Agenda of Ordinary Council Meeting - Wednesday, 23 August 2023

Ordinary Council Meeting Minutes

26 July 2023

MINUTES OF Liverpool Plains Shire Council
Ordinary Council Meeting
HELD AT THE Council Chambers
ON Wednesday, 26 July 2023 AT 2:30pm

PRESENT: Cr Doug Hawkins OAM, Cr Ken Cudmore, Cr Jason Allan, Cr Terry Cohen, Cr Donna Lawson, Cr Paul Moules, Cr Yvonne Wynne

IN ATTENDANCE: Gary Murphy (General Manager), Dean Frost (Director Corporate and Community Services), Nathan Skelly (Director Infrastructure and Environmental Services), Christie Pearson (Executive Operations),

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.

A webcast 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 Ken Cudmore recited the Acknowledgement of Country and the Council Prayer.

2 Apologies and Applications for a Leave of Absence by Councillors

Nil

The Mayor invited apologies and applications for leave of absence.

3 Confirmation of Minutes

3.1 Minutes of the Council Meeting held on 28 June 2023

Resolution 2023/130

Moved: Cr Paul Moules

Seconded: Cr Yvonne Wynne

1. That the Minutes of the Council Meeting held on 28 June 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 - June 2023

Resolution 2023/131

Moved: Cr Doug Hawkins OAM

Seconded: Cr Terry Cohen

That Council:

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

Carried

6 Inward Correspondence/Petitions

6.1 Correspondence July 2023

Resolution 2023/132

Moved: Cr Ken Cudmore

Seconded: Cr Terry Cohen

That Council receive and note Correspondences

Carried

7 Reports to Council

7.1 Executive Service Report - June 2023

Resolution 2023/133

Moved: Cr Paul Moules

Seconded: Cr Jason Allan

That Council:

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

Carried

7.2 Resolutions Register Update

Resolution 2023/134

Moved: Cr Paul Moules

Seconded: Cr Jason Allan

That Council:

1. Receive and note the Resolutions Register as at 13 July 2023 appended at Annexure A and the Resolution Register for 2022 as appended at Annexure B.

Carried

7.3 Rural Doctors Sponsorship

Resolution 2023/135

Moved: Cr Terry Cohen

Seconded: Cr Ken Cudmore

That Council:

1. Receive and note the Liverpool Plains Shire Council invite from the NSW Rural Doctors Network Bush Bursary Sponsorship as appended at Annexure A and the Scholarship Program Guidelines as appended at Annexure B

2. Thank the Rural Doctors Network for the opportunity to participate in the Bush Bursary Program for 2023

3. Agree to participate in the Bush Bursary Program for 2023; and

4. Approve the costs associated with participating in the program as estimated in the Financial implications section of the report.

Carried

7.4 Corporate and Community Services Directorate Report June - 2023

Resolution 2023/136

Moved: Cr Ken Cudmore

Seconded: Cr Jason Allan

That Council:

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

Carried

7.5 Statement of Investments - June 2023

Resolution 2023/137

Moved: Cr Terry Cohen

Seconded: Cr Ken Cudmore

That Council:

1. Receive and note the Statement of Investments at 30 June 2023 as appended at Annexure A.

Carried

7.6 Operating Hours Liverpool Plains Shire Libraries

Resolution 2023/138

Moved: Cr Yvonne Wynne

Seconded: Cr Ken Cudmore

That Council:

(a) Permanently remove the lunchtime closure from Quirindi Library’s hours of operation

(b) Cease the trial of Saturday openings at Quirindi Library on 29^th July 2023, and not permanently introduce Saturday openings.

Carried

7.7 Local Advisory Groups

Resolution 2023/139

Moved: Cr Donna Lawson

Seconded: Cr Terry Cohen

That Council:

(a) Receive and note the minutes of the Currabubula Local Advisory Group

(b) Receive and note the minutes of the Spring Ridge Local Advisory Group/

Carried

7.8 Infrastructure & Environmental Services Directorate Report July 2023

Resolution 2023/140

Moved: Cr Terry Cohen

Seconded: Cr Ken Cudmore

That Council:

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

Carried

7.9 Federal Growing Regions Program - Project Nominations

Resolution 2023/141

Moved: Cr Donna Lawson

Seconded: Cr Paul Moules

That Council:

1. Endorse completing an expression of interest to the Growing Regions Program for:

(a) The Quirindi Aquatic Centre community gathering space; and

(b) The Quirindi Landfill Remediation and Waste Transfer Stations

Carried

7.10 Town Water Supply Status

Resolution 2023/142

Moved: Cr Terry Cohen

Seconded: Cr Yvonne Wynne

That Council:

1. Receive and note the Water Supply Status Report.

Carried

7.11 Quipolly water project construction progress report

Resolution 2023/143

Moved: Cr Ken Cudmore

Seconded: Cr Donna Lawson

That Council:

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

Carried

7.12 DA/2023/019 Dwelling & Shed - 25 Deeks Road, Werris Creek

Resolution 2023/144

Moved: Cr Paul Moules

Seconded: Cr Ken Cudmore

That Council:

1. Determines Development Application 2023/019 pursuant to Section 4.16 of the Environmental Planning and Assessment Act 1979 by the granting of consent subject to the attached conditions

In Favour: Crs Ken Cudmore, Doug Hawkins OAM, Paul Moules, Yvonne Wynne, Terry Cohen, Donna Lawson and Jason Allan

Against: Nil

carried 7/0

8 Delegates Reports

Nil

9 Notices of Motions/Questions with Notice

Nil

10 Confidential Matters

Resolution 2023/145

Moved: Cr Paul Moules

Seconded: Cr Ken Cudmore

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 Unauthorised Use - Demountable Buildings - Wallabadah

This matter is considered to be confidential under Section 10A(2) - (b) 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 discussion in relation to the personal hardship of a resident or ratepayer.

10.2 Appointment of External Facilitator for General Manager's Performance Review 2023-2024

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 2023/148

Moved: Cr Paul Moules

Seconded: Cr Jason Allan

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 Unauthorised Use - Demountable Buildings - Wallabadah

Resolution 2023/146

Moved: Cr Terry Cohen

Seconded: Cr Ken Cudmore

That Council:

1. Give the Applicant 6 months to obtain the necessary approvals for the portable buildings and storage containers.

2. Advise the Complainant that, while it appreciates their concerns about the need to comply with the planning requirements, due the particular circumstances of this case, Council is prepared to give the Applicant another 6 months to obtain the necessary approvals.

Carried

10.2 Appointment of General Manager's Performance Review Panel 2023-2024

Resolution 2023/147

Moved: Cr Ken Cudmore

Seconded: Cr Donna Lawson

That Council:

1. Authorise the General Manager’s Performance Review Panel and General Manager to engage LG NSW as an external facilitator to assist with the performance appraisal process and the development of any new performance plan for the 2023-2024 period.

Carried

The Meeting closed at 3.23pm.

The minutes of this meeting were confirmed at the Ordinary Council Meeting held on 23 August 2023.

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

CHAIRPERSON

Ordinary Council Meeting Agenda

23 August 2023

7 Reports to Council

7.1 Executive Services Report - July 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: G2023/0227

Annexures: Nil

Recommendation

That Council:

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

Background

The General Manager holds regular meetings with the Executive Leadership Team, Management Team and a monthly meeting with staff.

Issues and Commentary

Actions and Functions / Events attended by the General Manager
July 2023
01/07/2023	Regular meetings with the Mayor
05/07/2023	NAIDOC Family Fun Day – Nancy Gray OAM Memorial Pavilion
06/07/2023	LGNSW webinar
07/07/2023	Tour of Council facilities
10/07/2023	Meeting with General Manager Eric Groth – Gunnedah Shire Council
11/07/2023	Teams meeting with McVicar Timbers
12/07/2023	Werris Creek Swimming Club – Pool consultation
13/07/2023	Meeting with Crown Lands
13/07/2023	Meeting with General Manager – Paul Bennett – Tamworth Regional Council
14/07/2023	Shire site visits
15/07/2023	NSW Rural Fire Service Liverpool Range District – Medal Presentation
17/07/2023	Meeting with Agracom Grain Trading
18/07/2023	Meeting with Quirindi Police
18/07/2023	Wallabadah Public School – Quirindi Aquatic Centre consultation
18/07/2023	Wallabadah Community Consultation – Quirindi Aquatic Centre
19/07/2023	Meeting with Quirindi High School
19/07/2023	Willow Tree School – Quirindi Aquatic Centre consultation
20/07/2023	Werris Creek - Quirindi Aquatic Centre community consultation
24/07/2023	Quirindi Local Advisory Group meeting
25/07/2023	Quirindi Swimming Club – Quirindi Aquatic Centre consultation
25/07/2023	Spring Ridge – Quirindi Aquatic Centre consultation
26-28/7/23	Local Government Chief Officers Group (LGCOG) – Conference – Cairns/Port Douglas

Table 1 - Human Resources
Function	Briefing
Recruitment	Two vacant positions were externally advertised during the month of July as follows: - Water Services Supervisor - Communications and Media Officer No employment offers were finalised throughout July
Employee Separations	In the month of July there were two employees who ended their employment with council. One other employee resignation was received in the month of July with an end date in August.
Local Government (State) Award 2023	The Local Government (State) Award 2023 was implemented from 1 July 2023 with any applicable pay rate changes implemented from the first full pay period in July. HR and Payroll completed Award update training with LG NSW.

Table 2 – Media
Function	Briefing
Social media	LPSC Facebook page (from last 28 days) People reached 27,050 Engagement 14,045 Impressions 82,600 33 new followers 6,633 Followers
Facebook highlights	Top 5 performing posts Brown Pup Posted 28/7 Impressions 1,735 Reach 11,401 Road Closure Update Posted on 21/7 Impressions 1,910 Reach 9,010 Celebrating NAIDOC Week Posted on 15/6 Impressions 6,669 Reach 6,074 Celebrating NAIDOC Week Posted on 5/7 Impressions 2,437 Reach 5,915 Quirindi Aquatic Centre Posted on 3/7 Impressions 1,587 Reach 4,417
Media releases	Media releases approved and distributed: 5

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 or mitigation strategies 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 during July 2023.

Ordinary Council Meeting Agenda

23 August 2023

7.2 Resolutions Register Update

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: Christie Pearson, Executive Operations

Authoriser: Gary Murphy, General Manager

File Number: G2023/0226

Annexures: A. Resolutions Register Update - August 2023 ⇩

B. Resolutions Register Update 2022 ⇩

Recommendation

That Council:

1. Receive and note the Resolutions Register as at 15 August 2023 appended at Annexure A and the Resolution Register for 2022 as appended at Annexure B.

Background

Section 223 of the Local Government Act 1993 (“the Act”) provides that Council’s governing body is responsible for directing and controlling the affairs of Council in accordance with the Act, including making decisions with respect to the exercise of Council’s functions. Decisions of Council’s governing body must be made at meetings of the Council, which must be conducted in accordance with Council’s Code of Meeting Practice.

Section 335 of the Act requires the General Manager to conduct the day-to-day management of Council in accordance with its strategic plans, programs, strategies and policies, and to implement, without undue delay, lawful decisions of the Council.

Issues and Commentary

The Resolutions Register appended at Annexure A lists all resolutions of Council, commencing 01 January 2023, that require further action by Officers in order to be implemented.

The Resolutions Register appended at Annexure B lists all resolutions of Council, commencing 01 January 2022 to 31 December 22, that require further action by Officers in order to be implemented.

Each resolution has been assigned to the appropriate Officer, who is responsible for completing any actions required to effectively implement the respective resolution.

The register excludes those resolutions of Council that do not require further action.

Commencing 01 January 2023, Council has made forty resolutions requiring further action. As illustrated in Table 1, below, thirty-two have been completed and actioned as at the date of this Business Paper being published, and eight remain outstanding.

*Table 1: Council Resolution Status Summary*
Status	Definition	Number
Complete	Action completed by date of Business Paper publication.	32
Outstanding	Action not completed by date of Business Paper publication.	8
	TOTAL	40

Legislative and Policy Implications

As detailed above, the Act requires the General Manager to implement, without undue delay, the lawful decisions of Council. The Resolutions Register clearly details how the General Manager is implementing Council’s decisions, consistent with resolutions made at its meetings.

Financial Implications

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

RISK Implications

Provision of the Resolutions Register mitigates the risk of actions not being implemented in a timely manner.

Community Consultation

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

Conclusion

The Resolutions Register appended at Annexure A lists all Council resolutions requiring further action, and the status of implementing each action, as at 15 August 2023. It is recommended that Council receive and note the Resolutions Register.

Ordinary Council Meeting Agenda

23 August 2023

7.3 Corporate and Community Services Directorate Report July - 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: Dean Frost, Director Corporate and Community Services

Authoriser: Gary Murphy, General Manager

File Number: G2023/0225

Annexures: Nil

Recommendation

That Council:

1. Receive and note the Corporate and Community Services Directorate briefing for July 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 four business units:

· Community and Recreation Services;

· Customer and Information Services;

· Finance; and

· Governance and Risk.

At its Ordinary Meeting held 28 June 2023, Council adopted the Combined Delivery Program 2022-2026 and Operational Plan 2023-2024. Council has committed to delivering a combined total of 71 actions focused on achieving the community's vision across the four key strategic outcome areas set out in the Community Strategic Plan. 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 July 2023.

Issues and Commentary

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

Table 1 – Community and Recreation Services
Function	Briefing
Community Development	· Interviews were held for the Community Development Officer position. · Manager C & R participated in 5 community consultation sessions regarding the Quirindi Aquatic Centre · Attended the initial meeting of the Premer Local Advisory Group · Participated in network meeting with Manager Community Services UHSC · Visited the Community Challenge Service in Quirindi · Hosted “A bit of blue” Puppet show for three local schools.
Royal Theatre	· The technician will attend the Theatre 29th August to service and repair the projector · Quirindi High School booked the Theatre for rehearsal and performances. · Schools show – “A Bit of Blue”
Eastside Child Care Centre	· 65 individual children attended Eastside during the month. · The service has been advised of the annual Assessment and Rating Visit to be carried take place 9^th and 10^th of August. · The children planted the vegetable and flower beds as the weather is improving · Routine maintenance and repairs have been completed in preparation for the Assessment and Rating visit.
Youth Services	· Winter School activities were held at Quirindi Library, Werris Creek Library, Blackville Public School and Wallabadah Public School. A total of 34 young people and children took part. Two activities hosted by the State Library of NSW were shared via the Library’s facebook pages. · NAIDOC Family Fun Day was held on 5 July. An estimated 350-400 people took part in the event. Sarah Ranclaud was a member of the organising committee and assisted by sourcing grant funding for the event and in planning and organising the event.
Library	· A total of 1,300 patrons visited Quirindi Library and 610 visited Werris Creek. · 7 new borrowers joined the network 4 at Quirindi and 3 at Werris Creek. · Quirindi hosted 14 events during July including Storytime, Book Club, Afternoon Tech, Seniors’ Trivia and Learn from a Local with Friends of Quirindi Library. · Werris Creek hosted 14 events including Storytime and a LEGO event (both hosted by Friends of Werris Creek Library) Afternoon Tech and Winter Book Club. Based on requests from participants, Book Club will now be a quarterly event, rather than twice per year. · Saturday opening in Quirindi concluded on 29 July. Hours have been updated on the website and the library signage is being updated. · Werris Creek Library assisted 14 people with Services Australia related enquiries. The lack of internet connection to the Services Australia Hub has placed additional demands on staff time. Approximately 5 hours was required in staff time to assist the 14 customers. Services Australia is aware of problem. · Tech Savvy Seniors funding has been received for 2023/2024. Courses will commence in February at Quirindi, Werris Creek and for the first time, Willow Tree. · Collaborations/Partnerships this month include, Friends of Quirindi Library, Friends of Werris Creek Library, North and North West Community Legal Service, Werris Creek Knitting Group, Quirindi NAIDOC DAY Committee, Quirindi Show Society and Dept of Education Share our Space.
Quirindi Community Hub	· There were 15 individual events/bookings in the Community Hub during July. · 7 of these were external to organisations and 8 of these were for library/LPSC events. One booking was made for a community group under the new fee structure but was cancelled before the event.
Plains Fitness	· During July, Plains Fitness had 79 financial members · 676 visits were recorded during the month · 158 participants in group fit training sessions · 106 personal training sessions were conducted during the month, with 137 participants.

Table 2 – Customer and Information Services
Function	Briefing
Customer and Visitor Services	July 2023 455 Counter attendance (249 payments, 78 rates/water enquiries, 27 Planning enquiries, 24 companion animals, 77 other 213 (118 June) Customer Action Request transactions were received and distributed. 1075 (815 June) phone calls to Councils core phone number. 1033 (1067 June) transactions were undertaken at the Service NSW Agency 452 (380 June) total visitors attended the Willow Tree VIC.
Information Technology and Business Systems	Total number of helpdesk and general IT support tickets · Internally resolved 119 · RMT Support 43 Total recorded number of helpdesk requests performed for Mapping / GIS and property for June 2023: 8 Total 170 support tickets July also saw significant progress in relation to the core business systems upgrade including: · Altitude Upgrade – “go live” on 10-14 August. · Customer Request Management System – Staff training occurred – for go live late September. · Commenced data upload and review related to Cemetery records

Table 3 – Finance
Function	Briefing
Financial Reporting	· EOFY processing completed · Compiling draft Statutory accounts · Balance Sheet reconciliations continue · Statutory returns – including BAS · Ongoing Grant acquittals
Financial Strategy	· Authority Altitude expected to go live by 14 August 2023 · Preparation of carryover for inclusion in QBRS September quarter · Budget rollout to organisation
Procurement and Contracts	· Procurement Procedures adopted · Drafted Contract Management Procedure for management input · Obsolescence project started at Stores
Rates and Water Billing	· 2024 Rates Levy issued · Preparing Pensioner Rebate Claim and Permissible Income Return · Sale of Land for unpaid rates final negotiations with outstanding purchasers
Integrated Planning and Reporting (IP&R)	· Pulse implementation ongoing · Operational Plan six monthly report

Table 4 - Governance and Risk
Function	Briefing
Corporate Governance	· Disclosure of Interest Returns issued to all Councillors and Designated Staff. Returns are due by 31 August 2023. · Policy reviews are ongoing with staff requested to review and update all Policies that are currently overdue for review.
Internal Audit and Risk Management	· Risk Framework and Strategy review commencing. Will involve review of Risk Appetite, Strategic and Operational Risk Registers and all supporting documents used by staff.
Work Health and Safety (WHS)	· 2023 StateCover Self Audit was completed this month. The results of the Audit should be received by Council in September. · Workshops/training commence for stage one of Council safety system rollout.

HR information previously provided in this report is now provided in the Executive Services Report.

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 Council receive and note the briefing on services and activities within the Corporate and Community Services Directorate for July 2023 as detailed in this report.

Ordinary Council Meeting Agenda

23 August 2023

7.4 Public Exhibition of draft Code of Meeting Practice

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

Strategy: Commit to best practice community engagement initiatives including online platforms and other emerging technologies pursuant to applicable Office Local Government (OLG) Guidelines and responsive complaint management processes

Author: Jared McCulloch, Governance and Risk Coordinator

Authoriser: Dean Frost, Director Corporate and Community Services

File Number: G2023/0230

Annexures: A. Code of Meeting Practice ⇩

Recommendation

That Council:

1. Place the draft Code of Meeting Practice, appended at Annexure A, on public exhibition for a period of 28 days and adopt the updated Code as exhibited, subject to no submissions being received.

Background

Section 360(1) of the Local Government Act 1993 (“the Act”) provides that the Local Government (General) Regulation 2021 (“the Regulation”) may prescribe a Model Code of Meeting Practice (“Model Meeting Code”) for the conduct of meetings of councils and committees of councils. Section 360(2) of the Act allows the Model Meeting Code to incorporate both mandatory and non-mandatory provisions, with section 360(3) requiring a council’s adopted Code of Meeting Practice to incorporate all mandatory provisions of the Model Meeting Code.

On 29 October 2021, the Office of Local Government (“the OLG”) announced, via Circular 21-35 (refer Annexure A), that the new Model Code of Meeting Practice for Local Councils in NSW (“the Model Meeting Code”) has been finalised and published in the NSW Government Gazette.

Issues and Commentary

In March 2022, Council adopted the Code of Meeting Practice incorporating the OLG’s changes [res. 2022/63].

In July 2023, the General Manager implemented changes to Council’s current requirements around the dates for the provision of Council Business Papers to the Councillors. In updating the new requirements, some other minor changes were made to the Code of Meeting Practice. These changes are listed below:

· Changes to sections 3.6 and 3.8 requiring Council to give a minimum of five (5) business days notice of Council Meetings and to provide the Agenda to Councillors;

· Change to section 3.9 requiring Councillors to give a minimum of seven (7) business days notice of any business they wish to be considered by the Council at its next ordinary meeting by way of a notice of motion;

· Change to section 8.1 to remove Inward Correspondence from the Council Agenda template as correspondence has only been tabled once in the last 12 months;

· Removing section 11.6 from Voting at a Council Meetings to the following section Voting on Planning Decisions as the names of Councillors and their vote is required on planning decisions; and

· Changes to sections 20.6 and 20.7 requiring Council to give a minimum of five (5) business days notice of Committee Meetings and to provide the Agenda to Councillors.

Legislative and Policy Implications

Section 360(1) of the Local Government Act 1993 (“the Act”) provides that the Local Government (General) Regulation 2021 (“the Regulation”) may prescribe a Model Code of Meeting Practice for the conduct of meetings of councils and committees of councils. Section 360(2) of the Act allows the Model Meeting Code to incorporate both mandatory and non-mandatory provisions, with section 360(3) requiring Council’s adopted Code of Meeting Practice to incorporate all mandatory provisions of the Model Code of Meeting Practice.

Under section 361 of the Act, a council must publicly exhibit its draft Meeting Code prior to adoption. The period of public exhibition must not be less than 28 days, and the public notice must specify a period of not less than 42 days after the date on which the draft Meeting Code is placed on public exhibition during which submissions may be made. Section 362 of the Act further requires a council to consider any public submissions received prior to adopting its draft Meeting Code

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

It is recommended that Council adopt the minor changes to the Code of Meeting Practice and that the draft document be publicly exhibited for 28 days to allow members of the public to provide feedback on the document prior to its adoption. If no submissions are received, the draft Code of Meeting Practice attached as Annexure A will be adopted.

Conclusion

The updated Code of Meeting Practice appended to this report is submitted to Council for adoption.

Ordinary Council Meeting Agenda

23 August 2023

7.5 Local Advisory Groups

IP&R Linkage: Goal: Our leaders represent the diversity of our community

Strategy: Complete, implement and deliver local strategies and plans

Author: Ruth Neave, Manager Community and Recreation Services

Authoriser: Dean Frost, Director Corporate and Community Services

File Number: G2023/0239

Annexures: A. Premer Local Advisory Group Meeting Minutes 11 August 2023 ⇩

B. Currabubula Local Advisory Group Meeting Minutes ⇩

Recommendation

That Council:

a) Receive and note the minutes of the Premer Local Advisory Group as appended at Annexure A

b) Receive and note the minutes of the Currabubula Local Advisory Group as appended at Annexure B

Background

The Premer Local Advisory Group held their initial meeting in July 2023. Minutes have received from the Premer and Currabubula Local Advisory Groups and are attached at Annexure A and Annexure B.

Issues and Commentary

The Liverpool Local Advisory Groups operate in accordance with the provision of the Local Government Act 1993 and are wholly advisory in their capacity.

The Local Advisory Groups set their own meeting schedules and agendas. Local Advisory Groups discuss a range of matters, including local events, improvements to local council managed/owned facilities and local concerns relating to council programs and services.

The minutes of each Local Advisory Group are reviewed when received. Any new business raised in the minutes is forwarded to the relevant staff member for consideration and advice provided on the month when the minutes will be included in the Council report. When actions are completed (such as the provision of new cleaning materials) the Local Advisory Groups are informed. More complex matters, such as upgrades to public infrastructure require a more considered response and/or a representative of the specialist team to attend a meeting.

The minutes are also reviewed for common areas of concern. For example, both Spring Ridge and Premer groups have identified child safe public play areas as a local priority. These themes will inform council’s larger planning cycles such as the Delivery Program and Operational Plan.

Information regarding the Public Exhibition period of the Delivery Program and Operational Plan, and 23/24 Fees and Charges were forwarded to the active Local Advisory Groups and the groups were encouraged to provide responses.

The Currabubula Local Advisory has met monthly since the Local Advisory Groups were initiated in 2022. Council’s Manager Community and Recreation is the point of contact for the coordination of the group’s funds and the Hall Upgrade project. Where specific advice is required, other LPSC staff are contacted.

Quirindi Local Advisory Group is scheduled to meet quarterly; several of the last scheduled meetings have been cancelled due to members not being available.

Spring Ridge Local Advisory Group held its first meeting in June 2023 and at this stage has not scheduled a second meeting.

Premer Local Advisory Group holds its meetings monthly and Council’s Manager Community and Recreation Councils Manager Community and Recreation will attend the next meeting.

Legislative and Policy Implications

In accordance with the Terms of Reference all Local Advisory Group members have submitted a signed copy of the Code of Conduct acknowledging that they have read and understood the code.

Financial Implications

The terms of reference include clauses covering Local Advisory Group delegations. The Local Advisory Groups do not have the authority to incur expenditure or to make contributions on Council’s behalf without approval from Council.

RISK Implications

The purpose of the Local Advisory Groups is to contribute to the Liverpool Plains Shire Council’s strategic direction and delivery program. The groups make their greatest contribution when their efforts are focused on strategic goals.

Community Consultation

The Local Advisory Groups add to our network of community contacts for community consultation and engagement activities. Local Advisory Groups were invited to participate in the Quirindi Aquatic Centre consultations. Quirindi Local Advisory Group scheduled a meeting with representatives of Council. The meeting was cancelled by the LAG as most LAG members were unable to attend.

Conclusion

In line with the Terms of Reference, the Local Advisory Groups will operate for the current term of council.

Ordinary Council Meeting Agenda

23 August 2023

7.7 Delivery Program 2022-2026 - Full-Year Progress Report as at 30 June 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: Katrina Gresser, Management Accountant

Authoriser: Joanna Little, Chief Financial Officer

File Number: G2023/0217

Annexures: A. Delivery Program 2022-2026 - Full-Year Progress Report - 30 June 2023 ⇩

Recommendation

That Council:

1. Receive and note the Delivery Program 2022-2026 – Full-Year Progress Report - 30 June 2023, as appended at Annexure A.

Background

The Integrated Planning and Reporting (“IP&R”) framework contained in the Local Government Act 1993 (“the Act”) requires Council to develop and adopt a suite of strategic documents that include the ten-year Community Strategic Plan 2022-2032, the four-year Delivery Program 2022-2026 and the annual Operational Plan 2022-2023. Under the IP&R framework, Council’s General Manager must ensure that regular progress reports are provided to Council detailing the organisation’s progress towards implementing the Delivery Program and Operational Plan.

Council’s Community Strategic Plan - 2022-2032 was adopted at its Ordinary Meeting of Council held 22 June 2022 [res. 2022/133]. The Community Strategic Plan outlines four strategic outcomes that are supported by a combined total of eighteen targets. Council’s combined Delivery Program and Operational Plan, which was adopted by Council at its Ordinary Meeting held 22 June 2022 [res. 2022/134], details the four-year principal activities and annual actions that will be undertaken to meet those targets.

Issues and Commentary

Council has committed to delivering one hundred and ninety-five actions in 2022-2023. These actions focus on achieving the community’s vision across the four key strategic outcome areas as set out in the Community Strategic Plan.

Each of the one hundred and ninety-five actions contained in the combined Delivery Program and Operational Plan are assigned to a member of Council’s Management and Executive Team for completion. In turn, each member of the Management Team is responsible for monitoring the actions assigned to their position and providing a progress status.

The Delivery Program – Full-Year Progress Report (“the Progress Report”) detailing Council’s progress in achieving those actions over the twelve-month period from 1 July 2022 to 30 June 2023 is appended at Annexure A.

The Progress Report lists the scheduled completion date for each action as either Quarter 1 (30 September 2022), Quarter 2 (31 December 2022), Quarter 3 (31 March 2023) or Quarter 4 (30 June 2023), Bi-Annually or Annually.

Of the one hundred and ninety five actions contained in the combined Delivery Program and Operational Plan, a combined total of eighteen percent were completed, twenty seven percent are on track or ongoing within their agreed timeframes, thirty percent will proceed subject to external funding, while twenty percent are behind plan, four percent are off track and one percent has been cancelled.

Any actions either off track or cancelled have been included in the Progress Report as an exception.

A summary of Council’s progress in implementing its Delivery Program for the period ending 30 June 2023 is represented in Table 1 below. This shows the breakdown of number of completion categories per strategic action and the percentage of the total actions for the period;

Table 1

Legislative and Policy Implications

As detailed above, the combined Delivery Program and Operational Plan forms part of Council’s IP&R framework, which Council is required to develop and implement under the Act. The General Manager is required to provide regular reports to Council and the community on the progress of the Delivery Plan’s implementation as reflected in the Full-Year Progress Report.

Financial Implications

Actions contained in the combined Delivery Program and Operational Plan are resourced for delivery in the 2022-2023 Budget, apart from those actions that are deemed ‘Subject to External Funding’, which by definition will not proceed unless external resources are received.

RISK Implications

As illustrated in Table 1, eight of the one ninety five actions contained in the combined Delivery Program and Operational Plan (representing four percent of all actions) are either off track or cancelled. A further forty actions are currently behind plan (representing twenty one percent of all actions).

Community Consultation

There are no community consultation requirements for Council associated with this report. The combined Delivery Program and Operational Plan aligns with Council’s Community Strategic Plan, the development of which was informed by extensive community consultation.

Conclusion

It is recommended that Council receive and note the Delivery Program – Full-Year Progress Report as at 30 June 2023.

Ordinary Council Meeting Agenda

23 August 2023

7.8 Infrastructure & Environmental Services Directorate Report August 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: Nathan Skelly, Director Infrastructure and Environmental Services

Authoriser: Gary Murphy, General Manager

File Number: G2023/0229

Annexures: A. Werris Creek Industrial Precinct - Overall Plan ⇩

Recommendation

That Council:

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

Background

N/A

Issues and Commentary

Major Project Update

Werris Creek Industrial Precinct

The final design has been delayed due to slow responses from utilities providers, and due the identification of Ecologically Endangered Community plants within the site. Further environmental assessment has taken place on 10 August 2023 to determine whether the plants identified are an isolated community.

The final plans are expected within the next two weeks to enable final pricing by our contractor, Daracon.

An overview plan is provided within Annexure A.

This project is funded by $7.296 million from the Growing Local Economies program and $4.5 million from Fixing Country Roads

Quirindi Aquatic Centre

Subject to a separate report.

Project Update

Infield Clubhouse

The Infield Clubhouse construction has reached practical completion as of 11 August 2023 providing a facility that is aesthetically pleasing and functional for all members of the community.

An official opening of this project is currently being planned for late August/early September.

This project is funded by Council.

Plains Fitness Centre

Works at Plains Fitness Centre have reached practical completion as of 4 August 2023 with an upgrade to the lower floor amenities, installation of a storage room, installation of additional electrical power points and fans, an office security screen, secure access systems, and wall mirrors.

The gym area received a fresh coat of paint, and a gym flooring system installed. The builder and council personnel attended a handover of the completed works on 3August 2023.

Gym personnel have organised for the Gym equipment upstairs to be relocated to the new location at the end of August by a professional service provider, which will put the forecasted opening of the facilities back to mid-September.

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

Milner Parade

Additional discussions have been held to ensure the design meets the community needs, proceeding to Tender with the concept design.

RFQ-077-2023 Demolition - 7 Milner Parade Clubhouse – closed on the 29 June 2023, with 5 submissions received for the works.

RFT-078-2023_7 Milner Parade Clubhouse Construction – was closed on the 24 July 2023. With 2 submissions for the construction of the new premises received.

A Separate report is included.

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

Fixing Country Bridges

The Tender for the construction of Gurton Street and Bridge Road bridges close on 14 August 2023 with a lot of interest shown so far in the tender.

Determination and identification of the possibility of Microbat existence was required by TfNSW for both bridges. Assessments were carried out by OzArk on 3 and 4 August 2023 with the report on their findings expected to arrive shortly after.

Bridge Road Bridge was closed on 10 August 2023 due to a structural component failure that was identified through an inspection. There is a bypass available for dry weather access to Bridge Road, with minor maintenance works being scheduled to ensure it is suitable for all vehicles.

Wallabadah Street Lighting

The installation of 11 Solar Powered Street Lights and 1 Monitoring Station in the township of Wallabadah was carried out on 8 and 9 August 2023.

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

Wallabadah Reservoir

Wallabadah Reservoir tanks are currently receiving an upgrade to the tanks, with new roofs being installed. Tank 1 roof has been installed with the tank 2 roof in progress.

Station Street Upgrades

A contractor has been engaged to complete the Station Street upgrade works, which will include the installation of blisters, and stormwater grates on Station Street, and on the corners of Abbot and Dalley Streets.

Additional signage to identify parking and traffic movement requirements have been installed.

Grates for the area between the gutter and the blisters are proving to be difficult to source, design requires the blister to be custom made which has blown the cost out. Awaiting quotes from other providers. This is delaying the commencement of the project whilst a solution is sourced.

David Taylor Oval

Additional works are being carried out to acquit residual funding at David Taylor Oval with an upgrade to the basketball court backboards and hoops completed, the surface of the court, line marking, and fencing completed. Earthworks has been carried out to improve drainage on the southern side of the Canteen, and fencing repairs carried out to the boundary fence.

New Oval and Freedom Camping signage has also been installed to provide clearer direction and information. Works Planned to be completed by the end of August 2023.

Longfield Oval Lighting Project

A Tender for the Longfield Oval Lighting Upgrade was posted to Tenderlink with 4 submissions received within the allocated budget. A Separate report is included.

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

Changing Places – Showground Pavilion

Additional works were required to the entry door to ensure compliance and safety, it was decided (to remove the potential for finger traps) to remove the glass door and replace the door with a timber door. The door also needed to be reset to allow for a longer opening time.

The ramp on the veranda needed additional works to change the fall / grade for those accessing changing places room in wheelchairs.

A disabled parking area, with an access road up to the parking area has been installed.

These works will be finalised prior to the Quirindi Show.

Roads Update

Unsealed Roads

Unsealed road maintenance is progressing well. Emphasis is being placed on standardising road widths to 6.0-metre-wide carriageways.

Roads to Recovery Projects (R2R)

The 2022/2023 FY R2R project programme was successfully completed with 45.1kms of road length being resheeted/rehabilitated. This equates to 5.6% of the unsealed road network. The 2023/2024 FY resheet programme has been approved and includes 34.00km of resheet (4.25% of the unsealed road network).

The 2023/2024 scheduled projects are as follows:

Bundella Road – Merrilong Road to 1km west of Yarraman Creek Road = 10.00km

Bundella Road – Moreduval Lane to Rockgedgeil Road = 5.20km

Knights Road – Warrah Ridge Road to Colly Plains Road = 4.10kms

Seven Creek Road – Gaspard Road to New England Highway = 5.30kms

Greys Road – Wilmotts Road to end = 3.30kms

Colly Plains Road – Spains Lane to end = 6.10kms

Sealed Roads

Sealed pavement surface maintenance (pothole repairs) is being undertaken. Since March 2023 an estimated 5,515 potholes have been repaired and 19,025m2 of seal has been placed. The heavy patching programme has been delayed due to resources being required for other works.

2023/2024 Work programmes have been completed for the following funding sources;

Round 2 – Regional & Local Roads Repair Programme (RLRRP) - $2.4M

Coonabarabran Road – 3.389kms rehabilitation in 3 sections

Waverley Road – 2,756m2 heavy patching

Wallabadah Road – 910m2 heavy patching

Gap Road – 814m2 heavy patching

Goran Lakes Road – 1.969m2 heavy patching, 0.18km rehabilitation

Wilmotts Road – 3,151m2 heavy patching

Harrison’s Plains Road – 613m2 heavy patching

Warrah Creek Road – 1,838m2 heavy patching, 1.0km rehabilitation

Borambil Creek Road – 394m2 heavy patching, 1.35km rehabilitation

Inverkip Road – 2,100m2 heavy patching, 1.75km rehabilitation

Warrah Ridge Road – 2,100m2 heavy patching

REPAIR

Wallabadah Road – 0.476km rehabilitation

Gap Road – 0.500km rehabilitation

Waverley Road – 1.250km rehabilitation

BLOCK

Merriwa Road – 0.190km rehabilitation

Coonabarabran Road – 1.750km rehabilitation

Werris Creek Road – 3.0km rehabilitation

Local Roads & Community Infrastructure

Warrah Ridge Road – 2.00km rehabilitation

SRV/COUNCIL

Warrah Ridge Road – 2.00km rehabilitation (combined funding with LRCI)

Cattle Creek Road – 1.75km rehabilitation

Borah Creek Road – 0.500km rehabilitation

Piallaway Road – 1.75km rehabilitation

Williewarina Road – rehabilitate 2 x intersections

Seven Creeks Road – 2.50km rehabilitation

Gamble Street – 0.15km rehabilitation (Seven Creeks Road – Bridge)

Fitzroy Street – 0.250km rehabilitation (Church to Simpson)

Lowes Creek Road – basecourse and seal 1km adjacent to new water treatment facility

FIXING LOCAL ROADS ROUND 4

Blackville Road – 17.10km rehabilitation

The programme summary in 2023/2024 is 374,930m2 (11.20% of total sealed road network area) of pavement renewal which includes 46.405km of full width rehabilitation (9.20% of sealed road pavement length).

Parks & Gardens

Maintenance works are progressing with emphasis being placed on street assets. Mowing is minimal.

Waste Management

Operational maintenance of the Waste Transfer Stations and landfills is being maintained.

The construction of the Willow Tree Landfill is provided in a separate report.

Property and Assets

Building Maintenance - General

The programmed pest control for all areas of the LGA has now been completed and staff are now focused on minor reactive repairs, along with programming annual maintenance programs for Council assets.

Tagging and testing of identified equipment and facilities has commenced in early August 2023 and should be finalised by the end of August.

Staffing

Training for Council’s Asset Management System has been programmed for August/September 2023 and will be completed by approximately 10 staff.

Revaluations

The condition assessments and review of water and sewer assets has been undertaken, the methodology statement has been reviewed and updated and will be finalised for the Auditors shortly.

A request for quotation will be advertised shortly for the revaluation of building and operational lands in preparation for the 2024 financial year.

Reviews have commenced on the asset management plans for:

· Aerodrome

· Fleet and Plant (light vehicles, heave vehicles and plant)

· Parks and Recreation (aquatic centres, playgrounds, sporting fields and equitation facilities)

· Property Assets (all council buildings, halls, theatre, libraries, childcare centre and VIC)

· Sewer

· Transportation (roads, footpaths and bridges)

· Water

Water Services

Quipolly Dam and Old Quipolly Dam Safety Management

Changes to the Dams Safety Regulation 2019 to enhance NSW dam safety and the administration of the regulation are now in place. These changes came into effect on 1 July 2022 and require dam owners to undertake numerous plans, studies and reports commensurate to the dam consequence category.

The dam failure and consequence category assessment report is close to finalisation and the Risk Review will commence imminently.

Wastewater Mains Rehabilitation Project

Milestone 2 of this program commenced in July, with approximately 2.6km of mains being rehabilitated by structural liner. Works are continuing during August to seal junction connections into the relined mains.

Water Meter Validations

A selection of distribution and supply mag-flow meters were validated by the manufacturer in June with no issues identified. A sample of customer water meters are planned to be exchanged during August and tested as the next stage of this project. This project is jointly funded by NSW DPIE to assist local councils with water loss accounting and reduction in their water supply networks.

Environmental Services

Regulatory Approvals

The following approvals were issued during the month of July 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.

Development Applications

Applic. No	Address	Land Title	Development	Determination
10.2023.29.1	37 South Street Quirindi	Lot 3 DP 333700	Shed	Approved Under Delegation
10.2023.19.1	25 Deeks Road Werris Creek	Lot 10 DP 540446	Stage 1 - Shed Stage 2 - Dwelling	Approved by Council
10.2023.4.1	17 Green Crescent Quirindi	Lot 11 DP 839305	Awning off Shed	Rejected
10.2022.42.1	55 Davis Street Currububula	Lot 1 Section 7 DP 758321	Shed	Approved Under Delegation

Complying Development Applications

Nil

The graphs below show the estimated cost of development approved up until 31 July 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 2023 Calendar year data as we are currently in the later part of the calendar year.

Strategic/Policy

LPSC Growth Management & Housing Strategy

The LPSC Growth Management & Housing Strategy has commenced with the consultants (Perception Planning) staff having met with the Department of Planning, Industry and Environment week of 7 August for preliminary consultation. The project is currently in Phase 3 (Task 8 & 9).

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.

This will be workshopped with Councillors in September 2023 for a report to Council in October 2023.

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

23 August 2023

7.9 Quirindi Aquatic Centre - Community Consultation Outcomes

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

Strategy: Council facilitates community engagement

Author: Nathan Skelly, Director Infrastructure and Environmental Services

Authoriser: Gary Murphy, General Manager

File Number: G2023/0241

Annexures: A. Quirindi Aquatic Centre - Consultation Report ⇩

Recommendation

That Council:

1. Note the outcomes within the Quirindi Aquatic Centre Community Consultation Report as appended at Annexure A

2. Develop further concept plans incorporating:

(a) A wading pool

(b) Positioning the splash pad in the north western corner of the site

3. Accept the project prioritisation contained within this report

Background

Council received $6.6m in funding from the NSW Governments Resources for Regions Round 9 for the reconstruction of the Quirindi Swimming Pool.

Council developed a vision for this project, with three concept designs developed to undertake community consultation. Community consultation was held throughout July 2023 with this report identifying the feedback received.

Issues and Commentary

Throughout July Council undertook community consultation on three concepts for the new Quirindi Aquatic Centre. The goal was to gain feedback on the preference for three concept options, but also to gain an understanding of what is desired in the splash pad design with three different philosophies provided.

Invitations were sent to the following groups to participate in this consultation, with every group that responded having time made to meet with them:

· Two swimming clubs

· 11 local schools

· Four early childhood carers

· Five local community representative groups

· Two aged care providers

The consultation consisted of:

· Two meetings with school kids

· Two meetings with local swimming clubs

· One meeting with Quirindi Public School P&C Committee

· One meeting with community representative group (one was cancelled by the group on the day of the meeting)

· Three town hall meetings

· One meeting with school kids’ parents

· Online survey

At the close of the consultation period, Council had received:

· 67 online survey responses

· 15 submissions to Council

· Feedback from the 10 meetings

A recurring theme within the consultation was the lack of a wading pool included in any of the options. There was a strong sentiment from the community that this is an important feature for the facility to help build confidence around water for our youth.

From the online survey, there was a clear preference for Option 3 as the choice for the concept, with 49% of respondents identifying that as their preferred option. It is worth noting that the online survey didn’t identify the intention for the splash pad area to be open year round. When that information was provided to those we met in person, it did have an effect on their preference.

There was also a clear preference for the splash pad to be an adventure zone with big splashes and lots of activity, with 53% of respondents identifying that as their preference. From the meetings with the school kids, 37 of them included buckets as a key item, more than any other item.

Regarding the dry play area, from the four options provided, 41% of respondents preferred an Accessible play area, with 37% preferring a Modular style play area. Further detail is provided in Annexure A.

Proposed Changes to Design

Based on the information received, it is suggested that Council revise the concept design to incorporate a wading pool into the design. Further, to provide more of an entrance statement, it is suggested that a revised concept considers the placement of the splash pad on the western side of the facility. This will provide a visually inviting approach to the pool, and also provide some passive surveillance. It is also suggested to remove the dry play area to save space.

A revised concept will be provided under a separate cover.

Prioritisation of Works

Noting the budget constraints, it is necessary that Council consider its priorities for works under this project so that staff can manage the project scope within the budget. Recommended priorities are:

1. 50m pool and grandstand

2. Accessibility upgrades

3. Wading pool

4. Splash pad

5. Storage facilities & Club room

6. BBQ area

Council has submitted an expression of interest (EOI) to the Federal Governments Growing Regions Program to fund the splash pad and BBQ area.

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 is a risk that Council may not be able to deliver on the community’s expectations for this project. This will be managed through further communications during the project.

Community Consultation

Extensive consultation was undertaken on this project, detailed within the Quirindi Aquatic Centre Community Consultation Report in Annexure A.

Conclusion

That Council develop a further concept incorporating a wading pool and relocating the splash pad to the western side of the site.

Ordinary Council Meeting Agenda

23 August 2023

7.10 RFT 078-2023 Construction of 7 Milner Parade Clubhouse

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: Kathleen McGreal, Project Manager

Authoriser: Nathan Skelly, Director Infrastructure and Environmental Services

File Number: G2023/0232

Annexures: Nil

Recommendation

That Council:

1. Approve the demolition of Milner Parade Clubhouse located at 7 Milner Parade;

2. Award the contract for Tender 078-2023 7 Milner Parade Clubhouse to Hoswell Construction Pty Ltd for the sum of $450,828 inclusive of GST

3. Allocate up to $177,000 from the 7.12 Contributions Fund across to the Milner Parade Project Budget to complete the works as listed within the report.

Background

In November 2022 Council engaged a contractor to start removal of the asbestos in the existing Milner Parade Club House. The building still has asbestos to be removed but after discussions with the contractor the building was cleaned to allow access to builders for the purpose of determining the works required to repair and the costs.

In late 2022 Council received a tender submission for the repair / upgrade of the premises for a total of $720,000. An amount that was well out of the budget before any additional issues with the building were identified.

Issues and Commentary

After the removal of some of the asbestos and with safe access, the extent of the deterioration to the building structure has been identified as extensive.

On Wednesday 1 February 2023 the council representative and a reputable builder entered the building to conduct an inspection.

Upon inspection the following was identified:

· The rafters are dried out, bowed, and splitting.

· The building needs levelling, and new piers as required with the asbestos packers removed from the piers.

· The windows are not to the current building code and would likely break when the piers were levelled. Some of the windows do not seal and are warped due to the movement in the timber, preventing them from opening, or closing properly.

· The roof spans over a long distance without enough support, and as a result has bowed.

· The Roof sheeting, eaves, gutters, and down pipes need replacing.

· The flooring would need to be pulled up to access the piers and replaced with new flooring.

· The walls have bowed resulting in the need to replace timber. At least 90% of the internal surfaces need replacing.

· There is evidence of rot and potential termite damage to the structure.

· The external paint is potentially lead paint and is peeling, both internal and external needs painting.

· The bar and kitchen area need a complete restoration and fit out, including floors and windows, tap fittings, cupboards and kitchen cooker and fridge.

· The chimney is lined with friable asbestos, and there is evidence of friable asbestos in other sections of the building.

· There is still a large amount of asbestos to remove from the building, internally and externally.

· All internal and external doors need replacing.

· Disabled access needs to be constructed.

· Concrete paths around the building are severely cracked need replacing.

· Electrical works has not been assessed but there is some indication to say that it would need upgrading.

· The building would need a new air conditioning system that could service the large area of the building.

Upon completion of the inspection the recommendation from the builder was that it would be more cost effective now and for future maintenance costs to demolish the building and build a more fit for purpose facility that will be aesthetically pleasing and functional for the community and the user of the tennis club.

In May 2023 Council approached Barnson to prepare a concept plan for the construction of a smaller more fit for purpose facility for 7 Milner Parade, which were then used to consult with the relevant tennis club members to seek their input and feedback.

RFQ-077-2023 – Demolition, 7 Milner Parade.

In May 2023 Council Requested Quotes for the demolition of 7 Milner Parade Clubhouse, and on 29 June 2023 we received five submissions for the demolition of the Milner Parade Clubhouse.

After careful review of the submissions and the supporting documentation the tender that met the criteria and presented the best value for the community was the tender put forward by Hoswell Construction Pty Ltd for the sum of $69,498 Inc GST.

RFT-078-2023 – Construction of 7 Milner Parade Tennis Club

The concept plan was used to develop the request for tender that was posted for submission on 6 June 2023 and closed on 24 July 2023. The assessment criteria of each tender submission were carried out by an evaluation team, and completed based on the evidence supplied by each tenderer to verify their understanding and compliance to:

1. Mandatory Criteria – supporting documents listed in the contract have been provided.

2. The contract program – did the tenderer provide sufficient detail to demonstrate satisfactory understanding of the criteria to engender reasonable confidence and little to no risk.

3. Design and Construction Methodology – does the tenderer satisfy the requirement, providing a detailed response regarding their capability, and relevant industry experience. The response has little to no risk.

4. Industry Experience – does the tenderer satisfy the requirement, providing a detailed response regarding their capability, and relevant industry experience. The response has little to no risk.

5. Local Benefit – has the tender provided a detailed, well-supported response that demonstrates how the local and regional economy will benefit, demonstrating the potential benefit to the region.

6. Price – which tender offers the best value for money, while achieving the desired outcomes.

We received two submissions for the construction works as shown in the following table.

Note: prices in the table are GST inclusive.

Summary
			*Hoswell Construction Pty Ltd*	*Weyn Construction Pty Ltd*
	Tendered Price before Adjustments	Support Rate	$450,828.00	$615,852.49
		N/A	$ -	$ -
		TOTAL	*$ 450,828*	*$ 615,852*

	Evaluation Results	Weighting

1	Mandatory Criteria	Pass/Fail	Accepted	Accepted

2	Price Evaluation	60.0%	60.0	-16.9

3	Tendered Contract Program	10.0%	4.0	4.0

4	Construction Methodology	15.0%	6.0	6.0

5	Demonstrated Industry Expereince	10.0%	5.3	3.3

6	Local Participation & Benefit	5.0%	2.7	0.3

7	N/A	0.0%	0.0	0.0

TOTAL SCORE - (the HIGHER the number the most favourable)		100%	78.0	-3.2
		Technical Score	47%	30%

The benefits of constructing a new fit for purpose facility weighed against the renovation of the existing Tennis Clubhouse are:

1. Modern amenities:

(a) New buildings are equipped with the latest technology, infrastructure, and amenities. They have energy-efficient systems, smart building features, and advanced safety measures that improve comfort and convenience for occupants.

(b) An updated clubhouse can serve as a draw for new members, attracting tennis enthusiasts who value modern facilities and amenities.

(c) Updating the clubhouse would provide better functionality and space utilisation. This would involve optimising the layout, adding storage areas, improving restrooms facilities, and creating spaces for various activities and events.

2. Improved safety standards:

(a) New buildings are constructed according to updated building codes and safety regulations, which enhance structural integrity and reduce the risk of accidents and emergencies.

(b) The existing building has outdated infrastructure, including plumbing, electrical systems, and HVAC (heating, ventilation, and air conditioning). Upgrading or replacing these systems to meet modern safety and efficiency standards is costly.

(c) Within the existing building hidden structural problems have become apparent during past works, this will increase the cost significantly and has added unexpected delays. This has impacted project timelines and budgets.

3. Energy efficiency:

(a) New buildings incorporate sustainable design practices, energy-efficient materials, and modern HVAC systems, resulting in lower energy consumption and reduced environmental impact.

(b) The existing buildings lacks modern energy-efficient features, insulation, and windows, leading to higher energy consumption and costs. Retrofitting for energy efficiency can require substantial investments.

(c) Updating the amenities, kitchen appliances, lighting layout, ventilation, cooling systems and hot water services with more modern appliance and infrastructure will ensure energy usages will be reduced and used more efficiently than have been in the past recent years.

4. Maintenance costs:

(a) The existing building will require more frequent and extensive maintenance. This leads to higher maintenance costs, including repairs to structural elements, plumbing, electrical systems, roofing, and much more as listed previously.

(b) New buildings require less maintenance, as they have newer components and are less prone to wear and tear compared to older structures.

(c) The existing building contains hazardous materials i.e. lead-based paint, asbestos, and areas of mould, all pose health risks to occupants and complicate renovation or maintenance efforts.

(d) Matching new improvements with the historical character of the building can be a delicate balance and maintaining the building's unique aesthetics would require careful planning and skilled craftsmanship, again adding additional costs to the project.

(e) Resources allocated to maintaining an old building might limit Councils ability to invest in other areas that could bring more significant benefits or returns.

(f) A well-maintained and updated clubhouse would contribute to increasing the overall property value of the tennis facility.

5. Customization and flexibility:

(a) The existing building has a rigid layout that doesn’t accommodate modern needs, Renovations to improve space flexibility would be challenging due to structural constraints.

(b) When designing a new building, there is more flexibility to customise the layout and features to suit specific needs and preferences, including disabled access. Modernizing the clubhouse would include features that enhance accessibility for people with disabilities, making the club more inclusive and welcoming to a diverse range of players and visitors.

(c) The existing building was not designed with modern accessibility standards in mind, making it difficult for people with disabilities to access and navigate the space. Retrofitting for accessibility is complex and costly.

Legislative and Policy Implications

Local Government Act 1993, National Code of Construction (NCC), Protection of the Environment Operations Act (POEO), Australian Standard AS 2601 Demolition of Structures, Work Health, and Safety Act 2017.

Compliance with these regulations is crucial to ensure the safety of workers, protect the environment, and avoid legal and financial liabilities. This report complies with all requirements of the above.

Financial Implications

We currently have $343,370 from NSW Stronger Country Communities (Round 4) available in the funding for the works, to demolish and construct a new facility will exceed the allocated funding for the project, but it is also the most cost effective option for the end result of having a functioning building.

There is potential for modifications which would bring the project finances into a more favourable position for the demolition and construction.

There is $177,000 available for transfer from the 7.12 Contributions fund to the Milner Parade Clubhouse Project.

RISK Implications

There is not enough money in the funding budget to upgrade the existing building, and the upgrades required are reliant on each area of works for ongoing success, so staging is not an option.

With a complete rebuild there is opportunity for a variation to the project to reduce the costs, and with careful consideration the project could be staged.

The funding deed agreement is coming to an end (December 2023) Potentially the project could be at risk of losing the funding unless we show works have commenced.

Community Consultation

Consultation was undertaken with the Tennis Club to inform them of the identified issues and the recommendation made. They were pleased with the recommended actions and the plans that were presented to them, noting that they had wanted this to occur for some time.

Conclusion

After inspection of the premises and the available funding it is the recommendation that Council approves a resolution to transfer $177,000 from the 7.12 Contributions Fund across to the Milner Parade Project Budget and that Council approve demolition, and the construction of a more suitable premises for the community.

A building that is:

1. A facility suited for the community needs.

2. Is aesthetically pleasing to look at.

3. Does not discriminate or exclude access to any community members, and

4. Reduces maintenance and ongoing cost.

Ordinary Council Meeting Agenda

23 August 2023

7.11 RFT 071-2023 Longfield Oval Lighting Upgrade

IP&R Linkage: Goal: Our community is embracing and inclusive of all cultures. Recreation facilities support our communities sporting, health and physical activity needs. We build on our strong community spirit, resilience and sense of belonging

Strategy: Implement Recreation Strategy 2019-2030 actions

Author: Kathleen McGreal, Project Manager

Authoriser: Nathan Skelly, Director Infrastructure and Environmental Services

File Number: G2023/0233

Annexures: Nil

Recommendation

That Council:

1. Award the contract for Tender 071/2023 Longfield Lighting Upgrade to SMADA Electrical Pty Ltd for the sum of $519,590.50 inclusive of GST

Background

Liverpool Plains Shire Council (Council) conducted a high-level feasibility study for the purpose of supporting a grant application to upgrade the sports field lighting of Longfield Oval on Henry Street in Quirindi, NSW. The intention of the proposed upgrades is to further enable higher level competition and practice to be played on the fields at night.

Issues and Commentary

Council received funding to upgrade the lighting and associated infrastructure in February 2023 through the Stronger Country Communities Funding R5 for a total of $685,200.00.

Longfield Oval is comprised of two ovals; the first is a designated cricket field named Oval No. 1 and the second oval named Oval No. 2 containing a cricket pitch and two football fields. Currently each oval is illuminated by four poles with five metal halide (MH) luminaires installed on each pole. This lighting layout does allow some practices to be conducted on the fields at night. However, the current field lighting is not sufficient for match and semi-competitive play as per AS 2560.2:2021 Sports Lighting – Specific Applications.

As part of the works, Council is proposing to upgrade the lighting of Oval No .1 to be compliant with Class V cricket field lighting as per AS 2560.2:2021. Upgrading Oval, No. 1 to this level has the added benefit of achieving the lighting necessary for semi-professional competition level football.

Oval No. 2 is proposed to be upgraded Class VI to be compliant with football for amateur level competition and semi-professional practice as per AS 2560.2:2021.

On 5June 2023, a tender opened for the works with the closing date on 24 July 2023.

We received four tender submissions with one not meeting the criteria and excluded from the evaluation.

Three tender submissions underwent evaluation as listed below for the amounts noted.

The assessment criteria of each tender submission were carried out by an evaluation team, and completed based on the evidence supplied by each tenderer to verify their understanding and compliance to:

1. Mandatory Criteria – supporting documents listed in the contract have been provided.

2. The contract program – did the tenderer provide sufficient detail to demonstrate satisfactory understanding of the criteria to engender reasonable confidence and little to no risk.

4. Industry Experience – does the tenderer satisfy the requirement, providing a detailed response regarding their capability, and relevant industry experience. The response has little to no risk.

5. Local Benefit – has the tender provided a detailed, well-supported response that demonstrates how the local and regional economy will benefit, demonstrating the potential benefit to the region.

6. Price – which tender offers the best value for money, while achieving the desired outcomes.

The final score for each tender was calculated to determine which tenderer met the scope for the works to be completed.

After review of the tender submissions and supporting documents, it has been identified that SMADA Electrical have the experience, and skills to complete the works, and have met the scope for the planned works.

Legislative and Policy Implications

This tender was undertaken in accordance with the Local Government Act 1993. The design of the lighting complies with AS 2560.2:2021 Sports Lighting – Specific Applications, and Cricketing Australia requirements.

Financial Implications

There are no financial implications for Council associated with this report, works can be completed within budget.

RISK Implications

Night-time cricket commences in October, and with a potential lead time for supply of the light poles of up to three months the start of the season could be impacted.

Community Consultation

On 19 September 2022 Council received letters of support for the works to go ahead from the Quirindi Touch Association, and the Quirindi Cricket Club.

Conclusion

It is the recommendation that Council authorise the engagement of SMADA Electrical to conduct the lighting upgrades.

Ordinary Council Meeting Agenda

23 August 2023

7.12 RFT 083-2023 Watermain Replacement Henry Street Rail Crossing Quirindi

IP&R Linkage: Goal: We have access to affordable, clean water supplies

Strategy: Ensure infrastructure is developed to provide quality water supplies that meet environmental regulations

Author: Luke Whitten, Water Services Engineer

Authoriser: Nathan Skelly, Director Infrastructure and Environmental Services

File Number: G2023/0238

Annexures: Nil

Recommendation

That Council:

1. Award the Contract for Tender 083-2023 Watermain Replacement Henry Street rail crossing Quirindi to Finn Valley Plant & Civil Pty Ltd for the value of $414,255 inclusive of GST

Background

Deteriorated and shallow water mains pose a risk to the reliable supply of town water, this is particularly the case in locations where water mains are difficult to access to make timely repairs. Where located within the rail corridor these mains also pose a risk to the operation of the rail network. This project is being undertaken in partnership with Australian Rail Track Corporation (ARTC) to replace the 2 shallow water mains under the Henry Street rail crossing in Quirindi. In addition one main is currently out of service due to a leak under the rail line that cannot be reached to be repaired.

This project is being jointly funded 50/50 by ARTC and Council, with Council’s funding provided under the budget for Watermain Renewals.

Tendering Process

Public tenders were invited for the construction project in July 2023 and closed in August 2023.

The tender has been conducted in accordance with Clause 166(a) of the Local Government (General) Regulation 2021.

Evaluation Criteria

Technical Criteria

The weighting for the Technical Criteria of the Tender is 40%.

The Technical Criteria and sub criteria and their weightings assigned to each criterion are listed in the table below.

Technical Non-price Criteria	Weightings %
Tendered Contract Program	10
Construction Methodology	15
Demonstrated Industry Experience	10
WHS and Environmental Performance	5
Total Technical Sub Weightings	40

Technical Threshold

The technical threshold for this evaluation is set at a total of at least 60% for the weighted non-price criteria.

This in effect means that tenders that do not achieve a total score of at least 60% in the weighted non-price criteria (technical criteria) will not be eligible to be shortlisted and progressed to the evaluation of pricing and commercial criteria and will not progress any further in the evaluation process.

Commercial Criteria (part of compliance criteria)

Commercial Criteria	Weightings %
Price	60

Tenders Received

Council received 2 submissions by close of tender and a thorough due diligence process has been undertaken throughout the assessment of the submissions. Tenders were received from:

· Finn Valley Plant & Civil

· R A Smith Contracting Pty Ltd

All tenders were assessed as conforming tenders and underwent full evaluation.

Evaluation and Analysis

· All tender submissions were deemed suitable to undertake the scope of works.

· A summary of the tender assessment panels evaluation scoring is provided following.

Summary

The outcome of the evaluation process provided that the tender submitted by Finn Valley Plant & Civil Pty Ltd provided the best overall value for money offer. Finn Valley’s tender demonstrated a well prepared and realistic delivery program, a sound delivery methodology, suitable experience and a competent WHS and environmental performance record.

Conclusion

To renew the aging water main under the Henry Street rail crossing a public tender was called for the construction of a new pipeline. Of the 2 tender submissions received Finn Valley presented the best value for money offer and is recommended to be accepted.

This project, whilst it is not specifically identified within Council’s Operational Plan, it is in line with the adopted budget for Watermain Renewal. ARTC will be funding half of this project, totalling $212,127.50 inc. GST as it aligns with their planned works at the crossing, and improves their risk profile.

Ordinary Council Meeting Agenda

23 August 2023

7.13 Quirindi Golf Club - Request for reduction in water supply fees

IP&R Linkage: Goal: We have access to affordable, clean water supplies

Strategy: Endorse best practice regulated operation of water and sewerage systems

Author: Rodney Batterham, Manager Water Services

Authoriser: Nathan Skelly, Director Infrastructure and Environmental Services

File Number: G2023/0236

Annexures: A. Quirindi RSL Golf Club Response for Proposal 6.7.2023 ⇩

B. Proposal Golf Club Water 5.7.2023 ⇩

Recommendation

That Council:

1. Decline the request to reduce water usage charges for 10 years at the Quirindi Golf Course to 2020/21 usage rate of $0.60/kL.

2. Council request the Quirindi RSL Golf Club to provide the following information:

a) Profit and Loss Statements for the previous 3 years;

b) Membership Numbers and Pricing (fees and charges) for the previous 3 years; and

c) Details of financial/administrative relationship with the Quirindi RSL

3. Council staff work with the Golf Club to assist in transitioning away from potable water.

4. A further report be provided to Council as necessary.

Background

Council has received correspondence from the Quirindi RSL Golf Club requesting a reduction in water supply fees.

The letter proposes the following.

1. A moratorium of fees back to a preferred former charge regime, with a 10-year freeze on further increases once at a reduced rate.

2. A reduction of meter size from the current 100mm to a nominated 40mm to lower the annual Access Charge. To alleviate the recognised reduction in performance from downsizing the meter, the club installs an onsite water storage and associated pumping equipment which is proposed to be designed, at no cost to the club, by Council staff.

3. Application for funding of a newly established bore onsite as an alternate water source.

4. Investigation of utilising Quirindi Wastewater Treatment Plant (WWTP) effluent to be utilised at the golf course.

Issues and Commentary

The Quirindi Golf Club has previously indicated in meetings with LPSC executive, difficulty with the cost of water currently used to maintain the facility as a result of the volume, and required performance, needed to undertake irrigation of the greens and fairways. The correspondence recently received is essentially asking for subsidisation to occur in order for the current practices to be maintained until additional capital works undertaken by the club onsite can be undertaken that may lessen the cost of watering, within a 10-year timeframe.

Quirindi Golf Course currently solely utilises town water to undertake irrigation and clubhouse activities. On average 18,000kL of water is used annually at the site which typically accounts for 5% of the annual total water produced for the entire town. Annual consumption recorded over the last 10 years for the golf course is regularly between 20,000kL and 24,000kL, with a minimum of 12,000kL recorded during the last two wet years.

Reduction in Meter Size

Town water is currently delivered via a 100mm water meter that can deliver reliably up to 180kL/hr with multiple putting greens able to be irrigated at any time due to this performance. On average, the course has drawn water through this meter at a rate of 50kL/day, peaking up to 100 to 150kL/day. It should be noted that these figures are a calculated daily average derived over 24 hours for the entirety of a 90-day meter reading period, which means peak instantaneous flows are very much higher than these the above quoted figures.

The move to a smaller sized meter’s performance will certainly require other mitigations to be made to deliver the watering practices that are currently being enjoyed by the club. A 40mm water meter will only produce 9% of the flow rate of a 100mm water meter. Previous discussions with invested club members have indicated that a significant reduction in the ability to run no more than one green’s irrigation at a time, may jeopardise turf quality if the cycle of irrigation is greater than a week during peak summer periods due to heat stress. Sufficient storage to facilitate this irrigation cycle requirement would be essential if downsizing a meter’s performance.

The club may also consider reducing their backflow device size adjacent to the meter to make commensurate savings based on replacement component sizes whilst meeting their compliance obligations during maintaining of the device.

With the appropriate mitigations to operate the Golf Club’s system with a substantially reduced inflow, a definite reduction in annual costs could be realised by the club (approximately $10,000 per annum) through a reduction in the annual Access Charge.

Application for funding

Funding new infrastructure to facilitate an alternate water source for a private recreational entity has been investigated previously with no tangible programs being found at the time, including grants for reuse options from the Quirindi WWTP. However, funding opportunities can develop at various times and the club and Council should continue to monitor and pursue these opportunities as they arise.

Wastewater reuse

A feasibility study undertaken by LPSC in 2019 included possible reuse at the Golf Club as an option. Whilst effluent reuse is a well-established process in the water industry, it is not without its difficulties. The requirements for effluent reuse are set out by the Australian Guidelines for Water Recycling and NSW Recycled Water Management Guidelines. Proposed levels of service and controls must be approved by NSW Department of Health and NSW Department of Planning and Environment prior to a scheme operating.

With the planned upgrade at the Quirindi WWTP putting reuse options in a better position for consideration, transfer of the effluent to locations from the WWTP for reuse have greater than ideal logistics to be undertaken. The required infrastructure to provide effluent to the Golf Course was estimated in 2019 at a $2.9M capital cost for LPSC infrastructure alone, with > $52,000 per annum to pump and maintain the transfer system. An estimated 28,000kL could be pumped with this system which would equate to a minimum charge of $1.86/kL (in 2019$). Subsequent realised increases in materials and energy prices since the study was undertaken will increase this estimated cost.

Distribution of reuse water will require management at the Golf Course end with procedures such as human exclusion during irrigation for a sufficient time following application to allow drying (e.g. 4 hours) which would require a greater presence of Golf Club grounds staff to operate, or an investment in an automation process for irrigation when patrons are not on course, such as at night.

Reduction and freeze of fees.

Subsequent clarification from the club has proposed a usage rate of $0.60/kL from 2020/21 is the preferred charge. During this period, the cost to produce water (based only on Operating and Maintenance, not Renewal and Upgrade) was $1.10/kL. Calculating the rate at which water has been historically charged to the Golf Club during this period, losses of between $5,000 and $12,000 annually have occurred for the LPSC Water Fund for this site based solely on production costs. This is proposed by the golf club request to continue for the next 10 years. It should also be noted that large increases in cost of materials, and energy costs (recently up 74% from last year’s energy contract) will elevate these losses further.

It should also be noted that recovery for Capital expenditure which constitutes a major proportion of costs recovered through water charges, is not included in the above calculated losses, and will further increase the magnitude of loss. Capital expenditure includes expenditure for replacement of existing assets and to expand the stock of assets to meet increases in demand, meet required service standards, and any increases in regulatory obligations. With up to 5% of the annual production capacity being utilised by the Golf Course, this site is a significant contributor to the need to undertake capital investment by the water supply to meet future operational needs. Proposing to only cover operating cost or provide significant subsidy whilst the Water Fund is running at a loss for a further 10 years is not best practice and will cause unsustainability of the Water Fund.

In the event of considering a subsidy, a fully transparent consultation process to water consumers should be undertaken. A usage rate that fully covers the running cost of the water supply should be the maximum rate of subsidisation considered. In this case, the usage rate should not be below $1.10/kL, which is $0.80/kL lower than the adopted 2022/23 usage rate of $1.90/kL for Recreational Users, and based on an average usage of 24,000kL would amount to an annual $19,200 subsidy.

Owing to the size of the requested subsidy, a 10-year tenue of lower charges does not provide a realistic timeframe for demonstrating the urgency for progress towards the club’s goal of being independent from the Town Water Supply without great cost to the Water Fund. It is recommended that the reduction in usage charge, if considered, be initially for one year only with a review of the substance of the club’s work towards achieving tangible progress towards lesser reliance on the Town Water Supply before any further significant subsidy is considered. As demonstrated above, a move to reduce charges for one year would yield more than $19,000 of available funding towards a solution.

A decision to subsidise should also be monitored for precedence of requests from other organisations looking to reduce their water costs.

Finally, it must be noted that the water fund currently operates at a loss, which this proposal would continue to exacerbate.

Legislative and Policy Implications

There is currently no policy framework to provide deliberate subsidisation to sporting facilities. However it is noted that within Council’s adopted fees and charges, sporting fields hire rates are determined at 30% of the operating costs, in other words subsidisation rate of 70%.

Financial Implications

As described in the report body above, the following financial considerations apply.

· LPSC, for greater than 10 years until 2023, provided water supply to the Quirindi Golf Course at an operational loss varying between $5,000 and $12,000 per annum, not accounting for capital recovery costs.

· A proposed reduction in usage rate to $1.10/kL would produce a $19,200 loss to the Water Fund per annum based on average water use. If this reduction was maintained over the 10 year period, this would equate to a loss in the order of $192,000

· Reduction in meter size from 100mm to 40mm with the associated reduction in flow rate performance will save currently $10,750 a year.

· A once off estimated cost of at least $5,000 would be required to undertake the change in meter size.

RISK Implications

There is substantial financial risk that the water fund operating losses would increase if Council accepts this proposal.

Risks associated with operating an effluent reuse scheme in relation to human health will also require careful management.

Community Consultation

There is no community consultation required for this report. However, should Council want to review the level of subsidisation for all sporting facilities that would be consulted on.

Conclusion

Council should not consider a reduction in fees for water supplied to the Quirindi Golf Club based on water usage rates.

The Golf Clubs request is not a cost effective option for Council and would be unreasonable for the current Council to commit future Councils to such a request.

Based on the correspondence and discussions to date we do not have sufficient information upon which to determine the Quirindi RSL Golf Clubs financial position.

Ordinary Council Meeting Agenda

23 August 2023

7.14 Town Water Supply Status

IP&R Linkage: Goal: We have access to affordable, clean water supplies

Strategy: Endorse best practice regulated operation of water and sewerage systems

Author: Luke Whitten, Water Services Engineer

Authoriser: Nathan Skelly, Director Infrastructure and Environmental Services

File Number: G2023/0235

Annexures: Nil

Recommendation

That Council:

1. Receive and note the Water Supply Status Report.

Background

Council maintains eight potable town water supply systems. These systems rely on a combination of ground and surface water sources which are susceptible to drought and changing water quality conditions. Water Services staff constantly monitor and adapt with the actions required to provide a continuous supply of quality drinking water as these changes occur.

Issues and Commentary

(a) WATER QUANTITY

The climate outlook for the Liverpool Plains from the Bureau of Meteorology (“BOM”) is forecasting change of exceeding median rainfall over the next 3 months to be low. Quirindi’s BOM rainfall site recorded below average rain during July.

All potable water supplies within the Shire are currently on Level P Water Conservation Measures. This allows for the use of sprinklers and other fixed surface watering systems from 4pm until 9am AEST. Handheld hoses, buckets and watering cans can be used at any time except during the warmer parts of the day. Consumers are always encouraged through the Level P measures to follow common sense water use practices to help maintain a sustainable water supply.

Quirindi Supply Status:

The ground water level has dropped below the highest on record into July but is on par with this time - last year and sits just below record. Production was around average for this time of year in July.

Werris Creek Status:

Quipolly Dam was recorded at 89.6% for the end of July 2023, down 0.1% since the start of the month. Production was around average during July.

Villages Water Supply Status:

Village supplies have maintained a relatively steady level of production and water level during July.

(a) WATER QUALITY

Blue Green Algae (BGA) at Quipolly Dam:

Drinking Water Alert: High Alert (downgraded)

Recreational Alert (Fishing): Amber Alert (downgraded)

A BGA bloom is weakening in Quipolly Dam, however the concentration is still higher than average for this time of year. The graphs show that while the current bloom is high for the time of year, BGA is still common in the high alert range within the dam through until the end of August.

The graphs above have been added to demonstrate the magnitude of BGA in Quipolly Dam. The second graph is a reproduction of the first, zoomed for better clarity of the lower biovolume concentrations. The alert levels are based on guidelines released by the NSW Water Directorate to assist Council’s in managing their response to BGA blooms. Quipolly Dam’s unique conditions result in BGA levels far exceeding the highest threshold, even in average conditions, for 6-8 months of the year. A typical window for little or no BGA in Quipolly Dam is limited to 4-8 weeks of the year during Spring.

Drinking Water Quality Events:

There were no water quality events reported to NSW Health since the writing of the last report.

Legislative and Policy Implications

The Public Health Act 2010 requires all drinking water suppliers to implement and maintain a quality assurance program for the safe supply of drinking water.

Financial Implications

All works are undertaken within Council’s budget allocations.

RISK Implications

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

Community Consultation

Community engagement continues through several resources available on the Council website for the community to access.

Water NSW communicates recreational BGA alerts on Council’s behalf through their established communication channels.

Water Services staff continue to consult with NSW Health regarding water quality matters as required.

Conclusion

Council receive and note the Water Supply Status report as detailed above.

Ordinary Council Meeting Agenda

23 August 2023

7.15 Quipolly water project construction progress report

IP&R Linkage: Goal: We have access to affordable, clean water supplies

Strategy: Ensure infrastructure is developed to provide quality water supplies that meet environmental regulations

Author: Rodney Batterham, Manager Water Services

Authoriser: Nathan Skelly, Director Infrastructure and Environmental Services

File Number: G2023/0240

Annexures: A. Jul 23 QWP App A PM Monthly report ⇩

B. Jul 23 QWP App B PM Financial Report - CONFIDENTIAL - Closed

C. Jul 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

The majority of work during last month related to mechanical items and process equipment being installed, or in the final process of installation. The following is a summary of the works completed up to end July.

· Powder Activated Carbon dosing equipment – 100% of installation complete

· Dissolved Air Flocculation tank – 100% of installation complete

· Inclined Plate Sedimentation Tank – 100% of mechanical fit-out complete

· Biological Activated Carbon Filter – 90% of mechanical fit-out complete, platforms, walkways, and pipework complete. Installation of the pre-cast dwarf walls and plenum floor underway.

· Ozone Contact Tank – 95% of installation complete.

· Backwash supply pumps installed with connecting pipework and valves complete.

· Chemical storage bunds – Support framework for raised floor installed.

· Chemical dosing skids installed.

· Polymer dosing skids and concrete bund and were installed.

· The Ozone injection skids were installed, including skillion roof.

· Small nominal sized pipework continued site wide.

· Mechanical fit out of the treated water pumps, UV equipment and chlorine dosing equipment mostly complete

· Treated Water Storage Tank – formwork removed, and roof structural steel installed.

· Miscellaneous concrete landings and footings poured for multiple structures.

Electrical works continued sitewide with cable trays and cables being installed into buildings to each of the pieces of equipment. Field cabling also continued to be installed. This is the major focus currently with some equipment ready for pre-commissioning activities.

Commencement of works for the installation of the RWPS generator and power supply commenced at the dam site.

A big area of transformation has been at the sludge lagoons. The underdrain pipework was finalised, clay lining reinstated, geofabric liner installed and rock ballast wave protection installed. In August, the sand filters will be finalised, and the concrete access ramps installed.

Gongues progressed finalisation of surface levels across the site with footpaths, gravel finishes, and road formation being completed. Installation of Perimeter fencing commenced installation around the WTP lagoons.

Following is the project dashboard for July 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 steady progress made on the sludge lagoons, reinforced concrete, above ground pipework, building fit out, electrical works, mechanical fit-out and equipment installation occurring and nearing completion for multiple process units. Progress on electrical works is slower than expected which may impact commissioning commencement. § All concrete structures and buildings are now complete, and works are focussed on mechanical installation, electrical termination, and commissioning readiness. § Water tightness testing of structures is underway on multiple structures with some structures now complete and passed testing.
Scope	§ A small variation to the scope was made to include some additional lights on the dam wall to assist operator access and safety. § The project group continue to review a number of options for optimising the project scope to further benefit LPSC. A number of variation proposal requests were made during May 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. § Watertightness testing continued on multiple structures, some structures require retesting before acceptance. § Asset Inspection Register set up and maintained by the Principal, multiple rectifiable defects have been identified early.
Procurement & Governance	§ Contract administration tasks continuing as required under the agreed governance framework. § Co-operative relationship maintained with contractor & design team.
Time	§ No claims for extension of time occurred in July. § Final contractual completion date is now 18 December 2023. The Contractor is reporting they are on track for this date however some tasks are taking longer than originally anticipated. Future delays are still possible.
Cost	§ Budget forecasts have been reviewed in July and updates made to forecast expenditure against contingent items. § Extended program to December will increase project management and site surveillance costs to the Principal however forecasts remain within budget.
Risk	§ Water being added to structures and site energisation approaching brings new construction risks to be monitored and managed. § 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 July 2023 was $1,404,339 excluding GST. Cumulative expenditure to date on the project (construction and project management) is $31,295,376 excluding GST, representing 87% of the forecast budget.

Liverpool Plains LGA Local Supplier monthly expenditure for July 2023 was $495,154, with a project total to date of $3,699,974.

RISK Implications

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

No changes have occurred to the previously flagged risks.

Community Consultation

No new complaints have been received during the period.

Conclusion

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


Business Paper Ordinary Council Meeting Wednesday, 23 August 2023
I hereby give notice that an Ordinary Meeting of Council will be held on:
Date:	Wednesday, 23 August 2023
Time:	2:30pm
Location:	Council Chambers
Gary Murphy General Manager

Actions and Functions / Events attended by the Mayor – July 2023
01/07/2023	Briefing with General Manager at least weekly
03/07/2023	Northern Daily Leader interview
03/07/2023	ABC Radio interview
05/07/2023	NAIDOC Family Fun Day
07/07/2023	Radio FM 88.9 interview
12/07/2023	Meeting with McVicar Timbers via Teams
14/07/2023	Radio FM 88.9 interview
15/07/2023	NSW Rural Fire Service – Liverpool Range District Medal Presentation
17/07/2023	Meeting with Agracom Grain Trading
18/07/2023	Meeting with Quirindi Police
20/07/2023	Werris Creek Community Consultation meeting regarding Quirindi Aquatic Centre
21/07/2023	Werris Creek Railway Institute media with Prime 7 News
21/07/2023	Radio FM 88.9 interview
26/07/2023	Northern Daily Leader interview
27/07/2023	Northern Daily Leader interview
28/07/2023	Radio FM 88.9 interview