NAMBUCCA

SHIRE COUNCIL

 


Ordinary Council Meeting

AGENDA ITEMS

13 September 2018

 

Council has adopted the following Vision and Mission Statements to describe its philosophy and to provide a focus for the principal activities detailed in its Management Plan.

 

Our Vision

Nambucca Valley ~ Living at its best.

 

Our  Mission Statement

 

‘The Nambucca Valley will value and protect its natural environment, maintain its assets and infrastructure and develop opportunities for its people.’

 

Our Values in Delivery

·                Effective leadership

·                Strategic direction

·                Sustainability of infrastructure and assets

·                Community involvement and enhancement through partnerships with Council

·                Enhancement and protection of the environment

·                Maximising business and employment opportunities through promotion of economic development

·                Addressing social and cultural needs of the community through partnerships and provision of facilities and services

·                Actively pursuing resource sharing opportunities

 

 

Council Meetings:  Overview and Proceedings

 

Council meetings are held on the last Thursday of each month AND on the Thursday two weeks before the Thursday meeting.  Both meetings commence at 5.30 pm.  Meetings are held in the Council Chamber at Council's Administration Centre—44 Princess Street, Macksville (unless otherwise advertised).

 

 

How can a Member of the Public Speak at a Council Meeting?

 

1        Addressing Council with regard to an item on the meeting agenda:

 

Members of the public are welcome to attend meetings and address the Council.  Registration to speak may be made by telephone or in person before 2.00 pm on a meeting day.  The relevant agenda item will be brought forward at 5.30 pm in agenda order, and dealt with following preliminary business items on the agenda.  Public addresses are limited to five (5) minutes per person with a limit of two people speaking for and two speaking against an item. 

 

2        Public forum address regarding matters not on the meeting agenda:

 

Nambucca Shire Council believes that the opportunity for any person to address the Council in relation to any matter which concerns them is an important demonstration of local democracy and our values.  Accordingly Council allows members of the public to address it on matters not listed in the agenda provided the request is received before publication of the agenda (registration to speak may be made by telephone or in person before 2.00 pm on a meeting day) and the subject of the address is disclosed and recorded on the agenda.

 

In relation to regulatory or enforcement matters it needs to be understood that the Council has certain legal obligations which will generally prevent the Council from providing an immediate response to any concerns or grievances which may be raised in the public forum.  In particular the Council has to provide procedural fairness and consider all relevant information. 

 

Generally this cannot be done with matters which have come direct to Council via the public forum.  So the fact that the Council may not immediately agree to the representations and seek a report instead should not be taken to indicate disagreement or disinterest.

 

Where the subject matter concerns an on-going complaint which has been the subject of previous investigation by Council staff and/or external bodies such as the NSW Ombudsman, the General Manager in consultation with the Mayor will decide on whether or not the person will be allowed to speak in the public forum.

 

Speakers should address issues and refrain from making personal attacks or derogatory remarks.  You must treat others with respect at all times.”

 

 

Meeting Agenda

 

These are available Council’s website: www.nambucca.nsw.gov.au

 

 

 


 

NAMBUCCA SHIRE COUNCIL

 

Ordinary Council Meeting - 13 September 2018

 

Acknowledgement of Country            (Mayor)

 

I would like to acknowledge the Gumbaynggirr people who are the Traditional Custodians of this Land.  I would also like to pay respect to the elders both past and present and extend that respect to any Aboriginal People present.

 

AGENDA                                                                                                   Page

 

1        APOLOGIES

2        PRAYER

3        DISCLOSURE OF INTEREST

4        CONFIRMATION OF MINUTES —

Ordinary Council Meeting - 30 August 2018.................................................................................. 7

5        NOTICES OF MOTION

5.1     NOTICE OF MOTION - Review of Policy - Memorials on Council Controlled Land............... 16

5.2     NOTICE OF MOTION - Request for Sign - John's Cutting Missabotti.................................. 19

5.3     NOTICE OF MOTION - Leave of Absence - Cr John Wilson - 31 October to 18 November 2018 inclusive..................................................................................................................................... 25  

6        PUBLIC FORUM

7        ASKING OF QUESTIONS WITH NOTICE   

8        QUESTIONS FOR CLOSED MEETING WHERE DUE NOTICE HAS BEEN RECEIVED

9        General Manager Report

9.1     Outstanding Actions and Reports.................................................................................... 26

9.2     Transitioning Defence Force Veterans to the Nambucca Valley - Proposed Creation of a Section 355 Committee..................................................................................................................... 32

9.3     Addition of 590 hectares of State Forest to the Gumbaynggirr National Park..................... 36

9.4     Minutes of the Business Advisory Committee Meeting held on 5 September 2018.............. 44

9.5     New Model Code of Conduct.......................................................................................... 57

9.6     Undetermined Development Applications either greater than 12 months or where submissions received to 6 September 2018...................................................................................................... 61

9.7     2018 August - Approved Construction and Complying Development Certificates............... 62

9.8     2018 August - Development Applictions and Complying Development Applications Received.... 67

9.9     Grant Application Status Report ..................................................................................... 71

10      Assistant General Manager Corporate Services Report

10.1   Tabling of Returns Disclosing Interests of Councillors and Designated Persons................ 83

10.2   Section 355 Committee Guidelines and Delegations of Authority....................................... 84

10.3   Commonwealth Financial Assistance Grant..................................................................... 117

10.4   Customer Service Charter and Engagement Strategy...................................................... 121

10.5   Schedule of Council Public Meetings 2018..................................................................... 148

10.6   Missabotti Hall Committee of Management - Annual General Meeting - 5 August 2018...... 149    

11      General Manager's Summary of Items to be Discussed in Closed Meeting

11.1   Incidents Pertaining to Regulatory Non-Compliance, Fines, Penalties, Prosecutions, Potential Major Claims or Loss of Reputation

It is recommended that the Council resolve into closed session with the press and public excluded to allow consideration of this item, as provided for under Section 10A(2) (g) of the Local Government Act, 1993, on the grounds that the report contains advice concerning litigation, or advice that would otherwise be privileged from production in legal proceedings on the ground of legal professional privilege.

 

11.2   Stuart Island - Renewal of Lease to Golf Club

It is recommended that the Council resolve into closed session with the press and public excluded to allow consideration of this item, as provided for under Section 10A(2) (c) (d) (g) (h) of the Local Government Act, 1993, on the grounds that the report contains information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business; AND the report contains commercial information of a confidential nature that would, if disclosed (i) prejudice the commercial position of the person who supplied it; or (ii) confer a commercial advantage on a competitor of the Council; or (iii) reveal a trade secret; AND the report contains advice concerning litigation, or advice that would otherwise be privileged from production in legal proceedings on the ground of legal professional privilege; AND the report contains information concerning the nature and location of a place or an item of Aboriginal significance on community land.

 

11.3   Nambucca Valley Regional Sports Facilitation Program

It is recommended that the Council resolve into closed session with the press and public excluded to allow consideration of this item, as provided for under Section 10A(2) (a) of the Local Government Act, 1993, on the grounds that the report contains personnel matters concerning particular individuals.

  

            a      Questions raised by Councillors at 8 above

 

       i         MOTION TO CLOSE THE MEETING

       ii        PUBLIC VERBAL REPRESENTATIONS REGARDING PROPOSAL

     TO CLOSE

       iii       CONSIDERATION OF PUBLIC REPRESENTATIONS

                   iv       DEAL WITH MOTION TO CLOSE THE MEETING

12      MEETING CLOSED TO THE PUBLIC

13      REVERT TO OPEN MEETING FOR DECISIONS IN RELATION TO ITEMS DISCUSSED IN CLOSED MEETING.


NAMBUCCA SHIRE COUNCIL

 

Description: nambucca valley nsc

 

DISCLOSURE OF INTEREST AT MEETINGS

 

 

Name of Meeting:

 

Meeting Date:

 

Item/Report Number:

 

Item/Report Title:

 

 

 

I

 

declare the following interest:

          (name)

 

 

 

 

Pecuniary – must leave chamber, take no part in discussion and voting.

 

 

 

Non Pecuniary – Significant Conflict – Recommended that Councillor/Member leaves chamber, takes no part in discussion or voting.

 

 

Non-Pecuniary – Less Significant Conflict – Councillor/Member may choose to remain in Chamber and participate in discussion and voting.

 

For the reason that

 

 

 

 

 

 

Signed

 

Date

 

 

 

 

 

Council’s Email Address – council@nambucca.nsw.gov.au

 

Council’s Facsimile Number – (02) 6568 2201

 

(Instructions and definitions are provided on the next page).

 


Definitions

 

(Local Government Act and Code of Conduct)

 

 

Pecuniary – An interest that a person has in a matter because of a reasonable likelihood or expectation of appreciable financial gain or loss to the person or another person with whom the person is associated.

(Local Government Act, 1993 section 442 and 443)

 

A Councillor or other member of a Council Committee who is present at a meeting and has a pecuniary interest in any matter which is being considered must disclose the nature of that interest to the meeting as soon as practicable.

 

The Council or other member must not take part in the consideration or discussion on the matter and must not vote on any question relating to that matter. (Section 451).

 

 

Non-pecuniary – A private or personal interest the council official has that does not amount to a pecuniary interest as defined in the Act (for example; a friendship, membership of an association, society or trade union or involvement or interest in an activity and may include an interest of a financial nature).

 

If you have declared a non-pecuniary conflict of interest you have a broad range of options for managing the conflict.  The option you choose will depend on an assessment of the circumstances of the matter, the nature of your interest and the significance of the issue being dealt with.  You must deal with a non-pecuniary conflict of interest in at least one of these ways.

 

·         It may be appropriate that no action is taken where the potential for conflict is minimal.  However, council officials should consider providing an explanation of why they consider a conflict does not exist.

·         Limit involvement if practical (for example, participate in discussion but not in decision making or visa-versa).  Care needs to be taken when exercising this option.

·         Remove the source of the conflict (for example, relinquishing or divesting the personal interest that creates the conflict or reallocating the conflicting duties to another officer).

·         Have no involvement by absenting yourself from and not taking part in any debate or voting on the issue as if the provisions in section 451(2) of the Act apply (particularly if you have a significant non-pecuniary conflict of interest).

 


NAMBUCCA SHIRE COUNCIL

Ordinary Council Meeting

MINUTES OF THE Ordinary Council Meeting HELD ON 30 August 2018

The following document is the minutes of the Ordinary Council meeting held 30 August 2018.  These minutes are subject to confirmation as to their accuracy at the next meeting to be held on Thursday 13 September 2018 and therefore subject to change.  Please refer to the minutes of 13 September 2018 for confirmation.

PRESENT

 

Cr Rhonda Hoban (Mayor)

Cr John Ainsworth

Cr Martin Ballangarry OAM (Deputy Mayor)

(arrived 5.43pm)

Cr Brian Finlayson

Cr Susan Jenvey

Cr David Jones

Cr Janine Reed

Cr Anne Smyth

Cr John Wilson

 

 

 

ALSO PRESENT

 

Michael Coulter (General Manager)

Robert Hunt (AGM Corporate Services)

Paul Gallagher (AGM Engineering Services)

Lorraine Hemsworth (Minute Secretary)

 

 

APOLOGIES

 

Cr Ballangarry for being late.

 

 

PRAYER

 

Pastor Paul Richardson of the Macksville and Nambucca Heads Seventh Day Adventist Church offered a prayer on behalf of the Nambucca Minister's Association.

 

 

DISCLOSURE OF INTEREST

 

Mr Michael Coulter declared a non-pecuniary - significant conflict of interest in Item 9.6 Scotts Head Coastal Hazard Reduction Project under the Local Government Act as Mr Coulter is the Honorary Secretary of the Macksville-Scotts Head SLSC which made a submission in relation to their preferred option for the project.  Mr Coulter left the meeting for this Item.

 

Mr Michael Coulter declared a non-pecuniary – significant conflict interest in Item 11.1 Draft Beach Management Policy under the Local Government Act as Mr Coulter is the Honorary Secretary of the Macksville-Scotts Head SLSC and the policy contains new provisions in relation to lodging applications for SLSA approved carnivals. Mr Coulter left the meeting for this Item.

 

 

ITEM 9.1      SF600          300818         Report of Error in Minutes of Council's Meeting on 16 August 2018 - Item 9.2 - Request by Lesley Flanders to Purchase Land West of the Bowraville Racecourse

384/18 Resolved:        (Ainsworth/Wilson)

 

That the report of error in minutes of Council's Meeting on 16 August 2018 - Item 9.2 - Request by Lesley Flanders to Purchase Land West of the Bowraville Racecourse be brought forward.

 

 

 

 

 

 

 

ITEM 9.1      SF600                300818      Report of Error in Minutes of Council's Meeting on 16 August 2018 - Item 9.2 - Request by Lesley Flanders to Purchase Land West of the Bowraville Racecourse

385/18 RESOLVED      (Reed/Smyth)

 

That the minutes of item 9.2 in Council’s meeting on 16 August 2018 be corrected with the words with strikethrough to be removed:

 

MOTION:     (Reed/Ainsworth)

 

1        That Council undertake the process to close the section of road shown on the attached plan and obtain the title to that land.

 

2        That Council’s Surveyor advise Ms Flanders when he intends to be on site so that she may attend and know “first-hand” the boundaries of the land.

 

3        That Ms Flanders be advised of Council’s actions and that she will need to meet Council’s out of pocket costs in creating the title and transferring the land.

 

Amendment:       (Ainsworth/Ballangarry)

 

1        That Council undertake the process to close the section of road shown on the attached plan.

 

2        That Council’s Surveyor advise Ms Flanders when he intends to be on site so that she may attend and know “first-hand” the boundaries of the land.

 

3        That Ms Flanders be advised of Council’s actions and that she will need to meet Council’s out of pocket costs in creating the title and transferring the land. including purchase costs and that Ms Flanders be advised that the land will not have a dwelling entitlement.

 

4        Investigate the complexities of the issues including the value of the land and that Ms Flanders be advised under Section 356 of the Local Government Act.

 

The Amendment was carried and became the motion.

 

346/18 Resolved:        (Ainsworth/Ballangarry)

 

1        That Council undertake the process to close the section of road shown on the attached plan.

 

2        That Council’s Surveyor advise Ms Flanders when he intends to be on site so that she may attend and know “first-hand” the boundaries of the land.

 

3        That Ms Flanders be advised of Council’s actions and that she will need to meet Council’s out of pocket costs in creating the title and transferring the land. including purchase costs and that Ms Flanders be advised that the land will not have a dwelling entitlement.

 

4        Investigate the complexities of the issues including the value of the land and that Ms Flanders be advised under Section 356 of the Local Government Act.

 

 

 


 

CONFIRMATION OF MINUTES - Ordinary Council Meeting

 

SUBJECT:   CONFIRMATION OF MINUTES - Ordinary Council Meeting 16 August 2018

386/18 RESOLVED:        (Reed/Wilson)

 

That the minutes of the Ordinary Council Meeting of 16 August 2018 be confirmed with the following amendment to Resolution 346/2018:

 

1        That Council undertake the process to close the section of road shown on the attached plan.

 

2        That Council’s Surveyor advise Ms Flanders when he intends to be on site so that she may attend and know “first-hand” the boundaries of the land.

 

3        That Ms Flanders be advised of Council’s actions and that she will need to meet Council’s out of pocket costs in creating the title and transferring the land.

 

4        Investigate the complexities of the issues including the value of the land and that Ms Flanders be advised under Section 356 of the Local Government Act.

 

 

 

 

 

NOTICE OF MOTION - CR Hoban

ITEM 5.1      SF2433              300818      NOTICE OF MOTION - Request for Report on Otta Sealing

387/18 RESOLVED:        (Hoban/Ainsworth)

 

1        That Council receive a brief report outlining the Engineering Department’s view of the feasibility of the use of Otta seals on low traffic volume roads.

 

2        That Council liaise with Bellingen Council and keep a watching brief on the success or otherwise of their Otta seal trial.

 

 

 

  

Mr Michael Coulter left the meeting before the commencement of this item, the time being 6:01 PM

 

DELEGATIONS

RECOMMENDATION

 

That the following delegations be heard:

 

9.6     Scotts Head Coastal Hazard Reduction Project

          i         Moira Ryan

 

Ms Ryan addressed Council with prepared notes and video being placed on File TRIM SF2168.

 

 

 

ITEM 9.6      SF2168              300818      Scotts Head Coastal Hazard Reduction Project

388/18 RESOLVED:        (Ainsworth/Finlayson)

 

1        That Council proceed to finalise the design for the maintenance of the seawalls and incorporate appropriate beach access solutions into the final designs for the area.

 

2        That Council proceed to finalise designs with the intent of maintaining the stormwater outlet in its existing location with an appropriate design to ensure safety and function of the outlet.

 

3        That Council allocate funding from the Stormwater Management Levy and/or Environmental Levy in 2019/20 financial year to support an investigation of Stormwater Management and water quality improvements for this area, using feedback provided through the surveys/submissions to guide the scope of the project.

 

Mr Michael Coulter returned to the meeting at the completion of this item, the time being 6:15 PM

 

 

ASKING OF QUESTIONS WITH NOTICE

 

There were no questions with notice.

 

QUESTIONS FOR CLOSED MEETING WHERE DUE NOTICE HAS BEEN RECEIVED

 

There were no questions for Closed Meeting where due notice has been received.

 

 

General Manager Report

ITEM 9.2      SF317                300818      Management of Macksville Park

389/18 RESOLVED      (Reed/Smyth)

 

1           That Council note the inspection of the Macksville Park amenities and the information provided in this report.

 

2           That Council request a report back on a proposal for improvements to the amenities including the provision of change room facilities for women; the provision of doors for showers in the men’s change room and suitable disabled amenities.

 

3           That a management plan be developed for the future administration of the park to cater for its current use as well as for future opportunities, particularly as a regional sporting hub.

 

4        That Council acknowledge the work of the Committee of Management over many years and continue to liaise with the Committee and the community throughout the process.

5        That Council receive a report on the approach Council should take to formalising all fees and charges levied by Section 355 Committees

 

6        That Council write to the Macksville Park Committee of Management requesting that they submit as a matter of urgency their most recent bank statement and user fees being charged.

 

 

 

ITEM 9.3      SF959                300818      Outstanding Actions and Reports

390/18 RESOLVED:        (Ainsworth/Reed)

 

That the list of outstanding actions and reports be noted and received for information by Council.

 

 

 

 

 

ITEM 9.4      SF770                300818      Inquiry into the Impact of Expenditure Caps for Local Government Election Campaigns

391/18 RESOLVED:        (Reed/Wilson)

 

1        That Council make a submission to the Inquiry into the Impact of Expenditure Caps for Local Government Election Campaigns suggesting:

 

a        An alternate approach to determining the “reasonableness” of expenditure caps by linking them to the council categories used by the Local Government Remuneration Tribunal and fixing them as a proportion of councillors’ remuneration, say the equivalent of 12 months’ remuneration applicable to that council at the time of the election.

 

b        Candidates not benefit from external funding whether it be from political parties or third-party campaigners.

 

2        That Council provide Local Government NSW with a copy of its submission.

 

 

 

 

 

ITEM 9.5      SF2327              300818      Nambucca Shire Library Strategic Plan - Draft for Exhibition

392/18 RESOLVED:        (Smyth/Jenvey)

 

That Council place the draft Nambucca Shire Library Strategy 2018-2022 on exhibition for comment by the public.

 

 

 

 

ITEM 9.6 was dealt with under Delegations earlier in the meeting

 

 

ITEM 9.7      SF1541              300818      Local Strategic Planning Statements

393/18 RESOLVED:        (Reed/Ainsworth)

 

That Council note the State Government’s requirement to prepare Local Strategic Planning Statements.

 

 

 

ITEM 9.8      SF2423              300818      Undetermined Development Applications either greater than 12 months or where submissions received to 14 August 2018

394/18 RESOLVED:        (Reed/Ballangarry)

That the information contained in the report on undetermined Development Applications either greater than 12 months or where submissions received to 22 August 2018 be noted by Council.

 

 

ITEM 9.9      SF2278              300818      Minutes of the Clean Energy Committee meeting held 8 August 2018

Motion:      (Jenvey/Smyth)

 

That Council note the minutes and endorse the recommendations of the Nambucca Clean Energy Committee held on Wednesday 8 August 2018.

 

 

Amendment:       (Hoban/Ainsworth)

 

1        That Council note the minutes and endorse the recommendations of the Nambucca Clean Energy Committee held on Wednesday 8 August 2018.

 

2        That the Clean Energy Committee be reminded that any investigations need to be completed and endorsed funds spent by the end of the financial year.

 

The amendment was carried and became the motion.

 

395/18 Resolved:        (Hoban/Ainsworth)

 

1        That Council note the minutes and endorse the recommendations of the Nambucca Clean Energy Committee held on Wednesday 8 August 2018.

 

2        That the Clean Energy Committee be reminded that any investigations need to be completed and endorsed funds spent by the end of the financial year.

 

 

 

ITEM 9.10    SF2513              300818      Donations Program (Section 356) 2018/2019 (Round 1) - Applications for Approval

396/18 Resolved:        (Ainsworth/Ballangarry)

 

That Council:

 

1        Approve the fifteen (15) eligible applications for monetary donation requests received by 17 August 2018 totalling $7,392.00;

 

2        Approve the one (1) late eligible application for a monetary donation of $347.10 from the Nambucca Valley Cycle Club – received on 20 August 2018;

 

3        Council note that the Nambucca Valley Croquet Club have been advised to apply for funding in Round 2, should their funding application to the Office of Sport be successful for the fencing.

 

 

 

Assistant General Manager Corporate Services Report

ITEM 10.1    SF251                300818      Schedule of Council Public Meetings 2018

397/18 RESOLVED:        (Wilson/Reed)

 

That the schedule of dates for Council meetings in 2018 be noted and received for      information by Council.

 

 

 

 

 

ITEM 10.2    SF343                300818      Valla Public Hall Committee of Management - Annual General Meeting - 15 August 2018

398/18 RESOLVED:        (Reed/Wilson)

 

That Council endorse the minutes of the Valla Public Hall Committee of Management Annual General Meeting held on 15 August 2018 and thank the outgoing Committee for their work in the past twelve months.

 

 

 

 

 

Assistant General Manager Engineering Services Report

Mr Michael Coulter left the meeting before the commencement of this item, the time being 7:11 PM

 

ITEM 11.1    SF1031              300818      Draft Beach Management Policy

399/18 RESOLVED:        (Reed/Ainsworth)

 

1        That Council adopt the Draft Beach Management Policy (TRIM 47676/2017) and delete the following policies which have now been replaced:

 

a)       TRIM 3958/2006     Beaches – General bonfires and damage

b)       TRIM 3959/2006     Beaches – General horses on beaches

c)       TRIM 3961/2006     Beaches – Inspectors/lifesaving Authority to patrol beaches and to train.

d)       TRIM 4331/2013     Vehicular access to beaches

 

2        That Council update the Policy Register and website accordingly.

 

 

Mr Michael Coulter returned to the meeting at the completion of this item, the time being 7:13 PM

 

 


 

 

ITEM 11.2    SF1426              300818      Drought Management and Dam Water Quality

400/18 RESOLVED:        (Ainsworth/Wilson)

 

1        That Council note that the flow rate in the Nambucca River is dropping and there is a chance that the flow may drop to levels that trigger a requirement to cease the pumping from the bores.  This will then mean that water will have to be supplied to the water supply system from Bowra Dam.

 

2        That Council note that the turbidity levels of the dam water will adversely impact the effectiveness of chlorine disinfection and it cannot be guaranteed that all pathogens will be eliminated from the water supply.

 

3        That Council approve the introduction of water from Bowra Dam to the water supply system should river discharge levels reach the 95 percentile limits noted in the water extraction licence

 

4        That Council inform consumers that dam water may be required to be introduced to the water supply system as a result of drought conditions once the river discharge reaches a level of 5 ML/day above the cease to extract level and that that water will have to be boiled for cooking and drinking purposes.

 

5        That Council issue a boil water alert for cooking and drinking water prior to introducing dam water to the water supply system as a result of drought conditions.

 

 

 

 

 

ITEM 11.3    SF85                  300818      Minutes of the NSW Rural Fire Service Level Agreement Zone Liaison Committee meeting - 8 August 2018

401/18 RESOLVED:        (Ainsworth/Finlayson)

 

That Council receive and note the report for the NSW RFS Service Level Agreement Zone Liaison Committee Meeting held on 8 August 2018.

 

 

 

 


 

ITEM 11.4    SF1676              300818      2018-19 Capital Works Program Monthly Report

402/18 RESOLVED:        (Wilson/Finlayson)

 

1        That Council receive and note the information pertaining to the progress of the 2018/2019 Capital Works Program for August 2018.

 

2        That Council reduce the allocation on WO 2396 Rodeo Drive rehabilitation by $90,000 and reallocate the funds to WO 3093 Scotts Head Road to cover the additional expenditure incurred due to the subgrade pavement conditions.

 

3        That the Footpath Augmentation W3294 having an allocation of $70,000 within the budget be split into the four identified projects as follows:

 

a)       $12,000 for new footpath in Vernon Street, Scotts Head which will connect the School to Buz  Brazel Oval.

b)       $10,000 for Bellevue Drive, Macksville which will provide a connection from the footbridge over Newee Creek to Macksville Bridge.

c)       $33,000 to renew the footpath in Mann Street adjacent to the current road works.

d)       $15,000 to the V-wall allocation W3074 to compliment current works.

 

 

 

 

 

ITEM 11.5    T022/2018           300818      T022/2018 Tender for provision of Piling Services for Construction of Lanes Bridge, Bowraville

403/18 RESOLVED      (Ainsworth/Finlayson)

 

That Council appoint Civil Sydney Pty Ltd as the contractor for Tender T022/2018 – Provision of Piling Services for Construction of Lanes Bridge, Bowraville; note the Closed Report; and update the Contract Register (TRIM 31325/2016).

 

Upon being put to the meeting, the motion was declared carried.

 

For the Motion:                      Councillors Ainsworth, Ballangarry, Finlayson, Hoban, Jenvey, Jones, Reed, Smyth and Wilson

Total (9)

Against the Motion:                Nil

Total (0)

 

 

     

CLOSURE

 

There being no further business the Mayor then closed the meeting the time being 7.34 pm.

 

Confirmed and signed by the Mayor on 13 September 2018.

 

Cr Rhonda Hoban

MAYOR

(CHAIRPERSON)

     


Ordinary Council Meeting                                                                                           13 September 2018

Notice of Motion

ITEM 5.1      SF2433            130918         NOTICE OF MOTION - Review of Policy - Memorials on Council Controlled Land

 

AUTHOR/ENQUIRIES:    Rhonda Hoban, Councillor         

 

Summary:

 

Council receives numerous regular requests for a variety of memorials ranging from signage and naming of council assets to bench seats and plaques on rocks. Council’s current policy states:

 

Council does not permit the display of private memorials in public places.

 

Clearly there is a desire within our community to recognise and remember those who have passed away, particularly those who have contributed significantly to the social fabric of our community. However the issue of memorials presents a range of problems for council. In accepting memorials we are faced with determining the merit of requests and deciding who is “worthy” of recognition. The other obvious problem is the risk of a plethora of memorials in potentially undesirable or inconvenient locations and the ongoing cost of maintenance.

 

The current policy was adopted in 2010 and reviewed by Council in January 2018. It is recommended that Council again review the policy but focus on the possibility of allowing memorials where applicants contribute financially to a fund to be used by Council to construct or place items that are already on our Capital Works program or are part of an adopted Masterplan or plan of management. Such items could include seating, tree planting, public art or any other public facility. The donated funds could be applied to the planned works and a council adopted standard plaque placed on the item. This would give council control of both the type and location of the memorial and not add to council’s maintenance burden. It is also recommended that Council consider the policies of other Councils before reviewing our own.

 

 

Recommendation:

 

That after considering the policies of other councils Council receives a report on its Policy for Memorials on Council Controlled Land giving consideration to the possibility of a policy that allows memorials that are consistent with Council’s adopted Capital Works Program or an adopted Masterplan or Plan of Management.

 

 

 

 

 

 

 

 

Attachments:

1

941/2010 - DES - POLICY - Memorials on Council Controlled Land Policy

 

  


Ordinary Council Meeting - 13 September 2018

NOTICE OF MOTION - Review of Policy - Memorials on Council Controlled Land

 

 

 

Description: nambucca valley nsc

 

 

NAMBUCCA SHIRE COUNCIL

POLICY

MEMORIALS ON COUNCIL CONTROLLED LAND

 

 

 

Our Vision

 

Nambucca Valley ~ Living at its best

 

Our Mission Statement

 

‘The Nambucca Valley will value and protect its natural environment, maintain its assets and infrastructure and develop opportunities for its people.’

 

 

1.0       Policy objective

 

            This policy states Council’s position regarding private memorials to individuals.

 

2.0       Related legislation

 

3.0       Definitions

 

4.0       Policy statement

 

            Council adopts, as policy, the following criteria for the erection of commemorative information on Council controlled lands.

 

5.0     MEMORIALS TO INDIVIDUALS

 

          Council does not permit the display of private memorials in public places.

 

6.0     HISTORICAL COMMEMORATIONS

 

6.1       That the memorial consists of an information sign in the recognised colours of brown and white for Tourist Information signs.

 

6.2     The cost of the sign, installation and maintenance is to be borne by the applicant.

 

7.0       HISTORY

 

7.1       Initially, Council considered the erection of memorials and plaques on an individual application basis. Memorial rocks, seats and plaques currently exist at Swimming Creek, the Break-wall and Wellington Drive. Service Clubs also have plaques in a number of Council reserves in remembrance of their members.

 

7.2       In 2000 Council developed a policy that allowed the donation of a park bench with a plaque attached that could be placed in a public area once agreement was reached on a site.  This approach was changed on the 17 February 2010 with the adoption of the current policy.

 

 


8.0     SERVICE CLUBS

 

8.1     The type of memorial may consist of a seat or information sign.

 

8.2       The service Clubs are responsible for the memorial erected within the reserves they “manage”.

 

 

9.0     EXEMPTION

 

            This policy does not apply to the erection of memorial and plaques in Council’s cemeteries.

 

 

10.0   POLICY REVIEW

 

          This Policy is to be reviewed annually.  Council may amend the Policy as required.

 

 

11.0   DELEGATED AUTHORITY

 

            Delegated Authority is given to the General Manager for approval of commemorative structures in accordance with this Policy.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Department:

Engineering Services

Last Reviewed

Resolution Number

Author:

Assistant General Manager – ES

20/10/2010

 

Document No.

941/2010

March 2018

78/18 – Adopted 22/02/18

First Adopted:

18/02/2010

 

 

Resolution No:

 

 

 

Review Due:

February 2019

 

 

 

 

 

 

 


Ordinary Council Meeting                                                                                           13 September 2018

Notice of Motion

ITEM 5.2      SF2433            130918         NOTICE OF MOTION - Request for Sign - John's Cutting Missabotti

 

AUTHOR/ENQUIRIES:    Rhonda Hoban, Councillor         

 

Summary:

 

Recently a request was received from the Missabotti Community Centre Committee of Management to erect signage on a stretch of road at Missabotti known locally as Johns Cutting. The request was refused by Council staff on the basis of our current Policy - Memorials on Council Controlled Land and the fact that such localities are not recognised by the Geographical Names Board.

 

A further request to review the decision has been received.

 

 

Recommendation:

 

That Council advise the Missabotti Community Centre Committee of Management that although Council recognises the contribution of the Johns family to the Missabotti community as evidenced by the naming of Johns Bridge further naming of the road cutting does not meet Council’s current policy.

 

 

 

 

 

Attachments:

1

24459/2018 - Letter proposing a memorial sign in remembrance of a historical local family from Johns Cutting

 

2

28010/2018 - Response advising unable to accede request for memorial sign for Johns Cutting

 

3

32715/2018 - Request to Review of Council's decision

 

  


Ordinary Council Meeting - 13 September 2018

NOTICE OF MOTION - Request for Sign - John's Cutting Missabotti

 


 


 


Ordinary Council Meeting - 13 September 2018

NOTICE OF MOTION - Request for Sign - John's Cutting Missabotti

 

Enquiries to:       Keith Williams

Phone:              6568 0237

Email:                council@nambucca.nsw.gov.au

Our Ref:            SF373

 

 

 

2 August 2018

 

 

 

Mrs D Kennedy

Chairperson

Missabotti Community Centre Committee of Management

869 Missabotti Road

MISSABOTTI  NSW  2449

 

 

Dear Mrs Kennedy

 

MEMORIAL SIGN – JOHNS CUTTING

 

We refer to your request for a memorial sign for “Johns Cutting” in remembrance of James Johns and his wife Charlotte.

 

Council has made a number of changes to its Memorial Policy, which no longer permits memorials in public places and is reluctant to name landmarks or structures after individuals or families.

 

We thank you for your interest in this matter however we are unable to accede to your request.

 

Yours faithfully

 

 

 

 

Keith Williams

MANAGER TECHNICAL SERVICES

 

KW:tb

 

 

 


Ordinary Council Meeting - 13 September 2018

NOTICE OF MOTION - Request for Sign - John's Cutting Missabotti

 


Ordinary Council Meeting                                                                                           13 September 2018

Notice of Motion

ITEM 5.3      SF2433            130918         NOTICE OF MOTION - Leave of Absence - Cr John Wilson - 31 October to 18 November 2018 inclusive

 

AUTHOR/ENQUIRIES:    John Wilson, Councillor         

 

Summary:

 

I, (Cr John Wilson) request leave for the period 31 October to 18 November 2018 inclusive for personal reasons.

 

 

Recommendation:

 

That Cr John Wilson be granted leave of absence in accordance with Section 234(d) of the Local Government Act for the period 31 October to 18 November 2018 inclusive.

 

 

 

 

 

Attachments:

There are no attachments for this report.        


Ordinary Council Meeting                                                                                           13 September 2018

General Manager

ITEM 9.1      SF959              130918         Outstanding Actions and Reports

 

AUTHOR/ENQUIRIES:    Michael Coulter, General Manager; Paul Gallagher, Assistant General Manager - Engineering Services         

 

The following table is a report on all outstanding resolutions and questions from Councillors (except development consents, development control plans & local environmental plans). Matters which are simply noted or received, together with resolutions adopting rates, fees and charges are not listed as outstanding actions. Where matters have been actioned they are indicated with strikethrough and then removed from the report to the following meeting. Please note that the status comments have been made one week before the Council meeting.

 

Recommendation:

 

That the list of outstanding actions and reports be noted and received for information by Council.

 

 

 

 

FILE

NO

COUNCIL

MEETING

SUMMARY OF MATTER

ACTION

BY

STATUS

AUGUST 2015

1

SF674

13/08/15

Council write to the appropriate Minister drawing attention to the history of the matter (negotiations to extend Council’s Waste Depot) and particularly Council’s investment in studies made in good faith as well as the importance of the facility to the growth and security of our local community.

 

AGMES

Letter to be drafted to appropriate Minister.

Letter sent week ending 30 September 2015.

Nil response from the Minister to date, another letter sent 3 December 2015.

Response received from Minister and report to a meeting in March 2016.

 

Minister referred staff to Forests and a meeting is being organised with Forests NSW in 2016 for further discussion with a report to be presented to Council afterwards.

 

22/3/17 - AGMES has contacted Forestry and a further meeting to be arranged to consider sites for offset forestry.

 

8/8/18 – It is proposed to report to next Council meeting on a compulsory acquisition of land given that there has been adverse response from Forestry NSW.

 

OCTOBER 2015

2

SF1855

26/11/15

That Council receive a report regarding any options for traffic lights at River Street and Cooper Street following the completion of the Macksville by-pass.

 

GM

Report late 2017

 

4/12/17 – awaiting effect of highway closure.

 

10/1/18 – Will be reported to Council in February.

 

31/1/18 – Pending negotiations with the RMS on the highway handover.

 

4/4/18 – Comments provided to rms on a review of traffic light phasing and also permitting left turns on red.

 


 

JANUARY 2017

3

SF2208

12/01/17

Council engage a qualified person to undertake an assessment of flora and fauna on Lot 701 Boronia Street, Nambucca Heads to determine impact of required APZ’s.

 

GM

Report May 2017

15/5/17 – Ecologist has been engaged and a report has been prepared. It will be included/ considered in the housekeeping amendment going to the next council meeting.

 

01/6/17 – Housekeeping amendment planned to be finalised by end of 2017.

 

11/1/18 – Flora and Fauna report completed. Item removed from subject planning proposal to prevent delay in finalisation of housekeeping amendments.  It will be included in upcoming planning proposal to be presented to Council in 2018.

 

MARCH 2017

4

SF2230

16/03/17

Council assess the appropriateness of the Water & Sewerage restricted reserves after the completion of the review of the Integrated Water Cycle Management Plan.

 

AGMCS

18/3/17 – Report late 2017

 

06/12/17 – Report to be presented in 2018 following receipt of draft IWCMP.

 

5/4/18 – GM has followed up unacceptable delays in the review of the IWCM.

 

09/05/18 Issues paper received and workshop to be organised.

 

6/6/18 – Public Works have provided a timetable for the completion of the IWCM being:

·    Final Issues Paper – 30/4/18

·    Complete VGA water & sewer analysis 4/5/18

·    Complete Macksville sewer model & issue draft report 4/5/18

·    Issue draft scenario analysis 25/5/18

·    Council review scenario analysis 31/5/18

·    Complete financial  planning 29/6/18

·    Prepare draft IWCM Strategy 13/7/18

 

18/7/18 – An IWCM strategy Workshop is scheduled for 16 August 2018 11.00am – 3.00pm.

 

23/8/18 – IWCM strategy Workshop conducted 16 August 2018. Public Works are now correlating a revised report based on the comments emanating from the workshop.

 

MAY 2017

5

SF1541

25/05/17

That the review of the local environmental plan include consideration and a subsequent report on the creation of more residential land near Macksville and more industrial land (including land for bulky goods) near Macksville.

 

GM

31/5/17 – Report in October 2017

 

18/10/17 - Deferred to December due to workload.

 

06/12/17 - Deferred to 2018 due to workload.

 

 

JUNE 2017

6

SF2290

15/06/17

That Council revise the Plan of Management for Gordon Park in consultation with the Section 355 Committee of Management.

 

GM

Report in November 2017.

 

22/11/17 - Deferred to January 2018 due to workload.

 

10/01/18 – CSPNR on leave.  Will need to be deferred to Feb/March 2018.

 

4/4/18 – Draft Plan and REF complete.  Section 355 Committee to be consulted and the matter reported back to Council by June 2018.

 

21/6/18 – A flying fox camp plan of management has been prepared as well as a vegetation management plan and a review of environmental factors for maintaining the vegetation around the tennis courts.  Together with the works undertaken as part of the estuary plan, these adopted plans will be the only substantive change to the Plan of Management.  The process of advertising these revisions to the Plan of Management is likely to result in the flying fox issue being revisited, a potentially unproductive outcome.  I would recommend that Council rethink this resolution otherwise I will need to attend to it myself when time permits.

 

5/9/18 – Section 355 Committee disbanded – no further action proposed.

 

SEPTEMBER 2017

7

SF2293

28/09/17

Council approach the Hon Melinda Pavey and request that the control of Casey Drive be handed to Council and further that Minister be asked to reconsider handing control of the Soccer field adjacent to Casey Drive at no cost.

 

GM

04/10/17 – Pending

 

31/10/17 – further representations made to the Member for Oxley and Minister for Roads, Maritime and Freight.

 

24/5/18 - GM followed up

 

8/8/18 – An officer from the Valuer General telephoned the gm and advised that they are going to review the base rate valuation.

 

OCTOBER 2017

8

SF2329

26/10/17

There be a report on amending Council’s policy on Urban and Rural Road Naming to incorporate the recommendation of the Business Advisory Committee for dual road naming.

 

AGMES

7/11/2017 - Policy to be reviewed and reported back to Council in March 2018 with other policy reviews.

 

4/4/18 – Report to May 2018 meeting.

 

23/5/18 - Draft Review in June 2018

 

8/8/18 – Temporarily delayed and will be provided at the end of August pending a review of the flow chart that sits behind the policy and confirmation on the process required to obtain the Aboriginal translation and compliance with the Geographical Names Board.

 

22/08/18 – Delayed until September 2018 due to other work commitments.

JANUARY 2018

9

SF979

18/1/18

(Great Koala National Park) That if and when further information relating to the KPMG report, State Labor Policy or a transition package come forward, they be reported to Council.

 

GM

Awaiting further information.

 

18/7/18 – The matter was considered by the Valla Beach Community Association at their meeting on 16 July 2018 it was resolved to advise Council that the VBCA supports the GKNP in principle, and that the VBCA make available to Council further information re the practicalities involved, when to hand, from the National Parks Association of NSW, who originally proposed the GKNP.

 

5/9/18 – there is a report to Council’s meeting on 13/9/18 in relation to a Government announcement on additional conservation areas.

 

APRIL 2018

10

PRF45

12/4/18

That Council investigate the possibility of overnight stays on the downstream of the Macksville Bridge (northern side) and at western end of Crosswinds Wetland Nature Reserve.

 

GM

18/04/18 - Report being prepared for September 2018 meeting.

11

SF2456

12/4/18

Submission to Safe and Secure Water Program for funding of a design and construct contract for the installation of the required infrastructure (water treatment plant).

 

AGMES

18/4/18 - Submission to be drafted for funding.

 

9/5/18 – A submission has been lodged for funding and an Options Report which is expected to be considered by DPI-Water in May 2018.

 

12

T012/2017

12/4/18

That Council make representation to the Member of Oxley seeking her support for reconsideration of additional grant funding consistent with 50% contribution of the project (for Bowraville STP effluent treatment)

 

AGMES

18/4/18 Letter sent 20/04/18.

 

09/05/18 – General Manager has spoken to Melinda Pavey’s office and is assisting them with their representations.

 

4/9/18 – request added to media release to be issued by local member

13

SF2303

12/4/18

That a further report to Council on actions arising out of the Review of the Capacity of the Finance Section report, “An Internal Review of the Capacity of the Finance Section to meet operational requirements.

 

AGMCS

18/4/18 - Awaiting appointment of new AGMCS.

 

2/8/18 AGMCS currently assessing the Report and consulting finance staff members.

 

MAY 2018

14

SF2459

17/5/18

Outcome of negotiations re raising dwellings at 8 & 14 High Street, Bowraville or otherwise getting agreement be reported back to Council as soon as possible.

 

AGMES

23/5/18 - Report to Council in September 2018.

15

SF2460

17/4/18

Council defer any decision on regulating horticulture in RU1 and RU2 until the outcome of a similar proposal put forward by Bellingen Council is determined by the Minister.

 

GM

20/5/18 – will track progress of Bellingen’s Planning Proposal and report on any developments.

JUNE 2018

16

SF2468

28/6/18

Council advertise a Draft Plan of Management for Lot 2 DP 101698 McKay Street Macksville.

 

GM

30/6/18 – report in October 2018

JULY 2018

17

SF46

12/7/18

Council defer consideration of a memorial wall until a further report is received which considers in detail the plans submitted by Rupert Milne Holme including indicative costings and potential sources of funding.

Further that there be consultation with LALCs and Native Title claimants.

 

GM

15/7/18 – report in September 2018

 

6/09/18 – matter discussed with MDE – consultation with LALCs and Native Title claimants to be undertaken.  Report now scheduled for November 2018.

18

SF2422

26/07/18

Council staff advise whether the steps/tiered seating at Macksville foreshore are steps or seating and whether they comply with current standards given they are uneven and vary in width.

 

AGMES

8/8/18 – Under investigation to be reported in September 2018.

AUGUST 2018

19

SF2433

16/08/18

Council review the appointment of an Acting GM in six months.

 

GM

Report in February 2019

20

SF2433

16/08/18

Council refer the draft Delegations Policy and Instrument of Delegation to the GM to the Audit Risk & Improvement Committee.  That Council refer to the Committee a proposal to exclude from the delegations the delegation of authority for deferred payments for developer contributions, meaning any requests for deferred payments are to come to Council for determination.

 

AGMCS

Report in October 2018

21

 

16/08/18

QWN – what is the current capacity of cemeteries and columbariums? When will each facility reach capacity? When should Council consider extending the facilities or seek additional locations.

 

GM

Report in October 2018

22

SF2413

16/08/18

That the Risk Framework and Strategic Risk Register be deferred until a workshop has been convened.

 

AGMCS

22/08/18 Workshop to be convened.

 

6/09/18 - Risk framework being reviewed by management.  Council workshop proposed for November 2018.

 

23

SF1301

16/08/18

The S355 CoM delegations of authority be deferred for one month and that Councillors discuss their issues with the AGMCS.

 

AGMCS

Report in September 2018

24

SF761

16/08/18

That the lease to Optus mobile in Palmer St be deferred until the GM comes back with more information regarding options to improve the wireless service in Nambucca Heads.

 

GM

Report in September 2018

 

5/9/18 – GM has contacted Optus who are to come up with a proposal for slimline antennas to address Nambucca Heads black spots including the Plaza and Swimming Creek.

25

SF2433

30/08/18

Council receive a brief report on the use of Otta seals on low traffic volume roads.  Also Council keep a watch on success or otherwise of the Bellingen trial.

 

AGMES

5/9/18 – Report in October 2018

26

SF317

30/08/18

Report on a proposal for improvements to the amenities at Macksville Park - including change rooms for women; doors on showers; suitable disabled amenities.

 

AGMES

 

5/9/18 – Report in November 2018.

27

SF317

30/08/18

A Management Plan be developed for the future administration of Macksville Park to cater for its current use and future opportunities as a regional sporting hub.

 

AGMCS

5/9/18 – Report in November 2018.

28

SF317

30/08/18

Council receive a report on the approach it should take to formalising all fees and charges levied by S355 Committees.

 

AGMCS

 

Attachments:

There are no attachments for this report.

 


Ordinary Council Meeting                                                                                           13 September 2018

General Manager's Report

ITEM 9.2      SF873              130918         Transitioning Defence Force Veterans to the Nambucca Valley - Proposed Creation of a Section 355 Committee

 

AUTHOR/ENQUIRIES:    Michael Coulter, General Manager         

 

Summary:

 

Every year many hundreds of armed forces veterans, often in their early 30’s to early 40’s, transition out of the defence forces into civilian life.  By the nature of their working lives they can be relatively footloose in where they choose to live.

 

The Nambucca Valley has already benefited from many armed forces veterans who have made this valley their home.  It is proposed that the community, via this Council, improve its direct marketing to these potential residents who have the skills and work ethic to contribute to our social, economic and human capital.

 

 

Recommendation:

 

That Council establish and provide administrative support and publications to a Section 355 Committee of Management, to be known as the “We’re Here” Committee, to support defence personnel transitioning from the armed services by encouraging them to settle in the Nambucca Valley.

 

 

OPTIONS:

 

The Council has the option of whether or not to establish a Section 355 Committee to support the initiative of the Nambucca Heads, Macksville, Bowraville, Taylors Arm and Stuarts Point RSL sub-branches.

 

DISCUSSION:

 

On 28 August 2018 the Mayor and General Manager met with local veterans and Ms Carrolline Rhodes in relation to opportunities which exist for the Nambucca community to participate in the veterans in transition program.

 

Every year many hundreds of armed forces veterans, often in their early 30’s to early 40’s, transition out of the defence forces into civilian life.  By the nature of their working lives they can be relatively footloose in where they choose to live.  The Nambucca Valley has already benefited from many armed forces veterans who have made this valley their home.  It is proposed that the community, via this Council, improve its direct marketing to these potential residents who have the skills and work ethic to contribute to our social, economic and human capital.

 

The Defence Force provides a transition program for personnel leaving the armed forces beginning a number of years before their separation and leading up to a transition seminar which is held in major capital cities.

 

Council’s approval is sought to the establishment of a Section 355 Committee to auspice a “We’re Here” project aimed at supporting defence service personnel transitioning from the armed services by encouraging them to settle in the Nambucca Valley.

 

Details of the “We’re Here” project are attached.

 

Section 355 of the NSW Local Government Act provides that a function of a council may be exercised by a committee of the council.

 

The functions of a council are set out in Chapter 5 of the NSW Local Government Act and are extremely broad.  Section 8 of the Act summarises the principles for local government as being, “to provide guidance to enable councils to carry out their functions in a way that facilitates local communities that are strong, healthy and prosperous.”

 

So it is open to Council to establish a Section 355 Committee, the objective for which will be to:

 

“Prepare a high quality presentation to be distributed at defence forces’ transition seminars … that will detail:

 

·      The commitment to provide peer guidance and mentoring for veterans and their families

·      The pledge by significant Nambucca Valley employers that they will interview any suitably qualified veteran applying for an advertised position

·      The attraction of affordable housing

·      The lifestyle offered by a climate rated among the best in the world

·      The benefits of belonging to a relatively small community

 

 

CONSULTATION:

 

There has been consultation with the Mayor and representatives of the RSL sub-branches.

 

 

SUSTAINABILITY ASSESSMENT:

Environment

 

There are no implications for the environment.

 

Social

 

There are potentially beneficial social outcomes as a consequence of attracting younger families to live in the Valley as well as “self-funded” retirees who can support the community through volunteer effort.

 

Economic

 

Beneficial economic outcomes include an increase in local spending and additional skilled labour.

 

Risk

 

Like all of Council’s Section 355 committees, the achievements of the Committee will need to be monitored and if outcomes or interest wanes then the Committee should be wound up.

 

 

FINANCIAL IMPLICATIONS:

Direct and indirect impact on current and future budgets

 

At this stage there are no budgetary impacts.

 

Working funds – justification for urgency and cumulative impact

 

At this stage there is no impact on working funds.

 

Service level changes and resourcing/staff implications

 

It is not anticipated that the Committee will require significant staff resources.

 

Attachments:

1

32275/2018 - 'We're Here' Section 355 Committee

 

  


Ordinary Council Meeting - 13 September 2018

Transitioning Defence Force Veterans to the Nambucca Valley - Proposed Creation of a Section 355 Committee

 


 


Ordinary Council Meeting                                                                                           13 September 2018

General Manager's Report

ITEM 9.3      SF2162            130918         Addition of 590 hectares of State Forest to the Gumbaynggirr National Park

 

AUTHOR/ENQUIRIES:    Michael Coulter, General Manager         

 

Summary:

 

A summary is not required.

 

 

Recommendation:

 

That Council note the addition of 590 hectares of State Forest to the Gumbaynggirr National Park.

 

 

OPTIONS:

 

The report is for information.

 

As the announcement has been made there are no other realistic options.

 

 

DISCUSSION:

 

Council has made a number of resolutions and representations in relation to a proposed Great Koala National Park.

 

The Council has now received the attached media release from the Minister for the Environment, the Hon Gabrielle Upon advising of the transfer of 590 hectares of the Oakes State Forest to the Gumbaynggirr National Park, 35km west of Nambucca Heads.

 

The media release indicates the transfer is part of the State-wide $45m koala strategy announced in May, which includes the outright purchase of new lands as well as additions of state forest lands to the conservation estate.

 

 

CONSULTATION:

 

Advice has been sought from the Nambucca Valley Conservation Association in relation to the environmental value of the announced addition of 590 hectares to the Gumbaynggirr National Park.

 

A representative notes that the media release is a “re-announcement” of a May 2018 statement that the Government would provide a $45m package to protect the threatened koala population.  The media release from 6 May 2018 is attached.

 

The response by the North East Forest Alliance to the Government’s May announcement being that, “NSW’s New Koala Reserves aren’t New and Don’t have many Koalas”, is attached.

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

The announcement has an environmental benefit.  From the information provided in the media release it is difficult to assess its significance relative to the conservation threats faced by Koala or the habitat of the nominated 15 threatened species.  But the alternative view is that any addition of quality native forest to the National Park estate is beneficial from an environmental perspective.

 

 

Social

 

There are unlikely to be any significant social implications.

 

Economic

 

Without knowing the extent to which the nominated areas of State Forest have been logged or their relative significance to future wood supply agreements it is impossible to assess the economic impacts of the announcement.  The announcement makes no reference to any potential tourism benefits.

 

Risk

 

There are no risks to Council.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

There is no budgetary impact.

 

Working funds – justification for urgency and cumulative impact

 

There is no impact on working funds.

 

Service level changes and resourcing/staff implications

 

There is no service level or resourcing implications.

 

Attachments:

1

32441/2018 - Media Release - koala habitat addition

 

2

32481/2018 - Koala May 2018 announcement

 

3

32482/2018 - North East Forest Alliance Response

 

  


Ordinary Council Meeting - 13 September 2018

Addition of 590 hectares of State Forest to the Gumbaynggirr National Park

 


Ordinary Council Meeting - 13 September 2018

Addition of 590 hectares of State Forest to the Gumbaynggirr National Park

 


 


Ordinary Council Meeting - 13 September 2018

Addition of 590 hectares of State Forest to the Gumbaynggirr National Park

 


 


 


Ordinary Council Meeting                                                                                           13 September 2018

General Manager's Report

ITEM 9.4      SF2329            130918         Minutes of the Business Advisory Committee Meeting held on 5 September 2018

 

AUTHOR/ENQUIRIES:    Michael Coulter, General Manager         

 

Summary:

 

A summary is not required.

 

 

Recommendation:

 

That the following actions arising out of the Business Advisory Committee’s meeting held on 5 September 2018 be adopted:

 

1        Arrangements be made for the completion of the parklet and its installation in Macksville

 

2        That Council endorse the lodgement of the Club Grants application for two pairs of Variable Digital Message Boards at a cost of $60,000 noting that if Council is successful it will need to make a contribution of $30,000 from working funds.

 

3        That Council staff report on options to improve and/or relocate the River Street, Macksville amenities and also options to improve the standard of the amenities in Fletcher Street, Nambucca Heads.

 

4        A letter of thanks be sent to Mr Rob McWilliam for the provision of his scissor lift for the use by artists preparing the murals in Wallace Lane.

 

 

OPTIONS:

 

Council has options as to whether or not to adopt the recommendations.

 

 

DISCUSSION:

 

A meeting of the Business Advisory Committee was held on 5 September 2018.  The minutes of the meeting are as follows:

 

Present:

 

Cr Janine Reed, Cr Rhonda Hoban, Mary Lawler, Chris Sedgwick, Michael Ettelson, Rod Edwards, Paula Davis, Angela Bergin, Mickey Hawkes, Michael Coulter, Robert Hunt (for part of meeting)

 

1.       Apologies:

 

Anthony Burton, Felice Burton, Christian Knight, Ian Moule, Kerry Grace, Monika Schuhmacher, Cr Anne Smyth, David Ainsworth

 

2.       Minutes of the Meeting Held on 20 June 2018

 

The minutes were agreed.

 

3.       Matters Arising out of Meeting Held on 20 June 2018

 

Rod Edwards provided an update on the progress with the Macksville murals.  It was reported that there was satisfactory progress with work currently being undertaken on the higher sections of the Department store wall with the assistance of a scissor lift provided by Rob McWilliam.  Work on the newsagent wall is planned to commence shortly with volunteers being sought to assist the artist, Felice Burton.  It was noted that an MoU for the NAB fence is yet to be signed by its owners.  The wall of the Remnant Basket has been painted and the gate is about to be repaired.

 

It was noted that a mural in Bowraville has also been completed.

 

There was discussion about the Renew Newcastle initiative and sending letters to the owners of empty shops.

 

There was discussion about the progress with the parklet which is at the Men’s Shed and requires timber rails and possibly panelling to complete it.  It was agreed that the General Manager is to follow this up.

 

4.       Progress with Lighting the Macksville Bridge

 

The status of the project was listed as:

 

a.   (Milestone 1 – RMS consent) formal contact made with RMS in respect to modifying their asset. They have indicated they are not opposed to the project but provided conditions to modifications to the bridge that Council will be including in the tender information for the lighting.  Formal consent has not been provided at this stage as they would like to see project specifications first. Suggested way forward was delivery of the draft tender information to the RMS for their review.

 

b.   Some local lighting experts have been contacted for any informal advice they may be able to provide on the project based on similar experience;

 

c.   Expected to commence tender documents in the next fortnight;

 

d.   Electrical contractor to undertake review of any supply difficulties;

 

e.   Quotes received for bridge viewing area and interpretative space. Preferred contractor engaged.

 

f.    Survey of the bridge access areas being prepared at present;

 

g.   Letters sent to adjoining property owners who may be concerned about lighting impacts from Bridge project (no objections received).

 

At this stage the timing of the project will be tight for completion by Dec 2018.

 

5.       Update on Verandah Reinstatements

 

The General Manager circulated a copy of advice from architect Alan Rudge advising that design reports have been prepared for 7 (seven) projects being:

 

Rob Torelli’s Barber Shop

Bridge Café

Valley Emporium & Remnant Basket

Luke Foley (5 River Street)

Department Store

Pharmacy Corner

 

The owners of the seven properties are to be provided with a copy of the design reports which will contain cost estimates to gauge the level of interest.  Alan Rudge is to personally meet with each of the owners.

 

A copy of one of the design reports for the Pharmacy Corner is attached.  All of the reports will be in a similar style with cost estimates being provided to the owners and in a copy of the reports to be received by Council.

 

6.       General Business

 

There was discussion about the use of Variable Message Boards (VMB) or other signage to advertise events.

 

It was agreed that the General Manager investigate submitting a grant application under the Emergency Preparedness category of Club Grants for Variable Message Boards to free up a VMB to be used for events.

 

(note 6/09/18 - arrangements are being made to lodge a grant application under Club Grants for two pairs of VMB’s for a total of $60,000 ($30,000 per pair.  These VMB’s can be used in emergencies to advise of roads and bridges cut by flooding as well as for road works, events et al.  The Club Grants is a $ for $ program requiring a commitment from Council of $30,000).

 

As per the Renew Newcastle initiative there was discussion about arranging displays for empty shop windows failing other interim uses.  It was agreed that the General Manager discuss opportunities for displays with Council’s Manager Business Development.

 

There was discussion about an initiative utilised in Cooma for town gift cards.  It was agreed Mickey Hawkes would investigate this.

 

Mickey Hawkes put forward a proposal for a refurbishment of the amenities in River Street based on a “cowboys and cowgirls” theme with a cost estimate of approximately $4,000.  There was discussion as to whether the amenities at the end of Princess Street and in a view corridor of the river were an appropriate location and what options there may be to relocation them.  It was agreed that Council staff report back on options to improve and/or relocate the amenities.

 

There was discussion about the standard of the amenities in Fletcher Street, Nambucca Heads.

 

There was a request for a street garbage bin on the shop side of River Street between Princess Street and Cooper Street.

 

 

CONSULTATION:

 

There has been consultation with the Business Advisory Committee.

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

There are no significant environmental implications.

 

Social

 

There are no significant social implications.

 

Economic

 

At this stage there are no significant economic implications.

 

Risk

 

There is a risk to Council’s working funds as per the recommendation for a Club Grant which requires $ for $ funding.

 


 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

At this stage there is no budgetary impact.

 

Working funds – justification for urgency and cumulative impact

 

There will be an impact on working funds if Council’s application for Club Grants is successful.

 

Service level changes and resourcing/staff implications

 

The Business Advisory Committee does require resourcing by Council staff.

 

Attachments:

1

32842/2018 - Pharmacy Corner Report

 

  


Ordinary Council Meeting - 13 September 2018

Minutes of the Business Advisory Committee Meeting held on 5 September 2018

 


 


 


 


 


 


 


 


 


Ordinary Council Meeting                                                                                           13 September 2018

General Manager's Report

ITEM 9.5      SF1067            130918         New Model Code of Conduct

 

AUTHOR/ENQUIRIES:    Michael Coulter, General Manager         

 

Summary:

 

A summary is not required.

 

 

Recommendation:

 

That Council note the information concerning the new Model Code of Conduct; Procedures for Administration; and Councillor Induction and Professional Development Guidelines and that a further report be submitted to Council on their adoption after they have been prescribed.

 

 

OPTIONS:

 

There are no options.  The Council has previously made representations in relation to the new requirements when they were in draft form.

 

DISCUSSION:

 

The NSW Minister for Local Government, the Hon Gabriel Upton has issued a media release (attached) announcing the new Model Code of Conduct that will soon be prescribed under the Local Government (General) Regulation 2005 to, “ensure the ethical, transparent and accountable operation of local government in NSW”.

 

According to the Office of Local Government (OLG) website:

 

“Once prescribed, the new code and associated procedures will apply to more than 45,000 staff and nearly 1300 councillors at 128 councils across NSW, heralding a new era in ethics, accountability and transparency.”

 

The new Model Code of Conduct and its associated procedures have been made available for councils’ information only. Councils cannot adopt the new Model Code until they have been prescribed.  The new Model Code of Conduct and the related Procedures for Administration can be viewed on the NSW Office of Local Government website.

After the new Code of Conduct procedures are prescribed, councils across NSW will have 6 months to adopt a Code of Conduct and associated procedures that meet the new requirements.

 

As indicated in the media release there are also new Councillor Induction and Professional Development “Guidelines” which will require mandatory training for all councillors and mayors.  These Guidelines can be found on the Office of Local Government (OLG) website.  Besides Councils being required to deliver induction training to councillors within 6 months after an election there is a requirement for on-going professional development.

 

An on-going professional development plan must be developed for the mayor and each councillor.  The mayor and each councillor is expected to complete all activities included in their professional development plan.  As a first step to developing individual plans, an assessment is required of the knowledge, skills and personal attributes the mayor and each councillor bring to their roles and a comparison made against those that they need to effectively serve their community.  Any deficit in knowledge, skills or attributes identified through the assessment process should form the basis of the professional development plans developed for the mayor and each councillor.  The process has to be undertaken for both new and experienced mayors and councillors.

 

Councils will be required to publicly report each year in their annual report on the participation of the mayor and each councillor in the council’s induction and professional development programs during that year.  The information published in the annual report is to include:

 

·      The name of the mayor and each councillor that completed council’s induction program

·      The name of the mayor and each councillor that had a professional development plan

·      Without naming individual councillors, the percentage of professional development activities offered to the mayor and councillors during the relevant year that were completed, and

·      The total cost of induction and professional development activities provided to the mayor and councillors during the relevant year.

 

The Guidelines provide that non-participation in induction and professional development activities “is to be managed by the general manager and the governing body”.

 

 

CONSULTATION:

 

There has been consultation with the Assistant General Manager Corporate Services.

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

There are no implications for the environment.

 

Social

 

There are no social implications.

 

Economic

 

There are no economic implications.

 

Risk

 

There are no particular risks except for the consequences of non-compliance.  The proposed changes represent additional reporting obligations for councils when most commentary accepts there is already excessive mandatory reporting.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

There will be budgetary impacts in relation to the cost of training.

 

Working funds – justification for urgency and cumulative impact

 

At this stage there is no impact on working funds.

 

Service level changes and resourcing/staff implications

 

There will be additional staff resources required to prepare the individual professional development plans for the mayor and councillors.

Attachments:

1

32512/2018 - Media release - new Model Code of Conduct

 

  


Ordinary Council Meeting - 13 September 2018

New Model Code of Conduct

 


 


Ordinary Council Meeting                                                                                           13 September 2018

General Manager's Report

ITEM 9.6      SF2423            130918         Undetermined Development Applications either greater than 12 months or where submissions received to 6 September 2018

 

AUTHOR/ENQUIRIES:    Lisa Hall, Technical Officer - Development and Environment         

 

Summary:

This report contains information in relation to Development Applications which have been undetermined for over 12 months and undetermined Development Applications which have received submissions.

 

In accordance with Minute 848/08 from Council’s meeting of 18 December 2008, should any Councillor wish to “call in” an application a Notice of Motion is required specifying the reasons why it is to be “called in”. If an application is not called in and staff consider the matters raised by the submissions have been adequately addressed then the application will be processed under delegated authority.  Where refusal is recommended the application may be reported to Council for determination.

 

 

Recommendation:

That the information contained in the report on undetermined Development Applications either greater than 12 months or where submissions received to 6 September 2018 be noted by Council.

 

 

TABLE 1: UNDETERMINED DEVELOPMENT APPLICATIONS IN EXCESS OF 12 MONTHS OLD

 

There are no Development Applications in excess of 12 months old.

 

TABLE 2: UNDETERMINED DEVELOPMENT APPLICATIONS WHERE SUBMISSIONS HAVE BEEN RECEIVED

 

DA NUMBER

DATE OF RECEIPT

PROPOSAL

ADDRESS

2018/125

13 June 2018

Alterations to existing caravan park

Lot 162 DP 755560, 26 Swimming Creek Road, Nambucca Heads

Two submissions have been received.

STATUS: Being assessed. Objection received from applicant re non-compliance with Sections 91 & 94 of relevant regulation. It has been forwarded to DPE for their concurrence.

DA NUMBER

DATE OF RECEIPT

PROPOSAL

ADDRESS

2006/142 - modification

14 June 2018

19 Lot Residential Subdivision

Lot 2 DP 1214814, Grandview Drive, North Macksville

One late submission has been received.

STATUS: Being assessed – referred to the RFS

DA NUMBER

DATE OF RECEIPT

PROPOSAL

ADDRESS

2018/146

11 July 2018

Change of Use – Group Home

Lot 1 DP 42339 & Lot 22 DP 626014, 316 Wilson Road, Congarinni North

Seven submissions have been received

STATUS: Being assessed. Referred to RFS. Additional information required from applicant.

DA NUMBER

DATE OF RECEIPT

PROPOSAL

ADDRESS

2018/152

26 July 2018

7 Lot Subdivision – Large Lot Residential

Lot 1 DP 1185748, 274 Wirrimbi Road, Newee Creek

One submission has been received

STATUS: Being assessed – Referred to RFS and RailCorp.

Attachments:

There are no attachments for this report.  


Ordinary Council Meeting                                                                                           13 September 2018

General Manager's Report

ITEM 9.7      SF2423            130918         2018 August - Approved Construction and Complying Development Certificates

 

AUTHOR/ENQUIRIES:    Candice Lopez, Business Service Officer         

 

Summary:

 

The attached report, produced from Council’s computer system, Authority, is for the information of Councillors with regard to approved Construction and Complying Development Certificates for the month of August 2018 as at 3 September 2018.

 

 

Recommendation:

 

That the Construction and Complying Development Certificates approved for August 2018 be noted and received for information by Council.

 

 

Attachments:

1

32161/2018 - Construction Certificates and Complying Development Approved - August 2018

 

  


Ordinary Council Meeting - 13 September 2018

2018 August - Approved Construction and Complying Development Certificates

 


 


 


 


Ordinary Council Meeting                                                                                           13 September 2018

General Manager's Report

ITEM 9.8      SF2423            130918         2018 August - Development Applictions and Complying Development Applications Received

 

AUTHOR/ENQUIRIES:    Candice Lopez, Business Service Officer         

 

Summary:

 

Council at its meeting 16 January 2014 resolved:

 

“That Council endorse the method of reporting Construction and Complying Development Certificates as presented to the 16 January 2014 meeting and further that the General Manager investigate the possibility of reporting Development Applications lodged in previous month.”

 

Attached is a list of Development Applications and Complying Development Applications received in August 2018 as at 3 September 2018.

 

 

Recommendation:

 

That the Development Applications and Complying Development Applications received in August 2018 be received for information.

 

 

Attachments:

1

32160/2018 - Development Applications and Complying Developments Received - August 2018

 

  


Ordinary Council Meeting - 13 September 2018

2018 August - Development Applictions and Complying Development Applications Received

 


 


 


Ordinary Council Meeting                                                                                           13 September 2018

General Manager

ITEM 9.9      SF1120            130918         Grant Application Status Report

 

AUTHOR/ENQUIRIES:    Teresa Boorer, Grants Officer         

 

Summary:

 

This report provides an overview of grant applications and their status for the previous two (2) months.

 

RecommendationS:

 

1        That Council receive the list of grant applications including active projects, successful and unsuccessful applications, and undetermined applications, to 4 September 2018.

 

2        That Council approve an amount of $165,747 from working funds as the matching funding for the ClubGRANTS approved application for Phillip Hughes Oval;

 

3        That Council note the matching cash funding of $15,000 for the OEH program for Restoration of Beach Access Way at Nambucca Heads is included in the 2018/2019 budget – WO3063;

 

4        That Council note the matching cash funding for the OEH program for Construction of 2 x disabled accessible fishing platforms at Nambucca Heads will be included as a part of the boardwalk rehabilitation, included in the 2018/2019 budget – WO2020;

 

5        That Council approve an amount of $86,325 from working funds as the matching funding for the SCCF2-0215 approved application for Playing Fields and Amenities for urban growth area, South Macksville;

 

6        That Council reallocate $28,000 of the $65,000 in the 2018/2019 budget in WO2310 for Estuary Management Plan actions as a consequence that Council has failed to attract matching fund with the funds to be committed to other estuary works being the East Street drain; and the sign and shelter for Deep Creek.

 

 

 

Successful grant applications (ACTIVE PROJECTS):

 

Grant and date of approval

Funding Amount

Amount Council

Description

Environmental Trust Restoration and Rehabilitation Grant

Closed 19 September 2014

 

$86,160

$23,060 (in-kind)

Protection of two endangered populations and treatment of Wakki Beach, Scotts Head and bush track

**COMPLETE**

Office of Environment and Heritage Coastal Management

$85,000

$50,000 (EL) $25,000 (NSW Coastal Holiday Parks Trust) $40,000 (Local Land Services – committed over 3 years of project)

Scotts Head Headland Coastal Hazard Reduction

**Ongoing**

Regional Communities Fund

$55,000

N/A

Design & Development Plan for Valla Industrial Estate

**COMPLETE – Final Report submitted - waiting on payment from Funding Body**

 


Successful grant applications (ACTIVE PROJECTS): (continued)

 

Grant and date of approval

Funding Amount

Amount Council

Description

NSW Boating Now (2015-2017) – RMS – 6 Projects (2 now completed):

Gordon Park – MN-18 – started January 2016

Nambucca Heads RSL boat ramp – MN-19 – to be started

 

Deep Creek – MN-21 – to be started

 

 

$287,000

 

$27,000

 

 

$30,000

 

 

$287,000

 

$27,000

 

 

$24,000

 

 

MN-18: Upgrade boat ramp & car park at Gordon Park, Nambucca Heads **Ongoing**

MN-19: Improve access for non-powered vessels at Nambucca Heads RSL boat ramp **Commenced**

MN-21: Upgrade boat ramp and car park at Deep Creek **Commenced - Crown Lands Approval granted**

Coastal & Estuary Grants Program 2016-2017

Closed 18 August 2016 – advised successful 14 March 2017

$207,500

$207,500 (NSC)

Nambucca Shire Council – Stage 2 Nambucca Heads Surf Lifesaving Club protection

**Ongoing**

Department of Planning & Environment – Bowraville Solution Brokerage

Announced 20/03/2017 – advised successful 19 May 2017

$150,000

$0

Bowraville Community Connections Project – Stage 1 – Community Recreation & Sports Precinct

**Project nearing completion**

Local Heritage Places Grants 2017 – 18 and 2018 – 19

Closed 12 December 2016 – advised successful 30 May 2017

$6,000 each year for the 2 years

$6,000 (NSC)

Nambucca Shire Council Local Heritage Places grant - #LGP2017076

**2017/2018 Program acquitted**

**2018/2019 Program commenced**

Coastal & Estuary Grants Program – 2016-17 – Planning Funding

Closes 30/06/2017 – advised successful 2 June 2017

$25,000

$27,000 (NSC cash & in-kind)

Transition of CZMP & EMP to a CMP to support estuary management actions

**Ongoing**

 

Flying-fox Grants – Stream 3

Closed 26/05/2017 – advised successful 19 June 2017

$15,400

$3,800 (NSC cash)

$15,400 (NSC in-kind)

Implement some actions from DRAFT Management Plan

**COMPLETE**

2017/2018 Walking & Cycling Programs – RMS – Priority Cycleways

Nominations Closed 9 September 2016

 

$864,889 – RMS approved a grant of $500,000

$0

Cycleway – 1.81km – Upper Warrell Creek Road to Boundary Street, South Macksville

**COMPLETE**

Social Community Housing Improvement Fund – Round 3 -

Closed 10 May 2017

$40,000

$22,690 (NSC - $5,000 cash & balance in-kind)

Shade for Bellwood Park Playground, Nambucca Heads

** COMPLETE – Final Report due 31/12/2018**

Social Community Housing Improvement Fund – Round 3

Closed 10 May 2017

$50,000

$12,000 (NSC - in-kind)

Bowraville Connections – Multipurpose playing courts for the whole community: tennis, basketball and netball

**Community consultation undertaken**

Bridges Renewal Programme – Round 3

Closed 15 May 2017

$1,000,000

$1,000,000 (NSC)

Replacement of Lanes Bridge, Bowraville

** Design work continuing / Public meetings held**

 


Successful grant applications (ACTIVE PROJECTS): (continued)

 

Grant and date of approval

Funding Amount

Amount Council

Description

 

Safe & Secure Water Program

No closing date for EOI’s

$485,000

$485,000

Bowraville Sewerage Treatment Plant Upgrade

**Commenced**

 

 

Building Better Regions Fund – Community Investments Stream

Closed 31 March 2017

$8,500

$3,650 (in-kind NSC)

$3,000 (in-kind Nambucca Valley Landcare)

Nambucca Valley Organic Farm Business Program

**Ongoing Project – First Workshop held in May 2018**

 

Floodplain Management Program 2017-18

Closed 27 April 2017

$37,333.33

$22,666.67 (NSC)

Installation of radio telemetry on two flood gauges in the Nambucca River

**Ongoing**

 

Community Building Partnership Grant funding

Closed 9 August 2017

$18,143

$8,144 (NSC)

$10,000 (CoM)

NSC / Scotts Head Tennis Club CoM – Replacement of Fencing - CBP17 – 1025

**Works commenced**

 

Community Building Partnership Grant funding

Closed 9 August 2017

Partially Funded

$15,752

$7,150

$12,752 $4,150 (NSC)

$1,000 (CoM);

$1,000 (Falcons);

$1,000 (MRLFC)

Nambucca Shire Council – Macksville Park – Amenities upgrade and lighting maintenance

CBP17 – 3195

**Project commenced**

 

Stronger Country Communities Fund (SCCF)

Closed 9 August 2017

 

$500,000

$126,950 (NSC cash & in-kind)

Nambucca Shire Council – Lighting Up Coronation Park – SCCF1A-0032

**Project Commenced & Contractor appointed**

Stronger Country Communities Fund (SCCF)

Closed 9 August 2017

 

$130,950

$74,400 (NSC cash & in-kind)

Nambucca Shire Council – Bowraville Connections – Amenities Upgrade, BBQ Area and Connecting Path – SCCF1A-0068

**Project Commenced**

Stronger Country Communities Fund (SCCF)

Closed 9 August 2017

 

$213,050

$71,000 (NSC cash & in-kind)

Nambucca Shire Council – Macksville Park – New Lighting, kitchen renewal and security fencing replacement at Allan Gillett Oval – SCCF1A-0069 **Project Commenced & Lighting Contractor appointed – Milestone 2 report completed 30/08/2018**

Fixing Country Roads – Round 3

Closed 1 September 2017

$131,000

$131,000 (NSC)

$131,000 (LBR Action Group – residents)

Upgrade of Lower Buckrabendinni Road, Buckra Bendinni – Approved under the new “Sealing Country Roads Program”

**Works COMPLETED – Waiting on payment of NSW Government funding**

Fixing Country Roads – Round 3

Closed 1 September 2017

$500,000

$500,000 (NSC)

$1,000,000 (Bridges Renewal Programme – appl’n submitted May 2017)

Replacement of Lanes Bridge Bowraville with a concrete bridge

**Design work continuing / Public meetings held**

 


Successful grant applications (ACTIVE PROJECTS): (continued)

 

Grant and date of approval

Funding Amount

Amount Council

Description

2017/18 & 2018/19 Walking & Cycling Programs – RMS – Priority Cycleways

Nominations Closed 20 October 2017

$2,185,694

Allocated $1,000,000 for 17/18 & 18/19 years, and can “unlock” balance if adhere to all relevant guidelines

$0

Cycleway – 4.25km – Florence Wilmont Drive to Nursery Road, North Macksville

**Design work & Business Case commenced**

NSW Boating Now - Round 2

Closed 20 August 2017

 

$90,000

$85,000 (NSC Cash & in-kind)

Weir Reserve Boat Ramp and Amenities Upgrade, South Pacific Drive, Scotts Head

**Project commenced**

NSW Boating Now - Round 2

Closed 20 August 2017

 

$122,000

$110,000 (NSC Cash & in-kind)

Gumma Reserve Amenities and Trailer Parking Improvements, 197 Boulton’s Crossing Road, Gumma

**Project commenced**

NSW Boating Now - Round 2

Closed 20 August 2017

 

$70,000

$0

Devil's Elbow and Grassy Park Passive Launching Area and Canoe Trail

**Project commenced**

Regional Cultural Fund – Round 1 – application submitted April 2018

 

$40,534

$7,000 (Cash – CoM)

Nambucca Community Arts Centre – improvements to Main Hall

**Invoice created for first payment from RCF – quotes being sourced**

 

Regional Cultural Fund – Round 1 – application submitted April 2018

$32,500

$2,000 (Cash – CoM)

$4,480 (in-kind – CoM)

$1,600 (in-kind – NSC)

Historical Bowraville Theatre - Upgrade sound and lighting - #RCF17R1S00115

**Invoice created for first payment from RCF – project commenced**

 

Heritage Near Me – Local Strategic Projects – submitted on 17/11/2017

$100,000

$132,917 - NSC have committed to project – cash & in-kind

Macksville Bridge – Brightening the future, highlighting our heritage

(Lighting for Macksville Bridge)

**Project Commenced**

2017/2018 Public Library Infrastructure Grants 2017/18

Closed 10 November 2017

$134,266

$11,000 (Cash)

$8,750 (In-Kind)

RFID Implementation into our Nambucca Heads and Macksville Libraries

**Project Commenced - Quotes being sourced**

National Youth Week 2018 funding

Funding Agreement signed 21/11/2017

$1,425

$1,425 (matching funding)

National Youth Week 2018 – 13/04/18 to 22/04/2018 - Submission Number:  YW18 - 081 

**COMPLETE**

Be Connected: Activation Grant – Good Things Foundation

Submitted April 2018

 

$1,650

$0 (NSC)

To support the delivery of Be Connected Registrations (Over 50’s – 15)

**Project Commenced**

NSW Small Business Month – NSW Gov’t Funding

 

$5,000

$0 (NSC)

To support and deliver an event to promote NSW Small Business Month

**Project Commenced**

 


SUCCESSFUL APPLICATIONS IN THIS TWO MONTH PERIOD:

 

Grant and Date of Notice

Amount

Amount - Council

Description

Recreational Fishing Trust – 2017/2018 – Large Grants

Closed on 24/11/2017

$77,325

$12,750 (NSC)

$140,000 (NSC – in Capital Works program for boardwalk)

Construction of 2 x disabled accessible fishing platforms as part of the boardwalk upgrade at Nambucca Heads

Recreational Fishing Trust – 2017/2018 - Small Grants

Closed on 24/11/2017

$10,000

$5,250 (NSC)

 

Installation of Disabled Accessible Fish Cleaning table – Stuart Island, Nambucca Heads

Recreational Fishing Trust – 2017/2018 – Small Grants

Closed on 24/11/2017

$10,000

$5,250 (NSC)

 

Installation of Disabled Accessible Fish Cleaning table – Gordon Park, Nambucca Heads

Office of Environment & Heritage – Coastal & Estuary Grants 2017/18

Closed 30 January 2018

$28,000

$28,000

Improvements to Seawall at Bellwood, Nambucca Heads reducing future risk

Office of Environment & Heritage – Coastal & Estuary Grants 2017/18

Closed 30 January 2018

$15,000

$15,000

Restoration of Beach Access Way – Nyambaga Walking Trail, Nambucca Heads

ClubGRANTS Category 3 Fund - Round 3 2017/2018

Closed 19 February 2018

$165,747

$165,747

Construction of the Phillip Hughes Oval

Stronger Country Communities Fund – Round 2

Closed 4 May 2018

$150,000

$50,000 (NSC)

$150,000 (Property owners, by application)

Revitalisation and Improvement Program – Local Main Streets – SCCF2-0213

Stronger Country Communities Fund – Round 2

Closed 4 May 2018

$264,180

$0 (NSC)

 

Bowraville Connections – Children’s Playground for Bowraville – SCCF2-0177

Stronger Country Communities Fund – Round 2

Closed 4 May 2018

$472,133

$0 (NSC)

 

Revitalisation of V-Wall Precinct – Carpark reconfiguration, open space, improvements and place-making – SCCF2-0211

Stronger Country Communities Fund – Round 2

Closed 4 May 2018

$342,266

$0 (NSC)

 

Upgrade of Phillip Hughes Oval, Macksville – Stage 1 – SCCF2-0214

Stronger Country Communities Fund – Round 2

Closed 4 May 2018

$441,190

 

$391,825

$37,000 (NSC)

$86,325 (NSC)

Playing Fields and Amenities for urban growth area, South Macksville – SCCF2-0215

(VARIATION APPROVED)

Stronger Country Communities Fund – Round 2

Closed 4 May 2018

$68,298

$0 (NSC)

 

Tennis Court and Facility Improvements and Upgrades - Shirewide – SCCF2-0216

FRRR – Small Grants for Rural Communities – Round 33

Closed 28 March 2018

$3,200

$238 (Cash – CoM)

$425 (in-kind – NSC)

Weed Free and Wide Open – Purchase new mower & whipper snipper – Utungun Hall

 


 

Applications made but not yet determined:

 

Funding Body

Amount

Amount - Council

Project Name

Smart Farm Grants – Smart Farming Partnership

Closed 21 December 2017

$448,300 (total project cost over 4 years)

$10,000 per year for 4 years from levy funds (NSC)

Buckra Bendinni Creek Restoration Project – submitted and managed by Nambucca Valley Landcare

 

Office of Environment & Heritage – Coastal & Estuary Grants 2017/18

Closed 30 January 2018

$76,500

$60,000 (NSC)

$16,500 (PRMFP grant funds)

3 Year program – habitat restoration & conservation on managed coastal reserves

Office of Environment & Heritage – Coastal & Estuary Grants 2017/18

Closed 30 January 2018

$163,750

$163,750

Restoration of Dawkins Lake, Macksville

Public Reserves Management Fund Program 2018 - 2019

Closed 9 March 2018

 

 

$31,075

$28,025 (NSC in-kind labour, administration, maintenance and monitoring)

Public Reserve #77235 – Hennessey Tape Oval and riverbank, Bowraville – Weed & camphor laurel control – Application #181051

Public Reserves Management Fund Program 2018 - 2019

Closed 9 March 2018

 

 

$99,440

$190,000 (NSC cash and in-kind labour, administration, maintenance and monitoring)

Public Reserve #88151 – Gordon Park, Nambucca Heads – Children’s Playground, lighting and paths – Application #180333

Office of Environment & Heritage – Floodplain Management Program 2018-19

Closed 28 March 2018

$20,000

$10,000 (NSC)

 

Simplified Flood Risk Mapping for Rural Areas

Office of Environment & Heritage – Floodplain Management Program 2018-19

Closed 28 March 2018

$400,000

$900,000 (NSC)

$1,000,000 (Bridges Renewal Program)

$500,000 (Fixing Country Roads)

 

Building a new Lanes Bridge and lifting it up for improved community resilience

Safe & Secure Water Program – submitted application 23/04/2018

 

$40,000

$40,000 (NSC)

Scoping Study Phase – Feasibility & Treatment Options Study for Bowraville Dam & IWCM Strategy (financial modelling)

Regional Growth Fund – Federal Fund

Closed 27 April 2018

$15,000,000

$7,000,000 (NSC)

$8,000,000 (State Gov’t – GLE application)

Development of Valla Urban Growth Area for future urban growth of the Nambucca Shire and for the region

 

 


Applications made but not yet determined: (continued)

 

Funding Body

Amount

Amount - Council

Project Name

Regional Sports Infrastructure Fund – Office of Sport & Recreation - Submitted 4 May 2018

 

$1,250,335

$500,000 (NSC)

 

Macksville Memorial Aquatic & Fitness Centre - Pool Heating and Facilities Upgrade Stage 1

Regional Sports Infrastructure Fund – Office of Sport & Recreation - Submitted 4 May 2018

 

$2,592,000

$700,000 (NSC);

$331,000 (previously awarded grant funds);

$648,500 (in-kind contributions);

$50,000 (Contributions from sporting clubs & Sec 355 CoM);

 

NAMBUCCA VALLEY CONNECTED – Sharing Sport Throughout the Region

Community Building Partnership Grant funding

Closes 15 June 2018

Submitted 21 May 2018

$11,379

$11,380 (CoM)

NSC / Mary Boulton’s Museum CoM – Construct Museum Annex for historical local newspapers and Reading Room - CBP18 - 0140

Community Building Partnership Grant funding

Closes 15 June 2018

Submitted 6 June 2018

$24,664

$24,664 (NSC Cash)

$1,700 (NSC in-kind)

CBP18 – 0722 – Remediation failing section of Batter Wall, Coronation Park, Nambucca Heads

Growing Local Economies Fund – Department of Premier & Cabinet – EOI Submitted 19 June 2018

 

$600,000

$600,000 (cash) NSC

Provision of Water and Sewerage North Macksville (mainly to service the new Macksville Hospital)

Growing Local Economies Program (Restart NSW)

Business Case Submitted on 7/08/2018

$8,000,000

 

Creation of Employment Land - Valla Urban Growth Area

 


 

Unsuccessful applications in this period:

 

Funding PROGRAM

Amount

Amount - Council

Project Name

2018/2019 Walking & Cycling Programs – RMS – Priority Cycleways

Nominations Closed 20 October 2017

$114,649

$114,649

Shared Pathway – 429m – River Street, Macksville

OEH Heritage Planning Studies Funding (2018/19)

Closed on 29/11/2017

$10,000

$10,000 (NSC)

Heritage Signage Strategy - Development of a Cultural Way for Nambucca River Foreshore

OEH Heritage Planning Studies Funding (2018/19)

Closed on 29/11/2017

$10,000

$10,000 (NSC)

Main Street Study - including River Street and other significant local heritage buildings, Macksville Town Precinct

Building Better Regions Fund – Infrastructure Projects Stream

Closed 19 December 2017

$985,000

$985,000 (cash) and $123,125 (in-kind – works not eligible costs for funding)

Extend existing road providing access for new Macksville Hospital site

FRRR – Small Grants for Rural Communities – Round 33

Closed 28 March 2018

$2,370

$500 (Cash – CoM)

$400 (in-kind –CoM0

$425 (in-kind – NSC)

Time to resurface and play – resurfacing the 2 tennis courts – Scotts Head Tennis Club

Holden Home Ground Advantage – Summer ‘18

Closed 31 March 2018

$13,999

$0 (CoM)

 

A ride-on mower for Scotts Head Playing Fields Committee of Management

Infrastructure Grants Fund – Office of Liquor & Gaming, NSW

Submitted 18 May 2018

 

$200,000

$324,135 (NSC)

 

The Construction of the Cultural and Environmental Precinct – Dawkins Park, Macksville (#A-3388658410)

 

 

 

AWARDED GRANT FUNDS COMPARISON (to date):

 

Financial Year

Total $

2017/2018

6,335,361.33

2018/2019

1,997,974.00

this figure is up to date as of 4/09/2018

 


NOTES

 

 

1.   Completed and returned Final Report for Stronger Communities Fund – Valla Beach Community Association/NSC – upgrade of Drainage, Anderson Park;

2.   Completed and submitted Progress Report – CBP17-0125 – Scotts Head Tennis Club fencing;

3.   Completed and submitted Progress Report – CBP17-3195 – Macksville Park Amenities – minor upgrade;

4.   Liaised with Nambucca District Historical Society to assist with a grant application, (proof reading and adding information and documents), for funding under Regional Arts Fund – Community Grants – submitted for them on 7/08/2018;

5.   Assisted Bowraville Junior League with a Local Sports Grant application;

6.   Assisted Bowraville Junior League with a Sports Defibrillator Grant application;

7.   Assisted Nambucca Heads Island Golf Club with a Local Sports Grant application;

8.   Submitted grant on behalf of Valla Beach Cricket Club under Local Sports Grant program;

9.   Assisted Nambucca District Historical Society with a grant application, (proof reading and adding information and documents), for funding under Volunteer Grants 2018;

10.  Completed and returned Final Report for FRRR SGRC – Round 33 – Taylors Arm Hall (Outdoor Area);

11.  Completed and submitted Milestone 2 report for SCCF1A-0069 – Macksville Park project – with invoice for payment;

 

 

 

Attachments:

1

32680/2018 - Extract from Grants Calendar for 13 September 2018 Council Meeting

 

  


Ordinary Council Meeting - 13 September 2018

Grant Application Status Report

 


 


 

 


Ordinary Council Meeting                                                                                           13 September 2018

Assistant General Manager Corporate Services Report

ITEM 10.1    SF355              130918         Tabling of Returns Disclosing Interests of Councillors and Designated Persons

 

AUTHOR/ENQUIRIES:    Robert Hunt, Assistant General Manager Corporate Services         

 

Summary:

 

The Local Government Act 1993 requires that Councillors and designated persons submit returns disclosing their pecuniary interests and other matters annually. These must then be tabled at a Council Meeting no later than the first available Meeting after the 30 September.

 

 

Recommendation:

 

That the returns disclosing interests of Councillors and designated persons, for the period ended 30 June 2018, be tabled.

 

 

 

OPTIONS:

 

There are no options.  Section 449 of the Act requires the returns to be summited to the General Manager and tabled at a Council Meeting.

 

 

DISCUSSION:

 

In accordance with Section 449 of the Local Government Act, returns disclosing interests of Councillors and designated persons have been requested and received from:

 

Councillors

Rhonda Hoban; John Ainsworth; Martin Ballangarry OAM; Brian Finlayson; Anne Smyth; Susan Jenvey, Janine Reed, David Jones and John Wilson.

 

Designated Staff

Michael Coulter; Robert Hunt, Paul Gallagher; Craig Doolan; Joanne Hudson; Wayne Lowe; Daniel Finlayson; Daniel Walsh; Coral Hutchinson; Matthew Leibrandt; Richard Spain; Keith Williams; Clint Fitzsummons, Darren Moulds

 

All returns have been received and are now tabled for the information of Council.

 

CONSULTATION:

 

There has been follow up for outstanding returns with Councillors and designated persons.

 

 

SUSTAINABILITY ASSESSMENT:

 

Nil

 

FINANCIAL IMPLICATIONS:

 

Nil

 

Attachments:

There are no attachments for this report.

 


Ordinary Council Meeting                                                                                           13 September 2018

Corporate Services

ITEM 10.2    SF1301            130918         Section 355 Committee Guidelines and Delegations of Authority

 

AUTHOR/ENQUIRIES:    Robert Hunt, Assistant General Manager Corporate Services         

 

Summary:

 

Council at its Ordinary Meeting held 26 July 2018 requested a further report on the Terms of Reference for S355 Committees. A Report to the 16 August Ordinary Meeting was deferred to allow Councillors further input into the guidelines. Councillor changes have been incorporated and the revised Guidelines are attached for Council approval. Fees and Charges set by committees must be advertised for 28 days and then adopted by Council. It is proposed to investigate the leasing of facilities where they are managed by an incorporated body.

 

 

Recommendation:

 

THAT:

 

a)       Council adopt the revised Guidelines and Delegations of Authority for S355 Committees.

b)       Council request each committee to forward its fees and charges to Council as soon as possible so that they can be advertised and adopted by Council.

c)       Council investigate a lease of its facilities where they are being managed by an incorporated body.

d)       The policy on Conditions of Use of Sportsgrounds – Parks and Reserves be amended to include the approval of fees and charges by Council.

 

 

OPTIONS:

 

Council adopt the Report

Council amend the Report

Council refuse the Report

 

 

DISCUSSION:

 

The Australia Day Committee (now an Advisory Committee) and Gordon Park Rainforest (disbanded) have been deleted from the list. The Macksville Gift is apparently a sub-committee of the Macksville Park and Sports Committee while the Welsh Pioneer Park is apparently a sub-committee of the Talarm Hall Committee. Confirmation of whether these are in fact sub-committees is required so they can then be removed from the list.

 

There are also a number of committees that have been incorporated such as the netball club, tennis clubs, cricket clubs and the soccer club utilising the North Macksville Playing Ground.  Rather than be a S355 committee, Council could look at leasing the facility to the Incorporated Body at a nominal fee and ensuring in the lease that the incorporated body is responsible for routine maintenance and that the general public should not be excluded from using the facility.

 

It should be noted that the setting of fees and charges for hall hire, sporting facilities, etc cannot be delegated and must be approved by Council and included in the Fees and Charges advertised in conjunction with the Community Strategic Plan. This does not appear to be occurring and Council needs to obtain the current fees and charges from committees, approve them and then advertise them for 28 days. The current Policy for Conditions of Use Sportsgrounds - Parks and Reserves should also be amended to reflect this.

 

It is proposed to write to each committee requesting their current fees and charges for the remainder of the

financial year and then publicly advertise these for 28 days and report back to Council, along with any submissions, for adoption of the fees and charges.

 

It is noted that some fees are subject to quotes or depend on the number of users etc to determine a satisfactory fee or charge. In these cases the fee can be categorised as “user pays principle” without a specific dollar fee or charge being attached and advertised. The committee at the time determines the charges if and when a request is made by the public to hire the facility.

 

 

CONSULTATION:

 

Other staff members and Councillors who are familiar with and have a knowledge of existing committees.

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

Volunteer committees assist Council in caring for the environment.

 

Social

 

Volunteer committees assist Council in providing and maintaining infrastructure for the social benefit of community members.

 

Economic

 

Volunteer committees save ratepayers financially by providing volunteer services.

 

Risk

 

Volunteer committees are covered by Council’s insurers.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

The loss of volunteer committees would impose an additional financial burden on Council and the shire’s ratepayers.

 

Working funds – justification for urgency and cumulative impact

 

Not applicable

 

Service level changes and resourcing/staff implications

 

The loss of volunteer committees would result in either a reduction in service levels and/or an increase in costs.

Attachments:

1

32519/2018 - August 2018 - Guide to Operations & Delegations of Authority – Section 355 Committees

 

  


Ordinary Council Meeting - 13 September 2018

Section 355 Committee Guidelines and Delegations of Authority

 

 

NAMBUCCA

SHIRE COUNCIL

 

 

 

 

 

 

 

 

 

SECTION 355 COMMITTEES

 

 

GUIDE TO OPERATIONS

 

AND

 

DELEGATIONS OF AUTHORITY

 

Our Vision

 

Nambucca Valley ~ Living at its best

 

Our Mission Statement

 

‘The Nambucca Valley will value and protect its natural environment, maintain its assets and infrastructure and develop opportunities for its people’.

 

APRIL 2009

AMENDED JULY 2009

REVISED NOVEMBER 2009, AUGUST 2010, FEBRUARY 2011

27 JUNE 2013

27 August 2015

15 August 2017

30 August 2018

(SF1301)

 

 

CONTENTS

Introduction…………………………………………………………………………………………………..4

Section 1: Power of Committees................................................................................................... 4

1.1     Delegation of Function…………………………………………………………………………………..4

1.2     Why Does Council Have Committees of Management?..............................................................4

1.3     How are Committees of Management Established?....................................................................4

 

SECTION 2: RESPONSIBILITIES……………………………………………………………………………..5

 

2.1     Responsibilities…………………………………………………………………………………………..5

2.2     Limitation of Powers……………………………………………………………………………………..5

2.3     Code of Conduct…………………………………………………………………………………………5

2.4     Accountability…………………………………………………………………………………………….6

 

SECTION 3: COMMITTEES OF MANAGEMENT…………………………………………………………….7

 

3.1     Appointment………………………………………………………………………………………………7

3.2     Committee Membership…………………………………………………………………………………7

3.3     Dissolution of Committee………………………………………………………………………………..7

3.4     Vacation of Office…………………………………………………………………………………………7

3.5     Representation on Committee…………………………………………………………………………..8

3.6     Committee Positions……………………………………………………………………………………..8

3.7     Meeting Procedures………………………………………………………………………………………9

3.8     Voting…………………………………………………………………………………………………….10

 

SECTION 4: KEY ISSUES………………………………………………………………………………………11

 

4.1     Insurance…………………………………………………………………………………………………11

4.2     Purchasing……………………………………………………………………………………………….12

4.3     Legal Issues……………………………………………………………………………………………..12

4.4     Correspondence…………………………………………………………………………………………13

4.5     Sub Committees…………………………………………………………………………………………14

4.6     Clerical Support………………………………………………………………………………………….14

4.7     Financial Issues…………………………………………………………………………………………15

4.8     Media Statements/Releases…………………………………………………………………………...16

 

SECTION 5: RESPONSIBILITIES OF THE CHAIRPERSON………………………………………………17

 

5.1     Before a meeting………………………………………………………………………………………..17

5.2     During the meeting………………………………………………………………………………………17

 

SECTION 6:  RESPONSIBILITIES OF THE SECRETARY………………………………………………….18

 

6.1     Before a meeting………………………………………………………………………………………..18

6.2     During the meeting………………………………………………………………………………………18

6.3     After the meeting………………………………………………………………………………………..18

6.4     Outside of meetings…………………………………………………………………………………….18

 

 

 


 

CONTENTS CONTINUED

SECTION 7: RESPONSIBILITIES AND GUIDELINES FOR THE TREASURER………………………….19

7.1     Cheque Book…………………………………………………………………………………………….19

7.2     Expenditure Documentation……………………………………………………………………………19

7.3     Receipt Books……………………………………………………………………………………………19

7.4     Cash Book……………………………………………………………………………………………….20

7.5     Bank Deposit Book………………………………………………………………………………………20

7.6     Steps Required to Keep Complete and Accurate Records…………………………………………21

7.7     Writing up the Cash Book………………………………………………………………………………21

 

SECTION 8: RESPONSIBILITIES OF COMMITTEE MEMBERS………………………………………….22

 

SECTION 9: STANDARD FORMAT – ORDINARY MEETING AGENDA…………………………………23

 

9.1     Open Meeting…………………………………………………………………………………………….23

9.2     Attendance and Apologies……………………………………………………………………………..23

9.3     Confirmation of minutes of the previous meeting……………………………………………………23

9.4     Business arising from previous minutes………………………………………………………………23

9.5     Correspondence…………………………………………………………………………………………23

9.6     Treasurer’s Report………………………………………………………………………………………23

9.7     Other Reports……………………………………………………………………………………………23

9.8     General Business……………………………………………………………………………………….23

9.9     Close Meeting……………………………………………………………………………………………23

 

SECTION 10: STANDARD FORMAT – ANNUAL GENERAL MEETING AGENDA……………………..24

 

10.1   Commence/Open Meeting……………………………………………………………………………..24

 

SECTION 11: CORRESPONDENCE…………………………………………………………………………24

 

SECTION 12: FORMAT FOR GOOD MINUTES…………………………………………………………….25

 

SECTION 13: PROCEDURE FOR MOTIONS……………………………………………………………….26

 

SECTION 14: COMMITTEE RESPONSIBILITIES AND DELEGATIONS OF AUTHORITY……………26

 

COMMUNITY HALL COMMITTEES…………………………………………………………………………..27

 

SPORTING FACILITIES COMMITTEES……………………………………………………………………..27

 

OTHER COMMITTEES…………………………………………………………………………………………28

 

Grants Hall and Bowraville & District Youth Club……………………………………………………………28

Macksville Gift……………………………………………………………………………………………………28

Mary Boulton Pioneer Cottage and Museum………………………………………………………………...29

Nambucca District Band………………………………………………………………………………………..29

Nambucca District Historical Society………………………………………………………………………….30

Nambucca Community and Arts Centre……………………………………………………………………….30

Tewinga Community Centre  ………………..………………………………………………………………….31

Valla Beach Community Association….   ..…………………………………………………………………...31


INTRODUCTION

 

Nambucca Shire Council recognises the important part volunteers and community groups play in providing and managing Council facilities and services.  There are a number of Committees, which are constituted under the powers provided by the Local Government Act, and this document refers to these Committees.

 

The Committees covered by this document are those which mainly manage buildings, parks, cultural facilities and sporting facilities.  Council has other Committees which act in an advisory role to the elected Council with their meeting minutes being referred to Council for adoption.  This guide and delegations do not apply to these advisory Committees.

 

This manual provides comprehensive guidelines on the management responsibilities, functions and operation of a community based Committee of Management and clarifies Council’s role in this partnership.  Upon formal approval of a Committee of Management by Council, its members are required to adopt and adhere to the conditions set out in this document.  Adherence will ensure Committee members are aware of the responsibilities and adequately covered by insurance.

 

 

section 1: power of Committees

 

1.1    Delegation of Function

 

Under the Local Government Act 1993 Council is able to delegate many of its functions to a Committee of Council.  Council uses this delegation and appoints community people to manage its facilities or functions through a Committee of Management. However Council cannot delegate the adoption of fees and charges and these must be approved by Council by 31 May each year.

 

1.2    Why Does Council Have Committees of Management?

 

The Committees provide a mechanism by which interested persons can have an active role in the provision/management of Council facilities or services.  This provides a twofold benefit by giving protection to the Committee operating under the banner of Council, and by providing Council with assistance in the carrying out of its functions.

 

1.3    How are Committees of Management Established?

 

Committees of Management are established under Section 355 with delegations from Council under the provisions of Section 377 of the Local Government Act.  These terms refer to the Section of the NSW Local Government Act 1993 in which the authority for such a Committee to be formed is identified. 

 

 


section 2: responsibility

 

2.1    Responsibility

 

The Committee of Management will be responsible for activities as determined when the Committee is established.  This responsibility is listed in Section 14.

 

2.2    Limitation of Powers

 

The Committee may not make decisions concerning the following:

 

a)         Borrowing of any monies.

 

b)         Making of a charge

 

c)         Fixing of a fee

 

d)         The voting of money for expenditure on its works, services or operations

 

e)         The sale, lease, sub-lease or surrender of any land and or other property vested in its care under the provisions of the Local Government Act 1993 (as amended).

 

f)          The acceptance of tenders which are required to be called by Council.  (The Committee may invite and accept quotations for minor works, goods and services covered within the scope of its authority or as agreed with Council).

 

g)         The payment or making of any gift, to its members. This includes the payment of allowances or travelling expenses incurred whilst attending Committee meetings in the Nambucca Valley.

 

h)         The payment of any monies outside the scope of the Committee’s function.

 

i)          The carrying out of any works on or to the facility including alterations, reconstructions or construction without the prior consent of Council (does not include minor maintenance works).

 

The exercise by the Committee of its power and functions will be subject to such limitations and conditions as may from time to time be imposed by law, specified by resolution of the Council or in writing by the General Manager to the Committee.  The Committee will observe any Rules and Regulations made by the Council, in relation to the facility/function under its management and control.

 

If at any time the Committee is deemed to be functioning outside the limits of its powers as described herein, all powers may be revoked by written notice to the Committee signed by the General Manager.

2.3    Code of Conduct

 

Nambucca Shire Council has adopted a Code of Conduct that is applicable to elected Councillors, employed staff and Committees of Management.  This Code of Conduct sets out the principles to ensure the business of Council is carried out in an efficient, honest and impartial way.

 

As Committees of Management are operating as Council, it is important for Committees to be aware of and abide by this Code of Conduct.

Council’s Committees of Management have the responsibility to ensure the following:

 

a)         Access is available to the entire community and is not denied because of ethnicity, gender, disability or religion.

 

b)         Priority of use should be given to non-profit making community groups and organisations.

 

c)         That the facility not be aligned with, or advocate or advertise for or on behalf of, any political party or person/s.

 

2.4    Accountability

 

The Committees need to be aware that accountability is required to Council, user groups and the general community.  To facilitate this accountability, the Committees are required to:

 

a)         Hold an Annual General Meeting that is advertised.

 

b)         Provide copies of reports, minutes and annual financial statements to Council.

 

c)         Ensure that affected persons are aware of the Committee meeting arrangements.


SECTION 3: COMMITTEES OF MANAGEMENT

 

Council aims to appoint Committees which are representative of the local community or interest groups for the function which the Committee manages.

 

3.1    Appointment

 

a)         To hold office and be responsible for the management of a Council facility, all Committee members must be appointed by Council.

 

b)         Council must also appoint new members before being able to vote and take part in meetings of the Committee.

 

 

c)         The Council will review Committees of Management every 24 months, typically in September when Committee requirements are considered.

 

All nominations for Committees of Management are to be formally submitted in writing to Council for appointment.

 

3.2    Committee Membership

 

The Committee of Management membership will number not less than four (4) as appointed by Council including office bearers unless otherwise decided by Council. 

 

Whilst no particular qualifications are necessary, a commitment to the activities of the Committee and a willingness to be actively involved in Committee issues is essential.

 

Where persons under the age of 18 years seek membership on a committee, they:

 

i)        must have parent/guardian consent to become a member of the committee; and

ii)         must be in the care of a responsible adult (Committee member) whilst participating in committee activities.

 

Members of 355 Committees are volunteers and therefore do not receive payment for services.  Transportation to and from Committee activities is the responsibility of each Committee member.

 

3.3    Dissolution of Committee

 

The Council may dissolve the Committee at any time.

 

3.4    Vacation of Office

 

A position on a Committee of Management will become vacant in the following circumstances:

 

a)         Upon the death of the member; or

 

b)         If the member becomes bankrupt, applies to take the benefit of any law for the relief of bankrupt or insolvent debtors, compounds with his or her creditors or makes an assignment of his or her remuneration for their benefit; or

 

c)         If the member becomes a mentally incapacitated person; or

 

d)         If the member resigns by notice in writing: or

 

e)         If the member is absent for more than three consecutive meetings without leave of the Committee; or

 

f)          If the member ceases to be a member of the organisation which he/she represents, (representatives of organisations will be given preference) unless the Committee otherwise resolves; or

 

g)         While serving a sentence (whether or not by way of periodic detention) for a felony or any other offence, except a sentence imposed for a failure to pay a fine.

 

3.5    Representation on Committee

 

Committee membership should reflect the community organisations which use the facility, and must be open to representatives of user groups and interested community members.

 

Equal representation of each user group is recommended.  Where there is a dispute on representation a final determination will be made by Council.

 

3.6    Committee Positions

 

Committees of Management consist of office bearers (also known as the Executive) and other Committee members.  The Committee elects at its first meeting and thereafter at each Annual General Meeting the office bearers.  Particulars of all appointments, eg, Committee position, name, address, contact number and the user group represented, must be notified in writing to Council as soon as possible after appointment is made.

 

Committee members need to have a certain degree of commitment to their role as Committee members.  One of the advantages of community based Committees is that the workload can be shared between the different Committee members.  It is important each member understands their role and what is expected by the community.

 

 

3.6.1  Office Bearers/Executive

 

Office bearers do not have greater decision making powers than other Committee members, other than the chairperson who has a casting vote in the event of a tied vote.  Whilst office bearers usually have defined roles, each Committee member plays an important part in the functioning of the Committee.

 

At a minimum the Committee must have:

 

a)         Chairperson

          The Chairperson is usually the spokesperson for the organisation and therefore needs to be     certain that the organisation is running smoothly and achieving its aims and objectives.

 

b)         Secretary
(One person may fill the joint position of Secretary/Treasurer)

          The Secretary is often the key contact point for the organisation, that is, for correspondence,   phone messages, etc and is required to record the ‘minutes’ for each meeting.

 

c)         Treasurer
The Treasurer is responsible for looking after the Committee’s financial business records and is required to present a report of all receipts, payments and other transactions to each Committee meeting.

 

Family members can be office bearers on the same Committee at the same time.  However, only one of those family members is to sign cheques on behalf of the Committee during that time.

3.7    Meeting Procedures

 

Meetings are to be conducted to standard guidelines, which are detailed in the following section and include:

 

a)         That a quorum be present

 

b)         That appropriate notice is given

 

c)         That business on the agenda is properly conducted

 

d)         That correspondence and minutes are recorded

 

3.7.1  A Quorum

 

This refers to the minimum number of members who must be in attendance to transact business.

 

a)         A quorum will consist of one half of the total number of the Executive plus one or a minimum of 3 members of the executive whichever is lesser.

 

b)         If a quorum is not present within half an hour after the appointed starting time, the meeting will be adjourned to a time fixed by the Chairperson; or those present can hold an informal meeting to discuss matters.  However, any decisions taken by the Committee are not recognised until a meeting has ratified them where a quorum is present.

 

3.7.2  Agenda

 

The agenda is an organised list of headings of all the major items, in order, that will be discussed at the meeting.  A copy of the agenda is distributed to all the Committee members at the commencement of the meeting, or before if it is possible.  Late matters can be added to the agenda at the opening of the meeting as the chairperson calls for discussion on the agenda.

 

Each item of business to be discussed at the meeting needs to be put on the agenda.  Unfinished business and reports on actions taken since previous meetings are included in the agenda under ‘Business arising from previous minutes’.  If any items on the agenda are not discussed due to limitations of time, they are carried over to the next meeting agenda.

 


 

3.7.3  Conduct of Business

Each item of business is discussed in the order in which it appears on the agenda.  Allow adequate time for discussion on important issues.  Ensure all relevant information on the matter under discussion is available at the meeting.

 

3.7.4  Correspondence

A list of correspondence received (Inwards) is presented at the Committee meeting by the Secretary.  This action is to inform members of any new issues that may have arisen and to report on letters and e-mails received in response to matters raised at previous meetings.  A list of correspondence sent out (Outwards) is provided to inform the members of any action taken on their behalf.  All correspondence will be suitably filed together for future reference.

 

3.7.5  Election of Committee

At the AGM all members of the Committee stand down and their positions are declared vacant.  A Returning Officer, appointed at the meeting (in most instances this is a member of the Elected Council or senior Staff member of the Nambucca Shire Council) takes the chair and calls for nominations for the positions of office bearers (also known as the Executive) and Committee members.

 

3.7.6  Procedures for Election

Nominations can be accepted in two ways:

 

a)         In writing, duly seconded, and signed by nominee, prior to the AGM; or

 

b)         Verbally from the floor to the Returning Officer.

 

If two or more persons are nominated for a single position a vote must be taken.  Persons nominated for election are entitled to vote for themselves.  If a tied ballot occurs, the name of each candidate is written on a separate, identical piece of paper and draw ‘from the hat’ by the Returning Officer (or an impartial observer), takes place.  The first name drawn is the elected member.

 

A list of duly elected office bearers/Executive and Committee members must be recorded together with the names of nominators and seconders.  Minutes of the AGM with the list of duly elected Committee members must be sent to Council for approval within 7 working days.

3.8    Voting

Voting allows members to express their agreement or disagreement.  Voting can be conducted in one of three ways.

 

a)         Vote verbally

          The chairperson asks people to say ‘for’ or ‘against’ and then decides which group is the largest.

 

b)         Vote by show of hands

          The chairperson asks people in favour of a decision to raise their hands, firstly those in favour,          counts hands and announces the total, and does the same for those against.

 

c)         Vote by secret ballot

          Members vote on paper and the secretary and a member not standing for any position, count the      votes.  (Requests by members for secret ballot cannot be denied).

 

For all motions, the Committee needs to have an agreement concerning the way a vote will be decided, e.g. for the vote to be carried, you will need a simple majority (more than half).


SECTION 4: KEY ISSUES

 

4.1    Insurance

 

4.1.1  Property Insurance

 

Most (but not all) Council facilities are covered for risks such as fire, theft and malicious damage.  Committees should be aware of the policy coverage of their facility and any applicable excess.  Volunteers’ personal items are not covered by Council’s insurance whilst the volunteer is undertaking volunteer activities.

 

 

4.1.2  Public Liability

 

The Committee is covered by the Public Liability Policy of Council.  This insurance does not preclude the Committee from due diligence and all Council Policies must be adhered to.  The insurance covers damage or injury to the public as the result of an act or omission by Council or its Committees due to negligence.

 

A Casual Hirers Policy is also held by Council in order to cover persons using Council facilities on a non-permanent basis.  The casual hirer’s policy does not cover hirers who are a sporting body, association, corporation or incorporated body or anyone who hires a facility for a commercial or profit making purpose and these bodies should have their own public liability policy.

 

 

4.1.3  Personal Accident

 

Committee members have coverage when injured whilst undertaking duties relating to their role in the Committee.  A copy of the Council’s Policy can be made available if required.  It provides limited benefits to Committee members where death or injuries are suffered in the course of their duties for the Committee.  The policy does not cover medical costs.  Note:  The death or injury must be accidental and does not extend to death or injury from medical causes eg heart attack.

 

 

4.1.4  Motor Vehicle

 

In the event that a Committee member utilises a Council vehicle, the Motor Vehicle Policy of Council will provide cover.

 

 

4.1.5  Notification of Potential Claim

 

Any matter that may give rise to a claim against Council must be reported to Council as soon as practicable.  The Committee may receive notification of an incident either verbally, in writing, by telephone or through observation.  Once the Committee becomes aware it must notify Council by the next business day.  If Council does not notify its Insurer of a claim which it could reasonably have known about, indemnity may be denied.

 

 


 

4.1.6  Insurance Required for Major Fund Raising and Community Events

 

Committees may wish to conduct major fund raising and community events.  Each major activity must be endorsed by Council and Council’s Insurer.  The event may attract an additional premium which will need to be met by the Committee.

 

 

4.1.7  Voluntary Workers

 

A number of obligations are placed on the Committee and Council where voluntary work (such as pouring a slab for a shade shelter) is undertaken.  These include:

 

a)         Maintenance of a Volunteer Register

 

b)         Maintenance of a Work Record

 

c)         Provision of appropriate induction and training

 

d)         Provision of a site induction

 

e)         Maintenance of a safe working environment.

 

Volunteers who are not Committee members must complete a Volunteer Registration form which will form part of the Volunteer Register.

 

A Work Record must be maintained for each period of work where voluntary workers (including Committee members) are involved.  This can be in the form of a sign-on/sign-off sheet or a diary.  Committee Office Bearers are to ensure that all volunteers are entered into the Work Record.  This is necessary in order to record the hours volunteers work to ensure insurance cover in the event of an accident or injury whilst carrying out duties on behalf of Council.

 

The Work Health and Safety Act 2011 requires Council to ensure that volunteers have the skills and training necessary to carry out their activities in a safe manner.  Training to advise Committee members and office bearers of the requirements of their positions will be arranged where appropriate or as requested by the Committee.

 

 

4.2    Purchasing

 

Under the Local Government Act, Council can assist Committees by purchasing goods to be used in association with the Committee-approved function.  The benefit to the Committee is that Council will be able to claim back the GST.  The Committee will also utilise the purchasing power of Council to reduce costs.

 

4.3    Legal Issues

 

From a legal perspective it is important for Committees of Council to be aware that they are in fact acting on Council’s behalf.  Legally, the Committee is ‘Council’ and any action, which the Committee undertakes, is Council’s responsibility.

 

Committees sometimes believe they are responsible in their own right and that their actions are independent of Council.  This is not the situation.  Council delegated its authority to the Committee to act on Council’s behalf and Council can withdraw this delegation if it deemed it to be necessary.

4.3.1  Records of Committee

 

Most of the records of Council Committees should be kept of at least 7 years after the end of the financial year in which the record was created.  In particular the Committee needs to be aware of the importance of minutes because of their legal status and their liabilities to subpoena in court cases.

 

 

4.3.2  Conflicts of Interest (pecuniary & non-pecuniary)

 

Pecuniary Interest may be defined as an interest that a Committee person has in a matter because of a reasonable likelihood or expectation of appreciable financial gain or loss to the person, or another person with whom the person is associated.  Such other person includes the spouse or de-facto partner or immediate relative of the Committee person.  A Committee member who is present at a meeting and has a pecuniary interest in any matter which is being considered must disclose the nature of that interest to the meeting as soon as practicable.  The Committee member must not take part in the consideration or discussion on the matter and must not vote on any question relating to that matter.  The Committee member must leave the meeting whilst the matter is being discussed.

 

A non-pecuniary conflict of interest is a private or personal interest that the Committee member has that does not amount to a pecuniary interest.  An example would be a special friendship with a person whom the Committee is dealing with.  Depending upon the extent to which you believe you can be impartial and more importantly be perceived to be impartial, such a non-pecuniary interest can be dealt with in accordance with at least one of the following ways:

 

   Take no action where it is a minor conflict of interest

   Limit involvement, for example participate in discussion but not in decision making

   Remove the source of the conflict

   Have no involvement by absenting yourself from and not taking part in any discussion or voting

 

More details can be found in Part 4 of Council’s Code of Conduct on the website at

 

https://www.nambucca.nsw.gov.au/cp_themes/default/page.asp?p=DOC-WDZ-27-11-73

 

4.3.3  Working with Children

 

Any Committee member who as part of their Committee activities, is involved in direct contact with children where the contact is not directly supervised, must complete and sign an Application for a NSW Working with Children Check Registration. This can be found at:

 

www.service.nsw.gov.au/transaction/apply-working-children-check

 

If you are not sure whether the activities do or will involve working with children please check with the Committee Coordinator. 

4.4    Correspondence

 

Correspondence from the Committee is effectively correspondence from the Council as the Committee acts on Council’s behalf.  Hence stringent conditions are required to ensure appropriate use of Council’s name.

 


 

4.4.1  Letterhead

 

a)         There are some occasions when the Council letterhead may be used on behalf of the Committee.  In these instances, the letter must be approved and signed by the Council’s General Manager.

 

b)         The use of separately designed letterhead is limited to those Council Committees and areas of activities which:

 

   May have a benefit in being identified in a slightly different way to normal Council activities and where a separate image or presentation may be appropriate, and

 

   May be strongly community based.

 

c)         In all instances the letterhead design must be approved by Council and indicate that the function is a Committee of Nambucca Shire Council.

 

4.4.2  Purpose of Correspondence

 

Usage is limited to the activities of the Committee and specifically limited to:

 

a)         The provision of information and the seeking of information

 

b)         Thankyou’s

 

c)         The seeking of sponsorship (after approval by General Manager who will ensure the sponsor is appropriate for the image of Council)

 

d)         General correspondence not committing the Council or making public comment

 

e)         Seeking grants subject to the General Manager’s endorsement of grant application

 

 

4.4.3  Filing

 

The Committee must keep a copy of all correspondence for at least 7 years.

 

4.4.4  Signatures

 

Correspondence must be signed by the Secretary, Chairperson or other office holder.

 

4.5    Sub Committees

 

The Committee may appoint working groups to report back to the Committee.  These ‘sub Committees’ have no legal standing and must recommend to the Committee for ratification.

 

Members of sub Committees must be duly appointed members of the community Committee and will be covered in accordance with this policy.

 


 

4.6    Clerical Support

 

It is not the normal practice of Council to provide clerical support to community Committees.  A Committee may however apply for support and Council will make a determination on whether assistance will be forthcoming.

 

In general terms, clerical support will only be offered if a Council employee is a member of the Committee and the assistance is an extension of the employee’s duties.

 

If support is offered, the level of assistance will be subject to negotiation between the Committee and Council and strict duties established.  Council supports the principle that a Committee should be self-reliant and provide its own office bearers.

 

4.7    Financial Issues

 

Committees of Management are given authority to operate by Council and are subject to the same rules and regulations.  These rules are set out in the Local Government Act, and Local Government Regulations and Accounting standards and must be adhered to.

 

Committees are established to benefit the community and are made up of members of the community.  Any funds raised, received or spent are subject to public scrutiny, just the same as Council.  The concept of public accountability involves a responsibility to ensure that Committee funds are used in the manner for which they were intended and that a clear and full disclosure of the Committee’s financial activities is available.

 

 

4.7.1  Accounting

 

Council requires the following conditions in relation to Committees of Management:

 

a)         If the Committee is not operating through Council’s financial system, a Cheque account must be opened at any branch of a recognised Bank or Credit Union with an office in the Shire of Nambucca.  Such account will be in the name of the Committee.

 

b)         All monies received by the Committee must be banked as soon as practicable.

 

c)         The Committee is authorised to draw on its account for such sums as it may require in the performance of its delegated functions but under no circumstances will the account be overdrawn.

 

d)         A suitable cashbook, receipt book, bank deposit book and petty cash will be maintained and kept up to date in either paper or electronic form.

 

e)         Receipts, in the name of the Committee, will be issued for all charges and other monies received and duplicates of all receipts will be retained for audit. Receipt books are available from Council.

 

f)          Payment will be made by crossed cheque and in every case evidence of the need for the payment will be obtained and attached to payment records.

 

g)         The Committee may authorise its Chairperson, Treasurer and one other person to sign on its behalf on the basis that two signatures are required on each cheque.

 

h)         All records and books will be made available for inspection whenever required by Council’s Auditor, the General Manager, or any authorised officer of Council.

 

i)          A summary of the financial affairs of the Section 355 Committee must be submitted to Council with the report of the Annual General Meeting.

 

j)          The Treasurer must make a financial report summarising all income and expenditure and including a bank reconciliation, to every ordinary meeting of the Committee.

 

k)         The Committee will be entitled to spend all monies raised in the management of the facilities under their control, provided that all such monies will be expended strictly in accordance with any conditions imposed by the Council and only upon the facility or tasks of the Council for which the Committee has been constituted.

 

l)          In the event that the Committee receives a financial contribution from Council, this payment will be made in the form of a grant and appropriate expenditure certification will be required by Council.

 

 

4.7.2  Control

 

The General Manager has the authority to direct all Committees to process their financial records through the Council’s financial system if he/she is of the opinion that this is a most appropriate method of recording those financial transactions.

 

 

4.7.3  Setting Fees and Charges for Use of Council Facilities

 

The Local Government Act does not permit the delegation of the fixing of fees and charges for the use of a Council facility to a Committee.  Fees and charges must therefore be fixed by Council at the same time that it adopts its Community Strategic Plan (usually late June).

 

Committees which manage facilities where fees and charges apply must provide their recommended fees and charges to Council by the notified date each year so that they can be included in the ensuing year’s Community Strategic Plan.

 

Fees and Charges are effective on a financial year basis from 1 July to 30 June and should increase by the Consumer Price Index each year.

 

 

4.7.4  Making Donations

 

The making of donations is a matter which Council must approve by resolution.  It is therefore necessary for the Committee, if it proposes to make a donation, to seek approval from Council.

 

4.8    Media Statements/Releases

 

Committees of Management and their office bearers may make statements to the media or issue media releases subject to approval by the General Manager. Note this excludes advertising, public notices or promoting events in the media.


SECTION 5: RESPONSIBILITIES OF THE CHAIRPERSON

 

The Chairperson generally has the following specific duties, which make up the major part of their responsibility:

 

5.1    Before a meeting

 

a)         Prepares the agenda (in consultation with the Secretary or members or can delegate this role to the Secretary), setting out the items of business to be considered.

 

b)         Ensures meeting is properly convened in accordance with the organisation’s rules i.e. proper notice of a meeting is given and a quorum is present.

 

5.2    During the meeting

Chairs all meetings, opens meeting, welcomes and introduces members and guests, subject to the right of the Mayor at his/her discretion, to take the chair at any meeting he/she attends, closes meeting.

 

Keeps individuals and the meeting focused on the topics being discussed and encourages all members to participate, ensuring adequate opportunity is given to members who wish to speak.

 

Ensures correct meeting procedures are followed and control of the meeting is maintained, keeping track of time (or delegates to someone to do this).

 

Makes sure members are aware of decisions being made and that the minute taker has recorded decisions of the meeting.

 

Acts impartially and uses discretionary powers in the best interests of members and in accordance with the agreed standing orders ie method of conducting meetings, and ensures all statutory regulations and organisation’s rules are observed.

 

The Chairperson needs to be aware of certain issues and procedures and the importance of establishing and maintaining a working relationship with Council, particularly in regards to Government funding, the facility budget, Council and community involvement and requirements.

 

The Chairperson is responsible for providing assistance to all members of the Management Committee and ensuring that they fulfil their respective roles.  The Chairperson is the ‘spokesperson’ for the organisation and is the one to communicate with government departments and other relevant bodies.

 

 

 

 

 

 

 

 

 

 

 

 

 

SECTION 6:  RESPONSIBILITIES OF THE SECRETARY

 

The organisation’s secretary usually carries a great deal of responsibility and often has more knowledge than anyone else on what is happening.

 

6.1    Before a meeting

 

a)         Draws up the agenda, (in consultation with the Chairperson).

 

b)         Makes copies of the agenda if required.

 

6.2    During the meeting

 

a)         Takes minutes.

 

b)         Reads minutes of previous meeting if necessary.

 

c)         Provides a list of correspondence in order and summarises any important points.

 

d)         Records any motions and/or decisions of the meeting including, mover and seconder.

 

 

6.3    After the meeting

 

a)         Types the minutes and distributes to Committee members as soon as possible.

 

b)         Ensures that accurate minutes are kept in the Minute book.

 

c)         Writes any letters as decided (this can be a shared role with another Committee member).

 

 

6.4    Outside of meetings

 

a)         Keep a register of correspondence that has come in and gone out, and file copies of all letters written.

 

b)         In between meetings inform other Committee members of any correspondence requiring urgent attention.

 


SECTION 7: RESPONSIBILITIES AND GUIDELINES FOR THE TREASURER

 

To establish an effective financial system, Committees will need to maintain the following books and forms:

 

   Cheque Book

   Expenditure documentation

   Receipt Books

   Cash Book

   Bank Deposit Book

 

7.1    Cheque Book

 

a)         The Cheque book should normally be held by the Treasurer and must only be drawn upon with the joint signatures of two of the executive.

 

b)         All payments on behalf of the Committee for amounts in excess of $50.00 will be made by cheque, which will be crossed and marked “Not Negotiable”.

 

c)         All cheques drawn will have some form of supporting documentation eg Invoice or Tax Invoice.

 

d)         All cheques drawn will be authorised by the Community Committee.

 

e)         All payments must be entered in the Cash Book under the appropriate cost heading.

 

7.2    Expenditure Documentation

 

a)         All payments should have supporting documentation, preferably an Invoice.  These should be kept in payment order and noted with the cheque number and date of payment for easy reference and to prevent double payment.  Where documentation is not available, a notation should be provided detailing the payment and explaining why documentation is not provided.

 

7.3    Receipt Books

 

a)         All receipt books must bear the Committee’s name (a stamp will do), have a fixed duplicate copy and be numbered.  A receipt must be issued for every payment received and monies should be banked regularly.  The receipt of cash is an area where strict control is required.  The safest method is to have only a limited number of approved people who have the responsibility for receiving funds, issuing receipts and banking monies.

 

b)         Keep a record of receipt books detailing the number and location (ie in use or not).  Record receipt number in the Cash Book and on the Deposit form retained by you.  Never give change for a cheque payment.

 

c)         Avoid altering amounts on receipts.  If it is necessary to alter a receipt, cross through the incorrect entry and insert the correct amount.  Initial all alterations.  It is more acceptable to cancel a receipt and retain both the original and duplicate in the book, than to alter a receipt.


 

d)         Issue receipts in accordance with the GST Tax Law.

 

e)         Issue Tax Invoice in accordance with the Tax Law eg the ABN and the words Tax Invoice and notation GST inclusive or GST exempt.

 

7.4    Cash Book (Hard Copy or in electronic form)

 

a)         This book is sometimes called the Journal or Ledger.  The Cash Book is the organisation’s record of what money is received and spent, the transactions (both incoming and outgoing) that have occurred, and how much cash is on hand at any one time.

 

b)         A twelve (12) or eighteen (18) column cash book gives most Committees enough room for details.  It is essential to have receipts and payment on separate pages or in some cases, separate section of the cash book.  Across the page the columns are headed to allow the date, receipt or cheque number, cost or income allocation and totals.  Have appropriate and sufficient cost or income headings for frequent transactions, try not to have too many items under sundries or miscellaneous – it makes things difficult when preparing end of year figures.

 

c)         Update the Cash Book on a regular basis so it does not become a big job.  The totals down the page should always equal the totals across the page — do this each time you rule off a page.  Check that the totals carried forward onto the next page are correct.

 

d)         Bank fees, interests, etc wherever possible should be written/typed in the Cash Book in the month they were raised or when bank statements are received.  This assists with reconciling the cash book to the Bank statements.

 

e)         Show all cheques written during the month in the cash book whether they have been presented or not.  Show all income received during the month whether banked or not.

 

f)          Reconciliation – Check off the amounts received and cheques written out in the cash book against the bank statement figures.  From this, you can compile a list of outstanding deposits or unpresented cheques and it also verifies that an incorrect figure does not appear in either records.  Tick or cross entries only once – there is no need for multiple marks against each entry.  Simply compare the cash book entry against the bank statement and if they agree, mark each once only.  If the bank reconciliation does not agree, find the discrepancy.  It will be either a mistake in the Cash Book or on the statement.

 

7.5    Bank Deposit Book

 

a)         The Bank you have nominated supplies this book and it is where all income is recorded for deposit into the organisation’s account.

 

b)         Keeping the books and providing Council with Annual Financial Statements.

 

c)         All Committees of Management are required to keep complete and accurate records.

 

d)         The following guidelines and procedures have been prepared to give members of Committees a greater understanding of the tasks they need to undertake.


 

7.6    Steps Required to Keep Complete and Accurate Records

 

a)         Open a cheque account in the Committee’s name.

 

b)         Make as many payments as you can by cheque.  Avoid paying cash.

 

c)         Record details on the cheque butt.

 

d)         Bank all cash receipts promptly into the cheque account.

 

e)         Record all details on the receipt book butt.

 

f)          Write up the cash book – paper or electronic regularly – at least monthly.

 

g)         Reconcile the bank account regularly - generally monthly or each time a bank statement is received and at the end of the financial year.

 

h)         Keep a wages book – paper or electronic (if applicable).

 

i)          Retain supporting documentation or evidence for all cheques drawn.

 

7.7    Writing up the Cash Book

 

a)         Cash books are available in various sizes from stationers and office supplies such as Newsagents or can be obtained from the website and maintained electronically.

 

7.7.1  Cash Payments

 

a)         Enter appropriate headings in the book, ensuring the first column is “Bank” and the last one “Sundries”.

 

b)         Enter cheques in cheque number order.

 

c)         Ensure every cheque is recorded in the book.

 

d)         Record cancelled cheques, but at no value.

 

 

7.7.2  Cash Receipts

 

a)         The same procedures as for cash payments.

 

b)         All amounts received must be receipted.

 

 

7.7.3  Reconciliation

 

                   Bank reconciliations need to be performed regularly because:

 

a)         They keep track of cheques that are outstanding and possibly lost.

 

b)         They ensure that a complete record is kept of all transactions.

c)         They enable your accountant to prepare a balance sheet and accounts for your Committee, and can therefore save you considerable money in professional fees.

 

d)         Take the monthly bank statement and write all items such as bank fees, direct debits, etc. into the cash book.

 

e)         Total up the columns; ensure they add the same across as well as down.

 

f)          Tick off all items appearing in the cash book against the bank statements, noting any that are outstanding.

 

g)         Finally, to complete reconciliation:

 

   Take – total Cash Book balance (brought forward from previous financial year),

   Plus – Income received to date in current financial year,

   Less – payments to date in the current financial year,

   This should equal – the balance on the bank statement - (less any unpresented cheques) – (plus any unbanked deposits).

 

7.7.4  Retention of Records

 

a)         The Income Tax Assessment Act requires records to be retained for five years.  It is important to retain all invoices and other supporting documentation.

 

7.7.5  Business Activity Statement (BAS) and Accounting for GST

 

Monthly Business Activity Statements (BAS) to be forwarded to Council by the 10th day of the following month e.g. January BAS to Council by 10 February advising of Gross Amount, GST Amount and Net Amount.

 

 

SECTION 8: RESPONSIBILITIES OF COMMITTEE MEMBERS

 

Committee members’ role is important and ensures the democratic process is followed.  Members’ responsibilities are:

 

a)         Attend most Committee meetings.

 

b)         Participate in meetings – this involves:

 

   being on time,

   sticking to the agenda,

   contributing to the discussion where appropriate,

   being objective, listening to others’ views,

   volunteering to do some of the necessary tasks required,

   support the office bearers in carrying out their jobs,

   assist in organising the Annual General Meeting,

   attend and participate in any planning days that may be held,

   make sure the function is being maintained and run smoothly,

   ensure all members of the Committee are accountable for their actions in relation to the activities of the Committee.

 

SECTION 9: STANDARD FORMAT – ORDINARY MEETING AGENDA

 

9.1    Open Meeting

Action:   The Chairperson welcomes members and visitors, provides an Acknowledgement of Country or if Aboriginal a Welcome to Country, declares the meeting open, ensures everyone has an agenda, and asks for any extra items suggested by members.

 

9.2    Attendance and Apologies

Action:   The Secretary records those present and any apologies.  An attendance list or book may be circulated.

 

9.3    Confirmation of minutes of the previous meeting

Action:   Two Committee members in attendance at the last meeting are asked to confirm that the record of minutes is a true and correct one.  Any amendments or changes need to be recorded and included in this meeting’s minutes.

 

9.4    Business arising from previous minutes

Action:   Deal with any matters that have arisen or were to be completed since the last meeting.

 

9.5    Correspondence

Action:   Includes both Inwards and Outwards correspondence.  A member, usually the Secretary, reads out in full or in summary any letters or e-mails received or sent since the last meeting.  Any business arising from these letters or e-mails is dealt with as it is read, and recorded in the minutes.

 

9.6    Treasurer’s Report

Action:   The Treasurer gives a report on the financial position of the group, including income and expenditure since the last meeting and gives an overview of future budget estimates.

 

9.7    Other Reports

Action:   Reports from other office bearers.

 

9.8    General Business

Action:   Items on the agenda are discussed.  Also remind members of any coming events.

 

9.9    Close Meeting

Action:   Establish the date and time of next meeting.  Chairperson thanks members and visitors for attending and declares the meeting finished or closed.

 

 


SECTION 10: STANDARD FORMAT – ANNUAL GENERAL MEETING AGENDA

 

10.1  Commence/Open Meeting

 

Chairperson presides over the following items:

 

a)         Welcome & Welcome to/Acknowledgement of Country.

 

b)         Apologies.

 

c)         Minutes of previous AGM.

 

d)         Reading Reports, ie Chairperson, Treasurer, etc.

 

All positions are declared vacant and the Returning Officer appointed by the meeting takes the chair and presides over the following items:

 

e)         Election of Office Bearers.

 

f)          Acceptance of nomination from user groups and community members.

 

g)         Appointment of Solicitor (if required).

 

h)         Recommending Annual Fees to be forwarded to Council for adoption (Note this can also be done earlier in the year prior to May 31st if the AGM is usually held later in the year).

 

Returning Officer then hands the chair over to the newly elected Chairperson who is responsible for:

 

i)          Thanking the Returning Officer.

 

j)          Welcoming New Committee.

 

k)         Consider recommendations “carried” by way of motion from the floor.

 

l)          Getting agreement on meeting dates for coming year.

 

m)        Closure of AGM Meeting.

 

 

 

SECTION 11: CORRESPONDENCE

 

a)         Keep a copy of all inwards and outwards correspondence received and sent out on behalf of Committee, including e-mails.

 

 

b)         Establish and maintain a filing system for all mail, both In and Out.

 

 

 


SECTION 12: FORMAT FOR GOOD MINUTES

 

a)         Keep them short, clear and concise, and consistent.

 

b)         Set them out – not too cramped, use headings, and underlining so the subjects, decisions and actions to be taken (and by whom) stand out and are easy to read.  Use the Agenda as a basis for the format of minutes.

 

c)         Don’t try to record every statement made at the meeting.  The minutes are a record of the decisions made – each decision or resolution must be accurately recorded.

 

d)         A copy of the minutes without error or additions (unless initialled and signed by the Secretary and Chairperson, after adoption at the meeting) should be kept as a permanent record of meetings.  It is the Chairperson’s responsibility to see the minutes are unaltered after adoption and are signed as an accurate record.

 

e)         You can record the names of the mover and seconders of each motion or amendment.  Record the numbers for and against if specifically requested by those present.

 

f)          List correspondence, business arising and items for general business by number. 

 

g)         If minute-taking is a shared or revolving duty, allow each person to perfect their skills by taking minutes for at least 3-4 consecutive meetings.

 

h)         Draft minutes can be viewed with the Chairperson, or if done by the Minutes Secretary, with the Secretary. 

 

i)          Remember, minutes should communicate and assist evaluation.  They ensure accountability and are a permanent record of the group’s activities.

 

j)          Send them out as soon as possible after the meeting, so that follow-up action is more easily taken.

 

k)         Include a record of the place, date and time of the next meeting.

 

 


SECTION 13: PROCEDURE FOR MOTIONS

 

a)         A motion needs to be lawful, productive, relevant, appropriate, easily understood and be positive in its intent, eg. “I move that the facility be an alcohol free zone”.  If the motion does not meet these requirements, the Chairperson can reject it.  Reasons must be given for this decision.

 

b)         Any motion must be “seconded” before it can be accepted by the chairperson and opened for debate.  There is no legal requirement to record mover and seconder however, it can be done at the Committee’s discretion.  If there is no seconder, the matter lapses.  Once a motion has been moved and seconded, the order of debate is:

 

   Mover (raised original motion),

   Seconder (allows debate on the motion),

   Speaker against the motion,

   Speaker for the motion,

   Speaker against the motion,

   Speaker for the motion.

 

c)         The debate continues in this manner until there are no further speakers.

 

d)         Amendments may be made after the motion.  The amendment must:

 

   Be clear and be part of the motion being considered,

   Have a seconder,

   Not exceed the power of the meeting,

   Not be a direct negative of the motion,

   Be put to the vote before the motion.

 

 

SECTION 14: COMMITTEE RESPONSIBILITIES AND DELEGATIONS OF AUTHORITY

 

a)         Pursuant to Sections 377 and 355 of the Local Government Act, 1993 as amended and subject to the provisions thereof, the Nambucca Shire Council hereby revokes all previous delegations and appoints and constitutes the following Committees to exercise or perform on behalf of the Council all the powers, authorities, duties and functions of the Council with respect to care, control and management, subject to the overriding direction and control of the Council as to the following matters.

 

            Note the delegations of authority do not confer upon the Committee the power or authority, without the prior consent of the Council:

 

   To make any structural alterations or additions to any building.

   To bind or commit the Council to any third party in relation to any obligation, liability, responsibility, demand, action, or claim.

   To make any representation, claim, warranty or guarantee on behalf of the Council.

   To incur any debt or other monetary obligation on behalf of or in the name of Council.

   To bring any action or make any claim or demand on behalf of the Council.

   To set any Fees and Charges on behalf of the Council

 

b)         This delegation shall commence on ………. 2018 and remain in force until expressly amended or revoked by the Council by further resolution.

 

 

Community Hall Committees

 

Argents Hill Hall, Burrapine Hall, Eungai District Memorial Hall, Missabotti Community Centre, South Arm Hall, Talarm Hall, Taylors Arm Hall, Utungan Community Centre, Valla Public Hall, Warrell Creek Public Hall

 

1.   Maintain, improve and protect grounds, buildings and fittings;

2.   Undertake and regulate the casual hiring of premises and grounds, excluding camping;

3.   Conduct of fund raising activities.  Where such fund raising activities involve the sale of alcohol, a liquor license and the approval of Council is required;

4.   Limit the expenditure of monies to the amount of funds held by the Committee at the time;

5.   Seek grants for the maintenance and upgrading of the building or its fittings, subject to the General Manager’s endorsement of the grant application;

6.   Appoint such contractors as are deemed necessary by the Committee from time to time to assist in the administration and maintenance of the buildings and/or the conduct of programmes or functions therein, subject to contracts which are of necessity for a long term being reviewed once per year;

7.   Make recommendations to the Council for any enhancement, expansion or upgrade of the facility the Committee considers appropriate;

8.   Make such other recommendations to the Council in respect of the facility as the Committee thinks appropriate from time to time;

9.   Project manage capital works where a specific written authority for the particular works has been provided by Council.

 

 

 

Sporting Facilities Committees

 

Bowraville Sports Ground, Coronation Park, Donnelly-Welsh Playing Fields, EJ Biffin Playing Fields, Macksville Netball Courts, Macksville Park and Sports, Macksville Tennis Courts, Nambucca Heads Tennis Club, North Macksville Playing Fields, Scotts Head Sportsfields, Scotts Head Tennis Courts, Taylors Arm Sports Reserve, Unkya Reserve, Valla Beach Tennis Courts, Welsh Pioneer Park.

 

1.         Control of the  sports ground, courts and other facilities and their allocation to respective sporting organisations;

2.       Maintain, improve and protect grounds, buildings and fittings;

3.       Undertake and regulate the casual hiring of premises and grounds, excluding camping;

4.         Conduct of fund raising activities.  Where such fund raising activities involve the sale of alcohol, a liquor license and the approval of Council is required;

5.       Limit the expenditure of monies to the amount of funds held by the Committee at the time;

6.         Seek grants for the maintenance and upgrading of the grounds, courts, buildings or its fittings, subject to the General Manager’s endorsement of the grant application;

7.         Appoint such contractors as are deemed necessary by the Committee from time to time to assist in the administration and maintenance of the grounds, courts, buildings and/or the conduct of programmes or functions therein, subject to contracts which are of necessity for a long term being reviewed once per year;

8.         Make recommendations to the Council for any enhancement, expansion or upgrade of the facility the Committee considers appropriate;

9.         Make such other recommendations to the Council in respect of the facility as the Committee thinks appropriate from time to time;

10.       Project manage capital works where a specific written authority for the particular works has been provided by Council.

 

OTHER S355 COMMITTEES

 

 

Grants Hall and Bowraville & District Youth Club

 

1.       Maintain, improve and protect grounds, buildings and fittings;

2.       Undertake and regulate the casual hiring of premises and grounds, excluding camping;

3.         Conduct of fund raising activities.  Where such fund raising activities involve the sale of alcohol, a liquor license and the approval of Council is required;

4.       Limit the expenditure of monies to the amount of funds held by the Committee at the time;

5.         Seek grants for the maintenance and upgrading of the building or its fittings, subject to the General Manager’s endorsement of the grant application;

6.         Appoint such contractors as are deemed necessary by the Committee from time to time to assist in the administration and maintenance of the buildings and/or the conduct of programmes or functions therein, subject to contracts which are of necessity for a long term being reviewed once per year;

7.         Make recommendations to the Council for any enhancement, expansion or upgrade of the facility the Committee considers appropriate;

8.         Make such other recommendations to the Council in respect of the facility as the Committee thinks appropriate from time to time;

9.         Project manage capital works where a specific written authority for the particular works has been provided by Council.

10.     Undertake youth development activities.

 

 

 

 

 

Macksville Gift – Committee

 

1.         Organisation of the Macksville Gift;

2.         Conduct fund raising activities.  Where such fund raising activities involve the sale of alcohol, a liquor license and the approval of Council is required;

3.         Limit the expenditure of monies to the amount of funds held by the Committee at the time;

4.         Seek grants for the organization and conduct of the Macksville Gift, subject to the General Manager’s endorsement of the grant application;

5.         Appoint such contractors as are deemed necessary by the Committee from time to time to assist in the administration and maintenance of the buildings and/or the conduct of programmes or functions therein, subject to contracts which are of necessity for a long term being reviewed once per year;

6.         Make recommendations to the Council for any changes to the event as the Committee considers appropriate.

 

 

 

 

 

 

 

 

 

 

 

 

Mary Boulton Pioneer Cottage and Museum

 

1.       Maintain, improve and protect grounds, buildings and fittings;

2.       Undertake and regulate the casual hiring of premises and grounds, excluding camping;

3.         Conduct of fund raising activities.  Where such fund raising activities involve the sale of alcohol, a liquor license and the approval of Council is required;

4.       Limit the expenditure of monies to the amount of funds held by the Committee at the time;

5.         Seek grants for the maintenance and upgrading of the building or its fittings, subject to the General Manager’s endorsement of the grant application;

6.         Appoint such contractors as are deemed necessary by the Committee from time to time to assist in the administration and maintenance of the buildings and/or the conduct of programmes or functions therein, subject to contracts which are of necessity for a long term being reviewed once per year;

7.         Make recommendations to the Council for any enhancement, expansion or upgrade of the facility the Committee considers appropriate;

8.         Make such other recommendations to the Council in respect of the facility as the Committee thinks appropriate from time to time;

9.         Project manage capital works where a specific written authority for the particular works has been provided by Council.

 

 

 

 

 

Nambucca District Band

 

1.         Maintenance and protection of the Band Instruments;

2.         Allocation of band instruments to users;

3.         Conduct of fund raising activities.  Where such fund raising activities involve the sale of alcohol, a liquor license and the approval of Council is required;

4.         Limit the expenditure of monies to the amount of funds held by the Committee at the time;;

5.         Seek grants for the maintenance and upgrading of any buildings or for the provision of instruments, subject to the General Manager’s endorsement of the grant application;

6.         Appoint such contractors as are deemed necessary by the Committee from time to time to assist in the band’s operations, subject to contracts which are of necessity for a long term being reviewed once per year.

7.         Make recommendations to the Council as the Committee thinks appropriate from time to time.

8.         Project manage capital works where a specific written authority for the particular works has been provided by Council.

 

 

 

 

 

 

 

 

 

 

 

 

Nambucca District Historical Society

 

1.       Maintain, improve and protect grounds, buildings and fittings;

2.       Undertake and regulate the casual hiring of premises and grounds, excluding camping;

3.         Conduct of fund raising activities.  Where such fund raising activities involve the sale of alcohol, a liquor license and the approval of Council is required;

4.       Limit the expenditure of monies to the amount of funds held by the Committee at the time;

5.         Seek grants for the maintenance and upgrading of the building or its fittings, subject to the General Manager’s endorsement of the grant application;

6.         Appoint such contractors as are deemed necessary by the Committee from time to time to assist in the administration and maintenance of the buildings and/or the conduct of programmes or functions therein, subject to contracts which are of necessity for a long term being reviewed once per year;

7.         Make recommendations to the Council for any enhancement, expansion or upgrade of the facility the Committee considers appropriate;

8.         Make such other recommendations to the Council in respect of the facility as the Committee thinks appropriate from time to time;

9.         Project manage capital works where a specific written authority for the particular works has been provided by Council.

 

 

 

 

 

Nambucca Community and Arts Centre (formerly Nambucca Entertainment Centre)

 

1.       Maintain, improve and protect grounds, buildings and fittings;

2.       Undertake and regulate the casual hiring of premises and grounds, excluding camping;

3.         Conduct of fund raising activities.  Where such fund raising activities involve the sale of alcohol, a liquor license and the approval of Council is required;

4.       Limit the expenditure of monies to the amount of funds held by the Committee at the time;

5.         Seek grants for the maintenance and upgrading of the building or its fittings, subject to the General Manager’s endorsement of the grant application;

6.         Appoint such contractors as are deemed necessary by the Committee from time to time to assist in the administration and maintenance of the buildings and/or the conduct of programmes or functions therein, subject to contracts which are of necessity for a long term being reviewed once per year;

7.         Make recommendations to the Council for any enhancement, expansion or upgrade of the facility the Committee considers appropriate;

8.         Make such other recommendations to the Council in respect of the facility as the Committee thinks appropriate from time to time;

9.         Project manage capital works where a specific written authority for the particular works has been provided by Council.

 

 

 

 

 

 

 

 

 

Tewinga Community Centre

 

1.       Maintain, improve and protect grounds, buildings and fittings;

2.       Undertake and regulate the casual hiring of premises and grounds, excluding camping;

3.         Conduct of fund raising activities.  Where such fund raising activities involve the sale of alcohol, a liquor license and the approval of Council is required;

4.       Limit the expenditure of monies to the amount of funds held by the Committee at the time;

5.         Seek grants for the maintenance and upgrading of the building or its fittings, subject to the General Manager’s endorsement of the grant application;

6.         Appoint such contractors as are deemed necessary by the Committee from time to time to assist in the administration and maintenance of the buildings and/or the conduct of programmes or functions therein, subject to contracts which are of necessity for a long term being reviewed once per year;

7.         Make recommendations to the Council for any enhancement, expansion or upgrade of the facility the Committee considers appropriate;

8.         Make such other recommendations to the Council in respect of the facility as the Committee thinks appropriate from time to time;

9.         Project manage capital works where a specific written authority for the particular works has been provided by Council.

10.       The use of the building must include the operations of Nambucca Valley Radio 2NVR.

 

 

 

 

 

 

Valla Beach Community Association

 

1.         Bring to Nambucca Shire Council such matters as are seen to be for the betterment of the Valla Beach community;

2.         Promote and foster activities which will be of benefit to all age groups;

3.       Maintain, improve and protect grounds, buildings and fittings;

4.       Undertake and regulate the casual hiring of premises and grounds, excluding camping;

5.         Conduct of fund raising activities.  Where such fund raising activities involve the sale of alcohol, a liquor license and the approval of Council is required;

6.       Limit the expenditure of monies to the amount of funds held by the Committee at the time;

7.         Seek grants for the maintenance and upgrading of grounds, buildings or its fittings, subject to the General Manager’s endorsement of the grant application;

8.         Appoint such contractors as are deemed necessary by the Committee from time to time to assist in the administration and maintenance of grounds, buildings and/or the conduct of programmes or functions therein, subject to contracts which are of necessity for a long term being reviewed once per year;

9.         Make recommendations to the Council for any enhancement, expansion or upgrade of facilities the Committee considers appropriate;

10.       Make such other recommendations to the Council in respect of the facility as the Committee thinks appropriate from time to time;

11.       Project manage capital works where a specific written authority for the particular works has been provided by Council.


Ordinary Council Meeting                                                                                           13 September 2018

Assistant General Manager Corporate Services Report

ITEM 10.3    SF827              130918         Commonwealth Financial Assistance Grant

 

AUTHOR/ENQUIRIES:    Robert Hunt, Assistant General Manager Corporate Services         

 

Summary:

 

Council has received notice from the Office of Local Government of its estimated 2018-19 Financial Assistance Grant (FAG) which represents an increase of 5.2% over the 2017-18 figure.

 

 

Recommendation:

 

That Council receive and note the Report.

 

 

OPTIONS:

 

For noting only.

 

 

DISCUSSION:

 

The NSW Local Government Grants Commission has advised (refer Attachment) that the overall increase for NSW is a 3.7% increase on the previous year.

 

In addition the Commission has been attempting over the last few years to redirect funds away from metropolitan councils to communities with the greatest relative need.

 

As a result Nambucca has received a 5.2% increase which in dollar terms is a $198,600 positive adjustment to the 2018/19 budget.

 

 

CONSULTATION:

 

General Manager, Manager Financial Services

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

Nil

 

 

Social

 

Nil

 

 

Economic

 

Nil

 

 

Risk

 

Nil

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

The increased grant has an impact on the current and future budgets of the Council.

 

Working funds – justification for urgency and cumulative impact

 

The increased funds should be looked at in light of the overall budget where there are possible shortfalls in other income budgeted. At this early stage of the financial year the funds should be left in working funds and adjusted at the next quarterly budget review.

 

Service level changes and resourcing/staff implications

 

Nil

 

Attachments:

1

32540/2018 - Financial Assistance Grant

 

  


Ordinary Council Meeting - 13 September 2018

Commonwealth Financial Assistance Grant

 


 


Ordinary Council Meeting                                                                                           13 September 2018

Assistant General Manager Corporate Services Report

ITEM 10.4    SF1755            130918         Customer Service Charter and Engagement Strategy

 

AUTHOR/ENQUIRIES:    Robert Hunt, Assistant General Manager Corporate Services         

 

Summary:

 

As part of the Internal Audit, Risk and Improvement Committee’s request for an overall Governance Framework, Council requires a Customer Service Charter and a Communication and Stakeholder Engagement Strategy. These are now attached for Council’s consideration.

 

 

Recommendation:

 

That the Customer Service Charter and Communication and Stakeholder Engagement Strategy be adopted.

 

 

OPTIONS:

 

The documents be adopted

The documents be amended

The documents not be adopted

 

 

DISCUSSION:

 

The Internal Auditor recommended that Council develop a Good Governance Framework. That Framework is nearing completion however a number of plans and policies referred to in the Framework require review or need to be developed. The Customer Charter has been updated while the Engagement Strategy has been developed and is now available for Council consideration.

 

There are a number of other policies and plans which will be submitted to the Audit, Risk and Improvement Committee for its consideration prior to forwarding to Council for adoption.

 

 

CONSULTATION:

 

MANEX A

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

 

Not applicable

 

Social

 

Council has social and often mandatory obligations to engage and consult with the community.

 

Economic

 

Not applicable

 

Risk

 

Reputational risk will be reduced with greater engagement with the community.

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

 

Nil

 

Working funds – justification for urgency and cumulative impact

 

Nil

 

Service level changes and resourcing/staff implications

 

Will increase service levels within current resources

 

Attachments:

1

30943/2018 - DRAFT Customer Service Charter - August 2018

 

2

31099/2018 - DRAFT Communications and Stakeholder Engagement Strategy

 

  


Ordinary Council Meeting - 13 September 2018

Customer Service Charter and Engagement Strategy

 

 

Description: nambucca valley nsc

 

Customer Service Charter

 

Responsive – Timely - Consistent

 

Purpose

 

Nambucca Shire Council is committed to serving the community with integrity, efficiency, fairness, impartiality and the encouragement of mutual respect. In keeping with Council’s values, Nambucca Shire Council is committed to addressing and resolving customer enquiries and complaints, improving service delivery and increasing satisfaction.

 

Our Customer Service Charter aims to provide a guideline for customers, staff and councillors regarding enquiries, service requests or complaints received by Council and how they should be resolved.

 

Responsibilities

 

Council will treat all matters, whether an enquiry, service request or complaint, diligently and aim to provide a fair and reasonable outcome to both the customer and Council. Comments about Council’s service or staff are welcomed and provide valuable feedback about our quality of service.

 

Council’s operations are wide and varied but this Customer Service Charter applies to all staff. However, some processes for dealing with customer enquiries and complaints may differ. In some cases Council may not be able to action some requests because of the nature of the enquiry, service request or complaint, or because of Council’s limited resources. Our response may also vary depending on the nature and complexity of the issue. Other avenues for resolution of the issue, where appropriate, should also be considered.

 

Council will only deal with Council related matters. Civil issues such as a fencing dispute between neighbours will not be addressed by Council. Other matters being addressed through the judicial system, for example in the Land and Environment Court, may not be able to be addressed by Council for legal reasons.

 

External Agencies

 

Any issues in relation to corruption, serious or substantial waste, or pecuniary interests should be directed to the General Manager or Public Officer. The General Manager has reporting responsibilities to external agencies such as the NSW Office of Local Government (OLG) and the Independent Commission Against Corruption (ICAC).


 

 

External recourse is always available to all members of the community and information can be provided on the most appropriate agency if required. External agencies that may be considered include the NSW Office of Local Government (OLG), NSW Ombudsman and the Independent Commission Against Corruption (ICAC).

 

Access to information

 

The Government Information (Public Access) Act 2009 (the GIPA Act) creates new rights to information that are designed to meet the community’s expectations of more open and transparent government. It encourages the routine and proactive release of government information, including information held by providers of goods and services contracted by government agencies.

 

For information on GIPA or how to access information, visit:

 

Council’s website www.nambucca.nsw.gov.au or the Information and Privacy Commission NSW website www.ipc.nsw.gov.au

 

Response Timeframes

 

All enquiries, service requests and complaints shall be acknowledged and finalised within timeframes as established in the Customer Service Charter. However, in some cases (eg. Development Applications), incoming correspondence such as objection letters may not be finalised within the time limits as it forms part of larger deliberations.

 

General guide for enquiries and complaints

 

Customer

Response Target

Mayor and Councillors

Response within 48 hours

Members of Parliament

Response in 10 working days

 

Send an acknowledgement advice within 5 working days where correspondence cannot be responded to within 10 working days. The acknowledgement will indicate when a reply can be expected and the name of the contact officer.

 

Incoming correspondence (includes letters, emails, faxes)

Response in 15 working days.

 

Send an acknowledgement advice within 5 working days where correspondence cannot be responded to within 15 working days. The acknowledgement will indicate when a reply can be expected and the name of the contact officer.

 

Direct phone calls with council staff

Verbal response for non-complex issues within two (2) working days

 

Voicemail messages

Return call by close of business the next working day

 

Public safety issues (general)

 

Within “five (5) hour inspection” rule

 

Public safety issues

(life threatening)

 

Immediate - first available officer

 


 

What is a complaint?

 

A complaint is an expression of dissatisfaction with a decision, level or quality of service, or behaviour of a councillor, employee, agent or committee member which can be investigated and acted upon.

 

What is not a complaint?

 

·   A request for service (unless there was no response to a first request for service)

·   A request for information or an explanation of legislation, policy or procedure

·   Disagreement with a policy of council

·   Reports of damaged or faulty infrastructure

·   Reports about neighbours, noise, dogs, nuisances, unauthorised building works or similar issues that fall into the regulatory or compliance aspect of our service

 

Customer Service Requests

 

Council responds to works or services requests relating to activities that are the responsibility of council such as road/bridge maintenance, tree clearance and town maintenance.

 

When handling customer works or services requests by phone, in person, written, email or online we will:

 

·   Complete a Customer Service Request by entering the details into our computerised Customer Service Request System (MERIT) and allocate a Customer Service Request identification number that can be provided to the customer, on request, for future reference

·   Refer the request to the appropriate officer for action

·   Respond to the customer if a response is requested

·   Ensure all requests are processed in accordance with the standard timeframes, policy and procedures

·   Ensure that managers review outstanding requests monthly

 

Confidentiality

 

We will respect and protect the privacy of our customers. Confidentiality of complaints, including the identity of the customer, will be maintained in accordance with appropriate legislation and Council policies.

 

Further information can be found in Council’s GIPA Publication Guide, Requests & Complaints Policy and Privacy Management Plan on Council’s website.

 

Customer Care

 

All staff will strive to:

 

·   Be approachable

·   Have a helpful attitude

·   Take responsibility for an enquiry – deal with it themselves or find the person who can

·   Keep the customer informed and let them know how the enquiry will be dealt with

·   Maintain a professional manner – formal, fair and courteous


 

Customer Requirements

 

In order to provide effective customer service it is necessary that all customers:

 

a)  not make complaints which are frivolous, vexatious, not in good faith, or about a trivial matter;

b)  not make complaints which are aimed at escalating neighbourhood disputes or purposely disadvantaging a neighbour;

c)  where appropriate attempt to resolve the matter themselves before approaching Council;

d)  consider the appropriateness of mediation facilities such as the Community Justice Centre for resolving neighbour related matters, or raising the issue with the appropriate authorities, eg. Police, Waterways Authority etc;

e)  make an appointment for a complex enquiry or need to see a specific officer;

f)  provide adequate and accurate details (dates, time, location, photos, Council staff names, other relevant documents and so on) to Council about the matter;

g)  keep records of correspondence received or sent, other important documents, and details of telephone calls;

h)  allow Council adequate time to address the enquiry or complaint depending upon its type;

i)   leave detailed messages on staff voicemail systems when staff are unavailable and allow staff adequate time to respond to messages;

j)   not make complaints regarding matters which are old, or where finding a practical solution to the grievance may be unrealistic (for instance, by requesting the demolition of a block of units).

 

Zero tolerance to abuse of staff

 

Council takes a zero tolerance approach to abuse of its staff. Physical or verbal abuse of any staff member will not be tolerated.

 

Customers acting inappropriately will be asked to leave the premises and may result in a police report or legal proceedings.

 

Verbal abuse over the phone may result in the call being terminated. In the event a caller uses foul or abusive language during a telephone conversation with an employee, the caller will be informed once that, if the use of such language continues, the call will be terminated. If the caller continues to use such language, the employee will invite the caller to put the matter in writing and terminate the call.

 

The Council maintains a register of Unreasonable Complainant Conduct (UCC) Incidents.

Council’s customer service centre is under CCTV surveillance.

 

Location

 

Council’s Administration Centre is located at 44 Princess Street, Macksville NSW 2447

 

Contact Information

 

Postal Address: PO Box 177, Macksville NSW 2447

Phone: (02) 6568 2555

After Hours: 1800 262 728

Email: council@nambucca.nsw.gov.au

Website: www.nambucca.nsw.gov.au

 


 

Accessibility

 

Council’s Customer Service Centre (face to face) is open from 8.30am to 4.00pm Monday to Friday. The cash receipting service operates 9.00am – 4.00pm.

 

Council’s Call Centre (Telephone (02) 6568 2555) operates 8.30am – 4.30pm.

 

A Planning, Health & Building Duty Roster operates between 11.00am – 1.00pm daily however appointments can be made out of these hours.

 

Council endeavours to provide a broad range of services during business hours and have skilled Customer Service Officers to handle the bulk of customer enquiries at the first point of call, customers with more technical queries are encouraged to make an appointment with the relevant officer as this will result in a better outcome for their enquiry.

 

The Administration Centre at Macksville is closed between Christmas and New Year’s Day. An after-hours service is provided for emergency purposes:

 

After Hours and Emergency

 

An after hour’s service is provided for emergency purposes:

 

·        Telephone 1800 26 27 28

 

For emergency help in floods and storms call the SES on 132 500.

 

Councillors

 

Councillors can be contacted by telephone, email or post.

 

Website

 

Council’s website provides a wide range of information about Council’s strategies, policies, programs and services, including the Nambucca Valley Community Strategic Plan, Delivery Program, Operational Plan and Annual Report.

 

Customers can also:

 

·        View Council Business Papers

·        Lodgement of Development Applications via a portal

·        Track Development Applications through the Online DA Tracking Tool

·        Make a Payment

·        Log a Request

·        Track a Request

·        Positions Vacant

·        Tenders

·        Councillors Contacts

·        Libraries

·        Road Conditions

 

MyRoadInfo website provides motorists with access to roads information during emergency events:

 

www.myroadinfo.com.au

m.myroadinfo.com.au – for mobile


 

Payments

 

Customers can make payments by a number of options:

All payments

In person at Council’s Administration Centre, 44 Princess Street Macksville by cash, cheque and EFTPOS (Debit/Credit Cards accepted)

By Mail - Cheque only

 

In person at Council’s Waste Management Facility there are no cash transactions taken only by cheque and EFTPOS (Debit/Credit accepted)

Rates, Water and Debtors only

Phone - Credit Card – Designated NSC 1800 782 482

BPay - via bank website and telephone banking

Online - Credit Card – NSC Website

Centrelink - Direct Deduction

Rates and Water only

 

BCU (Bananacoast Community Credit Union Ltd)

Macksville:          Monday - Friday 9.00am – 5.00pm and

                             Saturdays 9.00am – 11.00am

Nambucca Heads:        Monday - Friday 9.00am – 5.00pm

Bowraville:           Monday, Thursday, Friday

                             10.00am - noon and 12.30pm - 4.00pm

 

Waste

 

Residents who receive a wheely-bin service from Coffs Coast Waste Services can use the MyBin app to find out when garbage, recyclables and organics bins are next due for collection. You can also get the date of the next biannual Bulky Goods collection.

 

Simply input your street address and press submit, or you can use the “Current Location” feature to save time. Download the free app at:

 

www.handybinwaste.com.au or via the iTunes App Store and for Android via Google Play.

 

Our newsletter is published annually and distributed with the annual Rate Notice to inform the community of events, issues and opportunities.

 

Customer Assistance

 

Council will provide assistance, where available, to customers wishing to lodge a complaint, but who have difficulty in adequately communicating the information.

 

Justices of the Peace (JP) are available.

 

The Council Chambers has a Hearing Induction Loop for the benefit of customers with hearing aids fitted with a ‘T’ switch. 

 

Monitoring and Reporting

 

Customer service standards and success will be measured through:

 

·   Your direct feedback

·   Customer satisfaction surveys

·   Quality monitoring and coaching

·   Training and development programs

·   Telephone and customer request system reports

·   Corporate customer service key performance indicators (KPIs)


Ordinary Council Meeting - 13 September 2018

Customer Service Charter and Engagement Strategy

 

 

 

 

 

 Description: Description: Description: N:\nsclogo\Nambucca Logo with name HIGH RES_200x167.jpg

NAMBUCCA SHIRE COUNCIL

 

 

 

 

 

 

 

 

 

 

 

 

COMMUNICATIONS AND STAKEHOLDER ENGAGEMENT STRATEGY

 

 

AUGUST 2018

 


Ordinary Council Meeting - 13 September 2018

Customer Service Charter and Engagement Strategy

 

Contents

Overview.. 1

Objectives. 1

Stakeholder Engagement. 1

Levels of Stakeholder Participation. 2

Level of Impact on Stakeholders. 2

Communication with Stakeholders. 2

Communication with Community and Other External Stakeholders. 3

Correspondence. 3

Telephone Calls. 4

Face to Face Communications. 4

Social Media. 4

Print Media. 5

Open Council Meetings. 5

Legislative Compliance. 5

Public Consultation. 5

Authority for Communication with External Stakeholders. 6

Communication with Staff. 6

Formal Staff Meetings. 6

Informal Staff Meetings. 6

Six Monthly Staff Meetings. 6

MANEX A and MANEX B Team Meetings. 6

Emails. 7

Staff newsletters. 7

One on one discussions. 7

Specific purpose meetings. 7

Availability of documentation. 7

Definitions. 7

Attachment A – Stakeholder Engagement Toolkit. 9

External Stakeholder Engagement Matrix. 12

Checklist For Calling Public Meetings. 13

External Stakeholder Groups – How Should They Be Consulted?. 15

Checklist for Internal Stakeholder Consultation. 16

Overview

Nambucca Shire Council (Council) understands the importance of having informed stakeholders, who are engaged with Council and what it’s trying to achieve.  These stakeholders include our staff, our community and all other parties that are affected by Council decisions.   Having informed stakeholders ensures we create a common understanding of our goals, how and why decisions are made and the benefits that will flow to our stakeholders.

Council will create this informed community through building relationships with its stakeholders, and developing channels for ongoing dialogue to aid in the decision making processes. Council recognises receiving diverse perspectives and potential solutions enable Council to make more informed decisions and strengthen delivery of our services to our stakeholders.

Council is committed to:

·    Informing stakeholders of key Council decisions, services, programs and initiatives

·    Promoting transparency and accountability in Council’s decision making processes

·    Promoting opportunities for public and employee consultation, feedback and participation in Council activities

·    Representing the views of the local community and acting as an advocate to the State and Federal Governments and in all appropriate forums.

Objectives

Council’s goal is to provide effective communication in a timely manner, through a variety of communication channels to ensure that information is received by its community, employees and other relevant stakeholders to enable them to contribute their views and opinions, which can then be reflected in Council’s decision making.

Council is committed to providing effective and timely communications by:

·    Regularly engaging and communicating with its stakeholders

·    Undertaking community consultation on key issues affecting its community

·    Being open and transparent in its business processes and decision making

·    Developing internal communication channels and engagement processes to ensure its staff are fully informed and have input into delivering high quality customer services

·    Seeking a range of views on particular issues and if required, develop consultation plans that are tailored to the particular issue

·    Actively listening to feedback received from its stakeholders.

 

This strategy sets out how Council proposes to engage with its stakeholders to achieve these objectives.

 

Stakeholder Engagement

Stakeholder engagement is an important process of fostering relationships between Council and its key stakeholders, whereby Council shares information, consults, involves, collaborates, and actively encourages constructive feedback to help shape the planning and delivery of services and Council decisions. It is not a single activity but a way of building a stronger understanding of what our community and other key stakeholders want from Council so that we are able to optimise the delivery of services.

Levels of Stakeholder Participation

Council recognises different levels of engagement are required with its stakeholders depending on the purpose of the engagement and the likely impact of the matter(s) to be discussed.  Four levels of stakeholder participation have been identified.   

Level of Participation

Examples of Participation Level

Informing

·   Advising stakeholders  of a situation, a proposal or a decision made in response to a situation

·   Providing advice on an issue

·   Notification of opportunities to participate further in Council decision making; upcoming events; things happening at Council

 

Seeking Information

·   Undertaking market research to identify needs or issues

·   Seeking feedback on a service proposal, action or issue

·   Seeking  comment on planning proposals

 

Involving

·   Community forums to encourage discussion or debate on issues

·   Personal contact and meetings that encourage participation

·   Negotiations relating to the planning process; acquisition of goods and services

·   Employee engagement on workplace reforms that optimises service delivery

Partnerships

·   Establishing a structure for involvement in decision making, eg working party

·   Enabling ongoing involvement/collaborating to achieve an outcome

·   Assuming share responsibility for achieving outcomes

 

Level of Impact on Stakeholders

Level of Impact

Type of Impact

Level 1

High impact on stakeholders in local government area

Level 2

Lower impact on stakeholders in local government area

Level 3

High Impact on a localised section of the stakeholder community

Level 4

Lower Impact on a localised section of the stakeholder community

Level 5

Impacting on internal stakeholders (staff) only

 

A toolkit to help staff determine the appropriate level of engagement has been prepared and is included at Attachment A.

Communication with Stakeholders

There are a variety of communication methods that Council will use depending on the purpose of the communication and the intended audience. Often, to ensure a representative response, a number of different methods may be used. Below is an overview of the methods Council may use to communicate with its stakeholders.

Communication Objective and Method

Inform

Consult

Involve

Collaborate

Empower

Fact Sheets

Community Newsletters

Websites/Social Media

Flyers

Emails

Volunteer networks

Staff consultative committee and networks

Community exhibitions and displays

Community notice board

Press releases

Council notices

Presentations

Public comment and submissions

Focus groups

Surveys Workshops and meetings

Feedback forms

Interviews

Suggestion boxes

Social Media

 

Open meetings and workshops

Competitions

Youth and other targeted reference groups

Social media/internet discussion and feedback(If possible)

Consensus building

Participatory decision making interagency networks and working groups

Reference groups

Delegated decisions through Council Committees and Council affiliated volunteers

Communication with Community and Other External Stakeholders

Council recognises that a fundamental component of quality customer service and good governance is effective and timely communication and consultation with the wider community. Council receives feedback from its community, both verbally and in written format.  This feedback provides Council with an opportunity to understand what its community wants from it and also to help inform its decision making.

The major formats where Council receives feedback from, and communicates with, its community and other external stakeholders include:

Correspondence

Council defines correspondence as including letters, facsimiles, and e-mail messages. In all of these cases Council will provide a clear, concise and prompt response to all customer enquiries in accordance with Council’s Customer Service Charter. Council captures this information into its electronic records management system (TRIM) to ensure that it is accessible and searchable.

Council’s commitment is:

a)   To provide a definitive response in clear and unambiguous language within 15 working days, or acknowledge receipt of correspondence and an approximate timeline for a response within five working days from date of receipt of correspondence.

b)   If the information cannot be provided in a timely manner, the responsible officer is required to update the author of the correspondence regularly.

c)   Responses may be made by formal letter or by email which must subsequently be saved in Council’s record management system.

d)   All verbal interactions with the correspondent must be recorded by way of file note or email and saved to Council’s record management system.

Telephone Calls

Council staff will answer all calls promptly and will make every effort to resolve the inquiry at first point of contact or quickly refer unresolved calls to the appropriate officer whilst providing clear and concise information in response to caller inquiries.

Council’s commitment is to:

a)        Answer calls as promptly as possible.

b)        Advise the caller on answering of the name and department of the officer answering.

c)        Deal with the call, redirect the call or take a clear message as appropriate.

d)        Always return calls within two business days and ensure any follow-up activities are carried out promptly.

e)        Record all significant telephone calls in the form of a file note in Council’s record keeping system and regularly review these records to identify issues and ensure this commitment is being met.

Face to Face Communications

Council staff engage with members of the community to impart information and gather feedback through face to face contact from over the counter enquiries at its offices and also through attendance at external meetings.

Council’s commitment is to:

a)       Enter into dialogue in a meaningful and respectful manner

b)       Provide the community with informed and accurate information

c)       Actively listen and respond to verbal feedback in a courteous manner

d)       To follow up in a timely manner any enquiries that cannot be resolved at the time

e)       Record all interactions by way of file note or confirmatory email and save to Council’s record management system.

 

Social Media

Council is committed to keeping its community informed of relevant events on its website and is also looking to establish a Facebook page and an Instagram account to assist in the dissemination of information.

If introduced, Council’s commitment is to:

a)  Post a minimum of three Facebook posts regarding Council activities per week

b)    Use its Facebook presence to promulgate and promote community events as it becomes aware of these

c)    Regularly review feedback received through its Facebook page and provide responses, as appropriate, to posts on this

d)  Post a minimum of one Instagram post regarding Council activities per week

e)    Facebook and Instagram posts are to be approved by Managers through General Manager and Assistant General Managers for postings

f)     Actively maintain its website presence to ensure information provided is current, is relevant to reflect the activities of the Shire and continues to be a source of information for its community

g)  Work to develop its website to encourage feedback from its community

h)    Records all information received through its social media presence in Council’s record management system to ensure compliance with relevant legislation.

Print Media

Council uses local newspapers to ensure its community is aware of things happening at Council through advertising of job opportunities, tenders and other items of public interest.  In addition Council provides content for an annual Mayoral Newsletter detailing key activities happening at Council, works planned for the year and general matters of interest to its community.

Council’s commitment is to:

a)  Keep its community informed through the use of print media for those in its community that do not have access to other means of communication

b)  Provide content for an annual Mayoral Newsletter detailing key activities being undertaken

c)  Advertise some items of potential interest to its community including work opportunities, tenders, planning activities and other relevant matters.

Open Council Meetings

Council holds its meetings on a twice a month basis to discuss matters of interest to its community and progress against achieving the objectives outlined in its Community Strategic Plan.  These meetings are generally open to members of the public to attend and view Council deliberations and subject to providing written notice in the prescribed format and within the prescribed timeframes members of the public may address Council on relevant matters.  These meetings are held across the Shire on a rotational basis to allow members of the community increased opportunities to attend.

Legislative Compliance

Council also keeps its community and other stakeholders informed through its legislated reporting requirements.  Council through its annual integrated planning and reporting processes seeks stakeholder input on key deliverables and the financial impacts of these deliverables.  These proposed outputs are then reported to stakeholders through the 10 year Community Strategic Plan, the 4 year Delivery Program and annual Operating Plan.

Council then reports annually, through its annual report, on progress towards achieving these deliverables; and through its financial statements on how it has applied monies received towards achieving these.

These reports are formally adopted by Council and provide opportunity for the community to express its views on Council activities.

Public Consultation

From time to time Council will undertake additional consultation with its community on specific items where it requires additional feedback that could be obtained through the means outlined above.  In these instances Council will advertise widely for submissions and dependent on need, hold public meetings, focus groups and community forums to discuss the relevant issues.  Council may also undertake surveys of its residents to obtain additional feedback.

Authority for Communication with External Stakeholders

The General Manager and Mayor are authorised by Council to handle all media enquiries and/or to authorise release of information to the media.

All other communication with external stakeholders should be reviewed and/or approved by the relevant Manager or Assistant General Manager(s) prior to release.

 

Communication with Staff

Council is committed to ensuring it has fully informed and engaged staff.  To achieve this, it is important that staff are aware of what is happening both within Council and within the community they serve more broadly. Council will engage with its staff through the following means:

Formal Staff Meetings

The General Manager will meet with interested staff the following day after a Council Meeting to inform them of what transpired at the Council Meeting. Managers will also be responsible for meeting with their team members to discuss items of interest from the Council meetings, MANEX A meetings, current work agendas and any other matters deemed relevant to the work environment.

In addition Managers will also meet separately with their respective team members on an “as required” basis to discuss workplace reforms, strategies and plan future work activities.

Informal Staff Meetings

From time to time informal meetings between staff will be held to discuss particular items, to undertake team building and to form a common view of how to achieve organisational objectives.  These meetings while conducted in a less formal setting provide an important opportunity to staff across departments to discuss issues in an informal way.

Six Monthly Staff Meetings

On a six monthly basis the General Manager will hold an all staff meeting to discuss progress against Council’s Delivery and Operational Plans and other matters of interest affecting Council operations.   These staff meetings will be held at a time to maximise staff attendance and will enable all staff to gain an understanding of the issues impacting on Council and how senior management and councillors are working to address these.

MANEX A and MANEX B Team Meetings

The General Manager, Assistant General Managers, Manager Financial Services and Manager Human Resources form the MANEX B team and generally meet on the week prior to a Council Meeting to discuss Reports submitted.

The MANEX A team comprises the members of MANEX B and other managers in the organisation. It meets on a monthly basis to discuss issues affecting Council, progress against key strategic indicators and other relevant matters.  This meeting will be held with a formalised Terms of Reference, agenda, minutes and action list being recorded in Council’s record management system TRIM. It is expected managers will discuss the outcomes of these meetings with their relevant team members.

Joint Consultative Committee Meetings

Representatives from employees, the executive and management will meet regularly to engage with staff on matters including training, organisational restructures, job redesign, communication and engagement mechanisms, local government reform and well-being programs.

Emails

Email provides a quick and easy means for keeping staff informed on relevant matters.   The content and format of the email will be determined depending on the subject matter and can include all staff emails, specific purpose emails and one on one emails to provide additional information or request particular information to and from staff members. Every effort will be made to hold face to face discussions as opposed to emailing, providing there is not a  need to record the communication.

The originator of the email is responsible for determining if the email forms a Council record and if so should be saved in Council’s document management system TRIM.

Staff newsletters

A monthly staff newsletter informing staff of commencements and resignations and other matters of interest will be sent to all staff with their payslips.

One on one discussions

As the name suggests regular one on one discussions will occur between staff to discuss various issues that affect the day to day operations of Council.  These discussions may be formal or informal and include staff from within the same department or across departments.

Specific purpose meetings

Specific purposes meetings may be called by any staff member to discuss matters affecting the day to day operations of Council.  This type of meeting will centre on a distinct topic and may include staff from across Council.  This type of meeting can be run as a workshop and may include a facilitator.  Examples of this type of meeting include planning workshops and whole of Council staff training.

Availability of documentation

Council has a number of documents available to staff that help to inform staff on Council expectations, Council work programs and Council structures and responsibilities.   These include Council policies and procedures, Council meeting agendas and minutes, Council’s Integrated Planning and Reporting documentation, annual reports and organisational charts.  Information on the availability of these is provided to employees as part of their induction into Council.

Definitions

Community Engagement: is a term that covers all the ways that Council and its community come together to improve decision making, build relationships and partnerships, raise awareness and complement representative government. It is a way of working side by side and building support for the shared goal of making the community a better place to live.

Consultation: is the process of developing understanding of the issues and boundaries around a particular topic or issues before decisions are made. We consult with one another when the boundaries around a decision are not understood.

Communication: the exchange of information. We communicate with each other when the boundaries around an issue or decision are understood.

Communication of Interest: all those who have an interest in a particular proposed project, program, issue or action.

Capacity Building: the development of knowledge, skills and attitudes to achieve a purpose.

Staff:  includes all persons employed by Nambucca Shire Council on a full time, part time and casual basis as part of its overall workforce.


 

Attachment A – Stakeholder Engagement Toolkit FOR APPROVED PROJECTS

 

In undertaking communications with stakeholders, following the approval of a project, it is important to treat this work as a project in its own right and plan the work you need to do to ensure success.   This toolkit is designed to help you think about what you need to consider when planning your communication project.

 

STEP 1:   Know and understand what it is you are trying to communicate

You will need to have a clear understanding of what it is you want to convey in your message and who you want to convey the information to.  

Questions to ask include:

·    What is the purpose of the message

·    What is the proposal or event, when and why is it occurring

·    Who will be impacted by the proposal and what are the likely impacts going to be

·    Do other areas of Council need to be included in the communication

·    Is there sufficient budget to undertake the communication or consultation process?

 

STEP 2:   Determine the level of stakeholder participation suitable for the communication project

Think about who are the key stakeholders for this project, what do you want from these stakeholders – for example do you want feedback, do you want to inform them? 

Things to consider:

·    Are the stakeholders internal to Council or part of the broader community, or both?

·    What is the level of involvement you want from the stakeholders?

·    How do you want to receive stakeholder feedback – does it need to be formal or will an informal response suffice?

·    How will the feedback from stakeholders be used in the project you are undertaking?


 

STEP 3:   Identify the level of impact your project will have on the stakeholders

Level of
Impact

Criteria for determining the
level of impact

 

Examples of projects/initiatives

Level 1

A project that impacts a substantial and significant range of stakeholders (area or people).

 

Community Strategic Plan and its components (Operational Plan, Delivery program, Asset Plans, etc).

High level of real or perceived positive or negative impact, or risk across the Shire.

 

Significant policies / plans / strategies such as:

·    Disability Action Plan

·    Capital Works Program

·    Social Plans

·    Environmental Plan

Potential for a high risk or significant impact and/or conflict across the Shire

 

Removal or changes to a district or regional facility/service; changes to Shire wide services

Likely high level of interest from the community

 

Provision of a district or regional facility/service, eg new library; planning for a regional/district wide facility/activity

Potential high impact on state or regional strategies or directions.

 

New industries to the shire such as mining and renewable energy projects.

Any impact on the health, safety or wellbeing of the broader community.

 

 

 

Level 2 

Some lower level real or perceived positive or negative impact, or risk across the Shire

Revising the Capital Works Program

Potential for some controversy
or conflict across the Shire.

· Minor modifications to fees and charges

· Minor changes to service delivery

Potential lower level impact on state or regional strategies or directions

 


 

Level 3

High level of real or perceived positive or negative impact, or risk on a local area, specific community or user group/s of a facility or service

Removal or changes for a local facility/service, for example changes of equipment in a playground; Local road closures

Significant change or loss to any facility or service to a specific community / target group.

Review of community facilities; major works on local facilities.

Potential for a high risk controversy and/or conflict in a localised area.

 

Level 4

Lower level of real or perceived impact (positive or negative) impacting on a specific target group or activity at a local level.

 

 

 

 

Low or no risk controversy or conflict in the local community.

 

Level 5

Impacting on internal stakeholders, eg staff only.  No direct impact on the community.

Change to work conditions, changes in internal procedures, matters affecting staff in determining how Council delivers its services to the broader community.

 

 

 


 

External Stakeholder Engagement Matrix

Legend:   E - Essential     D – Desirable     O – Optional    N/A – Not applicable

 

Type of Consultation

Level 1

High Impact –
Shire

Level 2
Lower Impact –
Shire

Level 3
High Impact –
Local

Level 4

Lower Impact –
Local

INFORMING

E

E

E

E

Personal Telephone
Contact

O