Ordinary Meeting of Council

A G E N D A

Open Forum Page No.

Webcasting

This meeting is being webcast, a reminder to those in attendance that you should refrain from making any defamatory statements.

Acknowledgement of Country

I acknowledge that we are meeting on the ancestral land of the Ngunnawal people. I recognise the Ngunnawal as the traditional custodians and pay respect to the Elders of the community and their descendants.

1. Prayer

2. Apologies

3. Declaration of Pecuniary Interests/Special Disclosures

4. Confirmation of Minutes

Minutes of Ordinary Council Meeting held on 23 June 2021................................................... 5

5. Mayoral Minute

6. Director of Planning & Environment Reports

6.1 2021/22 Local Heritage Grant Program................................................................................ 19

6.2 Public Space Legacy Program.............................................................................................. 23

6.3 Bush Fire Prone Land Map.................................................................................................. 25

6.4 Draft Victoria Park Masterplan............................................................................................ 28

6.5 Planning Proposal - Highway Service Centre, Murrumbateman............................................. 31

6.6 Development Application No DA210001 - Subdivision & Construction of Private Road, 298 Parkwood Road, Wallaroo................................................................................................... 42

6.7 Development Application No 210076 - Yass High School Multi-Purpose Hall, 39 Grampian Street, Yass................................................................................................................................... 83

7. Director of Infrastructure & Assets Reports

7.1 Yass Water Treatment Plant Upgrade Project - Design and Business Case Preparation Update 89

7.2 "Old" Yass Water Treatment Building.................................................................................. 93

7.3 Lease of Yass Memorial Pool Area for Construction of a Heated Pool..................................... 96

7.4 Electric Vehicle Charging Network Proposals........................................................................ 99

7.5 Crago Mill Precinct - Development Application Submission................................................. 126

7.6 Draft 2021 Strategic Plan Murrumbateman Recreation Grounds User Group Forum............. 149

7.7 Local Roads and Community Infrastructure Grants Phase 3................................................. 165

7.8 2021/22 Safer Roads Program Grant.................................................................................. 168

7.9 2021/22 School Zone Infrastructure Sub-Program Grant Tranche 3..................................... 170

7.10 Yass Floodplain Risk Management Plan & Study................................................................. 172

7.11 Murrumbateman, Binalong, Bookham & Bowning Flood Studies......................................... 177

8. Director of Corporate & Community Reports

8.1 Investment and Borrowings Report - June 2021.................................................................. 179

8.2 Rates Arrears.................................................................................................................... 183

8.3 Revotes from 2020/21 to 2021/22..................................................................................... 185

8.4 Restricted Assets Policy..................................................................................................... 190

8.5 Service NSW Partnership Agreement................................................................................. 195

9. General Manager Reports

9.1 Local Government Election 2021....................................................................................... 216

9.2 Council Committees - Framework and Transition Arrangements.......................................... 218

10. Notice of Motion

Nil

11. Questions with Notice

Nil

12. Minutes and Recommendations of Council Committees

12.1 Minutes of the Bango Wind Farm Community Consultative Committee held on 24 May 2021 231

12.2 Minutes of the Canberra Region Joint Organisation held on 11 June 2021............................ 248

12.3 Minutes of the Audit, Risk & Improvement Committee held on 29 June 2021...................... 258

12.4 Minutes of the Traffic Facilities Management Committee held on 30 June 2021................... 283

13. Confidential Matters

Nil

Close of Meeting Time

Chris Berry
GENERAL MANAGER

YVC_logo_test_transparent

Minutes of the

Ordinary Meeting of Council

Wednesday 23 June 2021

4.00pm

Council Chambers
209 Comur Street, Yass

Table of Contents

Nil 2

1. Prayer. 2

2. Apologies. 2

3. Declaration of Interest/Disclosures. 2

4. Confirmation of Minutes. 2

5. Mayoral Minute. 3

Nil 3

6. Director of Planning & Environment Reports. 3

6.1 Draft Heavy Haulage Development Contributions Plan. 3

6.2 Draft Filling Policy. 3

7. Director of Infrastructure & Assets Reports. 3

7.1 Safety Concerns, Stephens Street, Binalong - Proposal to Close Fitzroy Street. 3

7.2 Illalong Road Partial Road Closure. 4

7.3 Roadside Slashing. 5

8. Director of Corporate & Community Reports. 5

8.1 2021/22 Operational Plan (including Making of the Rates). 5

8.2 Investment and Borrowings Report - May 2021. 7

8.3 Investment Policy Review.. 7

8.4 Debt Management Policy Review.. 7

9. General Manager Reports. 8

9.1 Murrumbateman Old School and School House. 8

9.2 Tender Evaluation Report - Nanima Road Rehabilitation Stage 2 YVC.IA.21.2021. 8

9.3 Sale of Land for Unpaid Rates. 9

9.4 Rebate for Undetected Water Leaks Policy - Marginal Cost of Supplying Water. 9

10. Notice of Motion. 10

11. Questions with Notice. 10

12. Minutes and Recommendations of Council Committees. 10

12.1 Minutes of the Local Emergency Management and Rescue Committees Held on 19 May 2021. 10

12.2 Minutes of the Country Mayors Association Meeting held on 28 May 2021. 11

13. Confidential Matters. 11

13.1 Tender Evaluation Report - Nanima Road Rehabilitation Stage 2 YVC.IA.21.2021. 12

13.2 Sale of Land for Unpaid Rates. 12

13.3 Rebate for Undetected Water Leaks Policy - Marginal Cost of Supplying Water. 13

Open Forum

Nil

Presentations to Council – Items on the Meeting Agenda

Council Meeting - The Mayor declared the meeting open at 4.20 pm.

Present

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

Also present were the General Manager – Chris Berry, Director Planning & Environment – Julie Rogers, Director Infrastructure & Assets – James Dugdell, Acting Director Corporate & Community – Tracy Silgar, Manager Governance – Kevin Gaddes and Corporate Projects Officer – Anita Tilley

Acknowledgement of Country

1. Prayer

2. Apologies

Nil

3. Declaration of Interest/Disclosures

Councillor Abbey declared a significant non pecuniary conflict of interest in Item 13.1 Tender Evaluation Report – Nanima Road Rehabilitation Stage 2 YVC.IA21.2021 and Item 13.3 –Rebate for Undetected Water Leaks Policy – Marginal Cost of Supplying Water and stated that she believed her interest would preclude her from voting.

Reason: Councillor Abbey declared an interest as she has a prior association with one of the companies involved in Item 13.1 and had a close association with the resident involved in Item 13.3.

Councillor McManus declared a non significant, non pecuniary interest in item 13.2 Sale of Land for Unpaid Rates.

Reason: Councillor McManus advised that he lived in one of the streets listed in the properties for sale.

4. Confirmation of Minutes

RESOLVED that the minutes of the Ordinary Council Meeting held on 26 May 2021 covered by page numbers 1-17 inclusive and resolution numbers 83-112 inclusive, copies of which had been circulated to all Councillors, be taken as read and confirmed.

(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

5. Mayoral Minute

Nil

6. Director of Planning & Environment Reports

6.1 Draft Heavy Haulage Development Contributions Plan

SUMMARY

To present a report seeking approval to place the new draft Yass Valley Heavy Haulage Development Contributions Plan on public consultation.

RESOLVED that

1. The draft Heavy Haulage Development Contributions Plan be placed on public exhibition

2. The draft Heavy Haulage Development Contributions Plan be adopted if no significant objections are received during public consultation

3. The Yass Valley Heavy Haulage Section 94 Plan (2006) be repealed if no significant objections are received during public consultation

(Frost/Reid) 114

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

AGAINST: Nil

6.2 Draft Filling Policy

SUMMARY

The draft Filling on Rural Properties Policy has been reviewed following exhibition and consideration of submissions. It is recommended that the revised draft be exhibited.

RESOLVED that the revised draft Filling Policy be placed on public exhibition (including notification to the authors of the submissions of the previous draft Filling on Rural Properties Policy) and adopted if there are no significant issues raised in submission

(Reid/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

7. Director of Infrastructure & Assets Reports

7.1 Safety Concerns, Stephens Street, Binalong - Proposal to Close Fitzroy Street

SUMMARY

To present the outcomes from the consultation with the Binalong community on the proposal to close Fitzroy Street, Binalong as part of a process to address safety concerns on Stephens Street, Binalong. It is recommended that the closure of Fitzroy Street not proceed.

RESOLVED that :

1. The option of closing Fitzroy Street Binalong not be progressed further

2. Any further safety concerns in relation to traffic on Stephens Street Binalong be referred to TfNSW for their action as appropriate

3. The residents requesting the installation of guard rail be advised of the decision

4. TfNSW be advised of this outcome

(Turner/Burgess) 116

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

AGAINST: Nil

7.2 Illalong Road Partial Road Closure

SUMMARY

Development Consent has been issued for a subdivision along Henderson Lane, Binalong, adjacent to Illalong Road. The Consent conditions included a requirement for a part road closure.

RESOLVED that :

1. The part closure of Illalong Road, Binalong be approved

2. The road closure process be commenced and notification be undertaken in accordance with the Roads Act 1993

3. The closed road be dedicated as Operational Land under the Local Government Act 1993 and transferred to the adjacent property owner as compensation for the land to be dedicated as public road

4. The existing section of Illalong Road be dedicated as public road as part of the registration of the subdivision

5. The General Manager and Mayor be authorised to sign documentation associated with the closure

(Turner/Burgess) 117

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

AGAINST: Nil

7.3 Roadside Slashing

SUMMARY

To request consideration of reducing contract ‘Roadside Slashing’ within Yass and villages by not mowing nature strip areas.

RESOLVED that the new ‘Roadside Slashing’ contract mowing areas to not include mowing of nature strips within Yass and villages be placed on public exhibition.

(Frost/Reid) 118

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

AGAINST: Cr McManus

8. Director of Corporate & Community Reports

8.1 2021/22 Operational Plan (including Making of the Rates)

SUMMARY

In April 2021, Council determined that the Draft 2021/22 Operational Plan be placed on public exhibition. A total of 31 submissions were received with relevant issues informing proposed amendments to the draft plan.

In addition to the adoption of the Operational Plan, Council must, each year, ‘make’ the rates and charges by resolution.

RESOLVED that :

1. The 2021/22 Operational Plan be adopted as amended following consideration of the submissions received.

2. The annual Ordinary Rates for 2021/22 be made as detailed in the following table and in accordance with the Statement of Revenue Policy within the 2021/22 Operational Plan.

*CATEGORY*	*SUB - CATEGORY*	*AD VALOREM*	*MINIMUM CHARGE*	*BASE CHARGE*	*INCOME*
*Farmland*		*0.0018441*		*$700.50*	*$4,404,424*
*Residential*	*Non-Urban*	*0.0018154*		*$457.00*	*$3,667,043*
*Residential*	*Yass*	*0.0038409*	*$694.50*		*$1,996,673*
*Residential*	*Binalong*	*0.0033556*	*$694.50*		*$141,840*
*Residential*	*Bowning*	*0.0033556*	*$694.50*		*$78,920*
*Residential*	*Wee Jasper*	*0.0033556*	*$694.50*		*$30,558*
*Residential*	*Bookham*	*0.0033556*	*$694.50*		*$11,112*
*Residential*	*Murrumbateman*	*0.0025376*	*$694.50*		*$185,221*
*Residential*	*Gundaroo*	*0.0025376*	*$694.50*		*$177,753*
*Residential*	*Sutton*	*0.0025376*	*$694.50*		*$73,811*
*Business*	*Sutton & Gundaroo*	*0.0018154*		*$457.00*	*$17,998*
*Business*	*Yass & Other Villages*	*0.0090412*	*$694.50*		*$827,603*

				*TOTAL INCOME*	*$11,612,955*

3. Each annual and consumption charge for water, sewer, liquid trade waste and waste for 2021/22 be made as detailed in the following table and in accordance with the Statement of Revenue Policy.

*Description*	*Annual Charge*	*Consumption Charge (Per kilolitre)*
*Description*	*Annual Charge*	*Consumption Charge (Per kilolitre)*
*WATER CHARGES*
*Water Availability Charge 20mm-32mm*	*$500.00*
*Water Usage Charge for the first 5Kl per day*		*$3.57*
*Water Usage Charge in excess of 5Kl per day*		*$4.70*
*SEWER CHARGES*
*Sewer Residential Charge*	*$734.00*
*Description*	*Annual Charge*	*Consumption Charge (Per kilolitre)*
*Sewer Non-Residential Charge (based on previous years water consumption)*	*Minimum $734.00*
*TRADE WASTE CHARGE*
*Liquid Trade Waste charge with appropriate pre treatment*		*$2.20*
*Liquid Trade Waste charge without appropriate pre-treatment*		*$18.00*
*WASTE MANAGEMENT CHARGES*
*Domestic Kerbside Collection*	*$415.00*
*Vacant Properties*	*$30.00*
*Business Waste Collection*	*$415.00*
*Waste Management Environmental Charge*	*$128.00*
*STORMWATER MANAGEMENT CHARGE*
*Stormwater Management Charge*	*$25.00*
*ON SITE SEWAGE MANAGEMENT CHARGE*
*On Site Sewer Management Charge*	*$35.00*

4. Interest rate payable on overdue rates and charges to be set at the maximum rate specified by the Minister for Local Government at 6.0% pa.

(Turner/Reid) 119

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 - May 2021

SUMMARY

In accordance with the Clause 212 Local Government (General) Regulation 2005, this report provides a summary of Council’s investments as at 31 May 2021. 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 the Investment Report as at 31 May 2021 be received and it be noted that the summary has been prepared in accordance with the Act, the Regulations and Council’s Investment Policy.

(Reid/Harker) 120

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

AGAINST: Nil

8.3 Investment Policy Review

SUMMARY

In accordance with s625 Local Government Act 1993 and Ministerial Investment Order dated 12 January 2011, this report provides a review of the Investment Policy.

RESOLVED that the revised Investment Policy be adopted.

(Reid/Frost) 121

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

AGAINST: Nil

8.4 Debt Management Policy Review

SUMMARY

Council’s external auditors identified the Debt Management Policy as being outdated and in need of a review. A review of the Debt Management Policy has now been undertaken and is presented for adoption.

RESOLVED that the revised Debt Management Policy be adopted.

(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

9. General Manager Reports

9.1 Murrumbateman Old School and School House

SUMMARY

To present a report advising of the current status of the Plan of Management and License for the use of the Murrumbateman Old School and School House.

RESOLVED that:

1. The preparation of the Plan of Management and any Licence for future use of the Old School and School House be deferred until plans for the proposed Murrumbateman Primary School are approved by DPIE

2. Discussions continue between Council, Department of Education and Crown Lands in relation to options for utilising Crown Reserves in Murrumbateman to accommodate and complement the functions of the proposed primary school

3. A submission be made on the Development Application for the proposed school site at the corner of the Barton Highway and Fairley Street indicating:

· Council is supportive of a new school site for the Murrumbateman community

· The submitted design does not make adequate provision for:

o Bus pick up and set down

o Safe pedestrian movements for children between the bus bay and the school site

o Traffic movements to and from the site and the Barton Highway and any intersection improvements with the Barton Highway

o Playground/sporting areas for students

· The importance of community access to school playgrounds/sporting areas and hall outside of school hours

· The Applicant should be negotiating with Crown Lands for the incorporation and use of the adjoining Crown Land (formerly used as a school site) to be used to expand the playground/sporting areas for the proposed school

(Reid/Jones) 123

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 Tender Evaluation Report - Nanima Road Rehabilitation Stage 2 YVC.IA.21.2021

SUMMARY

This report provides advice on the submission of tenders for Nanima Road Rehabilitation Stage 2.

RESOLVED that this item be classified CONFIDENTIAL in accordance with Section 10A(2)(di) of the Local Government Act 1993, which permits the meeting to be closed to the public for business relating to commercial information of a confidential nature that would, if disclosed, prejudice the commercial position of the person who supplied

(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

9.3 Sale of Land for Unpaid Rates

SUMMARY

To consider the sale of eight properties for unpaid rates under s713 Local Government Act 1993.

RESOLVED that the item be classified confidential in accordance with Section 10A(2)(b) of the Local Government Act 1993, which permits the meeting to be closed to the public for business relating to the personal hardship of a resident or ratepayer.

(Turner/Harker) 125

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

AGAINST: Nil

9.4 Rebate for Undetected Water Leaks Policy - Marginal Cost of Supplying Water

SUMMARY

In May 2021 Council adopted a revised Rebate for Undetected Water Leaks Policy. At the same meeting Council deferred consideration of a request for a further rebate for an undetected leak and sought additional information on the marginal cost of supplying water.

RESOLVED that:

1. The marginal cost method for determining water rebates be used as a method of calculating rebates for water leaks resulting in an excess bill of greater than $500

2. The marginal cost method be applied on water usage greater than $500 and the total excess be capped at $1,000 over the average water bills for the same consumption period for the previous two years

3. The current Rebate for Undetected Water Leaks Policy as approved in May 2021 be amended to incorporate the above changes

4. The revised policy be applied to any undetermined rebate requests

(Jones/Reid) 126

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

AGAINST: Crs N Furry, M McManus

Note:

Council did not resolve to consider this matter in Closed Session but preferred to consider the policy aspects of this report in Open Council. In considering this matter Council considered the following:

In May 2021 Council adopted a revised Rebate for Undetected Water Leaks Policy. The policy provides for:

· Staged payments on outstanding water bills in excess of $2,500 following the application of the rebate

· A consistent time period for calculating average water use (i.e. 2 years)

At the same meeting Council considered a request for a further rebate for an undetected water leak and determined to defer consideration for this request pending a further repot on the marginal cost of supplying water.

The marginal cost of water was calculated by taking those costs that can be directly attributable to the production and pumping of water and excluding costs related to upgrade and maintenance of the production and supply network. The included costs are for raw water cost, labour, maintenance contractors, chemicals and electricity.

The marginal cost of supplying water is $0.60/kL for 2019/20.

If the marginal cost of supplying water is used as the basis for determining the rebate for an undetected water leak, then an excess water bill would be calculated as follows:

· Rebate = [(High Water Reading) – (Average Water Reading the same period for last 2 years)]*[(Applicable Tariff) – (Marginal Cost of Water Production)]

· As an example, if a standard bill over a 90 day period with a water reading of 2,000kl ($8,505) with an average usage water reading of 200kl ($680), the rebate would be:

- (2,000 – 450) * (4.50 – 0.60) + (450 – 200) * (3.40 – 0.60) = $6,065 + $700 = $6,765

- This would give a bill of $8,505 - $6,765 = $1,740

· Under the current policy the rebate would be ($8,505 – $680)/2 = $3,912.50

Rather than using the marginal cost of supply water to determining the rebate is may be simpler to have a cap on large water bills. Icon Water uses a cap (i.e. $2,500) and the Victorian Water Industry Association Inc recommend the use of a cap (i.e. $1,000). However as these utilities are larger than Yass Valley Water, Council considered a cap of $1,000.

The decision in relation to any undetermined water rebate request Council considered this to be an operational matter for the General Manager to determine in accordance with any revised policy.

10. Notice of Motion

Nil

11. Questions with Notice

Nil

12. Minutes and Recommendations of Council Committees

12.1 Minutes of the Local Emergency Management and Rescue Committees Held on 19 May 2021

REPORT

The minutes of the Local Emergency Management Committee and Rescue Committee meetings held on 19 May 2021 are included in Attachments A and B.

From these minutes there are no items which covers a matter that:

· Requires expenditure not provided for in the current Operational Plan

· Involves a variation to a Council policy

· Is contrary to a previous decision or position of Council

· Relates to a matter which requires Council to form a view or adopt a position

· Deals with a matter of specific interest

Accordingly the minutes are presented for information.

RESOLVED that the minutes of the Local Emergency Management Committee and Rescue Committee meetings held on 19 May 2021 be noted.

(Turner/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

12.2 Minutes of the Country Mayors Association Meeting held on 28 May 2021

Summary

The minutes of the Country Mayors Association meeting held on 28 May 2021 are included in Attachment A.

From these minutes there are no items which covers a matter that:

· Requires expenditure not provided for in the current Operational Plan

· Involves a variation to a Council policy

· Is contrary to a previous decision or position of Council

· Relates to a matter which requires Council to form a view or adopt a position

· Deals with a matter of specific interest

Accordingly the minutes are presented for information.

RESOLVED that the minutes of the Country Mayors Association meeting held on 28 May 2021 be noted

(Harker/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

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 Evaluation Report - Nanima Road Rehabilitation Stage 2 YVC.IA.21.2021

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 Sale of Land for Unpaid Rates

Item 13.2 is confidential in accordance with section s10(A)(2)(b) of the Local Government Act because it contains the personal hardship of a resident or ratepayer and discussion of the matter in an open meeting would be, on balance, contrary to the public interest.

(Burgess/Reid) 129

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 5.25 pm

At 05:26 pm Councillor Abbey left the Chambers.

Cr McManus took the chair.

13.1 Tender Evaluation Report - Nanima Road Rehabilitation Stage 2 YVC.IA.21.2021

SUMMARY

This report provides advice on the submission of tenders for Nanima Road Rehabilitation Stage 2.

RESOLVED that :

1. The tender submitted by Hewatt Civil Pty Ltd under the Nanima Road Rehabilitation Stage 2 contract YVC.IA.21.2021 be accepted for a total cost of $662,770.40

2. A contingency allowance of $100,000 be allocated for latent conditions.

3. The schedule of rates submitted by Hewatt Civil Pty Ltd for the Nanima Road Rehabilitation Stage 2 be accepted for undertaking additional safety improvements on Nanima Road to the value of any project budget remaining

(Frost/Reid) 130

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

AGAINST: Nil

At 05:30 pm Councillor Abbey returned to the Chambers.

13.2 Sale of Land for Unpaid Rates

SUMMARY

To consider the sale of eight properties for unpaid rates under s713 Local Government Act 1993.

RESOLVED that :

1. The land as listed for overdue rates and charges be sold

2. The auction date be 17 November 2021, commencing at 10.00am at the Council Chambers, 209 Comur Street, Yass

3. Notice of the proposed sale be given by an advertisement published in the NSW Government Gazette and one other newspaper

4. From the date of this meeting, no property listed shall be withdrawn from sale unless all amounts due at are paid in full or an arrangement satisfactory to Council for payment of all rates and charges being entered into by the rateable person

5. Delegated authority is given to the General Manager, Director Corporate & Community Services and the Chief Financial Officer to jointly consider any requests for payment arrangements

6. Delegated authority is given to the General Manager to set reserve prices in consultation with the Chief Financial Officer and the appointed auctioneer

7. Any lot not sold by auction remains with the appointed auctioneers for sale by private treaty

(Turner/Frost) 131

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

AGAINST: Nil

13.3 Rebate for Undetected Water Leaks Policy - Marginal Cost of Supplying Water

SUMMARY

In May 2021 Council adopted a revised Rebate for Undetected Water Leaks Policy. At the same meeting Council deferred consideration of a request for a further rebate for an undetected leak and sought additional information on the marginal cost of supplying water.

No decision made

RESOLVED that the meeting move into Open Council.

(Reid/Turner) 132

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 5.40pm.

RESOLVED that the recommendations in Closed Council be adopted.

(Reid/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

The meeting closed at 5:47 pm.

Ordinary Council Meeting 28 July 2021

6.1 2021/22 Local Heritage Grant Program

SUMMARY

To present a report on the completion of the 2020/21 Local Heritage Grants and the recommendations from the 2021/22 Local Heritage Grants Assessment Panel.

RECOMMENDATION

That:

1. The expenditure and reimbursement for the 2020/21 Local Heritage Grants Program be noted.

2. The following funding be provided un the 2021/22 Local Heritage Grant Program:

Binalong Mechanics Institute, Binalong	$2,500
Cooma Cottage, Yass	$1,500
“Caledonia Store”, 32 Cork St Gundaroo	$2,075
“General Store” 28 Fitzroy Street Binalong	$3,000
“Darcyville”, 18 Pritchett Street Yass	$2,000
Bowning Hall	$3,300
St James Church Bowning	$625
St Mark’s Church Gundaroo	$2,000
“The Parsonage” 120 Rossi Street Yass	$2,000

Financial IMPLICATIONS

In May 2021, Council accepted a two year funding offer from Heritage NSW for 2021/22 and 2022/23 of 1:1 up to $5,500 (ex GST) per year. In the 2021/2022 budget Council contributed $13,500 towards a total budget of $19,000.

POlicy & Legislation

· Yass Valley Local Environment Plan 2013

· Local Heritage Grants Policy

REPORT

Each year Council with the assistance from Heritage NSW facilitates an annual Local Heritage Grant Program. In May 2021, Council accepted a two year funding offer for 2021/22 and 2022/23 of 1:1 up to $5,500 (ex GST) per year. In 2021/22 Council has contributed $13,500 towards an annual budget of $19,000.

2020/21 Local Heritage Grant Program

As part of the 2020/21 Local Heritage Grants program six grants were awarded with five projects successfully completed. The types of work undertaken included stained glass window restoration work.

At the completion of the 2020/21 program, $16,723 was awarded to five applicants that successfully completed the program as detailed below:

Heritage Item Address	Project Description	Project cost	Applicant’s contribution	Local Heritage Funding
St Andrew’s Uniting Church, 2 Cliff Street Yass	Preparation and painting of fascia’s and gutters	$11,650	$7,650	$3,825
St Patrick’s Church Binalong, 27 Manning Street Binalong	Restoration of Stained Glass Windows	$85,775	$82,275	$3,500
The Royal Hotel, 11 Queen Street Binalong	Drainage work and painting	$8,060	$4,860	$3,200
Binalong Mechanics Institute, Wellington Street Binalong	Sand, prime, repaint window architraves and doors	$4,572	$2,286	$2,286
Binalong Court House, Queen Street Binalong	Sand and coat hardwood tongue and groove flooring. Replace all damaged joists and boards	$7,824	$3,912	$3,912
	TOTAL	$117,881	$100,983	$16,723

2021/22 Local Heritage Grant Program

This year’s Local Heritage Grant Program received 14 applications. A panel comprising of Council’s Heritage Advisor, Strategic Planning Manager and Cr Frost assessed all applications against the Local Heritage Grants Policy.

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

A summary of the assessment Panel’s findings is included in Attachment A.

The Panel recommends that the following applications be offered funding under the 2021/22 Local Heritage Grants Program:

Heritage Item Address	Project Description	Proposed Project Cost	Requested Funding	Recommended Funding
Binalong Mechanics Institute, 15 Wellington Street, Binalong	New timber flooring on the stage area including fine sand and coat	$5,445	$2,722	$2,500
Cooma Cottage, Yass Valley Way, Yass	Provide new post and wire fencing between internal grounds and paddocks	$7,500	$3,750	$1,500
The Caledonia Store, 32 Cork Street, Gundaroo	Restore balustrade with bespoke 3-rail timber dowell slat balustrade	$6,300	$2,100	$2,075
28 Fitzroy Street, Binalong (General Store)	Replace leading roof with a like for like replacement	$25,000	$4,000	$3,000
“Darcyville”, 18 Pritchett Street, Yass	Clean, repair and paint roof	$4,000	$2,000	$2,000
Bowning Hall	Repair water damaged floor in the hall supper room	$6,908	$3,312	$3,300
St James’ Church, Bowning	Seal the roof and external wall at the western end of Church to prevent bird access	$1,250	$1,250	$625
St Mark’s Church, Gundaroo	Repairs and maintenance to the roof area of the Church	$8,800	$4,000	$2,000
120 Rossi Street, Yass	Replace the verandah	$8,200	$4,000	$2,000
	Total	$73,403	$27,134	$19,000

There were five applications which were lodged that the Panel determined should not be eligible for funding in 2021/22:

· 6 Monteagle Street and 57 Fitzroy Street, Binalong

The two applications are for repairs/preparation and exterior painting. Both addresses are not listed heritage items and are not in a conservation area within the LEP. Not overly prominent buildings within village.

· Binalong Courthouse

The application is for replacement of the timber joists and boards on the exterior verandah. The Binalong Courthouse has received grants through both the Local Heritage Fund and Community Fund in 2019/20 and 2020/21. The applicant is encouraged to reapply next year with evidence of operation or a business plan for the Museum.

· Friends of the Liberty

The application is for the design and printing of posters for the external notice boards on the theatre to advertise a meeting for the purpose of attracting new members with the intention of raising funds to acquire the building. Unclear when meeting is proposed to be held and not clear how the project will directly protect and maintain heritage. Are professional posters needed when there are alternative (free/low cost) methods of advertising a meeting e.g. Social media, Yass FM. Encourage group to reapply for projects once they have a business plan in place.

· Golden Fleece – 48 Queen Street, Binalong

The application is for repair of brickwork, floorboards and ceiling, including rodent damage. While this appears to be a worthwhile project the application was not accompanied by a quote. The applicant is encouraged to reapply in 2022/23 and to also have an assessment completed by the Heritage Advisor.

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 properties to seek funding for small conservation projects

ATTACHMENTS: a. 2021/22 Assessment Matrix ⇩

Ordinary Council Meeting 28 July 2021

6.5 Planning Proposal - Highway Service Centre, Murrumbateman

SUMMARY

To present the outcomes of the consultation for the Planning Proposal seeking amendment to the Yass Valley LEP 2013 to permit a highway service centre on the Barton Highway, Murrumbateman. It is recommended that the Planning Proposal be endorsed and an amendment be made to the Yass Valley LEP 2013.

RECOMMENDATION

That:

1. The Planning Proposal – Highway Service Centre, Murrumbateman (PP.2020.01) be adopted

2. The opinion of the NSW Parliamentary Counsel’s Office (PCO) be sought whether the amendment to the Yass Valley LEP 2013 can legally be made

3. The amendment to the Yass Valley LEP 2013 be made as a local plan-making authority

Financial IMPLICATIONS

Resources for the assessment of Planning Proposals are provided for in the 2021/22 Operational Plan - Fees and Charges.

POlicy & Legislation

· Environmental Planning & Assessment Act 1979

· Yass Valley Local Environmental Plan 2013

REPORT

1. Background

A Planning Proposal for a highway service centre at Murrumbateman was submitted in February 2020. In April 2020 Council endorsed the proposal to proceed to a Gateway determination.

The subject site is located to the western side of the Barton Highway with the part of the land being considered for the proposed highway service centre located to the north of Long Rail Gully Road at its intersection with the Barton Highway (refer Figure 1).

Figure 1: Location of subject site

2. Planning Proposal

The Planning Proposal seeks a site specific amendment to the Yass Valley LEP 2013 to permit a highway service centre with development consent on the specific land within the subject site.

The Planning Proposal is intended to amend Schedule 1 Additional Permitted Uses of the Yass Valley LEP 2013 by including the following:

1. Use of certain land at Barton Highway/Long Rail Gully Road, Murrumbateman

(1) This clause applies to land at Barton Highway/Long Rail Gully Road intersection being part Lot 12 DP 1158637, identified as “2” on the Additional Permitted Uses Map.

(2) Development for the purposes of highway service centre is permitted with development consent.

The Planning Proposal is supported by Ecological, Traffic Impact, Aboriginal Due Diligence and Hydrogeological assessment reports.

3. Gateway Determination

The Department of Planning, Industry & Environment (DPIE) issued a Gateway determination in May 2020 with a requirement for a traffic impact assessment to be undertaken to the satisfaction of Transport for NSW (TfNSW) prior to public consultation.

TfNSW accepted the traffic impact assessment (refer Attachment A) in May 2021.

4. Public Exhibition

The Planning Proposal was placed on public exhibition from 6 May to 7 June 2021. The community was informed about the consultation through Council website, Facebook, newsletters and notification to the Murrumbateman Progress Association. Letters were also sent to four adjoining and adjacent landholders (refer Figure 2) notifying them of the consultation.

Figure 2: Neighbours notified about the proposal

A total of 34 submissions have been received (refer Attachment B) during the public exhibition. A number of households made multiple submissions. The proponent responded to the issues raised (refer Attachment C). A Planning Forum was also held on 14 July 2021.

5. Public Submissions

The main issues raised by the submissions and the planning response are discussed as follows.

5.1 Right Hand Turn from Long Rail Gully Road

The proposed Highway Service Centre does not propose to remove the ability to turn right from Long Rail Gully Road onto the Barton Highway. Design work has not yet commenced for this section of the Barton Highway duplication. TfNSW has confirmed that the proposal would not influence any decision on retaining a right turn at this intersection. This issue is a matter to be considered for the commercial feasibility of any future operator, as there is a risk that this development may only be able to service northbound traffic in the longer term.

The other issue raised was B-doubles turning right from Long Rail Gully Road. Council staff also recognised this as an issue as the right turning of B-doubles from the site would take up the entire southbound lane of the Barton Highway. This is an obvious safety issue with a large slow vehicle entering a high speed traffic environment. Further design work (including any upgrades) would be required to ensure a safe access point Which can be dealt with at the Development Application stage in the planning process. If this cannot be achieved, then access would need to be restricted. Although the traffic impact assessment indicates that B-doubles may utilise the site, there are alternative options for the refuelling of these vehicles and use rest facilities at the Yass Highway Service Centre if travelling from Melbourne, or Eaglehawk Truck Stop if travelling from Sydney to Canberra.

The safety issue of turning onto the Barton Highway during low visibility conditions (e.g. fog) was also raised. Weather conditions, particularly during winter present a challenge for any vehicle access onto major roads within the Yass Valley. As TfNSW are the road authority for the Barton Highway, their advice has been sought regarding the safety of this proposal at this intersection, and weather visibility was not raised.

5.2 Proximity to/Number of other Service Stations

A number of submissions raised the need for another service station or highway service centre, given the distance between Yass and the ACT, as well as the existing service station in Murrumbateman. This is a commercial consideration. As previously reported to Council, there is no specific policy on separation distances for highway service centres from TfNSW, and policies in other jurisdictions advise locations should be market driven.

Given the high volumes of commuter traffic utilising the Barton Highway, it is considered justified on that basis. Any potential loss of a right hand turn from the site and any restriction on vehicle types using the site is a commercial consideration for a future operator.

Difficulties with the entry and exit access at the existing service station in Murrumbateman have been highlighted (e.g. entry and exit particularly at peak times or if towing a trailer). The highway service centre proposal offers an alternative fuelling point to this facility.

The transition towards electric vehicles has been raised. This is noted particularly given the significant proportion of employees within the region who commute to the ACT for work, and the ACT Government plan to increase the uptake of zero emissions vehicles. However, this is a commercial decision for any future operator.

5.3 Inappropriate Location

While this site has not been strategically identified for this purpose, the Murrumbateman Structure Plan (2014) did identify a site for this purpose on Hillview Drive on the eastern side of the proposed bypass. There is no indication from TfNSW when the bypass will be designed or constructed, as neither has been funded to date.

The overall lack of commercial space within Murrumbateman is recognised particularly given the population size. Unfortunately, the area which had been identified (with approvals in place) for this purpose has been acquired for the construction of the new primary school. Preliminary planning work with adjacent landowners to the north has commenced which will identify additional commercial areas. It is considered that this proposal will complement the existing limited retail services already in Murrumbateman particularly before and after hours. Its location is also adjacent to the northern area of land identified for growth within the Yass Valley Settlement Strategy.

Concerns raised in relation to the loss of agricultural land are noted, however the Gounyan Curves realignment resulted in the subject site being disconnected from the surrounding land. The presence of the former Barton Highway road pavement has already reduced its production potential. Issues raised with the fragmentation of the rural landscape and loss of lifestyle is at odds with the level and direction of growth proposed for Murrumbateman within the Yass Valley Settlement Strategy.

The potential amenity impacts of light and noise pollution are acknowledged, and these would be considered along with potential mitigation strategies during the assessment of any future Development Application.

5.4 Water Supply

The ability to connect the proposed development with the Yass to Murrumbateman water supply pipeline was raised. Connecting into the trunk main along its alignment is not permitted as the design of the pipeline is to service development and growth in Murrumbateman.

The hydrogeological testing has confirmed that there is sufficient groundwater available, and a water quality management plan can be required to utilise rainwater within any future commercial businesses.

The contamination risk is noted and can be addressed as part of any future Development Application through design (i.e. bunding, stormwater management) and monitoring requirements for underground petroleum storage tanks required under the Protection of the Environment Operations Act 1997.

6. Transport for NSW

The Planning Proposal was referred to TfNSW who advise they have no objection to the proposal (refer Attachment D). TfNSW also made several recommendations that can be dealt with at the Development Application stage.

7. Conclusion

In regard to the Planning Proposal at this stage in the planning process Council can:

· Reject the proposal

· Modify the proposal

· Adopt the proposal as exhibited.

The advice from TfNSW and the technical assessment by staff has not raised any significant or critical issues warranting rejection or modification. Most of the concerns raised in the submissions are matters that can be dealt with at the Development Application stage following receipt of a detailed design, should the Planning Proposal be adopted by Council.

Strategic Direction

Key Pillar 1. Our Environment

CSP Strategy EN4 - Maintain a balance between growth, development and environmental protection through sensible planning

Delivery Program Action EN4.1 - Ensure Council's statutory planning instruments are up to date and reflective of the community needs

Operational Plan Activity EN4.1.1 – Undertake ongoing strategic land use planning and reviews of existing instruments

ATTACHMENTS: a. Traffic Impact Assessment (Under Separate Cover) ⇨

b. Submissions (Under Separate Cover) ⇨

c. Response to Submissions ⇩

d. TfNSW Submission ⇩

Ordinary Council Meeting 28 July 2021

6.6 Development Application No DA210001 - Subdivision & Construction of Private Road, 298 Parkwood Road, Wallaroo

Summary

To present the assessment of Development Application No DA210001 for the construction of a private road and subdivision of 298 Parkwood Road, Wallaroo. The proposal is referred to Council as the application attracted five submissions. Approval is recommended.

Recommendation

That conditional Development Consent be issued for Development Application No 210001 for the construction of a private road and subdivision of 298 Parkwood Road, Wallaroo.

FINANCIAL IMPLICATIONS

Resources for development assessment are provided for in the current Operational Plan.

POLICY & LEGISLATION

· Environmental Planning & Assessment Act 1979

· Environmental Planning & Assessment Regulation 2000

· Roads Act 1993

· State Environmental Planning Policy (Infrastructure) 2007

· Yass Valley Local Environmental Plan (Parkwood) 2020

REPORT

1. Application Details

Date Received	-	1 February 2021
Land	-	Lots 1-3 DP 771051, 298 Parkwood Road, Wallaroo
Area	-	251ha
Zoning	-	R1 General Residential, E2 Environmental Conservation, E3 Environmental Management

2. Site Description and Locality

The site is located at 298 Parkwood Road, Wallaroo, predominantly on the southern side of Parkwood Road. The land forms part of the broader Ginninderry Development (referred to as ‘Parkwood’ within NSW). The site is bound to the north by Parkwood Road, to the south by the NSW/ACT State Border and to the west by the Murrumbidgee River and a rural property, also recently rezoned as part of the Parkwood Planning Proposal.

The development site has a total area of 251ha and generally supports vacant, agricultural land. The area of impact associated with the proposed internal access road is highly modified and consists only of exotic vegetation, whilst land closer to the river corridor (proposed Lot 1) has been appropriately zoned to contain land of environmental value.

A Locality Plan is included in Attachment A.

3. Background

The ‘Parkwood’ Planning Proposal was gazetted in July 2020, rezoning the development site and surrounding land for urban development and a conservation corridor that will be managed by a Conservation Trust (already operational in the ACT) when future residential development occurs, in accordance with the Ginninderry Conservation Corridor Management Plan. The Yass Valley LEP (Parkwood) 2020 provides the roadmap to the delivery of the Ginninderry Development in NSW. The ‘new’ zoning and the Ginninderry masterplan are included in Attachment B.

The LEP was approved by DPIE as a priority project to provide an immediate or short term economic stimulus to aid recovery from the pandemic induced economic downturn. The LEP approval was subject to a Development Application being lodged within six months of the rezoning.

The Yass Valley LEP (Parkwood) 2020 was gazetted in July 2020 and the Development Application lodged with Council in early 2021 to meet the timing commitments.

4. Proposal

The submitted application involves:

· A two lot subdivision to reflect recent E2 Environmental Conservation and R1 General Residential zoning in the recently gazetted Parkwood LEP (refer Attachment C)

· The construction of a private internal access road providing connection from Parkwood Road (NSW) to the future extension of Pro Hart Drive (ACT). The road will serve as an additional access for the current landowners, as well an alternate bushfire egress for Neighbourhood 2 of the Ginninderry Development (refer Attachment D)

It should be noted that plans and details submitted with the application indicate the construction of a dual carriageway road. This is not part of the subject application and is to be undertaken as part of subsequent stages of the proposed road construction (i.e. Stages 2 and 3). This level of detail was included to provide context for the proposed road and clarification of the road alignment as it relates to the broader Ginninderry Development.

5. Public Exhibition

Public exhibition included notice to 10 neighbouring landowners. A total of five submissions were received (refer Attachment E) raising concerns which relate to the broader issue of the dumping of ACT construction waste in the Yass Valley. In particular, the submissions raise the following issues:

· Volume, management and disposal of material from the site

· Unwillingness of Council and ACT Government to monitor and take required compliance action in relation to the disposal of material

· Lack of information provided by the applicant

One of the submissions also suggest Consent conditions to address potential issues.

The Applicant’s response to the issues raised in the submissions is included in Attachment F.

In response to the issues raised and to clarify details of the proposed development, additional information was requested from the Applicant i.e.

· Material is not required to be imported to the site

· The extent of cut and fill will result in 14,446m³of excavated material (refer Grading Plan in Attachment D) which is to be stockpiled on site

6. Referrals

The application was referred to Rural Fire Service (RFS), TransGrid and ACT Government. ACT Government raised no objections and General Terms of Approval were issued by RFS and TransGrid, which can be included in any Consent that may issue.

7. Assessment

An assessment of the proposal has been completed in accordance with the planning legislation. The proposal generally complies with the relevant planning controls, policies and guidelines.

Issues raised in submissions relate to the broader issue of the dumping of ACT construction waste in the Yass Valley and the concern that material, from the ACT, will be exported to the site for the purpose of road construction. The planning response to these issues is as follows.

· The proposed development does not involve importing material to the site. Concerns associated with importing fill material (i.e. noise pollution, impacts to road safety, amenity of neighbouring properties, quality of fill) are not relevant to the proposal

· The excavated material is to be stockpiled within the development site (i.e. not exported off site). Impacts associated with transporting material off site are not relevant to the proposal

· As no material is required to be imported or exported for the purposes of the development, it is anticipated that minimal compliance action will be required of Council

· The stockpiles are to be located within an area which does not support any significant biodiversity values. A condition can be included in any Consent that may issue to address this matter

· The development involves the construction of a private internal access road only (i.e. Stage 1) and does not include the construction of a dual carriageway (i.e. Stages 2 and 3). The upgrade to a dual carriageway will be part of a future stage of development

The submissions also made suggestions for Consent conditions relating to traffic and access, sediment and erosion control and the retainment of material within the site. Requirements can be included in any Consent that may issue to address these issues.

8. Conclusion

From the assessment of the proposal and consideration of issues raised in submissions, it is recommended that a Development Consent be issued. Draft conditions are included in Attachment G.

Strategic Direction

Theme 1. – Our Environment

Long Term Goal EN4 – Maintain a balance between growth, development and environmental protection through sensible planning

Strategy EN4.2 – Ensure development application assessment is thorough and efficient

Strategic Action EN4.2.1 – Implement the development process and implement changes aligning with the NSW Government’s best practice guidelines.

ATTACHMENTS: a. Locality Plan ⇩

b. Zoning Plan and Ginninderry Masterplan ⇩

c. Plan of Subdivision ⇩

d. Details of Proposed Road ⇩

e. Submissions ⇩

f. Applicant's Response to Submissions ⇩

g. Draft Consent ⇩

Ordinary Council Meeting 28 July 2021

7.1 Yass Water Treatment Plant Upgrade Project - Design and Business Case Preparation Update

SUMMARY

The Yass Water Treatment Plant Upgrade Project is an important and challenging project for the Yass Valley Council. In December 2020 an update on progress of the Yass Water Treatment Plant Upgrade Project was provided which outlined significant challenges to the progression of the project. Council requested bimonthly update reports be provided on the project. This report is the third update.

RECOMMENDATION

That:

1. The update report and work completed on the Water Treatment Plant Upgrade Project be noted.

2. The submission for funding of Stage 1 Construction Works estimated at $2.543m made to Housing Acceleration Fund (HAF)/RestartNSW be noted.

3. The funding for construction of Stage 1 Works from HAF be accepted when approved.

4. The General Manager be delegated to execute the Funding Deed for Yass WTP Upgrade: Stage 1 Construction.

5. Work on the Design and Business Case for Stage 2 & 3 Upgrade Works be recommenced on the basis of the Peer Review recommendations and stakeholder feedback.

6. The 2021/22 Operational Plan/Budget be modified to reflect the above recommendations to include $2.543M of capital grant funds to cover $2.543M capital expenditure.

Financial IMPLICATIONS

In December 2018 Council accepted a grant of $1,200,000 for preparing a detailed design and final business case under the State Government’s Restart NSW Housing Acceleration Fund (HAF) for the Yass Murrumbateman – Water Quality Improvement Project.

Funding for construction is subject to further application to Restart NSW and its approval to a maximum of $10M, including the cost of the detailed design and business case preparation.

The scope and staging for the project has changed since December 2020 and the estimated project cost for delivery of the upgrade works utilising a three stage process is now in the order of $33.2M.

Budget has been allocated in the 2019/20, 2020/21 and 2021/22 financial years for $1.2M. Due to additional scope for the Stage 1 works additional funding request is included in the Draft Operational Plan for 2021/22.

Cost of the preferred option for Stage 2 Construction will be estimated subject to the finalisation of Peer Review.

The impact of including $2.543M capital grant income to fund a corresponding amount of $2.543M capital expenditure for Stage 1 construction into the 2021/22 budget is that the net operating result before grants and contributions provided for capital purposes remains unchanged as a surplus of $32K.

POlicy & Legislation

· Local Government Act 1993

REPORT

1. Background

The upgrade of the Yass Water Treatment Plant is being progressed in three stages:

1. Early Works package including: installation of bubble plume aeration at Yass Dam, upgrade of Raw Water Pump Station, and urgent works at Yass Water Treatment Plant

2. Major treatment plant upgrades

3. Rehabilitation of selected existing treatment plant process units

A Councillor Workshop held on 7 December 2020 provided an overview of the project progress since May 2020. Council’s position at the time was that implementation of options other than a new Water Treatment Plant would present significant risks. Equally, DPIE (Water) did not agree with the comprehensive nature of the upgrade proposed by Council for a range of technical, operational and cost related reasons. It was agreed that a three Stage process (incorporating an Independent Peer Review) should now form the basis of delivering upgraded water treatment facilities in Yass.

Council has requested bi-monthly updates on the progress of the project.

2. Progress to date

2.1 Stage 1 Design and Business Case Preparation

· Risk assessments, review of information, objective setting, investigations and design basis confirmation were completed for the three packages. Scope statements were prepared for each package including preliminary cost estimates and were shared with DPIE (Water) for comments. Discussions were held on 14 April 2021 on the technical details of the plume aeration. Design basis for the three packages were finalised.

· Draft Business Case was submitted for review by the Funding Agency (HAF).

· Concept Design and Detailed Design for the three packages are in progress and will be completed by the end of July 2021.

2.2 Peer Review

City Water Technology (CWT) was engaged by Council to undertake a peer review. Works completed by CWT consisted of:

· Identification of raw water quality envelopes to confirm the design basis for any new and/or upgraded treatment processes to achieve the water quality goals

· Draft report summarising CWT's review of the proposed Stage 1 Works (reported in March 2021) and commentary of their impact on Stage 2 works.

· Draft Report on Stage 2 Works was provided to DPIE (Water), NSW Health and HunterH2O for their comments by 28 May 2021.

· The Review reinforced the challenges with the Yass Dam raw water quality envelope and the deficiency of the existing process units to treat the water to meet the requirements of ADWG (Australian Drinking Water Guidelines). It also includes recommendations for some significant departures from the process units originally proposed by Council, namely the type of clarifiers (recommending lamella plate clarifiers), number of filters (six filters) and the type of softening process (side-stream reverse osmosis process).

· Comments were received from DPIE (Water), NSW Health, and Hunter H2O on the Peer Review Report which resulted in some minor amendments to the report. Responses from DPIE (Water) to the Peer Review indicate that there has been little change in their view of WTP Upgrade.

· Council notified DPIE (Water) on 9 July 2021 of its intention to proceed with the design and business case development of an option that incorporates the Peer Review recommendations and feedback of all stakeholders (Attachment A).

· The Peer Review process is now complete.

2.3 Consultation with DPIE (Water)

· Updates have been regularly provided to DPIE (Water) technical team. Feedback was received on the ‘Peer Review Scope’ and has been provide to Peer Reviewer

· Scope statements for each of the packages to be delivered as part of Stage 1 have been sent to DPIE (Water) for comment and included in the development of the packages.

· DPIE (Water) technical team provided support to the discussion with HAF.

· Council provided the draft Peer Review Report for Stage 2 to DPIE (Water) and other stakeholders for their comments on 14 May 2021. Comments from DPIE Water were received on 18 June 2021. Some elements of their response were included in the updated Peer Review report, however there is still a significant departure between the recommendations of Hunter H20 and CWT and the position of DPIE (Water).

· The Business Case for Stage 1 was reviewed by HAF/DPIE and below is an excerpt of the comments by DPIE:

It is recommended that Council allow the Stage 1 works sufficient duration to demonstrate the expected improvements in removal of turbidity and manganese. Understanding the impact of the Stage 1 works may offer the opportunity to Council to further optimise Stage 2 with a view to reducing costs.

The Stage 1 works Business Case acknowledges that Stage 1 addresses key issues and will help to inform the medium-term Stage 2 and 3 works to provide a more robust treatment plant, suitable for longer-term operation and compliance with ADWG requirements. DPIE looks forward to working with Council and the design team as the Stage 2 design continues.

· Preparation of Detailed Design and Business Case for Stages 2 & 3 will commence with consultation with DPIE and NSW Health.

2.4 Funding Deed with Housing Acceleration Fund

Council staff discussed the amendment required to the current HAF Funding Deed for $1.2M with the DPIE HAF Fund Managers. Formal approval was obtained from HAF/RestartNSW on 11 May 2021.

The milestones for the Deed was amended as follows.

· Milestone 1 Stage 1 Business Case - June 2021 (Complete)

· Milestone 2 Peer Review Report - May 2021 (Complete)

· Milestone 3 Stage 2 & 3 Business Case - February 2022

The Business Case for Stage 1 was accepted by HAF and DPIE on 14 July 2021. Stage 1 Construction is estimated at $2.543M and Council is pursuing with InfrastructureNSW/ RestartNSW/HAF to arrange for the funding approval and a funding Deed.

2.5 Stage 2 – New Water Treatment Facilities

Council will now restart the design and business case development for Stage 2 works based on the recommendations of the Peer Reviewer. The Stage 2 design will now consider the following processes:

· Contact tanks for oxidation and organic absorption

· Coagulation

· Clarification via Lamella Plate Clarifiers

· High rate dual media filters

· Side stream nanofiltration for softening

· Fluoridation

· Disinfection via UV treatment and Chlorine Gas

2.6 Stage 3 – Rehabilitation of Existing Treatment Process Units

The Stage 3 design and business case tasks have not yet commenced and will recommence based on the recommendations of the Peer Reviewer.

3. Next Steps

· Complete the Stage 1 Concept Design, Detailed Design and tender documents

· Order long lead time items for Stage 1.

· Liaise with Infrastructure NSW to enter into a funding Deed of $2.543M for Stage 1 Construction

· Commence and finalise Stage 2 &3 Concept Design, Detailed Design and Business Case.

Strategic Direction

Key Pillar 4. Our Infrastructure

CSP Strategy IN5 - Ensure high quality water supply options for the towns in the region

Delivery Program Action IN5.1 - Council to supply quality water, cater for growth and quality enhancements that addresses the community needs

Operational Plan Activity IN5.1.1 - Council to supply quality water, cater for growth and quality enhancements that addresses the community needs

ATTACHMENTS: a. Letter to DPIE on 7 July 2021 - Confidential

Ordinary Council Meeting 28 July 2021

7.2 "Old" Yass Water Treatment Building

SUMMARY

To present a report advising of the current unsafe condition of the Old Water Treatment Building, and to advise that Yass Community Radio Association (Yass FM100.3) have vacated the building and implemented interim transmission measures while alternate accommodation options are being explored.

RECOMMENDATION

That the report on the “Old” Yass Water Treatment Building be noted,

Financial IMPLICATIONS

Nil.

POlicy & Legislation

· Local Government Act 1993

· Leasing of Council Property Policy

REPORT

1. Background

The ‘Old” Water Treatment Plant building at Cooks Hill Road became redundant to Council’s operational requirements in 1990.

On 26 May 2000 the then Yass Shire Council and Yass Community Radio Association Incorporated entered into a signed Memorandum of Understanding (MoU) to allowing the Yass Community Radio (Yass FM 100.3) use of the disused water treatment plant building under certain terms and conditions as contained in the MoU.

In April 2021 discussions started regarding the building being becoming unsafe for use and Yass FM were advised to consider alternate options for locations for the operation of Yass FM, and were asked to find an alternate location in three months. However; electrical and water issues, among others, rendered the building unsafe for use from 28 April 2021.

Following is a timeline of events leading up to the building being declared unfit for purpose:

19 April 2021	Yass FM requested Council inspect the building due concerns around the building being unsafe.
21 April 2021	Building inspection undertaken by Council staff with members of Yass FM100.3 Executive Committee in attendance. Agreed safety measures put in place regarding non-use of wet areas and the recording room as interim safety measure.
6 May 2021	Council letter sent to Yass FM100.3 regarding health and safety issues associated with continued operation from the building: · Rising damp, mould and flaking paint · Algae build up and damp areas. · Water leaks with water pooling in walkways · Concern regarding safe exit point from building. · Old electrical wiring · No safe exit from upper level recording room. Building non safety compliant for purpose · No ventilation in transmission room. · Possible lead paint · Possible asbestos sheeting Request to notify Council within three months of plans for moving Yass to a suitable alternate location.
Mid May 2021	Electrical fire from a power point in the kitchenette located in the entry and exit point to the building. Electrician made power point safe.
28 June 2021	Request by Yass FM for Council to inspect building as water after recent heavy rain, had pooled throughout parts of the building in particular on the concrete floor where the main electrical cabinet is situated. Council Staff, including the Risk Coordinator, inspected the building in consultation with an executive committee member from Yass FM. With the possibility of further wet weather, Council Staff considered the building unsafe to occupy. Alternate transmission discussions were held with the committee member present to enable the building to be secured until such time as it was assessed as safe to remove equipment and disconnect electricity to the building. The building was locked and interim broadcasting arrangements were put in place to keep Yass FM on air until alternate location can be found.

The building and grounds will be secured and off limits to the public, electrical supply will be maintained to the TV Repeaters and Telstra 5G tower, however power to the remainder of the building will be disconnected for safety reasons.

2. Request for Support

On 30 June 2021 Council received correspondence from the President, on behalf of the Board of Yass FM, seeking support with sourcing alternate location to operate Yass FM and listed three possible locations for Yass FM to relocate.

Staff have reviewed the suggested possible locations and provide the following feedback:

· Community Centre – The current Development Consent restricts the usage of the upstairs portion of the building due to fire separation and compliance issues. Space within the Community Centre lower floor is not considered an option as it would impede the amenity for other regular users

· Yass Memorial Hall – During a community consultation process on the future use of the hall Yass FM forwarded an expression of interest to relocate to northern front rooms as did a number of other local not for profit organisations and businesses. Council will not make a decision on tenancy of this building until a full engineering and safety assessment and cost estimates are completed. The entire building may need repairs to make it safe.

· Yass Railway Museum – Council does not control the approval for organisations to occupy this site. The approval process with State Government and John Holland Rail, the land managers, could span an indeterminable timeframe with added approvals form Yass Railway Heritage Centre. This is not considered an immediate option but could be progressed as a long term option if Yass FM chooses.

As explained above none of the three proposed options above were considered a viable immediate alternative for Yass FM to relocate. However, further sites have been suggested for your consideration:

3. Proposed Location Options

· Old School Master’s House at Murrumbateman - This would only to be short term/temporary (6 months) as the school house is being offered to the Department of Education as part of the Murrumbateman School Project so it would have to be limited to end January 2022. Advice is being sort on a short term licence to operate with the Crown Lands Department and also further consultation with the Murrumbateman Community Association would be critical on any future decision.

· Long Term Relocation Options:

1. A (Yass FM supplied) demountable building near the Men’s Shed, Yass Valley Way – this has the benefit of existing service infrastructure for power, water and sewer and is the preferred option that will be presented to Council for agreement.

2. A (Yass FM supplied) demountable building at the Morton High Level Reservoir site on Morton Ave – space is available for a demountable building and car parking. The site has power and water but would have additional costs for sewer, car parking, and an enclosure fence.

Note: Options I and 2 above would require Development Application approval for the erection and use of a demountable building and demountable storage containers.

· Short/Medium Term Option:

1. The Old RFS Shed at Bowning – This shed will be vacant in coming months, as new shed currently being built, but will likely be 4-6 months before becoming vacant. It is an unlined shed with no amenities. Council may consider disposal of the land in the future.

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 CL1.1 - Ensure activities carried out in Yass Valley are in a safe manner and meet legislative requirements

Operational Plan Activity CL1.1.5 - Undertake Work Health & Safety improvement actions

ATTACHMENTS: Nil

Ordinary Council Meeting 28 July 2021

7.3 Lease of Yass Memorial Pool Area for Construction of a Heated Pool

SUMMARY

The construction of a new indoor heated pool for swimming lessons and rehabilitation is part of the Council’s vision for the development of the Victoria Park Precinct. The draft Victoria Park Masterplan which will form the basis of the Victoria Park Plan of Management has identified the area around the existing Yass War Memorial Pool as the location of the Indoor Heated Pool. Council has been approached by a private company looking for a location to develop an indoor heated pool. The option for a lease of the site exists to enable the construction and management of an appropriate facility for the community.

RECOMMENDATION

That the process required under the Local Government Act 1993 and the Crown Lands Management Act 2016 be commenced to enable the release of an expression of interest for the lease of the Yass Memorial Pool site for the purpose of construction and operating an indoor heated pool and (if requested) the operation of the existing pool facility.

Financial IMPLICATIONS

Council currently expends approximately $100,000 more than it recovers on the operation of the Yass War Memorial Pool annually. There is currently no budget allocation for construction of an indoor heated pool within Council budget.

POlicy & Legislation

· Local Government Act 1993

· Crown Lands Management Act 2016

REPORT

1. Background

In August 2019, Council considered the Redevelopment Options for the Yass War Memorial Pool precinct (refer Attachment A) to include an indoor heated pool and a new entry, change rooms and kiosk. Council has subsequently commissioned a Feasibility Study (refer Attachment B) that indicated that the annual operating loss on the pool would increase for a development and management style based on Council operating the pool. An additional study was also commissioned into the condition of the existing pool (refer Attachment C) which indicated that the pool was likely to need a major upgrade in the future however interim works have been undertaken that appear to be maintaining the pool in a good condition. It is assessed that this is a risk that Council will need to maintain and be prepared to fund should any lease be provided for the management of the pool.

The draft Victoria Park Masterplan has identified the area around the War Memorial Pool for expansion of the site to include an indoor heated pool and supporting infrastructure. The draft Victoria Park Masterplan will form the basis of the Plan of Management for Victoria Park. Victoria Park is Crown Land for which Council is the Crown Land Manager.

In early 2021, Council was approached by a private company enquiring about locations to build an indoor heated pool for commercial purposes. The preferred option for land Council has to offer is the current location at Victoria Park, however it required a Masterplan and Plan of Management to be developed to enable any further progression of providing an offer to the company to utilise the land.

The timeline for the Public Exhibition and the development of the Plan of Management will require a number of months, as will the public notification and development of Expressions of Interest (EOI) for the use of the site for management of the existing pool and providing an indoor heated pool. In order to reduce the delay, staff believe, the two processes can be run in parallel provided there is consistency between the Masterplan and Plan of Management and the proposed use for the land by anyone leasing the land.

2. Legislative Requirements

2.1 Crown Lands Management Act 2016

The Crown Lands Management Act 2016, Division 3.4 requires Council to manage the Crown Reserve as if it was community land, operational land or public reserve as specified within the Local Government Act 1993. The area of Victoria Park currently occupied by the War Memorial Swimming Pool and the area allocated for the indoor heated pool is classified as community land and as such council should manage this land in accordance with the Local Government Act 1993, including for leasing.

2.2 Local Government Act 1993

The Local Government Act 1993 provides that Council may lease a land classified as community land provided that it meets a number of criteria i.e.

1. There must be a Plan of Management that specifies that the land is to be used for the purpose of the lease

2. That, if the lease is to be for a period of greater than 5 years, the lease must be publically tendered

If a Council proposes to grant a lease in respect of community land for a period exceeding 5 years, it must:

a) Give public notice of the proposal (including on the Council’s website), and

b) Exhibit notice of the proposal on the land to which the proposal relates, and

c) Give notice of the proposal to such persons as appear to it to own or occupy the land adjoining the community land, and

d) Give notice of the proposal to any other person, appearing to the Council to be the owner or occupier of land in the vicinity of the community land, if in the opinion of the Council the land the subject of the proposal is likely to form the primary focus of the person’s enjoyment of community land.

A notice of the proposal must include:

a) Information sufficient to identify the community land concerned

b) The purpose for which the land will be used under the proposed lease

c) The term of the proposed lease (including particulars of any options for renewal)

d) The name of the person to whom it is proposed to grant the lease (if known)

e) A statement that submissions in writing may be made to the Council concerning the proposal within a period, not less than 28 days, specified in the notice

Any person may make a submission in writing to Council during the period specified for the purpose in the notice. Before granting the lease, Council must consider all submissions duly made to it. Council must not grant the lease, except with the Minister’s consent, if:

a) A person makes a submission by way of objection to the proposal, or

b) In the case of a lease, the period (including any period for which the lease or licence could be renewed by the exercise of an option) of the lease or licence exceeds 21 years.

3. Development Process

In order to ensure that the EOI produces an outcome suitable to the needs of the community, the following process is proposed for the conduct of the leasing of the Land for the management of the current swimming pool and construction and management of an indoor heated swimming pool and associated facilities.

1. Community consultation with interested parties to establish the range of services to be provided for the existing pool and the proposed indoor pool (2-4 weeks)

2. Notification of the proposal to lease for the land in accordance with the Local Government Act 1993 (5 weeks).

3. If no objections are received, development, advertisement, and assessment of the EOI for potential providers (8-10 weeks) If objections are received the proposal will be returned to Council for consideration and a request made to the Minister for approval or the proposal halted for re-evaluation.

4. EOI results presented to Council for approval.

5. Issue of a lease for a period of up to 21 years after the Victoria Park Plan of Management is approved (as appropriate).

The EOI will provide for the option to lease of the portion of land currently allocated to the indoor heated pool as a separate entity as well as the potential to include the existing War Memorial Pool and facilities. The EOI will require that as a minimum the services currently provided by Council at the Yass War Memorial Pool are continued by those wishing to lease the pool, including 6 months minimum annual operation, swimming lessons, access for school carnivals, and operation of the kiosk. Additional services desired for the indoor heated pool will also be outlined and the EOI will be assessed against the provision of these services. At the conclusion of the lease all facilities constructed will be vested in Council.

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 IN4.1.1 - Develop and maintain sports grounds and associated facilities to standard that enables use by a variety of users

ATTACHMENTS: a. Yass Aquatic Centre Design Report (Under Separate Cover) ⇨

b. Indoor Heated Feasibility Study (Under Separate Cover) ⇨

c. Structural Report on Yass Pool (Under Separate Cover) ⇨

Ordinary Council Meeting 28 July 2021

7.6 Draft 2021 Strategic Plan Murrumbateman Recreation Grounds User Group Forum

SUMMARY

To advise on the outcomes of a forum undertaken with submitters in May 2021 to finalise the draft ‘2021 Strategic Plan Murrumbateman Recreation Grounds.

RECOMMENDATION

That:

1. The revised 2021 Strategic Plan Murrumbateman Recreation Grounds be adopted.

2. The original amenities building location not be changed due to the cost and opposition from other site users.

Financial IMPLICATIONS

Multiple capital projects were identified within the 2020/21 Operational Plan.

POlicy & Legislation

• Local Government Act 1993

• Strategic Plan Murrumbateman Recreation Grounds 2017

REPORT

1. Background

In 2018 Council adopted a strategic plan for the Murrumbateman Recreation Grounds.

In October 2020 an updated Draft Murrumbateman Recreation Grounds Strategic Plan was placed on public exhibition for wider community comment. Submissions were received from most of the site users along with several submissions from the general Murrumbateman community. In December 2021 Council determined to conduct a user group forum in 2021. This was completed in May 2021.

In December 2020 Council also determined that the location of the amenities building and equestrian storage facilities to expedite the approval, construction process and meet grant funding timelines for facilities.

Over 10 groups and various individuals attended the forums. It is apparent that the Murrumbateman Recreation Grounds area is a diverse site which caters to many different needs. The main issues which were a common theme throughout discussions are discussed below. Some issues of an operational nature discussed will be dealt with through a ‘Plan of Management’ for the site. The draft Plan has been revised taking into account the comments from the forums. This Plan will be identified as the 2021 Strategic Plan Murrumbateman Recreation Grounds (refer Attachment A).

2. Amenities Building

It has been proposed by the Murrumbateman AFL Football Club that the amenities building be relocated to the north western side of the oval (refer Attachment B). The Club has suggested this location would be ideal for sporting participants to view sport, enter the field safely or conduct other organised sporting/group activities. This location would limit vehicular traffic driving around the oval for other activities such as the markets and scouts access. Other site users are also concerned about accessibility throughout the main areas of the Recreation Ground especially the potential for vehicle/pedestrian conflicts as the road will have a pinch point near the existing hall and village green with an additional traffic.

The site, directly beside the existing scouts building, was identified in both the 2018 plan and the draft 2020 plan. This location was selected so that the Scouts Building and new amenities building can have a common pressured sewer station which will allow both buildings to have sewer provided in one facility reducing the need to duplicate services and lower costs. The Murrumbateman Scout Group need access to sewer to be able to obtain occupancy to their Scout Building and gain better utilisation of the facility. It also provides an opportunity to formalise car parking for both amenities and scouts building in one location maximising these facilities and allow equitable safe access for pedestrian/equestrian and other user groups.

During the forums groups other than AFL were concerned that changing the location of the amenities building would impact the visual amenity of the oval as the amenities building would be the main feature visible when entering the site taking away from the heritage aspect of the oval (visible mature trees). Additional consultation after the forum was completed by the AFL club to garner support for a change of building location. Sporting groups were agreeable with a change however other site users did not support the change due to accessibility, safety and visual amenity.

3. Enclosed All Weather Multipurpose Sports Courts

All groups expressed the desire to construct an all-weather multipurpose sports courts at the site. This could be used for tennis as well as any other court sport. This facility would also be utilised for markets, field days and other site sports. This would be located near the existing tennis courts. A recommended netball court in the draft plan would not be required as it would be provided within an enclosed multipurpose sports court facility (refer Attachment C).

4. Enclosed Dog Park on Existing Southern Sand Arena

All groups and individuals expressed concern about the proposal to enclose the existing southern sand arena for a dog park. This item was opposed by all persons at the forums as it is currently used by equestrian day users as well as for field days. All groups are concerned that dogs and horses are a safety concern if allowed in the same space. One very dedicated person who has been involved with the site over many years recommended an area for the facility at the site along the Barton Highway which is currently not used. This has been investigated and is suitable for the dog park location (refer Attachment C).

5. Site Storage for All Groups

All groups are in agreement that additional storage space is required at the site as well as the proposed equestrian storage facility. The proposed netball court (not required) area would be utilised as a storage area as well as an additional site above the existing scouts building for the Murrumbateman Lion’s Club (refer Attachment C).

6. Jones Park Playground

There was concern raised that the Jones Park Playground area has very little in the way playground equipment. Groups have a desire to upgrade the equipment while another location is found within the Murrumbateman community. This would be in line with a Category 2 playground with Council’s 2017 Park & Playground Strategy (refer Attachment C).

7. Equestrian Storage and Horse Yards

Fields days and equestrian groups agree that car parking for their respective activities are important. They have indicated they will work together to make the area indicated for horse yards within the equestrian precinct work for both groups.

8. Sand Arenas Equestrian Precinct

Equestrian groups indicated that they want to improve the sand within the current arenas as they have indicated it is currently too coarse and not stable for the activities undertaken by their clubs. Council has indicated that funding available is not sufficient to complete the program as per the group’s requests. It was agreed that equestrian groups seek grant funding to complete works with Council support.

9. Oval Irrigation

Sporting groups that utilise the oval have a desire for irrigation to safely develop team sports. It was understood that it is a priority for these groups and Council will continue to work through long term solutions for the site to secure a permanent water source.

10. Existing Tennis Courts

Tennis groups have indicated that the courts are a priority for replacement as they are nearing the end of their useful life. It is acknowledged that Murrumbateman Tennis manage the tennis courts and Council will provide support to assist the club seek grant funding for upgrading. They are in support of relocating the existing cricket nets to a safer location on the site in consultation with cricket.

11. Safety issues

Groups are concerned with safety at the site and would like greater use of ‘signs as remote supervision’ to control the following issues:

· Speed zones especially around existing amenity/hall building and oval

· Dog on lead outside enclosed dog park

· Equestrian activities/sport/pedestrian shared zones

· Prohibitions/warning

As mentioned there is also a strong desire to relocate the existing cricket nets due to safety and consultation will be undertaken with cricket users to find a suitable location before removal of existing.

12. Conclusion

All issues discussed within the forum have been identified with an ‘Action Plan’ list within the Strategic Plan. Other items such as the community hall at the site were not discussed in detail during the forum therefore there is no commentary provided. Future potential loss of area due to the Barton Highway was discussed however it was explained to the forum individuals/groups that this Plan will deal with current site issues and that other matters will be discussed with the community by the relevant State Government agencies. It is the intention to revise the Plan within two years with the community to ensure it is current with site needs.

It is recommended that the revised 2021 Strategic Plan Murrumbateman Recreation Grounds be adopted.

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 IN4.1.1 - Develop and maintain sports grounds and associated facilities to standard that enables use by a variety of users

ATTACHMENTS: a. Revised 2021 Strategic Plan Murrumbateman Recreation Ground ⇩

b. AFL Proposed Amenities Building Location ⇩

c. Updated Site Plan ⇩

Ordinary Council Meeting 28 July 2021

7.7 Local Roads and Community Infrastructure Grants Phase 3

SUMMARY

To accept and apart allocate determine the allocation of funds of $1,714,454 provided by Australian Government under the Local Roads and Community Infrastructure (LRCI) Program Phase 3.

RECOMMENDATION

That:

1. The Local Roads & Community Infrastructure Program Phase 3 grant for the amount of $1,714,454 be accepted

2. The grant funding be allocated as follows:

· $1,000,000 for gravel re-sheeting of Council’s unsealed road network to be allocated $250,000 to 2021/22 and $750,000 to 2022/23

· $714,454 be subject to a further report to Council

3. The 2021/22 Operational Plan/Budget be modified to reflect the above recommendations to include $250,000 of grant funds to cover $250,000 capital expenditure

Financial IMPLICATIONS

The LRCI Phase 3 grant will 100% fund all project cost and as such will have a zero impact on Council’s net position.

The net operating result before grants and contributions provided for capital purposes remains unchanged as a surplus of $32k.

In addition, in-line with previous funding phases, the grant will be paid to Council in a number of instalments as follows albeit is unclear whether the Phase 3 grants, since they run over 18 months, will have three or more instalments:

· Instalment 1 - 50% of the total grant within 4 weeks after the Work Schedule is approved. Estimated date to receive funds is October 2021

· Instalment 2 – actual expenditure within 4 weeks of receiving progress report due June 2022 (assumed) less funds received in instalment 1 and 10% of the grant allocation

· Instalment 3 – residual amount of grant within 4 weeks of receiving final completion report due when all work is completed or 30 June 2023 less instalments paid to date

POlicy & Legislation

· Local Government Act 1993

REPORT

The Local Roads & Community Infrastructure (LRCI) Program aims to assist a community led recovery from COVID-19 by supporting local jobs, firms and procurement.

It is expected that Councils, where possible, will use local businesses and workforces to deliver projects under the LRCI Program to ensure stimulus funds flow into local communities.

Council has previously received $857,227 under Phase 1 and $1,020,648 under Phase 2 of the LRCI program.

Advice has recently been received advising Council has been offered an additional grant of $1,714,454 under Phase 3 the LRCI Program.

Currently the guidelines for LRCI Program Phase 3 are being drafted. However, the advice indicates that the funding will be available from 1 January 2022 with the program to be completed by 30 June 2023.

To allow Council to consider projects for nomination and to be ready for when the program commences it has been assumed the program guidelines will be consistent with the Phase 1and 2 program.

Under the Phase 1 and 2 guidelines for a project(s) to be eligible for the funding the following requirements must be met:

· General

- The project(s) must be in addition to Council’s existing works programs

- The project(s) must deliver benefits to the community

- Grant funds not spent within the required timeframes will be lost

· Local Roads Projects – Eligible Projects

Eligible Local Road Projects are projects that involve the construction or maintenance of roads managed by Local Government. As per the guidelines for Phase 1 these projects could include:

- Construction of new road

- Sheeting/re-sheeting

- Reconstruction and rehabilitation

- Widening, sealing and resealing

- Drainage

Local Government is encouraged to consider works that support improved road safety outcomes.

This could include projects involving any of the following associated with a road:

- Traffic signs

- Traffic control equipment

- Street lighting equipment

- A bridge or tunnel

- A facility off the road used by heavy vehicles in connection with travel on the road (for example, a rest area or weigh station)

- Facilities off the road that support the visitor economy

- Road and sidewalk maintenance, where additional to normal capital works schedules.

· Community Infrastructure - Projects Eligible

Community Infrastructure Projects are projects that involve the construction, maintenance and/or improvements to council-owned assets (including natural assets) that are generally accessible to the public. ‘Generally accessible to the public’ means that the project, or the amenity provided by the project, is generally accessible to the public at large. Some areas are clearly publicly accessible as they are areas that are open to all members of the public such as parks, playgrounds, footpaths and roads. Projects will also be considered generally publically accessible if they are in a location that is:

- Generally, publically accessible to the wider public undertaking a specific activity (for example council operated sporting fields)

- Generally, publically accessible for a limited age group of the Community as a whole i.e. a kindergarten building

- Used for the provision of an essential service or community service, as determined by the Department, and the amenity of the asset is publicly accessible and benefits the community

- All projects whether carried out on council owned land, or another type of public land, must deliver benefits to the community, such as improved accessibility, visual amenity, and/or safety. Examples of eligible works include:

o Closed Circuit TV (CCTV)

o Bicycle and walking paths

o Painting or improvements to community facilities

o Repairing and replacing fencing

o Improved accessibility of community facilities and areas

o Landscaping improvements, such as tree planting and beautification of roundabouts

o Picnic shelters or barbeque facilities at community parks

o Community/public art associated with an Eligible Project ( Eligible Funding Recipients will need to provide a clear description of the conceptual basis of the artwork)

o Playgrounds and skate parks (including all ability playgrounds)

o Noise and vibration mitigation measures

o Off-road car parks (such as those at sporting grounds or parks)

It is noted that Council allocated 100% of the LRCI Phase 2 funding to gravel re-sheeting. Based on this and that currently Council has no revenue funded gravel re-sheeting works funded with in the 2021/22 Operational Plan it will be recommended that $1M of the Phase 3 grant be allocated to gravel re-sheeting ($250k in 2021/22 and $750k in 2022/23). The remainder of the grant will be subject to a further report to Council.

Strategic Direction

Key Pillar 4. Our Infrastructure

CSP Strategy IN3 - Maintain and improve road infrastructure and connectivity

Delivery Program Action IN3.1 - Deliver transport asset infrastructure, maintenance, renewal and enhancement programs for urban, rural and regional roads to maintain or improve overall condition

Operational Plan Activity IN3.1.1 - Develop and deliver annual programs for urban, rural and regional road renewal and construction, including bridges and stormwater

ATTACHMENTS: Nil

Ordinary Council Meeting 28 July 2021

7.10 Yass Floodplain Risk Management Plan & Study

SUMMARY

A draft Yass Flood Risk Management Plan & Study has been prepared to assess the impacts of flooding, review existing Council policies as they relate to development of land in flood liable areas and to consider measures for the management of flood affected land. The draft plan has been placed on public exhibition, submissions received and a final draft is now presented for adoption by Council.

RECOMMENDATION

That the draft Yass Flood Risk Management Plan & Study be adopted.

Financial IMPLICATIONS

Nil

POlicy & Legislation

· NSW Flood Prone Land Policy

REPORT

1. Background

The NSW State Government’s Flood Prone Land Policy is directed at providing solutions to existing flooding problems in developed areas and to ensuring that new development is compatible with the flood hazard and does not create additional flooding problems in other areas. Under the Policy, the management of flood liable land remains the responsibility of local government. The State subsidises flood mitigation works to alleviate existing problems and provides specialist technical advice to assist councils in the discharge of their floodplain management responsibilities. The Policy provides for technical and financial support by the Government through the following four sequential stages:

· Flood Study - determines the nature and extent of flooding

· Floodplain Risk Management Study - evaluates management options for the floodplain in respect of both existing and proposed development

· Floodplain Risk Management Plan - involves formal adoption by Council of a plan of management for the floodplain

· Implementation of the Plan - construction of flood mitigation works to protect existing development. Use of Local Environmental Plans to ensure new development is compatible with the flood hazard. Improvements to flood emergency management measures

In 2019/20 Council commenced the preparation of the Yass Floodplain Risk Management Plan & Study (Yass FRMP&S). This project is jointly funded by Council and the NSW Government, via the Department of Planning, Industry & Environment (DPIE).

The overall objectives of the project were to assess the impacts of flooding, review existing Council policies as they relate to development of land in flood liable areas, consider measures for the management of flood affected land and to develop the Yass FRMP&S, which:

· Proposes modifications to existing Council policies to ensure that the development of flood affected land is undertaken so as to be compatible with the flood hazard and risk

· Sets out the recommended program of works and measures aimed at reducing over time, the social, environmental and economic impacts of flooding

· Provides a program for implementation of the proposed works and measures

The study area for the Yass FRMP&S applies to areas that are affected by the following two types of flooding at Yass:

· Main Stream Flooding, which occurs when floodwater surcharges the inbank area of the existing river and creek systems. Main Stream Flooding is typically characterised by relatively deep and fast flowing floodwater, but may be shallower and slower moving in flood fringe areas

· Major Overland Flow which occurs during storms which result in the surcharge of the existing piped drainage system. It is also present in the upper reaches of the study catchments

The following map shows the area cover by the Yass FRMP&S.

Prior to commencing the Yass FRMP&S it was determined that the Yass Flood Study required to be updated to add missing information, reflect changes in the Australian Rainfall & Runoff Manual and the potential impact of climate change.

The Yass FRMP&S has been prepared under the guidance of a Steering Committee comprising representatives from Council, the NSW Department of Planning, Industry & Environment, the NSW State Emergency Service and community representatives.

General community input to the project was obtained via hardcopy community newsletter (distributed to all residents in Yass township) and a questionnaire (hardcopy or on-line)

The draft FRMP&S identifies a number of priority flood management measure, which are estimated to cost approximately $7M. These measures can be broadly grouped as follows:

1. Flood Modification

Development and implementation of a Vegetation Management Plan for Chinaman’s Creek. This would require the removal of dense vegetation from the inbank area, which will significantly reduce the frequency of nuisance flooding and blockage risk of hydraulic structures.

2. Property Modification

· Update wording in the Yass Local Environmental Plan 2013

· Improvements to planning and development controls for future development in flood prone areas. This includes a graded set of planning controls for future development that recognises the location of the development within the floodplain and applied consistently across the whole of the LGA

· Potential inclusion of 12 properties identified at possible risk during serious flooding event in future rezoning plans or future NSW Government’s voluntary purchase or house raising schemes

3. Response Modification

· Improvements to emergency response planning including working with the SES to update the Yass Valley Local Flood Plan

· Increase public awareness of the risks of flooding in the community. This may include working with the SES to prepare a Flood Information brochure

· Investigation and design of an integrated flood warning system for the Yass Valley. This may include the installation of a network of pluviographic rain gauges, telemetered stream gauges etc. Council will be responsible for the maintenance of this network

· Implementation of an integrated flood warning system for the Yass Valley

The draft Yass FRMP&S was referred to the Steering Committee on the 25 March 2021. The Steering Committee has endorsed the draft plan to be referred to Council for public exhibition.

The draft Yass FRMP&S was referred to Council’s April 2021 meeting and recommended that it be placed on public exhibition.

2. Action Taken

To ensure the community had adequate opportunities to be consulted on the draft Yass FRMP&S and its implications the following actions were taken:

· The draft YFRMP&S was placed on exhibition for an extended period from 1 May 2021 to 26 June 2021. The exhibition period was extended for an additional week due to issues with distribution the newsletter/flyer

· A newsletter/flyer was developed (see below) to explain the outcomes of the draft document in simple terms, and was delivered to every household in Yass township including a feedback form (the distribution was delayed due to postal issues)

· Advertisement placed in the local paper

· An on-line information campaign was developed by Council’s Communications Team

· A drop-in information session occurred on 16 June 2021 from 6.00pm to 8.00pm in the Council Chambers with representative from Council, DPIE, Lyall & Associates, and SES. Five residents attended the session

· The 12 properties identified as at potential risk during a serious flood event were be separately and individually consulted. All properties were visited 1 June 2021 by representative of DPIE, Council and SES. Not all residents were home and detail were left to contact Council;

· 3-D modelling to show flood levels was produced and utilised at the drop-in information session

· Flood Banners were produced and located in the carpark near Riverbank Park and adjacent to the Court House. Banners were onsite for a week. SES representatives attended on several days

Flood Banner – Riverbank Park Flood Banner – Court House

· All documentation was made available at the Council’s Customer Service Counter and on Council’s website

· A Council briefing session was held on 31 May 2021 to discuss the major changes that will result from the adoption of the draft Yass FRMP&S

3. Outcome

As a result of the above actions five resident submissions were received along with submissions from Council staff and DPIE. These can be summarised as follows:

· Three resident submissions noting their support for the draft Yass FRMP&S – no action required

· One resident submission requesting information on levels – information supplied prior to the drop-in session

· One resident submission in relation localised flooding in Browne Street – this was noted within the final reported including that Council had previously considered this matter. However, since the flooding does not relate to risk to person and/or property it was considered outside the scope of the draft Yass FRMP&S. A separate future Council report will be prepared in relation to this matter

· One submission from DPIE requesting the draft be updated to reflect recent changes to the NSW Flood Prone Land Package. These changes have been included however do not change the basic outcome of the draft Yass FRMP&S

· One submission from staff to reflect concerns raised by Councillors in the briefing session in relation to the difficulty for sensitive use and facilities in Flood Planning Constraint Category 4 (FPCC 4). The draft Yass FRMP&S has been changed to make the minimum habitable floor level for FPCC 4 the same as FPCC 3 (i.e. 1% flood level plus 500mm)

Based on the exhibition process and submission received a new draft Yass FRMP&S has been created.

This draft document has been distributed to the Steering Committee and a number of editorial changes have been made.

The final version of the draft Yass FRMP&S is provided in Attachments A and B (provided under separate cover). This version of the draft FRMP&S is recommended for adoption by Council.

Strategic Direction

Key Pillar 1. Our Environment

CSP Strategy EN4 - Maintain a balance between growth, development and environmental protection through sensible planning

Delivery Program Action EN4.1 - Ensure Council's statutory planning instruments are up to date and reflective of the community needs

Operational Plan Activity EN4.1.1 – Undertake ongoing strategic land use planning and reviews of existing instruments

ATTACHMENTS: a. Yass Floodplain Risk Management Plan & Study - Report (Under Separate Cover) ⇨

b. Yass Floodplain Risk Management Plan & Study - Figures (Under Separate Cover) ⇨

Ordinary Council Meeting 28 July 2021

8.2 Rates Arrears

SUMMARY

To update Council on rate arrears to the end of the fourth quarter of the 2020/21 financial year.

Rate arrears totalled $1,129,323.95 as at 30 June 2020 and this has now been reduced to $474,301.11 as of 30 June 2021. This represents an improvement of $655,022.84 or 58.0 %.

RECOMMENDATION

That the report on rates arrears be noted.

Financial IMPLICATIONS

Nil.

POlicy & Legislation

Rate arrears are closely monitored and debt recovery is fully compliant with Council’s Debt Recovery Policy.

REPORT

The rate arrears as of 30 June 2020 showed an outstanding balance of $1,129,323.95 which has now been reduced to $474,301.11 as shown in Table 1. The yearly breakup of these arrears is shown in Table 2.

Table 1 – Arrears as of 30 June 2021

	Rates and Charges Levied (include interest)	Paid 1 July to 30 June	Balance Outstanding	% Paid 1 July to 30 June
Arrears to 30/6/2020	$1,129,323.95	$655,022.84	$474,301.11	58.00%
Current Years Rates, Charges and Interest billed since 1/7/19	$18,421,578.43	$17,654,618.18	$766,960.25	95.84%
TOTALS	$19,550,902.38	$18,309,641.02	$1,241,261.36	93.65%

Table 2 – Summary of Prior Year’s Outstanding Balance as of 30 June 2021

Year	No. of assessments	Amount	Details
2004/05	1	$201.52	Proposed private cemetery in middle of Crown Land – never developed – no burials (1)
2005/06	1	$309.09	As Above
2006/07	1	$342.02	As Above
2007/08	1	$437.26	As Above
2008/09	5	$4,043.92	As Above / Private Cemetery (2) / Pt Bendenine Rd (1) /Pt Riverbank Park (1) / Vacant Block Kangiara Village (1)
2009/10	5	$3,079.84	As Above
2010/11	5	$3,408.90	As Above
2011/12	5	$3,923.27	As Above
2012/13	5	$4,277.60	As Above
2013/14	5	$4,628.24	As Above
2014/15	8	$10,426.05	To be sold by auction for overdue rates and charges on 17 Nov 2021
2015/16	8	$11,518.39	As Above
2016/17	12	$16,154.75	As Above / Additional properties subject of ongoing debt recovery action
2017/18	32	$45,349.94	As Above / All additional properties with either payment arrangements or subject of ongoing debt recovery action
2018/19	55	$92,322.50
2019/20	208	$273,877.82
	TOTAL	$474,301.11

Legend – (1) Owner(s) Deceased – (2) Company Deregistered

The rates and charges levied and the payments made up until the end of the financial year is shown in Table 3. Also included are comparative figures for the previous three financial years.

Table 3 – Rates and Charges Levied and Payments Made 1 July to 30 June

	Rates and Charges Levied (includes interest)	Paid 1 July to 30 June	Balance Outstanding	% Paid 1 July to 30 June
1/7/17 – 30/6/18	$15,356,312.72	$14,796,884.05	$559,428.67	96.36%
1/7/18 – 30/6/19	$16,643,861.37	$15,635,118.34	$1,008,743.03	93.94%
1/7/19 – 30/6/20	$17,790,080.38	$16,946,959.47	$843,120.91	95.26%
1/7/20 – 30/6/21	$18,421,578.43	$17,654,618.18	$766,960.25	95.84%

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

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 - Provide information to community organisations on funding opportunities

ATTACHMENTS: Nil

Ordinary Council Meeting 28 July 2021

12.4 Minutes of the Traffic Facilities Management Committee held on 30 June 2021

REPORT

The minutes of the Traffic Facilities Management Committee meeting held on 30 June 2021 are included in Attachment A.

From these minutes there are three items which cover matters that:

· Requires expenditure not provided for in the current Operational Plan

· Involves a variation to a Council policy

· Is contrary to a previous decision or position of Council

· Relates to a matter which requires Council to form a view or adopt a position

· Relates to a delegation that Council only can consider

· Deals with a matter of specific interest

Accordingly, the minutes are presented for information and endorsement.

Recommendation

That the minutes of the Traffic Facilities Management Committee meeting held on 30 June 2021 be noted and adopt the following recommendations:

1. Wine N Vibe 2021 Event

That the 2021 Wine N Vibe event be approved subject to the following conditions:

1. The organiser is to supply Council with a copy of the current Public Liability Insurance for the event with a minimum $20,000,000 indemnity

2. The event organiser develop and implement a Traffic Management Plan (TMP) and associated Traffic Guidance Scheme (TSG), in-line with the recommendations from the NSW Police

3. The event organiser is responsible for directly notifying all residents that may be affected by the approved events as soon as possible

4. Event marshals, event participants etc. will at all times obey the provisions of NSW Transport Legislation

5. The event organiser is to arrange the supply and installation/removal of appropriate signs etc. identified in the TMP and associated TGS. All personnel involved must be appropriate accredited

6. The event organiser is to ensure any local traffic, emergency services vehicles etc can safely and efficiently access/egress any property impacted by the TMP and associated TGS

7. Event organisers, event marshals, volunteers, event participants etc. are to take all possible actions to minimise the effect of the event on the non-event community, throughout the event

8. The event organiser is to take appropriate actions to ensure no traffic is backed up on the Federal Highway

9. The event organisers to work with the police in relation to the potential for a paid NSW Police presence to manage unforeseen risks

10. The event organiser is direct advise LiveTraffic so the event can be highlighted on the website

11. The event organiser must comply with any COVID-19 restrictions current at the time of the event including compliance with Restrictions on Gathering and Movement Public Health Orders, which may require developing and complying with a COVID-19 safety Plan

12. The event organisers are to apply for a Road Occupancy Licence (ROL)and Speed Zone Agreement (SZA) from TfNSW prior to the event

13. Event organisers shall comply with the above conditions and the undertakings in its submission. Failure to comply will immediately void this approval

2. Pollie Pedal 2021 – ‘Soldier on’ Charity Bicycle Ride

That the 2021 Pollie Pedal – ‘Soldier On’ charity bicycle ride be approved by Council subject to the following conditions:

1. The organiser is to supply Council with a copy of the current Public Liability Insurance for the event with a minimum $20,000,000 indemnity

2. The event organiser develop and implement a Traffic Management Plan (TMP) and associated Traffic Guidance Scheme (TSG)

3. The event organiser is responsible for directly notifying all residents that may be affected by the approved events as soon as possible

4. Event marshals, event participants etc. will at all times obey the provisions of NSW Transport Legislation

5. The event organiser is to arrange the supply and installation/removal of appropriate signs etc. identified in the TMP and associated TGS. All personnel involved must be appropriate accredited

6. The event organiser is to ensure any local traffic, emergency services vehicles etc can safely and efficiently access/egress any property impacted by the TMP and associated TGS

7. Event organisers, event marshals, volunteers, event participants etc. are to take all possible actions to minimise the effect of the event on the non-event community, throughout the event

8. The event organiser must comply with any COVID-19 restrictions current at the time of the event including compliance with Restrictions on Gathering and Movement Public Health Orders, which may require developing and complying with a COVID-19 safety Plan

9. The event organisers are to apply for a Road Occupancy Licence (ROL)and Speed Zone Agreement (SZA) from TfNSW prior to the event

10. The event organisers are to consider implementing a temporary speed zone reduction and lane closure as part of the traffic management plans and appropriate modify the event’s TMP and TGS

11. The event organiser shall ensure the VMS messages are set-up to display a range of messages based on the various risk management requirements

12. Event organisers shall comply with the above conditions and the undertakings in its submission. Failure to comply will immediately void this approval

3. Inward Bound 2021 Event

That the Inward Bound 2021 event be approved by Council subject to the following conditions:

1. The organiser is to supply Council with a copy of the current Public Liability Insurance for the event with a minimum $20,000,000 indemnity

2. The event organiser develop and implement a Traffic Management Plan (TMP) and associated Traffic Guidance Scheme (TSG)

3. The event organiser is responsible for directly notifying all residents that may be affected by the approved events as soon as possible

4. Event marshals, event participants etc. will at all times obey the provisions of NSW Transport Legislation

5. The event organiser is to arrange the supply and installation/removal of appropriate signs etc. identified in the TMP and associated TGS. All personnel involved must be appropriate accredited

6. The event organisers are to ensure that risk associated with roadside vegetation are considered particularly on Mulligans Flat Road near the ACT border and on Marked Tree Road

7. The event organiser is to ensure any local traffic, emergency services vehicles etc can safely and efficiently access/egress any property impacted by the TMP and associated TGS

8. Event organisers, event marshals, volunteers, event participants etc. are to take all possible actions to minimise the effect of the event on the non-event community, throughout the event

9. The event organiser must comply with any COVID-19 restrictions current at the time of the event including compliance with Restrictions on Gathering and Movement Public Health Orders, which may require developing and complying with a COVID-19 safety Plan

10. Event organisers shall comply with the above conditions and the undertakings in its submission. Failure to comply will immediately void this approval

ATTACHMENTS: a. Traffic Facilities Committee Minutes 30 June 2021 ⇩

Date	Activity
23 August 2021	Pre-poll voting period opens
3 September 2021	Close of pre-poll voting period
4 September 2021	Election day (8am–6pm)
17 September 2021	Return of completed postal vote certificates (6pm)
20–22 September 2021	Conduct of distribution of preferences
21–23 September 2021	Declaration of results

Who	Action	Responsibility	Completion Date
Committee Members	· Inform term of appointment ends with the Elections in September 2021 · Thank members for their service/certificates of appreciation · Invite to reapply following the Election and Council review of its Committees	General Manager	Completed
Council	· Councillor Workshop · Council endorsement of framework and transition arrangements	· General Manager · Council	· 12 July 2021 · 28 July 2021
Staff	· Streamline Terms of Reference · Revise Standard Constitution and meeting procedures	Manager Governance	October 2021
NSW Electoral Commission	· Conduct Election · Proclamation of Polls	NSW Electoral Commission	September 2021
Staff	Brief new Councillors on: · Framework · Terms of Reference · Meeting procedures · Constitution	General Manager	October 2021
Council	Endorse Framework, Terms of Reference and Constitution Recruitment of Committees Consider applications for membership	Council	November 2021 December 2021 / January 2022 February 2022