Agenda of Ordinary Council Meeting - Wednesday, 26 April 2023

Ordinary Council Meeting Minutes

22 March 2023

MINUTES OF Liverpool Plains Shire Council
Ordinary Council Meeting
HELD AT THE Council Chambers
ON Wednesday, 22 March 2023 AT 2:30PM

PRESENT: Cr Doug Hawkins OAM, Cr Ken Cudmore, Cr Jason Allan, Cr Terry Cohen, Cr Donna Lawson

IN ATTENDANCE: Chris Weber (Acting General Manager), George Vorobieff (Acting Director Infrastructure and Environmental Services), Christie Pearson (Executive Operations), Deb Perry-Brown (Executive Support Officer)

AUDIO RECORDING OF MEETINGS

The Mayor informed the meeting as follows:

“Consistent with section 747A of the Local Government Act 1993 and current Public Health Order, this meeting of Liverpool Plains Shire Council is being live-streamed to Council’s website.

Aa audio recording of this meeting will be published to Council’s website at www.liverpoolplains .nsw.gov.au so that it is available for viewing by members of the public.”

1 Acknowledgement of Country and Council Prayer

Cr Terry Cohen recited the Acknowledgement of Country and the Council Prayer.

2 Apologies and Applications for a Leave of Absence by Councillors

Resolution 2023/30

Moved: Cr Donna Lawson

Seconded: Cr Jason Allan

That leave of absence from Cr Paul Moules and Cr Yvonne Wynne be received and accepted.

Carried

The Mayor invited apologies and applications for leave of absence.

3 Confirmation of Minutes

3.1 Minutes of the Council Meeting held on 22 February 2023

Resolution 2023/31

Moved: Cr Jason Allan

Seconded: Cr Ken Cudmore

1. That the Minutes of the Council Meeting held on 22 February 2023 be received and the recommendations therein be adopted.

Carried

4 Disclosures of Interests

The Mayor requested Councillors disclose any conflicts of interest in matters under consideration at the Ordinary Meeting, in accordance with Part 4 and part 5 of the Code of Conduct.

Nil disclosures were made

5 Mayoral Minute(s)

5.1 Mayoral Minute - February 2023

Resolution 2023/32

Moved: Cr Doug Hawkins OAM

Seconded: Cr Donna Lawson

That Council:

1. Receive and note the Mayoral Minute for February 2023.

Carried

6 Inward Correspondence/Petitions

Nil

7 Reports to Council

7.1 Executive Services Report - March 2023

Resolution 2023/33

Moved: Cr Terry Cohen

Seconded: Cr Ken Cudmore

That Council:

1. Receive and note the Executive Services Report for March 2023.

Carried

7.2 Resolutions Register Update

Resolution 2023/34

Moved: Cr Donna Lawson

Seconded: Cr Jason Allan

That Council:

1. Receive and note the Resolutions Register as at 9 March 2023 appended at Annexure A and the Resolution Register for 2022 as appended at Annexure B.

Carried

7.3 Corporate and Community Services Directorate Report - March 2023

Resolution 2023/35

Moved: Cr Donna Lawson

Seconded: Cr Ken Cudmore

That Council:

1. Receive and note the Corporate and Community Services Directorate briefing for February 2023 as detailed in this report.

Carried

7.4 Statement of Investments - February 2023

Resolution 2023/36

Moved: Cr Terry Cohen

Seconded: Cr Ken Cudmore

That Council:

1. Receive and note the Statement of Investments at 28 February 2023 as appended at Annexure A.

Carried

7.5 Local Advisory Groups

Resolution 2023/37

Moved: Cr Donna Lawson

Seconded: Cr Ken Cudmore

That Council:

1. Receive and note the minutes of the Currabubula Local Advisory Group as appended at Annexure A.

Carried

7.6 Infrastructure & Environmental Services Directorate Report - February 2023

Resolution 2023/38

Moved: Cr Terry Cohen

Seconded: Cr Ken Cudmore

That Council:

1. Receive and note the Infrastructure & Environmental Services Directorate report for the month of February 2023

Carried

7.7 Town Water Supply Status

Resolution 2023/39

Moved: Cr Terry Cohen

Seconded: Cr Ken Cudmore

That Council:

1. Receive and note the Water Supply Status Report.

Carried

7.8 Quipolly water project construction progress report

Resolution 2023/40

Moved: Cr Jason Allan

Seconded: Cr Ken Cudmore

That Council:

1. Receive and note this month’s progress of the Quipolly Water Project’s design and construction phases.

Carried

7.9 Regional Procurement Tender SPT052021LPSC - Addition of Contractors to Panel Contract

Resolution 2023/41

Moved: Cr Ken Cudmore

Seconded: Cr Donna Lawson

That Council:

1. Approve the addition of MSP Contracting & Earthmoving Pty Ltd, Scone, NSW 2337 as a supplier for the provision of plant and equipment hire up to 30 June 2023.

2. Allow provision for a 12 month extension for MSP Contracting & Earthmoving Pty Ltd up until 30 June 2024.

Carried

7.10 Liverpool Plains Shire Council Section 7.12 Contribution Plan

Resolution 2023/42

Moved: Cr Terry Cohen

Seconded: Cr Ken Cudmore

That Council:

1. Adopt the Liverpool Plains Section 7.12 Plan 2023 as appended at Annexure A.

Carried

8 Delegates Reports

Nil

9 Notices of Motions/Questions with Notice

Nil

10 Confidential Matters

Resolution 2023/43

Moved: Cr Terry Cohen

Seconded: Cr Donna Lawson

That Council considers the confidential report(s) listed below in a meeting closed to the public in accordance with Section 10A(2) of the Local Government Act 1993:

10.1 TENDER NO RFT056-2022 KAMILAROI HIGHWAY (HW29) FLOOD IMMUNITY PAVEMENT AND DRAINAGE WORKS

This matter is considered to be confidential under Section 10A(2) - (d)(i) of the Local Government Act, and the Council is satisfied that discussion of this matter in an open meeting would, on balance, be contrary to the public interest as it deals with commercial information of a confidential nature that would, if disclosed prejudice the commercial position of the person who supplied it.

10.2 Mayoral Minute - General Manager Recruitment

This matter is considered to be confidential under Section 10A(2) - (a) of the Local Government Act, and the Council is satisfied that discussion of this matter in an open meeting would, on balance, be contrary to the public interest as it deals with personnel matters concerning particular individuals (other than councillors).

Carried

Resolution 2023/46

Moved: Cr Terry Cohen

Seconded: Cr Donna Lawson

That Council moves out of Closed Council into Open Council.

Carried

REPORT ON CONFIDENTIAL MATTERS

The Mayor reported as follows on the matters considered in the confidential section of the meeting:

10.1 TENDER NO RFT056-2022 KAMILAROI HIGHWAY (HW29) FLOOD IMMUNITY PAVEMENT AND DRAINAGE WORKS

Resolution 2023/44

Moved: Cr Ken Cudmore

Seconded: Cr Terry Cohen

That Council:

1. Approve tender received from WTC Group Aust Pty Ltd for the sum of eight hundred and ten thousand six hundred and ninety four dollars and two cents inclusive of GST ($810,694.02) for Kamilaroi Highway (HW29) Flood Immunity Pavement and Drainage Works.

Carried

10.2 Mayoral Minute - General Manager Recruitment

Resolution 2023/45

Moved: Cr Doug Hawkins OAM

Seconded: Cr Terry Cohen

That Council:

1. Council receive and note the General Manager recruitment selection panel report,

2. The Council accepts the recommendation of the General Manager recruitment selection panel and resolves to appoint the successful candidate to the position of General Manager subject to the negotiation of a contract and background checks coming back without any adverse findings;

3. That the preferred candidate be offered a Total Remuneration Package of $300,000.00 inclusive of Cash, superannuation, and a novated lease allowance. The committee also agreed that a further $20,000.00 be included in the total remuneration package if the General Manager achieves an above satisfactory rating at their 12-month annual review to bring their remuneration up to relativity with other General Managers in similar sized Councils.

4. That if, for some reason, the preferred candidate does not accept the offer, the candidate deemed second choice by the selection committee be offered the position with a Total Renumeration Package to be renegotiated by the Council.

Carried

The Meeting closed at 3.23pm.

The minutes of this meeting were confirmed at the Ordinary Council Meeting held on 26 April 2023.

...................................................

CHAIRPERSON

Audit, Risk and Improvement Committee Meeting Minutes

16 December 2022

MINUTES OF Liverpool Plains SHire Council
Audit, Risk and Improvement Committee Meeting
HELD AT THE Council Chambers
ON Friday, 16 December 2022 AT 1:00pm

PRESENT: Mr Michael O'Connor (Independent External Member & Chairperson), Mr Tony Harb (Independent External Member & Deputy Chairperson), Les Hullick (Independent External Member), Cr Terry Cohen (Councillor Delegate).

IN ATTENDANCE: Permanent Observers: Nathan Skelly (Director Infrastructure and Environmental Services), Chris Weber (Acting Director Corporate and Community Services), Joanna Little (Chief Financial Officer)

SECRETARIAT: Deborah Perry-Brown (Executive Support)

1 Welcome

2 Apologies

Apology

Committee Resolution ARIC2022/69

Moved: Mr Michael O'Connor

Seconded: Cr Terry Cohen

That the apology received from Cr Donna Lawson be accepted and leave of absence granted.

Carried

3 Disclosures of Interests

The Chairperson disclosed his positions on the following Audit, Risk and Improvement Committees:

· Chair - Walcha Shire Council Audit Risk and Improvement Committee

· Chair – Uralla Shire Council Audit Risk and Improvement Committee

· Member – Tamworth Regional Council Audit Risk and Improvement Committee

· Member – Armidale Regional Council Audit Risk and Improvement Committee

· Member – New England Weeds Authority Audit Risk and Improvement Committee

4 Confirmation of Minutes

4.1 Minutes of the Audit, Risk and Improvement Committee Meeting held on 9 September 2022

Committee Resolution ARIC2022/70

Moved: Mr Michael O'Connor

Seconded: Cr Terry Cohen

1. That the Minutes of the Audit, Risk and Improvement Committee Meeting held on 9 September 2022 be received and the recommendations therein be adopted.

Carried

5 General Business

5.1 Review of Investment Portfolio - November 2022

Committee Resolution ARIC2022/71

Moved: Mr Michael O'Connor

Seconded: Mr Les Hullick

That the Audit, Risk and Improvement Committee:

1. Receive and note the Investment Portfolio Review as detailed in this report.

Carried

5.2 Corporate Performance Dashboard Report as at 30 September 2022

Committee Resolution ARIC2022/72

Moved: Mr Michael O'Connor

Seconded: Cr Terry Cohen

That the Audit, Risk and Improvement Committee:

1. Receive and note the Corporate Performance Dashboard Report as at 30 September 2022 appended at Annexure A.

Carried

5.3 2021-2022 Audited Financial Statements

Committee Resolution ARIC2022/73

Moved: Mr Michael O'Connor

Seconded: Cr Terry Cohen

That the Audit, Risk and Improvement Committee:

1. Receive and review the audited Financial Statements for the Year Ended 30 June 2022, appended at Annexure A.

Carried

5.4 Interim Management Letter on the 2021-2022 External Audit

Committee Resolution ARIC2022/74

Moved: Mr Michael O'Connor

Seconded: Mr Les Hullick

That the Audit, Risk and Improvement Committee:

1. Receive and note the Management Letter on the Interim Phase of the Audit for the Year Ended on 30 June 2022, as tabled.

Carried

5.5 IT Business System Update - November 2022

Committee Resolution ARIC2022/75

Moved: Mr Michael O'Connor

Seconded: Mr Tony Harb

That the Audit, Risk and Improvement Committee:

1. Receive and note the IT Business System upgrade report.

Carried

5.6 Audit, Risk and Improvement Committee Meeting Plan 2023

Committee Resolution ARIC2022/76

Moved: Mr Michael O'Connor

Seconded: Cr Terry Cohen

That the Audit, Risk and Improvement Committee:

1. Endorse the revised Audit, Risk and Improvement Committee Meeting Plan for 2022-2023 appended at Annexure A.

2. Recommend that Council receive and note the Audit, Risk and Improvement Committee Meeting Plan 2022-2023.

Carried

5.7 Risk Management Framework - Progress Report

Committee Resolution ARIC2022/77

Moved: Mr Michael O'Connor

Seconded: Cr Terry Cohen

That the Audit, Risk and Improvement Committee (ARIC):

1. Receive and note the report.

2. Report back to the Audit, Risk and Improvement Committee with budget allocation.

Carried

6 Next Meeting

The Meeting closed at 2:56pm.

The minutes of this meeting were confirmed at the Audit, Risk and Improvement Committee Meeting held on 31 March 2023.

...................................................

CHAIRPERSON

Ordinary Council Meeting Agenda

26 April 2023

7 Reports to Council

7.1 Executive Services - April 2023

IP&R Linkage: Goal: Our Council, community and business leaders work together effectively

Strategy: Council facilitates community engagement

Author: Deborah Perry-Brown, Executive Support Officer

Authoriser: Christie Pearson, Executive Operations

File Number: G2023/0074

Annexures: Nil

Recommendation

That Council:

1. Receive and note the Executive Services Report for April 2023.

Background

This report provides an overview of progress with key activities in the Executive Services area for the previous month.

Issues and Commentary

Actions and Functions / Events attended by the Acting General Manager
March 2023
Weekly	Meeting with the Mayor
07/03/2023	Funding announcement with Mr Kevin Anderson MP – Werris Creek Library
07/03/2023	Funding announcement with Mr Kevin Anderson MP – Liverpool Plains Aquatic Centre
08-09/3/2023	Country Mayors General Meeting and Inspection of Port facilities Newcastle
14/03/2023	Transport Working Group meeting Accor Stadium
15-16/3/2023	Institute of Public Works Engineering Australasia (IPWEA) State conference
31/03/2023	Telstra meeting

Table 1 – Media
Function	Briefing
Social media	LPSC Facebook page (from last 28 days) People reached 30.9K Engagement 12.6K Impressions 125.9K 20 new followers 6,533 Followers
Facebook highlights	Please Help Us Posted on 26/3 Impressions 3,032 Reach 2,954 LPSC Appoints New GM Posted on 27/3 Impressions 3,013 Reach 2,946 InQuik Engaged to Supply and Design Bridges Posted on 29/3 Impressions 2,111 Reach 2,111 Please Help Us Posted on 29/3 Impressions 1,793 Reach 1,777 Please Be Advised that Work Will Commence on the Swinging Bridge Posted 29/3 Impressions 1,670 Reach 1,659
Media releases	Media releases approved and distributed: 6

Legislative and Policy Implications

There are no legislative or policy implications for Council associated with this report.

Financial Implications

There are no financial implications for Council associated with this report.

RISK Implications

There are no risk implications for Council associated with this report.

Community Consultation

There are no community consultation requirements for Council associated with this report.

Conclusion

This report provides an overview of Executive Services activities during March 2023.

Ordinary Council Meeting Agenda

26 April 2023

7.4 Corporate and Community Services Directorate Report - April 2023

IP&R Linkage: Goal: Our Council, community and business leaders work together effectively

Strategy: Provide strong direction for the community through the development and delivery of the Integrated Planning and Reporting (IP&R) Framework

Author: Chris Weber, Acting Director Corporate and Community Services

Authoriser: Nathan Skelly, Acting General Manager

File Number: G2023/0083

Annexures: Nil

Recommendation

That Council:

1. Receive and note the Corporate and Community Services Directorate briefing for March 2023 as detailed in this report.

Background

Liverpool Plains Shire Council ("Council") adopted its current organisation structure at its Ordinary Meeting held 03 February 2021 [res. 2021/6]. Council's current organisation structure comprises three Directorates, namely Executive Services, Corporate and Community Services and Infrastructure and Environmental Services.

The Corporate and Community Services Directorate comprises five business units:

· Community and Recreation Services;

· Customer and Information Services;

· Finance;

· Governance and Risk; and

· Human Resources.

At its Ordinary Meeting held 22 June 2022, Council adopted the Combined Delivery Program 2022-2026 and Operational Plan 2022-2023. Council has committed to delivering a combined total of 144 actions focused on achieving the community's vision across the four key strategic outcome areas set out in the Community Strategic Plan. Of these, 67 actions (approximately 47 percent of all total actions) have been assigned to the Corporate and Community Services Directorate for delivery. Regular progress reports on the implementation of these actions are provided to Council on a quarterly basis and published to Council's website at www.liverpoolplains.nsw.gov.au

This report provides a briefing on activities, services, programs and projects progressed by the Corporate and Community Services Directorate to 31 August 2022.

Issues and Commentary

Briefings on activities, services, programs and projects for each of the Directorate's five business units are detailed in Tables 1, 2, 3, 4 and 5, below:

Table 1 – Community and Recreation Services

Function

Briefing

Community Development

The Community Funding Round 2 closed on 31 March 31.^.A separate report is presented for Councillors’ consideration.

Sydney Youth Orchestra will be performing in the region on 14 April. Werris Creek Golf Club are hosting the event. The Community Services team negotiated the arrangement between the Sydney Youth Orchestra and Werris Creek Golf Club.

Royal Theatre

· The Royal Theatre was hired by the NSW Electoral Commission as a pre polling venue.

· An analysis of the projection system was conducted. The technicians have provided an estimate of $4,000 to repair the system and undertake general maintenance.

Eastside Child Care Centre

· The Childcare Coordinator took part in a webinar informing services about the changes community in July concerning the Assessment and Rating of Early Childhood Education services by the Australian Children’s Education and Care Authority.

· Eastside is taking part in an Aboriginal language and culture program conducted by Winanga-Li Aboriginal Child and Family Centre. An Educator for Winanga-Li comes to Eastside and works with our pre-school children and Educators.

· On 8 March the Quirindi Fire Brigade visited Eastside to talk to the children about their role in the community and what to do if there is a fire. This was an excellent exercise for the children and is in line with programming for our Evacuation practices with the children.

· The week of 13 – 17 March children and Educators participated in fire drill and evacuation practices each day. The staff are very efficient at evacuating all thirty plus children in a matter of minutes.

Youth Services

Details for Youth Week 2023 are being finalised and due for broad release.

Library

· A total of 1,545 patrons visited Quirindi Library during March, and 713 visited Werris Creek. For Quirindi Library, this is the highest visitation since reopening in October 2021.

· 10 new borrowers joined the library in Quirindi, and two in Werris Creek.

· Quirindi Library currently have 787 Facebook followers, and Werris Creek have 489 followers.

· Quirindi hosted 22 events during March including LEGO SPIKE Workshops (29 participants), Book Club (13 participants), Seniors Trivia Afternoon, and Learn from a Local (with Friends of Quirindi Library and Quirindi Historical Society).

· Werris Creek hosted 11 events including Story Time (delivered by Friends of Werris Creek Library), Knitting Group, and North and North West Legal Service.

· Early Childhood Literacy Officer from Central Northern Regional Library visited both Quirindi and Werris Creek libraries. Baby Book Time in Quirindi was attended by 2 mums and babies, where skills were shared about introducing early language. 3 children and 6 adults attended an afternoon Story Time in Werris Creek for ages 0-5.

· Tech Savvy Seniors commenced at both Werris Creek and Quirindi Libraries and to date has had 35 attendances across 3 workshops in each location (6 workshops total). There are 2 more workshops scheduled for April, along with the final presentation on 20 April. Due to requests from those that missed the earlier sessions, and additional funding made available through State Library NSW and NSW Government, a repeat of the Introduction to Smart Phones session has been scheduled for 27 April.

· Saturday visitation in Quirindi has been steady, with an average of 12 visits per Saturday during March. Saturday Book Club commenced during March.

· An Australian Reading Hour event took place on 9 March at both Quirindi and Werris Creek. A total of 7 participants joined in to celebrate reading, along with Tamworth Family Support Service (Quirindi only).

· Signage has been updated at Quirindi Library to reflect Saturday pilot hours, which is helping to inform the community of the pilot being in operation.

· Werris Creek Library were successful in receiving a State Library Infrastructure Grant to update furniture, signage, fittings, and some back of house technology.

· School Holiday events for April were released on 30 March. Events are being conducted at both libraries and 3 off-site locations in collaboration with Share our Space (Willow Tree, Spring Ridge, and Blackville primary schools). TFSS are also participating in a joint event at Quirindi Library.

· Staff attended 2 training sessions this month. ‘Readers Advisory’ (full day online) and ‘Providing service for children and young adults’ (1 hour online) were both attended by Helen Fuller, and learnings shared with the library team.

· Collaborations/Partnership this month: Friends of Quirindi Library (facilitating book sales in the library as fundraising, venue for bi-monthly meeting, venue and marketing for ‘Learn from a Local’, hosting Easter raffle); Friends of Werris Creek Library (meeting held at Werris Creek Library, and hosting Story Time weekly); North and North West Community Legal Service (provide venue to meet clients at Werris Creek Library); Werris Creek Knitting Group (venue provided for weekly get-together); TFSS (attended Australian Reading Hour in Quirindi).

Quirindi Advocate – 15 March 2023:

Quirindi Community Hub

There was a total of 26 individual events/bookings in the Community Hub during March.

14 of these were external organisations and 12 of these were for the library for associated events (e.g. LEGO Spike, Teach Savvy Seniors and Book Clubs)

Plains Fitness

· During March, Plains Fitness had 98 financial members.

· 912 visits were recorded during February

· 109 Personal training sessions were conducted during February with 142 PT participants.

· 201 participants in Group Fit classes during the month of February. Numbers are still sitting steady since the move from the downstairs area to the squash courts.

· All classes and the reception desk have been moved upstairs to make way for start of the renovations.

Quirindi and Werris Creek Swimming Pools

The 2022/2023 Swimming season ended on 31 March with both Quirindi and Werris Creek facilities closing for the season.

Recognising that Council has two aging facilities, significant effort went into keeping the pools operational and minimising the pools closures. Closures were kept to a minimum by improved water testing and the assistance from Pat Warren (PK Pools). Pat attended both pools on a regular basis and provided routine maintenance and specialist care as well as providing ad-hoc assistance as required and upskilling LPSC staff.

The table below provides a summary of the closures across both pools during the 2022/23 season.

Quirindi Pool	Werris Creek
12/3 Closed to public 8am – 1pm for Werris Creek	8-14/3 Closed
21/2 Open at 2pm	19/3 Delayed opening
21/2 No early morning swim	17/3 Closed
12/2 Closed	25/2 Closed at 5pm
29/1 Early close at 2pm	24/2 Open at 3pm
28/1 Late open 12 noon	29/12 Late open 3pm
20/11 Later open 1pm	12/12 Closed
19/11 Late open 1pm
18/11 Late open closed for carnival

Table 2 – Customer and Information Services
Function	Briefing
Customer and Visitor Services	March 2023 191 Customer Action Request transactions were received and distributed by the Customer Service Centre during March 2023. 1,217 transactions were undertaken at the Service NSW Agency during March 2023. 317 total visitors attended the Willow Tree VIC.
Information Technology and Business Systems	Total number of helpdesk and general IT support tickets submitted for March 2023: 117 Total recorded number of helpdesk requests performed for Mapping / GIS and property for March 2023: 19 Total 136 support tickets March also saw significant testing undertaken in relation to the core business systems upgrade

Table 3 – Finance
Function	Briefing
Financial Reporting	Interim Audit Information Request received and being actioned Interim Audit starts 26 April 2023 to 5 May 2023 Balance Sheet reconciliations continue Statutory returns – including BAS lodged with FBT return started Ongoing Grant acquittals
Financial Strategy	User Acceptance Testing continues with upgrade to Authority Altitude Budget 2023-24, Long Term Financial Plan, Fees and Charges drafts completed including Councillor Workshop on 11 April 2023
Procurement and Contracts	Finalise Draft Contract Management Policy WHS in Procurement Procedure adopted by Management and educating staff started Procurement Procedures in final draft for review Contract Register updated
Rates and Water Billing	Rates Instalment Notices issued Water Billing for the third quarter issued Working with Legal firm for collection of some old debts and finalisation of a number of these Sale of Land for unpaid rates –date of sale is 12 May 2023 – works progressing and queries answered
Integrated Planning and Reporting (IP&R) Framework	Draft Operational Plan completed after Councillor Workshop on 11April 2023 Pulse implementation ongoing

Table 4 - Governance and Risk
Function	Briefing
Corporate Governance	· Completed draft delegations’ review/updates for the Managers and Coordinators · Development of Legislative Compliance Policy and associated Compliance Register, Compliance Diary and reporting templates is underway. · Policy Register review completed, schedule of updates to commence. Policies overdue for review are the primary focus.
Internal Audit and Risk Management	Councils WHS Risk Management Framework review project commenced; Project Plan has been submitted.
Work Health and Safety (WHS)	· WHS Committee annual review commenced. · WHS Online Reporting system rollout plan being finalised.

Table 5 - Human Resources
Function	Briefing
Recruitment	Four vacant positions were externally advertised during the month of February as follows: · Water Services Operator · Senior Water Services Operator · Plant Mechanic · Ganger Employment offers were finalised for the positions of: · General Manager · General Hand · Property & Lands Coordinator
Human Resources	The Pulse ‘on-boarding’ system is now fully developed and was tested with a new employee during the month. Small adjustments have been made to the system to improve efficiency and ease of use.

Legislative and Policy Implications

There are no legislative or policy implications for Council associated with this report.

Financial Implications

There are no financial implications for Council associated with this report.

RISK Implications

There are no risk implications for Council associated with this report.

Community Consultation

There are no community consultation requirements for Council associated with this report.

Conclusion

It is recommended that Council receive and note the briefing on services and activities within the Corporate and Community Services Directorate for March 2023 as detailed in this report.

Ordinary Council Meeting Agenda

26 April 2023

7.7 Public Exhibition - Draft Operational Plan 2023-2024, Draft Fees and Charges Schedule 2023-2024 and Draft Long-Term Financial Plan 2023-2034

IP&R Linkage: Goal: Our Council, community and business leaders work together effectively

Strategy: Operate in a financially responsible manner and improve long-term financial sustainability

Author: Katrina Gresser, Management Accountant

Authoriser: Joanna Little, Chief Financial Officer

File Number: G2023/0093

Annexures: A. (Draft) Operational Plan 2023-2024 ⇩

B. (Draft) Fees and Charges Schedule 2023-2024 ⇩

C. (Draft) Long-Term Financial Plan 2023-2034 ⇩

Recommendation

That Council:

1. Place the draft Operational Plan 2023-2024 appended at Annexure A, on public exhibition for a period of a minimum of 28 days.

2. Place the draft Fees and Charges Schedule 2023-2024 appended at Annexure B, on public exhibition for a period of a minimum of 28 days.

3. Place the draft Long-Term Financial Plan 2024-2034 appended at Annexure C, on public exhibition for a period of a minimum of 28 days.

Background

The Integrated Planning and Reporting (“IP&R”) provisions contained in the Local Government Act 1993 (“the Act”) requires Council to adopt an annual Operational Plan outlining the actions it will undertake to implement the activities set out in the adopted Delivery Program 2022-2026. It also provides that Council must develop and adopt a long-term Resourcing Strategy for the provision of the resources required to implement the Community Strategic Plan (“CSP”). The Resourcing Strategy must include Long Term Financial Plan (“LTFP”).

The draft Operational Plan 2023-2024 includes the Statement of Revenue Policy and the draft Annual Budget 2023-2024. The draft Fees and Charges Schedule 2023-2024 contains the proposed schedule of fees and charges and the draft Long-Term Financial Plan 2023-2034 includes the financial resourcing to implement the CSP.

These three documents must be publicly exhibited for a period of not less than 28 days. Any submissions received during the public exhibition period must be considered prior to the Operational Plan, the Fees and Charges Schedule and the LTFP being adopted.

Issues and Commentary

The draft Operational Plan is a core component of Council’s IP&R framework and has been prepared in accordance with the Office of Local Government’s IP&R Guidelines, as well as the relevant provisions of the NSW Local Government Act 1933 (the Act) and Local Government (General) Regulation 2021 (“the Regulation”).

Council has workshopped the Operational Plan over the past couple of months, finalising a plan for the coming year, setting financial assumptions and rating parameters.

Draft Operational Plan 2023-2024

The draft annual Operational Plan details the services, projects, programs and events that Council is proposing to undertake in 2023-2024 that progress the delivery of the various activities contained in the Delivery Program. These are in turn aligned to the outcomes and objectives in Council’s Community Strategic Plan.

Each action has a measure and target and has been assigned to a member of the Management Team for delivery. The corresponding Annual Budget Program for each action is also identified.

Some of the highlights of 2023-2024 program includes:

· Effective management of the region’s roads

· Comprehensive review of Councils Community Engagement Strategy to encompass all types of engagement across Council

· Completion of the Waste Management Strategy

· Delivery of the Quipolly Water Project

· Delivery of the Werris Creek Industrial Precinct upgrade

Budget and Statement of Revenue Policy

Together, the Budget and Revenue Policy outlines Council’s expected income and expenditure for the 2023-2024 year. In 2023-2024, Council is proposing to deliver a Budget expenditure totalling $70.1 Million, investing $31.9 Million in capital works and returning an operating deficit of $3.2 Million from its continuing operations before capital grants and capital contributions.

Revenue

Council’s estimated revenue includes the permanent special rate variation at 18.1 per cent for 2023-2024 year. Total general revenue from rates is estimated at $9.4 Million. Revenue from annual charges for waste services, water services and sewer services increases by 5 per cent, resulting in Annual Charges estimated at $5.3 Million.

Generally, user charges and fees have been set to increase by 7 per cent, although there are exceptions where individual fees have been assessed and will increase at a different rate, whilst others are prescribed by the NSW Government with Council having no discretion in the determination of those fees. User charges and fees are estimated at $5.7 Million.

Interest on overdue rates, charges and deferred debts is budgeted at $57,000, while interest on investment revenue is budgeted at $500,000.

Grant revenue is estimated at $46.35 Million with $32.67 Million for major capital projects.

Expenditure

In 2023-2024, Council’s organisation structure will comprise 125 full-time equivalent (FTE) staff or contractors.

Employee related costs, including salaries, entitlements, insurances, taxes and training costs is estimated at $11.46 million out of which it is expected that $0.9 million will be capitalised.

Council is awaiting both the Local Government Award increase and the Local Government Remuneration Tribunal (LGRT) annual determination for increases to the fees to be paid to Mayors and Councillors. As such, an estimate of 5 per cent increase has been incorporated into the Budget for 2023-2024.

Insurance costs continue to rise with a predicted increase on average of 10 per cent to $728,080 in 2023-2024.

Council currently has a loan portfolio comprising four loans, totalling $11.3 Million. With the interest repayment of $666,127 in 2023-2024.

Capital

The 2023-2024 capital budget is estimated at $49.0 Million, which includes loan borrowing principal payments of $0.37 Million. Council continues to undertake major capital projects including the completion of the Quipolly Water Project of $6.0 Million, $12.6 Million for Werris Creek Industrial Precinct Southern Access Project, $6.1 Million for Quirindi Waste Water Treatment Plant, $4.6 Million for the Quirindi Aquatic Centre, and $8.0 Million capital works on Council’s Road infrastructure network.

Schedule of Fees and Charges

The draft schedule of Fees and Charges 2023-2024 is included.

Long-Term Financial Plan

The draft LTFP provides the detailed financial position of Council inclusive of a permanent Special Rate Variation. The draft revised LTFP is contained at Annexure C.

IP&R Guidelines requires the draft LTFP to include:

· Projected income and expenditure, balance sheet and cash flow statement

· Planning assumptions used to develop the LTFP

· Sensitivity analysis highlighting the factors and assumptions likely to affect the LTFP

· Financial modelling for different scenarios

· Methods of monitoring financial performance

The draft LTFP includes three scenarios, being:

1. Base Case – Permanent SRV: Models the permanent SRV being approved by IPART with increases year on year by the rate peg. In 2023-2024 estimated rates revenue including rate peg is $9.4 million. This scenario results in a marginally sustainable position but with continued cost containment strategies.

2. Alternative Scenario 1 – without SRV: Models the removal of the temporary SRV and the increase in revenue being limited to the rate peg, which is 3.7% per cent in 2023-2024. This model does not provide a sustainable future in either the short term or long term. A reduction in services/staffing is modelled to maintain a positive cashflow position.

3. Alternative Scenario 2 – Towards Sustainability: Models the permanent SRV being approved by IPART and includes a conservative additional revenue of $1.65 Million from capital grant funding for renewal of assets. In addition, modelling the consolidation of Council’s non road infrastructure assets, in particular the sale of land not utilised effectively for provision of Council’s current services. This scenario generates additional cash balance of $8 Million during the 10-year period, with $1.7 Million from sale of assets.

Legislative and Policy Implications

The IP&R framework is a requirement of the Act and the development and adoption of the draft Operational Plan, the Fees and Charges and the LTFP ensures that Council achieves compliance with its responsibilities to implement the IP&R framework. These documents have been prepared in accordance with the IP&R Guidelines.

Financial Implications

As detailed above, the draft Operational Plan incorporates Council’s draft Statement of Revenue Policy, which includes the organisation’s proposed Budget. The Schedule of Fees and Charges is included in these financial forecasts for the 2023-2024 year.

The LTFP financial implications are also outlined in the above issues and commentary.

RISK Implications

Consistent with the requirements of section 405 of the Act, Council’s draft Operational Plan, Fees and Charges and LTFP must be adopted by 30 June 2023 and be publicly exhibited for 28 days prior to its adoption.

Community Consultation

Once the draft Operational Plan, Fees and Charges and LTFP are placed on public exhibition, members of the public may make submissions and provide feedback on the proposed Operational Plan and Budget, Fees and Charges and LTFP.

Any submissions received during this period will be provided to Council for consideration at its Ordinary Meeting scheduled to be held Wednesday, 28 June 2023 prior to the adoption of the draft Operational Plan, Fees and Charges and LTFP.

Conclusion

It is recommended that Council resolve to place the draft Operational Plan, Fees and Charges and LTFP on public exhibition for a period of 28 days.

Ordinary Council Meeting Agenda

26 April 2023

7.8 Community Funding Program Round 2 2022/2023

IP&R Linkage: Goal: Our Council, community and business leaders work together effectively

Strategy: Council facilitates community engagement

Author: Ruth Neave, Manager Community and Recreation Services

Authoriser: Chris Weber, Acting Director Corporate and Community Services

File Number: G2023/0085

Annexures: A. Community Funding Program Round 2 2022-2023 ⇩

Recommendation

That Council:

(a) Approve the following grant allocations

Association	Purpose	Amount
Currabubula P & C	Purchase of Market Umbrella	$1,500
Plains Inc	Hire of Photographer for Marketing Campaign	$1,500
Quirindi Dressage Club	Purchase of Judging Tablets	$1398.98
Quirindi Polo Carnival Club	Equipment Hire Polo Carnival (pending provision of updated Certificate of Currency)	$1,500
Quirindi Branch Children’s Medical Research Institute	Denim and Diamonds Event	$1,500
Werris Creek Rugby Club	Old Boy’s Event	$1,500
Blackville Markets (auspiced by Plains Inc)	Blackville Markets	$1,500

Background

The Community Funding Program has two rounds each financial year. Applications for Round 2 opened 1 January and closed 31 March 2023.

Issues and Commentary

The Community Funding Program is designed to provide financial assistance to Not for Profit Community Organisations from within the Liverpool Plains Shire.

There are limited funding opportunities for small Not for Profit Organisations and LPSC’s Community Funding Program is an effective mechanism to support their activities through targeted small investments of up to $2,000.

In reviewing the allocation of funds, it is critical that the intent of the Community Funding Program is maintained. Several applications were for projects of great merit, however capital improvements to council owned facilities have other avenues for funding and government agencies and education bodies are listed as ineligible for funding in the Program Guidelines.

11 applications were received in Round 2 for a total of $19,498.98. A summary of all applications is attached as Annexure A.

7 projects are recommended for funding as they match the eligibility criteria, have provided the requested documentation and the project/activity can be completed with the funding available through the Community Funding Program.

2 applications from government agencies are ineligible.

1 application is not recommended for funding as;

1) The amount requested are beyond the scope of the Community Funding Program.

2) Improvements to council owned facilities can be achieved through the capital works program

1 application is not recommended for funding as;

1) Improvements to council owned facilities can be achieved through the capital works program

2) The budget provided does not indicate that the project is viable.

Legislative and Policy Implications

There are no legislative or policy implications for Council associated with this report.

Financial Implications

The recommended grants total $10,398.98.

$10,000 is allocated in the budget for Round 2, however there was an underspend in Round 1 to cover the additional $398.98.

RISK Implications

In reviewing the applications, consideration was given to ensuring that the projects were viable with the recommended allocation.

Community Consultation

The Community Funding Program was promoted via broad media release, social media posts and direct email to community organisations across the shire.

Conclusion

The Community Funding Program delivers multiple outcomes for Council and community organisations;

· It aids small community organisations with limited access to funding

· It delivers a range of benefits to communities across the shire

· It is an effective avenue for Council to partner with Community groups from across the shire and with a range of interests

· It is an opportunity for community groups to learn about the steps involved in successful grant applications.

Community groups are encouraged to contact council for assistance and information prior to lodging their application. If the Community Funding Program is to continue in 2023/2024 holding an information session for potential applicants would be beneficial.

Ordinary Council Meeting Agenda

26 April 2023

7.13 Infrastructure & Environmental Services Directorate Report April 2023

IP&R Linkage: Goal: Our infrastructure is well planned and maintained and will meet our needs now, and in the future

Strategy: Increase awareness of infrastructure responsibilities and costings.

Author: George Vorobieff, Acting Director Infrastructure and Environmental Services

Authoriser: Nathan Skelly, Acting General Manager

File Number: G2023/0094

Annexures: A. Project Summary Report ⇩

Recommendation

That Council:

1. Receive and note the Infrastructure & Environmental Services Directorate report for the month of April 2023.

Background

N/A

Issues and Commentary

The Summary Project Report is appended at Annexure A.

Major Project Update

Werris Creek Industrial Precinct

Council continues to work with the designers to finalise the design for this project. Further environmental assessment is to be undertaken to allow for adequate mitigation of the flooding effects on Werris Creek Road, South Street, and West Streets.

The funding deed has been finalised for the $4.5m received under Fixing Country Roads. The total project value is now $13.646m.

Project Update

Showground Infield

The user group (supported by the Council) have completed preparing the infield ground surface for sowing with plans for the first event to be held in May.

Project has been completed.

Infield Clubhouse

The building for the Infield Clubhouse is tracking on time with the wall and veranda frames, roof trusses and windows installed. Work to install the sheet for the walls and roof are about to commence.

This project is funded by a grant from NSW Stronger Country Communities (Round 4).

Plains Fitness Centre

The upgrade of the lower floor amenities at Plains Fitness Centre has commenced and is progressing as planned. With the demolition completed, the plumber has been installing the new infrastructure, while Hoswell Constructions have been framing the walls and layout for the new amenities.

This project is funded by a grant from NSW Stronger Country Communities (Round 4).

Milner Parade

Barnson Engineering Consulting in Tamworth have been engaged for the concept design of the Milner Parade clubhouse which will be used to go back to key stakeholders for their review and input. Once the concept design has been finalised, an RFT will be called for to provide Council with the cost estimate for the work.

This project is funded by a grant from NSW Stronger Country Communities (Round 4).

Quirindi Aquatic Centre

GHD have been awarded the concept design for the Aquatic Centre. A Planning Meeting was held on 12 April 2023 with the GHD Project Manager, LPSC Acting General Manager, Director of Infrastructure and Environmental Services, and LPSC Project Manager to define the area and scope of works requirements. The concept design will be used for stakeholder engagement and feedback to allow a reference design to be completed.

The next stage is for the Council to seek a contractor to deliver the work under a D&C Contract.

This project is funded by a $6.6m grant.

Quirindi Caravan Park

Smart Access Solutions are working with Council to install licence plate recognition boom gates to access the park. Council is waiting for the installation of the gate, and it is expected to occur in a few weeks.

Wallabadah Reservoir Tanks

The new roofs for the reservoir tanks at Wallabadah have arrived and a builder has been engaged to install the roofs. It is planned to install the roof on Tank #1 before the end of April. The water in the tanks is changed over and Tank #2 is cleaned. The roof to Tank #2 is expected to be installed in early May.

This project is funded by a grant from NSW Stronger Country Communities (Round 5).

Fixing Country Bridges

Gate 3 payment claims for Fixing Country Bridges has been submitted to TfNSW for the design of modular bridges for Gurton Street and Bridge Creek Road. The design is well underway, and it is expected that the design will be completed at the end of May. The project is on track and planned to meet the milestones in the funding obligations.

This project is funded by a grant from NSW Fixing Country Bridges.

Wallabadah Street Lighting

Funding was awarded officially for the Wallabadah Street lighting project in February 2023.

Expression of interest has been sent out for the supply and installation of 6 solar powered streetlights in Wallabadah. The closing date for the RFQ is 27 April 2023.

This project is funded by a grant from NSW Stronger Country Communities (Round 5).

Longfield Oval Lighting

Funding was awarded officially for the Longfield Oval Lighting project in February 2023.

An Expression of Interest is being prepared to upgrade the lighting on Oval #1 by replacing the existing lights on the light poles from 5 to 6 luminaires per (existing) pole. For Oval #2, 5 x luminaires per pole is being installed by replacing the existing light poles with 4 new 25 m tall poles.

Additional to the lighting upgrade, the Council is seeking the installation of an electronic lighting software-based system with capabilities to switch the lights on or off from a mobile smartphone device.

The RFT is scheduled to be released in late April with submissions closing early June 2023.

This project is funded by a grant from NSW Stronger Country Communities (Round 5)

Quirindi Jockey Club

Ongoing maintenance works are planned to commence at the Quirindi Showground / Jockey club to improve safety and the amenities on race days and for other user events. Works include repairs to pigeon netting in the grandstand, structural repairs to some of the public building facia boards, replacement of timber seating, paver brick placement repairs, installation of water taps strategically placed along the outer fence of the race day tie up stalls, and planned upgrade to the members stand amenities.

Kokoda Track Planning

Council has received a grant of $100,000 from the NSW Government to undertake concepts designs and a feasibility study for the proposed Kokoda Track project between Quirindi and Werris Creek.

Roads Update

Unsealed Roads

Unsealed road maintenance including flood damage repairs is continuing. Roads maintained during the month include Warrah Creek Road, Bundella Road, Howes Hill Road, Treloar Road, Brunskills Road, Wandobah Road, Slacksmiths Road, Seven Creeks Road, Lowes Creek Road, Weaver Road and Staplegrove Road.

Sealed Roads

Pothole repairs are being attended to throughout the Shire. Major maintenance (heavy patching) has mainly occurred on the Werris Creek Road and Coonabarabran Road. Maintenance of Werris Creek township roads is continuing as planned.

Regional Roads

Major maintenance has been carried out on regional roads as required. A concrete causeway at Colly Blue has been upgraded.

Reseal Program

The 2022/2023 FY reseal program has been completed and it consisted of 6.18 km of reseal and 14.48 km of second coat sealing. The program was carried out at a cost of $986,445.

Repair Program

The repair program has been completed.

Fixing Local Roads

Waiting on approval to undertake a further 2 km of rehabilitation of Moreduval Lane.

The funding deed for $2.92 m for the rehabilitation of 17.61 km of Blackville Road has been executed. Works will commence in September 2023 and completed prior to September 2024.

Local Roads & Community Infrastructure Funding

2.5 km of rehabilitation is still to be undertaken on Warrah Ridge Road. The remainder of the funding program has been completed.

Roads to Recovery

The Roads to Recovery program is underway and will be completed by 30 June 2023. Works completed to date include Swinging Ridges Road, Merrilong Road, Yarraman Creek Road. The roads to be re-sheeted prior to 30 June 2023, include Wilmotts Road, Colly Blue Island Road and Glenkerry Road.

Kamilaroi Highway

A 1.03 km length of the Kamilaroi Highway is being rehabilitated immediately east of the Gap Road intersection, and the work will be completed at end of April 2023.

A culvert upgrade and extension on the highway at Quirindi will commence on 1 May 2023.

Parks & Gardens

Maintenance activities continue. The final verge mowing activity is nearing completion prior to winter.

Undulations have appeared over the surface of Oval No 1 at Longfield Oval. Quotations are being sought to undertake surveying to determine design grades for the oval surface. Once completed volumes of top-dressing soil can be determined. Resurfacing works will be undertaken in June in readiness for the cricket season in October 2023.

Waste Management

Implementation of the Waste Management Strategy is progressing.

Tenders for the construction of the Willow Tree landfill have closed. A separate tender report is tabled at the April Council meeting.

The special purpose waste truck is operating at the three rural landfill sites – Caroona, Spring Ridge and Premer. Positive feedback from the community has been received.

It was reported last Council meeting that a tender for the management of rural landfills including Werris Creek, Willow Tree Waste Transfer Stations and Quirindi landfill would be advertised in April. Unfortunately, the deadline has not been achieved due to other commitments. Progress is being made on the documentation.

Property and Assets

Pest Control

During the months of January and February the property and assets team organised pest control for all Council assets in Currabubula and Werris Creek to be undertaken. During April/May pest control will be undertaken on assets located in Quirindi, Wallabadah, Willow Tree, Spring Ridge and Premer.

These works are primarily aimed at public areas which include playground equipment, seating and amenities, but also include facilities such as halls, stables, buildings and residences.

Fire Safety Equipment

During March, the 6-monthly inspection of all fire safety equipment in Council facilities has been undertaken, with reports received for each site, which also outline any deficits. These deficits are now being reviewed and the appropriate action will be undertaken to rectify these issues.

Building Maintenance - General

The organisation of tag and testing for Council facilities, along with the servicing of air-conditioner units in Council facilities is currently underway and during May/June 2023 this should be completed.

Staffing

The previously vacant GIS/Assets Officer position was filled in February 2023 and the position of Property and Lands Coordinator is currently in the process of being finalised and the successful applicant should be notified by the time the Council meeting is held.

This means we have a full complement of staff in this area and will be working towards a more proactive environment in this department.

Training in our Asset Management System is to be held in May 2023 and will be attended by 7 staff across different departments in our Council, which will ensure that the knowledge is spread further across areas.

Water Services

Quipolly Dam and Old Quipolly Dam Safety Management

The Dam Break modelling will undergo peer review in mid-March before progressing to the consequence assessment.

Spring Ridge Town Water Supply Upgrade

The construction of the pipeline will be completed during March.

The No. 1 Bore pump station construction RFQ is being reviewed and is planned to be readvertised to a broader market during April.

Reservoir Metering Project

Installation works commenced in late February and will be completed during March.

Wastewater Manhole Condition Assessments

A detailed assessment of a portion of Council’s Wastewater Manhole network is currently being planned. The assessments will inform asset conditions for valuations and asset management plans and will provide Council with a detailed register of defects to plan into future works programs. Submissions for a targeted selection of condition assessments are currently being reviewed and the contract will be awarded during March.

Wastewater Mains Rehabilitation Project

Work on this year’s wastewater mains rehabilitation program is set to commence in April. The first stage is for the contractor to undertake a detailed survey of the mains via CCTV to allow for design to be finalised and the position of property connections to be mapped ready for the works. There are several manholes that will have their lids adjusted to allow access after age has seen them become buried. During May the contractor will undertake the actual relining works.

Environmental Services

Regulatory Approvals

The following approvals were issued during the month of March 2023. They were advertised on Council’s website in accordance with the provisions of Section 4.59 of the Environmental Planning & Assessment Act 1979 and Sections 97 and 161 of the Regulation.

Applic. No	Address	Land Title	Development	Determination
10.2023.17.1	67 Ray Carter Drive Quirindi	Lot 19 DP 1167953	Shed	Approved Under Delegation
10.2023.13.1	231 Hawker Street Quirindi	Lot 27 DP 2701	Demolition	Approved Under Delegation
10.2023.10.1	11 Fletcher Street Werris Creek	Lot 1 DP 398281	Studio & Detached Garage	Approved Under Delegation
10.2022.55.1	28 Learmonth Street Willow Tree	Lot 28 DP 1059739	Manufactured Dwelling	Approved Under Delegation
10.2022.28.1	20 Dewhurst Street Werris Creek	Lot 1 DP 240316	Shed	Approved Under Delegation
10.2022.10.1	108 Bulls Road Wallabadah	Lot 73 DP 755341	Subdivision	Approved Under Delegation
10.2022.56.1	59 Single Street Werris Creek	Lot 46 DP 1099933	Erection of Flags	Withdrawn

Complying Development Applications

Applic. No

Address

Land Title

Development

Determination

16.2022.31.1

67 Ray Carter Drive
Quirindi

Lot 19

DP 1167953

Shed

Withdrawn

The graphs below show the estimated cost of development approved up until 31 March 2023. This includes all development and complying approvals issued by Council and by way of private certification. It does not include any large infrastructure projects such as roads, rail, bridges, water and sewer scheme/improvements.

The information presented in this report is presented on the 2022/23 Calendar year data as we are currently in the later part of the financial year.

The number of dwellings constructed are included below and the Zone location statistics. It is expected the number will equal if not surpass the figures in the 2021/22 financial year.

Strategic/Policy

Agritourism Changes to the NSW Planning System

Update on Council Resolution 2022/83 – Incorporation of the land uses of Agritourism Farm Experience and Farm Gate Premises into the Liverpool Plains Local Environmental Plan 2011.

The Department of Planning & Environment have advised that the Agritourism Changes to the NSW Planning System commenced as of 1 December 2022. The necessary changes to Council’s Local Environmental Plan were to be made in February 2023. No advice has been received as to when this will be completed.

The impact on Council will be that any new development proposals must meet the new and amended definitions. It also means the new land uses, ‘agritourism’, ‘farm experience premises’ and ‘farm gate premises’, will be permitted with consent in zones where ‘agriculture’ is permitted with consent. This is because these terms are sub-terms of ‘agriculture’.

Council Action: Nil

Contribution Plans

Update on Resolution 2022/31 – Draft amendments to the Section 7.12 Contribution Plan was exhibited publicly for a period of 28 days. As no submissions were received, the Plan was adopted by Council Resolution 2023/42 (22 March 2023) and came into force as at the date of the public notice published in the Quirindi Advocate and on Council’s website on 12 April 2023.

Update on Council Resolution 2022/210 - Section 7.11 Heavy Haulage Contribution. The Draft Plan was placed on public exhibition and several existing quarrying operators were notified and invited to review the Draft Plan. One submission has been received and this is discussed under a separate report to this meeting.

Commencement of Employment Zones within the NSW Planning System

Update on Council Resolution 2022/68 - The existing Business (B) and Industrial (IN) zones being replaced with five new employment zones and three supporting zones under Standard Instrument (Local Environmental Plans) Order 2006 (SI LEP Order).

The Department of Planning & Environment (DPE) have released the following planned legislative dates for completion:

1. 22 February 2022 - housekeeping SEPP is introduced to update any anomalies as well as to make the mapping coversheet for LEPs with PDF maps. This will come into force 26 April 2023.

Housekeeping SEPP

DPE have identified the need for a housekeeping SEPP which will be made 26 April 2023. The SEPP will cover off on anything that gets picked up as problematic and unintentionally omitted between 16 December 2022 and early February 2023. The primary purpose of the Housekeeping SEPP will be to amend mapping and to include any undrafted consequential amendments.

The Housekeeping Amendment needs to be finalised mid-January to make the last State Governments Executive Council meeting before Caretaker period, prior to the March 2023 State Election. Accordingly, DPE will only be correcting errors of a housekeeping nature (eg. error, misdescription, omission).

Council Action: Planning staff have reviewing the LEP data, particularly checking the maps for errors. There were some minor errors which have now been corrected. Advice received from DPE is that all mapping changes will commence as of 26 April 2023.

All affected landowners will be notified at this point, as per the written advice from DPE. All potential land purchasers have been informed of the upcoming changes in their Section 10.7 Land Zoning Certificate required for any contract of sale.

LPSC Growth Management & Housing Strategy

The LPSC Growth Management & Housing Strategy has commenced with the consultants (Perception Planning) having met with Council staff this week. The project is currently in Phase 2 (Task 6 and 7).

The proposed program for the delivery of the project will be as follows unless an alternative program is submitted to and accepted by Council.

Phase 1 – Information Gathering

· Task 1 Inception Meeting – discussion of roles, communication lines, outline of project, discussion of resources and project emphasis.

· Task 2- Information review and data collection - investigate and document the existing planning context.

· Task 3 Supply and demand analysis - land supply based on existing permitted densities and potential for infill development, existing and projected housing demand, demographics and projected changes in the demographics, potential for inflow migration.

· Task 4 Existing Infrastructure - identify social, commercial, and physical infrastructure and capacity constraints.

Phase 2 – Preliminary Synthesis

· Task 5 Undertake constraints mapping – to identify preliminary potential candidate areas for urban expansion.

· Task 6 Identify infrastructure opportunities and constraints in respect of candidate areas and potential augmentation works

· Task 7 Identify cost benefit profile for different types of urban expansion in the different areas of the Shire for Council, service providers, the community and housing affordability.

Phase 3: Analysis

· Task 8 Identify and “firm up” draft growth options

· Task 9 Provide an analysis of the pros and cons of the draft growth options including the impact of any mitigation measures that can be economically delivered.

· Task 10 Investigate potential government & corporate partnerships/funding - liaising with a range of government and private service providers that have an interest in different types of housing to finance and/or facilitate the draft growth options.

Phase 4 – Preliminary Delivery

· Task 10 Present Draft Strategy to Council for review by way of Council workshop and formal report to an Ordinary Council meeting.

· Task 11 Undertake Public Exhibition in conjunction with Council

Phase 5 – Final Report

· Task 12 Present final Strategy based on exhibition submissions, comments and changes requested by Council.

Legislative and Policy Implications

There are no legislative or policy implications for Council associated with this report.

Financial Implications

All works are undertaken within current budget allocations.

RISK Implications

Report is for Council information only.

Community Consultation

There are no community consultation requirements for Council associated with this report.

Conclusion

The above report is provided as information for Council.

Ordinary Council Meeting Agenda

26 April 2023

7.15 Quipolly water project construction progress report

IP&R Linkage: Goal: 1 Our infrastructure is well planned and maintained and will meet our needs and into the future

Strategy: 1 Develop long-term strategies to plan and maintain current and future infrastructure and finances required.

Author: Rodney Batterham, Manager Water Services

Authoriser: George Vorobieff, Acting Director Infrastructure and Environmental Services

File Number: G2023/0100

Annexures: A. Mar 23 QWP App A PM monthly report ⇩

B. Mar 23 QWP App B PM Financial Reports - CONFIDENTIAL - Closed

C. Mar 23 QWP App C Risk and Opportunity Register - CONFIDENTIAL - Closed

Recommendation

That Council:

1. Receive and note this month’s progress of the Quipolly Water Project’s design and construction phases.

Background

The Quipolly Water Project (QWP) represents the largest ever capital works project for Council and is provided to;

• Diversify water supply and build drought resilience

• Future proof infrastructure with increased capacity of water supply enabling growth

• Improve water quality consistency and compliance

• Replace existing aged and inadequate infrastructure

• Improve reliability

Council’s long-term Regional Water Supply strategy has entered the final stage with the most integral component, the design and construction phase of Quipolly Water Project.

Issues and Commentary

After commencing in January, the installation of mechanical items continued at the WTP site in March with installation progressing for multiple process units.

The following concrete works were completed:

· Ozone and BAC connection channel – Concrete complete

· BAC tank pipe gallery – Base slab poured, and wall reo and formwork installed

· Ozone contact tank – Precast roof slabs poured and installed on roof

· PAC contact tank – walls complete

· Washwater tank – walls poured, concrete now complete

· Treated Water Storage Tank – Base slab foundation prepared, and reinforcement completed

· Miscellaneous concrete footings poured for multiple structures

The following mechanical installation works were completed:

· DAF – 90% of installation complete including platforms, walkways, internal pipework, mechanical items and building framework installed

· IPST – Installation of internal and external pipework

· Sludge thickener – 100% of installation complete including platforms, walkways, internal pipework, and mechanical items installed

· BAC Tank – Installation of external pipework commenced

· Backwash supply tank – Roof and hatch installation 90% complete

· Filtered water tank – Platform and handrails installed

· UV process equipment commenced installation

Electrical works continued site wide with cable trays and cables being installed into buildings in preparation for the installation of mechanical items. Installation of electrical conduits and pits also continued site wide.

There continued to be a focus on the installation of buried process pipework site wide with approximately 60% of this work now complete. It is expected most of this work will be completed in April.

Within the control building, the internal wall linings were completed, and painting commenced. Tiling was installed in the wet areas.

Works have continued at the Raw Water Pump Station with the completion of the building works, including the roof sheeting and external cladding. Electrical and mechanical fit out of the pump station will commence in April.

Internal pipework within the Raw Water Pump Station commenced installation in March.

100% of the network pipelines have now been constructed taking the total installed length to 18.5 kilometres.

During March the specialist pipeline sub-contractor finalised the remaining sections of Pipeline 1 at the WTP, Pipeline 2 at Bells Gate Rd railway crossing and the Werris Ck Rd section near North Quirindi Reservoir. During April they will commence filling of the pipeline for pressure testing and continue installation of the final surface fixtures.

Following is the project dashboard for March 2023.

Project health assessment
= on track & managed in accordance with Project Plan.		= risks materialising & requiring management but under control.	= issues are arising which will materially affect project outcome
Aspect of project	Key summary comment of developments this month
Overall project	§ Construction of the WTP continued with good progress made on reinforced concrete on multiple structures, building fit out, electrical works and mechanical fit-out and equipment installation occurred for multiple process units. § Shop and fabrication drawing packages continued to be reviewed and to enable the fabrication and supply of vendor equipment to commence. Vendor equipment and fabricated steel items continued to be delivered to site and installed.
Scope	§ No changes to scope during March. § The project group continue to review several options for optimising the project scope to further benefit LPSC. A few variation proposal requests were made during March and are being considered by the Principal.
Quality	§ Generally, the quality of works onsite is good and is being continuously monitored by the Principal during construction. § Some rectifiable defects being identified early and progressively rectified.
Procurement & Governance	§ Contract administration tasks continuing as required under the agreed governance framework. § Co-operative relationship maintained with contractor & design team.
Time	§ 4 wet weather days occurred in February and early March. Several wet weather days occurred in late March but are yet to be claimed. Final completion date is 11 September 2023 pending future EOT claims. § Program being reviewed as commissioning activities get closer to commencement
Cost	§ Budget forecasts have been reviewed in March and updates made to forecast expenditure against contingent items. § Forecasts remain within budget.
Risk	§ Power supply at North Quirindi will be impacted by new Essential Energy requirements. Alternate solar and battery arrangement being pursued. § Risk register updated.
Resource	§ The project management team is adequately resourced. § Principal’s site surveillance team has continued site inspections.
Stakeholder & communications	§ Weekly construction management meetings and monthly contract meetings being held between the Contractor, LPSC and Hunter H2O. Good communication being upheld between all parties. § Ongoing community consultation undertaken by the Contractor with affected residents.

Legislative and Policy Implications

No items to report.

Financial Implications

Expenditure on the contract for March 2023 was $2,018,874 excluding GST. Cumulative expenditure to date on the project (construction and project management) is $24,905,326 excluding GST, representing 69% of the forecast budget.

Liverpool Plains LGA Local Supplier monthly expenditure for March 2023 was $355,415, with a project total to date of $2,554,662.

RISK Implications

The current Project Risk register has been updated with risks, such as cost escalations and supply chain delays, which is continually monitored.

Works are progressing to a point where the commencement of pre-commissioning activities is approaching with some minor cut-over tasks already being completed at the network sites. Commissioning will require high interaction with LPSC operations staff and modifications to the existing water network. With LPSC Water Services staff vacancies at a sustained critical level this aspect will be difficult to resource.

Looking forward, the project manager is also anticipating receiving a requested revised program during April for the remaining works under the contract. The program is being foreshadowed to reveal an exceedance of the forecast estimated completion date by over a month due to the cumulative effects of the difficulties of sub-contractor availability, and materials resourcing. The anticipated increase in completion date is considered a low risk for grant finalisation, operational risks, and for Council’s reputation to deliver the project on time.

The assessment regarding reputation is based on the fact that it should be recognised this project has, and continues to, span one of the construction industry’s most difficult and extended periods for project delivery with unprecedented workforce and material supply shortfalls Australia wide. This minor increase would still be a good result considering the environment, with all reasonable mitigations for the prevention of this risk having been undertaken by the contractor.

Community Consultation

No new complaints have been received during March.

Conclusion

Overall project health is assessed as ‘On Track’ at this stage.

Ordinary Council Meeting Agenda

26 April 2023

7.16 Draft Heavy Haulage Contribution Plan

IP&R Linkage: Goal: Our transport and telecommunications expand to improve support for our business, lifestyle and remote working.

Strategy: Maintain Council assets in accordance with asset management plans

Author: David Kitson, Manager Planning and Regulation

Authoriser: George Vorobieff, Acting Director Infrastructure and Environmental Services

File Number: G2023/0088

Annexures: Nil

Recommendation

1. That Council adopt the Liverpool Plains Heavy Haulage Contribution Plan as exhibited.

Background

The Draft Liverpool Plains Heavy Haulage Contributions Plan (Draft Plan) has been prepared in response to Council Resolution 2022/210.

The Draft Plan was submitted to Council for consideration at its Ordinary Meeting of 22 February 2023. Council resolved at this time to endorse the Draft Plan and to place it on public exhibition.

The Draft Plan was placed on public exhibition and several existing quarrying operators were notified and invited to review the Draft Plan and make a submission if they considered necessary.

One submission has been received from SLR on behalf of Zeolite Australia.

Issues and Commentary

A review of the SLR submission concludes that it is based on some flawed assumptions and that there is nothing raised that dictate any changes to the exhibited plan are warranted.

A more detailed assessment of issues raised are reproduced below with a response following.

1. Levies are based on development that is likely to occasion significant (undefined term) heavy vehicle movements that may be approved in any location throughout the Shire. It is not apparent how the impact to Council’s local road network has been determined, there is no Average Annual Daily Traffic Data (AADT) within the Draft Contributions Plan to determine whether the proposed contribution methodology and levy is fair and reasonable for operators;

RESPONSE: The Draft Plan is based on the reduced life of a road in terms of equivalent standard axles, which directly correlates to the impact of heavy haulage vehicles on the life of a road. There is no direct nexus between the AADT of a road and the impact on the life of a road i.e. the impact of heavy haulage trucks has a far greater impact on the life of a road than a standard vehicle, so counting the total number of vehicles is not directly relevant.

Road design and pavement life is based on 'Equivalent Standard Axles' (ESA) with Council adopting a pavement life of 1,000,000 ESA within this plan and its road network. Trucks are the only vehicles that contribute to these ESA's given their heavy loadings.

2. Contemporary Contributions Plans impose levies based on Average Annual Daily Traffic Data and existing Road standards (having regard to the variations in Road geometry, width and formation) and incorporate an assumption regarding existing traffic volumes, as a base case. However, this Draft Contributions Plan imposes a flat rate levy of $0.15 per tonne/kilometre irrespective of the road standard and traffic volumes, again, the proposed contribution methodology and rate is not considered fair and reasonable for operators;

RESPONSE: This comment appears to be incorrect, as the Draft Plan is similar to other Heavy Haulage Contributions Plans in its use of ESA as the basis for calculating a heavy haulage contribution. There are at least 7 Council in NSW that uses this methodology. While AADT may be used in some contributions plans as a means of apportion the cost of constructing new road infrastructure that is required to service a growth area, there are no known Heavy Haulage Contributions plans based on AADT. The comments above in response to point 1, that there is a lack of nexus between the AADT of a road and road damage by heavy haulage vehicle, applies.

The standard of the existing road network is also not directly applicable, as the travel routes of future heavy haulage developments is uncertain and ultimately the contributions are to be applied in combination with Council road funding to maintain a level of service across the whole road network.

From a nexus perspective, the remaining life of a road used by heavy haulage truck is not relevant, as the heavy haulage trucks are reducing whatever the remaining life is and there will be a need for reconstruction whenever the road life has reached its end.

3. The Draft Plan also states that it is not possible for Council to specify in this plan which sections of the roads shown in Figure 1 will be upgraded or maintained using contributions collected under this plan, indicating that a small operator, such as ZAPL, triggering greater travel distances on local roads will potentially be at a greater disadvantage than other operators.

RESPONSE: The travel distance used to calculate the contribution is directly related to the impact on the life of that length of road. The Draft Plan may well encourage quarries to be located directly accessible or close to a State Roads, if the cost of paying for the reduced life of local roads caused by the development makes the economics of the operation marginal or unviable. It is likely that the payment of a contribution for the heavy haulage of a high value product such a zeolite will present less of a burden that other quarried materials.

4. The Draft Plan does not differentiate between laden and unladen heavy vehicles, Council needs to confirm that the Draft Plan applies to laden vehicles only; and

RESPONSE: The estimated equivalent standard axle per 1000 tonnes from Truck Impact Chart for the assumed standard truck is based the total impact, which includes the laden and unladen legs of a round trip.

5. Whilst it is recognised in the Draft Plan that a key contributor to the impact of heavy haulage vehicles on the local road network are associated with seasonal haulage of agricultural produce, contractors that service the agricultural industry are included in this Draft Plan. It is our view that all development that is likely to trigger significant heavy vehicle movements on the local road network are included in this Draft Contributions Plan

RESPONSE: The Draft Plan does acknowledge that the haulage of agricultural produce has an impact on the local road network (likely less than the haulage of quarried material due to relative weights) but as discussed, Council cannot impose contributions on the seasonal haulage of agricultural produce, as agricultural production can be undertaken without a development consent. A contribution under the Draft Plan can only be imposed as a condition of consent in a development consent. There may be a range of other developments that will generate heavy haulage trucks that require development consent, but the loads are likely to be lower and there may be less clarity around the travel routes. In these circumstances, a contribution under Council’s S7.12 Contributions Plan would be required, which is a one-off payment of a contribution based on 1% of the development cost towards a range of community facilities.

Under the EP&A Act a contribution can be imposed under either a Section 7.11 Plan (which the Draft Heavy Haulage Contribution Plan will be once adopted) or S7.12 contribution, but not both.

Legislative and Policy Implications

The Draft Plan is being made pursuant to Section 7.11 of the Environmental Planning & Assessment Act 1979.

The EP&A Regulation 2021 sets out the form, content and the process for making a Contribution Plan.

Financial Implications

The collection contributions under the Draft Plan will assist in recouping the cost of the reduced life of Council road resulting from heavy haulage vehicles. These contributions will assist Council’s capacity to provide a rural road network that has an acceptable standard of service.

RISK Implications

There is a financial risk of not proceeding with the Draft Plan and foregoing the ability to recoup the cost of damage to Council’s road network.

Community Consultation

As indicated above, the Draft Plan has been placed on public exhibition and one submission was received.

Conclusion

The Draft Plan has been prepared having regard to the legislative framework and will ensure that new heavy haulage developments contribute towards the reconstruction of roads commensurate with the reduction in the roads life they cause.


Business Paper Ordinary Council Meeting Wednesday, 26 April 2023
I hereby give notice that an Ordinary Meeting of Council will be held on:
Date:	Wednesday, 26 April 2023
Time:	2:30PM
Location:	Council Chambers
Nathan Skelly Acting General Manager

Actions and Functions / Events attended by the Mayor – March 2023
01/03/2023	Briefing with Acting General Manager at least weekly
03/03/2023	FM 88.9 radio interview
07/03/2023	Funding announcement with Mr Kevin Anderson MP – Werris Creek Library
07/03/2023	Funding announcement with Mr Kevin Anderson MP – Liverpool Plains Aquatic Centre
8-9/03/2023	Country Mayors general meeting and inspection of Newcastle Port facilities
10/03/2023	FM 88.9 radio interview
10/03/2023	Ms Jenny Achison, MP visit
17/03/2023	FM 88.9 radio interview
24/03/2023	FM 88.9 radio interview
31/03/2023	FM 88.9 radio interview

*Table 1: Council Resolution Status Summary*
Status	Definition	Number
Complete	Action completed by date of Business Paper publication.	2
Outstanding	Action not completed by date of Business Paper publication.	6
	TOTAL	8