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Minutes of the

Ordinary Meeting of Council

Wednesday 28 March 2018

4.00pm

Council Chambers
209 Comur Street, Yass

Table of Contents

1. Prayer. 2

2. Apologies. 2

3. Declaration of Interest/Disclosures. 2

4. Confirmation of Minutes. 3

5. Mayoral Minute. 3

6. Director of Planning Reports. 3

6.1 Development Consent No. 4.1997.19.2 - Rural Subdivision - Greenwood Road, Yass River. 3

6.2 Request to Vary Covenant - Colorbond Fence, 36 Camp Street, Murrumbateman. 4

6.3 Development Application No. 5.2017.244.1 - Rural Subdivsion - Kiaora Lane, Sutton. 4

6.4 Development Application 5.2017.317.1 - Residential Subdivision, 19 Colls Close, Yass. 5

7. Director of Engineering Reports. 6

7.1 Murrumbateman Recreation Grounds Strategic Plan. 6

7.2 Options for Basketball within Yass. 6

7.3 Tender for the Supply & Installation of Safety Barriers. 7

7.4 Stronger Country Communities Fund Round 2. 7

7.5 Murrumbateman Recreation Grounds Hall Conceptual Plans. 8

8. Director of Finance & Corporate Reports. 8

8.1 Live Streaming Council Meetings. 8

8.2 Investment and Borrowings Report 9

9. General Manager Reports. 9

9.1 CBRJO Board & Country Mayors Association Meeting Minutes. 9

9.2 Governance and Finance Committee. 9

10. Notice of Motion. 10

At 05:51 PM Councillor Jones left the Chambers. 10

10.1 Notice of Rescission - Major Event Marketing Program.. 10

10.2 Notice of Motion - Yass Netball Complex. 11

11. Questions with Notice. 11

12. Minutes and Recommendations of Council Committees. 11

12.1 Minutes of Governance and Finance Committee Meetings. 11

12.2 Minutes of the Local Emergency Management Committee and Rescue Committee meetings. 11

12.3 Minutes of the Murrumbateman Recreation Reserve Grounds Committee Meeting Held 15 March 2018. 12

13. Confidential Matters. 12

13.1 Tender for Supply & Installation of Safety Barriers. 13

Open Forum

Presentations to Council – Items not on the Meeting Agenda

· Citizenship

Mr Bryan Potter

Mrs Rebecca Rae

· Staff Recognition of Years of Service

Kate McGrath – 10 years

· Staff Recognition

Georgia Patmore – TAFE NSW Yass – Trainee of the Year 2017 for Excellence

Presentations to Council – Items on the Meeting Agenda

Item 6.3 – Development Application No 5.2017.244.1 – Rural Subdivision – Kiaora Lane, Sutton

Jamie Bush, DPS

Item 10.1 – Notice of Rescission – Major Event Marketing Program

Evol McLeod

Jan Scanes

Item 10.2 – Notice of Motion – Yass Netball Complex

Sue Jeffcoat – President Yass Netball Association

Council Meeting - The Mayor declared the meeting open at 4.34 pm.

Present

Councillors Rowena Abbey, Mayor, in the chair, Cecil Burgess, Geoff Frost, Nathan Furry, Allison Harker, Jasmin Jones, Michael McManus, Mike Reid and Kim Turner.

Also present were the General Manager – David Rowe, Director of Planning – Chris Berry, Director of Engineering – Robert Fish, Director of Finance & Corporate – Sharon Hutch and Corporate Planning & Executive Support Officer – Shirree Garland.

1. Prayer

2. Apologies

Nil

3. Declaration of Interest/Disclosures

Councillor Jones declared a non-significant, non-pecuniary conflict of interest in the Notice of Rescission – Major Event Marketing Program and stated that she did believed her interest would preclude her from voting.

Reason: Councillor Jones declared an interest as the Secretary (voluntary position) of an applicant organisation is in her casual employ for childcare.

Councillor Harker declared a non-significant, non-pecuniary conflict of interest in the Notice of Rescission – Major Event Marketing Program and stated that she did not believe her interest would preclude her from voting.

Reason: Councillor Harker declared an interest as one of the members of the event committee for Sculptures in the Paddock is a member of the same pony club.

Councillor Abbey declared a non-significant, non-pecuniary conflict of interest in the Notice of Rescission- Major Event Marketing Program and stated that she did not believe her interest would preclude her from voting.

Reason: Councillor Abbey declared an interest as one of the members of the event committee for Sculptures in the Paddock was a member of her group for the 2016 Local Government Elections.

4. Confirmation of Minutes

RESOLVED that the minutes of the Ordinary Council Meeting held on 28 February 2018 covered by page numbers 3-18 inclusive and resolution numbers 1-33 inclusive, copies of which had been circulated to all Councillors, be taken as read and confirmed with the following amendments:

Councillor Jones’ Declaration of Interest in the Indoor Stadium and Drill Hall at Yass Showground report

Reason: Councillor Jones declared an interest as her children attend local schools from which the speakers represented.

Item 11.1 Questions on Notice – Cr J Jones

The inclusion of the following summary:

Responses provided by Director of Engineering to questions on notice from Cr Jones in relation to water options for watering playing fields and fish kill below the dam.

(Jones/Furry) 34

FOR: Councillors R Abbey, C Burgess, G Frost, N Furry, A Harker, J Jones, M McManus, M Reid and K Turner

AGAINST: Nil

5. Mayoral Minute

6. Director of Planning Reports

6.1 Development Consent No. 4.1997.19.2 - Rural Subdivision - Greenwood Road, Yass River

SUMMARY

Presenting an assessment of the application to modify Development Consent No 4.1997.19.2 for a rural subdivision on Greenwood Road, Yass River. The application is reported to Council as it has attracted five submissions.

RESOLVED that the application to modify Development Consent 4.1997.19.2 be approved, with the exception of the request to transfer the Birradilli Lane right of way to Council as a public road, which is rejected.

(Burgess/McManus) 35

FOR: Councillors R Abbey, C Burgess, G Frost, N Furry, A Harker, J Jones, M McManus, M Reid and K Turner

AGAINST: Nil

6.2 Request to Vary Covenant - Colorbond Fence, 36 Camp Street, Murrumbateman

SUMMARY

Presenting a request to vary a covenant for the erection of a Colorbond fence at 36 Camp Street, Murrumbateman. The proposal is presented to Council as it involves variation to a title restriction placed on the land.

RESOLVED that the Applicant and submitters be advised:

1. While the proposed fencing is classified as Exempt Development under the SEPP State Environmental Planning Policy (Exempt and Complying Development Codes) 2008, this planning instrument does not set aside the covenant relating to fencing.

2. Council is not the determining authority or enforcement agency for the covenant affecting the property at 36 Camp Street, Murrumbateman.

3. The process for the proposed fencing is to seek a variation to the covenant and they should seek their own legal advice in relation to varying the covenant.

(McManus/Furry) 36

FOR: Councillors R Abbey, C Burgess, G Frost, N Furry, A Harker, J Jones, M McManus, M Reid and K Turner

AGAINST: Nil

6.3 Development Application No. 5.2017.244.1 - Rural Subdivsion - Kiaora Lane, Sutton

SUMMARY

Presenting the assessment of Development Application No. 5.2017.244.1 for the three lot rural subdivision of 76 Kiaora Lane, Sutton. The proposal is referred to Council as it involves contention over the provision of legal and physical access.

RESOLVED that :

1. A Deferred Commencement Development Consent be issued for Development Application No. 5.2017.244.1 at 76 Kiaora Lane, Sutton

2. The commencement of the Development Consent be deferred until such time as the Applicant demonstrates how corresponding legal and physical access will be achieved

3. The following options be considered acceptable to achieve corresponding legal and physical access:

(a) The creation of a road reserve over the existing track through Lot 7001 DP 96227 (the Crown reserve), or

(b) The construction and dedication of a new public road between the Crown Road and Tallagandra Lane across land known as Lot 126 DP 754908 or Lot 202 DP 754908

(Jones/Reid) 37

FOR: Councillors R Abbey, C Burgess, G Frost, N Furry, A Harker, J Jones, M McManus, M Reid and K Turner

AGAINST: Nil

6.4 Development Application 5.2017.317.1 - Residential Subdivision, 19 Colls Close, Yass

SUMMARY

Presenting the assessment of Development Application No. 5.2017.317.1 for a two lot subdivision of 19 Colls Close, Yass. The application is referred to Council as it involves a variation to the minimum lot size and there was one submission received.

MOTION

That:

1. Conditional approval to vary the minimum lot size development standard be supported for Development Application No. 5.2017.317.1 for the two lot subdivision of 19 Colls Close, Yass.

2. The issues associated with construction of the dwelling houses, including stormwater and floor level height, are dealt with through Development Consent 5.2015.246.1 prior to the issue of an Occupancy Certificate.

3. The concurrence of the Department of Planning & Environment be sought for the proposal.

4. Council seek legal advice on the issue of minimum lot sizes being modified.

5. Council write to the Minister for Planning expressing our concern that planning outcomes based on minimum lot sizes are being routinely undermined using dual occupancy provisions and seeking advice as to how Council might be able to enforce minimum lot sizes in new developments.

(Frost/Jones)

AMENDMENT

That

1. Conditional approval to vary the minimum lot size development standard be supported for Development Application No. 5.2017.317.1 for the two lot subdivision of 19 Colls Close, Yass.

3. The concurrence of the Department of Planning & Environment be sought for the proposal.

(McManus/Furry)

FOR: Councillors R Abbey, C Burgess, N Furry, A Harker, J Jones, M McManus and M Reid

AGAINST: Councillors G Frost and K Turner

AMENDMENT CARRIED

RESOLVED that

1. Conditional approval to vary the minimum lot size development standard be supported for Development Application No. 5.2017.317.1 for the two lot subdivision of 19 Colls Close, Yass.

3. The concurrence of the Department of Planning & Environment be sought for the proposal.

(McManus/Furry) 38

FOR: Councillors R Abbey, C Burgess, G Frost, N Furry, A Harker, J Jones, M McManus, M Reid and K Turner

AGAINST: Nil

7. Director of Engineering Reports

7.1 Murrumbateman Recreation Grounds Strategic Plan

SUMMARY

Strategic plans are being created for all sporting facilities within the Local Government Area to guide how the facilities are developed and improved over time. Murrumbateman Recreation Grounds Strategic Plan has been developed as a priority due to current funding opportunities available through the NSW Government. This report recommends the Murrumbateman Recreation Grounds Strategic Plan be placed on public exhibition.

RESOLVED that Council:

1. Place the draft Murrumbateman Recreation Grounds Strategic Plan on public exhibition and if no significant objections are received the strategic plan be adopted.

2. Consult the community on alternative locations for a BMX track in Murrumbateman, and

3. A further report on the BMX track be provided to the May Council meeting.

(Harker/Furry) 39

FOR: Councillors R Abbey, C Burgess, G Frost, N Furry, A Harker, J Jones, M McManus, M Reid and K Turner

AGAINST: Nil

7.2 Options for Basketball within Yass

SUMMARY

Arising from the decision to offer Yass Gymnastics a 12 month lease of the Indoor Sports Stadium at the Yass Showground, the sport of basketball does not have a venue suitable for use during winter months. This report provides advice on options that may be available to provide a suitable venue.

RESOLVED that Council:

1. Apply for funding to resurface the level 2 courts at Joe O’Connor Park under the Stronger Country Communities Fund and if successful continue discussions with the Yass Basketball Association regarding potential use of the facility for a basketball competition.

2. Continue discussions with the Department of Education regarding a short term shared use arrangement of the basketball court at the Yass High School to enable a year round basketball competition to be feasible.

3. Investigate including indoor court space in long term planning concepts for a new or refurbished pool complex located at Victoria Park, and commence discussions with the Department of Education regarding a shared use model of such a facility.

(McManus/Jones) 40

FOR: Councillors R Abbey, C Burgess, G Frost, N Furry, A Harker, J Jones, M McManus, M Reid and K Turner

AGAINST: Nil

7.3 Tender for the Supply & Installation of Safety Barriers

SUMMARY

This report provides advice on the submission of tenders for Contract No. YVC/WK/01.2017, Supply and Installation of Safety Barriers – Panel Contract.

RESOLVED that this item of the Director of Engineering Report be classified as Confidential in accordance with Section 10A(2)(d)(i) of the Local Government Act 1993, which permits the meeting to be closed to the public relating to commercial information of a confidential nature that would, if disclosed, prejudice the position of the person who supplied it.

(Burgess/Reid) 41

FOR: Councillors R Abbey, C Burgess, G Frost, N Furry, A Harker, J Jones, M McManus, M Reid and K Turner

AGAINST: Nil

7.4 Stronger Country Communities Fund Round 2

SUMMARY

To seek Council’s endorsement to apply for funding under Round 2 of the NSW Government’s Stronger Country Communities Fund for the following projects:

 Walker Park Lighting Upgrade

 Joe O’Connor Park Netball Courts Level 2 Resurfacing

 Murrumbateman Recreation Grounds Lighting

 Victoria Park Lighting & Amenities Upgrade

 Murrumbateman Recreation Grounds Irrigation.

RESOLVED that Council endorse the funding application under Round 2 of the NSW Government’s Stronger Country Communities Fund for the following projects:

 Walker Park Lighting Upgrade

 Joe O’Connor Park Netball Courts Level 2 Resurfacing

 Murrumbateman Recreation Grounds Lighting

 Victoria Park Lighting & Amenities Upgrade

 Murrumbateman Recreation Grounds Irrigation

(Frost/Harker) 42

FOR: Councillors R Abbey, C Burgess, G Frost, N Furry, A Harker, J Jones, M McManus, M Reid and K Turner

AGAINST: Nil

7.5 Murrumbateman Recreation Grounds Hall Conceptual Plans

SUMMARY

Providing Council with a report following a public consultation period on conceptual plans for a new community hall to be located at the Murrumbateman Recreation Grounds.

RESOLVED that Council:

1. Adopt the concept plans for a new community hall at Murrumbateman Recreation Grounds.

2. Proceed with the final design and constructions drawings, noting this will allow Council to apply for grant funding as and when funding becomes available in the future.

3. Allocate funding of $100,000 in the draft 2018/19 Operational Plan to complete a detailed design and construction drawings.

(Reid/Turner) 43

FOR: Councillors R Abbey, C Burgess, G Frost, N Furry, A Harker, J Jones, M McManus, M Reid and K Turner

AGAINST: Nil

8. Director of Finance & Corporate Reports

8.1 Live Streaming Council Meetings

SUMMARY

Providing quotes for installation and configuration of audio and video equipment for the Council Chambers.

RESOLVED that .

1. In the first instance, Council implements the low-cost option for livestreaming with no transcript option and monitor usage for a period of up to 12 months. If after this period usage is considered high enough, review the decision and consider a fully hosted and transcribed system.

2. That Council draft a policy on livestreaming council meetings.

(Furry/Frost) 44

FOR: Councillors R Abbey, G Frost, N Furry, J Jones, M Reid and K Turner

AGAINST: Councillors C Burgess, A Harker and M McManus

8.2 Investment and Borrowings Report

SUMMARY

In accordance with Clause 212 Local Government (General) Regulation 2005, this report provides a summary of Council’s investments as at 28 February 2018. In accordance with Clause 212(1)(b), it can be certified that the investments listed have been made in accordance with the Act, the appropriate Regulation and Council’s Investment Policy.

RESOLVED that Investment Report as at 28 February 2018 be received and it be noted that the summary has been prepared in accordance with the Act, the Regulation and Council’s Investment Policy.

(Frost/Reid) 45

FOR: Councillors R Abbey, C Burgess, G Frost, N Furry, A Harker, J Jones, M McManus, M Reid and K Turner

AGAINST: Nil

9. General Manager Reports

9.1 CBRJO Board & Country Mayors Association Meeting Minutes

RESOLVED that the:

1. Draft Minutes of the Canberra Region Joint Organisation (CBRJO) Board meeting held on 23 February 2018 be noted.

2. Draft Minutes of the Country Mayors Association General Meeting held 2 March 2018 be noted.

(McManus/Reid) 46

FOR: Councillors R Abbey, C Burgess, G Frost, N Furry, A Harker, J Jones, M McManus, M Reid and K Turner

AGAINST: Nil

9.2 Governance and Finance Committee

SUMMARY

The Committee has reviewed and suggested improvements to Council’s financial reporting systems since it began in 2017. The Committee recognised the expanded role of the Audit Risk and Improvement Committee by way of legislative requirements and the need to change the focus of this Committee. On review of the activities of the Committee and the intended directions it is recommended that Council abolish the Committee.

MOTION

That members of the Governance and Finance Committee who do not wish to be involved be excused from the Committee.

(Frost/Turner)

FOR: Councillors G Frost, M McManus and K Turner

AGAINST: Councillors R Abbey, C Burgess, N Furry, A Harker, J Jones and M Reid

MOTION LOST

FORESHADOWED MOTION

RESOLVED that a workshop of Councillors be held to review the objectives that Council would like the Governance and Finance Committee to focus on.

(Jones/Furry) 47

FOR: Councillors R Abbey, C Burgess, G Frost, N Furry, A Harker, J Jones, M McManus, M Reid and K Turner

AGAINST: Nil

10. Notice of Motion

At 05:51 PM Councillor Jones left the Chambers.

10.1 Notice of Rescission - Major Event Marketing Program

RESCISSION MOTION

Submitted by Councillors Frost, Turner and Reid.

RESOLVED that Resolution 9/18, as shown below, be rescinded:

1. Council grant funding of $2,000 to Sculpture in the Paddock and ask Turning Wave to submit a proposal with detail for the March meeting to be eligible to receive $2,000.

2. No further funding be allocated this financial year.

3. The Yass Valley Council Economic & Tourism Committee review VS-POL-1 Major Event Marketing Program Policy for Council to consider prior to June 2018.

(Frost/Turner) 48

FOR: Councillors R Abbey, C Burgess, G Frost, N Furry, A Harker, J Jones, M McManus, M Reid and K Turner

AGAINST: Nil

RESOLVED that Council:

1. Seek and assess applications from ‘Sculptures in the Paddock Inc’ and ‘The Irish and Celtic Music Festival Inc’ using the current policy for the Major Event Marketing Program, subject to:

a. Funding amounts of less than $5,000 may also be considered in the assessment and recommendation to Council

b. No further advertising be undertaken for this round

2. Any applications from other groups received this year be held over for consideration as part of 2018/19 funding.

(Frost/Turner) 49

FOR: Councillors R Abbey, C Burgess, G Frost, N Furry, A Harker, M McManus, M Reid and K Turner

AGAINST: Nil

10.2 Notice of Motion - Yass Netball Complex

Councillor Geoff Frost gave notice that he would move the following motion:

Motion

That Council develop a new project for revitalising the Yass Netball Complex for consideration for inclusion in the 2018/19 Operational Plan and seeks funding for the project from State and Federal Governments. The project scope to include:

a) Court surfacing for the four lower courts;

b) Additional lighting as needed for these courts;

c) Renewal of the perimeter fence;

d) Levelling and surfacing of the areas in front of the Kiosk area and upgrade of seating around the complex.

MOTION WITHDRAWN

11. Questions with Notice

Nil

12. Minutes and Recommendations of Council Committees

12.1 Minutes of Governance and Finance Committee Meetings

RESOLVED that the minutes of the Governance and Finance Committee meetings held on 12 September 2017, 14 November 2017 and 20 February 2018 be noted.

(Frost/Turner) 50

FOR: Councillors R Abbey, C Burgess, G Frost, N Furry, A Harker, J Jones, M McManus, M Reid and K Turner

AGAINST: Nil

12.2 Minutes of the Local Emergency Management Committee and Rescue Committee meetings

RESOLVED that the minutes of the Local Emergency Management Committee and Rescue Committee meetings held on 6 November 2017 and 1 February 2018 be noted.

(Turner/Reid) 51

FOR: Councillors R Abbey, C Burgess, G Frost, N Furry, A Harker, J Jones, M McManus, M Reid and K Turner

AGAINST: Nil

12.3 Minutes of the Murrumbateman Recreation Reserve Grounds Committee Meeting Held 15 March 2018.

RESOLVED that the Minutes of the Murrumbateman Recreation Reserve Grounds Committee meeting held on 15 March 2018 be noted, incorporating the following recommendations of the Committee:

Item 6.1

That the Committee request Council to endorse the 2017 Murrumbateman Recreation Grounds Draft Strategic Plan and that the plan be placed on public exhibition for comment.

Item 6.2

The Committee was in agreeance to place an off leash dog area at the southern entrance to the recreation grounds off Murrumbateman Road and this be included in the draft Strategic Plan.

Item 6.3

That the Committee accept the public comments and the architect be asked to consider design modifications where deemed applicable by the Committee and Council.

That the Committee request Council provide funds in 2018/19 budget for completion of the final design and construction drawings to enable future applications for grant funding.

Item 6.4

That the Committee support Council applying for a grant under the Stronger Country Communities Fund for the installation of LED lighting around the Murrumbateman oval and solar lighting for the Village Green.

(Reid/Harker) 52

FOR: Councillors R Abbey, C Burgess, G Frost, N Furry, A Harker, J Jones, M McManus, M Reid and K Turner

AGAINST: Nil

13. Confidential Matters

RESOLVED that pursuant to Section 10A of the Local Government Act, 1993 the following items on the agenda be classified as CONFIDENTIAL and considered in the Closed Meeting of Council in accordance with Section 10A(2) of the Local Government Act for the reasons as specified:

13.1 Tender for Supply & Installation of Safety Barriers

Item 13.1 is confidential in accordance with section s10(A)(2)(di) of the Local Government Act because it contains commercial information of a confidential nature that would, if disclosed prejudice the commercial position of the person who supplied it and discussion of the matter in an open meeting would be, on balance, contrary to the public interest.

(Harker/Furry) 53

FOR: Councillors R Abbey, C Burgess, G Frost, N Furry, A Harker, J Jones, M McManus, M Reid and K Turner

AGAINST: Nil

Closed Council commenced at 6.07 pm.

13.1 Tender for Supply & Installation of Safety Barriers

SUMMARY

This report provides advice on the submission and assessment of tenders for Contract No. YVC/WK/01.2017, Supply and Installation of Safety Barriers – Panel Contract.

RESOLVED that Council:

1. Award the contract YVC/WKS/03.2017 for the Supply & Installation of Safety Barriers as a panel contract in accordance with the tender documentation and the tenderers submissions for the period 1 April 2018 to 31 March 2020, with the following companies to be on the panel in order of priority for engagement to perform works under the contract:

a. Euro Civil Pty Ltd

b. RBK Pty Ltd (trading as Topnotch Fencing)

c.. Amrod Pty Ltd (trading as Summit Road Solutions)

2. Allow provision for a 12 month extension to 31 March 2021 based on satisfactory performance.

(Frost/Burgess) 54

FOR: Councillors R Abbey, C Burgess, G Frost, N Furry, A Harker, J Jones, M McManus, M Reid and K Turner

AGAINST: Nil

RESOLVED that the meeting resumes in Open Council

(Furry/Reid) 55

FOR: Councillors R Abbey, C Burgess, G Frost, N Furry, A Harker, J Jones, M McManus, M Reid and K Turner

AGAINST: Nil

Open Council resumed at 6.09 pm.

RESOLVED that the resolutions in Closed Council be adopted.

(Turner/Furry) 56

FOR: Councillors R Abbey, C Burgess, G Frost, N Furry, A Harker, J Jones, M McManus, M Reid and K Turner

AGAINST: Nil

RESOLVED that a motion of thanks be given to Robert Fish, Director of Engineering for the job he has undertaken during his time at Yass Valley Council.

(Frost/Reid) 57

FOR: Councillors R Abbey, C Burgess, G Frost, N Furry, A Harker, J Jones, M McManus, M Reid and K Turner

AGAINST: Nil

The meeting closed at 6.13 pm.

…………………………………………..
Mayor

6.2 Seasonal Major Event Marketing Program - Policy Review

Attachment b Draft Seasonal Major Event Marketing Program

Policy:

SEASONAL MAJOR EVENT MARKETING PROGRAM

EDT-Pol-XX

Service: Economic Development and Tourism

Responsible Officer: Economic Development and Tourism Manager

1. OBJECTIVE

The Seasonal Major Event Marketing Program is designed to provide co-operative investment into the local economy to assist specifically with the coordinated cross promotion and marketing of major events which:

· Provide significant destination exposure for Yass Valley

· Contribute to the development of Yass Valley as a tourism destination

· Contribute to the broader visitor economy

· Have as a primary aim to promote tourism within Yass Valley, along one of the identified key experience pillars Food & Wine, Nature or Heritage & Arts.

· Align with the identified target markets of visitors to Yass Valley – True Travellers, Wanderers or Compatriots (Holiday mindsets as used by Destination NSW)

· Aims to provide cohesion amongst individual events and market the region as a provider of quality events for the benefit of the region as a tourism destination

2. BACKGROUND

Yass Valley Council is committed to supporting tourism within the Local Government Area and recognises the value of major events to the tourism industry and the region’s wider economy. The marketing of major events in Yass Valley is a key mechanism for promoting Yass Valley and to increase visitation to the region.

This program focuses on major events which have the capacity to draw visitation from outside the Local Government Area and grow that visitation to build the image and profile of Yass Valley as an attractive visitor destination. It provides an opportunity for event operators to co-invest with Council at agreed levels into a planned and strategic marketing and promotional program across the two major event seasons of spring and autumn. The activity will be undertaken by Councils Economic Development and Tourism unit who will lead and manage activity including the opportunity to increase the investment by seeking co-funding from external sources such as Destination NSW.

3. ANNUAL FUNDING PROVISION

In each year Yass Valley Council shall make general provision for financial assistance, known as the Yass Valley Council Seasonal Major Event Marketing Program.

4. HOW TO PARTICIPATE AND ELIGIBILITY

A prospectus will be developed annually that indicates various levels of participation for event operators to buy into Council developed and coordinated marketing and promotion activities.

The prospectus will determine;

· Minimum and maximum buy in rates

· How marketing and promotional activities will be conducted and where responsibilities will be allocated

· The timing and channels of planned promotional campaigns

· The process to participate

4.1. Eligibility

To be eligible for inclusion in the program event organisers must:

· Have a well-structured and organised event management committee

· Offer an event primarily within the Yass Valley Local Government Area with a focus on attracting visitation to Yass Valley

· Be an incorporated body or be auspiced (sponsored) by an incorporated body

· Be able to contribute a financial component as identified in the prospectus (In kind support is not eligible as funding financial component)

· Have adequate public liability insurance and other relevant insurance cover for the event

· Identify how their event aligns with the planned activity and target markets as identified within the prospectus

· Have satisfactorily acquitted any previous Yass Valley Council (or external providers) grants programs

· Be willing to collect and provide accurate data/statistics in relation to the event, including but not limited to; visitation, financial statements, economic impact, and sustainability and growth strategies to satisfy potential funding partners including Destination NSW within the timeframes requested

4.1.1. Ineligibility Criteria

Yass Valley Council will not accept contributions from event organisations for:

· Events that are not compatible with the key experience pillars identified

· Events that contravene existing Council policy

· Events that are not open to the general public or benefit only individuals or unincorporated groups

· Organisations that have previously received funding under any Council program and not fulfilled reporting obligations, including provision of a post event evaluation report.

4.1.2. Submissions

Yass Valley Council will ensure that the Seasonal Major Event Marketing Program is widely advertised. All applications for inclusion within the program must be submitted on the approved application form and must be received on or before the date advised by Council.

4.1.3. Assessment Process

Subject to eligibility applications for inclusion will be assessed against the following criteria:

· Provide significant destination exposure for Yass Valley

· Contribute to the broader visitor economy

· Alignment with one of the identified key experience pillars Food & Wine, Nature or Heritage & Arts

· Alignment with the identified target markets of visitors to Yass Valley – True Travellers, Wanderers or Compatriots (Holiday mindsets as used by Destination NSW)

· Long-term financial and environmental sustainability

5. CONDITIONS

Successful applicants will be required to sign an Agreement that will specify conditions of inclusion. The following conditions apply to the program.

· Council Economic Development and Tourism unit will be charged with the development and execution of marketing and promotional activity.

· Event organisers must agree to provide information as required to assist the acquittal requirements of third party funding organisations.

· If an event is cancelled for any reason contributions will not be eligible for refund.

· Acknowledging event operators may wish to undertake individual marketing activity outside the program it is a condition that event organisers included in cooperative campaign activity acknowledge Yass Valley Council’s support in all promotional material and publications relating to the project.

Successful applicants will be required to contribute to an overall campaign evaluation that includes:

· An evaluation of their event – including accurate data/statistics in relation to the event against KPI’s

· Any other information as required to satisfy third party cooperative funding sources

6. REFERENCE DOCUMENTS/LEGISLATION

Yass Valley Council Community Small Grants Program – Council Policy ED-POL-1

HISTORY

Minute No	Date of Issue	Action	Author	Checked By
	18 May 2011	Written	Mat Bradley Cathy Campbell	Sheri Norton EMT
187	25 May 2011	Adopted		Council Meeting
	19 May 2014	Amended	Sean Haylan
107	28 May 2014	Adopted		Council Meeting
	February 2018	Amended (DRAFT)	Sean Haylan

Ordinary Council Meeting 26 April 2018

7.2 Waste Operations Service Review

SUMMARY

A review of waste operations was undertaken to identify ways to reduce waste going to landfill, and opportunities for efficiencies/financial savings. The report advises Council on the outcomes of this review and provides advice on options for the implementation of the recommendations outlined in the report.

RECOMMENDATION

That Council:

1. Receive and note the Waste Operations Service Review report.

2. Commence a kerbside waste and recycling service in the villages of Gundaroo and Sutton from January 2019.

3. Close Bookham and Bowning Waste Transfer Stations from 1 June 2018 on a trial basis with Council making a final decision at the August meeting following the trial period.

4. Reduce opening hours to one half day per week on Saturday morning at Binalong Waste Transfer Station from 1 July 2018 and Gundaroo Waste Transfer Station from 1 January 2019, with these arrangements to be reassessed after 12 months of reduced hours of operation.

5. Endorse the closure of the Gundaroo Landfill undertaken on 19 April 2018 to address high level Work Health and Safety (WHS) and environmental risks and develop a Closure Plan which details site remediation.

6. Undertake further investigations into the cost of providing a green waste service for properties that have a domestic waste collection service, and undertake a survey of the community to determine the desire and willingness to pay for a green waste service.

7. Undertake further investigation into the cost of providing a voucher service as opposed to providing a bulky waste collection service which also considers any other available alternatives.

8. Accept construction and demolition waste, timber waste and green waste at Yass and Murrumbateman Waste Transfer Stations only.

9. Consult the business community regarding recycling needs and preferences to determine if services can be provided by Council that may result in an increase in recycling by businesses.

10. Increase the domestic and business kerbside waste collection charges by $10 (to $387), the waste management environmental charge by $1.50 (to $117), the additional service 140L grey garbage bin – weekly service by $5.00 (to $257) and the additional service 240L green recycling bin – fortnightly service by $5.00 (to $125) due to increased costs associated with recycling materials as a result of China’s ‘National Sword’ waste bans and that these amended charges be considered as a submission to the draft 2018/19 Operational Plan.

11. Seek funding opportunities to establish weighbridges at Yass and Murrumbateman Transfer Stations.

Financial IMPLICATIONS

The Waste Operations Service Review report outlines a number of recommendations and provides advice on the potential savings available if the recommendations are implemented. The report also outlines concerns regarding the level of the Waste Fund with respect to the liabilities associated with closed landfills. Further advice on financial implications is included in the report below.

Advice is also provided in the report with regard to China’s ‘National Sword’ waste bans. This will impact Council in the order of $50,000 per year due to increased charges to receive recyclables by recyclers. In light of this it is recommended that Council increase the domestic and business kerbside waste/recycling collection charges by $10 and the waste management environmental charge by $1.50. This will require amendment to the charges outlined in the draft 2018/19 Operational Plan.

POlicy & Legislation

Yass Valley Waste Strategic Business Plan.

Protection of the Environment Operations Act

Local Government (State) Award.

REPORT

1. Background

Consultant Mike Brearley & Associates (MBA) was commissioned to undertake a review of Council’s waste operations. The review was undertaken to identify ways to reduce waste going to landfill and opportunities for efficiencies/financial savings. This review was also undertaken in consideration of the commitment Council made to the community prior to implementing the Special Rate Variation (SRV) in 2016/2017, in which we would undertake thorough service reviews to ensure the organisation is operating as efficiently as possible. Also addressed by this review is the Community Strategic Plan Strategy EN5 ‘To investigate and implement approaches to reduce our carbon footprint’, Delivery Program Action EN5.1 ‘Reduce rubbish to landfill through effective waste management and recycling’ and the draft Operational Plan Activity EN5.1.1 ‘Develop and implement a strategy to reduce waste going to landfill’.

The following key actions were required of the consultant in the review process:

· Review all aspects of waste management

· Review of fees and charges in line with Council’s current Waste Strategic Business Plan – Long Term Financial Plan

· Provide a strategic report providing direction for the future management and recommendation of efficiencies that may be gained against best practice.

2. Waste Service Review Process

· The review specifically considered the following as part of the methodology to audit waste operations:

· Undertake a usage review of the current operations of transfer stations to consider operating times, staffing, proximity of facilities in servicing the Local Government Area (LGA) to provide a reduction in waste going to landfill

· Recommendation on the viability of the number of transfer stations into the future

· Review of waste fees and charges

· Identifying opportunities to further reduce waste going to landfill and to make further recommendations on gaining efficiencies

· Engage with waste staff in the review process

· Review of operating costs

· Review of kerbside and business waste collection charges

· Risk assessment.

In undertaking the review the consultant visited the majority of Council’s waste facilities, spoke to management and operational staff in the waste area and reviewed key corporate and waste management documents of Council.

During the review Council also undertook a survey of land owners in the villages of Gundaroo and Sutton related to whether a kerbside waste and recycling service was desired. The results of this survey are presented in Attachment A. Of the 280 surveys sent out, 80 did not respond (28%). In summary of those that completed the survey 73% would like either a waste or recycling service or both.

The main comments received in the survey responses related to a desire for the existing contractor to be able to continue to perform the service. It is noted that if Council were to have the service performed by a contractor, tenders would need to be sought to provide the service to ensure compliance with the Local Government Act 1993 and Local Government (General) Regulation 2005.

3. Waste Operations Service Review – Consultant’s (MBA) Report

Arising from the service review the consultant produced the Waste Operations Service Review report which is included in Attachment B.

The report contains several recommendations for Council to consider, including 20 primary and 2 secondary recommendations. The recommendations are outlined in section 9 of the consultant’s report and are listed in the below table, including the rational underpinning the recommendation.

No.	MBA’s Recommendations	Rationale
Primary Recommendations
1	Close Binalong, Bowning, Bookham and Gundaroo Transfer Stations and recycling centres (in no particular order)	Low security, illegal dumping, relatively high service and labour costs, WHS implications. Further, Bowning is very close to Yass and Bookham is a very small rural village
2	If necessary, install surveillance cameras at closed as well as functioning sites. Possible grant funding	Deterrent for illegal dumping / vandalism
3	Establish a recycling drop-off centre within the town precinct at Binalong & Gundaroo	Maintain a local facility to service these towns that is readily accessible and mitigates WHS & environmental risks
4	Instigate kerbside pickup at Gundaroo and potentially Sutton	Mitigates need for local disposal facility and makes bunch of bins at Sutton redundant
5	Migrate the standard waste Mobile Garbage Bin (MGB) size to 80L with a user pays option for 140L or 240L. Keep recycling at 240L.	Waste reduction incentive that will reduce Council costs and extend landfill life
6	Assess apparent unfunded liability associated with Bald Hill and if required create restricted asset to temper this and actively consider long-term landfill options	Needs to be considered in conjunction with regional association
7	Improve and expand the Revolve at Yass (potential to partner with social enterprise)	Recover greater quantity of materials from the waste stream and return them to the economic cycle. Social enterprise gives a social good to the project.
8	Review fees & charges to reflect revised service levels	Ensure that price path is adequate to maintain financially sustainable services
9	Immediately close public access to Gundaroo landfill trench (will require temporary transfer station at Gundaroo)	Currently high-level WHS & environmental risks. Transfer station will be required to ensure continuity of local service
10	Close Gundaroo landfill and transfer station	Landfill requires remediation to manage environmental risks. Transfer station can close once kerbside collections instigated.
11	Take all Construction & Demolition (C&D) to Murrumbateman landfill site for processing and sale (accept this material at both Yass and Murrumbateman). There will be adequate space on the capped landfill once this is completed. Processing could be undertaken on the half days when the transfer station is closed to the public	Centralised collection will allow more economic processing and sale of the processed material into the ACT market. This will greatly reduce landfill costs and also preserve scarce natural resources.
12	Take all timber to Murrumbateman landfill site for processing and sale (accept this material at both Yass and Murrumbateman). There will be adequate space on the capped landfill once this is completed. Processing could be undertaken on the half days when the transfer station is closed to the public.	Centralised collection will allow more economic processing, initially use of the material in the landfill remediation, and potentially sale of the processed material. This will greatly reduce landfill costs and also preserve scarce natural resources.
13	Only accept garden organics at Murrumbateman and Yass. Process at Murrumbateman only. Consider back loading (reverse logistics) of processed materials.	Reduces environmental risks and processing costs. Potential to initially use the material in landfill remediation. Could eventually be composted and sold.
14	Develop systems and procedures for all ‘waste’ operations and update the waste operations manual already in existence	Enhance consistency of service provision and environmental / WHS performance.
15	Investigate opportunities for funding assistance through Waste Less Recycle More	Secure grant income
16	Licence Yass - Requires EPA advice	Keeps on side with the regulator and leads to transparency in environmental performance. May also increase opportunities for grant funding e.g. Revolve
17	Obtain a new EP Licence for Murrumbateman - Requires EPA advice	Keeps on side with the regulator and leads to transparency in environmental performance. May also increase opportunities for grant funding e.g. weighbridge.
18	Install weighbridges at (preferably) both Yass & Murrumbateman. Potential for grant funding at Murrumbateman.	Will provide useful data on material streams as well as ensure accurate charging.
19	Green waste (3rd Bin) – Investigate feasibility/logistics collaboration with neighbouring councils	Initial indications are that green waste collection isn’t viable. However, additional investigation required to clarify this.
20	Consultation and Education	The recommendations above that are proposed or implemented should be accompanied by community consultation and education / awareness programs to ensure councillors, community and staff take ownership of changes (refer Section 3.2)
Secondary Recommendations
SC1	Develop learning plans for all staff, subject to succession planning and existing competencies, including Cert II & Cert III qualifications in waste management	Ensures adequate numbers of appropriately trained staff
SC2	Review voucher system. Suggest that if bulky waste pickup service is continued then voucher system should be scrapped. If it is recommenced then restrict volume to 1 x standard 1.8 x 1.2 box trailer load per annum.	Should Council wish to continue a ‘subsidy’ for bulky waste pickups, it needs to be standardised. As mentioned in Table 10, an on-call (user pays) organics and bulky waste collection service for residents who do not have access to vehicles or have difficulty getting to waste depots is suggested. This type of service places ‘ownership’ for waste on the generator and does not burden others in the community who have taken responsibility for their waste generation.

4. Consideration of MBA’s Review Recommendations

Further advice on MBA’s recommendations is provided below. Their recommendations have been categorised together as several are inter-related. If fully implemented the consultant has outlined that savings of the order of $170,000 per annum may be possible, in addition to increasing the diversion of waste to from landfill to recycling.

4.1 Villages

The MBA Report has five recommendations which relate specifically to services provided in villages including:

1. Close Binalong, Bowning, Bookham and Gundaroo Transfer Stations and recycling centres (in no particular order).

3. Establish a recycling drop-off centre within the town precinct at Gundaroo and Binalong (for domestic recycling purposes).

4. Instigate a kerbside pickup at Gundaroo and potentially Sutton.

9. Immediately close public access to Gundaroo landfill trench (will require temporary transfer station at Gundaroo).

10. Close Gundaroo landfill and transfer station.

These recommendations are primarily made due to the cost of running village transfer stations, interest by the communities of Gundaroo and Sutton to have a kerbside collection and ‘extreme’ risks associated with the Gundaroo landfill and that it is nearing the end of its operational life. In consideration of these risks, the Gundaroo Landfill has been closed and bins provided to collect general waste at the Gundaroo Transfer Station.

Specifically related to costs to operate the listed transfer stations the following table is based on 2016/17 income and costs to operate waste transfer station facilities.

Transfer Station	2016/17		Monthly Visits	Average Visits per Opening	Cost per Visit
Transfer Station	Expenditure	Income	Monthly Visits	Average Visits per Opening	Cost per Visit
Binalong	$58,000	$3,000	26-74	6	$90
Bookham	$37,000	$2,000	19-39	3-4	$90-$105
Bowning	$27,000	$1,200	12-33	3-6	$90-$105
Gundaroo	$99,000	$20,000	72-276	16-21*	$23-$48
Murrumbateman	$252,000	$131,000	550-600	22*	$18
Wee Jasper	$12,000	$700	10-22	3-4	$60-$70
Yass	$414,000*	$239,000*	1,700	57*	$13

*Facility open full days, all other facilities only open half days.

**2017/18 year-to-date figures as at the end of February 2018 as 2016/17 visitation figures were not readily available.

The village transfer stations are clearly operating at a substantial cost per transaction/customer and have very low utilisation. The report concludes there is too many transfer stations servicing smaller populations. If a kerbside collection service is established in Gundaroo this will reduce the utilisation of the waste transfer station facility at Gundaroo. Bowning Waste Transfer Station is within 10 minutes’ drive of the Yass Waste Transfer Station and Bookham residents may access Yass or Binalong if it were to remain open.

In relation to the village transfer stations there are three options Council may consider:

Option 1 - As per the Waste Operations Service Review Report Recommendations

Whilst financially a sound decision there is likely to be some concern within the community due to distance to the nearest facility and also with regard to the potential for increased illegal dumping.

Option 2- Close Bookham and Bowning, and Reduce Opening Hours at Gundaroo and Binalong Waste Transfer Stations to One Half Day a Week

Given the proximity of Bowning to Yass and also options via Binalong and Yass for Bookham residents, this option provides a reasonable compromise solution for the majority of the LGA. Reducing the opening hours of Gundaroo and Binalong will also allow for a greater frequency of visitation during the opening hours, making the service more efficient. It may also be possible to explore commercial waste opportunities in Bookham and Bowning if there is interest in such a service.

Option 3 - Village Waste Transfer Operation Remain as is

As presented above the village transfer stations operate at substantial cost and are clearly in need of rationalisation. Under this option it is also noted that due to the need to close the Gundaroo Landfill some works will be required to have the facility operate as a transfer station.

Of the options outlined above the Option 2 is recommended. It is suggested that Council implement this from 1 June 2018 on a trial basis with Council making a decision in August 2018 following consideration of any community feedback. It is noted that implementation of this option would have a corresponding staffing impact by reducing hours required to operate the transfer stations. Discussions have been undertaken with staff regarding the options for consideration before Council.

In relation to kerbside collection at Gundaroo and Sutton it is recommended that a service be provided. Council may seek to implement the kerbside pickup services, or undertake further community consultation in relation to the proposal. Based on the survey result it is recommended that a service be commenced to be provided from 1 January 2019 and that for applicable property owners the kerbside collection charge be charged at a pro rata of the normal annual rate (proposed to be $387 for the 2018/19 financial year) for the service period provided.

The recommendation related to the closing of Gundaroo Landfill can be actioned via a Closure Plan for the landfill and implementation of the required actions from the Closure Plan. Several other closed landfills also require a Closure Plan to be developed and implemented, with this needing to occur based on priority.

4.2 Waste Diversion

The MBA Report has five recommendations and one secondary recommendation relate to opportunities to increase diversion of waste to recycling. These are as follows, including the suggested actions in response to the recommendation:

5. Migrate the standard waste MGB size to 80L with a user pays option for 140L or 240L. Keep recycling at 240L

Commentary – An 80L bin essentially forces residents to increase diversion to recycling as there is only very limited bin space for general rubbish. Savings are modelled at $28,000 per annum. However, such bins are prone to tipping over in wind due to a small footprint and this may also result in contamination of recycling as waste goes into the recycling bin. Weighing bins may also be an alternative, however technology is not available on the market to perform this as yet. To review the amount of recyclables in waste a kerbside audit may be undertaken to assist in determining the extent of the issue before reaching a decision as to whether to proceed with the 80L bin reduction.

7. Improve and expand the Revolve at Yass (potential partner with social enterprise).

Commentary – Revolve provides opportunity for suitable goods to be dropped off and repaired/sold. A Revolve is operated at the Yass Waste Transfer Station, however due to other staff duties the opportunities are not maximised. In many locations social enterprises provide a suitable option to provide the service. This will be explored further to see what options are available.

15. Investigate opportunities for funding assistance through Waste Less Recycle More.

Commentary – This initiative provides opportunities for funding and has been used in the past for several activities including education and the garage sale trail. Our priority would be to pursue funding for the establishment of weighbridges at Yass and Murrumbateman Waste Transfer Stations to improve the accuracy of charges applied. As funding is available this will be applied for.

19. Green waste (3^rd bin) – Investigate feasibility/logistics and collaboration with surrounding Councils.

Commentary – There is no licenced facility within the Yass Valley to process organics. Options however may be explored in Goulburn, Canberra and Young for processing organics. To provide a green waste service an additional truck would be required, or a contract let for collection. The report suggests surveying the community, however it would be advisable to undertake some detailed analysis to understand the additional cost to providing the service prior to undertaking a survey. As part of a survey the additional charge may be outlined to assist in determining community preferences.

20. Consultation and education.

Commentary – Opportunities to consult and educate the community, including youth, will continue to be sought to ensure there is good awareness within the community related to waste management and any changes to be implemented.

SR2 Review voucher system. Suggest that if a bulky waste pickup service is recommenced then the voucher system should be scrapped. If recommenced then restrict volume to 1 x standard 1.8 x 1.2 box trailer load per annum.

Commentary – The report suggests a booking system for bulky waste collection. For a Council of the size of Yass Valley this is a difficult process to manage logistically. It is preferred that the community continue to bring bulky waste to the waste transfer stations. Council needs to consider whether to maintain the existing voucher system, or abolish it. In 2016/17 3,416 vouchers were used, a total of 20% of the vouchers issued and at a cost of $55,000 to Council. In 2017/18, as at the end of February, 4,080 vouchers had been used, a total of 25% of the vouchers issued and at a cost of $73,000 YTD to Council. A user pays system is considered appropriate and as a result it is recommended to abolish the voucher system from 2019/20. This takes into account the financial position of the waste reserve which currently has inadequate provisions for the liabilities associated with the closure/remediation of old landfills.

4.3 Operations

The MBA Report has four recommendations related to operational opportunities to improve efficiency. These are as follows, including the suggested actions in response to the recommendation:

11. Take all construction and demolition (C&D) waste to Murrumbateman Landfill site for processing (accept material at both Yass and Murrumbateman Transfer Stations). There will be adequate space on the capped landfill once this is completed. Processing could be undertaken on the half days when the transfer station is closed to the public.

Commentary – This recommendation relates to processing logistics and ensuring this material is recycled rather than in the waste stream. The recommendation is reliant on Murrumbateman Landfill being remediated as part of the Closure Plan (currently being developed). It is recommended that this action be implemented in conjunction with the suggested changes to the village transfer stations.

12. Take all timber to Murrumbateman Landfill site for processing and sale (accept material at both Yass and Murrumbateman). There will be adequate space on the capped landfill once this is completed. Processing could be undertaken on the half days when the transfer station is closed to the public.

Commentary – Commentary as per recommendation 11 above.

13. Only accept garden organics at Yass and Murrumbateman. Process at Murrumbateman only. Consider back loading (reverse logistics) of processed materials.

Commentary – This recommendation is made to assist with processing costs. Due to the nature of properties in villages (green waste is managed within the property) these transfer stations get very low quantities of green waste taken to them. As a result it is recommended that only Yass and Murrumbateman Transfer Stations accept green waste. Consideration shall be given to the logistics of the processing of the green waste as suggested in the recommendation.

14. Develop systems and procedures for all ‘waste’ operations and update the waste operations manual already in existence.

Commentary – This is in progress and it is noted that the manual is out of date.

4.4 Other Opportunities

The MBA Report has six recommendations and one secondary recommendation related to other opportunities for improvement in or compliance of the waste service. These are as follows, including the suggested actions in response to the recommendation:

2. If necessary, install surveillance cameras at closed sites as well as functioning sites (possible grant funding).

Commentary – With the proposed closure or reduced hours at village transfer stations there is a risk of increased illegal dumping/waste being left at the gates of the sites. It is recommended that this be monitored and reviewed if such issues arise.

6. Assess apparent unfunded liability associated with Bald Hill and if required create restricted asset to temper this and actively consider long term landfill options.

Commentary – The South West Regional Waste Group (member Councils) is reviewing this matter to determine if any liability exists. The Bald Hill facility has an approximate 20 years remaining life span, although there may be the ability to expand the site further. The Canberra Region Joint Organisation is developing a Regional Waste Strategy that will be considering key waste management issues in the region.

8. Review fees and charges to reflect revised service levels.

Commentary – It is recommended this be reviewed as suggested changes are implemented.

16. Licence Yass (Transfer Station) – requires Environmental Protection Authority (EPA) advice

Commentary – Discussions with the EPA to occur to confirm requirement.

17. Obtain a new environmental protection licence for Murrumbateman – Requires EPA advice.

Commentary – Discussions with the EPA to occur to confirm requirement.

18. Install weighbridges at (preferably) both Yass and Murrumbateman. Potential for grant funding at Murrumbateman.

Commentary – Noted that this is desirable. Refer also to recommendation 15.

SR1 Develop learning plans for all staff, subject to succession planning and existing competencies, including Certificate II and Certificate III qualifications in waste management.

Commentary – To be progressively sought be rolled out to waste management staff to build organisational capacity.

5. Container Deposit Scheme (CDS)

The CDS was implemented by the NSW Government in December 2017 and is anticipated to be implemented in the ACT at the end of 2018. Recyclable materials are currently taken to the Re.Group facility in Canberra, hence the relevance of the implementation of the CDS in the ACT. The CDS provides opportunity to seek reimbursement for eligible containers in the recycling stream. In preparation for this a bin audit of kerbside recycling bins will occur to quantify the proportion of the recycling stream that is eligible for reimbursement under the scheme. The potential financial benefit of the CDS for Yass Valley Council can then be quantified.

6. China’s ‘National Sword’ Waste Bans

China’s ‘National Sword’ waste bans have had a significant impact on the recycling industry resulting in prices for the disposal of recycling material increasing substantially in recent months. Council’s costs to dispose of recyclable materials to the Re.Group facility in Canberra are increasing by almost $60 per tonne in response to the market situation. Other options for the disposal of recyclable material could be sought, however in all likelihood the same market forces are occurring as a result of China’s ‘National Sword’ waste bans.

The waste bans will impact Council to the order of $50,000 per year due to increased charges to receive recyclables as outlined above. Unless addressed this is a substantial impact to the waste fund. To address the issue additional charges may be applied for kerbside collections and through the waste management environmental charge. In light of this it is recommended that Council increase the domestic and business kerbside waste/recycling collection charges by $10, the waste management environmental charge by $1.50 and the additional services charges by $5.00. These increases will mitigate the impact of the waste bans on Council. This will require amendment to the charges outlined in the draft 2018/19 Operational Plan via the submission process.

Strategic Direction

Key Pillar 4. Our Infrastructure

CSP Strategy IN6 - Implement safe, accessible, and efﬁcient management and recycling options for general waste, green waste, and sewage

Delivery Program Action IN6.2 - Provide an efficient and sustainable waste service

Operational Plan Activity IN6.2.1 - Operation of domestic and commercial waste collection

Attachments: a. Gundaroo and Sutton Kerbside Collection Survey ⇩

b. Waste Operations Service Review Report ⇩

Ordinary Council Meeting 26 April 2018

7.3 Yass Pool Precinct Development and Minutes of the Indoor Heated Swimming Pool Committee Meeting Held 13 March 2018

SUMMARY

The Indoor Heated Swimming Pool Committee met on 13 March 2018 to review submissions received from the public exhibition period of the Yass Indoor Heated Swimming Pool Feasibility Report. The minutes of this meeting and a summary of submissions received are included in this report. The report recommends that a further concept design be completed incorporating the existing outdoor pool into a new centre including a 4 lane 25m indoor heated pool and indoor sports centre.

RECOMMENDATION

That Council:

1. Note the minutes of the Indoor Heated Swimming Pool Committee

2. Note the submissions received during the public exhibition period of the Yass Indoor Heated Pool Feasibility Report

3. Develop a concept design, with ability to be staged, and costing for the Victoria Park pool precinct including:

· Existing 50m outdoor pool

· 25m 4 lane indoor heated pool

· New amenities and kiosk

· Outdoor splash pad

· Indoor sports hall of size to cater for 1 to 2 basketball courts

· Gym

· Carparking

4. Develop a financial analysis and financial impact statement based on the costings of the concept design.

5. Develop a communications plan outlining further community engagement to be carried out in relation to this project.

6. Allocate $20,000 in the 2018/19 Operational Plan to complete the concept design and costing.

7. Commence discussions with the Department of Education regarding potential for shared use of such an indoor pool and sporting facility.

Financial IMPLICATIONS

No funding has been allocated to further develop an option for an indoor heated pool complex in Yass in the draft 2018/19 Operational Plan. Council will need to allocate additional funds in the 2018/19 Operational Plan to implement the proposed recommendation. $20,000 is estimated to be required to complete the work in the proposed recommendation. Should Council enter into a commercial lease for the Indoor Sports Stadium at Yass Showground the income from the lease will offset the cost of developing the concept design.

An analysis is included in the report related to the impact on the Long Term Financial Plan of the capital and operating costs of an indoor heated pool complex.

POlicy & Legislation

Nil.

REPORT

1. Background

Council resolved to place the Yass Indoor Heated Swimming Pool Feasibility Report on public exhibition at the November 2017 Ordinary Meeting of Council.

The report included:

· Research on demand for swimming

· Options to develop an indoor heated pool complex

· Design concept for a 6 to 8 lane indoor heated pool complex, incorporating other features such as a gym, hydrotherapy pool and splash pad (see Attachment A)

· Capital and operating cost analysis

2. Indoor Heated Pool Committee Meeting 13 March 2018

The Indoor Heated Swimming Pool Committee met on 13 March 2018. The minutes of the meeting are included in Attachment B.

The Committee discussed the submissions received during the exhibition period of the Yass Indoor Heated Swimming Pool Feasibility Report. The Committee made the following recommendation arising from their consideration of the submissions:

1. That the Committee accept the public comments.

2. The Committee from the submissions received endorses the overwhelming view that the Yass Valley Council area:

a) Requires a Heated Indoor Pool Facility.

b) That the 50m Pool be refurbished to an upgraded standard.

c) That the complex be kept in the Victoria Park Precinct

d) That the public endorses the requirement for a hydrotherapy pool and splash pad but rejects the initial requirement for a gym.

3. Exhibition Period Submissions

The exhibition period of the Yass Indoor Heated Swimming Pool Feasibility Report closed on 18 February 2018, with 67 submissions received. Names and personal contact details have been redacted to ensure privacy and the submissions are included in Attachment C.

A summary of the main issues raised in the submissions is as follows:

· 11 agreed with the heated pool concept as per the report.

· 36 suggested upgrading the existing pool as part of a new complex incorporating a heated pool facility.

· 16 suggested to keep the existing pool.

· 4 didn’t see the need for a gym as there is enough in town already.

· 2 would like to see a gym included.

· 18 believe a hydrotherapy pool is an important feature (of these 5 noted the potential for baby water confidence classes in hydrotherapy pool).

· 10 believe a splash-pad would be nice.

· 9 thought new amenities and a café are needed, providing ability to generate income.

· 3 suggested the change rooms could be retained and/or upgraded

· Two said the centre should have a full sport and recreation complex that is all linked.

· 2 said the indoor heated pool would allow aqua aerobics to be held on a week night.

· 2 suggested to upgrade the existing carpark, while 1 supported the new carpark

· 2 raised concern with traffic movement through the gates of Victoria Park due to heritage and as the access can be an issue when busy, while 1 suggested the access through Victoria Park had merit.

The main issue raised in the submissions related to whether the existing outdoor pool is kept or not. Of the 67 submissions, 52 were in favour of keeping the existing pool. A similar outcome was reached during the survey of the community during the development of the feasibility report, with the public valuing both the existing outdoor pool and indoor heated water.

While 67 submissions is not statistically significant in light of our population and some members of the community indicated their desire to have a heated pool it’s important to clarify that this was not the question that was asked by exhibiting the feasibility study nor was this the intended outcome of exhibiting the study. In light of this, further engagement will be required to gauge the wider community’s interest in Council constructing a heated pool in conjunction with their willingness to pay (either directly or through offsetting service levels of other Council activities). In order to ensure that this further engagement provides Councillors with the requirement to make an informed decision it is proposed to develop a communications plan based on Council’s Community Engagement Strategy.

4. Financial Analysis

The Yass Indoor Heated Swimming Pool Feasibility Report included a summary of capital and operating costs for an upgraded pool facility.

The following capital costs were identified:

· Upgrade of the current 50m outdoor pool filtration and water circulation - $990,000*

· Develop a 6 to 8 lane indoor heated pool complex incorporating a gym, consulting room, hydrotherapy pool, outdoor splash pad, car parking and paths, and landscaping (existing outdoor pool demolished) - $11.4 million

· Add a 4 lane indoor heated pool, change rooms and kiosk to the existing outdoor pool (similar to that developed at Cootamundra) – at least $4 million

*Does not include addressing the structural condition of the pool or the potential to reduce to pool depth.

The operating loss identified for these options were as follows:

· Existing pool and amenities - $87,753*

· 6 to 8 lane indoor heated pool complex - $392,577

· Add a 4 lane indoor heated pool to the existing outdoor pool - $394,905

*Pool open November to March only.

The operating income was based on 45,000 visitations to the pool if year round swimming was available.

An analysis of the capital costs, incorporating funding options through revenue, grants and loans, and operating costs was undertaken through Council’s Long Term Financial Plan. The analysis was based on projects costing:

· $4 million – Add a 4 lane indoor heated pool to the existing outdoor pool

· $6 million – Add a 4 lane indoor heated pool and upgrade the existing outdoor pool

· $11 million – 6 to 8 lane indoor heated pool complex incorporating a gym, consulting room, hydrotherapy pool, outdoor splash pad, car parking and paths, and landscaping (existing outdoor pool demolished)

The outcome of the analysis is shown in Attachment D.

The analysis identifies that for Council to continue to meet the NSW Government’s Fit for the Future indicators, additional income or a reduction in costs in Council’s operating budget is required to operate and maintain a facility incorporating a new heated pool. In addition, unless significant grant or loan funding is available, the project cost will require Council’s capital program to be reduced substantially over a 5 to 10 year period to maintain a satisfactory cash position.

An option to reduce the financial impact of a new facility could be to seek a contribution through the Department of Education for the development and operation of a new heated pool and indoor sport complex.

This initial financial analysis has been based on indicative costs only and further analysis will be required following confirmation of costs identified in the concept design phase. This further analysis will include a financial impact statement for inclusion in future community engagement phases.

5. Development Options

The following options are available for the redevelopment of the pool precinct at Victoria Park in Yass:

Upgrade existing outdoor pool and amenities

This option would involve improvement to filtration and circulation equipment, lining of the pool to enhance the structural condition and to reduce the depth to a maximum of 1.8m and upgrade or replace amenities. Such works are likely to cost of the order of $2 – 3 million, however a detailed estimate is required. This options provides for the lowest annual operating costs, however would not enable the pool to be open through the cooler months from April to October.

Add a 4 lane 25m indoor heated pool and upgrade the existing outdoor pool

This option involves the works outlined above in the first option with the addition of a 4 lane indoor heated pool to the complex. Such works are likely to cost at least $6 million, however a detailed estimate is required. This option provides for indoor heated water all year round and for outdoor water through the warmer months. Consultation undertaken to date indicates a public preference to maintain these options. Capital and operating costs impact Council’s financial sustainability.

Construct a 6 to 8 lane 25m indoor heated pool complex

This option involves demolition of the outdoor pool with a new 6 to 8 lane 25m indoor heated pool constructed. This option was developed as the concept in the Yass Indoor Heated Swimming Pool Feasibility Report. Such works have had a detailed capital cost estimate completed at $10.1 million. This option provides for indoor heated water all year round, however does not provide an option for an outdoor pool which is of concern to the community based on feedback received. Capital and operating costs impact Council’s financial sustainability.

With all options there is potential to incorporate additional features such as a gym ($200,000), hydrotherapy pool ($690,000), outdoor splash pad ($345,000) and carparking upgrades ($440,000). These would be considered suitable for incorporation in any further concept/design work undertaken, however it is noted that there may be external interest in the development of a hydrotherapy pool facility.

In addition to those options above Council could consider incorporating indoor sport in a concept for redevelopment of the site. This would be prudent in terms of the long term planning of the site. Of note related to options for basketball it is noted that Council resolved at its Ordinary Meeting in March 2018:

Investigate the inclusion of an indoor court space in long term planning concepts for a new or refurbished pool complex located at Victoria Park, and commence discussions with the Department of Education regarding a shared use model of such a facility.

Pursuing this option may provide an alternative avenue for funds to construct and operate an indoor heated pool and sporting facility.

6. Summary and Recommendation

The limited number of submissions to the Yass Indoor Heated Swimming Pool Feasibility Report indicated that there is interest in maintaining an outdoor pool in addition to a new indoor heated pool facility. This report recommends Council develop a concept plan for the pool precinct at Victoria Park incorporating the following:

· Existing outdoor pool (upgraded)

· New 4 lane 25m indoor heated pool

· New amenities and kiosk

· Gym

· Outdoor splash pad

· Indoor sports hall to cater for 1 to 2 basketball courts (pending land space available)

· Car parking

Completion of a concept plan will enable Council undertake further community engagement inclusive of the financial impacts leading to the development of a long term vision for the site. The plan should be developed so that if works were to proceed on the facility they could be staged.

It is noted however that at present an indoor heated pool is unaffordable as Council will not meet the NSW Government’s Fit for the Future benchmarks unless operating expenses are reduced or ongoing income is increased. Grants and loan funding are also essential to afford the capital cost of an indoor heated pool.

In this regard it is recommended that discussions occur with the Department of Education regarding potential for shared use of an indoor pool and sporting facility that would involve a financial contribution from the NSW Government.

Strategic Direction

Key Pillar 4. Our Infrastructure

CSP Strategy IN4 - Maintain and update existing community facilities, and support the development of new community infrastructure as needed

Delivery Program Action IN4.1 - Develop and maintain new and existing recreational and community assets to address our communities needs in a sustainable manner

Operational Plan Activity IN4.1.3 - Maintain and operate Council’s commercial assets including swimming pools and Yass Caravan Park

ATTACHMENTS: a. Indoor Heated Pool Complex Concept Plan ⇩

b. Indoor Heated Swimming Pool Committee Minutes 13 March 2018 ⇩

c. Submissions (Under Separate Cover) ⇨

d. Long Term Financial Plan Analysis

⇩

Ordinary Council Meeting 26 April 2018

8.1 Rate Arrears

SUMMARY

To update council on rate arrears to the end of the third quarter of the 2017/18 financial year.

Rate arrears totalled $624,651.42 as at 30 June 2017 and this has now been reduced to $213,774.95 as of 31 March 2018. This represents an improvement of $410,876.47 or 66%.

RECOMMENDATION

That the information be noted.

Financial IMPLICATIONS

Nil.

POlicy & Legislation

Rate arrears are closely monitored and debt recovery is fully compliant with Council’s Debt Recovery Policy FS-POL-3

REPORT

Table 1 – Arrears as of 31 March 2018

	Rates and Charges Levied (includes interest)	Paid 1 July to 31 March	Balance Outstanding	% Paid 1 July to 31 March
Arrears to 30/6/2017	$624,651.42	$410,876.47	$213,774.95	65.78
Current Years Rates and Charges billed since 1/7/17	$15,340,492.26	$11,530,058.84	$3,810,433.42	75.16
TOTALS	$15,965,143.68	$11,940,935.31	$4,024,208.37	74.79

Table 2 – Summary of Prior Year’s Outstanding Balance as of 31 March 2018

Year	No of Assessments	Amount
2004/2005	1	$201.52
2005/2006	1	$309.09
2006/2007	1	$342.02
2007/2008	1	$437.26
2008/2009	5	$2,791.12
2009/2010	5	$3,497.44
2010/2011	5	$3,408.90
2011/2012	6	$4,366.34
2012/2013	6	$6,547.15
2013/2014	10	$11,178.00
2014/2015	15	$24,608.95
2015/2016	26	$36,057.14
2016/2017	162	$120,030.02
	TOTAL	$213,774.95

Table 3 – Rates and Charges Levied and Payments Made 1 July to 31 March

	Rates and Charges Levied (includes interest)	Paid 1 July to 31 March	Balance Outstanding	% Paid 1 July to 31 March	% Rates & Charges Outstanding as of 30 June *	OLG Bench mark
1/7/14 – 31/3/15	$12,481,675.53	$9,487,929.85	$2,993,745.68	76.01%	5.77%	10.00%
1/7/15 – 31/3/16	$13,006,655.02	$9,927,397.67	$3,079,257.35	76.33%	5.75%	10.00%
1/7/16 – 31/3/17	$14,215,953.14	$10,770,481.39	$3,445,471.75	75.76%	4.02%	10.00%
1/7/17 – 31/3/18	$15,340,492.26	$11,530,058.84	$3,810,433.42	75.16%		10.00%

Note: Special rate variation in place 2016/17 to 2019/20

* Includes provision for doubtful debts, percentage outstanding figure taken from council’s annual statement.

The rate arrears as of 30 June 2017 showed an outstanding balance of $624,651.42 which has now been reduced to $213,774.95 as shown in Table 1. The yearly breakup of these arrears is shown in Table 2.

The Rates & Charges Levied and the payments made for the first three quarters of the year is shown in Table 3. Also included are comparative figures for the previous three financial years. It can be seen that percentage of rates & charges paid for the past four years has been relatively constant despite the special rate variation being in effect since 1/7/16.

Strategic Direction

Key Pillar 5. Our Civic Leadership

CSP Strategy CL4 - Actively investigate and communicate funding sources and collaboration opportunities that can strengthen the region

Delivery Program Action CL4.1 - Monitor and distribute information from government agencies relating to funding opportunities

Operational Plan Activity CL4.1.1 - Develop a register of community organisations to target the distribution of grant information in a timely manner

Attachments: Nil

Ordinary Council Meeting 26 April 2018

8.3 Yass Showground

SUMMARY

Council as the current Trustee of the Yass Showground may seek to address any outstanding property matters and risks associated with the ongoing Trusteeship through transfer to the beneficial owner, Yass Show Society.

RECOMMENDATION

That Council retire as Trustee of the Yass Showground lands covered by titles 1/1100033, 2/1100033, 3/1100033, X/162119 and 1/855512 and that the General Manager and Mayor be authorised to sign all documents and contracts required to transfer legal title of these lands to the Yass Show Society and affix the seal as necessary.

Financial IMPLICATIONS

It is estimated to cost $5,500 in legal fees and other costs to implement the recommendation. The transfer will have removed any financial risks associated with public liability on the subject lands and eliminated the need for insurance coverage on this property other than that associated with buildings on the site still in our control.

POlicy & Legislation

Nil.

REPORT

1. Background

In 1986, the then four Trustees of the Yass Showground, covered by titles 1/1100033, 2/1100033, 3/1100033, X/162119 and 1/855512, retired as Trustees and appointed Council to be the Trustee on behalf of the Yass Pastoral and Agricultural Association. It is assumed this was required as the Association was not a legal entity and could not own property.

Around this time Council relocated the Sports Stadium onto the property.

The Yass Pastoral & Agricultural Association incorporated and was renamed Yass Show Society Inc. in 1989.

In 2006 the Yass Show Society received an offer of a $10,000 grant and a $20,000 loan from the Minister for Lands. At the request of the Yass Show Society, Council resolved to sign and seal the mortgage on Lot X/162119 between Yass Valley Council (Mortgagor) and the Minister for Lands (Mortgagee) on behalf of the Yass Show Society Inc. for the purpose of loan security of $20,000 for electrical work at the Showground.

In 2006 Council also consented to the recording of caveats on the titles by the Yass Show Society as beneficial owner of the showground property.

2. Current Situation

Council currently has little involvement in the operation and management of showground with the exception of the operation and maintenance of only two of the numerous buildings on the site. It is expected that one of these buildings will soon be demolished by Council due to existing damage to the building and the other, a sports stadium, may be transferred to the Yass Show Society for management and upkeep provided they agree to maintain it for public use following the expiration of a licence arrangement the Council has recently resolved to offer.

Council does not insure nor maintain any other part of the property and it is unclear who would be liable for any damage or negligence by the Yass Show Society Inc. in their operation of the showground particularly considering the Yass Show Society runs events such as rodeos at the showground.

The mortgage held by the Minister for Lands over title X/162119 was fully repaid by the Yass Show Society in February 2017. The mortgage has not yet been discharged on this title although following recent correspondence with the Lands Department is expected to resolve this and have the title returned to Council in the near future.

3. Conclusion

The registration of the caveats on the title where Council agreed to Yass Show Society being the beneficial owner means that Council does not have the flexibility as the title holder to repurpose or dispose of the land as we would with other lands in Council’s ownership. This demonstrates that Council would not be relinquishing an asset but rather divesting itself of a liability.

The Yass Show Society and its predecessor Yass Pastoral and Agricultural Association have managed the Yass Showground since 1863 and the Yass Show Society appears to be a sustainable organisation with a committed membership. Therefore there would be minimal risk that there would be any detrimental community impact if the ownership was legally transferred and it would be expected that the Society would include distribution of assets into its constitution (if it is not already included) in the event of it winding up to ensure the ongoing public use of the facility.

As the Yass Show Society is an incorporated body and can legally own land the relinquishing of the Trusteeship of the showground and transferring the property in full to the Yass Show Society would resolve what could be a significant risk to Council.

An estimate of $5,500 has been received to undertake all the tasks involved to implement the transfer.

It will be necessary for this to be authorised through a council resolution because it involves the transfer of legal title to land even though there is no change to the beneficial owner.

It is expected that providing evidence of the Trust arrangement and demonstrating that there is no change in the underlying beneficial ownership to the Office of State Revenue (OSR) that the transfer would only attract nominal duty. This relies on making a submission to the OSR and following their processes.

Discussion with the Yass Show Society have indicated that they would welcome the transfer of the Showground into their legal ownership.

The steps required to transfer legal title are:

· Organise for the discharge of the mortgage held on title X/162119 and return of original title to Council

· Prepare and sign a deed of retirement in respect of the trusteeship.

· Prepare and sign a land transfer instrument for registration at NSW Land Registry Services

· Arrange for the papers to be marked by the OSR

· Arrange for registration

Strategic Direction

Key Pillar 5. Our Civic Leadership

CSP Strategy CL1 - Effect resourceful and respectful leadership and attentive representation of the community

Delivery Program Action CL1.3 - Meet its objectives through improving the effectiveness of risk management, controls and governance processes

Operational Plan Activity CL1.3.2 - Manage Council's risks

Attachments: Nil

Design and Conservation	$20,000
Display Structure	$38,000
Earthworks & Signs	$3,000
Fencing (Oak Hill and Cemetery)	$40,000
Total Cost	$101,000
Less Transgrid Grant	$10,000
Less LLS Grant (Oak Hill and Cemetery)	$20,000
Council Contribution	$71,000

SUMMARY

RECOMMENDATION

Financial IMPLICATIONS

POlicy & Legislation

REPORT

Strategic Direction

SUMMARY

RECOMMENDATION

Financial IMPLICATIONS

POlicy & Legislation

REPORT

Strategic Direction

SUMMARY

RECOMMENDATION

Financial IMPLICATIONS

POlicy & Legislation

REPORT

Strategic Direction

SUMMARY

RECOMMENDATION

Financial IMPLICATIONS

POlicy & Legislation

REPORT

Strategic Direction

RECOMMENDATION

Financial IMPLICATIONS

POlicy & Legislation

REPORT

Strategic Direction

SUMMARY

RECOMMENDATION

Financial IMPLICATIONS

POlicy & Legislation

REPORT

Strategic Direction

Recommendation

REPORT

Recommendation

That the minutes of the Public Art Committee meeting held on 29 March 2018 be noted.

REPORT

Recommendation

REPORT

Recommendation