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COMMUNITY CONSULTATION SESSION GUIDELINES 1. A period of 15 minutes before the start of any official Open Council Meeting is

available for members of the Public to address the Council Meeting or submit questions either verbally or in writing, on matters INCLUDED in the Business Paper for the particular Meeting, or matters deemed by the Mayor or Chair to be relevant.

2. A member of the public will be permitted a maximum of five (5) minutes to address

the Council Meeting. An extension of time may be granted by the Mayor or Chair if deemed necessary.

3. Members of the public seeking to represent or speak on behalf of a third party must

satisfy the Council Meeting that they have the authority to represent or speak on behalf of the third party.

4. Members of the public wishing to address the Council Meetings are encouraged to

contact Council either by telephone (02) 6730 2316 or in person at the Town Hall office prior to 12 noon the day before the Council Meeting and register their intention to address the Council Meeting.

5. The Mayor or Chair will be guided by Section 10A(2)(a) – (i) of the Local

Government Act 1993, in not allowing members of the public during community consultation sessions to deal with or discuss or disclose any information with regards to the matters mentioned in this section and subsections of the Act.

Local Government Act 1993 Section 10A(2) (a) – (i) The matters and information are the following:

(a) personnel matters concerning particular individuals (other than councillors),

(b) the personal hardship of any resident or ratepayer,

(c) information that would, if disclosed, confer a commercial advantage on a person with whom the council is conducting (or proposes to conduct) business,

(d) commercial information of a confidential nature that would, if disclosed:

(i) prejudice the commercial position of the person who supplied it, or

(ii) confer a commercial advantage on a competitor of the council, or

(iii) reveal a trade secret,

(e) information that would, if disclosed, prejudice the maintenance of law,

(f) matters affecting the security of the council, councillors, council staff or council property,

(g) advice concerning litigation, or advice that would otherwise be privileged from production in legal proceedings on the ground of legal professional privilege,

(h) information concerning the nature and location of a place or an item of Aboriginal significance on community land,

(i) alleged contraventions of any code of conduct requirements applicable under section 440.

GLEN INNES SEVERN COUNCIL

Notice is herewith given of an

ORDINARY INFRASTRUCTURE SERVICES COMMITTEE MEETING

That will be held at the Glen Innes Severn Council

Depot Training Room, Coronation Avenue, Glen Innes on:

WEDNESDAY, 11 June 2014 at 5.00 pm

ORDER OF BUSINESS

1. ACKNOWLEDGEMENT TO COUNTRY ................................................................. 2

2. APOLOGIES ........................................................................................................... 2

3. DISCLOSURE OF CONFLICT OF INTERESTS / PECUNIARY AND NON-PECUNIARY INTERESTS ...................................................................................... 2

4. REPORTS ............................................................................................................... 3

4.1 Corporate Management: CBD Revitalisation............................................. 3

4.2 Governance: Committees of Council – Glen Innes Severn Cemetery Committee – Election of New Committee Members .................................. 7

4.3 Service Providers: Energy Supply and Telecommunications: Local Government Procurement Tender EL0614 for the Supply of Electricity .. 9

4.4 Roads: Street Management: Local Traffic Committee – Roundabout at Bourke Street and Church Street Junction .............................................. 12

4.6 Roads: Bridges: Options for Shaws Road, Deepwater River Bridge Replacement ............................................................................................... 16

4.7 Public Health: Cemeteries: Floral and Other Tributes Guidelines ......... 19

4.8 Corporate Management: Policy Register: Adoption of Policy: Public Cemetery Policy .......................................................................................... 22

4.9 Department of Infrastructure Services: Monthly Reporting –

May 2014 ...................................................................................................... 25

5. MATTERS OF AN URGENT NATURE ................................................................. 56

6. CLOSED COMMITTEE REPORTS ...................................................................... 57

Hein Basson General Manager

Glen Innes Severn Council – Infrastructure Services Committee – Open Ordinary Meeting – 11 June 2014

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GLEN INNES SEVERN COUNCIL

COMMITTEE CHARTER

INFRASTRUCTURE SERVICES COMMITTEE

CHAIRMAN: Elected by Council or Committee.

COUNCILLORS: All Councillors are voting members.

STAFF ATTENDING: Director: Infrastructure Services.

Personal Assistant (Infrastructure Services) – Minute Taker. The General Manager may ex officio attend any meeting and other Directors or

Managers when necessary and when required. VISITORS: Community members may attend the meeting as spectators or to make presentations

to the committee on agenda items in accordance with the Community Consultation Session Guidelines applicable to the Ordinary meetings of Council.

The Committee may also invite community members to address the committee and provide advice to the committee during the committee meeting.

QUORUM: Four (4) Councillors.

MEETING TIME: The second Wednesday of the month, commencing at 5:00pm for community

consultation and 5:15pm for commencement of reports. VENUE: Depot Training Room, Coronation Avenue, Glen Innes.

OBJECTIVES: To consider matters referred from time to time by Council or matters considered to be

of an urgent nature by the Committee Chairperson, Mayor or General Manager, as well as all other standard matters/items prepared for the Committee’s consideration by the Director of Infrastructure Services.

RESPONSIBILITIES: To make recommendations to Council on any matters referred to it by Council or

matters considered to be of an urgent or non-urgent nature as defined above, relating to the following areas of responsibility:

The development and monitoring of all works programs;

Glen Innes Aggregates;

Asset management of Council’s civil infrastructure;

Emergency and fire services;

Waste management services;

Mechanical asset management;

Horticultural services;

Input into the Delivery Programme in relation to the responsibilities listed above; and

Other matters that may from time to time be referred by Council.

TERMS OF REFERENCE:

1. To consider reports, advice and recommendations of Management, and to make recommendations to

Council on matters placed before the Committee ensuring the recommendations are within the limits of available resources and subject to the powers vested under the Statutes, Regulations and Council’s own policies.

2. To recommend to Council the need for the formulation of or amendment to policies in relation to matters

before the Committee.


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1. ACKNOWLEDGEMENT TO COUNTRY

“I acknowledge the Ngoorabul people as the traditional custodians of our land. I give respect to past and present Elders and extend that respect to other Aboriginals present. I also recognise the role of our early settlers, Celtic and Anglo, in shaping the community that we have become.”

2. APOLOGIES

3. DISCLOSURE OF CONFLICT OF INTERESTS / PECUNIARY AND NON-PECUNIARY INTERESTS


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4. REPORTS

4.1 Corporate Management: CBD Revitalisation REPORT FROM: DIRECTOR OF INFRASTRUCTURE SERVICES Author: Vanessa Menzie – Director of Infrastructure Services

David Dadley – Project Manager – CBD Revitalisation

PURPOSE The purpose of this report is to update Council on the progress of works in Grey Street between Bourke and Meade Streets for the CBD project. BACKGROUND At the Council meeting held on 24 February 2011 Council adopted the following recommendation:

That Council adopts the Glen Innes CBD Master Plan, subject to operational variations that maybe required as each stage of the plan is implemented. (a) Relevance to Integrated Planning and Reporting Framework

The implementation of the CBD Master Plan is a key strategy within the Community Strategic Plan to achieve the objective “To build on and expand business/industry across the LGA and specifically in the Glen Innes CBD”.

(b) Financial Considerations The Finance Department has now created all of the new job numbers for collecting the costs against each of the stages as listed in the CBD report to Council in March. The table below shows the expenditure to date:

PROJECT Estimate of Works by Year

2012/13

and 2013/14 2014/15 Expenditure

to date

MEADE STREET TO BOURKE STREET

Stage A - Meade Street

$28,200.00 $20,000.00

Stage B - Centre Parking

$39,900.91

Stage C - Centre Parking

$49,026.32

Stage D - Centre Parking

$39,100.91

Stage E - Town Hall Laneway

$23,270.00

Stage F - Centre Parking

$22,865.91

Stage G - Centre Parking

$19,137.74

Stage H - Western Side $38,700.00


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$63,703.72

Stage I - Western Side

$29,045.91 $28,000.00

Stage J - Western Side

$32,008.91

Stage K - Western Side

$25,849.65 $3,912.00

Stage L - Eastern Side

$37,750.89 $7,484.00

Stage M - Eastern Side

$30,012.91 $7,035.00

Stage N - Eastern Side

$44,496.91 $10,372.00

Stage O - Eastern Side

$32,645.91 $5,200.00

Stage P - Town Square

$510,370.58 $1,000.00

Stage R - Blisters And Median

$20,045.96

Stage S - Blisters And Median

$15,323.72

Stage T - Blisters And Median

$20,244.89

Stage U - Blisters And Median

$16,644.89

Meade to Bourke Street - Landscaping/Streetscaping - General

$63,935.32

Meade to Bourke Street Contingency - non-specific

$89,633.25

COMMENTARY Grey Street works update:

1. Bourke Street to Meade Street –

Stage A - Electrical undergrounding works and the installation of the new water main at the Meade Street intersection (not yet completed).

Stage H – Drainage works, extension of the electrical conduits from under the footpath, installation of the new water main including the under bore at the Bourke Street roundabout and the construction of the road pavement to base course level have been completed. Some drainage pit work is still to be completed.

Stage I – Installation of the 375 millimetres (mm) diameter drainage line and the extension of two (2) electrical conduits from under the footpath have been completed. The installation of the new water main is approximately 70% complete. Work has been temporarily stopped in this section due to the presence of contaminated soil, samples of which have been submitted to the Environmental Protection Authority (EPA) for testing.


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Parallel parking lanes - In the eastern and western parking lanes work has commenced on extending the existing electrical conduits from under the footpath to the centre parking area; this work will commence at the Meade Street end and progressively move south.

Bourke Street roundabout – under boring for the electrical mains upgrade beneath the centre of the roundabout has been completed.

Communication to the business houses continues with the “Grey St Beat” being delivered on a fortnightly basis, unless circumstances warrant an update earlier. Discussion with the business operators and owners has been positive with Council receiving good feedback in regard to its endeavours to keep the businesses advised of the progress of works and any changes proposed.

The following recommendations for the CBD were resolved at the May Council meeting:

RESOLUTION 24.05/14

1. That Council notes the outcome of the discussions held at the Councillor Workshop held on 5 May 2014 in regards to the theme and some design elements for the Main Street Rejuvenation project.

2. That Council adopts the following elements that are considered “must haves” within the rejuvenated Grey Street streetscape theme:

Celtic theme, focussing on Celtic Symbols/Knots;

Seasonal theme, focussing on deciduous trees;

Granite and Basalt/Natural Environment theme, utilising granite and basalt rocks in the landscaping.

3. That Council, because of the unavailability of super-advanced Tilia Greenspire

trees at nurseries country wide, adopts the Pyrus Calleryana Chanticleer as its preferred tree species to be pursued for sourcing as super-advanced trees that would immediately make a positive contribution to the Main Street streetscape.

4. That Council resolves its preference for the barrier walls on the blisters at the

roundabouts to be the besser block option as is physically depicted at the front of Council’s Church Street Offices, with a granite and/or basalt rock inlay, and that the painting colour scheme of the “bagged” cemented areas be further considered at the June meeting of the Infrastructure Services Committee.

5. That Council adopts in principle the preferred material for the construction of the

Town Square to be asphalt (hot mix), but that the Director of Infrastructure Services be requested to do further research on the cost implications of this option as well as to arrange for another Councillor Workshop in early June 2014; in order for Councillors to have an opportunity to apply their minds to the more detailed design of and colour usage within this important element of the rejuvenation of the Main Street.


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6. That Council considers incorporating some of the concrete from the Grey Street roadway (Town Square area) as a decorative element in the designs of the barrier walls or blisters or within the town square, as a historical reference to honour the accomplishments of former Mayor Ward and his foresight in utilising concrete for road construction, and that this idea be further pursued at the Councillor Workshop mentioned in paragraph five (5) above.

(a) Governance/Policy Implications

Nil. (b) Legal Implications

Nil. (c) Social Implications

Consideration has been given to minimising the impact of works on business and residents.

(d) Environmental Implications

Environmental controls will be implemented during works to mitigate assessed environmental risks.

(e) Economic/Asset Management Implications

Nil. CONCLUSION The affected businesses are being kept informed through a newsletter and personal visits. A workshop held with Councillors and staff members has identified options for the theme for the streetscape that can now be further considered by Council.

RECOMMENDATION

That Council notes the information in this report.


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4.2 Governance: Committees of Council – Glen Innes Severn Cemetery Committee – Election of New Committee Members

REPORT FROM: DIRECTOR OF INFRASTRUCTURE SERVICES Author: Cathi Tibbs – Personal Assistant for Infrastructure Services PURPOSE The purpose of this report is to seek Council’s approval for the nominations received for membership of the Glen Innes Severn Cemetery Committee.

BACKGROUND At the Glen Innes Severn Cemetery Committee ordinary meeting held in May two (2) nominations were received for membership of the Committee. All Community Representatives who nominated for the Glen Innes Severn Cemetery Committee are aware of the following conditions, as outlined in the Community Committees of Council Manual:

A commitment to the activities of the Committee and a willingness to be actively involved in Committee issues;

Community representatives nominated for the Committee must be either a resident of the Local Government Area (LGA) or employee in a business within the LGA;

Members are prepared to actively serve the Committee until the next Annual General Meeting, and

Members are prepared to operate under Council’s Code of Conduct and Community Committees of Council Manual.

(a) Relevance to Integrated Planning and Reporting Framework

The Glen Innes Severn Cemetery Committee has a significant role in developing and refining Council’s Recreation and Open Spaces infrastructure strategy.

(b) Financial Considerations Nil.

COMMENTARY The Glen Innes Severn Cemetery Committee currently has four (4) community representatives, with five (5) vacancies. Nominations have been received from Julie Watt of Deepwater, and Robert Thomas of Glen Innes. (a) Governance/Policy Implications

The Glen Innes Severn Cemetery Committee does not have any delegated Council powers or responsibilities, but provides a forum for residents and interest groups to provide input into Council policies and strategies as they are formulated and reviewed.

(b) Legal Implications Nil.


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(c) Social Implications Nil. (d) Environmental Implications Nil. (e) Economic/Asset Management Implications Nil.

CONCLUSION The Glen Innes Severn Cemetery Committee has accepted the nominations for membership received from Julie Watt and Robert Thomas, who have agreed to be actively involved in Committee issues in accordance with the conditions set out in the Community Committees of Council Manual. Council’s approval is now sought for the new membership.

RECOMMENDATION

That Council endorses the nominations of Julie Watt and Robert Thomas as members of the Glen Innes Severn Cemetery Committee.


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4.3 Service Providers: Energy Supply and Telecommunications: Local Government Procurement Tender EL0614 for the Supply of Electricity

REPORT FROM: DIRECTOR OF INFRASTRUCTURE SERVICES Author: Malcolm Donnelly – Manager of Technical Services

PURPOSE The purpose of this report is to advise Council of participation in a collective tender process for the supply of electricity for large sites (each consuming in excess of 100 megawatt hours of electricity per annum) and street lighting. BACKGROUND Local Government Procurement (LGP) is compiling a tender for a panel of licensed retailers to supply electricity to a participating group of New South Wales Councils. Tenders will be evaluated by LGP in partnership with their consultants, Trans Tasman Energy Group (TTEG). Documentation has been returned to LGP committing Glen Innes Severn Council to participate in this tender process, provided electricity supply pricing does not exceed an agreed benchmark price. (a) Relevance to Integrated Planning and Reporting Framework

Relevant objectives within the current Operational Plan include:

Environment Stewardship (ES) 2.1: to encourage alternative energy opportunities, with an underlying strategy being to investigate alternative energy sources for Council infrastructure through asset management planning and implementation;

ES 5.2: to be a community leader in sustainability, by implementing recycling and energy efficiency strategies that are cost effective and reduce Council’s environmental impact;

Governance and Civil Leadership (GCL) 3.1: to be recognised as a well managed Council and an ‘Employer of Choice’, by investigating opportunities to retain financial sustainability including a review of Council services and functions; and by engaging in efficient and cost effective purchasing and procurement processes.

(b) Financial Considerations

The contracts are for energy supply only, and do not include any network charges and other charges such as loss factor, demand, regulated fees, power correction or metering. Extra charges can amount to between 40% and 60% of electricity invoices. Carbon prices are estimated to add 2.1 cents per kilowatt hour to tendered energy rates from 1 July 2014 to 30 June 2015, and will be at market rate thereafter. In 2012-13, Council’s total electricity consumption was approximately 1,530MWh, and total electricity costs were approximately $540,000, including $224,000 in usage costs.


Page 10

COMMENTARY Glen Innes Severn Council participated in the previous round of LGP electricity tenders, producing savings over prior contract arrangements, and currently has existing contracts with three (3) separate retailers, as follows:

Electricity Retailer

Contract Purpose

ERM Power Retail Pty Ltd

Four (4) Large Sites - Beardy Pump Station, Workshop Complex, Sewer Treatment Plant, and the Glen Innes Aggregates (GIA) Quarry (after 28 July 2014).

Origin Energy Small Sites.

AGL Electricity Public Lighting (and the GIA quarry prior to 28 July 2014).

Apart from the Large Sites listed above, other properties having high electricity consumption include Council offices, the Water Treatment Plant, the Library / Learning Centre and the Swimming Pool. (a) Governance/Policy Implications

The volatility of electricity pricing requires that contract acceptance occurs in a very short timeframe, not suited to the normal Local Government meeting cycle. LGP allows up to 48 hours for feedback on the Tender Evaluation Working Group’s evaluation report before determining the outcome of the tender.

(b) Legal Implications

The LGP contract process complies with Local Government tendering regulations, by operation of section 55(3)(a) of the Local Government Act 1993 and clause 163(1B) of the Regulation, and may be accepted by the General Manager where appropriate delegation exists.

(c) Social Implications

The collective tendering process is expected to result in lower energy prices and reduced staff time, compared with Council tendering separately for this energy supply, with resultant benefits for residents and ratepayers.


The contract by itself is not expected to have any direct environmental implications. Council presently subscribes to an energy monitoring program run by ‘Planet Footprint’, which provides regular reporting on Council’s electricity costs, consumption and savings initiatives. Alternative energy has and will continue to be investigated and implemented where economical to do so. The installation of photovoltaic cells at the Library / Learning Centre has reduced electricity consumption and costs by approximately 50% since the installation date, and additional buildings such as Life Choices – Support Services, the Visitor Information Centre and the Workshop are also expected to rapidly repay investment in solar technology.


Page 11

(e) Economic/Asset Management Implications Electrical energy poses a significant operating cost, particularly to Water And Sewer Funds for the operation of pumping stations and treatment plants. While reliance on electrical energy for these functions is likely to continue, advances in technology may increase operating efficiencies. Staff members have had communication with LGP and TTEG to ensure that forecast loads account for the proposed bulk luminaire replacement program, involving the replacement of street lamps with energy efficient LED street lamps across the Local Government Area between May 2014 and March 2016, under the Regional Development Australia Northern Inland (RDANI) project supported by the Commonwealth Government Community Energy Efficiency Program (CEEP).

CONCLUSION Electrical energy costs form a significant component of Council’s operating costs. Alternative energy sources and increasing efficiency in energy use will be pursued. However, Council operations rely on a secure and reliable electrical energy supply. The best way to achieve competitive energy pricing is through collective tendering to gain purchasing power, with tendering performed by specialists in procurement and energy management. The LGP tender process is likely to result in the best outcome for Council’s electrical energy needs.

RECOMMENDATION

That Council endorses the action taken by officers in securing electricity supply contracts through Local Government Procurement’s collective tendering process.


Page 12

4.4 Roads: Street Management: Local Traffic Committee – Roundabout at Bourke Street and Church Street Junction


ANNEXURES A and B

PURPOSE The purpose of this report is for Council to consider endorsing a recommendation from the Glen Innes Severn Local Traffic Committee (LTC) to request that NSW Roads and Maritime Services (RMS) consider constructing a roundabout at the intersection of Church Street and Bourke Street in Glen Innes. BACKGROUND Following the adoption of the Pedestrian Access and Mobility Plan (PAMP) in September 2012, two (2) separate applications were submitted for PAMP implementation funding under the RMS 2014/15 Pedestrian Facilities program:

(i) State roads: construction and upgrade of kerb ramps, median crossings and connecting footpaths at five (5) intersections along the New England Highway, with the majority of works at the Church Street and Bourke Street intersection as shown in the concept diagram below:

(ii) Local roads: construction of pedestrian facilities in conjunction with ongoing CBD improvement works, aimed at improving amenities for pedestrians. On 21 March, Council received advice of $110,000.00 RMS funding towards a total of $298,630.00 PAMP works, which are being undertaken in the Glen Innes CBD during the 2013/14 financial year. The new application will support a continuation of these pedestrian facilities for the remainder of the CBD project.

The LTC includes formal membership from the NSW Police, Roads and Maritime Services (RMS), State Member of Parliament (MP) and Council. At the LTC meeting held on 18 March 2014, for which minutes are attached as Annexure A, traffic issues were discussed relating to the Church Street and Bourke Street intersection in Glen Innes. The Committee made a recommendation that:

3


Page 13

To support the PAMP application next year for the blisters, taking into account the possibility of a roundabout, and that Council write to RMS to consider the provision of a roundabout integrating the blisters, the letter to include delay times, including accidents/incidents and number of U turns. (a) Relevance to Integrated Planning and Reporting Framework

The 2013/14 Operational Plan has the action to Apply for funding for the staged implementation of the Pedestrian Access and Mobility Plan in synchronisation with the CBD revitalisation.

(b) Financial Considerations The RMS has responsibility for state highway infrastructure, and will fully fund PAMP works along state roads for those projects which are approved. The state projects nominated for funding in 2014/15 total $82,500, of which $50,500 relates to pedestrian facilities near the intersection of Church and Bourke Streets. The RMS would have financial responsibility for the construction of any roundabout at the intersection of Church and Bourke Street. The RMS will fund up to 50% of approved PAMP projects on local roads. The 2014/15 grant seeks up to $257,675 of RMS funding to complete identified PAMP works in the Glen Innes CBD totalling $515,350.

COMMENTARY The Church Street and Bourke Street intersection in Glen Innes was discussed at the LTC meeting due to a number of traffic issues, including:

(a) The difficulty for pedestrians in crossing the highway as pram ramps do not line up nor comply with current accessibility standards at the kerbs and median;

(b) The difficulty for pedestrians in crossing Bourke Street due to the lack of kerb ramps, median refuges, and lengthy 22 metre distance to cross with no intermediate shelter from traffic;

(c) Southbound motorists in long vehicles, such as car/caravan combinations and articulated trucks, performing U-turns at this intersection to access the Visitor Information Centre, service station and fast food restaurant on the western side of Church Street. When performing u-turns these vehicles can halt highway traffic and risk collision with eastbound vehicles in Bourke Street.

(d) Motorists leaving Bourke Street can suffer long delays waiting for a gap in the traffic along Church Street.

Prior to the LTC meeting, Council staff undertook a count of traffic and pedestrian movements at the Church and Bourke Street intersection over a three (3) hour period during peak times, including from 8:30am to 10:00am and 3:00pm to 4:30pm on a Friday. These counts are shown in Annexure B, which is attached to the Business Paper. The kerb extensions and blisters proposed for the Church and Bourke Street intersection largely resemble the blisters that would be constructed if a future roundabout were built at this intersection, with the main geometrical difference being the central roundabout island, and so it is proposed that any blisters constructed as part of PAMP works be designed to complement a future roundabout.


Page 14

The LTC recommendation includes that Council staff collate further information including delay times, accident statistics and number of U-turns performed to accompany any letter, as these facts will help to determine if construction of a roundabout at this location is warranted. (a) Governance/Policy Implications

Improving pedestrian accessibility is consistent with Council’s Pedestrian Access and Mobility Plan (PAMP), and addresses a priority issue of improving pedestrian links across the New England Highway.


Council is required to make a decision on unanimous recommendations of the LTC in certain cases, such as when exercising those functions delegated to Council to:

Authorise prescribed traffic control devices or special event parking schemes (unless these powers have been delegated to Councillors, the General Manager or an employee of Council); and

Regulate traffic in accordance with Sections 116 to 119 of the Roads Act. There are no matters requiring Council to exercise delegated functions on this occasion, as RMS has directly delegated Council permission to install a no U-turn sign for long vehicles at the Church Street and Bourke Street intersection as recommended by the LTC.


Roundabouts are known to reduce average delay times for vehicles and provide a safe, controlled environment for motorists. A roundabout at this location will have particular safety benefits for motorists wishing to perform U-turns to access the visitor centre, service station and fast food restaurant. While roundabouts specifically facilitate vehicle movements rather than pedestrian movements, the proposed works including kerb extensions will improve pedestrian accessibility by providing reduced crossing lengths, ensuring ramps and facilities comply with Australian Standards, and better control the direction of vehicle movements at the intersection.


Roundabouts are efficient in the control of traffic at intersections and are likely to result in reduced fuel consumption and emissions of pollutants such as carbon monoxide, carbon dioxide, nitrogen and hydrocarbons, in comparison to a yield regulated intersection. Additional energy consumption will occur in the construction of a new roundabout.


As the proposed roundabout is located on a state road, no change would be expected to Council’s long-term financial plan or asset management plans.


Page 15

CONCLUSION A roundabout at the intersection of Church Street and Bourke Street would help to resolve many existing vehicle and pedestrian traffic issues, and it is recommended that Council adopt the recommendation of the Local Traffic Committee to request that RMS consider providing a roundabout at this intersection.

RECOMMENDATION

1. That Council requests the Roads and Maritime Services to consider constructing a roundabout at the intersection of Church Street (New England Highway) and Bourke Street in Glen Innes, to complement the kerb blisters proposed for construction in 2014/15 under the State Roads Safety and Traffic Management Program – Traffic Facilities Program.

2. That Council’s Director of Infrastructure Services investigates traffic delay times, accident statistics and motorist behaviour at the Church Street and Bourke Street intersection, and the subsequent findings accompany the request to the RMS.


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4.6 Roads: Bridges: Options for Shaws Road, Deepwater River Bridge Replacement


ANNEXURE C

PURPOSE The purpose of this report is for Council to consider options for the replacement of a bridge over the Deepwater River on Shaws Road. BACKGROUND The Shaws Road Bridge (asset number 5280) is a timber structure constructed in the 1960s or 1970s and is near the end of its service life. This bridge was given an overall condition rating of ‘Poor’ when inspected by Pitt and Sherry Consulting Engineers in December 2013, although the inspection was hampered by the low structure clearance and so not all components could be inspected. A copy of the inspection report is attached to the Business Paper as Annexure C. At the Ordinary Meeting held in December 2013, Council considered the prioritisation of timber bridge repair and rehabilitation projects funded from the unallocated portion of the Roads to Recovery funding for the 2013/2014 financial year. At this meeting there was also consideration of some bridges to be replaced under Council’s $4 million Local Infrastructure Renewal Scheme (LIRS) application for an accelerated bridge renewal/rehabilitation program. A meeting resolution was that the option of replacing the bridge over Deepwater River on Shaws Road with a culvert structure be investigated and reported back to Council. (a) Relevance to Integrated Planning and Reporting Framework

One of Council’s objectives is to ensure that road infrastructure assets are fit for purpose and meet community service level aspirations.

(b) Financial Considerations The estimated cost of renewing this bridge with an equivalent timber structure in Council’s asset register is $95,000. The Pitt and Sherry condition report estimated a replacement structure comprising concrete box culverts or a short span bridge would cost approximately $120,000.

COMMENTARY Shaws Road runs generally south from Ten Mile Road, parallel and in close proximity to the upper reaches of the Deepwater River, and is classified as level six (6) – Local Access Type B in Council’s functional road hierarchy. The catchment area at the bridge site is approximately 2,100 hectares (ha). The terrain is relatively steep, leading to large quantities of runoff during major storm events; however, water levels will subside quickly in less than one (1) day. There are two (2) dwellings beyond the bridge site, with one (1) located immediately past the bridge, some 4km from Ten Mile Road, and the other at the end of the Council maintained length of Shaws Road, at a distance of 6.8km from Ten Mile Road.


Page 17

Given the catchment characteristics and low population served, the type of waterway crossing most suited from a functional perspective would be a low-flow single-span bridge or culvert crossing, designed to overtop during major storm events, and be fitted with flood markers for motorists to gauge the water level. As the Deepwater River is adjacent to much of Shaws Road, the road is often impassable when the river contains high flows, and so a higher structure would have little benefit. There is not expected to be much difference in the cost of renewing Shaws Road as either a single span bridge or box culvert structure, and both will provide similar waterway area and levels of service. A detailed design and costing would be required to select the most cost-effective option. However, as many bridge projects could be let as design and construct contracts in 2014/15, there may be economies of scale in bundling this replacement with other bridge replacements and/or inviting innovative cost-effective solutions through a competitive tender process. Cost savings may be achieved through shared establishment costs for drilling rigs, shared transport costs, and the like. It is likely to be late June before Council is advised whether the LIRS accelerated bridge renewal/rehabilitation project is approved or not, and so it is recommended that a final list of bridge projects be considered at the July Infrastructure Services Committee meeting. (a) Governance/Policy Implications

Council’s Road Hierarchy Review policy document has adopted sustainable service levels for road maintenance and renewal, and the hierarchy provides a guide to the relative levels of service needed at different locations in Council’s roads network, with most expenditure directed to roads having the most traffic use. Council’s adopted Asset Management Policy notes that Council will ensure assets are planned, created, operated, maintained and renewed and disposed of in accordance with sustainability principles and Council’s priorities for service delivery.


Nil.


Two (2) dwellings would be cut off in the event that the bridge over the Deepwater River at Shaws Road was to fail. It has not been confirmed at this time, but it appears likely that alternative emergency vehicle access is available via Butterleaf State Forest.


It is likely that any fisheries permit would require the waterway crossing to include box culverts, a bed-level causeway, or an open span bridge, to enable continued fish passage at this location.


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Given the state of timber components at this bridge, it is recommended that only minor running maintenance is completed pending replacement of the bridge, although major rehabilitation of the existing structure may be considered as an option alongside replacement options when funding is confirmed. It is recommended that any replacement structure be designed so as to minimise ongoing maintenance associated with regular overtopping of the waterway crossing structure.

CONCLUSION No detailed design has yet been created to allow firm estimates of cost for the replacement of the Shaws Road Bridge with either a box culvert structure or single span low-flow bridge; however, both are expected to cost a similar amount. It is recommended that Shaws Road be considered in July together with a final list of alternative bridge projects, once advice has been received on the success or otherwise of the LIRS accelerated bridge renewal/replacement program, as there will be opportunities through competitive tender processes to gain economies of scale in the design and construction of multiple bridges at a similar time.

RECOMMENDATION

That the existing timber bridge over the Deepwater River on Shaws Road be considered at the July Infrastructure Services Committee meeting with a final list of bridges for replacement and renewal as a part of Council’s accelerated bridge renewal/replacement program, if Council’s application for an interest subsidy under round three (3) of the NSW Government’s Local Infrastructure Renewal Scheme (LIRS) is successful.


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4.7 Public Health: Cemeteries: Floral and Other Tributes Guidelines REPORT FROM: DIRECTOR OF INFRASTRUCTURE SERVICES Author: Graham Archibald – Coordinator of Recreation and Open

Spaces ANNEXURE D

PURPOSE The purpose of this report is to for Council to consider a recommendation from the Glen Innes and District Cemetery Committee meeting held on 15 May 2014, for the adoption of the Floral and Other Tributes Guidelines for Lawn Cemeteries (the Guidelines). (Please see Annexure D attached to the Business Paper). BACKGROUND Concerns have been raised regarding the visual impact and maintenance required for the lawn section of Glen Innes and District Cemeteries. Part of the issue is the placing of decorations onto lawn burial sites. Decorations have to be removed and replaced each time when mowing and edging is carried out, which can be quite time consuming. The number and type of decorations can also be visibly untidy and disorganised. (a) Relevance to Integrated Planning and Reporting Framework

It is part of Council’s vision ’to lead a confident, inclusive community that is resilient and proud of its spirit and collective achievements, heritage and environment.’ Community Living (CL) objective 1.1 states: Recreational open spaces, swimming pool, sports facilities and playgrounds readily available and safe for the community to use.

(b) Financial Considerations The introduction of these guidelines would assist Council in resource savings as less time would be spent removing and replacing decorations when maintenance occurs.

COMMENTARY The Cemetery Committee concurred that the Guidelines will provide a more balanced approach to the consideration of the placement of decorations in Lawn Cemeteries under Council’s control. The Guidelines have been developed to enable Council to ensure the environment stays clean, tidy and hazard free, which will ensure the safety of cemetery visitors and staff, in addition to maintaining a high standard of presentation. The Guidelines:

Allow for floral tributes for a period of six (6) months on a new gravesite;

Encourage the removal of any items that are unsightly, weathered or withered;

Allow for two (2) vases and two (2) articles, which can be placed at each gravesite and must be contained within the area adjacent to the headstone;

Give Council staff the authority to remove anything that is unsuitable, unsightly, broken, in poor condition or poses a hazard;


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Specify that there is to be no unauthorised planting of flora; and

Provide an allowance for Council staff to remove excess items which are considered of value, but keep them for a period of six (6) months, to allow the owners to claim them before disposal.

(a) Governance/Policy Implications

The proposed guidelines link to Council’s adopted Public Cemetery Policy, thus meeting the aims of this policy.


Adopting the guidelines minimises Council’s risk exposure. (c) Social Implications

These guidelines will give Council clear direction and a consistent approach to the decoration of lawn burial sites within the Glen Innes Severn Local Government Area. It will also help to keep the general appearance of lawn cemeteries consistent, safer and tidier. There are currently some sites which would not comply with the new Guidelines and therefore the caretakers of these sites would be given a five (5) year exemption to comply with the Guidelines.


These guidelines will encourage the removal of unsightly, weathered or withered items and will also help prevent wind-borne scattering of loose items.


These guidelines will assist Council in resource savings as less time will be spent removing and replacing decorations for maintenance work.

CONCLUSION The draft Floral and Other Tributes Guidelines has been reviewed and endorsed by the Glen Innes Severn Cemetery Committee and reviewed and supported by Horder Family Funerals. The adoption of these Guidelines will allow for uniformity throughout the Glen Innes and District Cemeteries and also give Council greater control in maintaining a hazard free environment.

RECOMMENDATION

1. That Council advertises the draft Floral and Other Tributes Guidelines for Lawn Cemeteries, attached as Annexure D to the Business Paper, for a period of not less than 28 days for public comment.

2. That following the consultation period any public submissions are considered and the appropriate changes made to the draft Floral and Other Tributes Guidelines for Lawn Cemeteries with a further report being furnished to Council for consideration prior to the adoption of the Floral and Other Tributes Guidelines.


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3. That, in the event of no significant comments being received during the consultation period, the draft becomes the adopted Floral and Other Tributes Guidelines for Lawn Cemeteries.

4. That the Coordinator of Recreation and Open Spaces notifies the caretakers of the existing non-compliant sites, in writing, of the newly adopted Floral and Other Tributes Guidelines for Lawn Cemeteries and gives them a five (5) year exemption, ending on the 30 June 2019.

5. That the Coordinator of Recreation and Open Spaces distributes the adopted Floral and Other Tributes Guidelines for Lawn Cemeteries to the Glen Innes Severn Cemetery Committee for information.

6. That the Coordinator of Recreation and Open Spaces distributes the adopted Floral and Other Tributes Guidelines for Lawn Cemeteries to all the local Funeral Directors for information.

7. That the Coordinator of Recreation and Open Spaces distributes the adopted Floral and Other Tributes Guidelines for Lawn Cemeteries to the Recreation and Open Spaces staff for their information and to ensure compliance.


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4.8 Corporate Management: Policy Register: Adoption of Policy: Public Cemetery Policy

REPORT FROM: DIRECTOR OF INFRASTRUCTURE SERVICES Author: Graham Archibald – Coordinator of Recreation and Open

Spaces ANNEXURE E

PURPOSE The purpose of this report is to present Council with the reviewed Public Cemetery Policy, for adoption. (Please see Annexure E attached to the Business Paper). BACKGROUND Council has previously adopted the Policy, and it is now due for review. It is important that Council maintains and manages its cemeteries, and demonstrates to the community that it is doing so, and is able to provide a rationale for the decisions it makes. Council values the contribution of cemeteries for the memorialisation service and heritage value to the community. It is also important to maintain them to a certain standard to minimise any risk to health and safety of persons working in or entering cemeteries. Consideration should also be given to the diverse religious, ethnic and cultural backgrounds of those using, working in or visiting cemeteries. (a) Relevance to Integrated Planning and Reporting Framework

The Public Cemetery Policy will assist Council in the planning, development and management of cemeteries for the next 10 years. The policy will set the actions needed to be undertaken by Council within the Community Strategic Plan.

(b) Financial Considerations The Policy will provide a foundation on which operational and financial decisions will be made. The changes to the Policy will have minimal impact on operations as they have already been addressed with adoption of other policies. A budget allocation of $128,000 has been made in the draft 2014/15 Operational Plan, based on the predicted needs. Future budget allocations may fluctuate and therefore the budget allocation is to be reviewed annually as part of the Operational Plan to allow ongoing implementation of the Policy.

COMMENTARY This Glen Innes Severn Council Public Cemetery Policy will provide the framework and guidelines to ensure that all existing cemeteries are managed in accordance with industry best practice. The policy will set guidelines from which procedures and practices for cemetery works, maintenance, risk management and further cemetery development will occur. There are no major changes to the policy itself, except for the updating of references to the new versions of the Acts and Regulations, these being as follows:

Australian Standard AS/NZS ISO 31000:2009 Risk Management;

Work Health and Safety Act 2011;

Work Health and Safety Regulations 2011;


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Public Health Act 2010;

Public Health (Disposal of Bodies) Regulation 2012.

It was also necessary to change reference for maintenance in the objectives to reflect that Cemeteries in the Glen Innes Severn Local Government Area are now rated as Silver areas in the Open Spaces Hierarchy. (a) Governance/Policy Implications

The Public Cemetery Policy, which is attached to the Business Paper as Annexure D, provides Council with the context to provide a managed approach to the provision and management of cemeteries under Council’s control, and to ensure the safety of the users of these assets.


The establishment of a Cemetery Policy reflects that Council is carrying out its duty of care in the provision and maintenance of cemeteries in the Glen Innes and District areas by following the set guidelines. The policy notes the legislation and references which are applicable.

(c) Social Implications Public Cemeteries offer value as a tourist attraction and for family tree research.

The Cemetery Policy:

Takes into account the management of public cemeteries to maintain them in a healthy state, and minimise any risk to health and safety of persons working in or entering cemeteries;

Considers the diverse religious, ethnic and cultural backgrounds of those using, working in or visiting cemeteries; and

Considers conservation and heritage issues. (d) Environmental Implications This policy will allow for the orderly burial of persons within cemetery areas used

exclusively for this purpose to meet industry best practice and health requirements.

(e) Economic/Asset Management Implications The policy provides a framework for funding of its implementation through setting

an appropriate revenue structure and improvement and maintenance plan.

CONCLUSION The social, environmental and economic value of cemeteries is considerable with a number of internal and external stakeholders holding a vested interest in their ongoing management and use. The purpose of the Public Cemetery Policy is to guide Council with regard to the way it views, supplies and manages valuable cemetery assets. With the adoption of this Policy and associated procedures and guidelines Council can prioritise its implementation strategies for the benefit of all stakeholders.


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RECOMMENDATION

1. That Council adopts the Public Cemetery Policy included as Annexure E of the Business Paper.

2. That the Coordinator of Recreation and Open Spaces distributes the adopted Public Cemetery Policy and associated documentation to the Recreation and Open Spaces staff and the Manager of Risk and Compliance.

3. That Council notes that a budget allocation of $128,000 has been included in the draft 2014/2015 Operational Plan.

4. That Council reviews the budget allocation annually as part of the Operational Plan to facilitate ongoing implementation of the Public Cemetery Policy.


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4.9 Department of Infrastructure Services: Monthly Reporting – May 2014

REPORT FROM: DIRECTOR OF INFRASTRUCTURE SERVICES Author: Vanessa Menzie – Director of Infrastructure Services PURPOSE The purpose of this report to review the progress of the Department of Infrastructure Services, towards completing the works objectives identified in the 2013/14 Glen Innes Severn Council Operational Plan. BACKGROUND (a) Relevance to Integrated Planning and Reporting Framework

Council’s Operational Plan sets out the capital projects and maintenance works to be undertaken during the financial year.

(b) Financial Considerations Recommendations for budget modifications are included as part of this report, where necessary.

COMMENTARY 1. Maintenance Activities

1.1 Regional Roads: Ongoing bitumen patching.

1.2 Local Sealed Roads:

Tree pruning has been carried out on Pinkett Road and Strathbogie Road. Works will be undertaken on Glen Legh Road over the next month. Crack sealing has now been completed on Glen Legh Road, Ilparran Road and Strathbogie Road. Pothole repair has taken place on Pinkett Road. Guide post renewal has occurred on Ilparran Road.

1.3 Local Unsealed Roads:

Roads graded since the last report have included Ten Mile Road, Old Grafton Road, Glen Elgin Road, Spirabo Road, Carrot Farm Road, Coxs Road, Streeters Road, Hamburg Road, and Nant Park Road.

Road Hierarchy Unsealed Network

kilometres

Grading to

16 May kilometres

% Network Graded

2013/14 Annual Maintenance

Budget

Expenditure as at 28 May

% of budget

(91% of year elapsed)

Rural Major Collector 8.4 2.0 24% $7,252 $9,090 125%

Rural Minor Collector 39.9 57.1 143% $31,214 $56,370 181%

Local Access Type A 208.2 201.5 97% $98,069 $106,295 108%

Local Access Type B 378.3 194.9 52% $139,034 $103,888 75%

Local Access Type C 104.9 29.5 28% $16,598 $19,832 119%

Rural Formation Only 9.3 0.0 0% $1,729 $546 32%

Urban Unsealed 20.1 8.7 43% $6,681 $12,942 194%

Totals 769.0 493.7 64% $300,577 $308,962 103%


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Please note that there is a time delay between grading being performed and grading data being transferred to Council’s mapping system. Therefore, the actual grading completed may be greater than the percentage (%) in the network graded column. The higher cost for urban unsealed road grading is due to increased use of water carts during January, and placement of some additional gravel. Other activity areas within urban unsealed maintenance have been adjusted to compensate.

Figure 1 - Last grading date for unsealed local roads

1.4 Bridges and Causeways: Rehabilitation/repair of timber bridges has commenced, funded under the Roads

to Recovery program. Damaged deck planking has been replaced on the Gulf Road, Glen Creek/Beardy Waters bridge north of Emmaville and one girder is scheduled for replacement on 4 June. Three (3) timber bridge girders have been replaced at the first crossing of the Mann River on the Shannon Vale Road. Work

20

kilometres

100

LAMBS VALLEYLAMBS VALLEYLAMBS VALLEYLAMBS VALLEYLAMBS VALLEYLAMBS VALLEYLAMBS VALLEYLAMBS VALLEYLAMBS VALLEY

RANGERS VALLEYRANGERS VALLEYRANGERS VALLEYRANGERS VALLEYRANGERS VALLEYRANGERS VALLEYRANGERS VALLEYRANGERS VALLEYRANGERS VALLEY

MATHESONMATHESONMATHESONMATHESONMATHESONMATHESONMATHESONMATHESONMATHESON

DIEHARDDIEHARDDIEHARDDIEHARDDIEHARDDIEHARDDIEHARDDIEHARDDIEHARD

RED RANGERED RANGERED RANGERED RANGERED RANGERED RANGERED RANGERED RANGERED RANGE

WELLINGTON VALEWELLINGTON VALEWELLINGTON VALEWELLINGTON VALEWELLINGTON VALEWELLINGTON VALEWELLINGTON VALEWELLINGTON VALEWELLINGTON VALE

KINGSGATEKINGSGATEKINGSGATEKINGSGATEKINGSGATEKINGSGATEKINGSGATEKINGSGATEKINGSGATE

PINKETTPINKETTPINKETTPINKETTPINKETTPINKETTPINKETTPINKETTPINKETT

BALD NOBBALD NOBBALD NOBBALD NOBBALD NOBBALD NOBBALD NOBBALD NOBBALD NOB

CAPOOMPETACAPOOMPETACAPOOMPETACAPOOMPETACAPOOMPETACAPOOMPETACAPOOMPETACAPOOMPETACAPOOMPETA

KOOKABOOKRAKOOKABOOKRAKOOKABOOKRAKOOKABOOKRAKOOKABOOKRAKOOKABOOKRAKOOKABOOKRAKOOKABOOKRAKOOKABOOKRA

GLEN ELGINGLEN ELGINGLEN ELGINGLEN ELGINGLEN ELGINGLEN ELGINGLEN ELGINGLEN ELGINGLEN ELGIN

SHANNON VALESHANNON VALESHANNON VALESHANNON VALESHANNON VALESHANNON VALESHANNON VALESHANNON VALESHANNON VALE

DUNDEEDUNDEEDUNDEEDUNDEEDUNDEEDUNDEEDUNDEEDUNDEEDUNDEE

WASHPOOLWASHPOOLWASHPOOLWASHPOOLWASHPOOLWASHPOOLWASHPOOLWASHPOOLWASHPOOL

MORVENMORVENMORVENMORVENMORVENMORVENMORVENMORVENMORVEN

YARROWFORDYARROWFORDYARROWFORDYARROWFORDYARROWFORDYARROWFORDYARROWFORDYARROWFORDYARROWFORD

WELLINGROVEWELLINGROVEWELLINGROVEWELLINGROVEWELLINGROVEWELLINGROVEWELLINGROVEWELLINGROVEWELLINGROVE

ROCKY RIVERROCKY RIVERROCKY RIVERROCKY RIVERROCKY RIVERROCKY RIVERROCKY RIVERROCKY RIVERROCKY RIVER

MOOGEMMOOGEMMOOGEMMOOGEMMOOGEMMOOGEMMOOGEMMOOGEMMOOGEM

GLEN NEVISGLEN NEVISGLEN NEVISGLEN NEVISGLEN NEVISGLEN NEVISGLEN NEVISGLEN NEVISGLEN NEVIS

GLEN INNESGLEN INNESGLEN INNESGLEN INNESGLEN INNESGLEN INNESGLEN INNESGLEN INNESGLEN INNES

REDDESTONEREDDESTONEREDDESTONEREDDESTONEREDDESTONEREDDESTONEREDDESTONEREDDESTONEREDDESTONE

OBANOBANOBANOBANOBANOBANOBANOBANOBAN

GLENCOEGLENCOEGLENCOEGLENCOEGLENCOEGLENCOEGLENCOEGLENCOEGLENCOE

STANNUMSTANNUMSTANNUMSTANNUMSTANNUMSTANNUMSTANNUMSTANNUMSTANNUM

BEN LOMONDBEN LOMONDBEN LOMONDBEN LOMONDBEN LOMONDBEN LOMONDBEN LOMONDBEN LOMONDBEN LOMOND

EMMAVILLEEMMAVILLEEMMAVILLEEMMAVILLEEMMAVILLEEMMAVILLEEMMAVILLEEMMAVILLEEMMAVILLE

MOUNT MITCHELLMOUNT MITCHELLMOUNT MITCHELLMOUNT MITCHELLMOUNT MITCHELLMOUNT MITCHELLMOUNT MITCHELLMOUNT MITCHELLMOUNT MITCHELL

CHAELUNDICHAELUNDICHAELUNDICHAELUNDICHAELUNDICHAELUNDICHAELUNDICHAELUNDICHAELUNDI

Last Grading Date for Unsealed Roads

17/01/2014 to 16/05/2014

05/08/2013 to 17/01/2014

29/05/2013 to 05/08/2013

30/08/2012 to 29/05/2013

Prior to 30/08/2012


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on the Glen Creek Gulf Road bridge is scheduled to commence on 4 June 2014. Repairs to the Cherry Tree Road will are planned to commence on 14 June 2014.

Three (3) different contractors have been engaged to perform repair works on the

Cherry Tree Road Furracabad Creek Bridge, the Mount Mitchell Road Mann River Bridge, and the Polhill Road Wellingrove Creek Bridge. Work on the Mount Mitchell Road Bridge is expected to take place from 8 June to 20 June, with a full road closure on 16 and 17 June.

1.5 Landfill: Ongoing tip maintenance, which has included compaction and covering of the

landfill, has been carried out. 1.6 Town and Village Works: Street Sweeping has been undertaken on urban roads, Grey Street and on the

New England Highway. Pothole repair has been carried out on local urban roads. Sign maintenance has been undertaken within Glen Innes and the villages.

1.7 Sundry Debtor Works Several private works have been carried out, with an increase in the delivery of

emergency stock water to the agricultural sector within the Local Government Area (LGA).

2. Recreation and Open Spaces

2.1 Cemeteries Minor handwork and tree pruning have been carried out in cemeteries. 2.2 Parks and Sporting Fields

Set up for the Celtic Festival, with subsequent cleaning up, was carried out. Tree pruning has commenced throughout the parks and a dead tree has been removed in King Edward Park. Minor maintenance, weeding and litter collection is ongoing through the Platinum parks. Old lines and trenches at Wilson Park have now been treated with topsoil.

2.3 Swim Centres The Swim centres are closed for the winter. 2.4 Other Open Spaces Courtyards, the Learning Centre and Visitors Information Centre grounds have

received maintenance. Street tree pruning has commenced. L

3. Glen Innes Aggregates The final sales figures for April were $140,605.66 and the May sales figures are $197,116.03. Along with the regular sales, during the month of May deliveries have included:

1,390 tonnes of DGB20 road base material for the Council’s Red Range Road works;

3,855 tonnes of MB20 road base material and 230 tonnes of aggregate for the Roads and Maritime Services (RMS) works, which are 20 kilometres north of Glen Innes; and


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The continued supply of crusher dust for the airport water and sewer job. The Environmental Protection Authority (EPA) conducted a site inspection of the quarry on 12 May, to inspect sediment dams and bonded areas that have been put in place at the quarry. The EPA is currently working on a pilot program with Glen Innes Aggregates on a risk based licensing system, in regards to licensing fees and charges. Due to the wind conditions and excavator repairs undertaken in May there was only 5,400 tonnes crushed. Graphs for May 2014 are attached for information purposes.

Above: Graph showing Sales Budget vs. Actual for May 2014

0

100000

200000

300000

400000

500000

Jul-13 Aug-13 Sep-13 Oct-13 Nov-13 Dec-13 Jan-14 Feb-14 Mar-14 Apr-14 May-14 Jun-14


Budget 2013-14 75000 100000 150000 300000 350000 150000 95000 140000 270000 115000 95000 80096

Actuals 2013-2014 70815 107207 94484 289,681 469,484 147545 97618 128276 227305 140605 197116

Budget Vs Actuals 2013-14


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Above: Graph showing cumulative Sales Budget vs. Actual for 2013/14

4. Plant and Equipment

All light vehicle replacements for the 2013-14 financial year have been completed. Quotations are being sourced using Local Government Procurement’s panel contracts for major plant replacements; including a four wheel drive (4WD) loader, prime mover, tipping truck and low loader.

5. Procurement

There are no updates for the procurement function at this time.

0

500000

1000000

1500000

2000000

2500000


Sale

s


Budget 2013-14 75000 175000 325000 625000 975000 1125000 1220000 1360000 1630000 1745000 1840000 1920096

Actual 2013-14 70815 178022 272506 562187 1031671 1179216 1276834 1405110 1632415 1773020 1970136

Budget Vs Actuals 2013-14 Cumulative

0

1000

2000

3000

4000

5000

6000

7000


Ton

ne

s


Series2 4800 3480 1860 5100 5175 4250 5275 6300 6050 4250 5400

Tonnes Crushed 2013-14


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6. Grants

A grant application to Roads and Maritime Services (RMS) for pedestrian facilities within Grey Street as part of scheduled 2013/14 CBD revitalisation works was successful, and includes a 50% contribution towards the construction of roadside furniture and facilities for improved pedestrian safety and amenity.

7. Capital Works The list of capital projects (please see the table at the end of the Commentary Section of this report) includes provisional dates for commencement/completion. These dates are subject to weather delays, or other project issues outside Council’s control.


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2010/11 programme (continuing works)

Description Budget Proposed Revised Budget

Approved Revised Budget

Expenditure to Date

Completed

Comments – it should be noted that scheduling may be revised due to weather and factors outside council control

Wearing course trial sections – estimated five kilometres (5km) of gravel road resurfacing, subject to trial sites.

$ 50,000 $ 40,000 Temporary reduction subject to other project final costs.

Nil. $ 8,021 No. Two hundred metre (200m) section constructed for initial trial of gravel/clay mix.

Emmaville - Glen Innes Street and Moore Street (Intersection).

$ 30,000 Nil. $ 29,570

$ 18,316

Yes. Final seal completed during the week of 3 February 2014. Sealing is completed. Linemarking is due to be completed in April 2014. Line marking has been completed.


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Expenditure to Date

Completed


Truck Wash. $ 180,000 $ 272,000 $ 272,000

$ 308,621 Yes. Concrete works completed. Waiting on a second quote for supply of three (3) phase power for recycling plant. Electrical contractor engaged, materials being ordered. Recycling plant no longer to be included. Handrails are currently being built. Handrails installed. Integrated Water Services team will be connecting the water supply to the truck wash. The water supply has now been connected. There are still some minor adjustments required to be done to the Avdata system.


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Expenditure Year to Date

Completed


REPAIR program – Moore Street / Irby Street rehabilitation.

$ 280,000 (balance from Block Grant)

Nil. $ 432,082 $ 10,957

Yes. Works commenced in Irby Street, and gravel overlay and alterations to drainage pits were completed. Excavation works were completed, and some pavement material placed. Currently preparing the pavement for the installation of the kerb and gutter (which is scheduled for the week commencing 23 July 2012 weather permitting). Kerb and gutter was completed on 9 August 2012. Pavement in place, bitumen seal remaining. Primer seal was completed. Final seal remaining to complete. Final seal completed during the week of 3 February 2014. Sealing completed. Linemarking is due to be completed in April 2014. Line marking has been completed.


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Completed


Glen Innes – Church Street and Grafton Street (Intersection – RTA Agreement).

$ 110,000 $ 140,000 $ 140,000 $ 138,222

This includes $6,300 in additional costs due to wet weather.

Yes – Council work completed.

Letter written to RMS seeking advice on when they will be completing the bitumen resealing. RMS has advised that they will be asphalting the intersection and doing the linemarking in March 2014. This work has now been completed by RMS.


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Completed


Grey Street, Lang to Wentworth Street rehabilitation.

$ 210,000 $ 0 Council report March 2013

$ 490,000 This includes $ 103,000 of variations. The contractor will pay Council for the use of Council labour and plant during the rework of the eastern side. $ 614,000

Yes.

Refer to previous reports for background. The first layer of AC was completed on the Eastern side following pavement testing, which found that the majority of pavement area met compaction requirements. It was negotiated with the contractor by the General Manager and Mayor that, in order to expedite the asphalting, the contractor and Council would assume joint risk of repairing any defects. This section of Grey Street is now completed.

Additional Comments: Subsequently, small areas of defects on the eastern side, about six metre square (6m2) in total have been temporarily repaired by Council’s jetpatcher. Waiting on Essential Energy to complete power upgrade design. Power upgrade design has been completed, and works to be scheduled. Works scheduled for 20/1/2014. The electrical undergrounding has been completed and the old street light poles removed, the businesses have been connected to the new system, and rehabilitation of the pavement in the centre parking area has commenced. New street light poles have been installed and commissioned. The final asphalt layer has been completed and linemarking is due to be done during the first week in April 2014. Line marking has been completed.


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Completed


Skeleton Creek Road, chainage 2.6 kilometres, drainage improvements.

$ 15,000 $ 0 Nil. $ 3,576 Design being progressed. A single 900 mm x 375 mm box culvert to be installed on 27 February and associated road works and drainage to be completed. The job is now complete with the installation of 900 mm x 375 mm crown units and base slabs and road approaches built up to match new road height. Additional costs of $4,368 can be added to expenditure, as Council already had existing crown units and base slabs in stock. The box culvert has now been installed. Works complete.


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Completed


Joss House Road realignment.

$ 10,000 $ 25,483 Nil. $ 12,133 No. Scheduled for March 2013. All neighbouring property owners’ concurrence has been obtained, and a road closure application lodged with Crown Lands Office. Works commencing before 30 June 2013. Work commenced in the last week of June. Works delayed due to saturated ground conditions. Works will commence as resources permit. Roadworks are now complete. Culvert needs to be installed.

Additional Comments: Roadwork was completed prior to Christmas, with the exception that a concrete dish drain installed near the start of Joss House Road will be upgraded to a culvert. Original design plans included a dish drain at the entrance so that works could meet the original budget. In a site inspection with residents it was later decided to upgrade this dish drain to a culvert to minimise future road maintenance. Savings were identified from other projects to supplement the project budget. Works were completed as soon as weather conditions and resources allowed, based on the original design plans. The dish drain will be relocated to a suitable alternate location. Due to the many old road reserves at this location the Land Titles Office (LTO) require a two (2) stage process to finalise land arrangements, and the survey plan may require minor amendment prior to resubmission to the LTO. Land and Property Information (LPI) have granted an extension until 20 August 2014 for survey requisitions to be satisfied and the plan of subdivision registered.


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Completed


Rangers Valley Road causeway improvements.

$ 65,000 $ 0 Nil.

$ 47,988

Yes. Design commenced. Scheduled for October 2012. Works commencing December 2012. Works in progress, commenced February 2013. Works have been completed except for the bitumen seal. The final seal was completed during the week of 3 February 2014. The job has been completed.


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Completed


Shoulder sealing Oliver Street hill segment 536-52.

$ 100,000 $ 0 Nil. $ 140,858 Yes. Design completed and survey set-out. Scheduled for November 2012. Works commenced on 14 November 2012. Works completed, with the exception of the line marking. The line marking request has been forwarded to RMS linemarking. Works have been completed – however, a decision has been made to also linemark the edge line to better define the parking areas. Linemarking to take place after all current reseals are completed. Line marking of centre line is now complete with edge/fog line to be completed during the week commencing 7 April 2014. Line marking has now been completed.

Rangers Valley Road segment 450-040 rehabilitation.

$ 60,000 $ 106,082 Yes. Pavement material was replaced and patches temporarily sealed with jetpatcher, with final bitumen seal remaining to complete. The final seal was completed during the week of 3 February 2014. The job has been completed.


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2013/14 programme



Expenditure to Date

Completed


Depot store – facility upgrade.

$ 20,000 The design is complete and quotes have been received for materials.

Depot toilet amenities – facility upgrade.

$ 33,428 Preliminary works were undertaken in 2010/11. The design is complete and quotes are being sought for materials.

Urban Drainage - Cameron's Lane (Primary School Bus Bay) .

$ 52,000 $ 19,652 Yes. Planning is underway. Quotes being sought for materials. Materials have been ordered and the job scheduled to commence on 14 April 2014, which will cause minimal impact with schools on holidays. Scheduled to commence on 14 April 2014. This job has now been completed. Sealing still needs to be completed and the fence still needs to be erected.

Urban Drainage - West Avenue.

$ 15,000 The design has not commenced.

Playground fencing.

$ 15,000 Quotes are to be obtained for the supply of fence materials.


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Completed


Pedestrian Access and Mobility Plan (PAMP) works.

$ 40,000 $ 27,114

Refer to the separate report in the August 2013 Business Paper on grant funding offered from RMS. Commenced. Works are over 85% complete and on-going as resources are available.


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Completed


Airport development works.

Draft budget shown. Subject to final design and agreement by Australia Asia Flight Training (AAFT).

$ 86,039 $ 172,890

The survey and geotechnical investigation are complete. A detailed design is in progress. Pipes for drainage were ordered prior to Christmas and due for delivery in the third week of February. A quote is being prepared for the developer for construction of the carpark and other areas. Box culverts arrived on 20 February 2014. Work on Gordon Smith Drive is due to start in the week commencing 3 March 2014.

Additional Comments: Work has commenced with installation of box culverts. The pegging out and formation of Gordon Smith Drive has commenced. The car park has had 20 percent (20%) stripped. Ch3 - 30 has had the excavation completed and sub base course at 100%. The cattle grid has been removed. Ch30- 160 has had sub base course completed. Ch160 - end shoulders have been excavated and back filled ready for the base course. Box Culverts on the car park have been installed, as well as one (1) out of two (2) on the fuel road. That leaves one (1) on the future car park and fire shed and airstrip access road to be installed. The house has not been pulled down yet. The shed has been demolished but the concrete slab still remains to be taken away. The Emmaville Road has been pegged but the excavation of the shoulder widening has not been started. This project is currently on hold whilst waiting for the developer’s contribution.


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Completed


Glen Innes Regional Airport (GIRA) Transport Infrastructure Upgrades

Expenditure Expenditure

Item Description Estimate February 2014 March 2014

1 Upgrade Emmaville Road/Gordon Smith Road intersection $ 231,861 $ 60,150

$ 82,386

2 Gordon Smith Drive

3 Main car park, including chainage 145 access $ 226,789 $ 21,908 $ 90,504 4 Lighting conduit within car park $ 6,400

5 Fuel access road $ 85,500

6 Access road, chainage 141 hangar access $ 13,000

7 Access road, chainage 220 college service road $ 28,500

8 Access road, chainage 224 airside access $ 16,000

9 Upgrade Bullock Mountain Road/Emmaville Road intersection

TBA $ 2,600

$ 2,600

10 Upgrade Grafton Street /Coronation Avenue intersection

TBA $ 3,580

$ 3,580

11 Upgrade Ferguson Street/Coronation Avenue intersection

TBA $ 9,000

$ 9,000

12 Airside Taxiway/apron upgrades $ 1,089,795

(subject to final design) $ 69,131

$ 69,131

13 Linemarking Emmaville Road, Gwydir Highway to Aerodrome

TBA

TOTAL $ 1,697,845 $ 166,369 $ 257,201


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Completed


Landfill Stage 2 upgrade. $ 167,228 No. Stage 1 Pre-construction planning phase. Part 5 Environmental assessment is complete. Site works commencing late November. Entrance works commenced. The design is in progress for the recycling drop-off area and improvements to the Materials Recovery Facility. Applications for grant funding to be sought under the NSW Government’s Waste and Resource Recovery Initiative. Grant funding cannot be sought retrospectively, so the works have been postponed until the grant process is completed. Applications for grant funding are now open and Council will apply for funding where possible. A grant application is in progress for a Community Recycling Centre. Applications close on 3 February 2014. The grant application has been submitted and approved.


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Completed


Culvert at the foot of Rummery's Hill.

$ 100,000 $ 2,063 No. A site inspection was carried out on 22 January 2014. The inspection identified that this culvert needs to be widened on the outside of the curve (north-bound lane) to facilitate future widening of this section of Emmaville Road. Design brief to be finalised during the week commencing 31 March 2014. Calling for quotes for design for culvert extension. Discussions ongoing as to the final works.


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Completed


Regional road rehabilitation and resealing.

$ 80,000 $ 31,348 Yes. Expected to be a mix of heavy patching, resealing and linemarking. Maintenance shoulder grading has been completed as a lead up to heavy patching. The final seal was completed during the week of 3 February 2014.Heavy patching and reseal of segment 70 was completed on 19 February 2014. Line marking is due to commence in April 2014. Linemarking has been completed.

Causeway Renewals - Grahams Valley.

$ 33,000 $ 6,959 Survey work has been carried out. Plans in draft form. Awaiting final plans for approval. Design and estimates are complete and construction is due to start during the week starting 7 April 2014. Waiting on approval from Fisheries. Work may be starting in the week beginning 2 June 2014.


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Completed


Bradleys Lane, Lang Street to 900m north rehabilitation.

$ 106,459 $ 133,719 Yes. Pavement testing has been completed. Design work underway. Design has been completed. Commenced – materials ordered, traffic control set out. Gravel works are nearing completion and the surface is being prepared for sealing. Final preparation is scheduled to be carried out in the week commencing 28 January 2014, ready for final two (2) coat bitumen seal. Final seal was completed during the week of 3 February 2014. The job has been completed.


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Completed


Red Range Road, to Mann River segment 220-050 rehabilitation.

$ 270,000 $ 4,598 Pavement testing has been completed. Pavement design has been completed. Awaiting final plans. Commencing design on 31 March 2014 with expected commencement of construction in early May 2014. Works to commence 5 May 2014. Works have started and are progressing well.

Lang Street, Coronation Avenue to rail bridge -rehabilitation.

$ 130,000 $ 4,599 Pavement testing has been completed. Pending grant funding. Awaiting final brief with the possibility of external contractors to carry out construction. Downer Group engaged. Testing was done on 23 May 2014. Job scheduled to be completed by 30 May 2014.

West Avenue, Lang Street to Wentworth Street rehabilitation.

$ 65,000 $ 3,466 Pavement testing has been completed.


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Completed


Bridge Renewal (R2R), including:

Nine Mile Road,

Severn River bridge

sidetrack.

Mount Mitchell Road,

Mann River Bridge.

Cherry Tree Road,

Furracabad Creek

Bridge.

Gulf Road, Beardy

River Bridge.

Polhill Road,

Wellingrove Creek

Bridge.

Mount Slow Road,

Yarrow River Bridge.

Glen Elgin Road,

Glen Elgin Creek

Bridge.

Shannon Vale Road,

Mann River Bridge.

$ 340,000 $ 99,694 Non-destructive testing being sought to prioritise expenditure. A temporary bypass was completed on Nine Mile Road, Severn River Bridge. A bridge maintenance program was developed by Pitt and Sherry Engineers. The initial works program was adopted at the December 2013 Council meeting. The damaged deck planking has been replaced. Awaiting delivery of new girders. The new girders have arrived, and have been replaced on Shannon Vale Road. Work on Glen Creek Gulf Bridge is to commence on 4 June 2014. Mt Mitchell Bridge work will now be undertaken by contractors.


Page 50





Completed


Ten Mile Road/Mount Mitchell Road – final seals.

$ 40,000 $ 7,881 Yes. The final seal has been completed, but payment for Ten Mile work has been withheld until the sealing contractor repairs defects on other roads. Defects rectified and final payments made.

Rangers Valley Road (feedlot entrance).

$ 289,756 $ 863 deferred to 2014/15.

Pavement design scheduled to be completed in January 2014. A site inspection was conducted 18/2/2014 with Rangers Valley Feedlot management, with the possibility of Rangers Valley Feedlot likely to contribute funds under private works to help improve the entrance. It may be possible to hold over this project to the 2014/15 financial year to allow Rangers Valley to budget for possible private works.


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Completed


CBD Upgrade. A separate monthly report is provided on specific CBD works and expenditure.

Awaiting the outcome of Local Infrastructure Renewal scheme (LIRS) subsidy applied for. Council successful in gaining LIRS subsidy. Tenders called for Managing Contractor. Tenders close 27 November 2012. Negotiations with Sharpe Bros as per council resolution. Sharpe Bros. engaged as preferred contractor, currently developing project plan.

Additional Comments: Council staff currently investigating power, street lighting, water and stormwater upgrades. Please refer to the separate report in the November 2013 business paper detailing the options for the pavement in Grey Street and recommendations for parking and the town square. Upgrade of the high voltage electrical mains for the CBD, and low voltage mains for street lighting, has commenced between Lang and Wentworth Streets, and is expected to be completed by the end of February.


Page 52





Completed


Extension - Town Hall (Rear).

$ 250,000 $ 24,567 Concept designs completed by LGES for DIS review. A separate report was presented to July 2012 Council meeting on the Town Hall Coffee Shop and drainage. LGES are progressing with the design, now incorporating the Town Hall Coffee Shop laneway. Discussions progressing with Thai shop owners for land acquisition. Coffee shop engineering details and drainage design have been completed. Car park construction plans have been completed. A DA has been lodged for demolition/renovation of the coffee shop to allow stormwater drainage to be constructed. The DA was referred to the February Council meeting. Quotes are being sought for demolition work.


Page 53





Completed


Urban Bitumen Heavy Patching and Resealing Program.

2012/13 $ 220,000

2013/14 $ 35,000

$ 0 Nil. $ 52,978

Yes. Patches marked out and work commencing. Heavy patches have been completed in Oliver and Heron Streets. Resealing in summer period. The final seal was completed during the week of 3 February 2014. The job has been completed with the exception of the line marking of centre and fog line within the reseal section of Oliver street. This is to be completed in the week commencing 7 April 2014.The line marking in this street has been completed. Due to the nature of more significant defects and heavy patching on rural roads, more works were undertaken on rural roads and therefore the split of funding between rural and urban roads was modified.


Page 54





Completed


Rural Bitumen Heavy Patching and Resealing Program.

2012/13 $ 200,000

2013/14 $ 90,000

$ 0 Nil. $ 383,972 Yes. Patches marked out and work commencing. Heavy patching has been completed on: Red Range Road, Pinkett Road and Furracabad Road. Resealing during summer period. The final seal was completed during the week of 3 February 2014. The job has been completed.

Combined heavy patching reseal program

$ 545,000 $ 436,950 Works completed.


Page 55

(a) Governance/Policy Implications Maintenance of Council’s infrastructure assets is in accordance with Risk Management policies, plans and procedures, including the adopted Schedule of Unsealed Maintained Roads.


Nil. (c) Social Implications

Asset maintenance and renewal work is performed to manage public hazards and asset performance. Where feasible, maintenance and renewal activities are scheduled to minimise social impacts.


Capital works are designed, and operational staff members have received training, to assess and minimise the environmental impact of work activities.


Works are scheduled to fully utilise all funds allocated to capital and maintenance projects, so as to maximise the value of Council’s infrastructure assets at year end.

CONCLUSION The current status of Infrastructure Services’ capital and recurrent works is documented above.

RECOMMENDATION

That Council notes the information in this report.


Page 56

5. MATTERS OF AN URGENT NATURE


Page 57

6. CLOSED COMMITTEE REPORTS

CLOSED COMMITTEE To consider Confidential Reports

(Section 10A(2) of The Local Government Act 1993)

Where it is proposed to close part of the Meeting, the Chairperson will allow members of the public to make representations to or at the meeting, before any part of the meeting is closed to the public, as to whether or not that part of the meeting should be closed to the public.

The Chairperson will check with the General Manager whether any written public submissions or representations have been received as to whether or not that part of the meeting should be closed to the public.

The grounds on which part of the Council or Committee meeting may be closed to public are listed in Section 10A(2) of the Local Government Act 1993 and are as follows:

(a) personnel matters concerning particular individuals other than Councillors, (b) the personal hardship of any resident or ratepayer, (c) information that would, if disclosed, confer a commercial advantage on a person with whom the

council is conducting (or proposes to conduct) business, (d) commercial information of a confidential nature that would, if disclosed:

(i) prejudice the commercial position of the person who supplied it, or (ii) confer a commercial advantage on a competitor of the council, or (iii) reveal a trade secret,

(e) information that would, if disclosed, prejudice the maintenance of law, (f) matters affecting the security of the council, councillors, council staff or council property, (g) advice concerning litigation, or advice that would otherwise be privileged from production in legal

proceedings on the ground of legal professional privilege, (h) during the receipt of information or discussion of information concerning the nature and location

of a place or an item of Aboriginal significance on community land,

(i) alleged contraventions of any code of conduct requirements applicable under section 440.

Section 10A(3) of the Act provides that Council, or a Committee of the Council of which all the members are councillors, may also close to the public so much of its meeting as comprises a motion to close another part of the meeting to the public.

Section 10B(3) of the Act provides that if a meeting is closed during discussion of a motion to close another part of the meeting to the public (as referred to in section 10A(3) of the Act), the consideration of the motion must not include any consideration of the matter or information to be discussed in that other part of the meeting (other than consideration of whether the matter concerned is matter referred to in section 10A(2) of the Act).

Section 10B(1) of the Act provides that a meeting is not to remain closed to the public during the receipt of information or the discussion of matters referred to in section 10A(2): (a) except for so much of the discussion as is necessary to preserve the relevant confidentiality,

privilege or security, and (b) if the matter concerned is a matter other than a personnel matter concerning particular

individuals, the personal hardship of a resident or ratepayer or a trade secret - unless the Council or committee concerned is satisfied that discussion of the matter in an open meeting would, on balance, be contrary to the public interest.

For the purpose of determining whether the discussion of a matter in an open meeting would be contrary to the public interest section 10B(4) of the Act states it is irrelevant that: (a) a person may interpret or misunderstand the discussion, or (b) the discussion of the matter may:

(i) cause embarrassment to the Council or committee concerned, or to councillors or to employees of the council, or

(ii) cause a loss of confidence in the Council or committee.

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