MINUTES OF THE ORDINARY MEETING OF THE COUNCIL OF THE SHIRE OF COOLAMON HELD IN THE COUNCIL CHAMBERS, COOLAMON ON THE 17TH OCTOBER, 2013.
Meeting commenced at 2.00pm.
BUSINESS:
1) Apologies
2) a. Confirmation of Minutes of the Meeting held 19th September, 2013.
b. Matters arising out of Minutes. (Not elsewhere reported)
3) Correspondence
a. Agenda A (Information Only)
b. Agenda B
4) General Manager’s Report
4.1 General Manager’s Report
4.2 Executive Manager, Corporate & Community Services’ Report
4.3 Executive Manager, Engineering & Technical Services’ Report
4.4 Deputy General Manager, Planning & Environmental Services’ Report
5) Recommendations of a Committee of a Whole Meeting held 17th October, 2013.
6) Reports: Delegates/Mayor/Councillors
PRESENT: Clrs Seymour (Chairman), Logan, Brill, White, McCann, Hutcheon, Beard and Maslin.
STAFF: General Manager; Executive Manager, Corporate & Community Services; Executive Manager, Engineering & Technical Services; Deputy General Manager, Planning & Environmental Services.
APOLOGY: Clr Huxtable.
1) APOLOGY
RESOLVED on the motion of Clr Hutcheon and seconded by Clr Brill that the apology of Clr Huxtable be accepted. 246/10/2013
2a) CONFIRMATION OF MINUTES OF THE MEETING HELD 19TH SEPTEMBER, 2013.
RESOLVED on the motion of Clr Hutcheon and seconded by Clr McCann that the Minutes of the Meeting held 19th September, 2013 as circulated be confirmed and adopted. 247/10/2013
3) CORRESPONDENCE
AGENDA A (FOR INFORMATION ONLY)
1a) INFORMATION PAPERS
è The following papers have been distributed with Council’s supplementary material as being matters of information/interest to Councillors. If Councillors desire any further information on the matters distributed then that can be raised with the General Manager. Attachment No. 1.
1) NSW Shires Association Weekly Circulars 37, 38, 39, and 40.
2) Minutes of the Advance Ganmain Committee Meeting held 17th September 2013.
3) An Update from the Up-To-Date Store Committee for Volunteers.
4) NSW Government Weekly Updates from Adrian Piccoli dated
2a) ACTIVITY REPORTS
1) Coolamon Shire Multi Service Outlet Coordinator’s Monthly Report for the month of September 2013.
2) Operating Statistics of the Coolamon Shire Library for September 2013.
3) Tourism & Business Development Monthly Update for September 2013.
4) Youth & Community Development Officer’s Report for September 2013.
General Manager’s Note
è The above reports are operating reports only for use by Senior Staff. They are submitted to Council as part of Agenda A for information only. Attachment No. 2
RESOLVED on the motion of Clr McCann and seconded by Clr Maslin that the Correspondence listed in Agenda A be received. 248/10/2013
AGENDA B
1b) LOCAL GOVERNMENT NSW (L.07-01)
n Forwarding copies of the Annual Financial Statements for former Shires Association for the 8 months to 28th February 2013, and the Operating Report for the same period. A copy of the Annual Financial Statements and Operating Report has been tabled.
From that period on the amalgamation of the two associations took effect and documents to 30th June will be prepared under the banner of Local Government NSW.
2b) LOCAL GOVERNMENT NSW (L.07-01)
è Advising of an accredited training program for Councillors entitled Executive Certificate for Elected Members. A copy of the advertising brochure has been included in Council’s Information Papers. Attachment No.3
RESOLVED on the motion of Clr Hutcheon and seconded by Clr Logan that the Correspondence listed in Agenda B be received. 249/10/2013
This is Page No. 31 of the Minutes of the Ordinary Meeting of the Council of the Shire of Coolamon held in the Council Chambers, Coolamon on the 17th October, 2013..
...... ……. MAYOR ...... GENERAL MANAGER
MINUTES OF THE ORDINARY MEETING OF THE COUNCIL OF THE SHIRE OF COOLAMON HELD IN THE COUNCIL CHAMBERS, COOLAMON ON THE 17TH OCTOBER, 2013.
4) GENERAL MANAGER REPORTS
4.1) GENERAL MANAGER REPORTS
GM1) COUNCIL’S AUDIT REPORT FOR THE YEAR ENDED 30TH JUNE, 2013 (A.12-01)
n The General Purpose Financial Report, Special Purpose Financial Report and Special Schedules in respect of the financial year ending 30th June, 2013 have been tabled.
In accordance with Section 418(3) of the Local Government Act, 1993, Council has given Public Notice regarding the presentation of the Financial Statements and Auditor’s Reports and has not yet received any submissions under Section 420 of the act with respect to the Statements or Auditor’s Reports. The closing date for submissions is Thursday, 24 October, 2013.
Council’s Auditor, Mr Graham Bradley, will attend the November Council Meeting to address the report and a full copy of the statements will be provided to Councillors at that time.
Recommendation
That the report be noted.
RESOLVED on the motion of Clr McCann and seconded by Clr White that the report be noted. 250/10/2013
GM2) COUNCIL ELECTIONS (E.01-02)
Council has received a request from NSW Electoral Commission concerning the resolution that is required to formally engage the NSW Electoral Commission to conduct the 2016 Ordinary Elections.
The Commission requires this resolution to be formally taken by Council at least 18 months prior to the election; however there is no reason why Council if it was so inclined could not take that decision now.
The alternative to getting the Election conducted by the Commissioner is for Council to do so itself and having regard to the requirements now being imposed by the Division of Local Government and the Electoral Commission that is becoming a difficult task. It is recommended that Council engage the Electoral Commissioner to conduct the Elections and that the following resolution be passed.
The Coolamon Shire Council (“the Council”) resolves:
1. Pursuant to s.296(2) and (3) of the Local Government Act 1993 (NSW) (“the Act”) that an election arrangement be entered into by contract for the Electoral Commissioner to administer all elections of the Council.
2. Pursuant to s. 296(2) and (3) of the Act, as applied and modified by s. 18, that a council poll arrangement be entered into by contract for the Electoral Commissioner to administer all council polls of the Council.
3. Pursuant to s. 296(2) and (3) of the Act, as applied and modified by s. 18, that a constitutional referendum arrangement be entered into by contract for the Electoral Commissioner to administer all constitutional referenda of the Council.
RESOLVED on the motion of Clr Maslin and seconded by Clr Logan that: 251/10/2013
1) Pursuant to s.296(2) and (3) of the Local Government Act 1993 (NSW) (“the Act”) that an election arrangement be entered into by contract for the Electoral Commissioner to administer all elections of the Council.
2) Pursuant to s. 296(2) and (3) of the Act, as applied and modified by s. 18, that a council poll arrangement be entered into by contract for the Electoral Commissioner to administer all council polls of the Council.
3) Pursuant to s. 296(2) and (3) of the Act, as applied and modified by s. 18, that a constitutional referendum arrangement be entered into by contract for the Electoral Commissioner to administer all constitutional referenda of the Council.
GM3) ROTARY CLUB OF COOLAMON (C.07-03)
è Attached to Councils information papers, a copy of a letter from the Rotary Club of Coolamon seeking a concessional rental for the use of the Allawah Community Centre. Attachment No.4
Council has the option of dealing with this matter immediately or alternatively deferring it until it has considered other matters relating to rate exemptions, donations etc that will be done following its November meeting.
Recommendation
For Council decision.
RESOLVED on the motion of Clr McCann and seconded by Clr Hutcheon that the matter be deferred to the November 2013 Meeting of Council. 252/10/2013
GM4) NSW ELECTORAL COMMISSION (E.01-04)
è Following the redistribution of the boundaries in respect of the State Electoral Districts the Electoral Commission has now forwarded to Council a copy of the redistributed seats. A copy of those new districts has been attached to Council’s information papers. It is noted that Coolamon Shire is now included in the seat of Cootamundra which also includes the major towns of Cootamundra, Young and Cowra. Attachment No.5
Recommendation
That the matter be noted.
RESOLVED on the motion of Clr White and seconded by Clr Beard that the report be noted. 253/10/2013
GM5) K EDYVEAN ON BEHALF OF THE COOLAMON SUICIDE AWARENESS COMMITTEE (C.07-01)
è Included in Councils information papers a copy of a request from Ms Kaarin Edyvean concerning a Family Fun Day to be held on 22nd March 2014.
Attachment No.6
The request is outlined clearly in Ms Edyvean’s submission and she is requesting a donation from Council of $2,000.00 to cover various activities on the day.
Recommendation
For Council discussion.
RESOLVED on the motion of Clr McCann and seconded by Clr White that this matter be deferred until the November 2013 Council Meeting. 254/10/2013
GM6) LOCAL GOVERNMENT NSW INAUGURAL CONFERENCE (L.07-04)
The first Conference of the Combined Associations (ie Local Government Association and Shires Association) was held during the first week in October, 2013.
The Conference had a different process to that normally conducted whereby a number of themes had been developed by the Joint Executive and these were debated subsequent to prior discussions with outstanding orders. Communiqués have been developed in respect of those themes and once the Conference Minutes have been processed they will be distributed to Councils.
The joint Conference was certainly different to that in the past with the Shires Association. Elections and discussions were more formal with elections being conducted on party political grounds with preferences being distributed accordingly. The actual process of the Conference was also disrupted on a number of occasions with the City Councils placing more importance on process and calling Points of Order on a number of occasions.
The inaugural President of the new Association is Clr Keith Rhoades from Coffs Harbour with local representatives being Clr Paul Braybrooks as Treasurer, Clr Chris Manchester (Harden) as a Board Member, and Clr Denise Osborne (Greater Hume) as a Board Member.
It is suggested that Council write to the Association suggesting that the Standing Orders be refined to ensure that there is less time devoted to debating process and more to discussing Local Government issues.
Furthermore, Council’s congratulations should be extended to Clr Braybrooks, Clr Manchester and Clr Osborne on their elevation to the Executive of the New Board.
Recommendation
For Council discussion.
RESOLVED on the motion of Clr Hutcheon and seconded by Clr Maslin: 255/10/2013
1) That Council extends its congratulations to Clrs Braybrooks, Manchester and Osborne on their elevation to the Executive of Local Government NSW.
2) That Council write to the Executive of Local Government NSW expressing concern over the time wasted at the Conference on various debates concerning process and that the Executive be requested to review Standing Orders to ensure that there is less time devoted to debating processes and more to discussing Local Government issues.
GM7) COMMUNITY POLICING (P.05-01)
On Friday 11th October, 2013 the NSW Police Force held a Community Policing event in the main street of Coolamon.
This consisted of several Police vehicles, a Community van and numerous Police representatives. The Police Officers conducted a walk-through of the main street interviewing business owners and the community at large.
The Police Liaison Officers, Acting Detective Inspector, Sandy Green (Acting Crime Manager, Wagga LAC) & Inspector Peter Robertson visited Council to advise that the day was considered a success with the majority of people comfortable to discuss issues with the Officers on hand.
They also reported that the majority of people interviewed were well aware of who their local Police Officer was and were quite comfortable to discuss issues with him. This was seen as a positive reinforcement of the current community Policing arrangements.
Recommendation
For Council information.
RESOLVED on the motion of Clr White and seconded by Clr Hutcheon that the report be received and the information noted. 256/10/2013
4.2 EXECUTIVE MANAGER, CORPORATE & COMMUNITY SERVICES’ REPORTS
CS1) FINANCE REPORT AS AT 30 SEPTEMBER 2013
RESOLVED on the motion of Clr Maslin and seconded by Clr McCann that the report be received and adopted. 257/10/2013
CS2) ALLAWAH COMMUNITY CENTRE POLICY & FEES (P.12-01)
è Further to the report presented to the August 2013 meeting of Council regarding the hire of the Up to Date Store, it has become apparent that a review of the Allawah Community Centre Policy and the fees should also be undertaken to resolve some anomalies.
The Allawah Community Centre Policy was last reviewed by Council at the May 2013 meeting of Council. Attachment No. 7
The fees set out in Council’s 2013-2014 Operational Plan are as follows:
Fee / 2013-2014(inc GST) / GST
Component
Hire of Allawah Community Centre (commercial use) per day / $77.00 / $7.00
Hire of Allawah Community Centre (commercial use) 4hr maximum / $37.50 / $3.41
Allawah Community Centre Cleaning Fee / $30.00 / $2.73
Council staff maintains a calendar of bookings for the Community Centre and a review of this calendar indicates that in some instances hire periods do not extend beyond 1 hour. Similarly to the Up to Date Store, it is also more appropriate for a bond to be set when an event involves catering and that a signed Hire Agreement process be implemented detailing the hirer’s and Council’s responsibilities . A proposed new fee schedule is as follows:
Proposed Fees / 2013-2014(inc GST) / GST
Component
Hire of Allawah Community Centre (commercial use) 1 hr maximum / $11.00 / $1.00
Hire of Allawah Community Centre (commercial use) 4hr maximum / $37.50 / $3.41
Hire of Allawah Community Centre (commercial use) per day / $77.00 / $7.00
Allawah Community Centre Bond / $350.00 / $0.00
Recommendation