Notes from the February 2010 Board Meeting:

Re-classification of Workshop Building and DA for Glenreagh West:
Clarence Valley Council Planning Manager would like to review all  
 our files before any further action is taken. GMR has a number of 
 outstanding problems that need addressing and some hard decisions  
 will need to be taken.

Peter Dickson-Smith’s Lease: 
Board still felt that funding such a purchase could be difficult and the GMR Finance Committee is to review all GMR accounts and budgets to see if any spare funds can be found. The following motion was passed:

          1) The Glenreagh Mountain Railway’s Finance Committee is to
          examine the accounts and see what free funds can be found, if any, 
          to purchase the improvements.

 2) The tenants are to pay December’s rent as that was the last month they were in the house and the following month’s rent will be waved because GMR is having problems raising the funds.

 3) The tenant cannot sub-lease, as per the lease.

 4) The tenants have to maintain the land as per the lease.

DSRM/GMR Rolling Stock at Lowanna: 
The Board received a five page letter from DSRM despite originally agreeing to attend the meeting in February; DSRM now will not be attending. The meeting therefore has been cancelled. The letter contains a number of issues relating to the Deed of Settlement. The letter has been forwarded to members who have been involved with this issue for a number of years to draft a reply for the Board to approve.

Office of Rail Heritage: 
The Board reviewed the report prepared by Heritage Committee member regarding meetings with Office of Rail Heritage. The Board discussed the option of Glenreagh Station becoming the proposed depot for tourist operations and Glenreagh West becoming what it was originally planned for back in 2003, as our depot for loco and rolling stock restoration.  The Board has agreed that the Heritage Sub-Committee write a Heritage Policy for Glenreagh Mountain Railway that will direct how all our restoration and projects are developed.

Sydney Tramway Lease: 
There has been a misunderstanding between GMR and STM as to what was planned originally for these trams. The issue will be reviewed to determine what GMR is legally liable for. If agreement can’t be reached, the Board will ask for their removal.

President’s report:

The President addressed the following issues as part of his report:

            Threats by members: 
            GMR Board will not be bullied or threatened.

            ITSRR visit: 
            Positive inspection; awaiting their report. Inspection was
            detailed  and covered all aspects of the approved exemptions at
            Glenreagh West and Lowanna. ITSRR inspectors viewed and took 
            photos of Moorland Station’s welds and ramp area. This was
            followed by a detailed review of all signed risk assessments and
            induction sheets for Glenreagh West and Lowanna. 

 Rail Safety Manager’s report

The Rail Safety Manager addressed the following issues as part of his report at the, first meeting of Rail Safety Committee on the 6^th of February. The Board approved the following:

               1.0         Review of Exemption and the need for an internal audit.

            -        Approve non member will undertake internal audit of the
            exemption
            -        Approve the undertaking of an internal OHS audit of both
            Glenreagh West and Lowanna
            -        ITSRR inspection only found a few minor issues with safety  
            vests and hard hats not being worn when working on-site. ITSRR
            will be writing to GMR on the findings of their inspection. 

             2.0    Up-date on Railway Infrastructure Manager Accreditation.

              -          Review process of documents still ongoing
              -          Health and fitness documents been prepared
              -          Interface Agreements need to be arranged between GMR
             and  Councils, State Forest, Telstra, Country Energy and Private  
             Landowners. 

             3.0    Reviewing of the letter from the Boiler Inspector in 2008 only  
              just come to light.

              -          Start the process in developing the documents and costing for  
              the removal of 1919’s boiler.
              -          Develop the necessary paperwork for an exemption to use
              external professional advice to guide GMR in the best method to
              repair 1919.
             -          Obtain a copy of the new boiler code for heritage groups
             -          Approach other rail heritage groups and ask for assistance.
             -          Develop documentation to track the repairs, restoration and
             maintenance of 1919 to show the unit is fit for use once we have 
             rolling stock accreditation.

            4.0    Review of any safety issues and risks within Glenreagh     
            Mountain Railway.

            -          Develop a budget and costing for bushfire risks reduction and  
            weed control.
           -          Infrastructure Manager sees the repair of Lowanna Station roof
           as the main priority for GMR at Lowanna. 
            -          Building and construction standards and design. Infrastructure 
           Manager and Assistant Infrastructure Manager to develop a budget
           for the Moorlands Station ramp to see if the grant funds are enough
           to complete the project.
           -          Develop a plan to fence the areas at Glenreagh West and 
           Lowanna to meet the requirements of the DA and RSA. 
           -          Develop a budget and schedule of works program to undertake
           weed control at all road crossings.

Meeting with the Department of Education Employment and Workplace Relations and GMR:
 
Secretary was emailed and requested to meet with Coffs Harbour City Council and DEEWR at set time and date. The Federal Department called the meeting to address a number of issues of the past and direction that GMR was heading. They want to see consultants hired to prepare a business plan to a standard that satisfies their requirements. Both CVC and CHCC are to jointly manage the contract. GMR has set funds aside for the project.