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Minutes of the

Ordinary Meeting of Council

Wednesday 27 June 2018

4.00pm

Council Chambers
209 Comur Street, Yass

Table of Contents

1. Prayer. 3

2. Apologies. 3

3. Declaration of Interest/Disclosures. 3

4. Confirmation of Minutes. 4

5. Mayoral Minute. 5

10.1 Notice of Rescission. 5

6. Director of Planning Reports. 6

6.9 Wind Farm Motions. 6

6.1 Coppabella Wind Farm.. 7

6.2 Development Application No 5.2018.18.1 - Dental Surgery, 40 Middle Street, Murrumbateman. 8

6.3 NSW Low Rise Medium Density Housing Code. 8

6.4 Donations Policy 2018/19. 9

6.5 Community Transport Funding. 9

6.6 Disability Services. 10

6.7 Service NSW - Easy to do Business. 10

6.8 Regional Development 11

7. Director of Engineering Reports. 11

7.1 Yass to Murrumbateman Water Transfer System.. 11

7.2 Proposed Part Closure of Monteagle Street Binalong. 12

7.3 Parking Spaces for People with Disabilities in Comur Street Yass. 12

7.4 Construction of Walmsley and Derringullen Bridges - Tender YVC/ASS/01.2018. 13

7.5 Proposal to Enhance the Yass Cenotaph. 13

7.6 Construction of Amenities Building - Binalong Tender YVC/P&G/01.2018. 14

8. Director of Finance & Corporate Reports. 14

8.1 Customer Service Service Review.. 14

8.2 INVESTMENT AND BORROWINGS REPORT. 14

9. General Manager Reports. 15

9.1 CBRJO Board Minutes. 15

9.2 MOU for Collaboration between Councils. 15

9.3 Country Mayors Association Meeting Minutes. 15

9.4 Billy Cart Derby. 16

10. Notice of Motion. 16

10.2 Notice of Motion - Committee Standard Constitution and Instrument of Delegation. 16

11. Questions with Notice. 16

12. Minutes and Recommendations of Council Committees. 16

12.1 Minutes of the Regional Weeds Committee held on 10 May 2018. 16

12.2 Minutes of the Bango Wind Farm Community Consultative Committee held on 23 May 2018. 17

12.3 Minutes of the Local Emergency Management Committee and Rescue Committee meetings. 17

12.4 Minutes of the Economic Development Committee held on 5 June 2018. 17

12.5 Minutes of the Service Review Steering Committee held on 12 June 2018. 17

13. Confidential Matters. 18

13.1 Construction of Walmsley and Derringullen Bridges - Tender YVC/ASS/01.2018. 18

13.2 Construction of Amenities Building - Binalong Tender YVC/P&G/01.2018. 19

Open Forum

Presentations to Council – Items on the Meeting Agenda

· Item 6.1 Coppabella Wind Farm

Noeleen Hazell

· Items 10.1 Rescission Motion and 9.6 – Wind Farm Motions

Jenny McAllister

John Warner

John McGrath

Sophie Peer

David Winterflood

Andrew Bray

Council Meeting - The Mayor declared the meeting open at 4.39 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, Interim Director of Engineering – Steven Beasley, 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 Furry clarified that he does not have a conflict of interest in the Wind Farm Motions report and advised that he had previously worked for the Clean Energy Regulator but as he no longer works for them he therefore has no conflict of interest.

Councillor Burgess advised that he has no conflict of interest in any future wind farm development despite his prior declaration of interest which was solely for the Bango Wind Farm which has already been approved.

Councillor Harker declared a non-significant, non-pecuniary conflict of interest in the Yass to Murrumbateman Water Transfer System report and stated that she did not believe her interest would preclude her from voting.

Reason: Councillor Harker declared an interest as the pipeline will travel through a family member’s land.

Councillor Furry declared a non-significant, non-pecuniary conflict of interest in the Proposal to Enhance the Yass Cenotaph report and stated that he did not believe his interest would preclude him from voting.

Reason: Councillor Furry declared an interest as he is a current member of the Yass RSL Sub-Branch.

Councillor Furry declared a non-significant, non-pecuniary conflict of interest in the Donations Policy 2018/19 report and stated that he did not believe his interest would preclude him from voting.

Reason: Councillor Furry declared an interest as he is a member of the Vine Church congregation.

Councillor Abbey declared a non-significant, non-pecuniary conflict of interest in the Donations Policy 2018/19 report and stated that she did not believe her interest would preclude her from voting.

Reason: Councillor Abbey declared an interest as she is a member of the Yass Golf Club.

Councillor McManus declared a non-significant, non-pecuniary conflict of interest in the Notice of Rescission and stated that he did not believe his interest would preclude him from voting.

Reason: Councillor McManus declared an interest as he is an employee of Transgrid. Transgrid connects wind turbines to the National Grid, and that he has never worked on a connection site.

Councillor McManus declared a non-significant, non-pecuniary conflict of interest in the proposal to Enhance the Yass Cenotaph report and stated that he did not believe his interest would preclude him from voting.

Reason: Councillor McManus declared an interest as his father and his work mates installed the original cenotaph.

Councillor McManus declared a non-significant, non-pecuniary conflict of interest in the Donations Policy 2018/19 report and stated that he did not believe his interest would preclude him from voting.

Reason: Councillor McManus declared an interest as he is a non-playing member of the Yass Bowling and Yass Golf Clubs.

Councillor Frost declared a non-significant, non-pecuniary conflict of interest in the Donations Policy 2018/19 report and stated that he did not believe his interest would preclude him from voting.

Reason: Councillor Frost declared an interest as he is a member of clubs referred to in Appendix A.

Councillor Frost declared a non-significant, non-pecuniary conflict of interest in the Billy Cart Derby report and stated that he did not believe his interest would not preclude him from voting.

Reason: Councillor Frost declared an interest as he is the President of Yass Valley CanAssist which is a partner in Classic Yass with the Car Club.

Councillor Turner declared a non-significant, non-pecuniary conflict of interest in the Billy Cart Derby report and stated that he did not believe his interest would preclude him from voting.

Reason: Councillor Turner declared an interest as he is the “Father” of the Billy Cart Derby so has a “parental” interest.

4. Confirmation of Minutes

RESOLVED that the minutes of the Ordinary Council Meeting held on 23 May 2018 covered by page numbers 3-20 inclusive and resolution numbers 79-103 inclusive, copies of which had been circulated to all Councillors, be taken as read and confirmed.

(Burgess/Furry) 104

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

AGAINST: Nil

Motion

That the Late Report Item 6.9 - Wind Farm Motions be accepted as urgent business due to the level of public interest in this issue and that it be dealt with as the first item of the Director of Planning Report.

(Turner/Furry) 105

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

AGAINST: Nil

Motion

RESOLVED that Item 10.1 Notice of Rescission be brought forward and dealt with prior to Director of Planning Reports.

(Turner/Furry) 106

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

Nil

10.1 Notice of Rescission

RESOLVED that Resolution 81/18, as shown below, be rescinded:

Council opposes in principle the siting of new industrial wind turbines in Yass Valley.

(Furry/Reid) 107

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

AGAINST: Councillors G Frost and K Turner

6. Director of Planning Reports

6.9 Wind Farm Motions

SUMMARY

A Councillor Workshop was held on 18 June 2018 to discuss the Council approach to wind farms and renewable energy projects in Yass Valley. The outcomes from the discussion is now presented for consideration.

RESOLVED that :

A. Having considered the social, environmental, economic and strategic planning impacts on the Yass Valley communities and the cumulative impacts of the four approved wind farm sites Council is of the view that it has reached the maximum number of industrial scale turbines for the local government area.

B. While supportive of renewable energy in general, Council opposes in principle, further large scale wind turbine sites in Yass Valley.

C. Council will consider any further proposed renewable energy projects on its individual merits with the following matters (in addition to the Department of Planning & Environment’s Wind Energy Guide or the like) to be taken into account until a more detailed policy position is developed:

1. The location being consistent with the Yass Valley Settlement Strategy.

2. The infrastructure (e.g. turbines, panels, substations) not being within view lines of villages and towns or areas of closer settlement.

3. The infrastructure not having an adverse impact on the amenity of other dwellings.

4. The impact of infrastructure (e.g. turbines, panels) on the rural landscape and tourism values of the Yass Valley.

5. Roads being used by any heavy vehicles being upgraded to the appropriate standard in Council’s Roads Standards Policy prior to commencement of works on site.

6. A sharing the benefits scheme(s) with the host landowners, immediate neighbours and a Community Enhancement Fund (as per Council policy).

7. Noise impacts at adjoining dwellings being consistent with the applicable standards.

8. The project to commence within 5 years of a Consent being issued and completed within 5 years of commencement.

9. The impacts of the infrastructure (e.g. panels, turbines) on the heritage values of the site and Yass Valley.

10. The economic and social impacts on local communities and Yass Valley.

11. Any community and Rural Fire Service concerns in relation to the bushfire risks and any impediments to firefighting operations.

D. Council will, following consultation with the community, develop a comprehensive policy on renewable energy generation within the Yass Valley and the matters Council should focus on.

(Jones/Reid) 108

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

AGAINST: Councillors N Furry and M McManus

FORESHADOWED MOTION

That Council:

A. In acknowledging the potential siting of future large scale wind turbine sites in the Yass Valley is a current matter of significant public interest, is generally supportive of renewable energy in Yass Valley but does not necessarily support further large scale wind turbine sites in the Yass Valley;

B. Notes the current community concern that there are already a maximum number of wind turbines either planned or currently operating within the Local Government Area;

C. Will treat each project on its individual merits with the following matters (in addition to the Department of Planning & Environment’s Wind Energy Guide, other renewable energy guides or the like) to be taken into account:

a. That Council request that the State Government make this Part A of all renewal projects in NSW. That the scheme be used on a mega watt basis. That the State Government negotiate and set a rate for all participants

b. The infrastructure (e.g. turbines, panels, substations) not being within view lines of villages and towns or areas of closer settlement

c. The infrastructure not having an adverse impact on the amenity of adjoining dwellings

d. The impact of infrastructure (e.g. turbines, panels) on the rural landscape and tourism values of the Yass Valley

e. Roads being used by any heavy vehicles being upgraded to the appropriate standard in Council’s Roads Standards Policy prior to commencement of works on site

f. A sharing the benefits scheme(s) with the host landowners, immediate neighbours and a Community Enhancement Fund (as per Council policy)

g. Noise impacts at adjoining dwellings being consistent with the applicable standards

h. The project to commence within 5 years of a Consent being issued and completed within 5 years of commencement

(Furry/

6.1 Coppabella Wind Farm

SUMMARY

Reporting on the access to the proposed Coppabella Wind Farm.

RESOLVED that a supplementary submission be forwarded to the Department of Planning & Environment indicating that, as the local Roads Authority, Council’s preference is that:

a. An alternate route be identified other than Whitefields Road due to its environmental values.

b. In the event that no alternate route is identified Whitefields Road be upgraded to sealed standard from the Hume Highway to the site entrance which minimises the impacts on roadside vegetation and is consistent with the Biodiversity Offset Scheme.

(McManus/Furry) 109

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 Development Application No 5.2018.18.1 - Dental Surgery, 40 Middle Street, Murrumbateman

SUMMARY

Providing a further report for the consideration of Development Application No 5.2018.18.1 for a Dental Surgery at 40 Middle Street, Murrumbateman. Council requested further information from the Applicant in relation to the building design. Further consideration has been given to the design options and the May 2018 recommendation is represented for consideration.

RESOLVED that conditional Development Consent be issued for Development Application 5.2018.18.1 for a dental surgery at 40 Middle Street Murrumbateman based on the contemporary modern design submitted with the application and including requirements that:

· Noise is to be limited to acceptable levels beyond the boundaries of the subject land being 55dB(A) during the daytime (7am – 6pm), 45dB(A) during the evening (6pm – 10pm) and 40dB(A) at night (10pm-7am).

· Submission of a landscaping plan that includes native plants and shrubs to screen the development, plant selection should not interfere with sight lines of vehicles entering and leaving the site.

· Advertising signs shall be non-illuminated at all times.

(Turner/Reid) 110

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 NSW Low Rise Medium Density Housing Code

SUMMARY

NSW Department of Planning & Environment (DP&E) have introduced a Low Rise Medium Density Housing Code and Design Guide which will take effect on 6 July 2018.

RESOLVED that :

1. The request for the introduction of the Low Rise Medium Density Housing Code to the Yass Valley Local Government Area to be deferred be endorsed

2. The preparation of a Planning Proposal to amend the Yass Valley Local Environmental Plan 2013 be commenced to include a clause to specify the Minimum Lot Size required for dual occupancies, manor houses and multi dwellings (terraces) in R1 General Residential, R2 Low Density Residential, R3 Medium Density Residential and RU5 Village zones.

(Turner/Reid) 111

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 Donations Policy 2018/19

SUMMARY

Council’s Donations Policy includes a schedule of annual donations that are provided to community groups and organisations. The schedule has been updated to include adjustments for the 2018/19 rates and charges.

RESOLVED that the adjustments to the Schedule for the Donations Policy for 2018/19 be endorsed with the inclusion of an additional amount equivalent to the rates and charges for the Yass & District Historical Society with the offset in the community grants budget.

(Jones/Frost) 112

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

AGAINST: Nil

6.5 Community Transport Funding

SUMMARY

To consider the acceptance or otherwise of funding to continue the provision of community transport in Yass Valley. Acceptance of the funding is recommended.

RESOLVED that :

1. The 2018/19 to 2019/20 grant funding from Transport for NSW for community transport be accepted.

2. A review of the finances for community transport be undertaken to determine the level of indirect support provided to the service and a further report be brought back to Council when complete.

(Turner/Reid) 113

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

AGAINST: Nil

6.6 Disability Services

SUMMARY

The funding transition under the NDIS has an impact on the delivery of disability services at Yass Valley. Family & Community Services (FAC) has provided some funding assistance for the transition period. This funding ceases on 30 June 2018 which coincides with the move from block funding to the service to directly funding the individual. The funding has been used to support a case manager position and without ongoing funding there is a direct impact on this position. It is recommended that the position continue for the next financial year.

RESOLVED that :

(Frost/Turner) 114

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

AGAINST: Nil

6.7 Service NSW - Easy to do Business

SUMMARY

To provide background information and seek support to enter into an Agreement with Service NSW for the Easy to do Business Program.

RESOLVED that the General Manager be authorised to enter into an Agreement with Service NSW.

(Frost/Harker) 115

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

AGAINST: Nil

6.8 Regional Development

SUMMARY

Consideration of a proposal to implement a Regional Economic Development Manager working collaboratively across Yass Valley, Goulburn Mulwaree and Upper Lachlan Shire Councils.

RESOLVED that :

1. Council support the concept of a shared Regional Economic Development Manager.

2. Discussions be undertaken with Upper Lachlan Shire and Goulburn Mulwaree Council on the basis of sharing 80% of the costs of a regional economic development Manager with Yass Valley retaining the remaining 20% for a 12 month trial on a resource shared basis of:

47% Goulburn Mulwaree 32% Yass Valley and 21% Upper Lachlan Shire.

(Jones/Furry) 116

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 Yass to Murrumbateman Water Transfer System

SUMMARY

Providing an update on the progress of the Yass to Murrumbateman Water Transfer System project.

MOTION

That Council:

1. Note the progress of the project and the land acquisition;

2. If all agreements with property owners are not signed by 30 September 2018 then Council initiate compulsory acquisition of the easement.

(Turner/Reid)

MOTION WITHDRAWN

MOTION

RESOLVED that Council:

1. Note the progress of the project and the land acquisition;

2. Council will set a deadline on the signing of agreements at 15 August 2018;

3. A further report be provided to the August Council meeting if not all agreements are signed.

(Jones/McManus) 117

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 Proposed Part Closure of Monteagle Street Binalong

SUMMARY

Considering submissions received from the public exhibition of the part closure of Monteagle Street Binalong.

RESOLVED that the traffic concerns and submissions received be referred to the August 2018 Traffic Management Committee.

(Frost/Reid) 118

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 Parking Spaces for People with Disabilities in Comur Street Yass

SUMMARY

Considering submissions received from the public exhibition of parking spaces for people with disabilities.

RESOLVED that :

1. the two proposed parking spaces for people with disabilities located on Comur Street (north of the Post Office and south of Meehan Street) be installed.

2. the additional requested parking spaces for people with disabilities be referred to the August 2018 Traffic Management Committee.

3. this issue be referred to the July 2018 Access Committee meeting.

(Frost/Furry) 119

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 Construction of Walmsley and Derringullen Bridges - Tender YVC/ASS/01.2018

SUMMARY

Providing advice on the submission of tenders for the Construction of Walmsley and Derringullen Bridges – Tender YVC/ASS/01.2018.

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.

(Frost/Reid) 120

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 Proposal to Enhance the Yass Cenotaph

SUMMARY

The Yass RSL Sub-branch have been successful in receiving $10,000 grant funding under the 2018 Armistice Centenary Grants Program funded through the Department of Veterans’ Affairs with $10,000 donated from the Yass Soldiers Club and the Yass RSL Sub-branch contributing $10,000 for improvements to the Cenotaph. Proposed works include the supply and erection of a granite wall surrounding the current Cenotaph.

RESOLVED that :

1. the proposed plan for the Cenotaph be placed on exhibition. If no significant objections are received that Council support the proposed upgrade works.

2. Council assist with the waiver of DA fees of $385 and contribute up to $3,000 towards structural footing costs and repairs to pavement at the completion of works.

(Frost/Reid) 121

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

AGAINST: Nil

7.6 Construction of Amenities Building - Binalong Tender YVC/P&G/01.2018

SUMMARY

Providing advice on the submission of tenders for the Construction of Amenities Building - Binalong Tender YVC/P&G/01.2018.

(Frost/Reid) 122

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 Customer Service Service Review

SUMMARY

The Customer Services Service Review was conducted as one of the two pilot reviews selected. A review of the Customer Services Team was underway prior to the formal service review with a number of changes already implemented. The most significant saving from this review has come from the implementation of an online system for booking facilities.

RESOLVED that the Customer Services Service Review be noted.

(Frost/Harker) 123

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

AGAINST: Nil

8.2 INVESTMENT AND BORROWINGS REPORT

SUMMARY

In accordance with the Local Government (General) Regulation 2005 (NSW) Clause 212, this report provides a summary of Council’s investments as at 31 May 2018. In accordance with paragraph (1)b), it can be certified that the investments listed have been made in accordance with the Act, the Regulations and Council’s Investment Policy.

RESOLVED that Investment Report as at 31 May 2018 be received and it be noted that the report has been prepared in accordance with the Act, the Regulations and Council’s Investment Policy.

(Turner/Harker) 124

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 Minutes

RESOLVED that the Draft Minutes of the Canberra Region Joint Organisation Board meeting held 2-3 May 2018 be noted.

(Furry/Reid) 125

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 MOU for Collaboration between Councils

SUMMARY

In the interests of achieving improved outcomes, efficiencies and cost savings it is proposed for Yass Valley Council to enter into a memorandum of understanding for collaboration with neighbouring Councils Goulburn Mulwaree and Upper Lachlan Shire.

RESOLVED that Yass Valley Council indicate its endorsement of the Memorandum of Understanding between Goulburn Mulwaree Council, Upper Lachlan Shire Council and Yass Valley Council For Collaboration by authorising the signing of the attached document.

(Furry/Reid) 126

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

AGAINST: Nil

9.3 Country Mayors Association Meeting Minutes

RESOLVED that the Draft Minutes of the Country Mayors Association Meeting held 1 June 2018 be noted.

(Furry/Reid) 127

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

AGAINST: Nil

9.4 Billy Cart Derby

SUMMARY

Outline of a proposal to facilitate the continuation of the Billy Cart Derby considering Rotary’s concerns that the event would no proceed due to volunteer numbers and costs.

RESOLVED that :

1. Council auspice the 2018 Billy Cart Derby under the guidance of the Rotary Club.

2. Council accept CAMMS offer of sponsorship for the provision of the ‘hay bale’ safety barriers.

(Furry/Reid) 128

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

10.2 NotICe of Motion - Committee Standard Constitution and Instrument of Delegation

Councillor Jasmin Jones gave notice that at the Ordinary Council Meeting on 27 June 2018, that she would move the below motion:

RESOLVED that Council schedule a workshop to review the Committee Standard Constitution and Instrument of Delegation as it relates to the composition of committee membership.

(Jones/Frost) 129

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

AGAINST: Nil

11. Questions with Notice

Nil

12. Minutes and Recommendations of Council Committees

12.1 Minutes of the Regional Weeds Committee held on 10 May 2018

RESOLVED that the minutes of the Regional Weeds Committee meeting held on 10 May 2018 be noted.

(Burgess/Reid) 130

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 Bango Wind Farm Community Consultative Committee held on 23 May 2018

RESOLVED that the minutes of the Bango Wind Farm Community Consultative Committee meeting held on 23 May 2018 be noted.

(Frost/Reid) 131

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 Local Emergency Management Committee and Rescue Committee meetings

RESOLVED that the minutes of the Local Emergency Management Committee and Rescue Committee meetings held on 3 May 2018 be noted.

(Reid/Furry) 132

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

AGAINST: Nil

12.4 Minutes of the Economic Development Committee held on 5 June 2018

RESOLVED that the minutes of the Economic Development Committee held on 5 June 2018 be noted

(Harker/Turner) 133

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

AGAINST: Nil

12.5 Minutes of the Service Review Steering Committee held on 12 June 2018

RESOLVED that the Minutes of the Service Review Steering Committee meeting held on 12 June 2018 be noted.

(Frost/Turner) 134

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 Construction of Walmsley and Derringullen Bridges - Tender YVC/ASS/01.2018

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.

13.2 Construction of Amenities Building - Binalong Tender YVC/P&G/01.2018

Item 13.2 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.

(Furry/Turner) 135

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 6.26 pm.

13.1 Construction of Walmsley and Derringullen Bridges - Tender YVC/ASS/01.2018

SUMMARY

This report provides advice on the submission and evaluation of tenders for the Construction of Walmsley and Derringullen Bridges – YVC/ASS/01.2018.

RESOLVED that all tenders be rejected and the scope be reconsidered before recommencing procurement.

(Furry/Reid) 136

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

AGAINST: Nil

13.2 Construction of Amenities Building - Binalong Tender YVC/P&G/01.2018

SUMMARY

This report provides advice on the submission and evaluation of tenders for the Construction of Amenities Building - Binalong Tender YVC/P&G/01.2018.

RESOLVED that all tenders be rejected and the scope be reconsidered before recommencing procurement.

(Reid/Furry) 137

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

(Turner/Furry) 138

Open Council resumed at 6.36 pm.

RESOLVED that the resolutions in Closed Council be adopted.

(Turner/Furry) 139

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 6.36 pm.

……………………………………………..
Mayor

Ordinary Council Meeting 25 July 2018

6.1 2018/19 LOCAL HERITAGE GRANT PROGRAM

SUMMARY

To present a report on the completion of the 2017/18 Local Heritage Grants and the recommendations from the 2018/19 Local Heritage Grants Assessment Panel.

RECOMMENDATION

That:

1. The expenditure and reimbursement for the 2017/18 Local Heritage Grants Program be noted.

2. The following funding be provided under the 2018/19 Local Heritage Grant Program

Gundaroo Literary Institute, Gundaroo	$2,000
Former Inn & Post Office, Murrumbateman	$1,200
Former Corner Garage, Binalong	$2,000
Former St Columba’s Church, Bookham	$3,800
St Andrew’s Uniting Church, Yass	$4,000
Sutton District Community Association	$2,000
The Caledonia Store, Gundaroo	$4,000
*Total*	*$19,000*

Financial IMPLICATIONS

In May 2017, Council accepted a 2 year funding offer from OEH (Office of Environment & Heritage) for 2017/18 and 2018/19 of 1:1 up to $5,500 (ex GST) per year i.e. in 2017/18 Council contributes $10,500 towards a total budget of $16,000.

In 20018/19 Council contributes $13,500 towards a total budget of $19,000.

POlicy & Legislation

· Yass Valley LEP 2013

REPORT

1. Background

Each year Council with the assistance from OEH facilitates an annual Local Heritage Grant program. The funding offered to Council from OEH varies from year to year.

In May 2017, Council accepted a 2 year funding offer for 2017/18 of 1:1 up to $5,500 (ex GST) per year i.e. in 2017/18 Council contributed $10,500 towards a total budget of $16,000. In 2018/19 Council contributes $13,500 towards a total budget of $ 19,000.

2. 2017/18 Local Heritage Grant Program

As part of the 2017/18 Local Heritage Grants program eight grants were awarded with all projects successfully completed. The types of work undertaken included painting, new fences, re-pointing of brickwork, restoration work and landscaping.

At the completion of the 2017/18 program $12,585 was awarded to the eight applicants that successfully completed the program as detailed below.

Applicant	Heritage Item address	Project description	Project cost	Applicant’s contribution	Local Heritage Funding
John Heggart	‘Kerrowgair’ 24 Grampian Street Yass	Repair and paint wall and bay window	$1,500.00	$775.00	$725.00
Sandra Lloyd	‘Boree Log Cottage’ 29 Demestre Street, Yass	Repointing of brickwork	$2,420.00	$1,300.00	$1,120.00
Ken Rampling	St Clements Rectory 17 Church Street, Yass	Replace boundary fence of the Rectory	$6,956.51	$5,956.51	$1,000.00
Bill Arabin	33 Fitzroy Street, Binalong	Replace old guttering	$3,980.00	$1,980.00	$2,000.00
Bill Pigram	Yass Railway Heritage Museum	Repaint the inside of the Museum in heritage colours	$6,094.47	$4,094.47	$2,000.00
Robin Hardy	St Peter’s Church Sutton	Prepare and paint the interior of St Peter’s Church Sutton	$5,940.00	$3,940.00	$2,000.00
Gundaroo and District Historical Society	Clemenger Memorial Gundaroo	Restoration work on Clemenger Memorial and landscaping around the memorial	$3,897.24	$2,475.24	$1,740.00
Bimbi Turner,	St James Anglican Church	Replace damaged flooring and replacement of foyer door jam	$3,974.85	$1,974.85	$2,000.00
		TOTAL	$34,763.07	$22,496.07	$12,585.00

As there was fewer eligible projects last year, and the grants allocated already allowed Council to claim the maximum funding from OEH, the decision was made to direct the funds towards some initial clean-up of a Council owned Heritage Item - Crago’s Mill. The small amount of funding ($3,300 inc GST) was used to clear the weeds (Privets) and rubbish located under the Mill verandah as shown in the photos below.

Crago’s Mill: Before and After Weed & Rubbish Removal

3. 2018/19 Local Heritage Grant Program

This year’s Local Heritage Program received nine applications. A Panel comprising of Council’s Heritage Advisor, Council’s Strategic Planning Manager and Cr Frost assessed all applications according to the 2018/19 Guidelines.

Declarations of pecuniary and non-pecuniary interests were determined prior to assessment. No interests were declared by Panel Members.

A summary of the Assessments Panel’s findings are included in Attachment A.

The Panel recommends that the following applications are offered funding under the 2018/19 Local Heritage Grants Program.

Applicant / Heritage Item Address	Project Description	Proposed Project Cost	Requested Funding	Recommended Funding
Gundaroo Literary Institute Inc 27 Cork Street Gundaroo	Replace damaged verandah timbers, replace supporting piers and replace guttering	$4,342	$2,000	$2,000
M and M Devey Former Inn & Post Office, 18 East Street, Murrumbateman	Prep and repaint exterior of building	$6,800	$2,000	$1,200
A Sykes & J Giles Corner Garage, 15 Queen Street, Binalong	Construction of new barn doors. Framing inside walls to carry external cladding	$4,000	$2,000	$2,000
M Julian St Columba’s Church, 20 Fagan Drive Bookham	Prep & repaint barge boards, eaves and portico hood (secure brackets), minor reporting, fix guttering, remove fig tree	$9,000	$2,000 – $4,000	$3,800
R Thompson St Andrews Uniting Church, 2 Cliff Street Yass	Prepare and paint exposed gables on roof structure and guttering and under eaves	$11,650	$5,825	$4,000
A Walker Sutton District Community Association Inc	Publication of a local history celebrating 150 years since Sutton was gazetted. This includes photographs, research and information from interviews with local families, maps and pre 1867 history also included	$3,113	$2,000	$2,000
P and M Langworthy, The Caledonia Store, 32 Cork Street Gundaroo	Deconstruction and replacement of damaged timber bearer, joists, 2^nd storey verandah post and boards	$8,445	$4,000	$4,000
Total				$19,000

There were two grant applications which were lodged that the Panel determined should not be eligible for funding in 2018/19. These were:

· Ken Helm, Toual School Building, 19 Butts Road, Murrumbateman

The Toual School Building is only visible to people visiting the winery cellar door. It is a business, and the building is otherwise in reasonable condition. Given the competitiveness of the 2018/19 round, repairs to the verandah of the building are not considered to be as high a priority.

· Belinda Pigram, Binalong Mechanics Institute, 15 Wellington Street, Binalong

The replacement of the corrugated iron water tank with a PVC tank would not achieve any conservation outcomes. The project was not discussed with Council's Heritage Advisor. If this project is re-applied for next year, it may be considered if it was replaced with a galvanised steel or colorbond (shale grey) tank.

Strategic Direction

Key Pillar 3. Our Community

CSP Strategy CO4 - Recognise and celebrate our diverse cultural identities, and protect and maintain our community’s natural and built cultural heritage

Delivery Program Action CO4.3 - Continue the local Heritage Grants Program

Operational Plan Activity CO4.3.1 - Encourage owners of local heritage items to seek funding for small conservation projects

Attachments: a. Grant Assessment Summary ⇩

Ordinary Council Meeting 25 July 2018

6.2 2018/19 COMMUNITY GRANTS

SUMMARY

A total of 14 eligible applications were received under the 2018/19 Community Grant Program which has a budget of $49,000. Three applications were deemed ineligible due to insufficient budget details, lack of the required 25% cash contribution from applicants or failure to submit acquittal for past grant.

From the assessment 12 of the submissions are recommended for funding plus one donation.

RECOMMENDATION

That:

1. The following funding applications under the 2018/19 Community Grant Program be granted:

*Organisation*	*Project Description*	*Recommended Funding*
Murrumbateman Early Childhood Centre Association	Shade cover for outdoor play area	$4,000
Binalong Mechanics Institute	Heating and cooling upgrade	$5,859
Gundaroo Soldiers Memorial Hall Management Committee	Roof renewal	$7,500
Landcare (Yass Area Network)	Local seed collection	$5,000
Irish and Celtic Music Festival	Music festival	$2,000
Vine Community Centre	Solar efficiency project	$5,000
Sutton & District Community Association	Tennis court upgrade	$1,000
Yass Early Childhood Centre Association	Childcare room renovation	$4,000
Binalong CWA	Hall recarpet and repaint	$3,500
Yass Antique Farm Machinery Club	Steam engine restoration	$3,000
Yass Community Radio Association	Equipment replacement	$3,750
Can Assist	Charity Ball	$2,000

2. A direct donation of $2,000 be made to Can Assist rather than awarding a grant to Yass Antique Motor Club for the Classic Yass Event

Financial IMPLICATIONS

$49,000 included in the 2018/19 Operational Plan for Community Grants

POlicy & Legislation

· Local Government Act 1993

· Community Grant Policy

REPORT

The opportunity for organisations to submit applications under the Community Grants Program (refer Attachment A) was advertised in the Yass Tribune newspaper, on Council’s website and Facebook Page during June 2018.

A total of 17 applications have been received under the Program. All applications that did not fully comply with the eligibility criteria were given the opportunity to adjust their submission and to provide additional information. Despite this opportunity three applications were deemed ineligible due to insufficient budget details, lack of the required 25% cash contribution from applicants or failure to submit acquittal for a past grant.

The 2018/19 budget for the Community Grants Program is $49,000. The total requested in the applications was $118,000.

A Panel comprising of Council’s, Cr Burgess, Cr Furry and the Director Planning assessed the eligible applications against the policy criteria. There was one declarations of interest by Cr Furry of a non-pecuniary, non- significant interest for Cooma Cottage (committee member) and Vine Community Care (member of congregation). A copy of the Panel assessment is provided in Attachment B.

In order to ensure that funds are distributed as widely as possible the Panel has recommended partial funding of the larger scale projects taking into account the ability of the applicants to seek alternate funding and/or increase user charges. The Panel has also recommended a direct donation be made to a local charity rather than through a fundraising event. If the Panel’s recommendations are accepted the total expenditure will be $48,609.

A summary of the projects and suggested funding levels is provided in the following table:

Organisation	Project Description	Recommended Funding
Murrumbateman Early Childhood Centre Association	Shade cover for outdoor play area	$4,000
Binalong Mechanics Institute	Heating and cooling upgrade	$5,859
Gundaroo Soldiers Memorial Hall Management Committee	Roof renewal	$7,500
Landcare (Yass Area Network)	Local seed collection	$5,000
Irish and Celtic Music Festival	Music festival	$2,000
Vine Community Centre	Solar efficiency project	$5,000
Sutton & District Community Association	Tennis court upgrade	$1,000
Yass Early Childhood Centre Association	Childcare room renovation	$4,000
Binalong CWA	Hall recarpet and repaint	$3,500
Yass Antique Farm Machinery Club	Steam engine restoration	$3,000
Yass Community Radio Association	Equipment replacement	$3,750
Can Assist	Charity Ball	$2,000
Can Assist	Direct Donation	$2,000
	Total	$48,609

Strategic Direction

Key Pillar 3. Our Community

CSP Strategy CO2 - Encourage and facilitate active and creative participation in community life

Delivery Program Action CO2.5 - Support the growth of a diverse range of community events

Operational Plan Activity CO2.5.1 - Invest in the growth and development of community events

Attachments: a. Assessment Matrix ⇩

b. Panel Recommendations ⇩

6.2 2018/19 Community Grants

Attachment b Panel Recommendations

2018/19 COMMUNITUY GRANTS

Applicant	Purpose of Funding	Project Cost	Funding Sought (Max $10,000)	Panel Recommendation	Comments
Murrumbateman Early Childhood Centre Association (MECCA)	Shade cover for outdoor play area	$10,900	$7,980	$4,000	 Narrow range of community interest  Partial contribution recommended
Binalong Mechanics Institute	Heating and Cooling Upgrade	$13,200	$9,718.18	$5,859	 Pursued alternative funding (including Increased users fees)  Facility is focal point for the community  Heritage Item  Partial contribution recommended
Murrumbateman Progress Association	Stage Roof	$53,050	$10,000	$0	 INELIGIBLE - Less than 25% contribution
Gundaroo Music Festival	Music Festival	$106,871.47	$10,000	$0	 INELIGIBLE - Provided past budget not proposed budget  Substantial reserve funds from last event  Well established event that should be financially sustainable and no longer dependant on funding  Council could effectively give a direct donation to the charity rather than through the event  No funding recommended

Applicant (cont)	Purpose of Funding (cont)	Project Cost (cont)	Funding Sought (Max $10,000) (cont)	Panel Recommendation (cont)	Comments (cont)
Gundaroo Soldiers Memorial Hall Management Committee	Roof Renewal	$21,918	$10,000	$7500	 Facility is focal point for the community  Heritage Item  Partial contribution recommended
Landcare (Yass Area Network)	Local Seed Collection	$11,465	$9,165	$5,000	 Fuel rebate to volunteers should be excluded  Partial contribution recommended
Irish & Celtic Music Festival	Music Festival	$50,700	$10,000	$2,000	 Local organisation taken over running of the event  Seed funding only recommended with this being reduced in subsequent years if event continues
Vine Community Care	Solar Efficiency Project	$14,385.46	$10,000	$5,000	 Recently received donation to cover rates  Community facility  Partial contribution recommended
Yass Antique Motor Club	Classic Yass	$23,260	$5,000	$2,000 (Direct donation to local charity)	 Well established event that should be financially sustainable and no longer dependant on funding  More effective for Council to give a direct donation to the charity rather than through the event  Recommended that a donation be made directly to the local charity
Applicant (cont)	Purpose of Funding (cont)	Project Cost (cont)	Funding Sought (Max $10,000) (cont)	Panel Recommendation (cont)	Comments (cont)
Sutton & District Community Association	Tennis Court Upgrade	$1,820	$1,000	$1,000	 Local community facility  Small scale project  Funding recommended
Yass Early Childhood Centre Association	Childcare Room Renovation	$17,968	$10,000	$4,000	 Narrow range of community interest  Partial contribution recommended
Binalong CWA	Refurbishment (recarpet and repaint)	$7,950	$3,500	$3,500	 Local community facility
Cooma Cottage (National Trust)	Visual Interactive Scenic Tourist Application	$12,500	$9,375	$0	 Majority of project costs is to fund wages - this should be a contribution by the school itself  No funding recommended
Yass Antique Farm Machinery Club	Steam Engine Restoration	$7,000	$3,000	$3,000	 Narrow range of community interest  Restoration of rare heritage machinery  Funding recommended
Yass Community Radio Association	Equipment Replacement	$5,000	$3,750	$3,750	 Local community services  Funding recommended
Montessori Pre-School	Free Theatre/Musical Performance (part of Irish & Celtic Music Festival)	$4,502	$3,952.50	$0	 INELIGIBLE - 2017/18 Acquittal not submitted

Applicant (cont)

Purpose of Funding (cont)

Project Cost (cont)

Funding Sought (Max $10,000) (cont)

Panel Recommendation

(cont)

Comments (cont)

Can Assist

Charity Ball

$7,900

$2,000

 New community event

 Seed funding only recommended with this being reduced in subsequent years if event continues

$118,440

$48,609

Ordinary Council Meeting 25 July 2018

7.1 Yass & Binalong Pool - 2018/2019 Operations

SUMMARY

To provide Council with recommended operating hours for Yass and Binalong Pools for the 2018/2019 swimming season and continuation of Council support for the Shine Shield.

RECOMMENDATION

1. That the following opening and closing hours for Yass and Binalong swimming pools be adopted for 2018/2019.

Yass Pool

Binalong Pool

3^rd November – 24^th December 2018

Weekly 11.00am - 6.30pm

3^rd November – 24^th December 2018

Weekdays 3.00pm – 6.30pm

Weekend 1.00pm – 6.30pm

27^th December 2018 – 1^st February 2019

Weekly 10.00am - 7.30pm

27^th December 2018 – 1^st February 2019

Weekly 1.00pm - 7.30pm

2^nd February 2019 – 24^th March 2019

Weekdays 2.00pm - 6.30pm

Weekends 12.30pm - 6.30pm

2^nd February 2019 – 24^th March 2019

Weekdays 3.00pm - 6.30pm

Weekends 1.00pm - 6.30pm

Morning Lap Swimming

3^rd December 2018 - 15^th March 2019

Mon, Wed, Fri only 6.00am – 8.00am

Closed Christmas Day & Boxing Day

2. That Council support the Yass and Binalong Shine Shield events as a Council organised event and covered under Council’s insurance policy.

Financial IMPLICATIONS

The net cost (expenditure less income excluding capital) of operating the Yass & Binalong pools for the 2017/2018 season was $179,000 deficit. The operation of swimming pools is costly and it is important to consider any potential efficiencies in operations that assist in containing pool operating costs while providing sufficient opening hours to meet patron needs.

POlicy & Legislation

Nil.

REPORT

1. 2017/2018 Season Entry and Usage Review

The 2017/2018 season had a total of 26,139 recorded entries through the pool turnstiles. A breakdown of the entry figures show that 13,659 entries were from season ticket holders and 12,480 entries were paid day entry passes. A total of 347 season passes were purchased between both Yass and Binalong pools. There was also an increase of 37 season passes sold compared to the previous season.

As in previous years Yass schools continued to utilise the pool for sport and each school ran a sports carnival, Bowning and Binalong schools held sports carnivals at Binalong Pool.

Shine Shield continued to run as a Council event, during the 2017/18 swim season. The Shine Shield events are held between Yass Valley Council and Hilltops Council pools. The 2018 Shine Shield event saw Boorowa swimmers rejoin the carnival under Hilltops Council banner along with Harden & Jugiong. All five carnivals were held during January /February 2018 and were well supported with events providing participants with a non-completive, friendly environment during inter town swim meets.

Council staff conducted the following activities throughout the 2017/18 season:

· Learn to swim lessons in two blocks – November 2017 and February 2018. (128 participants)

· Intensive learn to swim classes during January 2018. (135 participants)

· Aqua fitness programs tailored to accommodate two fitness levels.

· YVC Swim Club training four afternoons per week. (73 participants)

· Movie night and Inflatable play module for Yass Pool for one weekend.

· Extended hours to accommodate extreme weather conditions and family time.

· Shine Shield Swimming events at both Yass and Binalong pools during January 2018.

Swimming lessons were well supported with high participation in all session throughout the season with a total of 263 participants enrolled in lessons ranging from learn to swim to competent swimmer and stroke correction. Lessons were again provided at Binalong pool with 20 participants enrolled.

Yass Valley Council Swimming Club is a “lap style” program for 73 participants with differing level of swimming abilities, a number of participants progress from swim lesson programs to attend lap swimming. Yass Valley Swimming Club accommodates all swimming levels from beginner to competitive level.

YVC Swimming Club was started to accommodate a community need when the not for profit Amateur Swim Club was unable to form a committee and provide accredited training coaches. A number of Yass Valley Council pool staff are accredited coaches.

Aqua Fitness again proved to be popular with two levels of aqua fitness sessions offered during the season.

Early morning lap swimming times was extended by three weeks for the 2017/18 season due to participant demand. The program will remain the same for the 2018/2019 season.

The Movie Night and the inflatable jumping castle pool module at Yass pool again proved to be very successful with positive feedback via social media and the Yass Tribune. A request was received that consideration be extended to hold a similar event on a smaller scale at Binalong pool next season.

1.1 Yass Pool Entry Statistics

Year	Season Ticket Entries	Day Pass Entries	Total Entries
2014/2015	12,436	14,588	27,024
2015/2016	9,682	11,308	20,989
2016/2017	11,657	16,095	27,752
2017/2018	13,659	12,480	26,139

2. Proposed 2018/19 Pool Operations

Feedback was invited from patrons, user groups, schools and early morning swimmers to again provide comments on pool opening hours. No additional comments/ suggestions were received other than to keep the current extended morning swimming 3 week extension as per last season.

As in previous years it is intended that both Yass and Binalong Pools will remain closed on Christmas Day and Boxing Day.

Provisions will be made for flexibility in opening hours where either very hot or cool temperatures are experienced. The following general principles will be followed:

· The Pools may remain open an extra hour in the evening on certain days should extreme heat conditions be experienced during January and February and patronage be sufficient to warrant the pool remaining open.

· The Pools may be closed if weather conditions are below 20 degrees Celsius, stormy conditions or continual rain is experienced or where there is little or no patronage.

· Advertising will be posted on Council’s webpage, Facebook page and at the pools advising patrons of the extended hours or closure due to weather conditions.

· Early morning lap swimming timeframe stay at 12 weeks as requested by the lap swimmers.

· Aqua fitness will be offered again this season. Times offered will depend on staff availability to conduct classes.

Binalong Pool opening hours were extended in the 2016/2017 as requested during the community consultation. The Binalong Swim Club representatives indicated that no further alterations to opening hours are required, therefore it is recommended that times remain the same.

Council will accommodate arrangements for Binalong Public School to have access to the pool for sport (learn to swim activities) outside the current opening hours subject to staff availability. The Binalong pool will also available to Binalong and Bowning Schools for their annual swimming carnival.

Proposed Opening Hours 2018/19 Swim Season for Yass and Binalong Pools.

Yass Pool

Binalong Pool

3^rd November – 24^th Dec 2018

Weekly 11.00am - 6.30pm

3^rd November – 24^th December 2018

Weekdays 3.00pm – 6.30pm

Weekend 1.00pm – 6.30pm

27^th December 2018 – 1^st February 2019

Weekly 10.00am - 7.30pm

27^th December 2018 – 1^st February 2019

Weekly 1.00pm - 7.30pm

2^nd February 2019 – 24^th March 2019

Weekdays 2.00pm - 6.30pm

Weekends 12.30pm - 6.30pm

2^nd February 2019 – 24^th March 2019

Weekdays 3.00pm - 6.30pm

Weekends 1.00pm - 6.30pm

Morning Lap Swimming

3^rd December 2018 - 15^th March 2019

Mon, Wed, Fri only 6.00am – 8.00am

Closed Christmas Day & Boxing Day

3. Events for 2018/2019 Season

The Shine Shield carnival dates for 2019 are yet to be finalised between Yass and Hilltops Councils. As in previous years the Yass & Binalong pools will need to be closed to the public earlier than the usual time to allow setup of the pool for the event. The toddler’s pool will remain open for family use.

It is anticipated that the usual school carnivals will take place during February 2019, once dates are confirmed they will be advertised at the pool and placed on Council’s webpage and Facebook page to inform patrons.

Yass pool will again host a family day, the event includes hire of an inflatable jumping castle setup in the main pool followed by a “Dive in Movie” night.

Further discussions to take place with Binalong pool patrons regarding a request to hold a movie night and or hire of small inflatable jumping castle for the Binalong pool to hold a family event this year.

4. Lane allocation and use of the pool for the 2018/2019 season

The proprietor of the Yass Swim Academy has advised Council that she will not be operating the Yass Swim Academy (Squad Training) this year and has indicated that there is interest from another parent to take over the business. The proposed change in ownership provides an opportunity for YVC to review approval processes for both Council programs and other private and not for profit groups who request lane allocations during pool operating hours.

Due to the fact that Yass Valley Council pool programs are expanding with consideration to offering further activities within the 3.30pm to close timeframe, there is a need to re-evaluate how lane usage is allocated between all activities.

A procedure will be developed to ensure fair and transparent processes including reference to the then Department of Local Government’s 1997 Guide to Competitive Neutrality in the allocation of lane space in public facilities. An internal panel will be established independent of Council’s Engineering Department staff (who operate a competitive service) to assess/evaluate applications and provide recommendations for lane and time usage between all groups and differing activities.

All applicants including Council will need to apply and meet the set criteria to be eligible for lane and time allocations particularly in the 3.15pm to close timeframe. Allocating lane and time usage will ensure that patrons are not disadvantaged due to the reduced public lanes availability.

Applications for lane and time usage will be assessed by the following criteria:

· Accessibility - Group membership

· Range of services provided.

· Estimated number of participants

· Preferred number of days

· Preferred time

· Number of lanes requested

· Community benefit.

· Cost Neutrality principles

Applicants will need to apply each year for lane allocation consideration. The above application process and criteria will be relevant for this and future years.

Applicants will be advised of the review panel recommendations at the earliest opportunity so that arrangements can be finalised prior to start of each season. It is expected that this process be finalised by the end of August each year.

Strategic Direction

Key Pillar 3. Our Community

CSP Strategy CO2 - Encourage and facilitate active and creative participation in community life

Delivery Program Action CO2.2 - Ensure the community is well informed about its projects, policies and programs

Operational Plan Activity CO2.2.1 - Provide community engagement activities

Attachments: Nil

Ordinary Council Meeting 25 July 2018

9.5 COUNCIL PRECINCT - 209 COMUR STREET, YASS

SUMMARY

Council has the ability to call an expression of interest without a firm development proposal in order to undertake an options analysis. Recognising the inadequacies of the existing Council Administration building options need to be considered for the future.

RECOMMENDATION

That:

1. An EOI be prepared seeking development proposals for consideration in an options analysis for 209 Comur Street, Yass.

2. A Council Workshop be held to identify parameters for inclusion in the EOI.

Financial IMPLICATIONS

No immediate implications however, the development of a facility for the use of the community is likely to involve some ongoing financial commitment.

POlicy & Legislation

Nil.

REPORT

1. Background

Council has on a number of occasions expressed an interest in redeveloping the Council Precinct at 209 Comur Street. Cox Architects were engaged in 2012 to prepare a draft masterplan of the site. The concept was to develop the property in stages that would yield a future income for Council and also result in the building of a new modern Council administration building. The cost of the first stage of development was estimated at $20M. To progress the proposal Council needed to secure key anchor tenants and a development partner. It was and still is unknown as to whether there is a viable partner in the market place to carry out the redevelopment of the site. It was intended to call an expression of interest (EOI) to test the market however legislation restrictions around Public Private Partnerships (PPP) curtailed this process.

2. Local Government and Public Private Partnerships

Any agreement between a Council and a private entity must under S358 of the Local Government Act 1993 have the approval of the Minister and under S400E a Council must comply with the Guidelines on the Procedures and Processes to be followed by Local Government in Public-Private Partnerships at all times.

These Guidelines require that a formal proposal be prepared and submitted to the Office of Local Government (OLG) prior to ‘market testing’ and the proposal must provide details of the project including, expected outcomes, timeframe, costs, financing, risk assessment and project governance. This is the conundrum for Councils that wish to ‘test the market’ seeking innovation from the private sector before developing a firm proposal.

The NSW Government developed guidelines for the State Government to consider “Unsolicited Proposals” in August 2017, however Council has been advised by the Office of Local Government (OLG) in April 2018 that councils can seek to adopt their own guidelines to deal with ‘unsolicited proposals’ and recommend that the State guidelines be considered as a model framework. The OLG points out that all current legislation must be adhered to which, because of the requirement to comply with the tendering and PPP guidelines, renders the application of the State’s Unsolicited Proposal guidelines basically ineffective for us. The basis of the guidelines is to establish a process to facilitate the NSW Government and non-Government sectors working together to develop and deliver innovative ideas, services and new infrastructure.

We do however have scope to consider options and interest without invoking the PPP requirements by calling for Expressions of Interest. The outcome of the analysis of EOI would define the next steps and the relevant legislation that applies.

3. Options for 209 Comur Street Redevelopment

3.1 Call an Expression of Interest

As indicated above, Council now has the opportunity to go to the market with an EOI without a firm proposal for the redevelopment of 209 Comur Street. The EOI should include options such as:

a. Sale of the whole site

b. Design and construction

c. Joint venture for development of the site

d. Staging of the site development

e. Different financial models such as Build Operate Transfer (BOT), Build Own Operate Transfer (BOOT) and Build Lease Transfer (BLT)

f. Any other development option that would meet the criteria/expectations of Council

The EOI needs to clearly outline the bottom line expectation from Council for example:

a. Office Accommodation and Council Chambers 2,500m²

b. Parking space requirements say 1 per 40m² GFA

c. Building and carpark in Council ownership in 15 years

d. Height Restrictions – previously considered to be the height of the Liberty Theatre

e. Active Commercial /Retail frontage to Comur Street

f. Retention of Cragos Mill

g. Council operations during redevelopment

Should Council wish to pursue this option then it is suggested that a workshop be held to identify the parameters to be included in the EOI.

3.2 Upgrade Existing Building

If Council do not wish to proceed with redevelopment of the site to provide a modern administration building then consideration should be given to refurbishment of the northern end of the Council buildings to:

- Provide adequate amenities for staff

- Relocate Environmental Service staff into the main building

A relocation of Environment Services staff into the main building will free up the corner of the site for a staged redevelopment.

A draft layout of potential renovations has been prepared and costed.

Given the issues associated with refurbishment of the old building the estimated cost of the renovations is $900,000.

3.3 Do Nothing

Current office accommodation does not meet current standards and the operation of Environmental Services staff in a separate building is not efficient and the quality of this building is also less than desirable.

Do Nothing – has been the position of Council for some time, however this is not considered to be a palatable solution.

4. Discussion

A timeframe needs to be set for redevelopment or expansion of the existing building. If redevelopment of the site is not considered viable then renovations/expansion of the existing building should be undertaken.

Over recent times Council has taken the view that the development of a new Council administration office should not be at the expense of the ratepayer.

If this can be achieved through a PPP or some other cost-effective option then it would be a win-win situation however, it is likely that Council will have to be an ‘anchor’ tenant in any joint development proposal with an annual lease potential well in excess of our current operating costs for the administration building.

The best option for no cost to ratepayers would be for Council to be able to fund the redevelopment through income received from the development of properties. Council purchased ‘Hawthorn’ in 2010 with the speculation that this property could generate such income for Council. The prospects for such income still exist however it would be a 5-10 year timeframe before such revenue is likely to be generated given that master planning and rezoning would need to be completed to realise best value to Council.

5. Conclusion

It is considered that calling for an EOI to establish options for development will enable Council to make a more informed decision on the future of the site. This will defer any decision on the site for the short term however some action will need to be taken in the mid to long term.

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 IN4.2 - Ensure sufficient land is appropriately located for future Council facilities and emergency services

Operational Plan Activity IN4.2.1 - Ensure that as settlement grows locations are appropriately earmarked for Council facilities and emergency services

Attachments: Nil

S&P Rating (or equivalent)	Exposure	Maximum % Invested per Policy
A1+/AAA	Nil	100%
A1/AA	81.02%	100%
A2/A	Nil	60%
A3/BBB	8.82%	30%
N/A	10.16%	Note 1

Institution	S&P Rating (or equiv)	Exposure	Max Exposure per Policy
NAB	A1/AA	41.25%	50%
IMB	A3	8.82%	30%
CBA	A1/AA	32.40%	50%
WBC	A1/AA	7.37%	50%
TCorp	N/A	10.16%	Note 1 above