finance Committee meets prior to each monthly Council Meeting to consider the Financial Summary Reports, the Cash and Investment Report, and the Responsible Accounting Officer’s Statement. REPORT/PROPOSAL A meeting of the Finance Committee was held on Wednesday, 21 March 2018. The minutes from the meeting are attached.

ATTACHMENTS

1 Finance Committee - 21 March 2018 - Summary Minutes - attachments excluded

ATTACHMENT NO: 1 - FINANCE COMMITTEE - 21 MARCH 2018 - SUMMARY MINUTES - ATTACHMENTS EXCLUDED

ITEM NO: SCR.03.3


MINUTES OF THE FINANCE COMMITTEE OF UPPER HUNTER SHIRE COUNCIL HELD ON WEDNESDAY 21 MARCH 2018 IN THE BARRY ROSE ROOM, SCONE ADMINISTRATION CENTRE COMMENCING AT 8.30am

PRESENT: Cr Wayne Bedggood (Mayor), Cr Josh Brown and Cr Kiwa Fisher. APOLOGIES: Cr Ron Campbell IN ATTENDANCE: Cr Sue Abbott, Mr Steve McDonald (General Manager), Mr Steve Pryor (Director Operations) and Mr Wayne Phelps (Manager Finance). DECLARATIONS OF INTEREST: Nil

FCR.03.1 FINANCIAL SUMMARY & INVESTMENT REPORT


AUTHOR: Wayne Phelps - Manager Finance

RESOLVED that the Committee:

1. Note the Fund and Function Summary Report; 2. Note the Cash and Investment Report; 3. Note the Responsible Officer’s Statement.

Moved: Cr K Fisher Seconded: Cr J Brown CARRIED

FCR.03.2 OPERATIONAL REPORT




1. Note the comments on the budget review by the managers/budget holders; 2. Note the requested variations as detailed in the budget review; 3. Note the Capital Budget Review by the managers/budget holders; 4. Note the comments on the Capital Budget Review by the managers/budget holders.

Moved: Cr K Fisher Seconded: Cr W Bedggood CARRIED


ITEM NO: SCR.03.3


FCR.03.3 CONTRACTORS & EXPENSES REPORT




1. Note the Contractors Listing for the period; 2. Note the Consultancy and Legal Expenses report for the period.

Moved: Cr K Fisher Seconded: Cr W Bedggood CARRIED

FCR.03.4 DONATIONS SUMMARY



RESOLVED that the Committee note the Year to Date Donations summary for 2017/18.

Moved: Cr J Brown Seconded: Cr W Bedggood CARRIED

FCR.03.5 RESPONSES TO PREVIOUS QUESTIONS



RECOMMENDATION For notation only. The following questions were raised throughout the meeting on 15 December 2017 and either answered or taken on notice: Communications Cr Brown expanded on his previous question in relation to paid media monitoring with Isentia. He requested a further report be provided to the Finance Committee by February 2018 showing the detailed cost benefits of using this service. He asked that this report also include input from the Communications Team.

Response – Further investigation works are still being undertaken regarding the report which will be delayed until the March 2018 meeting. Update – Report to be provided to April meeting for new General Manager to be included in discussions.


ITEM NO: SCR.03.3


The following questions were raised throughout the meeting on 24 January 2018 and either answered or taken on notice: Street Lighting Cr Bedggood requested an update on the installation of street lighting for pedestrian crossings near the Main Street/Liverpool Street roundabout.

Response – Council staff are investigating solar street lighting options. Aerodrome Cr Bedggood asked if the runway lighting at the airport is permanently switched on or whether the lighting was operated by sensors.

Response – Yes the runway lighting is on permanently at night and possibly during the day unless manually switched off. The Pilot Activated Lighting (PAL) system is currently broken and not functioning. This system is to be upgraded as part of the redevelopment of the aerodrome.

Community Centres & Halls Cr Campbell requested an update on the replacement of the deteriorating shelving in the fridge at the School of Arts Hall in Merriwa.

Response – Council staff are currently investigating the issue to ascertain an appropriate remedy.

Update – An update will be provided at the March meeting. The following questions were raised throughout the meeting on 21 February 2018 and either answered or taken on notice. Bridge Maintenance Cr Fisher raised what was the outcome of the reports and the position of the maintenance program?

Response: Interim General Manager (GM) that the reports have been reviewed and current program is being scheduled at present. Consideration in the priorities have been on those timber bridges that have required load limits to be placed on them.

Cr Fisher asked what is the process regarding heritage listing on bridges and whether they can be removed if they are heritage listed? Response: Taken on notice. Update – No further update available at this stage. Operational Reports Youth Centre Cr Campbell enquired as to whether there were budget funds available to paint the exterior of the Merriwa Youth Centre building this year?


ITEM NO: SCR.03.3


Response: Interim GM advised that no funds were available to do these works in the current year, however there will be an allocation provided in next year’s budget.

Update: Funds included in draft 2018/19 budget.

Camping Grounds & Caravan Parks Cr Fisher requested whether Council can review boundary alignments at the St Andrews Reserve and the possible encroachment of adjoining properties? Cr Fisher also enquired as to who has formal access to the reserve as a number of issues have been raised regarding inappropriate use of the reserve.

Response: Taken on notice Update – No further update available at this stage.

Real Estate Cr Brown enquired as to the position of the Rosedale land site at Murrurundi.

Response: Interim GM advised that this item has been included at the next Land Committee meeting to be held on 23 February 2018.

Solid Waste Interim GM raised the impending increased level of State Waste Levy charges following the EPA audit and the inclusion of levy charges for landfill cover material. Further to the cover material being subject to the waste levy, the Interim GM advised that Council was reviewing various options for substitute cover material to lower the impact of the levy. Cr Fisher suggested that Council should raise with our Local Member and the Minister for the Environment Council’s current position regarding the State Levy issue and the considerable impost on the Waste Management Facilities.

Response: Interim GM advised he will work with Councillors to make the appropriate representations to the Local Member and Minister.

Cr Brown asked if council had received any notification regarding removal of the kerbside recycling service for residents.

Response: Interim GM advised that no such notification had been received and that this service is included in the current scope of services for the Kerbside Collection Contract tender now open.

Parks & Gardens Cr Brown enquired as to whose responsibility it is to mow the grass area on the eastern side of Murrurundi as it is currently long and unruly.

Response: Interim GM advised that this would probably be the responsibility of the RMS, however Council staff will review area and contact RMS if required for these works to be completed.

Sporting Grounds & Venues Interim GM advised the committee that the Stage 1 of the White Park Indoor Arena was progressing, however a report is currently being prepared by the Special Project Manager which will be included in the March Infrastructure Services Committee meeting regarding the Stage 2 of the Arena project in which Council may be required to obtain funding for.


ITEM NO: SCR.03.3


Swimming Pools Cr Campbell enquired as to the cause of high levels of maintenance spent on the Merriwa Pool to date.

Response: Interim GM advised that maintaining of the facility was within the current year’s budget and that the appropriate maintenance required is being undertaken as and when required.

Cr Fisher commented on the current low level of entries into the pool facilities to date for schools and season holders.

Response: Interim GM advised that these number are subject to timing of school events and weather conditions and that a better indication of numbers will be reflective at the February meeting.

Water Supply – Murrurundi Cr Brown enquired whether there has been any issues regarding the contesting of Crown Land ownership by the Wanaruah people or possible native title claims along the Murrurundi Pipeline channel?

Response: Interim GM advised that Council has prepared the appropriate application to be lodged with Office of Environment and Heritage which will occur following a 28 day consultation period for the Archeologist report. He further advised that the Special Projects Manager will provide a briefing note and timeline as to the position of the Murrurundi Pipeline in this week’s Councillor update.

General Business Cr Brown enquired as to what the overall cost and benefit Council receives from the Local Government Performance Excellence Report prepared for Local Government Professionals by PwC.

Response: Interim GM advised that the overall cost in staff time and direct costs would be approx. $10,000 for which Council does not gain any major benefits from the Report.

COUNCILLOR QUESTIONS The following questions were raised throughout the meeting on 21 March 2018 and either answered or taken on notice. Communications Cr Fisher asked if Council could review the Communications Team level of coverage from 3 days to 5 days for media releases and responses to community requests.

Response - Director of Operations advised that Council is currently reviewing the hours within the team to achieve full coverage.

Customer Service Cr Burns enquired as to the position and completion of the Customer satisfaction survey.

Response - Director of Operations advised that planning for the survey will commence in April with completion expected before 30 June 2018.


ITEM NO: SCR.03.3


Financial Services

Cr Fisher requested that Councillors be provided with the website link for the energy monitoring service of the newly installed solar panel construction at Scone Administration Centre.

Response - Director of Operations advised that staff will forward the link to Councillors when the panels become operational.

Gummun Place Hostel

Cr Fisher asked for clarification over the reasons residents have left Gummun Place Hostel, in relation to the level of current vacancies.

Response - Director of Operations advised that the reason for the majority of residents that leave it is due to them requiring a higher dependency of care above what Gummun Place can provide.

Mayor Bedggood asked if Council has a waiting list at the facility?

Response - Director of Operations advised that the Hostel does have a waiting list but timing for when the elderly are ready to enter the facility is dependent upon their wishes.

Independent Living Units

Cr Bedggod enquired as to the maintenance levels at the facilities and whether there were programs in place for regular review.

Response - Director of Operations advised that some maintenance programs are in place however improved levels of service is required which has been due to staffing availability. The maintenance program will be addressed to be proactive through possible use of contractors.

Youth Services - Young Endeavour

Cr Brown Enquired as to whether Council had reviewed any other youth programs other than Young Endeavour given the reduction in funding options?

Cr Bedggood reiterated that the Young Endeavour program is extremely worthwhile and well received however the business side of the raising of funds requires some attention.

Response - Director of Operations advised that management will readdress how the event runs and review the fund raising processes.

Camping Grounds and Caravan Parks

Cr Fisher asked if Council has a booking and collection type system for usage of grounds like St Andrews Reserve at Aberdeen?

Cr Bedggood suggested that Management may need to consider undertaking a holistic review of its booking and collection systems for its camping grounds and crown reserve areas that it manages.

Cr Brown suggested that this review should also include for what purposes the respective precincts are to be used for?

Response - Taken on notice Real Estate

Cr Bedggood advised that the King of the Ranges and other Rosedale complex user groups are still concerned about Council using the Rosedale land for development purposes.

Response – Taken on notice


ITEM NO: SCR.03.3


Tourism Cr Brown asked how the Warbirds over Scone ticket sales were progressing?

Response – Cr Bedggood advised through discussions with the airshow event organisers “Paul Bennet Airshows” that tickets are well advanced compared to other shows they have performed.

Noxious Weeds Cr Brown asked if Council had received its final report from the Weeds authority?

Response – General Manager advised that the Weeds Authority are currently finalising their report.

Solid Waste Cr Bedggood suggested that Management organise a “Waste Summit” briefing for Councillors in order to provide them with a full understanding of the issues that Council are facing regarding the waste management facilities inclusive of State Government Levy, waste coverage options, kerbside waste contract, recyclables and organics.

Response - Taken on notice with meeting to be organised. Animal Control Cr Bedggood enquired about the progress of the cat insulation areas at the pounds and whether there was any funds in the budget to do works?

Response - Director of Operations advised that funds were available to complete and work is to be scheduled.

Parks & Gardens Cr Abbott asked why the tree planting has been deferred?

Response - Director of Operations advised that due to the dry weather conditions that planting of trees was not sustainable. The funds allocated to tree planting are included in each year’s budget with Council committed to its tree planting program.

Sporting Grounds Cr Brown enquired as to the progress of the Service reviews?

Response - Director of Operations advised that initial works has commenced on sporting grounds and open spaces with the review expected to be completed over the next 2 to 3 months.

Cr Brown asked if the term of reference for the scope of works could be provided to Councillors?

Response - Director of Operations advised that these will be made available.

Library Cr Brown asked if the library targets in the performance indicators are benchmarked against the State Library and if not could it be?

Response - Taken of notice with information to be provided.


ITEM NO: SCR.03.3


Bridges Cr Fisher asked if Council has contingencies in place for Rouchel Road Bridge given that it is expected to rain over the coming days?

Response - Director of Operations advised that discussions with appropriate Council staff have been undertaken to address any possible issues.

Footpaths/Cycleways Cr Bedggood asked if the Satur cycleway cement could be reviewed as it appears to be deteriorating?

Response - Director of Operation advised that Council staff will inspect and rectify any deterioration.

RMS State Roads Cr Brown asked if Council can make representation to RMS regarding improvement to their consultation processes with the community for when RMS works are being completed? Notice was received by business owners only one day before commencement of the most recent works in Murrurundi.

Response - Director of Operations advised that it will be reiterated to RMS to provide more consultation time to the community.

Water Supply Cr Fisher enquired as to whether Council provides information to NSW State Water for their published document that shows Council’s operating cost per k/ltr and operating cost per household?

Response - Director of Operation advised that Council staff provide this information through annual returns submitted to NSW State Water.

Cr Fisher enquired as to the progress of the fluoride treatment for the water supply in which Council had previously resolved to implement?

Response - Director of Operations advised that the fluoride treatment will be implemented as part of the water treatment plant upgrade.

Previous Questions Cr Fisher reiterated his desire for a response as soon as possible to his question at the February 2018 Finance meeting regarding boundaries at St Andrews reserve.

Response - Director of Operation advised that Council’s surveying staff will review boundary alignments.

THERE BEING NO FURTHER BUSINESS THE MEETING CLOSED AT 11.45AM




COMMITTEE/DELEGATES REPORTS

C.03.1 FLOODPLAIN MANAGEMENT COMMITTEE



RECOMMENDATION That Council:

1. note the minutes of the Floodplain Management Committee meeting held on 23 February 2018.

2. endorse the minutes of the Floodplain Management Committee meeting held on 27 September 2017.

3. note the completion and commissioning of the Aberdeen Flood Warning System and refurbished Scone Flood Warning System.

4. accept the final report provided by the Bureau of Meteorology.

BACKGROUND The Floodplain Management Committee is a Section 355 Committee of Council which considers reports, advice and recommendations of management regarding issues associated with floodplain management and development within any areas deemed to be impacted or potentially impacted by flood or other waters. The Committee subsequently makes recommendations to Council in relation to such matters.

A meeting of the Floodplain Management Committee was held on Friday, 23 February 2018. REPORT/PROPOSAL In relation to item FMC.02.1, it was noted that the Aberdeen Flood Warning System has been commissioned and is now operational along with a refurbished Scone Flood Warning System. A final report on the Aberdeen Flood Warning System was provided to Committee members and a presentation was made by the Bureau of Meteorology at the Committee meeting. A copy of the final report is provided under separate cover. In relation to item FMC.02.2, work on a community flood awareness program is progressing well with the SES producing a draft brochure on flood awareness for residents and businesses. It is planned to hold a community forum and an official opening of the Aberdeen Flood Warning System within the next two months. All relevant agencies are expected to be in attendance.

ATTACHMENTS

1 Minutes of Floodplain Management Committee meeting - 23 February 2018

2 Minutes of Floodplain Management Committee meeting - 27 September 2017

3 Aberdeen Flood Warning System Final Report Excluded

ATTACHMENT NO: 1 - MINUTES OF FLOODPLAIN MANAGEMENT COMMITTEE MEETING - 23 FEBRUARY 2018

ITEM NO: C.03.1


MINUTES OF THE FLOODPLAIN MANAGEMENT COMMITTEE MEETING - FRIDAY 23 FEBRUARY 2018 - 2.00PM

PRESENT: Cr Kiwa Fisher (Chair), Cr Wayne Bedggood, Tony Berry (Willow Grove Village), Les Parsons (Aberdeen resident), Ray Butchard (Aberdeen SES), Raechel Squires (SES), Tom Jory (SES).

IN ATTENDANCE: Mathew Pringle (Director Environmental & Community Services), Jeff Bush

(Manager Strategic Assets), Lisa Casey (Minutes – Administration Officer), Shangyou Zhang (Bureau of Meteorology), Alex Clifton (Bureau of Meteorology) and Lara Davis (Office Environment & Heritage).

1. APOLOGIES

RECOMMENDATION

That the apology received from Cr Driscoll be accepted. Moved: W Bedggood Seconded: T Jory CARRIED

2. DISCLOSURE OF INTEREST

Nil 3. PREVIOUS MINUTES

RECOMMENDATION TO COUNCIL :

That the minutes of the Floodplain Management Committee meeting held on 27 September 2017, as circulated, be taken as read and confirmed as a correct record.

Moved: W Bedggood Seconded: K Fisher CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES

Nil 5. AGENDA ITEMS

FMC.02.1 Aberdeen & Scone Flood Warning Systems

PURPOSE The purpose of this report is to update the Committee on the completion and commissioning of the Aberdeen Flood Warning System and refurbished Scone Flood Warning System. Aberdeen and Scone Flood Warning Systems are now operational. Milestone 6 has been reached and a copy of the implementation report has been distributed. A presentation on the Aberdeen Flood Warning System was given by S Zhang and A Clifton on behalf


ITEM NO: C.03.1


of the Bureau of Meteorology (BOM). It was noted that the BOM website will undergo an upgrade to make it more detailed and informative. L Davis highlighted the importance of maintaining the flood warning system. M Pringle advised that maintaining Scone and Aberdeen flood warning systems will cost approximately $10,000 per site each year. $20,000 will be set aside for this maintenance in next year’s budget. RECOMMENDATION TO COUNCIL:

That Council:

1. note the completion and commissioning of the Aberdeen Flood Warning System and refurbished Scone Flood Warning System.

2. accept the final report provided by the Bureau of Meteorology.

Moved: T Jory Seconded: K Fisher CARRIED

ACTION FOR COMMITTEE: Nil

FMC.02.2 Community Flood Awareness Program Update – Scone and Aberdeen

R Squires provided a sample draft brochure to the committee. The brochure will be produced to suit three key groups. These are:

Businesses Residents Willowgrove Village Aberdeen.

Assistance will be sought from various agencies to finalise the brochure to ensure it covers all aspects of flood awareness. Public forums will be held and it is anticipated that RFS, SES, OEH, Council, BOM and LLS will all be in attendance. M Pringle suggested maps be created as part of this process which depict flood levels and subsequent implications if flood waters were to reach these levels. This should also include probable maximum flood implications. The brochure is likely to include a map overlayed with GIS data showing specific areas affected by probable maximum flood, bushfire risk and areas effected by recent natural disasters such as Sir Ivan Fire. K Fisher noted the brochure seemed like it would be very informative however it needs to be made readily available and easily accessible for everyone. He suggested a fridge magnet be developed with a summary of information from the brochure including important contacts so that residents can display this information prominently in their house. The Committee were encouraged to provide feedback and any suggestions to R Squires through M Pringle.

ACTION FOR COMMITTEE: Provide feedback to R Squires on the draft brochure.


ITEM NO: C.03.1


FMC.02.3 Aberdeen Levee Bank Update

M Pringle reminded the committee of the presentation by NSW Public Works Advisory regarding the Aberdeen Levee Rehabilitation Project at the last Committee meeting. Following the meeting, Council wrote to OEH requesting review of flood levels at Aberdeen after being made aware of potential errors with the predicted flood heights. OEH advised that the flood modelling is to be reviewed and revised by Royal Haskoning. The project is to be completed by late June 2018. M Pringle noted that the Scone Bypass should be considered in flood modelling to ensure the modelling isn’t immediately outdated when the bypass construction starts. Aberdeen levee project is on hold until remodelling is completed by Royal Haskoning. OEH will then review the levee levels based on the revised flood information. The Aberdeen Floodplain Risk Management Study and Plan may also need to be revised. 6. CORRESPONDENCE

Letter to OEH & subsequent response regarding Aberdeen Levee Rehabilitation Project. 7. GENERAL BUSINESS

M Pringle advised that a small grant of $25,000 has been awarded to Council for refurbishment of the Scone Flood Warning System. As most of the system has recently been upgraded as part of the Aberdeen Flood Warning System project, only a small portion of the grant funding will be needed to upgrade one additional monitoring site. The Committee were advised that applications for grant funding under the NSW Government’s Floodplain Management Program for the 2018-19 funding round are currently open until 28 March 2018. M Pringle indicated that Council would be submitting an application for funding for a new flood study for Scone.

8. NEXT MEETING To be determined.

The meeting was declared closed at 1:50pm.

ATTACHMENT NO: 2 - MINUTES OF FLOODPLAIN MANAGEMENT COMMITTEE MEETING - 27 SEPTEMBER 2017

ITEM NO: C.03.1


MINUTES OF THE FLOODPLAIN MANAGEMENT COMMITTEE MEETING - WEDNESDAY 27 SEPTEMBER 2017

PRESENT: Cr Kiwa Fisher (Chair), Cr Wayne Bedggood, Tony Berry (Willow Grove

Village), Les Parsons (Aberdeen resident), Allan Davidson (Scone SES), Ray Butchard (Aberdeen SES),

Via teleconference - Raechel Squires (SES) and Tom Jory (SES).

IN ATTENDANCE: Mathew Pringle (Director Environmental & Community Services), Lisa

Casey (Minutes – Governance Support Officer), John Gan (NSW Public Works Advisory) and Lara Davis (OEH).

1. APOLOGIES RESOLVED that the apologies received from Cr Lorna Driscoll, Richard Apps, Tim McElroy and Ben Maxwell be accepted. Moved: W Bedggood Seconded: R Butchard CARRIED 2. DISCLOSURE OF INTEREST


RESOLVED that the minutes of the Floodplain Management Committee Meeting held on 9 March 2017, as circulated, be taken as read and confirmed as a correct record. Moved: W Bedggood Seconded: L Parsons CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES 5. AGENDA ITEMS

FMC.09.1 Community Flood Awareness Program - Scone and Aberdeen

The purpose of this report is to consider the implementation of a community flood awareness program for Aberdeen and Scone in partnership with the NSW State Emergency Service (SES). Mr Pringle provided the Committee with a summary of the report and explained that a key element of the community flood awareness program would be development, production and distribution of flood readiness kits for owners and occupiers of flood affected properties in Aberdeen and Scone. Flood readiness kits have already been developed by Hunter LLS in consultation with the NSW SES and local flood reference groups and distributed to some farmers around the Hunter region. However, kits have not been developed for residential and business property owners. Ms Squires advised that the SES have held discussions with LLS who agree it would be beneficial to engage with RFS to have a holistic approach SES will conduct ongoing community engagement encouraging residents to participate in discussions and complete surveys which will assist in further developing the program. Cr Fisher suggested that the community be engaged via social media and through the display of online maps.


ITEM NO: C.03.1


Mr Butchard suggested that public education could be improved to reinforce that an area can flood and would have a significant impact on residents within the area. Mr Jory advised that key stages of the project will provide the opportunity to educate the community using specific maps and modelling as well as being able to provide information identified in new studies. Mr Pringle raised the point that whilst the community awareness program was focused on Aberdeen and Scone, consideration should also be given to expanding the program to other parts of the Shire. It was agreed that initially the program would be rolled out in Aberdeen and Scone and other areas would be considered at a later date. Ms Squires advised that the SES would aim to have the flood readiness kits ready by the end of 2017 and would then roll them out in February and March 2018. The SES advised that 4-12 hour alerts can be set based on predicted flood patterns. This should allow for sufficient warnings to be provided to the community which will afford the opportunity to evacuate to a nominated evacuation centre. Ms Davis advised that the Committee shouldn’t rely on funding from OEH due to uncertainty about the eligibility of the program to receive grant funding and the time delays in assessing grant applications. Instead, they should continue with their agreed plan. RECOMMENDATION TO COUNCIL:

1. Implement a community flood awareness program for Aberdeen and Scone in consultation with the NSW SES.

2. Allocate $6,000 towards the production and promotion of flood readiness kits.

Moved: K Fisher Seconded: W Bedggood CARRIED

FMC.09.2 Aberdeen & Scone Flood Warning Systems

The purpose of this report is to provide an update on the progress of the Aberdeen Flood Warning System and the refurbishment of the Scone Flood Warning System. Mr Pringle provided an update on the Aberdeen and Scone Flood Warning Systems. Work on the Aberdeen Flood Warning System commenced in February 2017 and is due for completion by 31 January 2018. Mr Pringle advised that Council has successfully applied for a variation to the grant for the Aberdeen Flood Warning System to include additional funding for the upgrade of the Scone Flood Warning System. As a result, Milestone number 4 has been included in the workplan for the Aberdeen Flood Warning System grant. Refurbishment of the Scone Flood Warning System is to commence in the week beginning 23 October 2017 and is expected to be completed by the end of the month. Mr Pringle also advised that the Bureau of Meteorology (BOM) intends to go live with the Flood Warning System at the end of the year. The SES has been assisting BOM by providing various information including details of minor, moderate and major flood classification levels. These classification levels will be used to determine when evacuations will commence and will be used to formulate evacuation plans. Ms Davis advised that OEH is aware of potential errors with the gauging of the Hunter River at Aberdeen as discrepancies have been identified between the Aberdeen Flood Study and the recently completed Muswellbrook Flood Risk Management Study. It has been noted that Australian Rainfall and Runoff has been amended recently which has altered the way flood levels are calculated. As a result, the Aberdeen flood levels may in fact be lower than expected which could mean that the Aberdeen levee bank may provide adequate protection up to the 1 in 100 year flood level and does not need to be raised.


ITEM NO: C.03.1


It was noted that the majority of the levee is privately owned. If any significant upgrade works, including an extension of the levee, are carried out then it is likely that the responsibility for the levee would be transferred from the NSW Government to Council. RECOMMENDATION TO COMMITTEE: That the Committee note status of the Aberdeen Flood Warning System and Scone Flood Warning System projects.

Moved: W Bedggood Seconded: T Berry CARRIED RECOMMENDATION TO COUNCIL:

That Council request the NSW Office and Environment and Heritage to review the flood levels at Aberdeen through the Aberdeen levee design work in light of new information and the revised Australian Rainfall & Runoff 2016.

Moved: W Bedggood Seconded: T Berry CARRIED

FMC.09.3 Aberdeen Levee Bank Update

The purpose of this verbal report is to provide an update on the progress of the Aberdeen Levee Rehabilitation Project.

Mr Gann provided the Committee with an outline of the project and advised that Public Works Advisory was awarded the Aberdeen Rehabilitation Contact works in early 2017.

The scope of works for the project includes reviewing works as executed (WAE) drawings, assessing the 100 year event and comparing options 1 and 2 for a possible levee extension.

First part of the review was to investigate all available information including: 1- Survey 2- Geotechnical Report from late 1990’s 3- Models

A progress report has been provided to OEH which includes a comparison between the design level and current surveyed levels of the levee and modelled flood levels. A geotechnical investigation has been undertaken to determine the composition of the levee in different locations. The width of the levee does not appear to be sufficient in many areas, measuring at 2.5m wide rather than the standard requirement of 3m. If the levee width is rectified, care needs to be taken as adding additional fill may impact on the flood levels. OEH do currently mow the levee however it is not likely they would be taking on responsibility of further works. It was determined that further discussions would have to be undertaken between Council and OEH in relation to future management and maintenance responsibilities. Mr Jory advised that the SES would like to be involved should a revised flood study be undertaken for Aberdeen. The levee has a minimum composition of 15% clay and is considered structurally sound. Mr Berry raised concerns that a flood event could cause the water to break through the levy near the Fitzgerald Bridge embankment on the New England Highway as flood waters cannot flow smoothly around the bridge approach. RECOMMENDATION TO COMMITTEE: That the Committee note the verbal update of the Aberdeen Levee Rehabilitation Project.


ITEM NO: C.03.1


6. ACTION SHEET Write to Andrew McIntyre at OEH to request that the flood levels be reviewed through the Aberdeen levee design work in light of new information and the revised Australian Rainfall & Runoff 2016. 7. CORRESPONDENCE Correspondence received from Public Works Advisory on 26 July 2017 advising Council of the scope of works for the Aberdeen Levee Rehabilitation Project and inviting submissions. 8. GENERAL BUSINESS Tom Jory provided an update regarding current SES initiatives

Aberdeen flood warning service Warning and Evacuation products to be available throughout the LGA. Will be sent to council

for review BOM – Enviromon system.

Ability to set trigger levels for alerts with minimal delay. Immediate notifications would be provided to SES and BOM in real time.

Ray Butchard noted there may be some issues with the gauges, particularly in Scone. After further discussion it was noted that other Committee members had seen them operating without a problem. 9. NEXT MEETING To be advised. The meeting was declared closed at 12.45pm.




C.03.2 SUSTAINABILITY ADVISORY COMMITTEE


AUTHOR: Melinda Hale - Manager Sustainability and Environment


1. note the minutes of the Sustainability Advisory Committee meeting held on the 8 March 2018.

2. endorse the minutes of the Sustainability Advisory Committee meeting held on 30 November 2018

3. join the Office of Environment and Heritage’s Sustainability Advantage Program

BACKGROUND The Sustainability Advisory Committee is a Section 355 Committee of Council which meets on a bi-monthly basis unless otherwise advised. The Committee provides an open forum for effective and productive communication between Council and the community in relation to sustainability matters including the Upper Hunter Shire Sustainability Action Plan which is currently being developed. The Committee considers reports, advice and recommendations of management regarding sustainability issues and makes recommendations to Council in relation to such matters. A meeting of the Sustainability Advisory Committee was held on Thursday, 8 March 2018. REPORT/PROPOSAL Sustainability Action Plan The Sustainability Action Plan was placed on public exhibition from 18 January to 16 February 2018. Reports on the five submissions from the community and one from the Manager Environment and Sustainability were presented to the Sustainability Advisory Committee. The proposed amendments aim to maintain the intent of the existing actions but provide better alignment to:

the quadruple bottom line for sustainability (social, economic, environmental, cultural) the Upper Hunter Shire Council Community Strategic Plan and the 17 Sustainable Development Goals of the 2030 Agenda for Sustainable

Development. The amendments also endeavor to ensure a rigorous Monitoring, Evaluation, Reporting and Improvement Plan can be developed for the Action Plan through taking a ‘SMART’ approach. The Committee deferred the matter to the next meeting to enable members to thoroughly consider the proposed amendments to the Action Plan.




Sustainability Advantage Sustainability Advantage is a program that has been run by the Office of Environment and Heritage (OEH) for over ten years. The program aims to assist organisations to increase their competitiveness and improve their bottom lines through better environmental practices. Recently the OEH has adapted the program so that it meets the needs of local Councils wanting to embed sustainability throughout their organisations. Joining the Sustainability Advantage Program will provide Council with access to additional resources and knowledge to assist in the completion of internally focused actions within the Sustainability Action Plan through the provision of practical workshops, a comprehensive range of guides, case studies and templates, one on one specialist support, facilitated networking and targeted seminars. The organisation will undergo a diagnostic tool gap analysis and have an individually tailored package designed by the OEH covering the following nine Sustainability Advantage modules:

Business Planning for Sustainability - This module explores the business case for sustainability, and how a firm's culture, purpose and operations may change.

Resource Productivity - By learning how to build your firm’s capacity for lean manufacturing, cleaner production and supply-chain efficiency, tangible cost-benefits will be achieved by reducing waste and using less materials, energy and water.

Employee Engagement - This module considers how best to build support for sustainability initiatives through education and training, leadership behaviour, social events, peer and internal forums, communication, signage, mentoring and recognition.

Supply-Chain Management - The Supply-Chain Management module identifies the business case for working with your key suppliers and customers to reduce risk and cost – and get the best environmental results.

Carbon Management - This module looks at the most beneficial strategies for managing and reducing your carbon footprint. As well as looking at how to measure and minimise your carbon output, the module looks at abatement strategies and the implications of not acting, and examines best practice among your organisation’s peer group.

Climate Change Risk and Adaptation - This module will help organisations identify the risks and opportunities around climate trends and severe weather events and assist in the development of risk and adaptation plans for your operations.

Environmental Risk and Responsibility - This module helps you assess your compliance and decide what action is needed to mitigate risk, in order to build an environmental responsibilities plan to merge with your Work, Health & Safety regime.

External Stakeholder Engagement - The module looks at complaint-handling, building new partnerships proactively and effectively through initiatives, and explores how financial markets and non-government organisations are calling for more reporting on sustainability performance.




Green Lean - Green Lean is designed to assist organisations wishing to streamline key systems and processes, saving time and resources and increasing productivity.

The committee resolved to recommend to Council that the organisation join the Office of Environment and Heritage’s Sustainability Advantage Program. Membership for the first year costs $4000. This will be taken from the existing budget for waste operations. Kingdom Ponds Rivercare Group A report to form a new Rivercare Group for Kingdom Ponds was discussed by the Committee. There are currently several organisations that are involved in similar activities in the region including Hunter Region and Scone Landcare, Hunter Water Keepers and Hunter Local Land Services that may be interested in being involved in the project. The committee resolved to defer the matter until after a meeting is held by Council staff with all interested parties to discuss how the Rivercare group could be progressed.

ATTACHMENTS

1 Sustainability Advisory Committee - 30 November 2017 - Minutes

2 Sustainability Advisory Committee - 8 March 2018 - Minutes

ATTACHMENT NO: 1 - SUSTAINABILITY ADVISORY COMMITTEE - 30 NOVEMBER 2017 - MINUTES

ITEM NO: C.03.2


MINUTES OF THE SUSTAINABILITY ADVISORY COMMITTEE MEETING - THURSDAY 30 NOVEMBER 2017 - 5.00pm

PRESENT: Cr Sue Abbott, Cr Kiwa Fisher, Pete Sim, Peter Bennetto, Troy Van Balen, & Ruth Hardy

IN ATTENDANCE: Waid Crockett

1. APOLOGIES Mayor Wayne Bedggood, Cr James Burns, Catherine Chicken, Patrice Newell & Jillian Reid

RECOMMENDATION

That the apologies received be accepted.

Moved: P Sim Seconded: Cr K Fisher CARRIED

2. DISCLOSURE OF INTEREST Nil 3. PREVIOUS MINUTES

RECOMMENDATION

That the minutes of the Sustainability Advisory Committee Meeting held on 16 August 2017, as circulated, be taken as read and confirmed as a correct record.

Moved: Cr K Fisher Seconded: P Sim CARRIED

4. BUSINESS ARISING FROM PREVIOUS MINUTES 5. AGENDA ITEMS

AGIT.11.1 Sustainability Action Plan 2017 to 2020

PURPOSE The purpose of this report is to seek endorsement of the Draft Sustainability Action Plan before it is referred to Council for adoption and placement on public exhibition. The Committee who were generally pleased with the draft plan and noted that it was a good initial start, made the following additional comments:

Consider the date of the plan match the review period for the Community Strategic Plan and given we are about to roll over to 2018, that the dates in the plan reflect the timeframe in getting the plan signed off and a resource in place to implement the actions

Update some of the photos The committee has a desire to see the actions turn into reality Would like to see Council promote the cottage industry and utilise resources more effectively

(water etc.) Would like to see policy development come from actions in the plan

ATTACHMENT NO: 1 - SUSTAINABILITY ADVISORY COMMITTEE - 30 NOVEMBER 2017 - MINUTES

ITEM NO: C.03.2


Look at the dates in the plan and make sure they reflect the actual start date of the plan (i.e. 16.3 (2017/18 or 2018/19?)

Asked that Action 5.3 in Appendix 1 be removed so now reference to the resource sector was included.

A desire to make better use of public transport Objective 14: Support for Equine Cluster was discussed at length and why there was such an

emphasis on this industry over others. The General Manager pointed out that this was one of 18 Objectives in the plan and that the document was a living document with review points and milestones along the way.

The committee agreed that sustainable practices within all industries should be a consideration in future plans.

RECOMMENDATION TO COUNCIL

That Council adopt the Draft Sustainability Action Plan 2017 to 2020 and place it on public exhibition for a period of at least 28 days.

Moved: T. Van Balen Seconded: P Bennetto CARRIED

6. ACTION SHEET The Action was not discussed at this meeting. It was agreed to have this circulated amongst the committee members 7. CORRESPONDENCE Email received from Deb Fergusson noting her resignation from the Committee. The Committee acknowledged receipt of the correspondence and agreed to consider any new membership in the new year. 8. GENERAL BUSINESS The General Manager announced that Melinda Hale has been appointed to the position of Manager: Environment and Sustainability and will start on the 2nd January 2018. Melinda has a great deal of experience in this area and will be a welcomed addition to the team. The General Manager noted that along with the implement Container Deposit system installed at Woolworths in Scone, that Council is also investigating options for including systems at our waste depot facilities. Cr Fisher noted that there are now 60 Councils in the City Powers Partnership and that the program is gaining momentum. P Bennetto asked what connections Council had with Muswellbrook given their advanced Sustainability program and resources. The General Manager noted that each Council has priorities in different areas for time to time and it has effectively been this term of Council where programs and specific resources have been applied . Council continues to work with its neighbours on a number of programs of work, for instance Warrumbungle Shire on the Liverpool Range Windfarm Planning Agreement and this sort of collaboration will continue. 9. NEXT MEETING Date to be set for February 2018. The meeting was declared closed at 6.10pm.

ATTACHMENT NO: 2 - SUSTAINABILITY ADVISORY COMMITTEE - 8 MARCH 2018 - MINUTES ITEM NO: C.03.2


MINUTES OF THE SUSTAINABILITY ADVISORY COMMITTEE MEETING - THURSDAY 8 MARCH 2018 - 5.00pm

PRESENT: Cr Sue Abbott, Cr Kiwa Fisher, Pete Sim, Ruth Hardy, Catherine Chicken,

Jillian Reid

IN ATTENDANCE: Mat Pringle, Melinda Hale

1. APOLOGIES Mayor Wayne Bedggood, Cr James Burns, Patrice Newell, Troy Van Balen RECOMMENDATION That the apologies received be accepted. 2. DISCLOSURE OF INTEREST Ruth Hardy and Melinda Hale disclosed that they were members of Scone Landcare. 3. PREVIOUS MINUTES RECOMMENDATION That the minutes of the Sustainability Advisory Committee Meeting held on 30 November 2017, as circulated, be taken as read and confirmed as a correct record.

Moved: Cr K Fisher Seconded: P Sim CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES Container Deposit Scheme The Return and Earn vending machine at Woolworths is very popular and has been doubled in capacity since installation in November 2017. A Facebook page dedicated to keeping the community up to date on its availability has been established. City Powers Partnership Upper Hunter Shire council has been ‘buddied’ with Muswellbrook Shire Council and Strathbogie Council in Victoria. 5. AGENDA ITEMS AGIT.03.1 Summary of Submissions on the UHSC Sustainability Action Plan The report summarises the submissions received on the Upper Hunter Shire Council Sustainability Action Plan and indicates how issues raised will be addressed or have already been addressed by the Action Plan. The time of exhibition was discussed and it was acknowledged that, as the Plan was partly exhibited during school holiday time, a reminder was supposed to have been advertised. The exhibition period however was reasonable and five submissions is a good outcome. Ruth Hardy requested a copy of the submissions. The committee resolved that the submissions received on the Sustainability Action Plan and proposed responses be included in the Sustainability Action Plan.

Moved: Cr K Fisher Seconded: P Sim CARRIED



AGIT.03.2 Manager Sustainability and Environment Submission to Sustainability Acton

Plan The purpose of this report is to provide the Sustainability Advisory Committee with proposed changes to the draft Sustainability Action Plan recommended by the Manager Sustainability and Environment. The committee discussed why the equine industry had its own objective and the actions not included as part of supporting agricultural industries. There was general consensus that the equine industry was recognised as a critical cluster and that the industry had done work to define the industry and the value it provided to the local area in a way that other agricultural industries had not. The order of the objectives was discussed and it was decided to change the order to enable the objectives and actions to flow better. The priorities of the actions also need to be reviewed to reflect the proposed completion dates and enable alignment with Council’s Operational Plan. Copies of the Cultural Strategy to be emailed to members with the minutes. Due to the number of proposed amendments and limited time available, the Committee resolved to defer discussion on the actions until the next meeting.

Moved: R Hardy Seconded: Cr K Fisher CARRIED AGIT.03.3 Proposal to Join the Sustainability Advantage Program The purpose of this report is to gain support from the Sustainability Advisory Committee for Council to join the Sustainability Advantage Program run by the Office of Environment and Heritage. The Committee were supportive of this program and recognised that participation would assist in achievement of many of the actions in the Sustainability Action Plan. Recommendation to Council That Council joins the Office of Environment and Heritage’s Sustainability Advantage Program.

Moved: Cr K Fisher Seconded: C Chicken CARRIED AGIT.03.4 Kingdom Ponds Rivercare Group The purpose of this report is for the Advisory Committee to consider the establishment of a Rivercare Group for Kingdom Ponds. The intent of this action was to form a group for residents of Scone who wanted to do some protection work on a river in their own backyard. An original report put to Council had been deferred to the Sustainability Advisory Group for discussion. Concern was expressed that consultation undertaken by Council prior to preparing the report had not included the local Scone Landcare group. This group has undertaken work on Kingdom Ponds in the past and had felt unsupported by Council when barriers where encountered with their work. Upper Hunter Water Keepers also expressed an interest in being involved in the project. The Committee resolved to defer the matter to the next meeting. In the meantime, M Pringle to arrange a meeting to progress the Rivercare group with representatives of; Scone Landcare, Water Keepers and Local Land Services and Nick Alexander, Local Landcare Coordinator.

Moved: P Sim Seconded: Cr K Fisher



ACTION SHEET The Action Sheet was not discussed at this meeting. 6. CORRESPONDENCE Email received from Patrice Newell providing comments for the meeting. 7. GENERAL BUSINESS City Powers Partnership (CPP) M Hale has prepared a table comparing the proposed pledges (from meeting of 6 July 2017) to the CPP pledge options and actions in the Sustainability Action Plan. M Hale noted that most Councils who had already provided pledges, had provided pledges exactly worded as those provided by the CPP. M Hale recommended that Upper Hunter Shire Council should do the same, but be clear on which actions within the Sustainability Action Plan would be completed to meet the pledge. M Hale recommended that the Committee consider the following pledges as these align well to the proposed pledges, actions within the Sustainability Action Plan and cover all pledge focus areas.

Renewable Energy - Pledge 3 Energy Efficiency – Pledge 6 Transport – Pledge 2 Transport – Pledge 3 Work Together and Influence – Pledge 4

M Hale to email a copy of the proposal to members for consideration at the next meeting. Landcare Documentation One of the proposed actions in the Sustainability Action Plan is for Council to provide new landowners with land management information. M Hale tabled two documents that Local Land Services already provide to new land owners in the district for the information of members. The documents are also available on the internet.

Rural Living handbook - http://centraltablelands.lls.nsw.gov.au/__data/assets/pdf_file/0011/532991/rural_living_handbook.pdf

Information for Rural Landholders – http://hunter.lls.nsw.gov.au/__data/assets/pdf_file/0016/722104/hunter-information-for-

landholders.pdf

Regional Directions for Energy Resilience M Hale attended this workshop in Maitland on behalf of Upper Hunter Council. The Workshop was run by Beyond Zero Emissions – Hunter and the Tom Farrell Institute with assistance from Hunter Councils and Office of Environment and Heritage. The purpose of the workshop was to:

Provide an overview of current programs and resources available to support Councils move toward greater energy innovation and resilience.

Identify agreed regional priorities around energy resilience and innovation on which to collectively focus over the coming years, and potential partnerships and resourcing opportunities to progress the implementation of these.



Regional priorities considered included: Baseline emissions data Building the business case Land use planning Monitoring and analysis Attracting innovative businesses Large scale renewable Community Engagement

Energy Workshops The Office of Environment and Heritage will be holding three workshops in Scone on 11/12 April during Seniors Week. The workshops will be providing information on energy initiatives for residents with financial hardship, particularly the appliance replacement offer. Two workshops will be held during the day at Scone Neighbourhood Centre and an evening session is being organised by M Hale for the general public. 8. NEXT MEETING Next meeting will be held on 19 April 2018 commencing at 5:00pm in the Bill Rose Room. The meeting was declared closed at 6:50pm.




C.03.3 UPPER HUNTER ECONOMIC DEVELOPMENT & TOURISM COMMITTEE


AUTHOR: Jan Sinclair - Tourism & Events Coordinator


1. note the minutes of the Economic Development & Tourism Committee meeting held on 28 February 2018.

2. endorse the minutes of the Economic Development & Tourism Committee meeting held on 29 November 2017.

3. invest in the SpendMapp application at a subscription level that includes Daily Spend subject to the support of all other Hunter Councils, at the quoted cost of $3,600.

BACKGROUND The Economic Development and Tourism Committee considers matters relating to economic development and tourism across the shire.

The committee also receives the minutes of the Merriwa Tourism and Promotion Committee and considers recommendations within. REPORT/PROPOSAL A meeting of the Economic Development and Tourism Committee was held on Wednesday, 28 February 2018. A copy of the minutes is attached. SpendMapp has applications across business development, economic promotion, and tourism sectors due to the nature of the information presented and the analytical powers of the application. It can be used to analyse spending within and outside of the LGA, leakage spend and also impacts of events and festivals. The program accesses credit and debit card activity from a number of banks and then makes assumptions for the other banks based on industry standards. An assumption is also made for cash transactions.

ATTACHMENTS

1 Upper Hunter Economic Development & Tourism Committee - 28 February 2018 - Minutes

ATTACHMENT NO: 1 - UPPER HUNTER ECONOMIC DEVELOPMENT & TOURISM COMMITTEE - 28 FEBRUARY 2018 - MINUTES

ITEM NO: C.03.3


MINUTES OF THE UPPER HUNTER ECONOMIC DEVELOPMENT & TOURISM COMMITTEE MEETING HELD ON WEDNESDAY 28 FEBRUARY 2018 I 10.00am

PRESENT: Cr W Bedggood (Chair), Cr R Campbell, Cr K Fisher, R Swansborough,

P Hale and Jane Callinan

IN ATTENDANCE: Sean Constable, Renae Endersby, Jan Sinclair, Anthony Signor

1. APOLOGIES

RECOMMENDATION TO COUNCIL: That the apologies received from Steve Tilse, Mark Martin, Julieanne Christopher be accepted. Moved: Cr Campbell Seconded: R Swansborough CARRIED 2. DISCLOSURE OF INTEREST Nil

3. PREVIOUS MINUTES RECOMMENDATION TO COUNCIL: That the minutes of the Upper Hunter Economic Development & Tourism Committee Meeting held on 29 November 2017, as circulated, be taken as read and confirmed as a correct record. Moved: J Callinan Seconded: Cr Fisher CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES

Little Gap Quarry – there has been no progress on this matter. The Chair requested that it be made a standing agenda item until such time as it is resolved.

5. AGENDA ITEMS

EDT.02.1 SpendMapp

PURPOSE

The purpose of this report is to provide the committee with information in relation to the SpendMapp Application and seek Council support for the investment in this technology. Spendmapp have written code to create a database that collates and separates information from all card transactions in the state. It is broken down into suburbs/locations, and has the ability to drill deeper to show where the person is from, where they are spending the money and how much in being spent in the area and what is ‘lost’ income (money spent out of area) dependant on the subscription taken out. The data is sorted into 15 categories, which can be amended to better reflect the information the individual areas would like tracked. The program does not capture cash/cheque transactions, but has factored card v cash in its data. There are three subscription levels. The base level offers only the basic dashboard with figures shown, but no ability to drill deeper for more information. The next two levels each add more ability to break down the information further and compare with other similar areas in the state. At the present time, if someone out of the area booked local accommodation on a site such as Wotif.com the transaction would not show up on money spent in the area. However, the balance of the bill paid after the stay at the accommodation would show up.


ITEM NO: C.03.3


The locations/suburbs are aligned with LGA boundaries, and if there is an area that is not easily defined, the company would work with Council to sort it out. The program is not able to capture all online debit card transactions at this time. Some, like payments of utilities with BPay cannot be captured. End Of Presentation

The cost to Council has been estimated at $3,600 if all 10 Councils in the area agree to purchase. At this price it could be a beneficial tool to see where money is going and what is being lost out of the region. The 10 Council’s working together have agreed to sharing passwords so data can be checked against each region. (ie If UHSC has ‘lost’ income from the Shire, by logging into the dashboard for Muswellbrook or Singleton, it could be checked if the income has been spend in those shires. RECOMMENDATION TO COUNCIL: That Council:

1. invest in the SpendMapp Application at a subscription level that includes Daily Spend 2. only make the investment subject to the support of all other Hunter Councils, at the quoted

cost of $3,600.

Moved: P Hale Seconded: R Swansborough CARRIED 5.1 Sister City Relationship with Ordos China The proposed visit didn’t go ahead as delegates were unable to get Chinese passports in time. Are there other, more suitable options for a sister city? 5.2 133 Kelly Street, Scone Final plans have been completed and Council is waiting on them to be issued. Once they have been issued the DA can be submitted. Once the DA has be submitted the costs can be determined 5.3 Warbirds Aviation Attraction Detailed design cost is subject to a tender and further report to Council. 5.4 Upper Hunter Tourism Strategic Review Document has been completed and reviewed by Upper Hunter and Muswellbrook Councils. It will be updated and presented to both Councils and the Upper Hunter Country Tourism Board. A copy will be sent to the new GM to ensure he is kept up to date. Destination NSW would like to meet with local tourism people. They will read our document first, and then make arrangements to visit. 5.5 Horse Centre of Australia Memorandums of Understanding or letters of support have been received from Australian Stockhorse Association, Equine Research Foundation and Scone Race Club. All are committed to the project – to be located at Scone Racecourse. Requests for quotes have been issued this week and are due back at the end of March. This will lead to having a concept design organised. Council have committed to the cost of having the Concept Design created. It was asked if it was possible to expand the basis of the group supplying the MoU’s or letters of support.


ITEM NO: C.03.3


Jane advised that at this point in time that no, it wasn’t reasonable as yet. As new members are instated in the stakeholder meeting more will be forthcoming. 5.6 Town Revitalisation Committee Activity Aberdeen Committee have requested Council to terminate contract with town branding consultant. Work has strayed from brief. Enough time and effort has been put into the consultants to make the decision unanimous to terminate contract. A new consultant is needed ASAP. Aberdeen were the first committee to investigate branding and still have no result. Other towns are working well, but not Aberdeen. Consultant has had three attempts to get it right. Need to move on and put a rush on getting a new consultant. Merriwa Silo artist is not agreeable with committee concept. Is not including the committee brief in works. The committee is waiting for the latest attempt to come back. This brief is centred around the right breed of magpie and sheep in red socks. Given the time this has drawn out for, the Chair advised that if the artist did not deliver to brief this time, then an intervention is needed, and a new artist. Murrurundi Almost have branding brief ready for public viewing. Local businesses are looking to put signs on Heritage Trail as a way of promoting themselves and getting a quick return on investment. 5.7 Live Work Invest Scone Print and video advertisements are ready for approval. The launch will happen in the next few weeks, after being coordinated with the new GM 5.7b RV Park in Scone Sean will continue to work with Council (from his new role) to find a suitable piece of land (possibly leftover from the bypass). 5.8 Lake Glenbawn Mark Martin is now the regional manager for Reflections Holiday Park. They are in the process of recruiting a new park manager. Chair has been trying to organise a meeting with the company CEO, but is not having much luck at the moment (email correspondence attached) NPWS are to confirm if they have any jurisdiction over area opposite the foreshore, as one of the proposed attractions at the dam is to be trail bike rides. Need to confirm the land areas and if this would be allowed. 5.9 Use of Council owned bus for activities For the next meeting – Renae to find out if there is a Council owned bus, and where it is kept. 5.10 Proposed marketing action plan for Upper Hunter Country Next meeting


ITEM NO: C.03.3


5.11 Meeting times To keep things regular looking to make these meeting on the 4th Wednesday of the month and have them every three months, at 10am Noted – general consensus that this would work 6. CORRESPONDENCE Email between Mayor Bedggood and Steve Edmonds – CEO Reflections Holiday Parks 7. GENERAL BUSINESS Anthony Signor – Area Manager, Barrington Tops National Parks and Wildlife Services Advised that the area he managers attracts 130,000 visitors annually. The area includes 50 recreational sites from wheel chair accessible short walks to multi-day treks, picnic areas and camping. The Gloucester – Scone road is an important project he is looking forward to progressing. Anthony will deliver a presentation to the next meeting. 10. NEXT MEETING 23rd May 2018 @ 10.00am The meeting was declared closed at 12.15pm.


Corporate Services


C.03.4 UPPER HUNTER & KIA-ORA YOUTH MUSIC COMMITTEE

RESPONSIBLE OFFICER: Kerri Cone - Manager Community Services

AUTHOR: Amanda Catzikiris - Community Services Officer


1. note the minutes of the Upper Hunter & Kia-Ora Youth Music Committee meeting held on 6 March 2018.

2. endorse the minutes of the Upper Hunter & Kia-Ora Youth Music Committee meeting held on 14 November 2017.

BACKGROUND The Upper Hunter Shire & Kia-Ora Youth Music Committee was formed as a S355 Committee in May 2013. The Committee oversees the annual Youth Music Camp. Council is one of the major sponsors of this cultural event. All funds for the event are held within Council’s finances. REPORT/PROPOSAL The Camp will be held on 21, 22 and 23 March 2018. There are 202 children from twelve schools in the Upper Hunter Shire enrolled in the camp. It will include vocal and instrumental sections for children of all musical abilities, as well as the electives sections of dance, body percussion and taiko drumming. The camp will conclude with all students participating in the Friday evening concert to showcase their new skills.

ATTACHMENTS

1 Upper Hunter Shire & Kia-Ora Youth Music Committee - 6 March 2018 - Minutes

2 Upper Hunter Shire & Kia-Ora Youth Music Committee - 14 November 2017 - Minutes

ATTACHMENT NO: 1 - UPPER HUNTER SHIRE & KIA-ORA YOUTH MUSIC COMMITTEE - 6 MARCH 2018 - MINUTES

ITEM NO: C.03.4


MINUTES OF THE UPPER HUNTER & KIA-ORA YOUTH MUSIC COMMITTEE MEETING - TUESDAY 6 MARCH 2018 - 4.30pm

PRESENT: Mrs Gillian Miles, Dr Ian Cook, Mr Aaron Rothemund, Mr Bob Rose, Mr Leigh Rowney, Mr Jason Buckley, Ms Liz Hickey

IN ATTENDANCE: Mr Wayne Phelps, Mrs Amanda Catzikiris, Ms Louise Birch, Ms Stephanie Hicks, Ms Anne-Maree Peebles

1. APOLOGIES

RECOMMENDATION

That the apologies received from Mayor Wayne Bedggood, Cr Joshua Brown be accepted. Moved: Mr Leigh Rowney Seconded: Mr Bob Rose 2. DISCLOSURE OF INTEREST

Nil 3. PREVIOUS MINUTES RECOMMENDATION

That the minutes of the Upper Hunter & Kia-Ora Youth Music Committee Meeting held on 14 November 2017, as circulated, be taken as read and confirmed as a correct record. Moved: Mr Leigh Rowney Seconded: Mr Bob Rose 4. BUSINESS ARISING FROM PREVIOUS MINUTES

4.1 Enrolment Update – current enrolments for 2018 are 202 students from 12 schools in the Upper Hunter Shire. 4.2 Sound & Lighting – Dr Ian Cook will follow up with the 2017 provider and confirm availability. 4.3 Sponsorship – Mr Bob Rose has confirmed the commitment of all sponsors for the 2018 camp. Mrs Amanda Catzikiris will organise the invoices.

5. AGENDA ITEMS

5.1 Staff ratio for supervisor roster – Mr Leigh Rowney confirmed that the ratio is 1 teacher per 15 students. Schools will need to provide staff according to their enrolment numbers and the small schools will combine to provide staff. Mr James Whiting and Mr Aaron Rothemund will organise the supervisor staff roster and Mr Leigh Rowney will organise classrooms at Scone High School for the Friday night concert. 5.2 Volunteer tutor assistant – Ms Maddi Phelps has been a long term participant of the camp This year she has requested to volunteer with the strings section. She will forward her Working With Children Check details to Council. 6.1 Transport – A Transcare bus has been booked for the three days of camp and Mr Craig Byrne has confirmed as the driver. Ms Kay Cumberland will transport all students from St Luke’s Hall to the Scone High School on Friday afternoon.

ATTACHMENT NO: 1 - UPPER HUNTER SHIRE & KIA-ORA YOUTH MUSIC COMMITTEE - 6 MARCH 2018 - MINUTES

ITEM NO: C.03.4


6.2 Logo Competition – Miss Tahlia McGuirk of St Joseph’s High School was the winning entrant for the logo design competition. She will be a special guest at the concert. 6.3 Accommodation – the Isis Motel has been booked. 6.4 Catering – the Scone High School P&C are unable to cater for the tutors and supervisor teachers during camp. The St Luke’s Guild have offered to provide the catering. The P&C will cater for finale concert on Friday evening. The Scone High School SRC will organise the BBQ for all participants on the Friday afternoon. A ticket system will be used. There will be 2 sausage sandwiches and a drink available. 6.5 Tutor dinner – Mrs Amanda Catzikiris will book the Fridge and Frypan for dinner for the tutors on Wednesday night. This was a popular function at the 2017 camp and gave the tutors time to meet each other and plan the concert. Moved: Mrs Gillian Miles Seconded: Mr Aaron Rothemund 6.6 Awards for 2018 – these will be presented in all sections. The award for the Advanced Vocal section is still to be determined and it will include performing the national anthem at the Scone Cup Races. Mrs Gillian Miles will hold auditions for piano students on Saturday 17 March at the Upper Hunter Conservatorium of Music, for the Barry Rose Memorial Award and a soloist performance at the finale concert.

7. CORRESPONDENCE

Nil

8. GENERAL BUSINESS

8.1 Concert – Mrs Elizabeth Hickey will lead the back stage communication system as per the 2017 concert. Mr Leigh Rowney will note phone numbers for all supervisor teachers as he organises their room allocation. 8.2 Piano at St Luke’s Church – the choir sections will use the piano at the Church. Mrs Gillian Miles will organise the tuning of the piano. The account is to be forwarded to Council. 8.3 Choir Conductor – Mr Andrew Legg resides in Tasmania where it isn’t necessary to have a Working With Children Check. It is not feasible for him to obtain a check in NSW. He is eligible for an exemption from the NSW Working With Children Check as per the guidelines, as this is a one-off festival event.

9. NEXT MEETING

4.30pm Tuesday, 10 April 2018. The meeting was declared closed at 5.25pm.

ATTACHMENT NO: 2 - UPPER HUNTER SHIRE & KIA-ORA YOUTH MUSIC COMMITTEE - 14 NOVEMBER 2017 - MINUTES

ITEM NO: C.03.4


MINUTES OF THE UPPER HUNTER & KIA-ORA YOUTH MUSIC COMMITTEE MEETING - TUESDAY 14 NOVEMBER 2017 - 4.30pm

PRESENT: Mrs Gillian Miles, Mr Aaron Rothemund, Ms Liz Hickey, Mr Jason Buckley, Dr Ian Cook

IN ATTENDANCE: Mayor Wayne Bedggood, Mrs Amanda Catzikiris, Mr Wayne Phelps, Miss Stephanie Hicks, Mr James Whiting

1. APOLOGIES

RECOMMENDATION

That the apologies received from Cr Josh Brown, Mr Bob Rose and Ms Wendy Brooks be accepted. Moved: Mrs Gillian Miles Seconded: Mr Aaron Rothemund CARRIED 2. DISCLOSURE OF INTEREST Nil 3. PREVIOUS MINUTES RECOMMENDATION

That the minutes of the Upper Hunter & Kia-Ora Youth Music Committee Meeting held on 19 September 2017, as circulated, be taken as read and confirmed as a correct record. Moved: Mrs Gillian Miles Seconded: Mr Aaron Rothemund CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES

4.1 Engaging tutors and conductors – in addition to sections that have already been confirmed, there will be a body percussion elective and a rock ensemble for high school students to replace the KAWAI section.

5. AGENDA ITEMS

5.1 Participation of high school students – there was discussion regarding the need to encourage greater participation of high school students in the choir section or removing this section altogether with the option for these students to join the specialised sections. There was agreement on the benefits of older students participating in the camp and the value of performance and being involved in a large scale event.

The Committee agreed to continue offering a high school choir section and for schools to encourage involvement from their music students. Enrolments will be open for: choir section – students up to year 10 specialist sections – students up to year 11

5.2 Electives – the rock ensemble may potentially include up to 15 guitars, including bass

guitar, and 2 drum kits. There may also be scope to include a composition component for students to work together on a performance piece.

5.3 Budget – based on an expected enrolment of 220 students and 300 ticket sales, it was

decided to set the enrolment fee at $75 per student. The prizes for the 2017 camp generally roll into the following financial year. The budget still needs to reflect $1500 for sound and lighting. Sponsorship for 2018 is pending and Mrs Gillian Miles will finalise details with Mr Bob Rose.

ATTACHMENT NO: 2 - UPPER HUNTER SHIRE & KIA-ORA YOUTH MUSIC COMMITTEE - 14 NOVEMBER 2017 - MINUTES

ITEM NO: C.03.4


6. ACTION SHEET

6.1 Finalise quote for Sound & Lighting for the 2018 – Mr Aaron Rothemund & Dr Ian Cook

6.2 A reminder email regarding the Logo competition to be forwarded to schools. Entries close late November - Mrs Amanda Catzikiris

7. CORRESPONDENCE

Nil 8. GENERAL BUSINESS

8.1 Supervising teacher / student ratio - it is important to advise each school about their responsibility regarding the provision of supervising teachers. The small schools will work together to provide a teacher while the larger schools will provide staff based on the number of students they have enrolled in the camp. Any supervising teacher who is likely to be absent during camp is expected to organise a delegate prior to leaving the camp / concert. This information and a handout outlining supervising teacher responsibilities will be provided to all Principals at the beginning of term 1 2018 as part of the enrolment information pack.

The SMS system worked effectively during the finale concert in 2017. This system will be used again in 2018.

8.2 Supervisor teacher meeting to be held at Council on Tuesday 20 March 2018. All

supervising teachers are encouraged to attend. 9. NEXT MEETING

4.30pm, Tuesday 6 March 2018. The meeting was declared closed at 5.50pm.




C.03.5 UPPER HUNTER SHIRE TRAFFIC COMMITTEE

RESPONSIBLE OFFICER: Steve Pryor - Director Operations

AUTHOR: Karen Lee - Infrastructure Services Support Officer

RECOMMENDATION That Council endorse the minutes of the Upper Hunter Shire Traffic Committee meeting held on 20 March 2018.

BACKGROUND This Committee is formed under the Traffic Act and consists of delegates from Council, Roads & Maritime Services (RMS), the local State Member and local police. The Committee is charged with responsibility for making recommendations to Council regarding all matters concerning local traffic regulations.

REPORT/PROPOSAL TRF.03.1 ST MARY'S PRIMARY SCHOOL, SCONE

The purpose of this report is to review traffic issues on Waverley Street in relation to median strip parking adjacent to St Mary’s Primary School, between Short Street and Gundy Road.

The committee made the recommendation to implement centre of road median parking in Waverley Street, between Short Street and Gundy Road with ‘No Stopping’ restrictions during 8.00am-9.30am and 2.30pm-4.00pm for the length of the school bus zone (approximately 85 metres).

TRF.03.2 ABERDEEN PUBLIC SCHOOL ROAD SAFETY

The purpose of this report is to review traffic issues in Graeme Street and Segenhoe Street Aberdeen, adjacent to the Aberdeen Public School.

Aberdeen Public School borders Segenhoe and Graeme Streets. The area becomes congested during pickup and drop off times.

The major issues raised relate to minimal designated parking for parents, limited signage, illegal parking and unsuitable entry and exit points into the School.

The committee made the recommendation to investigate options for upgrading the parking area and infrastructure on Graeme Street, between Segenhoe Street and Abercairney Terrace.

ATTACHMENTS

1 Upper Hunter Shire Traffic Committee - 20 March 2018 - Minutes

ATTACHMENT NO: 1 - UPPER HUNTER SHIRE TRAFFIC COMMITTEE - 20 MARCH 2018 - MINUTES

ITEM NO: C.03.5


MINUTES OF THE UPPER HUNTER SHIRE TRAFFIC COMMITTEE MEETING - TUESDAY 20 MARCH 2018 - 10am

PRESENT: Cr Maurice Collison (Chairman), Cr Ron Campbell, Guy Guiana (NSW Police), Christopher Dengate (NSW Police), Bill Howey (Local MP Delegate)

IN ATTENDANCE: Cr Kiwa Fisher, Jeff Bush (Manager Strategic Assets), Karen Lee (Infrastructure Support Officer), Melinda Osborn (Osborn’s Bus Company), Raymond Osborn (Osborn’s Bus Company), Kim Wilson (St Mary’s Primary School), Donna Rea (Howards Bus Charter).

1. APOLOGIES

Nil


Nil

3. PREVIOUS MINUTES RECOMMENDATION

That the minutes of the Upper Hunter Shire Traffic Committee Meeting held on 19 October 2017, as circulated, be taken as read and confirmed as a correct record. Moved: Bill Howey Seconded: Cr Collison CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES Nil 5. AGENDA ITEMS

TRF.03.1 St Mary's Primary School, Scone

PURPOSE The purpose of this report is to review traffic issues on Waverley Street in relation to median strip parking adjacent to St Mary’s Primary School, between Short Street and Gundy Road. (Refer attached plan). The committee and the community representatives agreed that there are a number of issues that need to be addressed:

Consultation with the schools particularly St Mary’s Primary, St Joseph’s High School and the parents from both.

Implementation of ‘No Stopping’ restrictions to reduce the risks associated with children and parents in that vicinity during morning and afternoon peak times.

Education in these schools about the dangers for pedestrians, buses and traffic at peak am and pm school times.

Both bus companies represented at the meeting where concerned about pedestrian safety and the lack of responsibility that parents take when dropping off and picking up their children from school.

ATTACHMENT NO: 1 - UPPER HUNTER SHIRE TRAFFIC COMMITTEE - 20 MARCH 2018 - MINUTES

ITEM NO: C.03.5


RECOMMENDATION

That Council

1. implement centre of road median parking in Waverley Street, between Short Street and Gundy Road with ‘No Stopping’ restrictions during 8.00am-9.30am and 2.30pm-4.00pm for the length of the school bus zone (approximately 85 metres).

2. implement ‘No Stopping’ restrictions along the eastern side of Waverley Street between Short Street and the entry into St Mary’s Primary School Staff Carpark, during normal school zone time restrictions.

Moved: Cr Collison Seconded: Bill Howey CARRIED


TRF.03.2 Aberdeen Public School Road Safety

PURPOSE The purpose of this report is to review traffic issues in Graeme Street and Segenhoe Street Aberdeen, adjacent to the Aberdeen Public School. The committee discussed the issues raised in the safety audit and agreed that investigations need to commence. An interim measure will be to undertake minor roadworks so that there is a decent turning bay near the school in Graeme Street. RECOMMENDATION

That Council investigate options for upgrading the parking area and infrastructure on Graeme Street, between Segenhoe Street and Abercairney Terrace. Moved: Bill Howey Seconded: Cr Collison CARRIED 6. ACTION SHEET Nil 7. CORRESPONDENCE Nil 8. GENERAL BUSINESS Halls Road and Flags Road intersection The Committee made the recommendation that additional advanced warning signs be installed to indicate approaching four way intersection and ‘Give Way’ requirements. The meeting was declared closed at 11.10am.




C.03.6 UPPER HUNTER LAND COMMITTEE


AUTHOR: Renae Endersby - Administration Officer - Business Enterprise & Tourism


1. endorse the minutes of the Upper Hunter Land Committee meeting held on 8 August 2017.

2. note the minutes of the Upper Hunter Land Committee meeting held on 23 February 2018.

3. LAND.02.4 – i. retain some land for future residential development, shown as Lots 59 - 66

inclusive on the Rosedale Estate master plan. ii. incorporate the balance of the Rosedale Estate land into the Rosedale Sports

Complex and retain as operational land. iii. safeguard the future use of the land for future public use whilst it is required.

BACKGROUND The Land Committee provides advice and direction to Council on matters relating to the sale, purchaser or development of land and property within the Upper Hunter Shire. REPORT/PROPOSAL A meeting of the Upper Hunter Land Committee was held on 8 August 2017. The minutes of this meeting (Attachment 1) have been adopted by the Committee, with the amendment of Cr Ron Campbell as a non-voting attendee, and are ready for endorsement by Council. The latest meeting of the Upper Hunter Land Committee was held on 23 February 2018 for which the minutes are presented for notation by Council (Attachment 2). A number of recommendations from these minutes are presented for adoption. The details for these recommendations can be found in the attached minutes.

ATTACHMENTS

1 Upper Hunter Shire Land Committee - 8 August 2017 - Minutes

2 Upper Hunter Shire Land Committee - 23 February 2018 - Minutes

ATTACHMENT NO: 1 - UPPER HUNTER SHIRE LAND COMMITTEE - 8 AUGUST 2017 - MINUTES ITEM NO: C.03.6


MINUTES OF THE UPPER HUNTER SHIRE LAND COMMITTEE MEETING – TUESDAY, 8 AUGUST 2017 - 11.00AM

PRESENT: Cr Wayne Bedggood, Cr James Burns, Cr Lee Watts, Cr Lorna Driscoll

IN ATTENDANCE: Cr Maurice Collison, Cr Ron Campbell, Cr Kiwa Fisher Waid Crockett Matt Pringle, Alan Fletcher, Wayne Phelps, Steve Pryor, Jeff Bush,

Sean Constable, Joanne McLoughlin, Renae Endersby

1. APOLOGIES Nil



RECOMMENDATION TO COUNCIL :

That the minutes of the Upper Hunter Shire Land Committee Meeting held on 15 March 2017, as circulated, be taken as read and confirmed as a correct record.

Moved: Cr Watts Seconded: Cr Driscoll CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES

5. PUBLIC PARTICIPATION

David Casson and Bruce Richards

Mr Richards is looking to acquire part of a block of land owned by Mr Henderson. This parcel of land shares a boundary with a Council block of land that has been used as a gravel quarry. Mr Richards is a businessman who has been in the area for a year in with a business based in Muswellbrook employing approximately 20 staff. He would like to move that business to Scone in the future. Mr Richards would like to request a boundary adjustment taking a portion of the Council land and including the dam on what would be his property. This is to allow him to locate a new dwelling in the best possible location and have the business shed closer to the front boundary. He is looking to establish himself in the area/community for the long term – personally and professionally. The General Manager questioned whether Mr Richards would need to whole lot of land he has requested, given the quarry and any future use. He advised that he preferred that location for a new dwelling, but would be happy to include any terms or clauses in the documentation for adjustment that Council felt would be required.



6. AGENDA ITEMS

LAND.08.17 Rosedale Land

PURPOSE The purpose of this report is to provide a financial analysis of further development of Rosedale land for residential lots and to provide a basis for further community consultation in relation to the land that will be retained for community use rather than residential development.

Previous discussions with KOTR committee indicated that due to land use conflict they were not happy with further development

KOTR has issued a public petition rather than continue discussions with Council Further development may not be economically viable in the current residential market, but

need to ensure any agreements do not lock Council into a position that means we can’t take advantage of a better market in the future. Lot 3 sold in August so there are only 2 lots remaining within this stage.

Monitor the market to revisit development when more beneficial to everyone Option 4 – off Kookaburra Street and unnamed road – is a more cost effective site for

residential development. This area is used for competitor parking during KOTR. Potential for 17 lots - does not interfere with KOTR course, and already has sewer connected so reduces development costs to Council.

Option 4 does not require tree clearing – clearing of trees in the other option areas will require approvals and off-sets

Option 4 has good location – away from private right of way Need to work with KOTR committee in redefining land use for event. Make the best use of the

grounds with less space to allow future development by Council RECOMMENDATION

That Council place the preferred options on public exhibition and seek community response prior to making a decision about future residential development of Rosedale land.

Moved: Cr Burns Seconded: Cr Driscoll CARRIED Cr Campbell is against anything further than Stage 2 development due to impact on KOTR.

ACTION FOR COMMITTEE: Prepare documents and plans for community consultation

LAND.08.20 133 Kelly St Scone

PURPOSE The purpose of this report is to provide an update to the committee on progress with the redevelopment of the recently purchased 133 Kelly St Scone. John Carr Heritage Design has provided an interim Heritage Impact Assessment. Cr Burns wanted to clarify that façade meant just the part of the building above the awning, as lower front part of building has had more recent works carried out. Confirmed that it is just the area above the awning. Council will now engage a contractor to complete concept design for development application. Also, need to have designs ready to apply for any grants that may be applicable RECOMMENDATION

That the Council engage a contractor to complete concept design for development application and place on public exhibition.

Moved: Cr Burns Seconded: Cr Watts CARRIED



ACTION FOR COMMITTEE: Council engage a contractor to complete detailed design and lodge a development application.

CLOSED COMMITTEE RESOLVED that the Committee move into Closed Session with the press and public excluded in accordance with Section 10(2)(c) of the Local Government Act 1993.

Moved: Cr Burns Seconded: Cr Driscoll CARRIED CONFIDENTIAL REPORTS

LAND.08.16 Proposed Boundary Adjustment

RECOMMENDATION

That the committee adopt the recommendation as per the Confidential minutes

Moved: Cr Watts Seconded: Cr Driscoll CARRIED Cr Campbell is against the recommendation

ACTION FOR COMMITTEE NIL

LAND.08.18 Possible land purchase

RECOMMENDATION

That the committee adopt the recommendation as per the Confidential minutes

Moved: Cr Burns Seconded: Cr Watts CARRIED

ACTION FOR COMMITTEE: NIL

LAND.08.22 Transport for NSW Land

RECOMMENDATION

That the Committee note the report.

Moved: Cr Watts Seconded: Cr Burns CARRIED



RECOMMENDATION

That the Committee note the report.

Moved: Cr Watts Seconded: Cr Driscoll CARRIED

ACTION FOR COMMITTEE: NIL




RECOMMENDATION

That the committee note the report.

Moved: Cr Burns Seconded: Cr Driscoll LOST Against: Cr Watts and Cr Bedggood


RETURN TO OPEN MEETING RESOLVED that the meeting move back into Open Committee.

Moved: Cr Watts Seconded: Cr Burns CARRIED 7. ACTION SHEET 8. CORRESPONDENCE 9. GENERAL BUSINESS 10. NEXT MEETING - TBA The meeting was declared closed at 12.55pm.

ATTACHMENT NO: 2 - UPPER HUNTER SHIRE LAND COMMITTEE - 23 FEBRUARY 2018 - MINUTES

ITEM NO: C.03.6


MINUTES OF THE UPPER HUNTER SHIRE COUNCIL UPPER HUNTER SHIRE LAND COMMITTEE MEETING HELD ON FRIDAY 23 FEBRUARY 2018 IN THE BARRY ROSE ROOM COMMENCING AT 10.00am

PRESENT: Cr W Bedggood, Cr J Burns and Cr L Watts.

IN ATTENDANCE: Cr M Collison, Cr J Brown, Cr K Fisher, Steve Pryor, Wayne

Phelps, Sean Constable, Jeff Bush, Nick Havyatt, Renae Endersby

1. APOLOGIES

2. DISCLOSURE OF INTEREST 2.2 – The Mayor declared an interest in this Agenda item, through family connections, but stated it was not significant. No action was taken. 2.5 – The Mayor declared an interest in this Agenda item, through family connections, but stated it was not significant. No action was taken. 3. PREVIOUS MINUTES

RESOLVED that the minutes of the Upper Hunter Shire Land Committee Meeting held on 8 August 2017, as circulated, be taken as read and confirmed as a correct record.

Moved: Cr L Watts Seconded: Cr J Burns CARRIED 4. BUSINESS ARISING FROM PREVIOUS MINUTES Was pointed out that in the last minutes Cr R Campbell had commented on a recommendation and moved/seconded several motions. As only an attendee of the committee meeting this should not have happened. ACTION FOR COMMITTEE: Amend minutes of previous meeting to remove Cr R Campbell’s name and replace with Cr L Watts. Moved: Cr J Burns Seconded: Cr L Watts CARRIED

RESOLVED that the apologies received from Cr L Driscoll be accepted.

Moved: Cr J Burns Seconded: Cr L Watts CARRIED


ITEM NO: C.03.6


5. AGENDA ITEMS

LAND.02.4 Rosedale Public Exhibition

PURPOSE The purpose of this report is to provide the committee with the responses from the public exhibition period and make a recommendation as to the future use of the Rosedale Estate land. Mention of ‘demountable’ style homes mentioned as part of KOTR submission objection. Conditions over the land and build styles were eased after four years of not selling anything. To date only one purchaser has installed one of the types of dwellings, with the rest being ‘normal’ dwellings, but it has been a contentious issue with some neighbours. In regard to Rosedale Paddock, need to consider licence for KOTR or Council take over management and bookings. Would need to address conditions in licence to avoid previous issues such as cattle being weaned in Rosedale Paddock yards right next door to residential properties and causing continued disturbance with bellowing. Possible to include Paddock with Rosedale Complex, making the land Operational and not for development (exclusive of lots 59-67 on Rosedale Estate Master Plan). This will needed to be checked for any possible zoning issues or restrictions. This would negate the need for the KOTR to handle bookings etc for the land, enable Council to be in more in control and know who is accessing our asset. Changes of this nature will need to be investigated to fully understand any budget changes or financial implications for Council or land users. Talk to KOTR and possibly other stakeholders. Next nine lots in development will not affect the use of the Paddock by any of them. Agree on Licence conditions for users, confirm land available and clearly state any conditions of the licence. For example, the previous mentioned weaning, possibility of having to move cattle from site for certain event. RECOMMENDED that Council:

1. retain some land for future residential development, shown as Lots 59 - 66 inclusive on the Rosedale Estate master plan.

2. incorporate the balance of the Rosedale Estate land into the Rosedale Sports Complex and retain as operational land.

3. safeguard the future use of the land for future public use whilst it is required.

Notes: Bookings for use of the land will be required through Council, with an associated fee. Access to the land cannot be limited to KOTR. A licence agreement to be negotiated with KOTR for access and use, that includes access for other sporting and community uses and does not give KOTR exclusive rights. Moved: Cr L Watts Seconded: Cr W Bedggood CARRIED


ITEM NO: C.03.6


CLOSED COMMITTEE RESOLVED that the Committee move into Closed Session with the press and public excluded in accordance with Section 10(2)(c) of the Local Government Act 1993. Moved: Cr L Watts Seconded: Cr W Bedggood CARRIED CONFIDENTIAL REPORTS

LAND.02.1 Sale of land within Rosedale Estate

PURPOSE The purpose of this report is to provide the committee with sufficient information to make a decision as to the requested sale of land within Rosedale Estate. RECOMMENDED that the Committee adopt the recommendations as outlined in the Confidential Report. Moved: Cr L Watts Seconded: Cr J Burns CARRIED

LAND.02.2 Purchase of Land in Scone

PURPOSE The purpose of this report is to provide the committee with information relating to a strategic purchase of land in Scone. RECOMMENDED that the Committee adopt the recommendations as outlined in the Confidential Report. Moved: Cr L Watts Seconded: Cr J Burns CARRIED

LAND.02.3 Proposed Purchase of Property

PURPOSE The purpose of this report is to provide an update to the committee on negotiations for the purchase of the property. RECOMMENDED that the Committee adopt the recommendations as outlined in the Confidential Report. Moved: Cr L Watts Seconded: Cr J Burns CARRIED RETURN TO OPEN MEETING Upon resuming Open Committee, the recommendations were adopted. RESOLVED that the meeting move back into Open Committee. Moved: Cr L Watts Seconded: Cr W Bedggood CARRIED


ITEM NO: C.03.6


7. CORRESPONDENCE Nil 8. GENERAL BUSINESS Land encroachment – Aberdeen – along the river. Check who is using land and what leases etc can be put in place to ensure fair access for everybody. 9. NEXT MEETING The meeting was declared closed at 11.35am




DEVELOPMENT REPORTS

D.03.1 REQUEST TO WAIVE FEES - DA 37/2018



PURPOSE The purpose of this report is to consider a request from Gundy Crown Reserves Trust to reimburse the fees associated with Development Application 37/2018 for a water tank.

RECOMMENDATION That Council provide a donation to Gundy Crown Reserves Trust to the value of $245 being the application fees paid in respect of Development Application No. 37/2018 for a proposed water tank.

BACKGROUND A request has been received from Gundy Crown Reserves Trust to reimburse development application fees totaling $245 for a proposed water tank. The fees were paid on 9 March 2017. REPORT/PROPOSAL Gundy Crown Reserves Trust intend to use the tank for firefighting, as a water supply for the Gundy Campdraft and other large events as well as supplementary water for the existing supply at the recreation ground. A busy fire season has placed additional demand on water reserves at the Gundy Rural Fire Brigade shed and in a large fire event the proposed tank will allow easy access for multiple fire trucks to fill up at one time to supplement the capacity at the shed. It is considered that a donation towards installation of this tank would be beneficial to the Gundy community. OPTIONS 1. Agree to provide a donation to the full value of the DA and inspection fees totaling $245. 2. Provide a donation to a lesser value. 3. Not provide a donation. CONSULTATION

Director Environmental & Community Services Interim General Manager

STRATEGIC LINKS a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows:




COMMUNITY LIFE Goal 1 A supported Community

CS3 Advocate for, support and provide services and facilities for young people, children, families and people with a disability. CS4 Facilitate partnerships which create and support a safe, inclusive and caring Community.


b. Delivery Program

Advocate for and promote services and facilities for special target groups

c. Other Plans

Nil IMPLICATIONS

a. Policy and Procedural Implications

This request fits within Council’s donations policy.

b. Financial Implications

Under the preferred option, the financial implications will be $245.

c. Legislative Implications

Nil

d. Risk Implications

Nil

e. Other Implications

Nil CONCLUSION

The recommendation is to provide a donation to Gundy Crown Reserves Trust to the value of the fees paid to Council in respect of Development Application No. 37/2018.

ATTACHMENTS

1 Request to waive DA fees

ATTACHMENT NO: 1 - REQUEST TO WAIVE DA FEES ITEM NO: D.03.1





ENVIRONMENT/HEALTH REPORTS

E.03.1 LOCAL GOVERNMENT EMISSIONS BASELINE PILOT PROJECT


AUTHOR: Melinda Hale - Manager Sustainability and Environment

PURPOSE To gain Council support to submit an Expression of Interest to participate in the Local Government Emissions Baseline Pilot Project.

RECOMMENDATION That Council submit an expression of interest to participate in the Local Government Emissions Baseline Pilot Project.

BACKGROUND Through the Regional Sustainability Innovation Program (funded under the Climate Change Fund), the Office of Environment and Heritage (OEH) is looking to partner with between 6 and 12 Local Councils in regional NSW (outside of Greater Sydney) to establish baseline data of community-wide carbon emissions. This project is the Local Government Emissions Baseline Pilot. The Local Government Emissions Baseline Pilot project aims to develop a Global Protocol for Community-Scale Greenhouse Gas Emission Inventories (GPC) compliant community emissions profile for a selection of Councils in regional NSW and provide them with the tools and knowledge necessary to repeat this on an annual basis. The profile provides the necessary foundation and baseline that advances and enables each Council’s work towards setting or updating greenhouse gas emissions reduction targets, engaging specific sectors in actions to reduce emissions and developing a plan to reduce emissions. To be eligible for consideration, Councils are required to register their interest returning an Expression of Interest by Friday 30th March 2018. If more than 12 Councils register interest, final selection will be made by a panel from the OEH Regional Operations Division. REPORT/PROPOSAL The OEH has identified Ironbark Consultancy as a leader in the space of establishing community-wide emission profiles. Having developed 32 GPC-compliant profiles for Council in Australia, Ironbark are ideally placed to deliver this project. As such, OEH will engage Ironbark Consultancy to carry-out the following:

identify and source relevant data sets from participating Councils

calculate profiles for each Council

compile emissions profile reports for each Council




prepare tailored community greenhouse gas emissions profile tool

submit documents to Councils and

provide a training workshop to Councils. Upon completion of the project, the following documents will be submitted to each council:

a Community Greenhouse Gas Emissions Profile Report containing all the information, references, activity data, assumptions, inputs, charts, emission factors and other relevant data (PDF format)

a GPC-compliant Community Emissions Profile ready to be uploaded onto the Carbonn Climate Registry (cCR) reporting platform or inputted directly into cCR using relevant offline reporting tools (such as CIRIS, the City Inventory Reporting and Information System) at Council’s discretion

an Activity Data spreadsheet with all the emissions activity data and sources (excel format)

independent verification by ICLEI Oceania to provide Councils with the confidence of a review by an independent body

registration to the Carbonn reporting platform by ICLEI Oceania, which provides additional reporting benefits and access to solutions from participating cities and

a Community Greenhouse Gas Emissions Profile Tool that has been tailored specific to the councils in regional NSW. This will enable Councils to repeat the process in future year and

a training workshop to be held in Sydney (together with webinar access for remote participants) to take Councils through the detail of the emissions profile process.

OPTIONS 1. Submit an Expression of Interest to participate in the Local Government Emissions

Baseline Pilot Project. 2. Do not submit an Expression of Interest to participate in the Local Government

Emissions Baseline Pilot Project. CONSULTATION Ideally the Sustainability Advisory Committee would be consulted on this opportunity however the submission deadline does not allow this to occur. STRATEGIC LINKS a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows: BUILT AND NATURAL ENVIRONMENT Goal 3 Protect the Natural Environment

CS12 Ensure that all actions, decisions and policy response to natural hazards and climate change remain current and reflect capacity, Community expectations and changes in environmental and climate change information.




LEADERSHIP Goal 8 Provide Community Leadership CS35 Develop and maintain effective reporting systems that enable Council to

measure and report on performance. We are working to achieve the following Community Priorities:

b. Delivery Program Participation in the pilot program supports the Sustainability Community Strategies contained within the Delivery Program 2017/2018 – 2020/2021 and Operational Plan 2017/2018 by providing data that enable Council to:

Facilitate and support programs that protect and sustain our environment. Support and encourage Community participation in the protection of the environment.

It also supports the Council Services Community Strategies within the Delivery Program and Operational Plan by providing data to support:

Council wide continuous service improvement. Maintenance, enhancement and development of council reporting systems.

c. Other Plans Participation in the pilot program will assist in delivering a number of actions within the draft Sustainability Action Plan including understanding baseline data and setting emission targets. IMPLICATIONS a. Policy and Procedural Implications NIL b. Financial Implications OEH will contribute 40% to the costs of the individual emissions profiles for each Council. Councils will each be required to commit $2,500 to the project to be paid to Ironbark directly. Funds are available under the Sustainability budget.




c. Legislative Implications NIL d. Risk Implications NIL e. Other Implications Participation in the pilot program will enable Council to meet one of the requirements to be eligible to join the Global Covenant of Mayors for Climate & Energy and be in a position to complete the other requirements. CONCLUSION Submitting an Expression of Interest to participate in the Local Government Emissions Baseline Pilot Project will enable Council to be eligible for consideration. If successful, participation in the project will enable Council to obtain baseline community data at a substantially reduced cost and achieve a number of objectives/strategies outlined in the Community Strategic Plan, Delivery Program and Operational Plan and actions within the draft Sustainability Action Plan.

ATTACHMENTS

There are no enclosures for this report




GENERAL ADMINISTRATION REPORTS

G.03.1 REQUEST FOR SPONSORSHIP - RELAY FOR LIFE



PURPOSE The purpose of this report is to consider a request from the Volunteer Organising Committee for the Muswellbrook & Upper Hunter Relay for Life for sponsorship of the 2018 event.

RECOMMENDATION That Council provide a donation to the value of $200 to the 2018 Muswellbrook & Upper Hunter Shire Relay for Life to be held on 26 May 2018.

BACKGROUND The Volunteer Organising Committee of the Muswellbrook & Upper Hunter Shire Relay for Life have written to Council requesting a donation to their 2018 event (Attachment 1). Funds raised at Relay for Life events are invested into cancer research, as well as support for local cancer patients, their carers and families. Council has long supported Relay for Life events across the Shire, most recently donating to the value of the fees applicable for use of the Merriwa Showground for the 2018 event. Scone has not held a Relay for life event for a number of years. While being held in Muswellbrook, the Committee is promoting and encouraging participation from Upper Hunter residents from towns including Aberdeen, Scone and Murrurundi with a vision of rotating the venue for the relay throughout these towns, should this year’s event be a success. A letter providing further clarification over the involvement of Upper Hunter Shire residents is included as Attachment 2. REPORT/PROPOSAL As Council has previously supported Relay for Life events over a number of years, it is proposed that support be provided by donation to the value of $200. In return for support, the Committee will ensure that Upper Hunter Shire Council’s contribution is recognised to all participants through advertisements, social media, and on the day; via banners. OPTIONS 1. Provide a donation of $200 2. Provide a donation of an alternate amount 3. Decline the request for donation




CONSULTATION

Interim General Manager Volunteer Organising Committee – Muswellbrook & Upper Hunter Relay for Life

STRATEGIC LINKS a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows: Goal 2 Promote wellbeing and a connected, healthy and happy Community.

CS5 Advocate for, support and facilitate the provision of facilities for health and health related services.


b. Delivery Program

The promotion of awareness of services and facilities available to vulnerable members of the community.

c. Other Plans Nil IMPLICATIONS a. Policy and Procedural Implications The request fits within Council’s donation policy. b. Financial Implications The donation of $200 is available within the Donations budget. c. Legislative Implications Nil d. Risk Implications Nil e. Other Implications Nil




CONCLUSION Following Council’s regular support for Relay for Life events across the Shire, it is recommended that a donation is again provided for this year’s event.

ATTACHMENTS

1 Request for donation towards supporting 2018 Muswellbrook & Upper Hunter Shire Relay for Life

2 Taylah King - Further information to support request for sponsorship - Muswellbrook & Upper Hunter Relay for Life 2018

ATTACHMENT NO: 1 - REQUEST FOR DONATION TOWARDS SUPPORTING 2018 MUSWELLBROOK & UPPER HUNTER SHIRE RELAY FOR LIFE

ITEM NO: G.03.1


ATTACHMENT NO: 2 - TAYLAH KING - FURTHER INFORMATION TO SUPPORT REQUEST FOR SPONSORSHIP - MUSWELLBROOK & UPPER HUNTER RELAY FOR LIFE 2018

ITEM NO: G.03.1


Muswellbrook & Upper Hunter Relay for Life 2018

The Muswellbrook & Upper Hunter Relay for Life 2018 Committee wishes to extend their invitations to the Upper Hunter Shire towns of Aberdeen, Scone and Murrurundi to combine as one to raise money for a well-known foundation, The Cancer Council. Currently, the Merriwa township hold their own event and we do not wish to take away from that. Scone has not held a Relay for Life for approximately 4 years I believe, and the committee believes if there are individuals in the Upper Hunter towns that wish to be involved on the committee as well as being participants, we should be extremely welcoming to them. We are inviting local bands, schools, participants, food vendors, stall holders, etc. from Muswellbrook, Denman, Aberdeen, Scone and Murrurundi. The committee visualise the various towns coming together as one to assist each other in beating Cancer by raising money and awareness would be a very positive outcome. Transcare in Scone benefits from the general Muswellbrook Relay for Life events as a portion is donated to the service. If we do have a fair amount of Upper Hunter Shire community wanting to be involved, we have put forward that meetings would be held in Scone as well as Muswellbrook. If this process succeeds, the committee would be happy to have Relay for Life in Scone, Aberdeen and Murrurundi alternatively. Kind Regards, Taylah King Muswellbrook & Upper Hunter Relay for Life Assistant Chairperson 2018




G.03.2 REQUEST FOR SPONSORSHIP - JOANNE BOGIE



PURPOSE A request has been received from Joanne Bogie for sponsorship to assist with expenses to attend a number of representative archery events in 2018.

RECOMMENDATION That Council provide sponsorship of $500 to Joanne Bogie to assist with expenses associated with competing in the 2018 Australian Bowhunters Association (ABA) Nationals in Alice Springs and the World Field Archery Championships (WFAC) in South Africa.

BACKGROUND Joanne Bogie has written to Council requesting financial assistance as she will be competing in the ABA Nationals being held in Alice Springs from 29 March to 8 April 2018, and then in October 2018 at the WFAC in South Africa (Attachment 1). Since taking up archery 5 years ago Joanne has become a division champion in several disciplines and now holds several records. A copy of her archery resume is also attached (Attachment 2). Joanne has noted her expenses are anticipated to be approximately $6750 in total which covers transport, accommodation, food and entry into the events. A donation towards these costs will assist Joanne in meeting her goal of winning gold at WGAC, after previously winning silver. REPORT/PROPOSAL Under Council’s Donation Policy an individual may receive up to $500 for international events held in Australia or overseas. Council has previously supported Joanne in her national and international archery endeavors, and it is proposed to continue this support with funds of the same amount made available in previous years. OPTIONS 1. Provide sponsorship of $500 2. Provide sponsorship of an alternate amount 3. Decline the request for sponsorship CONSULTATION

Interim General Manager




STRATEGIC LINKS a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows: Goal 2 Promote wellbeing and a connected, healthy and happy Community.

CS7 Provide and support a broad range of sport, recreation, health and wellness programs to target age specific needs of residents including younger children, older children, adolescents, families, seniors and people with a disability.


b. Delivery Program

Promotion of sporting activities and healthy lifestyles within the Shire. Strategies to increase people’s awareness of sporting organisations within the LGA.

c. Other Plans Nil IMPLICATIONS a. Policy and Procedural Implications This request fits within Section 6(e) of Council’s Grants and Subsidies – Policy – Programs – Section 356 General Donations:

(a) Resident representation at Regional, State and National Events: for Upper Hunter

Shire residents who have been selected by a regional (eg Hunter), state or national body to participate in a recognised sporting or cultural event, up to $2,000 per annum.

Individual

Up To Team or

Group Up To

Regional event (held within NSW) $100 $200 National event (held within Australia) $250 $500 International event (held within Australia or overseas)

$500 $1,000

b. Financial Implications Funds of $500 are available under the S356 budget.




c. Legislative Implications Nil d. Risk Implications Nil e. Other Implications Nil CONCLUSION As this request fits within Council’s Donation policy and funds are available, it is recommended that the request is granted.

ATTACHMENTS

1 Joanne Bogie - Request for sponsorship

2 Joanne Bogie - Archery Resume

ATTACHMENT NO: 1 - JOANNE BOGIE – REQUEST FOR SPONSORSHIP ITEM NO: G.03.2


Joanne Bogie “Thornthwaite”

842 Upper Dartbrook Road SCONE NSW 2337

Phone: 0427 974 759 2nd March 2018 Attention: Steve Pryor Upper Hunter Shire Council 135 Liverpool St, Scone NSW 2337 Good morning Steve, Once again I am writing this letter to you requesting financial assistance. This year I will be competing at the ABA Nationals being help in Alice Springs from 29th March to 8th April and then in October head to South Africa for the World Field Archery Championships (WFAC). Since taking up archery 5 years ago I have become a Champion in my division in several disciplines. My gaol is to maintain my championships and come home with GOLD at WFAC. Last WFAC I come home with silver. Alice Springs I will be flying to Alice Spring, staying in a motel & hiring a car that I will shire. 11 days Air fare ‐ $752 Accommodation ‐ $952 Car hire $1045 ‐ $522 my cost Fuel approx. ‐ $50 Event entry ‐ $175 Food approx ‐ $500 South Africa

This is still being organised by our team manager but at this point they are saying $3600 to $3700 per person. This includes air fairs, airport transfers in South Africa and accommodation which includes some meals. Registration is an additional $223

Once again I hope you are able to assist in the cost and look forward to any help you can provide.

Please find attached my updated archery resume so you can view my achievements and hopefully help to understand the cost involved.

Hoping you may be able to assist. Regards Joanne

ATTACHMENT NO: 2 - JOANNE BOGIE - ARCHERY RESUME ITEM NO: G.03.2


Archery Resume Name: Joanne Bogie Address: “Thornthwaite”

842 Upper Dartbrook Road SCONE NSW 2337

Email: [email protected] Telephone: Home: 02 6545 7238

Mobile: 0427 974 759 Date of Birth: 26 January 1963 ABA Member: E42142 (this also include IFAA) - LBHL 3DAAA Membership: 7677 - FBF Summary/Achievements:

Since taking up archery in May 2013, I have strived to become the best I can, and have enjoyed every minute of it. Originally starting with a second hand Bowtech bow that was too small for me, I then purchased two other second hand Hoyt bows before finally purchasing my first new bow in May 2015. A PSE Phenom.

I currently shoot the PSE Phenom compound bow with fingers, Axcel 5 pin sights, a stabilizer

under 12 inches and Carbon One 1000 arrows. I am very proud of the fact that I was the only lady chosen to be in the Champion of Nations

Team for the World Field Archery Championships (WFAC) held in Wagga Wagga and am planning to compete at the next WFAC to be held in South Africa in 2018.

Whilst competing at the WFAC I also gained the record holder for the Animal Round in Pacific Regional Field Archery Championship Records

My goal for 2017 was/is not only to retain all national titles but to improve on my personal

scores and hopefully make the Top 10 at 3DAAA ( a very rare accomplishment for finger shooters). So fare I have excelled by taking out the ABA National Award - Adult Shooter (and was also

highly considered by 3DAAA), gained a 12 month sponsorship with Benson Archery (expires 4th January 2018), have retained my National titles for ABA & ABA 3D, won the IFAA title and managed to brake all the records, and won all 3DAAA competitions I have competed in so far, standing me in good stead to take out that national which will be held at the end of the year.

In addition, I will be attending the IPRFAC (Pacific Region Field Archery Competition) which is

to be held at Whangarei, New Zealand in October this year. My goal there is to not only come home with the title but to also break the two additional records that I currently don’t hold.

In 2018, Intend to continue completing in all ABA and 3DAAA that I can and hopefully also

compete in AA. I am looking to change divisions from Ladies Bowhunter Limited to Ladies Freestyle Limited with Stabilizers already ordered and a single pin sight on loan. Eventually looking to move to Freestyle Unlimited.



2017 (to date) ABA ABA National Award - Adult

ABA National Champion 3D National Champion IFAA National Champion and three new records IFAA State Champion 1st Place IFAA Branch Titles – 1st Place 3DAAA Shooter of the Year

National Champion NSW State Series

Indoor Champion NSW State Title 1st place

1 x Australian Record IPRFAC Pacific Region Champion (held in New Zealand) 1 x IPRFAC Field Record 1 x IPRFAC Animal Record 2016 3DAAA Shooter of the Year

National Champion NSW State Series

Indoor Champion QLD State Title 1st Place NSW State Title 1st place

1 x Australian Record 1 x Australian Indoor Record 3 x Australian Championship Records ABA ABA National Champion 3D National Champion IFAA National Champion IFAA State Title (unable to attend the ABA & 3D Titles) ABA Branch Title 3D Branch Title WFAC Individual – 2nd place silver medal Champion of Nations Team – 3rd place bronze medal

(only female selected for Australia Champion of Nations Squad) Style Team Event – 2nd place silver medal (only female selected for Australia Champion of Nations Squad)

2015 3DAAA Shooter of the Year (tied with Tracey Warner) National Champion NSW State Series 2nd place Indoor Championship 2nd place

NSW State Title 2nd place 3 x Australian Championship Records

ABA ABA National Champion 3D National Champion 3D State Title ABA Branch Title 3D Branch Title



2014 3DAAA National Champion – 3rd place (1st 3DAAA National competition) ABA ABA National Champion 3D national Champion

IFAA State Title IFAA Branch Title ABA Branch Title

3D Branch Title 2013 ABA ABA State Title 3D State Title 3D Branch Title

Yours truly, Joanne Bogie




G.03.3 REQUEST FOR SPONSORSHIP - SCONE GRAMMAR SCHOOL 'SEUSSICAL JR' MUSICAL



PURPOSE The purpose of this report is to consider a request for donation to the Scone Grammar School’s production of ‘Seussical Jr’ the musical.

RECOMMENDATION That Council provide a donation to Scone Grammar School to the value of $200 to assist in the cost of production of ‘Seussical Jr’ the musical, being performed by students on 5 occasions in June 2018.

BACKGROUND Every two years Scone Grammar School performs a school musical. This year, they will be performing ‘Seussical Jr’, based on the works of Dr Seuss. There will be five performances – 20, 21, 22, 28 and 29 June 2018 – available for the community. The purpose behind the musical is to bring the school and community together, and offer students a different range of experiences, while celebrating the talents of students through musical theatre. Council provided $200 toward the last Scone Grammar School Musical ‘All Shook Up’ held in in 2015. Scone Grammar School has written to Council (letter attached) again requesting financial assistance for the production, which has an estimated total cost of $12,500. REPORT/PROPOSAL It is proposed that Council provide a donation of $200 under the Section 356 General Donations Policy. In return for sponsorship Council will be recognised in the Concert Programme and all other advertising mediums. OPTIONS 1. Provide a donation of $200 2. Provide a donation of an alternate amount 3. Decline the request for financial assistance




CONSULTATION

Interim General Manager STRATEGIC LINKS a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows: Goal 1 A supported Community

CS3 Advocate for, support and provide services and facilities for young people, children, families and people with a disability.

Goal 2 Promote wellbeing and a connected, healthy and happy Community.

CS9 Value our heritage and cultural diversity, celebrating together and fostering creativity.


b. Delivery Program

Facilitate cultural partnerships with the community. Facilitation and management of community cultural events and activities.

c. Other Plans Nil IMPLICATIONS a. Policy and Procedural Implications This request fits within Council’s Section 356 General Donations Policy by promoting the town of Scone. b. Financial Implications Funds are available within Council’s Donations budget.




c. Legislative Implications Nil d. Risk Implications Nil e. Other Implications Nil CONCLUSION With direct links to Council’s Key Focus Area of Community Life and goals of providing and promoting a supported and connected Community, it is recommended that Council adopt the recommendation to provide financial support to this event, as done in previous years.

ATTACHMENTS

1 Scone Grammar School - Request for donation of financial assistance towards Seussical Jr Musical performance - 20/02/18

ATTACHMENT NO: 1- SCONE GRAMMAR SCHOOL – REQUEST FOR DONATION OF FINANCIAL ASSISTANCE TOWARDS SEUSSICAL JR MUSICAL PERFORMANCE – 20/02/18

ITEM NO: G.03.3





G.03.4 REQUEST FOR DONATION - GUNDY TENNIS COURTS



PURPOSE The purpose of this report is to consider a request made by the Gundy Tennis and Social Club Committee for a donation towards the resurfacing of the Gundy Tennis Courts.

RECOMMENDATION That Council provide a donation to the value of $200 to the Gundy Tennis and Social Club Committee for the resurfacing of the Gundy Tennis Courts.

BACKGROUND The Gundy Tennis and Social Club Committee have a goal of resurrecting the Gundy Tennis Courts to include one court strictly for tennis, and a second multi-sport court to cater for the varying age groups in the community. Through regular working bees and fundraising including markets, the Committee has had the build-up on the courts scraped back, as well as other improvements on the courts and surrounding area. The Committee has written to Council requesting a donation towards the resurfacing of the courts. REPORT/PROPOSAL It is proposed to provide financial assistance of a $200 donation to the Gundy Tennis and Social Club for the resurfacing of the Tennis Courts. The Committee has been working towards the goal of ‘resurrecting’ the local tennis courts to provide the community with a place to come together, which will cater for multiple sports along with tennis. A successful Markets and Car Boot Sale held in Gundy on 4 March 2018 helped raised over $3,000 for the project. OPTIONS 1. Provide a donation of $200 2. Provide a donation of an alternate amount 3. Decline the request for donation CONSULTATION

Interim General Manager




STRATEGIC LINKS a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows: COMMUNITY LIFE Goal 1 A supported Community

CS3 Advocate for, support and provide services and facilities for young people, children, families and people with a disability. CS4 Facilitate partnerships which create and support a safe, inclusive and caring Community.

Goal 2 Promote wellbeing and a connected, healthy and happy Community

CS7 Provide and support a broad range of sport, recreation, health and wellness program to target age specific needs of residents including younger children, over children, adolescents, families, seniors and people with a disability.


b. Delivery Program

Assistance to Community organisations and individuals to participate in programs to enhance the physical environment.

Safe and accessible facilities as a meeting place for the community. Promotion of sporting activities and healthy lifestyles within the Shire.

c. Other Plans Nil




IMPLICATIONS a. Policy and Procedural Implications This request meets the criteria of Council’s FINANCIAL MANAGEMENT – FEES & CHARGES – Donations and requests to waive fees & charges. b. Financial Implications Funds of $200 is available under Council’s donations budget. c. Legislative Implications Nil d. Risk Implications Nil e. Other Implications Nil CONCLUSION The request from Gundy Tennis and Social Club Committee demonstrates a not for profit organisation aiming to strengthen the Gundy Community and contribute to Council’s goals of a supported Community and promoting wellbeing and a connected, healthy and happy Community. It is therefore recommended that the request for donation is granted.

ATTACHMENTS

1 Gundy Tennis - Request for donation

ATTACHMENT NO: 1 - GUNDY TENNIS - REQUEST FOR DONATION ITEM NO: G.03.4





G.03.5 REQUEST FOR SPONSORSHIP - COLIN STANFORD



PURPOSE A request has been received from Colin Stanford for sponsorship to assist with expenses of training and competing in a number of swimming competitions, representing the Upper Hunter Shire.

RECOMMENDATION That Council provide sponsorship of $500 to Colin Stanford as financial assistance towards training and competing in the State, Australian and International Masters Swimming Championships in 2018.

BACKGROUND Colin Stanford has written to Council requesting sponsorship to help fund his endeavours in representing the Upper Hunter Shire, and Australia, in the World Swimming Championship at the Masters Games to be held in Malaysia in 2018. Colin competed at the State Championships in Sydney over 17-18 March 2018, where in four races he won three golds and one bronze. Further to this, Colin will be participating in the Australian Championship in Perth in April, in the 80 year age group, as well as several smaller events across NSW prior to the World Championships. Colin has been training daily in the Murrurundi Pool until recent mechanical failures have meant the closure of the pool, and Colin has needed to travel to Scone and Muswellbrook pools to continue his training schedule, adding to the financial cost of competing. A brief summary of his swimming history has been included in attachment 1. REPORT/PROPOSAL Under Section 6(e) of Council’s Donation Policy an individual may receive varying amounts of funding for representation at Regional, State and National Events, up to $2,000 per annum. It is proposed that Council donate $500 for the three levels at which Colin is competing. OPTIONS 1. Provide sponsorship of $500 2. Provide sponsorship of an alternate amount 3. Decline the request for sponsorship




CONSULTATION

Director Operations STRATEGIC LINKS a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows: Goal 2 Promote wellbeing and a connected, healthy and happy Community.

CS7 Provide and support a broad range of sport, recreation, health and wellness programs to target age specific needs of residents including younger children, older children, adolescents, families, seniors and people with a disability.


b. Delivery Program

Promotion of sporting activities and healthy lifestyles within the Shire. Strategies to increase people’s awareness of sporting organisations within the LGA.

c. Other Plans Nil IMPLICATIONS a. Policy and Procedural Implications This request fits within Section 6(e) of Council’s Grants and Subsidies – Policy – Programs – Section 356 General Donations:

(a) Resident representation at Regional, State and National Events: for Upper Hunter

Shire residents who have been selected by a regional (eg Hunter), state or national body to participate in a recognised sporting or cultural event, up to $2,000 per annum.

Individual

Up To Team or

Group Up To

Regional event (held within NSW) $100 $200 National event (held within Australia) $250 $500 International event (held within Australia or overseas)

$500 $1,000




b. Financial Implications Funds of $500 are available under the S356 budget. c. Legislative Implications Nil d. Risk Implications Nil e. Other Implications Nil CONCLUSION As this request fits within Council’s Donation policy and funds are available, it is recommended that the request is granted.

ATTACHMENTS

1 Colin Stanford - Request for sponsorship

ATTACHMENT NO: 1 – COLIN STANFORD – REQUEST FOR SPONSORSHIP ITEM NO: G.03.5





G.03.6 2018 ANZAC DAY SERVICES



PURPOSE Each year Councillors provide assistance to the Returned and Services League of Australia by attending Anzac Day services and ceremonies throughout the Shire and laying wreaths on behalf of Upper Hunter Shire Council. Requests for representatives have been received by Council from the various RSL sub-branches within the Shire.

RECOMMENDATION That Council nominate representatives to attend the Anzac Day services and ceremonies throughout the Shire.

BACKGROUND Councillors have previously nominated themselves to attend ceremonies relevant to their locality or availability on ANZAC Day. Wreaths are arranged by Council staff for Councillors to present at the ceremonies. REPORT/PROPOSAL Representatives are requested for the following ceremonies on ANZAC Day, Wednesday, 25 April 2018. The order of proceedings in previous years has been as follows, and Councillors will be notified if there are any changes once all formal invitations have been received: Aberdeen: 6.00 am Dawn Service – Memorial, Moray Street, followed by breakfast 9.10 am March and Service – Bedford Street, assemble at 8.30am near Pre-school 10.00 am Official proceedings followed by brunch – Auditorium of Aberdeen RSL

Cassilis: 10.45 am March - Assemble at Cnr Branksome and Ancrum Streets Wreath Laying Ceremony – War Memorial Park Gates Refreshments at Cassilis Bowling Club Merriwa: 5.40 am Dawn Service at Cenotaph 7.00 am Breakfast at Merriwa RSL 10.30 am March – RSL to Cenotaph 10.45 am Remembrance Service – Cenotaph Murrurundi: 6.00am Dawn Service – Memorial Gate – Bowling Club 10.45 am March - Adelaide Street to Memorial Hall and Commemoration Service at

Memorial Hall 12.30 pm Lunch Murrurundi Bowling Club




Scone: 6.00 am Dawn Service – War Memorial Swimming Pool 10.30 am March - assemble at Kelly Street 11.00 am Service – War Memorial – Barwick House, Kelly Street 12.00 pm Lunch Scone RSL Club Gundy: 9.00 am March – assemble at Linga Longa Hotel Service at Gundy RSL Hall OPTIONS Councillors to determine which ceremony they attend. CONSULTATION Not applicable. STRATEGIC LINKS a. Community Strategic Plan 2027 This report links to the Community Strategic Plan 2027 as follows: COMMUNITY LIFE Goal 1 A supported Community. CS2 Form partnerships and participate in networks which address the needs and

interests of disadvantaged and disability groups We are working to achieve the following Community Priorities:

b. Delivery Program c. Other Plans Not applicable. IMPLICATIONS a. Policy and Procedural Implications Not applicable. b. Financial Implications Minor costs associated with the purchase of wreaths. No material impact on budget.




c. Legislative Implications Nil d. Risk Implications Nil e. Other Implications Nil CONCLUSION Council should be represented by Councillors at the various ANZAC Day services across the Shire

ATTACHMENTS

There are no enclosures for this report




POLICY MATTERS

H.03.1 POLICY UPDATES



PURPOSE The purpose of this report is to update Council policy COMMUNITY RELATIONS – POLICY – External Communications.

RECOMMENDATION That Council adopt the updated COMMUNITY RELATIONS – POLICY – External Communications.

BACKGROUND Council is required to maintain a set of policies that are current and meet the requirements for Council to operate under. Council must review all policies within 12 months of a new Council being formed, but also need to review and update policies as necessary to keep their content up to date. REPORT/PROPOSAL The following policy has been reviewed and updated as indicated by the tracked changes in the attached document. The changes are highlighted below: COMMUNITY RELATIONS – POLICY – External Communications

Minor amendments to names and dates OPTIONS 1. Accept the modified policy. 2. Amend the modified policy. CONSULTATION

Communications Coordinator Interim General Manager

STRATEGIC LINKS a. Community Strategic Plan 2027

This report links to the Community Strategic Plan 2027 as follows:

Goal 8 Provide Community Leadership CS30 Effectively and efficiently manage the business of Council, while encouraging an open and participatory Council with an emphasis on transparency, Community engagement, action and response.




CS33 Utilise emerging innovative communication technologies and techniques to increase awareness of Council’s activities and services.


b. Delivery Program

Promote and communicate Council’s brand, functions and identity. Improve Council’s relationship with the community and encourage community

involvement. Effectively utilise all media forms.

c. Other Plans

Nil IMPLICATIONS a. Policy and Procedural Implications

This policy is due for ratification by Council. b. Financial Implications

Nil c. Legislative Implications

Nil d. Risk Implications Nil e. Other Implications Nil CONCLUSION It is recommended that the amended policy be adopted.

ATTACHMENTS

1 Community Relations - Policy - External Communications - March 2018 - DRAFT

ATTACHMENT NO: 1 - COMMUNITY RELATIONS - POLICY - EXTERNAL COMMUNICATIONS - MARCH 2018 - DRAFT

ITEM NO: H.03.1



ITEM NO: H.03.1



ITEM NO: H.03.1



ITEM NO: H.03.1



ITEM NO: H.03.1





RESPONSES TO PREVIOUS QUESTIONS

RPQ.03.1 RESPONSES TO PREVIOUS QUESTIONS



RECOMMENDATION

For notation only. BACKGROUND

At the ordinary meeting of Council on 26 February 2018 the following questions were asked: Cr Sue Abbott

1. Asked, in regards to Bengalla’s sponsorship for the Air Show, does this query our Position Statement.

Response: The Mayor stated that he does not believe that it does. 10% of the Shire’s population travel outside the Shire to work in mining related positions. Bengalla is fully aware of our Position Statement.

2. Asked how can an air show be an all-weather event.

Response: The Interim General Manager advised that any event is subject to weather conditions and the event may be impacted if weather is extreme. Cr Collison added that most activities will be held inside if the weather is not suitable.

3. Asked, in relation to the Timor Limestone Quarry Community Consultative Committee,

will Council receive the minutes of these meetings.

Response: The Interim General Manager replied that Council will receive minutes.

4. Asked, with regards to possible police bookings for parking on median strips, are these roads local roads and if so, isn’t this then up to Council to enforce.

Response: The Interim General Manager replied that the roads are local roads however police can take an arbitrary approach to centre parking. There have been issues raised by schools regarding children coming out of the schools and crossing the roads. According to the law, if no signs are erected regarding parking regulations then parking is not permitted.

5. Asked will buses be allowed to do turning circles and will the matter go to the Traffic

Committee.

Response: The Interim General Manager advised that the matter will go to the Traffic Committee.

Update: The Manager Strategic Assets advised that school buses do not need to

undertake U-turn manoeuvres through median centre parking areas.




6. Asked has Council taken up any opportunity for funding through Liquor & Gaming Club grants for the community.

Response: The Interim General Manager replied that Council has applied for funding under Liquor & Gaming and has some success for community projects. Cr Fisher advised that the Old Court Theatre has received a substantial amount of funding through Liquor & Gaming.

Cr Abbott stated that she has an issue with this given that liquor and gaming can cause significant problems amongst the community. Cr Fisher advised that the funding comes from the Government not the industry.

Cr Ron Campbell

1. Asked were there free tip vouchers available to the community.

Response: The Interim General Manager advised that the free vouchers are for those who participate in rubbish collection from public areas. As Council is paying the waste levy the vouchers are not available for backyard cleanup.

2. Asked how Council staff were going with slashing at Merriwa.

Response: The Executive Manager Infrastructure Services advised that the only current issues is the high fire risk and will follow up on the matter.

Update: Works were completed in late February 2018.

3. Asked had Council received any further donations following the very generous donation of $2,000.

Response: The Interim General Manager replied that no further donations have been received and that Council’s contribution currently sits at $5,500.

Update: A further generous donation of $300 has been received from a Scone resident bringing the total contribution for Council to $5,200.

Cr Wayne Bedggood

1. Asked that a response be provided to Cr Abbott’s previous question regarding the need for quarries:

“How can we meet Goal 4 of our Community Strategic Plan 2017 'for a sustainable future' environmentally and responsibly when we permit quarries in our shire? And how is permitting these endless quarries to operate implementing policies to ensure the protection of strategic agricultural lands, equine critical industry clusters, natural resources and heritage?"

Response: Taken on notice. Update: There are currently six (6) privately operated quarries in the Upper Hunter

Shire Local Government Area, one of which is non-active. The total land area of these quarries combined is 60 hectares which equates to 0.0074% of the local government area. The most recently approved quarry is the Timor Limestone Quarry which was approved by Council in




2009 and subsequently by the NSW Land and Environment Court in 2010.

Quarries play an important role in supplying materials essential to our everyday lives, providing construction materials to build and maintain roads, minerals for agriculture and products used for the manufacture of items such as glass. In terms of sustainability, it is desirable to have sufficient quarries close to where materials are needed (eg roads) to minimise transportation costs and associated environmental impacts.

It is possible for Council to continue to permit quarries whilst meeting Goal 4 of its Community Strategic Plan 2017 ‘Plan for a Sustainable Future’ by implementing policies to ensure that quarries operate to avoid, minimise or mitigate environmental impacts through a rigorous planning and environmental assessment process; the implementation of appropriate environmental management systems and rehabilitation plans; and regular monitoring and reporting. Compliance auditing by Council and other relevant agencies also plays an important role in ensuring that extractive industries continue to meet their environmental, social and legal responsibilities. The implementation of appropriate Council policies will ensure the ongoing protection of strategic agricultural lands, equine critical industry clusters, natural resources and heritage. Council manages approximately 70 quarries across the Shire to extract gravel for road maintenance and construction. These quarries are generally small in size and some are road side quarries. Most of the quarries are used for unsealed road maintenance and some are reaching the end of their gravel supply.

ATTACHMENTS

Nil.

Report To Confidential Ordinary Council Meeting 26 March 2018



CONFIDENTIAL REPORTS

CR.03.1 UPPER HUNTER LAND COMMITTEE


AUTHOR: Renae Endersby - Administration Officer - Business Enterprise & Tourism

This matter is considered to be confidential under Section 10A(2) (d ii) of the Local Government Act, as it deals with commercial information of a confidential nature that would, if disclosed (ii) confer a commercial advantage on a competitor of the Council.

The purpose of this report is to endorse the confidential minutes of the meeting held 8 August 2017, and note the confidential minutes of the meeting held on 23 February 2018.

Documents

Council Meeting Agenda - Upper Hunter Shire · The committee unanimously supported the recommendation. A letter from Planning & Environment NSW regarding the conditional endorsement