Agenda of Council Meeting

Council Meeting 17 July 2018

2.1 Minutes of the Inaugural Central NSW Joint Organisation - 24 May 2018

Attachment 1 Inaugural Central NSW Joint Organisation Meeting - 24 May 2018 - Minutes

Minutes of the Inaugural Central NSW Joint Organisation meeting 24 May 2018 Preston Stanley Room Parliament House Sydney

Present Members (in Bold)
Cr G Hanger	Bathurst Regional Council	Cr J Medcalf	Lachlan Shire Council
Cr S Ferguson	Blayney Shire Council	Cr K Sajowitz	Oberon Council
Cr K Beatty	Cabonne Council	Cr R Kidd	Orange City Council
Cr B West	Cowra Council	Cr K Keith	Parkes Shire Council
Cr G Miller	Forbes Shire Council	Cr M Liebich	Weddin Shire Council

Attendees

Mr R Hunt	Lachlan Shire Council	Cr D Somervaille	CTW
Mr D Sherley	Bathurst Regional Council	Mr G Rhodes	CTW
Ms R Ryan	Blayney Shire Council	Mr A Albury	DPC
Mr S Harding	Cabonne Council	Cr C Weston	RDACW
Mr P Devery	Cowra Council
Mr S Loane	Forbes Shire Council	Ms J Bennett	Centroc
Mr G Wallace	Oberon Council	Ms M Macpherson	Centroc
Mr K Boyd	Parkes Shire Council	Ms C Griffin	Centroc
Mr G Carroll	Weddin Shire Council	Ms V Page	Centroc

Meeting opened 2.44pm, Chaired by Returning Officer Mr David John Sherley, General Manger Bathurst Regional Council

1. Apologies - Mr G Styles, Ms J Andrews

2. Proclamation and Regulation effecting the Central NSW Joint Organisation

Resolved Cr R Kidd/Cr K Keith

That the Board note the Proclamation and Regulation effecting the Central NSW Joint Organisation

3. Office of Local Government 1. Implementation on Joint Organisations 2. Returning Officer

Resolved Cr R Kidd/Cr B West

That the Board:

1. note the advice from the Office of Local Government providing guidance on the implementation on Joint Organisations "Joint Organisation Implementation Guidance; and

2. note that Mr Tim Hurst has delegated the calling of the meeting, the development of the Agenda and the role of Returning Office to Mr David Sherley, General Manager of Bathurst Regional Council.

4. Election of Chairperson and Deputy Chairperson

The Returning Officer Mr David Sherley provided advice that he has received two nominations, one for the position of Chair and one for the position of Deputy Chair. Both were in order. No other nominations were provided from the floor.

Accordingly, Cr John Medcalf as elected as Chair and Cr Scott Ferguson was elected as Deputy Chair.

5. Disclosure of delegates - Designated persons (s:449 L.G. Act)

Resolved Cr R Kidd/Cr G Miller

That the Board:

1. note that all Board members and the Executive Officer are automatically designated persons for the purposes of s:449 of the Local Government Act;

2. note that as alternatives Deputy Mayors should also be treated as designated persons; and

3. note the responsibility of designated persons in returning disclosures of interest forms.

6. Central NSW Joint Organisation Draft Charter

Resolved Cr B West/Cr R Kidd

That the

1. Draft Charter for the Central NSW Joint Organisation be referred to members for a period of 42 days seeking feedback; and

2. A further report come back to the CNSWJO detailing members feedback for consideration by the Board.

7. Appointment of interim Executive Officer

Resolved Cr R Kidd/Cr K Keith

That Ms Jenny Bennett be appointed the interim Executive Officer of the Central NSW Joint Organisation of Councils for the period of 12 months.

8. Delegations to the interim Executive Officer

Resolved Cr B West/Cr M Liebich

That the Central NSW Joint Organisation adopt the delegations register as tabled.

9. Code of Conduct and Panel of Conduct Reviewers

Resolved Cr G Miller/Cr S Ferguson

That the Central NSW Joint Organisation adopt:

1. the Model Code of Conduct for Local Councils in NSW (the Model Code);

2. the Procedures for the Administration of the Model Code of Conduct for local Councils in NSW (the Procedures);

3. the panel of Conduct Reviewers as established by Centroc.

4. the Public Interest Disclosures (Protected Disclosures)

10. Central NSW Joint Organisation Policy Manual

Resolved Cr M Liebich/Cr B West

That the Central NSW Joint Organisation adopt the following policies

1. Access to Information

2. Budgeting, Financial Reporting & Purchasing

6. Donations

7. Email and Internet

9. Investment Policy

10. Review of Internally Restricted Reserves

11. Organisational Documentation Policy

12. Document Printing Policy

13. Communication Policy

15. Social Media Policy

11. Payment of Expenses and the Provision of Facilities to Board Members Policy

Resolved Cr K Keith/Cr K Beatty

That:

1. The draft policy for the payment of expenses and the provision of facilities to Board members and the Chairperson be referred to member Councils for their comment for a period of 42 days.

2. The draft policy and comments from member councils be referred to a future meeting of the Board for consideration and adoption of the policy as amended (if required).

12. Code of Meeting Practice

Resolved Cr K Sajowitz/Cr G Miller

That:

1. The draft Code of Meeting Practice be referred to member Councils for their comment for a period of 42 days.

2. The draft Code of Meeting Practice and comments from member Councils be referred to a future meeting of the Board for consideration and adoption of the policy as amended (if required).

13. Seal

Resolved Cr J Medcalf/Cr M Liebich

That the Central NSW Joint Organisation(JO):

a. Adopt a Seal of the JO which contains the wording, “Central NSW Joint Organisation” inside two concentric circles with two intersecting “C’s” in the middle and;

b. The seal be kept by the Executive Officer.

14. Privacy Management Plan

Resolved Cr S Ferguson/Cr M Liebich

That the Central NSW Joint Organisation Board adopt OLG model Privacy Management Plan.

15. Register of Political Donations Disclosures

Resolved Cr K Beatty/Cr G Miller

That the Central NSW Joint Organisation Board note the register of political donation disclosures.

16. Timeline, opening a bank account, recruitment and strategy

Resolved Cr G Miller/Cr K Keith

That the Board note the timeline for the implementation of the JO and

1. with regard to opening of a bank account confirm the Executive Officer, Ms Jennifer Bennett, has delegation to

a. open a bank account in the name of the Central NSW Joint Organisation

b. obtain an ABN; and

c. nominate signatories

2. with regard to progressing recruitment of an Executive Officer and strategy going forward, authorise the Chair to undertake all necessary steps to commence a recruitment process for an Executive Officer with a report to be provided to the Joint Organisation meeting in August; and

3. concurrent with recruitment, commence the strategic process.

Next meeting of the Joint Organisation is 23 August 2018

Meeting closed 2.57pm

Page 4 is the last page of the Inaugural Central NSW Joint Organisation meeting 24 May

ORANGE CITY COUNCIL

MINUTES OF THE

Ordinary Council Meeting

HELD IN Council Chamber, Civic Centre, Byng Street, Orange

ON 3 July 2018

COMMENCING AT 7.00pm

1 Introduction

Attendance

Cr J McRae (Deputy Mayor), Cr K Duffy, Cr T Mileto, Cr S Nugent, Cr M Previtera, Cr S Romano, Cr R Turner, Cr J Whitton

General Manager, Director Corporate and Commercial Services, Director Development Services, Director Community, Recreation and Cultural Services, Director Technical Services, Manager Corporate and Community Relations, Operations Manager, Governance Coordinator, Manager Engineering Services

** In the absence of the Mayor, Cr McRae chaired the Meeting. **

1.1 APOLOGIES

RECOMMENDATION

That the apologies be accepted from Cr R Kidd (Mayor), Cr J Hamling, Cr S Munro and Cr G Taylor for the Council Meeting of Orange City Council on 3 July 2018.

1.2 LIVESTREAMING AND RECORDING

The Deputy Mayor advised that the meeting was being livestreamed and recorded.

1.3 ACKNOWLEDGEMENT OF COUNTRY

1.4 Declaration of pecuniary interests, significant non-pecuniary interests and less than significant non-pecuniary interests

Cr K Duffy declared an interest in item 6.2 – Question on Notice – Legal Expenses of Councillors (Strictly Confidential and Privileged) following advice from Council staff.

2 Mayoral Minutes

Nil

CR MCRAE CONGRATULATED JAKE CLARK ON HIS YOUTH OF THE MONTH AWARD

THE DEPUTY MAYOR DECLARED THE ORDINARY MEETING OF COUNCIL ADJOURNED FOR THE CONDUCT OF THE OPEN FORUM AT 7.05PM

OPEN FORUM

Planning and Development Committee – Item 2.4 – DA 305/2016 - 168 Shiralee Road

Ms Gemma Dwyer

Ms Dwyer outlined her concerns as an adjoining property owner.

Mr Garry Coulson

Mr Coulson outlined his concerns as an adjoining property owner.

Planning and Development Committee – Item 2.5 – DA 138/2018 – Lot 211 Lily Place

Mr Cyril Smith

Mr Smith outlined his concerns regarding stormwater drainage.

THE DEPUTY MAYOR DECLARED THE ORDINARY MEETING OF COUNCIL RESUMED AT 7.20PM

3 Confirmation of Minutes of Previous Meeting

RESOLVED - 18/280 Cr S Romano/Cr M Previtera

That the Minutes of the Ordinary Meeting of Orange City Council held on 19 June 2018 (copies of which were circulated to all members) be and are hereby confirmed as a true and accurate record of the proceedings of the Council Meeting held on 19 June 2018.

THE DEPUTY MAYOR DECLARED THE ORDINARY MEETING OF COUNCIL ADJOURNED FOR THE CONDUCT OF THE POLICY COMMITTEE MEETINGS AT 7.21PM

THE DEPUTY MAYOR DECLARED THE ORDINARY MEETING OF COUNCIL RESUMED AT 8.57PM

4 Notices of Motion/Notices of Rescission

** Cr Romano left the Chamber with the time being 8.57pm**

** Cr Romano returned to the Chamber with the time being 8.58pm**

4.1 Notice of Motion - Trees

TRIM Reference: 2018/1598

RESOLVED - 18/301 Cr S Nugent/Cr T Mileto

That Council prepare a report on the legislative, policy and operational options that could be considered in Orange for:

1 Reducing the number of significant trees removed/destroyed in new sub-division and in-fill developments.

2 Better protection and ensuring the survival of trees to be retained in new sub-division and in-fill developments.

3 Maximising the survival rate of replacement trees planted in compliance with conditions of consent for development applications.

4 Protecting street trees across the city.

5 That the variety of trees are suitable to the environment in which they are planted.

4.2 Notice of Motion - Cities Power Partnership - Bathurst E-1000 Electronic Vehicle Road Test and Roundtable

TRIM Reference: 2018/1599

RESOLVED - 18/302 Cr S Nugent/Cr K Duffy

That the report on the Bathurst E-1000 Electric Vehicle Road Test and Roundtable held on 29 May 2018 by Cr Stephen Nugent be acknowledged.

4.3 Notice of Motion - Orange Rail Action Group

TRIM Reference: 2018/1609

RESOLVED - 18/303 Cr J McRae/Cr R Turner

That Council acknowledge Orange Rail Action Group’s efforts in advocacy for improved rail services.

4.4 Notice of Motion - Invitation of Candidates for Upcoming State Election to Address Council and Invitation to Deputy Premier regarding Boundary Adjustments

TRIM Reference: 2018/1610

RESOLVED - 18/304 Cr K Duffy/Cr S Romano

That Council write to and invite all Candidates in the March 2019 NSW State Election to Address Council at the Open Forum.

RESOLVED - 18/305 Cr K Duffy/Cr S Romano

That Council write to and invite the Deputy Premier to address Council as to when he is going to deliver the LGA Boundary Adjustments as promised to Orange Council and other sections of the community that requested adjustments in good faith.

4.5 Notice of Motion - Quarterly Report on Development Applications Lodged

TRIM Reference: 2018/1617

RESOLVED - 18/306 Cr K Duffy/Cr M Previtera

That Council receive a Quarterly Report on All Development Applications lodged with Council that are over 3 months old.

5 General Reports

5.1 Statement of Investments - May 2018

TRIM Reference: 2018/1460

RESOLVED - 18/307 Cr S Nugent/Cr K Duffy

1 That Council receives the Statement of Investments as at 31 May 2018.

2 That Council receives and adopts the certification of the Responsible Accounting Officer.

5.2 Strategic Policy Review

TRIM Reference: 2018/1329

RESOLVED - 18/308 Cr S Nugent/Cr K Duffy

1 That Council adopt the following draft Strategic Policies after only minor formatting updates:

· ST132 – Overdraft Facilities

· ST005 – Loan Guarantee

· ST100 – Vandalism Reporting Reward Scheme

2 That Council adopt the following policies which have been exhibited for 28 days:

ST042 – Investment of Council Funds
ST032 – Gallery – Collection
ST036 – Gallery – Exhibitions
ST037 – Gallery – Public Art
ST038 – Gallery – Usage for Commercial Project Ventures
ST056 – Enterprise Risk Management
ST093 – Purchasing
ST095 – Debt Recovery
ST107 – Outdoor Dining Areas

5.3 Conduct Review Panel

TRIM Reference: 2018/1120

RESOLVED - 18/309 Cr S Nugent/Cr T Mileto

That Council adopt the CENTROC panel of Conduct Reviewers.

5.4 Orange Blayney Cabonne Regional Economic Development Strategy (REDS) Review and Adoption

TRIM Reference: 2018/1404

RESOLVED - 18/310 Cr K Duffy/Cr J Whitton

That Council adopt the draft Orange, Blayney and Cabonne Regional Economic Development Strategy 2018-2022.

6 Closed Meeting

In accordance with the Local Government Act 1993, and the Local Government (General) Regulation 2005, in the opinion of the General Manager, the following business is of a kind as referred to in Section 10A(2) of the Act, and should be dealt with in a Confidential Session of the Council meeting closed to the press and public.

In response to a question from the Deputy Mayor, the General Manager advised that no written submissions had been received relating to any item listed for consideration by the Closed Meeting of Council.

The Deputy Mayor extended an invitation to any member of the public present at the meeting to make a presentation to the Council as to whether the meeting should be closed for a particular item.

RESOLVED

That Council adjourn into a Closed Meeting and members of the press and public be excluded from the Closed Meeting, and access to the correspondence and reports relating to the items considered during the course of the Closed Meeting be withheld unless declassified by separate resolution. This action is taken in accordance with Section 10A(2) of the Local Government Act, 1993 as the items listed come within the following provisions:

6.1 Protocol for Providing Legal Advice relating to Development

This item is classified CONFIDENTIAL under the provisions of Section 10A(2) of the Local Government Act 1993, which permits the meeting to be closed to the public for business relating to (g) advice concerning litigation, or advice that would otherwise be privileged from production in legal proceedings on the ground of legal professional privilege.

6.2 Question on Notice - Legal Expenses of Councillors (Strictly Confidential and Privileged)

6.3 Personnel Matter

This item is classified CONFIDENTIAL under the provisions of Section 10A(2) of the Local Government Act 1993, which permits the meeting to be closed to the public for business relating to (a) personnel matters concerning particular individuals (other than Councillors).

The Deputy Mayor declared the Ordinary Meeting of Council adjourned for the conduct of the Closed Meeting at 10.07pm.

A five minute break was provided. The Closed Meeting commenced at 10.12pm.

The Deputy Mayor declared the Ordinary Meeting of Council resumed at 10.47pm.

7 Resolutions from Closed Meeting

The General Manager read out the following resolutions made in the Closed Meeting of Council.

6.1 Protocol for Providing Legal Advice relating to Development

TRIM Reference: 2018/1604

RESOLVED - 18/311 Cr J Whitton/Cr R Turner

That the protocol for provision of legal advice relating to Development to closed Council meetings be endorsed as detailed in this report.

6.2 Question on Notice - Legal Expenses of Councillors (Strictly Confidential and Privileged)

TRIM Reference: 2018/1624

Cr K Duffy declared an interest in this item and left the Chamber. He did not participate in the voting or debate on this item.

MOTION

The Council resolves to note the report on compliance with the Local Government Act in relation to payment of legal expenses of Councillors.

AMENDMENT

That Council appoint an independent body to investigate the matter.

THE AMENDMENT ON BEING PUT TO THE MEETING WAS LOST

THE MOTION ON BEING PUT TO THE MEETING WAS CARRIED

RESOLVED - 18/312 Cr R Turner/Cr M Previtera

The Council resolves to note the report on compliance with the Local Government Act in relation to payment of legal expenses of Councillors.

6.3 PERSONNEL MATTER

RESOLVED - 18/313

That the verbal report by the General Manager be noted.

The Meeting Closed at 10.48pm

This is Page Number 7 and the Final Page of the Minutes of the Ordinary Meeting of Orange City Council held on 3 July 2018.

Infrastructure Policy Committee 17 July 2018

5.1 Recommendations and Resolutions from Policy Committees

Attachment 3 IPC 3 July 2018 Minutes

ORANGE CITY COUNCIL

MINUTES OF THE

Infrastructure Policy Committee

HELD IN Council Chamber, Civic Centre, Byng Street, Orange

ON 3 July 2018

COMMENCING AT 8.20pm

1 Introduction

Attendance

Cr S Romano (Chairperson), Cr J McRae (Deputy Mayor), Cr K Duffy, Cr T Mileto, Cr S Nugent, Cr M Previtera, Cr R Turner, Cr J Whitton

General Manager, Director Corporate and Commercial Services, Director Development Services, Director Community, Recreation and Cultural Services, Director Technical Services, Governance Coordinator, Manager Corporate and Community Relations, Manager Engineering Services, Operations Manager

APOLOGIES AND LEAVE OF ABSENCE

RESOLVED - 18/289 Cr K Duffy/Cr S Nugent

That the apologies be accepted from Cr R Kidd (Mayor), Cr J Hamling, Cr S Munro and Cr G Taylor for the Infrastructure Policy Committee of Orange City Council on 3 July 2018.

1.1 DECLARATION OF PECUNIARY INTERESTS, SIGNIFICANT NON-PECUNIARY INTERESTS AND LESS THAN SIGNIFICANT NON-PECUNIARY INTERESTS

Nil

2 Committee Minutes

2.1 Minutes of the Airport Community Committee Meeting - 30 May 2018

TRIM Reference: 2018/1409

RESOLVED - 18/290 Cr S Nugent/Cr M Previtera

That the recommendations made by the Airport Community Committee at its meeting held on 30 May 2018 be adopted.

QUESTION TAKEN ON NOTICE

Cr Mileto requested information on the time frame to clean up or lease the property at 864 Huntley Road, Huntley (this property now falls within the Airport precinct).

2.2 Minutes of the City of Orange Traffic Committee meeting - 12 June 2018

TRIM Reference: 2018/1501

RESOLVED - 18/291 Cr R Turner/Cr K Duffy

1 That Council acknowledge the reports presented to the City of Orange Traffic Committee at its meeting of 12 June 2018.

2 That Council determine recommendations 3.1 to 3.9 from the minutes of the City of Orange Traffic Committee meeting of 12 June 2018.

3 That the remainder of the minutes of the City of Orange Traffic Committee meeting of 12 June 2018 be adopted.

2.3 Minutes of the Floodplain Risk Management Community Committee meeting - 18 June 2018

TRIM Reference: 2018/1535

RESOLVED - 18/292 Cr S Nugent/Cr J Whitton

1 That Council acknowledge the reports presented to the Floodplain Risk Management Community Committee at its meeting of 18 June 2018.

2 That Council determine the recommendation of the Matter Arising from Item 4.3 from the minutes of the Floodplain Risk Management Community Committee meeting of 18 June 2018.

3 That the remainder of the minutes of the Floodplain Risk Management Community Committee meeting of 18 June 2018 be adopted.

3 General Reports

3.1 Current Works

TRIM Reference: 2018/1520

RESOLVED - 18/293 Cr S Nugent/Cr R Turner

That the information provided in the report on Current Works be acknowledged.

QUESTIONS TAKEN ON NOTICE

Cr Romano requested sewer manholes on Coronation Drive from Ploughmans Lane into Orange be inspected for rising. This will be entered as a works requested in Council’s Customer Request System. CRM Reference 6003/2018.

Cr Whitton requested an investigation into increasing the safety of the bend on the new section of road alongside 864 Huntley Road.

Cr Mileto requested information be provided on the Macquarie River water levels at the end of each month, including details of any Mobile App available.

Cr Duffy requested a report be provided on smooth hotmix creating an ice skating effect in adverse weather conditions and how this issue can be addressed – in particular on Racecourse Road.

Cr Turner requested a letter be written to the Minister seeking information on when the walking trails in the Mount Canobolas State Recreation area will be restored, reopened and sign posted.

Cr McRae requested a report be provided outlining the comparison of total financial figures for the past years, passenger numbers at the airport and how we can continue this growth.

WORKS REQUEST

Cr Mileto requested the inspection of the Walking Trail at The Pinnacle where 2/3rds of the way up the stairs there appears to be some exposed orange conduit pipe together with some soil erosion. Request entered in CRM 5843/2018.

Cr Mileto requested that Dr Malcolm Campbell of the Orange Rotary Club, be invited to present to Council in relation to the publication of The Trees of Cook Park booklet.

The Meeting Closed at 8.45pm.

Council Meeting 17 July 2018

5.2 Update on Outstanding Resolutions of Council including Questions Taken on Notice and Notices of Motions.

Attachment 1 Summary of Resolutions including Questions Taken on Notice and Notices of Motions

Date of Meeting	Meeting	Comment/Resolution		Responsible Officer		Action Taken	Date to be Completed
JULY 2018
3 July 2018	CCL	4.1 NOTICE OF MOTION - TREES RESOLVED - 18/301 Cr S Nugent/Cr T Mileto (as below)		Director Development Services		That a report be provided.	August 2018
That Council prepare a report on the legislative, policy and operational options that could be considered in Orange for: 1 Reducing the number of significant trees removed/destroyed in new sub-division and in-fill developments. 2 Better protection and ensuring the survival of trees to be retained in new sub-division and in-fill developments. 3 Maximising the survival rate of replacement trees planted in compliance with conditions of consent for development applications. 4 Protecting street trees across the city. 5 That the variety of trees are suitable to the environment in which they are planted.
3 July 2018	CCL	4.4 NOTICE OF MOTION – INVITATION OF CANDIDATES FOR UPCOMING STATE ELECTION TO ADDRESS COUNCIL AND INVITATION TO DEPUTY PREMIER REGARDING BOUNDARY ADJUSTMENTS RESOLVED - 18/304 Cr K Duffy/Cr S Romano That Council write to and invite all Candidates in the March 2019 NSW State Election to Address Council at the Open Forum.		Executive Support Manager		Letter to be written to candidates.	July 2018
3 July 2018	CCL	RESOLVED - 18/305 Cr K Duffy/Cr S Romano That Council write to and invite the Deputy Premier to address Council as to when he is going to deliver the LGA Boundary Adjustments as promised to Orange Council and other sections of the community that requested adjustments in good faith.		Manager Corporate & Community Relations		Letter to be written to Deputy Premier.	July 2018
3 July 2018	CCL	4.5 Notice of Motion - Quarterly Report on Development Applications Lodged RESOLVED - 18/306 Cr K Duffy/Cr M Previtera That Council receive a Quarterly Report on All Development Applications lodged with Council that are over 3 months old.		Director Development Services		Quarterly report to be provided.
3 July 2018	CCL	5.2 Strategic Policy Review RESOLVED - 18/308 Cr S Nugent/Cr K Duffy (see below)		Governance Coordinator		Adopted Policies replaced on Internal Intranet and Website.	COMPLETE
1 That Council adopt the following draft Strategic Policies after only minor formatting updates: · ST132 – Overdraft Facilities, ST005 – Loan Guarantee, ST100 – Vandalism Reporting Reward Scheme 2 That Council adopt the following policies which have been exhibited for 28 days: · ST042 – Investment of Council Funds, ST032 – Gallery – Collection, ST036 – Gallery – Exhibitions, ST037 – Gallery – Public Art, ST038 – Gallery – Usage for Commercial Project Ventures, ST056 – Enterprise Risk Management, ST093 – Purchasing, ST095 – Debt Recovery, ST107 – Outdoor Dining Areas
3 July 2018	CCL	5.3 Conduct Review Panel RESOLVED - 18/309 Cr S Nugent/Cr T Mileto That Council adopt the CENTROC panel of Conduct Reviewers.		Governance Coordinator		Acknowledged.	COMPLETE
3 July 2018	PDC	2.4 Development Application DA 305/2016(1) - 168 Shiralee Road RESOLVED - 18/285 Cr K Duffy/Cr J Whitton That Council defers the development application DA 305/2016(1) for Subdivision (17 lot residential) at Lots 90 and 100 DP 750401 - 168 Shiralee Road, Orange until a meeting and inspection is held.		Senior Planner (Glenn)		That a meeting and inspection be held regarding DA for 168 Shiralee Road.	August 2018
3 July 2018	PDC	2.5 Development Application DA 138/2018(1) - Lot 211 Lily Place RESOLVED - 18/286 Cr J Whitton/Cr K Duffy That Council consents to development application DA 138/2018(1) for Multi Dwelling Housing (15 dwellings) and Subdivision (2 Torrens lots, 6 Community lots and 9 Community lots) at Lot 211 DP 1229307 - Lily Place, Orange, pursuant to the conditions of consent in the attached Notice of Approval.		Senior Planner (Commins)		Acknowledged	COMPLETE
3 July 2018	EEDPC	2.1 Australian Local Government Womens Association Conference bids RESOLVED - 18/288 Cr J McRae/Cr J Whitton That a Communication Strategy be prepared in relation to the promotion of diversity and participation in Local Government.		Manager Business Development			August 2018
3 July 2018	IPC	2.1 Minutes of the Airport Community Committee Meeting - 30 May 2018 RESOLVED - 18/290 Cr S Nugent/Cr M Previtera That the recommendations made by the Airport Community Committee at its meeting held on 30 May 2018 be adopted.		Manager Plant and Depot		Acknowledged	COMPLETE
3 July 2018	IPC	QUESTION TAKEN ON NOTICE Cr Mileto requested information on the time frame to clean up or lease the property at 864 Huntley Road, Huntley (this property now falls within the Airport precinct).		Manager Plant and Depot			August 2018
3 July 2018	IPC	2.2 Minutes of the City of Orange Traffic Committee meeting - 12 June 2018 RESOLVED - 18/291 Cr R Turner/Cr K Duffy (as below)		Manager Engineering Services		Acknowledged	COMPLETE
1 That Council acknowledge the reports presented to the City of Orange Traffic Committee at its meeting of 12 June 2018. 2 That Council determine recommendations 3.1 to 3.9 from the minutes of the City of Orange Traffic Committee meeting of 12 June 2018. 3 That the remainder of the minutes of the City of Orange Traffic Committee meeting of 12 June 2018 be adopted.
3 July 2018	IPC	2.3 Minutes of the Floodplain Risk Management Community Committee meeting - 18 June 2018 RESOLVED - 18/292 Cr S Nugent/Cr J Whitton(as below)		Strategic Planning and Design Engineer		Acknowledged	COMPLETE
1 That Council acknowledge the reports presented to the Floodplain Risk Management Community Committee at its meeting of 18 June 2018. 2 That Council determine the recommendation of the Matter Arising from Item 4.3 from the minutes of the Floodplain Risk Management Community Committee meeting of 18 June 2018. 3 That the remainder of the minutes of the Floodplain Risk Management Community Committee meeting of 18 June 2018 be adopted.
3 July 2018	IPC	Question Taken on Notice Cr Romano requested sewer manholes on Coronation Drive from Ploughmans Lane into Orange be inspected for rising.				This will be entered as a works requested in Council’s Customer Request System. CRM 6003/2018	COMPLETE
3 July 2018	IPC	Question Taken on Notice Cr Whitton requested an investigation into increasing the safety of the bend on the new section of road alongside 864 Huntley Road.		Manager Engineering Services			August 2018
3 July 2018	IPC	Question Taken on Notice Cr Mileto requested information be provided on the Macquarie River water levels at the end of each month, including details of any Mobile App available.		Director Technical Services		Information to be provided.	August 2018
3 July 2018	IPC	Question Taken on Notice Cr Duffy requested a report be provided on smooth hotmix creating an ice skating effect in adverse weather conditions and how this issue can be addressed – in particular on Racecourse Rd.		Works Manager		Report to be provided.	September 2018
3 July 2018	IPC	Question Taken on Notice Cr Turner requested a letter be written to the Minister seeking information on when the walking trails in the Mount Canobolas State Recreation area will be restored, reopened and sign posted.		Director Community, Recreation and Cultural Services		Letter to be written to Minister.	July 2018
3 July 2018	IPC	Question Taken on Notice Cr McRae requested a report be provided outlining the comparison of total financial figures for the past years, passenger numbers at the airport and how we can continue this growth.		Director Technical Services		Information Circulated to Councillors	COMPLETE
3 July 2018	IPC	Question Taken on Notice Cr Mileto requested that Dr Malcolm Campbell of the Orange Rotary Club, be invited to present to Council in relation to the publication of The Trees of Cook Park booklet.		Executive Support Manager		That an invitation be extended to Dr Malcolm Campbell.	August 2018
3 July 2018	IPC	Works Request Cr Mileto requested the inspection of the Walking Trail at The Pinnacle where 2/3rds of the way up the stairs there appears to be some exposed orange conduit pipe together with some soil erosion.				Request entered in CRM 5843/2018.
3 July 2018	ESPC	2.1 Minutes of the Environmental Sustainability Community Committee – 4 May 2018 RESOLVED - 18/295 Cr R Turner/Cr M Previtera (as below)		Director Development Services		Acknowledged.	COMPLETE
1 That Council acknowledge the reports presented to the Environmental Sustainability Community Committee at its meeting of 4 May 2018. 2 That Council determine recommendation 3.4 from the minutes of the Environmental Sustainability Community Committee meeting of 4 May 2018. 3 That the remainder of the minutes of the Environmental Sustainability Community Committee meeting of 4 May 2018 be adopted.
3 July 2018	ESPC	Question Taken on Notice Cr Duffy requested a report be provided regarding solar and LED street lighting including costings and maintenance considerations.		Director Technical Services		Report to be provided.	August 2018
3 July 2018	FPC	2.1 Requests for Financial Assistance RESOLVED - 18/300 Cr K Duffy/Cr S Romano (as below)		Manager Financial Services		Letters sent 9 July 2018.	COMPLETE
1 That the request for financial assistance received from Cycle Plan Consultancy and Event Management for the Hills of Orange Charity Ride - 23-25 November 2018 be declined. 2 That a donation of $250.00 be made from the Sports Participant Program to Francesca Chitukudza for attendance at the 2018 Under-12 National Swimming Championships in July 2018 as a member of the NSW Primary Schools Sports Association (NSWPSSA) Team. 3 That a donation of $350.00 be made from Emergent Funding to the National Servicemen's Association of Australia - NSW Branch Inc - Mid State Sub Branch for the hire of 50 chairs for the Ex-Servicemen's Parade Day in February 2019. 4 That a donation of $1,650.00 rate reimbursement be made from Emergent Funding to the 3rd Orange Scout Club for the Scouts Hall at 3 Icely Road, Orange. 5 That a donation of $1,000.00 be made from Emergent Funding to the Spring Hill Activities Group for the Whistlestop Festival 2019 - 30-31 March 2019. 6 That a donation of $2,000.00 be made from Emergent Funding to the Orange Men's Shed for the purchase of materials for woodworking and metalworking projects during 2018/19. 7 That a donation of $250.00 be made from the Sports Participant Program to Harriet Shuttleworth for attendance at the 2018 National Youth Soccer Championships for Girls in July 2018 as a member of NSW Country Team.
3 July 2018	SPC	2.1 Minutes of the Ageing and Access Community Committee - 18 April 2018 RESOLVED - 18/297 Cr S Nugent/Cr M Previtera (as below)				Acknowledged	COMPLETE
1 That Council acknowledge the reports presented to the Ageing and Access Community Committee at its meeting of 18 April 2018. 2 That Council determine recommendations 3.1, 3.2 and 4.1 from the minutes. 3 That the remainder of the minutes of the Ageing and Access Community Committee meeting of 18 April 2018 be adopted.
3 July 2018	SPC	2.2 Minutes of the Community Safety and Crime Prevention Committee – 28 May 2018 RESOLVED - 18/298 Cr J Whitton/Cr S Romano (as below)				Acknowledged	COMPLETE
1 That Council acknowledge the reports presented to the Community Safety and Crime Prevention Committee at its meeting of 28 May 2018. 2 That Council determine recommendation 4.2 from the minutes of the Community Safety and Crime Prevention Committee meeting of 28 May 2018. 3 That the remainder of the minutes of the Community Safety and Crime Prevention Committee Meeting of 28 May 2018 be adopted.
JUNE 2018
19 June 2018	CCL	QUESTIONS TAKEN ON NOTICE Air Quality Monitoring System · Cr Nugent requested what other particles the monitoring system is capable of detecting. · Cr Nugent requested information on the action that arises from the monitoring and if there is any scope for proactive advice to the community. · Cr Taylor asked how the position of the monitoring system allows for accurate data for Orange.	Manager Building and Environment		Information to be provided.		August 2018
19 June 2018	CCL	Question Taken on Notice Cr McRae requested that a further letter be sent to both State and Federal members requesting appropriate notice to allow representation at events.	Executive Support Manager		That a letter be sent to State and Federal Members – re appropriate notice to allow representation at events.		July 2018
19 June 2018	CCL	Question Taken on Notice Cr Taylor asked why Councillors did not receive information regarding CCTV funding for Orange and when did the Mayor become aware of the funding.	Manager Corporate and Community Relations		See response below		COMPLETE
Council periodically receives advice on successful grant applications or announcements from other tiers of Government. This advice is often embargoed ahead of a public announcement. The media events around these announcements are in the most part organised by the funding authority or the relevant ministry and as such it is their call on who is invited. Those invitations are generally extended to the Mayor. However, where possible and appropriate Council could seek to have an invitation extended to the relevant Council committee chair. In those cases where the relevant chair is included the invitation will only extend to that chair. Advice to Councillors more generally will need to acknowledge the funding authority or ministerial embargo but will be assessed on a case by case basis and information will be circulated as soon as practicable. This approach is consistent with the Communications Strategy which includes the following: All media enquiries must be referred in the first instance to a member of the Communications Team. In the absence of the Communications Team, media enquiries should be referred to the relevant Director, General Manager or Mayor. Where possible and appropriate, the Communications Team refer media inquiries to the relevant Chairperson of Council’s Policy Committees.
5 June 2018	CCL	QUESTION TAKEN ON NOTICE Cr Duffy advised that in the 1980’s – 1990’s the Springside School House was under Council control and leased. What income was generated for this and what expenditure was incurred.		Manager Corporate and Community Relations		Information to be circulated	July 2018
5 June 2018	CCL	QUESTION TAKEN ON NOTICE Cr Taylor requested a report detailing the exact costings of the Councillor Legal Briefing.		Governance Coordinator			July 2018
5 June 2018	CCL	QUESTION TAKEN ON NOTICE Cr Taylor requested all Councillors be provided with all relevant documentation regarding the ‘ORANGE’ number plates.		General Manager		Information to be circulated.	July 2018
5 June 2018	PDC	MATTER ARISING Cr Duffy requested information on the number of Development Applications currently on hand and the time they have been with Council.		Director Development Services		Acknowledged. Superseded by NOM – Cr Duffy - 3 July 2018	COMPLETE
5 June 2018	IPC	QUESTION TAKEN ON NOTICE Cr Hamling requested further information in relation to signage for bikes out of town.		Manager Engineering Services		In progress
5 June 2018	IPC	MATTER ARISING Cr Whitton requested a pedestrian island be investigated for Sale Street, near the old netball courts and National Avenue.		Manager Engineering Services		In progress
MAY 2018
15 May 2018	CCL	QUESTION TAKEN ON NOTICE Cr Taylor requested that an investigation take place regarding the dumping of building waste material on Dane Lane behind Jack Brabham Park.		Manager Building and Environment		Under way.	July 2018
1 May 2018	IPC	Question Taken on Notice Cr Mileto requested a review of pedestrian accessibility into Robertson Park from Lords Place, given accessible entry ramps are limited to the intersection with Summer Street.		Works Manager		Information to be provided to Councillors	June 2018
APRIL 2018
17 Apr 2018	CCL	Question Taken On Notice Cr Duffy requested information on LED street lighting, as well as current street lighting costs, be circulated to Councillors.		Director Technical Services		Information to be circulated to Councillors.	May 2018
17 Apr 2018	CCL	Question Taken on Notice Council requested an update report on Kurim Shops and the Windred Street property, to include an outline of Council’s costs incurred to date on these matters.		Manager Building and Environment			June 2018
3 Apr 2018	IPC	Question Taken on Notice Cr Taylor requested information on the streets/locations that have been hot-mixed over the last 5 years.		Works Manager		Information circulated to Councillors	COMPLETE
March 2018
27 March 2018	Extraordi-nary CCL	QUESTION TAKEN ON NOTICE Cr Mileto requested information on whether the current operations of this business will be concluded once the development at Astill Drive is completed.		Senior Planner (Walker)		Response to be provided.	April 2018
20 March 2018	CCL	QUESTION TAKEN ON NOTICE Cr Kidd requested the General Manager prepare a summary of the current status of the Bells Line of Road to include previous Centroc reports and the NSW Government that include commentary on the Bells Line of Road to be circulated to Councillors.		Executive Support Manager		Information provided to Councillors in email 9/5/18.	COMPLETE
20 March 2018	CCL	QUESTION TAKEN ON NOTICE Cr Nugent requested information on the requirement to provide accessible parking spaces for hotel/motel accommodation or restaurants.		Director Development Services		Information to be provided.	April 2018
6 March 2018	CCL	QUESTION TAKEN ON NOTICE Cr Duffy requested regular reporting on the contractor key performance indicators throughout the term of the contract.		Manager Building Services		Report to be provided quarterly via Current Works Report	April 2018
6 March 2018	ESPC	QUESTION TAKEN ON NOTICE Cr Romano asked for a recent report on the condition of public waste bins in Summer Street and the Civic Precinct, to include the possibility of upgrading these bins to a higher standard.		Manager Waste Services and Technical Support		Report provided to Infrastructure Policy Committee Meeting 5 June 2018.	COMPLETE
FEBRUARY 2018
20 Feb 2018	CCL	QUESTION TAKEN ON NOTICE Cr Nugent requested a report providing further information on the process for investing Council funds and the types of products Council funds are invested in.		Manager Financial Services		Report to be provided.	August 2018
20 Feb 2018	CCL	QUESTION TAKEN ON NOTICE Cr Nugent requested the next report provide information on why Lithgow Council has chosen not to participate in the Joint Organisation, and also how the funding is likely to be allocated.		Director Corporate and Commercial Services		Report to be provided.	August 2018
20 Feb 2018	CCL	QUESTION TAKEN ON NOTICE Cr Turner requested a report on the Orange City Council resources used to assist in the two recent bushfires near Orange.		Director Corporate and Commercial Services		The assistance included: · Adminsitration support at the Rural Fire Service headquarters · A water tanker · Plant supervisor support · Road closures · Leave supported for Council employee volunteers	COMPLETE
6 Feb 2018	CCL	4.9 NOTICE OF MOTION - COURT CASES OF 62 BYNG STREET AND HIGHLAND HERITAGE AND CLASSIFICATION OF BYNG STREET CAFE BY CR DUFFY RESOLVED - 18/030 Cr G Taylor/Cr J Hamling That a report be provided on a protocol for providing legal advice on development application matters to Councillors on a case by case basis.		Director Corporate and Commercial Services		Report was presented to the Council Meeting held on 3 July 2018.	COMPLETE
December 2017
7 Dec 2017	CCL	QUESTION TAKEN ON NOTICE Cr Duffy requested a report on the feasibility of using a data analytics system to measure performance of the road network to support Council’s applications for grant funding.		Manager Works		System to be reviewed	September 2018
7 Dec 2017	IPC	QUESTION TAKEN ON NOTICE Cr Taylor requested the East Orange Channel be checked for weeds. This will be entered into Council’s Customer Request Management system.		Natural Resources Coordinator		CRM Reference – 9921/2017	Awaiting
November 2017
7 Nov 2017	CCL	4.3 LOCAL HOTMIX PLANT RESOLVED - 17/494 Cr J Whitton/Cr G Taylor		Manager Corporate and Community Relations
1 That Council seek a hot-mix asphalt plant to be located in Orange to service the needs of the City of Orange and the region. 2 That Council prepare a business case for the establishment of a hot-mix asphalt plant in Orange
21 Nov 2017	CCL	4.1 NOTICE OF MOTION - ESTABLISHMENT OF REST STOPS BY CR ROMANO RESOLVED - 17/509 Cr S Romano/Cr S Munro 1 That Council build a stop and rest area at the entrances to Orange (similar to the one opposite Bathurst Correctional Centre) in the following locations: • Mitchell Highway – Bathurst side in the area adjacent to Dairy Creek Road • Mitchell Highway – Molong side in a suitable location to be identified 2 That these rest areas include a toilet block with disabled toilet including security lighting, space for caravans and RVs to stop, picnic area including BBQ’s with shaded seats and garbage bins, a children’s play area and a large sign including a map of Orange and visitor attractions. 3 That Council seek State and Federal Government funding for these rest stops.		Works Manager		Revised Target Date changed by: Wayne Gailey From: 05 Dec 2017 To: 05 Jul 2018 Reason: Investigation and design work required. No suitable grant funding opportunities exist at the moment. Budget estimates prepared for budget and grant funding consideration. Emailed to Garry Styles and Nick Redmond 23/4/18. UPDATE 9/7/18 : Revised Target Date changed by: Wayne Gailey from: 05 Jul 2018 to 30 June 2019: Reason: Eastern Gateway Rest Stop included in Delivery and Operational Plan in 18/19 for $670,000 subject to grant funding.	July 2018
October 2017
17 Oct 2017	CCL	QUESTION TAKEN ON NOTICE Cr Munro requested a report be prepared on whether the Pay It Forward facility in Peisley Street could be used as a domestic violence crisis centre.		Director Development Services		Report to be provided to Council.	Dec 2017
17 Oct 2017	CCL	QUESTION TAKEN ON NOTICE Cr Duffy requested information on the status of the recruitment of Council’s Heritage Advisor. The General Manager confirmed information will be provided to Councillors.		Director Development Services			Nov 2017
17 Oct 2017	CCL	MATTER ARISING RESOLVED - 17/436 Cr K Duffy/Cr S Munro 1 That Council seek the support of Cabonne Council and Blayney Shire Council to review the 2006 Sub-Regional Rural and Industrial Land Use Strategy. 2 That Council seek funding from the State and Federal Governments for this study.		Director Development Services			May 2018

Council Meeting 17 July 2018

5.3 Delivery Operational Plan Follow-up

RECORD NUMBER: 2018/1691

AUTHOR: Nick Redmond, Manager Corporate and Community Relations

EXECUTIVE Summary

At the Council Meeting held on 19 June 2018, the 2018/22 Delivery Operational Plan was adopted.

During the adoption, there was some commentary around revisiting the donations section of the report.

This donations report, in response to the above, has been brought forward outside of the quarterly review process due to the timing of some events and to give some certainty or finality to the organisations seeking financial support.

Separate to this, the Delivery Operational Plan report of 19 June 2018 also gave consideration to unfunded Councillor initiatives. These matters will be considered in the quarterly review process.

Link To Delivery/OPerational Plan

The recommendation in this report relates to the Delivery/Operational Plan strategy “17.2 Collaborate - Ensure financial stability and support efficient ongoing operation”.

Financial Implications

There is a combined available balance of $50,544 made up of $15,000 in Emergent Funding, $25,185 in General Donations and $10,359 in the Sports Participation Program. On previous years’ experience it is likely these amounts will be expended through the year irrespective of any variations made to the adopted donations budgets listed later in this report.

Policy and Governance Implications

Council has an adopted donations policy that was used to make recommendations to the Delivery Operational Plan. Council could vary the policy on a case by case basis if particular circumstances, for example community feedback, exist.

However, varying the policy could create precedents or expectations for other groups or organisations seeking support. It is also possible that other groups or organisations might have withheld funding applications as they did not meet the adopted policy framework.

Recommendation

That Council consider amendments to the adopted donations.

further considerations

Consideration has been given to the recommendation’s impact on Council’s service delivery; image and reputation; political; environmental; health and safety; employees; stakeholders and project management; and no further implications or risks have been identified.

SUPPORTING INFORMATION

At the Council Meeting on 19 June 2018, the following was resolved:

RESOLVED - 18/275 Cr J Whitton/Cr S Munro

That Council approve $160,385.25 in requests for Financial Assistance as detailed in this report.

a General Donations - $34,814.25

b Sport Facility Grants - $50,000

c Sports Participation Program - $3,041

d Sponsorships/Major Promotions/Events - $32,503

e Donation to Harness Racing Club - $20,000

f Emergent Funding Requests - $20,000

Since the above resolution, a number of additional donations were resolved at the meeting on 3 July 2018.

The Council approved a Donation Policy to manage the assessment of applications for assistance against standard criteria to ensure everyone in the community has access to the same information about eligibility.

The Policy provides members of the community access to information so that they can determine whether they are eligible for funding, and if so, whether to apply and what amount they can reasonably expect to receive. Potential applicants are encouraged to view the Policy and it is expected that some decide to apply if they believe they fall within the criteria, and others decide not to apply because they do not meet the criteria. In other cases, applicants may reduce their funding request to align with the Policy requirements.

Council staff review all applications that are submitted and prepare a report for Council on those applications that conform to the Policy requirements. Where an applicant has been a previously recipient of funding the amount granted may be reduced to ensure fairness to all applicants. Council is advised of applications that do not comply with the published criteria with a recommendation to decline.

The overall donations/sponsorship budget for 2018/19 is as follows:

Program	Adopted Budget	Actual/ committed	Remaining balance
General Donations	$60,000.00	* $34,814.25	$25,185.75
Major Promotions	$45,500.00	** $45,500.00	$0.00
Emergent Funding	$20,000.00	$5,000.00	$15,000.00
Orange Harness Racing	$20,000.00	$20,000.00	$0.00
Waratah’s Sporting Club contribution	$96,354.00	$96,354.00	$0.00
Sports participants grants	$13,900.00	$3,041.00	$10,859.00
Sports capital improvements grants	$50,000.00	$50,000.00	$0.00
TOTAL	$305,754.00	$254,709.25	$51,044.75

* Includes School Prize Giving allocation (remaining balance being $3,800.00).

** Includes $10,000.00 from City Events and $2,500.00 from Economic Development.

In addition, a recommendation to fund the Tent of Hope has been submitted to the Agenda for this meeting of the Council, which if approved will reduce the available funds to $50,544.75.

At its meeting of 19 June 2018 the Council requested that a review is undertaken of grant applications which did not secure the full amount of funding for which they applied, and those that were declined, because of the application of the Policy.

Council received 67 applications for donations and sponsorships with the 2018/22 Delivery Operational Plan. They included donations that were either declined or only part funded as per the Policy. Donation requests that were met in full in the 19 June 2018 approvals have not been re-listed here.

The total value of requests totalled $208,584.45, including a small amount of in-kind. The resolved donations total $69,064.25. This leaves an unfunded gap of $139,520.20.

There are 53 donations listed below. Of those, 38 received a level of funding (which may be less than the amount requested in accordance with the Donations Policy) and 15 were declined.

(1) Applications that did not receive the full amount requested

The Council has requested that a review be undertaken of those applications that received funding, but did not receive the full amount requested in accordance with the Policy.

The Council has two options:

(1) consider these applications outside the criteria and approve a resolution to increase the level of support; or

(2) decline to further consider these applications further.

It would be open to the Council to not consider these applications further on the basis that the recipients received funding in accordance with the Policy.

The part funded applications are as follows:

General Donations

Applicant	Description	Request	Resolved
Bowen Community Technology Centre	Free technology and practical support for students and for adults	$3,000	$1,500
Come Together Choir	Purchase equipment (chairs used on stage during performances and function seating)	$3,000	$1,500
Epilepsy Support Group Central West	Epilepsy nurse	$5,000	$1,500
Fusion Australia Ltd	Fusion Community Centre (a place of rest and relaxation open to the public)	$3,000	$1,500
Glenroi Community Group	Sporting events, social outings, RSPCA health checks, vaccinations and community contact through schools and media	$3,000	$1,500
Orange and District Early Education Program (ODEEP)	Purchase of specialised equipment for children with a disability (loan library items to test suitability for their own child's use)	$2,500	$1,500
Orange Aero Club	Ongoing maintenance and upkeep Aero Medical Exchange Facility	$5,000	$1,500
Orange Woodworkers Association	Purchase of equipment (band saw)	$3,000	$1,500
The Shepherd Centre (for Deaf Children)	Sing and Grow Music Therapy Program	$3,000	$1,500
St Vincent de Paul Society	Vinnies Van and Cafe special works	$3,000	$2,000

In the past, the above group used to apply for an "annual" donation of $3,000. In 2017/18, this still existed but was weighted to 50%. Applicants applied for the $3,000 maximum and were given $1500. In December 2017, the donations and grants policy removed this "annual" donation.

The only category that these applicants could qualify under was "Miscellaneous" but the maximum of this category was only $200. In May this year, the Donations and Grants Policy was updated so that the maximum of this category was $2,000 (in line with other councils) and the weighting is now 75% - so the applicants are eligible for $1,500.

Applicant	Description	Request	Resolved
Calare Public School	School Presentation Day 2018 - Orange Function Centre	$1,175.00	$881.25
Canobolas Cottage Inc (t/a Ronald McDonald House Orange)	Annual Ball 2018 (Carnivale - Under the Big Top) (request for a fee reduction)	$2,000.00	$750.00
Orange Schoolhouse Quilters	Rent assistance for Senior Citizens Centre usage (request for fee reduction)	$1,000.00	$750.00

Under the Donations Policy, hire reductions above are capped at $1,000 and are weighted at 75%.

Applicant	Description	Request	Resolved
Orange District Girl Guides	Rates reimbursement (365 Peisley Street)	$1,251.76	$940.00
Orange Preschool Kindergarten	Rates reimbursement (13 Moad Street)	$2,654.74	$1,993.00
City of Orange Brass Band	Rates reimbursement (62-64 Endsleigh Avenue)	$6,109.95	$2,000.00

Under the Donations Policy, rates reimbursements are 75% of the general rates plus the base amount (capped to a maximum $2,000 if 75% is over $2,000).

Sports Participation Program

Applicant	Description	Request	Resolved
Orange and District Softball Association	Multiple Teams in One Sports Association (7 teams) - Softball - 2018 Regional Representation	$1,750.00	$750.00

The above application was made to the wrong category - it applied to the individual team category and multiplied it by the number of its teams. The correct category capped the donation for teams at $750.

Sponsorships/Major Promotions/Events

Applicant	Description	Request	Resolved
Appledale Processors Co-Op	Orange Apple Ramble 2019 - 27 April 2019	$5,000.00	$1,000.00
Australian National Field Days	Australian National Field Days	$5,000.00	$1,500.00
Food of Orange District Week	Food Week 2019 - 5-14 April 2019	$5,000.00	$1,500.00 (Funding is also included in the TDO contract.)
McCormack Barber Real Estate	New Year's Eve Fireworks (Party Under the Stars) 2018	$22,000	$10,000 plus $10,000 from city events
Orange Colour City Running Festival Committee	Orange Running Festival 2019 - 23-24 February 2019	Cash $1,500.00 Other $2,000.00	$1,500.00
Orange Farmers Markets Inc	The Chef's Table	$4,500.00	$1,500.00
Orange Lions Club	Camel Races 2019	$5,000.00	$1,500.00
Orange Region Vignerons' Association	Orange Wine Festival 2018 - 12-21 October 2018	Cash $5,000.00 Other $684.50	$1,500.00 (Funding is also included in the TDO contract)
Rotary Club of Orange	Banjo Paterson Australian Poetry Festival 2019 - receive free use of Theatre in fees and charges	Cash $20,000.00 Other $5,000.00	$10,000.00 (Funding is also included in the TDO contract)
Rotary Club of Orange Daybreak	Classic car food and wine event	In-kind support	$1,500.00
Rotary Club of Orange Daybreak	NSW Regional Technology Expo 2019 - 21-23 June 2019	Cash $5000 Other $5,000.00	$2,500.00 from Economic Development budget
Wangarang Industries	Charity Golf Challenge 2019 - 1 February 2019	$3,000.00	$1,500.00
Western NSW Skills Development Hub	Orange Jobs Expo 2018 - 8 November 2018 (fee reduction request)	$1,653.00	Funded from economic development budget
Willys Overland Club of Victoria	Overland 2018 (100th Anniversary) - from Sydney to Brisbane - 14‑19 October 2018	$5,000.00	Decline

There was a large number of applications in the category and the budget was expended in total.

A number of criteria were used in making recommendation including:

· Funding raised from the event will be sent to organisations outside this LGA

· Used as a donation to another entity

· Applicants outside this LGA

· There are many similar events

· Limited funds available

· Economic benefits

· Assistance from other areas (e.g. TDO contract and economic development)

Separate to the above, the Sports Facility Grants have been resolved as following:

Applicant	Description	Request	Resolved
Orange CYMS Cricket Club	Construction of cricket practice nets at Norton Park (James Sheahan Catholic High School)	$15,000.00	$9,000.00
Orange PCYC	Replacement of the Sir Neville Howse Stadium scoreboards	$15,000.00	$9,000.00
Orange & District Softball Association	Extension of the existing canteen facility for storage	$5,000.00	$5,000.00
Orange Cycle & Triathlon Club	Construction of an equipment storage shed at Gosling Creek Reserve	$3,000.00	$3,000.00
Orange City Croquet Club	Extension of the existing Club House veranda to provide additional shelter	$1,700.00	$1,200.00
Orange Emus Rugby Club	Drainage upgrade on western side of main field at Orange Emus Rugby Club	$15,000.00	$13,000.00
Orange Little Athletics	Construction of long jump and triple jump pits and approaches	$7,000.00	$5,300.00
Spring Hill Recreation Ground Trust	Replacement and upgrade of synthetic cricket wicket at the Spring Hill Recreation Ground	$5,977.00 (exceeds 50% of project cost)	$4,500.00

(2) Applications that were recommended to decline

(a) Requests Declined under Sponsorships/Major Promotions/Events

Under the Policy, event sponsorship is considered differently to donations as they are generally designed to promote economic objectives. Applicants for Event Sponsorship cannot be recipients of funding for any other project or event. The value of grants that may be awarded are capped, which is determined by an assessment of the size of the event, its duration, the number of anticipated participants and the capacity of the applicant to raise funds during the event.

The declined requests under the Event Sponsorships were as follows:

Applicant	Description	Request	Resolved
Brooking, Rachael	Walk 4 Hope 2018 and Hunt 4 Redhead 2018 (fundraising events for Huntington's Disease)	Cash $5,000.00 Other $327.80	Decline
Orange Eight Day Games	Orange Eight Days Games 2018	$3,000.00	Decline
City of Orange Veterans Golf	Orange Golf Classic for Veterans 2019	$1,300.00	Decline
Golf Orange (Orange Ex-Services' Club)	City of Orange Golf Championships 2018 - 29 September 2018 to 1 October 2018	$5,000.00	Decline
Orange Golf Club Limited	Annual Golf Tournaments (Veterans, Ladies, Men's and Classic) - October 2018 - January 2019	$5,000.00	Decline
Orange Harness Racing Club	Harness Race Meetings in February 2019 - receive $20,000.00 annually (10-year period 2016/17 to 2025/26 - Res No 16/476)	$5,000.00	Decline
City of Orange Eisteddfod	City of Orange Eisteddfod 2018 - receive $20,000.00 in reduced fees and charges each financial year	Cash $21,500.00 Other $20,000.00	Decline
Orange Symphony Orchestra	Performances of Handel's Messiah - 23-25 November 2018	$5,000.00	Decline
Rotary Club of Orange North	Lead the Way - fundraising concert for Guide Dogs NSW/ACT	Cash $5,000.00 Other $1,800.00	Decline
Blue Heel Cloggers - Dancing With Bite!	Representing Orange at the Granny Smith Festival 2018 - Eastwood - October 2018	$2,000.00	Decline
Leukaemia Foundation	Light the Night 2018	$2,000.00	Decline
Te Aria Foundation	Us Day in Robertson Park (to promote the development of the first suicide prevention plan for the Orange Region)	Cash $5,000.00 Other $309.50	Decline
Dirt Lane Press	Publication and Launch of Book - "Leaf Stone Beetle"	$3,000.00	Decline

(b) Requests Declined under General Donations

The requests that were declined under the General Donations area were as follows:

Applicant	Description	Request	Resolved
Orange and District Softball Association	Portable temporary disabled toilet for 2018/19 softball season	$2,156	Decline
Orange Theatre Company Inc	Costume storage racks	$5,000	Decline

This Orange and District Softball Association application was declined as the Association has already being given two other donations in 2018/19 - one in Sports Facility Partnerships Program and one in Sports Participation Program.

The Orange Theatre Company Inc was declined as Council already gave financial assistance with its location.

(c) Requests for further consideration

Three applications that were declined that have been raised by Councillors for review:

· the Orange and District Softball Association portable temporary disabled toilet for 2018/19 softball season ($2,156),

· Walk 4 Hope 2018 and Hunt 4 Redhead 2018 ($5,327.80), and

· the Eight Day Games ($3,000).

The Council has two options:

(1) consider these applications outside the criteria and approve a resolution to approve the applications and level of funding; or

(2) decline to further consider these applications.

The table below outlines the programs from which the funds may be drawn and the remaining funds in each program after the grant:

Applicant	Description	Fund	Request	Remaining Program Funds
Orange and District Softball Association	Portable temporary disabled toilet for 2018/19 softball season	Sports Participation Fund	$2,156	$8,703
Orange Eight Day Games	Orange Eight Days Games 2018	General Donations	$3,000.00	$22,185.75
Brooking, Rachael	Walk 4 Hope 2018 and Hunt 4 Redhead 2018 (fundraising events for Huntington's Disease)	General Donations	Cash $5,000.00 Other $327.80	$17,185.75

Assuming approval of the application for Tent of Hope of $1,000 in another submission to this meeting Agenda, this would leave the following balances in each Fund:

Program	Adopted Budget	Actual/ committed	Remaining balance
General Donations	$60,000.00	* $43,814.25	$16,185.75
Major Promotions	$45,500.00	** $45,500.00	$0.00
Emergent Funding	$20,000.00	$5,000.00	$15,000.00
Orange Harness Racing	$20,000.00	$20,000.00	$0.00
Waratah’s Sporting Club contribution	$96,354.00	$96,354.00	$0.00
Sports participants grants	$13,900.00	$5,197.00	$8,703.00
Sports capital improvements grants	$50,000.00	$50,000.00	$0.00
TOTAL	$305,754.00	$254,709.25	$39,888.75

* Includes School Prize Giving allocation (remaining balance being $3,800.00).

** Includes $10,000.00 from City Events and $2,500.00 from Economic Development.

It is noted that there will be financial support requests as the year progresses.

Council Meeting 17 July 2018

5.5 Joint Regional Planning Panel - Council Representatives

RECORD NUMBER: 2018/1577

AUTHOR: Craig Mortell, Senior Planner

EXECUTIVE Summary

Joint Regional Planning Panels (JRPPs) were introduced in NSW in 2009 to de-politicise decision making on regionally significant development. The Panels may also have a role in planning proposals, to undertake rezoning reviews or to act as the relevant planning authority (RPA) when directed.

Comprising five members, three appointed by the State and two by the relevant Council. Current State appointed panellists for Western Region JRPPs are Gordon Kirkby (chair), Ruth Fagan and Mark Grayson.

The panel take on the role of ‘Relevant Planning Authority’ for larger scale development applications and matters where Council may have a conflicting interest (as landowner for example).

In such cases assessment continues to be undertaken by Council staff but the report is provided to the JRPP, rather than Council, for determination.

Membership of the JRPP is open to both Councillors and the broader community but at least one Council appointed member is required to have expertise in one or more of the following areas: Planning, Architecture, Heritage, the Environment, Urban Design, Land Economics, Traffic and Transport, Law, Engineering or Tourism.

At present there are no JRPP relevant matters before Council, however nomination of Council members expires after three years. The current Council members Cr Jeff Whitton, Mr Michael Ryan and Cr Chris Gryllis (alternate) were re-appointed in October of 2012, (re)appointment of Council members is therefore due.

Council needs to nominate a total of three people – two preferred members and an alternate member – that can represent the interests of Council and the community on any matters arising over the next three years.

Each Council is free to set its own process for appointing panel candidates. This report outlines a suggested approach.

Link To Delivery/OPerational Plan

The recommendation in this report relates to the Delivery/Operational Plan strategy “1.2 Our City - Information and advice provided for the decision-making process will be succinct, reasoned, accurate, timely and balanced”.

Financial Implications

Nil

Policy and Governance Implications

Nil

Recommendation

1 That Council seek expressions of interest from people interested in being nominated as Council appointees for the Western Joint Regional Planning Panel for a period of three years.

2 That Council formally consider nominations at a future meeting.

further considerations

SUPPORTING INFORMATION

Functions of the JRPP

The JRPP assumes the role of ‘Relevant Planning Authority’ in place of Council for the following types of development applications – and associated modifications.

· development with a capital investment value (CIV) over $30 million

· development with a CIV over $5 million which is:

o Council related

o lodged by or on behalf of the Crown (State of NSW)

o private infrastructure and community facilities

o eco-tourist facilities

· extractive industries, waste facilities and marinas that are designated development,

· certain coastal subdivisions

· development with a CIV between $10 million and $30 million which is referred to the Planning Panel by the applicant after 120 days

In such cases Council staff still undertake the assessment but the report is provided to the JRPP, rather than Council, for determination.

The JRPP can also undertake rezoning reviews and provide advice on other planning and development matters when requested or when directed by the Minister.

Composition

Each Planning Panel consists of five members, with three of the members including the chair, appointed by the Minister (State members) and two members nominated by the relevant Council (Council members).

Terms of appointment for JRPP members, both State and Council, are not to exceed three years. There are no term limits outside of the Sydney region, so current members are eligible for re-appointment.

Council members

Two members of the JRPP are appointed by Council. At least one Council member is required to have expertise in one or more of the following areas: Planning, Architecture, Heritage, the Environment, Urban Design, Land Economics, Traffic and Transport, Law, Engineering or Tourism.

Each Council identifies how their members are selected but are expected to have regard for any potential conflict of interest if they were in any way responsible or involved in the assessment and recommendation of a DA or a rezoning review that is to be determined by the panel.

Councils are not restricted to nominating people from the Council’s local area. They can appoint, terminate, and reappoint members at any time, and can determine the duration of each appointment. Generally, so as to ensure the greatest degree of continuity for the panels, councils should consider appointing members for the maximum term of three years provided for under the EP&A Act. However, Councils should reconsider if the nominations to the panels are appropriate within 12 months following a council election.

Council may at any time appoint a person to be the alternate of a member nominated by the Council, and may revoke any such appointment.

Previous and current Council members

The current Council members Cr Jeff Whitton, Mr Michael Ryan and Cr Chris Gryllis (alternate) were re-appointed in October of 2012.

Time commitments of members

There is no regular schedule for the JRPP as it is convened on an as-needs basis. Past experience indicates Orange typically convenes a JRPP one to three times a year. However this does not preclude the potential for more frequent panels to be required in future.

When a JRPP relevant matter arises reports are prepared and typically provided to members a few weeks in advance of meeting. Meeting days typically involve an on-site inspection, separate briefings/presentations from Council staff and proponents and an open forum for submitters or objectors. A panel may then conclude its deliberations on the day or reserve its decision pending further deliberation.

Past experience is that this equates to several hours on the day (during business hours) plus pre-reading of reports and submissions in the lead up.

Member selection process

Each council identifies how their members are selected. In selecting members, Councils should have regard to the conflict of duties that would be created for a person nominated to the planning panel if they were in any way responsible or involved in the assessment and recommendation of a DA or a rezoning review to be determined by the panel.

Councils are not restricted to nominating people from the Council’s local area. They can appoint, terminate, and reappoint members at any time, and can determine the duration of each appointment. Generally, so as to ensure the greatest degree of continuity for the panels, Councils should consider appointing members for the maximum term of three years provided for under the EP&A Act.

To ensure that the community have confidence in the process it is suggested that Council call for expressions of interest from the community for a period of 21 days. A subsequent report may then be provided to Council for selection.

Attachments

1 Planning Panels Operational Procedures, D18/36052 ⇩

Division of Voting
Voted For	Cr J McRae (Deputy Mayor), Cr K Duffy, Cr T Mileto, Cr S Nugent, Cr M Previtera, Cr S Romano, Cr R Turner, Cr J Whitton
Voted Against	Nil
Absent	Cr R Kidd (Mayor), Cr J Hamling, Cr S Munro, Cr G Taylor

Division of Voting
Voted For	Cr J McRae (Deputy Mayor), Cr K Duffy, Cr S Nugent, Cr M Previtera, Cr S Romano, Cr R Turner, Cr J Whitton
Voted Against	Cr T Mileto
Absent	Cr R Kidd (Mayor), Cr J Hamling, Cr S Munro, Cr G Taylor

1	Applicant	Tent of Hope Ltd
	Not for Profit	Yes
	Christmas in July Community Event 2018 - 20-21 July 2018 This is a free community event to be held over two nights. The applicant is targeting the community in general but particularly those in less privileged areas and young people in out-of-home care.
	Donation Request $5,000.00
	Policy Category Event sponsorship. As this has been fully expended and because this is a community event rather than a major event, this application is being considered under General Donations - Hire Fees Reduction.
	Policy Status · Last donation for Tent of Hope was in 2013 (more than four years ago). · Eligible for consideration of $1,000.00 hire-fee reduction.