	2. Hunter Area Assistance Scheme FILE:03/0022 Agenda Item
	Council was advised of the success in obtaining funding for 4 community projects under the Hunter Area Assistance Scheme of $60,558 which will benefit the Singleton community.
	NOTED

	3. Community Development Activities FILE:01/0163 Agenda Item
	A Report was submitted to Council detailing the community activities undertaken by the Community Development Officer during the month of June, 2004.
	NOTED

	4. Colleen Gale Children's Centre Occupancy and Activities FILE:01/0447 Agenda Item
	A Report was submitted informing Council of the occupancy levels at Colleen Gale Children’s Centre and of the activities undertaken at the Centre during June, 2004.
	NOTED

5. Activity Centre Attendance and Activities FILE:01/0595 Agenda Item

A Report was submitted advising Council of the activities and client groups at the Activity Centre during May, 2004.

NOTED

	6. Youth Programs FILE:01/0393 Agenda Item
	A Report was submitted advising Council of the attendance statistics and activities undertaken at the Youth Centre during June, 2004 and of planned future events.
	NOTED
	Cr Robinson asked that the Youth centre be congratulated on the positive outcomes of the Centre.

	7. Execution of Council Seal on documentation attached to the Community Services Funding Agreement for 2004/2005 FILE:01/0141 Agenda Item
	The Community Services Funding Agreement for 2004 is required to be executed under Council seal.
225/04	RESOLVED: That the Mayor and General Manager be authorised to execute under Council Seal the Certificate related to the 2004/2005 Service Agreement for Funded Services under Section 127 of the New South Wales Industrial Relations Act, 1996. (McNamara/MacBain)

	8. Execution of Council Seal for Funding Arrangements for Disadvantaged Area Subsidy Funding FILE:01/0046 Agenda Item
	Colleen Gale Children’s Centre Before and After School Care Services have been informed that the Federal Government Disadvantaged Area Subsidy Funding will be extended for these services until June, 2005.
226/04	RESOLVED: That the Mayor and General Manager be authorised to execute under Council Seal the Extension to June 2005 of Existing Funding Arrangements for Disadvantaged Area Subsidy (DAS) Funding for Colleen Gale Children’s Centre Before and After School Care Services. (McNamara/Robinson)

	9. Amendment to the Terms of Reference of the Activity Centre Advisory Committee FILE: 01/0595 Agenda Item
	Amendments are required to the Activity Centre Advisory Committee Terms of Reference, to comply with requirements for an Authority to fundraise under the Charitable Fundraising Act.
227/04	RESOLVED: That Council adopt the following amended Terms of Reference for the Activity Centre Advisory Committee.

SINGLETON ACTIVITY CENTRE ADVISORY COMMITTEE

Day Respite Centre for Aged and Intellectually Disabled People

Amended Terms of Reference - July, 2004

1 Title

The name of the Committee shall be Singleton Activity Centre Advisory Committee and shall be referred to as the Committee in this document.

2 Meeting Place

The Committee will meet at the Singleton Community Services Centre.

3 Objectives

3.1 To promote and assist in the social and personal development of frail aged and disabled persons and their carers.

3.2 To promote the provision of appropriate activities, resources and services to meet the day respite needs of frail aged and disabled and their carers.

3.3 To increase communication between organisations within and outside of our local government area which provide day respite services for frail aged and disabled and their carers with the view to effective cooperation and mutual assistance.

3.4 To promote the use of the Activity Centre as a Centre of day respite and disabled and where practical, promote the client groups needs generally in the community.

3.5 To provide advice to Council on the management of the Centre in a practical and efficient manner.

3.6 To encourage carer and community involvement as an essential part of the operation of the Centre.

3.7 To initiate and promote cooperation and involvement between the Centre and other service providers and organisations which are involved in matters concerning frail aged and disabled and their carers.

3.8 To monitor that appropriate and effective procedures and mechanisms are developed and implemented to enable carers to participate in planning and decision making, both within the operations of the Centre and within our local government area.

4 Delegated Powers

The Advisory Committee is a committee with powers as set out hereunder:

4.1 To ensure that the Centre is maintained in good repair and condition within the funds available, and inform Council of any damage, structural or otherwise for attention.

4.2 To recommend to Council a fee structure which is sustainable and socially just.

Membership

5.1 Membership will be open to Singleton Senior Citizen’s Management Committee, councillors, carers, service users and interested community members. The Committee shall consist of a maximum of nine (9) people

5.2 Membership shall consist of the following representatives:

One (1) officer from Council

One (1) Councillor

Four (4) carers, service users or interested parties

Three (3) members of the Singleton Senior Citizens Management Committee

5.3 The Executive will consist of Chairperson, Vice Chairperson and Secretary. The committee will elect the positions of office bearers at the beginning of the Committee’s term to be held bi-annually in September.

5.4 All membership shall be by invitation - Council will call for new membership every 2 years by advertising in the local paper 21 days prior to the meeting.

5.5 Casual vacancies in the Committee shall be filled in the following manner:

5.5.1 Delegates from senior citizens to be appointed by the organisation concerned.

5.5.2 Carer/service users and interested parties to be appointed by the Committee to fill the vacancy until the term completed.

6 Meetings

6.1 Meetings of the Committee shall be held bi-monthly on the 1^st Monday of the month at 10.30. In the case of a Public Holiday the meeting will be held the following Monday. Meetings to be held at the Singleton Community Services Building.

6.2 Five (5) members present shall form a quorum. Note: If within half an hour of the set time for the meeting commencement, a quorum is not present, then the meeting shall be adjourned to the same time and place seven (7) days later or a time and place within one month of the date or original meeting to be determined.

6.3 All decisions shall be passed by a simple majority of those present and in the case of equality or a tie, the Chairperson shall have second or casting vote.

6.4 Special meetings of the Committee may be convened by the Chairperson or by any three (3) members of the Committee, or by giving written notice no less than seven (7) days before the meeting and advising the matter to be discussed at the meeting.

6.5 If the Chairperson and Vice Chairperson are absent from the meeting the Committee is to nominate a Chairperson for the meeting.

6.6 The duties of the Chairperson or vice chairperson are to:-

6.6.1 Direct meetings according to the Terms of Reference and items on the agenda

6.6.2 Facilitate the discussion of items on the agenda in a timely manner

6.6.3 Ensure all committee members have the opportunity to participate in the meetings

6.7 The Secretary shall keep minutes of each meeting and the minutes are to be signed by the Secretary.

6.8 By resolution the Committee may invite individuals or representatives from appropriate organisations to observe the proceedings of the Committee meetings, or to provide advice to the Committee on matters being considered by the Committee.

6.9 The position of members who are absent from three (3) consecutive meetings without an apology, will be declared vacant. A member who is absent from three (3) consecutive meetings with an apology will be sent a letter seeking clarification as to whether or not he/she is still interested in continuing to be a member of the committee. If there is no response by the following meeting their membership will cease and their position will be declared vacant.

7 Agenda and Minutes

7.1 All agenda items to be submitted to the Council's Activity Centre’s Coordinator no later than ten (10) working days prior to the next meeting date. These may be mailed, faxed, e-mailed, phoned or dropped into the Centre. Late items will be subject to acceptance by the Committee.

7.2 The Agenda will be finalised by the Council’s Activity Centre’s Coordinator.

7.3 A copy of the agenda and previous minutes will be distributed to all listed on the mailing list including the Committee members no later than one week prior to the next meeting date by the Coordinator.

7.4 Recommendations to Council resulting from the minutes shall be referred through the Operations Committee to Council for consideration. These recommendations shall be effective only after adoption by Council.

8 Non-distribution of profits

8.1 The income of the Activity Centre, however derived, shall, subject to any obligations under charitable trust law or any other statutory requirements, be used and applied solely in the promotion of its objects and in the exercise of powers conferred upon it by the rules.

8.2 No portion of this income shall be distributed, paid or transferred directly or indirectly by way of dividend, bonus or otherwise by way of profit to or amongst the members of the Activity Centre.

8.3 The requirement contained in (2) shall not, however prevent the payment on good faith of:

8.3.1 Interest (provided it is based on the prevailing rate of interest charged by banks, building societies or credit unions for unsecured loans) to any such member in respect of moneys advanced by that member to the Activity Centre, or otherwise owing by the Activity Centre to the member; or

8.3.2 Any remuneration to any officers or servants of the Activity Centre or other person in return for any services genuinely rendered to the Activity Centre.

9 Dissolution

9.1 In the event of the Activity Centre being deemed to no longer being relevant in addressing the needs of its members or in the event of membership declining to less than five persons, the question of dissolution should be discussed.

9.2 Upon a resolution being passed in accordance with paragraph 9.1, the net assets available after satisfying all debts and liabilities shall, upon determination by the members of the Activity Centre and management, be handed over to some other organisation or organisations having objectives similar to the objectives of the Activity Centre, which prohibits the distribution of its income among its members. However, in making the distribution, the Organisation must ensure it satisfies all legal obligations applying to any funds or property over which a charitable trust exists.

10 Internal Disputes

10.1 The Advisory Committee shall ensure that a mechanism is established for resolving internal disputes within its membership. This may include:

10.1.1 The appointment of an independent person to arbitrate in the dispute;

10.1.2 A process to bring the parties together to resolve the dispute at an early stage;

10.1.3 A process to ensure that all parties receive a full and fair opportunity of presenting their case;

10.1.4 Where the dispute cannot be resolved internally by arbitration or mediation, to refer the matter to a Community Justice Centre which functions as “a centre for dispute settlement”.

11 Complaints

11.1 The Advisory Committee shall ensure that a mechanism is established that will properly and effectively deal with complaints made by members of the public and grievances form employees.

(Martin/Moore)

	10. Colleen Gale Childrens Centre - Financial Status for 2003/2004 FILE:01/0447 Agenda Item
	A report was submitted advising Council of the financial status for 2003/2004 for Colleen Gale Children’s Centre and strategies to achieve the outcome of Council’s Children’s Services being provided at minimal cost.
228/04	RESOLVED: That Council adopt the following strategies with the aim that Child Care Services be provided at minimal cost to Council on top of the approved annual subsidy of $35,000 for the Mobile Pre-School and 75% of allocated overheads: 1. Intensive marketing of the Out of School Hours Service to increase utilization to daily average attendance of ten (10) in Before School Care; thirty (30) in After School Care and thirty five (35) in Vacation Care. Action to be taken: signage to installed to identify where the service is located; meet with parent bodies at the local schools to make them aware of the service; advertise the service in the local paper, in shopping centres and at health services. 2. The current twenty (20) Pre-School places be converted to twenty (20) Long Day Care places by January, 2005 to meet the demand of Long Day Care and increased income from fees. 3. Marketing of the Occasional Child Care places through Inter-agencies, health services, hair dressers and other relevant services. 4. Review the fees policy. 5. Rigorous monitoring of expenditure. 6. Actively seek sponsorship from industry that employs many of the families currently attending the Long Day Care Service. 7. Consideration be given to reviewing 100% subsidy for allocated overheads later in the year if needed. (Moore/Doughty)

Manager Community Services Report No 7/04

229/04

1. FUNDING VARIATION FOR ACTIVITY CENTRE

The Funding variation for the Activity Centre is required to be executed with Council’s Seal.

RESOLVED: that the Funding Variation, from the New South Wales Department of Aging Disability & Home Care.for $64,386 for the Activity Centre be executed under Council’s Seal.

( Robinson/McNamara)

Manager Library Report No 5/04

	1. Central East Zone, Country Public Library Association (CPLA) FILE: 01/0573 Agenda Item
	A Report was submitted detailing information from the Country Public Library Association, Central East Zone’s, Annual General Meeting held on Friday 21 May, 2004 at Singleton.
	NOTED
	Manager Library Robyn Tonks thanked Cr McNamara and Director Operations for their support for the Country Public Library Association, Central East Zone meetings.

Manager Parks and Facilities Report No. 8/04

	1. Nowlan Park - Maintenance FILE:04/0019 Agenda Item
	Information regarding park maintenance issues for Nowlan Park was circulated and outlined methods to vegetate some areas of Nowlan Park aiming to reduce future maintenance costs, provide a diversity of landscape, a safe park and a park that looks aesthetically pleasing.
230/04	RESOLVED that: 1. Nowlan Park be included in the Singleton Heights Plan of Management for Gully Parks. 2. the proposed maintenance plan for Nowlan Park be advertised for public comment. (Martin/Robinson)

	2. Nowlan Park - Steel Kangaroo Sculptures FILE:04/0019 Agenda Item
	Information provided to the landscape architect was circulated.
231/04	RESOLVED: That Council write to Ellavale Engineering thanking them for fabricating the steel kangaroo sculptures for Nowlan Park, Singleton Heights. (Martin/MacBain)

	3. Civic Precinct Committee - Library Project FILE: 01/0194 Agenda Item
	A meeting of the Committee was held on Friday 25 June 2004.
	NOTED:

	4. Senior Rugby League Ground Steering Committee FILE:02/0271 Agenda Item
	The Minutes of the seventh & eighth meetings of the Singleton Rugby League Ground Steering Committee held on the 1 June & 22 June 2004 were circulated.
	NOTED

	5. Singleton Gym & Swim Advisory Committee FILE:01/0074 Agenda Item
	The Minutes of the Singleton Gym & Swim Advisory Committee Meeting held on 24 June, were circulated.
232/04	RESOLVED: 1. That the Minutes of the Gym & Swim Advisory Committee be noted. 2. That the following policy on ‘Use of toilets by opposite sex juveniles’ be adopted and included in the Singleton Gym and Swim policies.

(Doughty/Moore)

	6. Singleton Sports Council FILE:01/0112 Agenda Item
	The Minutes of the monthly Singleton Sports Council meeting held on the 17^th June, 2004 were circulated.
	NOTED

7. ANSWERS TO QUESTIONS WITHOUT NOTICE Agenda Item

Responses were provided for the following Questions Without Notice

Q 43/03 (Cr Moore)

Q 8/04 (Cr Moore)

Q 51/04 (Cr Moore)

Q 50/04 (Cr Moore)

Q 58/04 (Cr McNamara)

NOTED

Note: Amended by resolution at Operations Committee Meeting 2 August 2004.

Cr McNamara asked the Manager Parks & Facilities to investigate the suitability of a parcel of land in the vicinity of Brokenback Road and McGuigan Way (the Dalwood Acres former sales office) for use as a children’s playground site for Dalwood Acres.

Manager Water and Waste Report No. 7/04

	1. Water and Sewer Reports - 1/05/04 - 31/05/04 FILE:01/0153 & 01/0328 Agenda Item
	Details of the Water & Sewer reports for the period 1/5/04 – 31/5/04 were circulated.
	NOTED

	2. ANSWERS TO Questions Without Notice Agenda Item
	Responses were provided for the following Questions Without Notice Q 84/04 (Cr McNamara) Q 93/04 (Cr Sharrock) Q 92/04 (Cr Sharrock)
	NOTED
	In response to Q93/04 Cr Moore requested that due to the confusing Garbage Services price information on the Putty Garbage Services Survey Form, Manager Water & Waste reconsider the price structure wording prior to distribution to Putty residents and further the residents be informed of mis-information being circulated regarding the costs of garbage services for the area.

Manager Engineering Support Report No. 9/04

	1. Engineering Support Jobs in Progress Report FILE:03/0036 Agenda Item
	A Report summarising the progress of jobs at hand within Engineering Support was circulated.
	NOTED

	2. Sale of Land Vol 2811 Fol 172 (1/958454) Disused Gravel Quarry, Glendon Road, Singleton FILE:PN0021628 Agenda Item
	A report was circulated providing information of an offer for the purchase of a strip of land Certificate of Title Vol 2811 Fol 172 (limited title creation 1/958454) has been received from Mr D A Vickers of Glendon Road, Singleton. The area of land of Certificate of Title Vol 2811 Fol 172 is approximately 8,400m². A deduction allowance for rehabilitation works to be carried out on the land is considered reasonable. Mr D A Vickers has made an offer of $5,000 for the purchase of all of the land in Certificate of Title Vol 2811 Fol 172 (1/958454) plus all costs associated with the sale to be borne by him.
233/04	RESOLVED that: 1. Council accept the offer of $5,000 for the purchase of the disused gravel quarry being land in Vol 2811 Fol 172 (Limited Title creation), Glendon Road. 2. the cost of reasonable legal fees, LPI fees to be borne by the purchaser Mr D A Vickers. 3. the Mayor and General Manager be authorised to execute under Council Seal all associated documentation in relation to the transfer of the land. (McNamara/Moore)

	3. Plant Hire Quotations to 30 June, 2005 FILE:T2004.006 Agenda Item
	Information was circulated regarding quotations received for the casual hire of plant for the period from 1 July 2004 to 30 June 2005
234/04	RESOLVED: That Council accept the plant hire quotations received for the period 1 July, 2004 to 30 June, 2005 as a “standing offer” and register on Council’s Plant Hire Data Base. (Martin/McNamara)

	4. Quotations for Provision of Trade and Miscellaneous Services to 30 June, 2005 FILE:T2004.008 Agenda Item
	A report was circulated regarding quotations received for the provision of trade and miscellaneous services for the period from 1 July, 2004 to 30 June, 2005.
235/04	RESOLVED: That Council accept the quotations received for provision of trade and miscellaneous services for the period 1 July, 2004 to 30June, 2005 as a “standing offer” and register on Council’s Provision of Trade and Miscellaneous Services Data Base. (Martin/McNamara)

	5. Questions Without Notice - Closure of Kent, Market and Short Streets FILE:01/0048 Agenda Item
	A response was submitted to Q70/04 (Cr MacBain).
	NOTED

Manager Works Report No. 6/04

	1. Works Program Area Maintenance and Construction Progress Report FILE:02/0281 Agenda Item
	A report summarising works completed, in progress or are programmed to be commenced by the Works Program Area was circulated.
	NOTED

	2. Hunter Councils Tender for Supply and Delivery of Stormwater Drainage Products FILE: 00/0077 Agenda Item Agenda Item
	A report was circulated concerning Hunter Councils joint purchasing for tender for the supply of precast reinforced concrete stormwater pipes, headwalls, lintels and kerb entry units.
236/04	RESOLVED: that the tenders received be considered by the Committee of the Whole for the reason stated in Section 10A (2) (d) (i) of the Local Government Act 1993, as the discussion of this matter in open Council would prejudice the commercial position of the tenderers. (Robinson/Sharrock)

	3. Questions Without Notice FILE:
	Responses were provided for the following Questions Without Notice Q. 11/04 (Cr Howlett) Q. 54/04 (Cr MacBain) Q. 59/04 (Cr McNamara Q. 72/04 (Cr Robinson) Q. 74/04 (Cr Doughty) Q. 75/04 (Cr Moore) Q. 82/04 (Cr Nichols) Q. 91/04 (Cr Sharrock) Q. 94/04 (Cr Nichols) Q. 95/04 (Cr McNamara)
	NOTED

QUESTIONS WITHOUT NOTICE

Q112/04	Cr McNamara	Mrs Stratham, resident of Rusty Lane East, requested the lane be graded. (Referred to Manager Works)
Q113/04	Cr Nichols	Could a report indicating transfer of the RFS Communications Unit from the Singleton RFS to Bulga RFS be investigated, as it had been understood the Communications Unit was to be transferred to the new RFS facility at Rose Point. (Referred to Director Operations)
Q114/04	Cr MacBain	Are the George Street Streetscape footpath walk improvements to be carried out in coloured asphalt or pavers. (Referred to Manager Works)
Q115/04	Cr MacBain	Could information on the process of registering air pollution problems to the EPA Hotline be advertised. (Referred to Manager Planning & Development)
Q116/04	Cr MacBain	Requesting information on Council’s involvement at the Middle Falbrook Quarry as the HVCC indicated that it was a Council leased quarry and residents are concerned with the truck movements and dust . (Referred to Manager Works)
Q117/04	Cr Moore	Could the future Management Plan for the Lake St Clair recreation area consider provision of fire wood in the non fire season. (Referred to Manager Parks & Facilities)
Q118/04	Cr Moore	Could Council clarify with if Nobles Quarry is contracted out on behalf of Singleton Council and / or what agreement does Council have? (Director Corporate & Development Services)
Q119/04	Cr Moore	Requesting a report on the Coin Allocation for RFS toilet facilities. (Referred to Director Operations)
Q120/04	Cr Moore	Can Section 94 funds be used for the construction of the McMullins Road footpath? (Referred to Manager Works)
Q121/04	Cr Moore	Asking for an investigation of an irregularity in the alignment of a Council road near Oceanic Road. Referred to Manager Works)
Q122/04	Cr Doughty	Could consideration be given to resurfacing the slippery Civic Centre stage area. (Referred to Manager Parks & Facilities)
Q123/04	Cr Doughty	Could the Civic Precinct Master Plan be viewed. (Referred to Manager Parks & Facilities)
Q124/04	Cr Robinson	Is there a report detailing the conditions of Crown Roads within the Local Government Area ? (Referred to Manager Works)

237/04

RESOLVED: that Council move into the Committee of the Whole at 8.20 pm.

( Martin /Doughty)

OPEN COUNCIL RESUMED AT 8.30 PM.

Manager Works Report No 7/04

1.HUNTER COUNCILS TENDER FOR SUPPLY OF STORMWATER DRAINAGE PRODUCTS

238/04

RESOLVED: that Council support the Hunter Councils contract for the supply of precast reinforced concrete pipes, headwalls, lintels and kerb entry units and accept the tender of Humes (Readymix Holdings Pty Ltd) for the supply of these products in accordance with their submitted price schedule and the financial information of the unsuccessful tenderers remain in the Committee of the Whole

( Martin /Doughty)

THE MEETING CLOSED AT 8. 31pm

………………………………………………….

Chairman of the Meeting of Singleton Council held on Monday 2 August 2004, at which meeting the signature was subscribed.

	1. Execution of Council's Seal for Variation to Lease - Hunter Prelude Early Intervention Centre and Council FILE: PN0015880 Agenda Item
	A variation of Lease required to be executed under Council’s seal in respect of the Colleen Gale Children’s Centre Before and After School Care and Vacation Care services operating on the premises at Civic Avenue leased from Council by Hunter Prelude Early Intervention Centre.
224/04	RESOLVED: That the Mayor and General Manager be authorised to execute under Council Seal the Variation of Lease between Hunter Prelude Early Intervention Centre and Singleton Council. (Moore/Robinson)