Late Agenda of Ordinary Meeting

Buloke Shire Council Ordinary Meeting Addendum Agenda Wednesday, 8 May 2013

7.2.10 Donald Hockey Club Changeroom Development

Author’s Title: Recreation Officer

Department: Assets and Infrastructure File No: CP/10/07

1 ViewApproval to amend Master plan

Relevance to Council Plan 2009-13

Objective: A Buloke community where people of all ages, backgrounds and abilities, are embraced and supported and can access the Council services they need to help live healthy and fulfilling lives.

Strategy: The contribution of all communities, large and small, in planning for and making decisions about the future is facilitated and recognised.

Priority: Ensure all major projects and strategies are informed through community and stakeholder consultation which is guided by Council’s Community Consultation framework and where relevant, appropriate advisory committees and/or mechanisms.

RECOMMENDATION

That:

1. Council note the contents of the report

2. The Donald Recreation Reserve Master Plan be amended to reflect the decision by the Donald Recreation Reserve Committee to support the provision of an additional stand alone facility for the Donald Hockey Club on the Reserve

3. Council staff continues to liaise with the Donald Hockey Club and Donald Recreation Reserve Committee on the proposed development.

4. The Donald Hockey Club and Donald Recreation Reserve be advised that Council is not at this point in time prepared to support an application for funding for this project to the State Government’s Putting Local’s First funding program on the basis that has not been identified as a priority compared to other projects already listed on Council’s Forward Capital Works Program.

1. Executive Summary

The Donald Recreation Reserve Master Plan prepared n 2011 identified as a high priority the rectification/improvement of the Jeffcott Cricket Pavilion and toilets to become a dual Hockey and Cricket club room.

Upon meeting Donald Hockey Club representatives in December 2011 to begin the facilitation of planning for this project, the club members highlighted proximity to the Hockey Ground as an important issue and indicated their desire for a facility of their own, in close proximity to the ground and providing toilet/change and kitchen facilities.

2. Discussion

In early June 2012, a meeting was arranged with a DPCD representative, the Hockey Club, representatives of the Bendigo Bank (Donald and Bendigo) and Members of the Donald A & P Society.

The DPCD representative recommended the Club look to the RDV’s Putting Locals First Funding program to enable the project to go forward. The A & P Society also indicated their interest in sharing the facility with the Hockey Club.

On 28 October 2012, an enquiry into the required statutory permissions for a Place of Assembly at the Donald Recreation reserve was received by the Planning Officer.

A letter was sent on 29 October 2012 outlining the planning requirements including design plans. This letter also strongly recommended that another meeting take place between the club and Council’s Recreation Officer given the building proposal is not in keeping with the adopted Master Plan for the reserve.

A planning permit application was submitted on 19 November 2012 with a site plan, elevations and other requirements. The estimated cost of the proposed works was $240,000.

The application was referred to the North Central Catchment Management Authority (NCCMA), who approved it with a minimum height condition, and to the Department of Sustainability and Environment (DSE) who were concerned about Cultural Heritage issues on the site. However, DSE have since issued a letter (26 April 2013) advising no objection to the proposal and proposing no conditions.

On 5 December 2012, Council’s Recreation Officer sent an email to the Chairman of the Donald Recreation Reserve Committee of Management (attached) briefly highlighting the project and requesting formal approval from the Committee for the proposed works on the Reserve and for agreement to amend the Master plan to reflect this.

A response was received on the 6 December 2012 confirming the Committee’s approval for the project and amendment to Master plan on the Donald Recreation Reserve.

A planning permit is now required to be issued within the sixty day statutory time frame.

A building permit is also required for the works and a submission for this has not been made as of 2 May 2013.

Further detailed drawings of the proposed building from a registered building practitioner will be required to ensure compliance with the Building Code before a building permit may be issued. This can be included in the planning permit final letter. The choice of the building surveyor is with the land owner as it will be a council asset. It is proposed the Municipal building surveyor should be the registered building surveyor.

As per the building permit application, a quote of the value of the works will be required.

In recent discussions with the Coordinators of the project, it was identified that at present the Club, with local funding partners has approximately 30% of the proposed project cost and upon approval of planning permit and building permit would seek further funding from other programs, including where possible, Regional Development Victoria’s Putting Local’s First Program. Assuming the cost of the building remains at the estimated the potential call on the Putting Local’s First Program would be $168,000.

Council will need to consider its support under the Putting Local’s First Program alongside other priority projects.

The need for this proposed development has been well documented. The proposal is consistent with the Donald Recreation Reserve Master Plan to the extent that the need for the facility was identified as part of that process, all be it that at different solution was proposed as part of the final Master Plan.

Current priorities for expenditure at the Donald Recreation Reserve are for an upgrade of power supply and implementation of the recommendations from the recent Essential Services Review of facilities at the Reserve. Bringing this project forward potentially delays implementation of these two projects that are essential for the long term development of the Reserve and for public safety.

Construction of a Hockey Pavilion at the Donald Recreation Reserve is currently programmed for consideration in the 2016/17 as part of the Forward Capital Works Program, but could be pushed beyond that year as a result of the lack of availability of the required funds.

The proposal by representatives of RDV that funding for this project be sought from the Putting Locals’ First Program raises a separate matter for Council, how this project is treated in relation to other projects given higher priority in Council’s Forward Capital Works Program. While the worth of the project is not under debate support for funding from Putting Local’s First effectively allows this project to ‘queue jump’ other projects that are of similar importance to other parts of the Shire.

Council needs to consider this project in the context of other proposed capital works projects and the implications associated with re-determining project priorities on an ad hoc basis.

3. Financial Implications

There are no direct financial implications from this report unless Council determines to reassign CapEx priorities to make this project a priority for 2013/14. .

Council staff will continue to work with the committee to gain an understanding of the construction costs and funding options.

When constructed the building will become a Council asset and be included in Council’s asset register, require annual insurance, maintenance and depreciation allocations.

4. Community Consultation

As indicated in the main section of the report, there has been significant consultation with the Donald Hockey Club, project coordinators and Donald Recreation Reserve Committee in the development of this project.

5. Internal Consultation

This report utilises information from Council’s Senior Planning Officer.

Internal consultation on this development has been conducted with the Manager Assets & Infrastructure.

6. Legislative / Policy Implications

All legislative or Policy issues have been addressed through the planning permit stage of the project.

7. Environmental Sustainability

N/A

8. Conflict of Interest Considerations

N/A

9. Conclusion

This project seeks to vary the Donald Recreation Reserve Master Plan and has the support of the Donald Recreation Reserve Committee to alter the Master Plan accordingly.

More work is required on the plans for the proposed building to meet Building Control requirements. The need to address minimum height conditions may add to the cost of the project.

Council also needs to consider funding options for this proposed project. The Donald Hockey Club is fund raising to meet the cost of the project but support is currently required from Council for grant applications. This request needs to be considered in the context of similar requests from other groups across the Shire.

Buloke Shire Council Ordinary Meeting Addendum Agenda Wednesday, 8 May 2013

7.2.11 Charlton and Donald Flood Study - Funding Submission

Author’s Title: Manager Assets & Infrastructure

Department: Assets and Infrastructure File No: DR/19/05

Attachments:

Nil

Relevance to Council Plan 2009-13

Objective: A Shire where roads, drains, public spaces, community facilities, parks and other essential infrastructure are fit for purpose, well maintained and contribute to the well-being of the community

Strategy: Maintaining and improving the condition of our assets to ensure essential services are provided and the community has access to quality public facilities.

Priority: Continue the development and implementation of plans to protect and manage public assets in the Shire for the long-term.

RECOMMENDATION

That:

1. The Council apply for funding under the Natural Disaster Resilience Grant Scheme for the following projects:

- Construction of stage one of the Donald Levee Bank development – Levees 2 and 3 only (total cost $925,000).

- Development of the detailed design of the proposed Charlton Ring Levee (total cost $250,000).

- Construction of a floodway on the Charlton-St Arnaud Road (total cost $500,000)

2. The Council consider a 10% contribution toward the Donald Levee Bank Development ($92,500) and development of the detailed design work for the proposed Charlton Ring Levee ($25,000) as part of the 2013/14 Council budget preparations.

3. The Council does not financially contribute toward the construction of the proposed floodway on the Charlton-St Arnaud Road as it is a VicRoads owned and controlled asset.

1. Executive Summary

The Charlton and Donald Flood and Drainage Management Studies, which have been managed by the North Central Catchment Management Authority (NCCMA), are nearing completion.

Both studies have raised a range of structural and non-structural options for flood protection and mitigation.

Funding for further investigation and implementation of the recommendations from the two studies is available through the National Disaster Resilience Grants Scheme (NDRGS). Applications to the Scheme close on 22 May 2013. Grants made under the NDRGS require contributions from State and Local Government.

It is proposed Council make application for grants under the NDRGS but seek a reduction in local contribution on the basis of financial hardship.

2. Discussion

Charlton

The Charlton Flood Study is nearing final completion and at the most recent Steering Committee and subsequent community meeting; it recommended Council consider applying for funding to carry out two of the key structural recommendations of the plan:

· The development of a ring levee around the township at an estimated cost of $5million

· Converting the culverts on the Charlton – St Arnaud Road back to a floodway at an estimated cost of $500,000.

Charlton Flood Study Proposed Works	Estimated Cost
· Construction of flood protection levees	$5 million
· Increasing the capacity of the St Arnaud Road culverts	$0.5million
*Total Estimated Cost* Benefit Cost Ratio*	*$5.5 million* 0.97

Whilst there is in principle community support for the concept of the levee option, there have been a range of concerns raised regarding the cost, design and location of the final levee. In particular, the proposed levee has the potential to adversely affect a number of rural properties on the outskirts of town. Further work is required to ensure that these adverse impacts can be practically managed.

Additional information is required in order for the community and Council to make a final decision on the levee.

Funds are required to undertake a detailed costing, landholder negotiations and functional design.

The estimated cost to complete the additional design work is $250,000.

It was evident through this consultation that there was significant community desire to increase the capacity of the culverts underneath the Charlton-St Arnaud Road.

Flood modelling undertaken through the development of the Plan has determined that in as little as the 10% AEP flood event, floodwaters as they cannot flow freely into the Avoca River are diverted into Charlton. Another significant benefit of the proposed works is that in larger flood events, such as a repeat of the September 2010 flood event, flooding of properties in the business area of Charlton would be delayed by in the order of 5-8 hours.

The original proposal was to install larger culverts in this location, however due to the magnitude of the flow; culverts would be unable to adequately convey the flow. The construction of a bridge is cost prohibitive, therefore it is proposed to return the waterway crossing to a floodway.

The estimated cost to return the waterway crossing to a floodway is $500,000. Given this is a VicRoads asset, it is not recommended that Council financially contribute toward this project, however Council will apply for the full amount of funding for this project.

Donald

The Donald Flood Study is also nearing final completion and the steering committee have endorsed the recommendation for a series of levees around the township.

Donald Flood Study Proposed Works	Estimated Capital Cost
Construction of four flood protection levees
· Levee 1 – Donald Swimming Pool · Levee 2 – Donald Township · Levee 3 – Johnson Goodwin Aged Care Facility · Levee 4 – Elizabeth Street	$350,000 $730,000 $195,000 $230,000
*Total Estimated Cost*	*$1,505,000*
Benefit Cost Ratio	0.74 (0.98 for levees 2&3 only)

Whilst the construction of all four levees is supported by the committee that oversaw the development of the plan, Stage One of the implementation involves design and construction of the two highest priority levees (levee 2 and levee 3).

Extensive community consultation has been undertaken and there is strong community support for the proposed highest priority levees.

The estimated cost of the design and construction of the two levees is $925,000.

Natural Disaster Resilience Grants Scheme (NDRGS)

The NDRGS has recently been announced and is funded by the Australian Government under a National Partnership Agreement with each state and territory.

This program is designed to support projects leading to the following outcomes:

- Reduced risk from the impact of disasters and

- Appropriate emergency management, including volunteer, capability and capacity consistent with the State’s risk profile.

The normal applicant contribution for a project is 50%.

Consideration may be given to approving a project with a lower applicant contribution in cases councils with low financial capacity or other organisations.

Buloke has a low financial capacity and it is proposed that it also argue hardship to reduce its contribution to the Scheme to 10% over the two levee based projects. Hardship is argued on the basis of Council’s current financial position and budget outlook.

Grant applications are due on the 22nd May.

3. Financial Implications

The total cost of the projects recommended by the two Flood Plan studies is as follows:

- Stage one of the Donald Levee Bank development (levees two and three only): $925,000

- Development of the detailed design of the proposed Charlton Ring Levee: $250,000

- Installation of a floodway on the Charlton-St Arnaud Road: $500,000.

It is proposed that Council consider contributing 10% of the costs toward the Donald levee and Charlton design works, totalling $117,500 in the 2013/14 capital budget.

Council will be responsible for the ongoing cost of maintaining the levee.

It is not proposed that Council contribute toward the cost of installing a floodway at the Charlton.

4. Community Consultation

There has been a number of community meetings and other opportunities for residents in the Charlton and Donald districts to be part of these studies. A community based steering committee was developed for each township, who have led the development of these plans

5. Internal Consultation

The North Central Catchment Management Authority has held meetings with Councillors and key council staff throughout the development of both studies, and staff will work together on the development of the funding applications.

6. Legislative / Policy Implications

Nil.

7. Environmental Sustainability

Nil.

8. Conflict of Interest Considerations

Nil.

9. Conclusion

It is recommended that the Council apply for funding under the Natural Disaster Resilience Grant Scheme for the following projects:

- Stage one of the Donald Levee Bank development – Levees 2 and 3 only (total cost $925,000).

- Development of the detailed design of the proposed Charlton Ring Levee (total cost $250,000).

- Installation of a floodway on the Charlton-St Arnaud Road (total cost $500,000)

The Council consider the a 10% contribution to the Donald Levee Bank Development ($92,500) and development of the detailed design work for the proposed Charlton Ring Levee ($25,000) in the 2013/14 Council budget.

The Council does not financially contribute to the proposed floodway on the Charlton-St Arnaud Road as it is a VicRoads owned and controlled asset.

Buloke Shire Council Ordinary Meeting Addendum Agenda Wednesday, 8 May 2013

7.2.12 Roadside Weed and Rabbit Control Plan 2013/2015

Author’s Title: Environmental Compliance Officer

Department: Assets and Infrastructure File No: EM/13/05

Attachments:

1 ViewDraft Roadside Weed and Rabbit Control Plan 2013/2015

2 ViewBirchip Map

3 ViewBerriwillock Map

4 ViewNullawill Map

5 ViewCulgoa Map

6 ViewSea Lake Map

7 ViewMt Buckrabanyule Map Wheel Cactus

Relevance to Council Plan 2009-13

Objective: A Shire that is working with the community to reduce our carbon footprint, protect and enhance the natural environment and share experiences and information.

Strategy: Protecting our natural assets through short and long-term planning and environmental programs.

Priority: Use the Municipal Strategic Statement to manage development and protect the natural character of Buloke.

RECOMMENDATION

That:

1. Council, having consulted with the community and local Landcare Networks and Groups adopt the Roadside Weed and Rabbit Plan without modification.

1. Executive Summary

Buloke Shire Council’s overall roadside weed and rabbit management objective is the effective and proactive management of invasive species on Council managed roadsides across the Shire.

The Roadside weed and rabbit plan contributes to Buloke Shire’s ongoing roadside weed and rabbit management program and complements past investments made by Buloke Shire which was enabled through State Government initiative funding.

The Plan will assist with the preventing the spread and introduction of invasive plant and animal species across the Shire and the region as a whole.

Following consultation with local Landcare groups the Plan is recommended for final adoption.

2. Discussion

In April 2013, the draft Roadside Weed and Rabbit Control Plan was advertised in the three local paper which circulate within the Shire; The Buloke Times, Sea Lake/ Wycheproof Times Ensign and North Central News.

The Plan was also placed on the Buloke Shire’s website for comment.

Copies of the draft Plan were also sent by email to the following Landcare coordinators within the Shire, who distributed the Plan to all their Landcare members.

· Kevin Spence - Buloke and Northern Grampians Landcare Network.

· Jessica Cook – South Eastern Mallee Region

· Kim Cross – Eastern Mallee Region.

Email copies of the Plan were also sent to;

· Jeffcott Landcare group

· Wycheproof Landcare group

· Berriwillock Landcare group

· Birchip Landcare group

· Culgoa Landcare group

· Nullawil Landcare group

· Charlton Landcare group

The following responses were received:

1. Kevin Spence- BNG Landcare Network

· Mapping and sharing this information on a common database that can be reviewed and updated as required

· Trying to ensure that the plan starts to look at setting up more formal and regular contact between all stakeholders, including managers of private and public land, so we can get an integrated and coordinated approach. To me this will be one of the best lasting legacies and help ensure scarce resources are best utilised

· Including agricultural assets in prioritisation considerations.

2. Janet Richardson – Wychitella District Landcare Group.

· “I wish to draw attention to the continuing problem of the pest plant Opuntia robusta [wheel cactus] on the roadsides in the Buloke Shire. As this plant is now a Weed of National Significance I trust its control will be a key part of the Shire’s plan.”

3. Kim Cross and Jessica Cook, through phone discussion said that their Landcare groups are happy with the Plan as they are already undertaking rabbit control works in their areas and that they are happy that the Shire is taking a collaborative approach to pest and weed management.

3. Financial Implications

The funding agreement was signed in November 2012 and $50,000 has been received

Council will use 10% for project management cost and the remainder $40,000 will be used for on ground works that are defined within community project areas supporting Landcare groups and DPI compliance.

$50,000 to be received in July 2013 – 10% project management cost

$50,000 to be received in July 2014 – 10% project management cost

4. Community Consultation

Kevin Spence - Buloke and Northern Grampians Landcare Network.

Jessica Cook – South Eastern Mallee Region

Kim Cross – Eastern Mallee Region.

Emails were also sent out to;

Jeffcott Landcare group

Wycheproof Landcare group

Berriwillock Landcare group

Birchip Landcare group

Culgoa Landcare group

Nullawil Landcare group

Charlton Landcare group

5. Internal Consultation

No internal consultation/discussions.

6. Legislative / Policy Implications

State

· Invasive Plants and Animal Policy Framework

· Catchment and Land Protection Act 1994

· Flora and Fauna Guarantee Act 1988

· Crown Land (Reserves) Act 1978

· Land Act 1958

· Local Government Act 1989

· Planning and Environment Act 1987

· Environment Protection Act 1970.

· Road Management Act 2004

Regional

· North Central CMA Invasive Plants & Animal Strategy 2010-15

· Mallee CMA Invasive Plants & Animals Management Strategy.

Local

· Buloke Shire Council’s Environment Strategy

· Buloke Shire Council’s Weed Identification

· Buloke Shire Council’s Roadside Management Plan

7. Environmental Sustainability

The Buloke Shire Council seeks to work with local communities in protecting high value environmental assets from pest plant and animal impacts. The southern regions of the shire contain Buloke Woodland Communities that are recognised as a regional and national high priority asset. The northern region of the shire joins Lake Tyrrell, a wetland of National Significance that plays an important ecological/hydrological role in the natural functioning of a major wetland system.

8. Conflict of Interest Considerations

No known conflicts

9. Conclusion

Buloke Shire Council’s overall roadside weed and rabbit management objective is the effective and proactive management of invasive species on Council managed roadsides across the Shire. The Roadside weed and rabbit plan contributes to Buloke Shire’s ongoing roadside weed and rabbit management program and complements past investments made by Buloke Shire which was enabled through State Government initiative funding. The Plan will assist with the preventing the spread and introduction of invasive plant and animal species across the Shire and the region as a whole.

Buloke Shire Council Ordinary Meeting Addendum Agenda Wednesday, 8 May 2013

7.2.13 Exercise of Lease Option - Automatic Weather Station, Charlton Landfill

Author’s Title: Risk Officer

Department: Office of the CEO File No: WM/08/01

Attachments:

Nil

Relevance to Council Plan 2009-13

Objective: A local economy in which the contribution of the agricultural sector and business sector is recognised and their continued growth actively encouraged and supported.

Strategy: Promoting the high quality clean agricultural production capacity of the Shire to take advantage of new opportunities to maximise economic growth.

Priority: Promote the capability of local producers to provide high quality grains, legumes, oil seeds and live meat to local, national and international markets and ensure Land Use policies in the Buloke Planning Scheme protect the future of these economic assets.

RECOMMENDATION

That:

1. Council write to DTZ Real Estate Services (Vic) Pty Ltd, who represents the Commonwealth Bureau of Meteorology, confirming that Council have received notice of and agrees to the Bureau of Meteorology formally exercising the option to renew for a further 10 year period, from 16 July 2013 to 15 July 2023.

2. Council gives Public Notice of its intention to continue the lease with the Commonwealth of Australia, represented by the Bureau of Meteorology, pursuant to the exercise of the option to renew.

3. That the Public Notice disclose the following:

(a) References to Section 190 (restriction on power to lease land) and Section 223 (right to make a submission);

(b) The location of the property, including Certificate of Title details;

(d) The rent to be paid pursuant to the current Lease terms;

(e) The independent annual market rental valuation received for the land;

(f) The reason the current Lease is below the independent market rental valuation is because:

i. This was arrangement agreed to in the original lease negotiations and was the amount set in that agreement;

ii. The Automatic Weather Station installed on the site is necessary in order to obtain data necessary for the Bureau of Meteorology’s functions under the Meteorology Act 1955 (Commonwealth);

iii. The Bureau of Meteorology is established as a national meteorological agency to perform its functions under the Meteorology Act 1955 (Commonwealth) in the public interest; and

iv. The site produces data relevant to agricultural data users, and is of value to primary producers in the Shire.

(g) The commencement and end of the submission period;

(h) How submissions can be made;

(i) That persons making a submission is entitled to request that they be heard in support of their submission and are entitled to appear in person; and

(j) Contact details for a Council representative if further information is required.

4. The date by which submissions are to be submitted, for the purposes of Section 223 of the Local Government Act 1989 (Cth) be 30 days from the date of the placement of the necessary advertisements.

5. That the advertisements be placed in the local press, namely the North Central News, Sea Lake Wycheproof Times Ensign and the Buloke Times.

1. Executive Summary

The Commonwealth of Australia, represented by the Bureau of Meteorology (BoM), has exercised an option of renewal for the continued lease of the Automatic Weather Station (“AWS”) at the Charlton Landfill (stack site), for a further 10 year period.

2. Discussion

The AWS comprises electronic equipment and other facilities contained within an area of 30 metres by 30 metres (900m²) on the land more particularly described in Certificate of Title Volume Lot 2 PS337537A/Part CA 17 Sec 8, Charlton East. The permitted use of the site is the installation, maintenance and usage of the AWS in order to obtain data necessary for the BOM’s functions under the Meteorology Act 1955 (Commonwealth).

The BOM has a current Lease with Council for a term of 10 years, terminable by the Tenant on 12 month’s notice from the date of signing the lease, together with one option for renewal for a further term of 10 years exercisable in writing by the Tenant not less than three months before the expiry of the term. The Bureau of Meteorology has formally proposed to exercise that option for a further term of 10 years, for the period 16 July 2013 to 15 July 2023 and which is at the current annual rental of $10 per annum. All outgoings, services, maintenance and other charges are payable by the Tenant.

An Independent Valuation for the land as at 17 April 2013 assessed the annual market rental at $500.00 per annum (excluding GST).

This AWS site was established as part of the Bureau of Meteorology’s Agrometeorology program and produces data relevant to agricultural data users. An AWS sends data frequently and is designed to provide data for the Bureau’s forecasting, warning and information services, as well as providing data for the Bureau’s climate database. One of the advantages of an AWS is that they can be installed in sparsely populated areas and it is designed to provide data in all weather, day and night, 365 days per year.

3. Financial Implications

An amount of $10.00 per annum rental is payable by the Bureau of Meteorology to Council.

4. Community Consultation

Public notices for the proposed exercise of the option for renewal will be placed in the local newspapers including details of the Lessee, amount of rental to be paid for the land and the intended use.

5. Internal Consultation

None applicable.

6. Legislative / Policy Implications

Council is required to comply with the requirements of Sections 190 and 223 of the Local Government Act 1989 (Victoria) and Local Government Best Practice Guidelines for the Sale, Exchange and Transfer of Land (Ministerial Guidelines endorsed June 2009).

7. Environmental Sustainability

The agricultural sector will be affected by climate change policy. Assisting the Bureau of Meteorology to take and record meteorological observations and transmit meteorological reports and information assists in providing accurate information to inform the development of sustainable and alternative farming practices, which in turn affects productivity and economic growth.

8. Conflict of Interest Considerations

There are no known conflicts of interest.

9. Conclusion

The farming sector is the principal source of employment opportunity in the Shire, aided by the economic growth from the Shire’s comparative advantages in grain production and agriculture. Therefore, it is considered that accurate and timely local meteorological data is of significant importance to the local community. The AWS is one means of providing the data necessary to fulfil the Bureau of Meteorology’s functions. Weather data, such as that provided by the AWS, can be used to predict high-risk weather conditions which impacts agricultural productivity growth.

7.3. Financial Reports

7.3.1 Finance Report as at 30 April 2013

Author’s Title: Manager Finance

Department: Finance File No: Rep102013

Attachments:

1 ViewIncome Statement

2 ViewBalance Sheet

3 ViewCapital Budget

Relevance to Council Plan 2009-13

Objective: An organisation that is responsibly governed with a strong emphasis on astute financial and risk management.

Strategy: Ensuring Council is well governed and its finances and risks are managed responsibly.

Priority: Review and renew the long-term financial plan for Council’s financial sustainability.

RECOMMENDATION

That:

1. The Council receive the Monthly Financial Report which includes the Income statement, Balance sheet and Cash flow.

2. The Council receive the year to date Capital Expenditure Report and note the progress made in meeting the Capital Budget targets.

3. The Council note the variances outlined in the reports provided and note the comments explaining the reasons for these variances.

1. Executive Summary

This report is prepared in line with the current Council meeting timetable and provides Council with an update on the financial situation of Council as at the end of April 2013.

Comments on variances are based on the revised budget 2012/13 as adopted by Council.

Capital Budget

Capital Budget Classification	Annual Revised Budget	YTD Actual	Variance
Total Non flood Works	7,657,898	3,176,313	4,481.585
Flood Works	12,316,100	1,596,007	10,720,093
Total Budget 2012/13	19,973,998	4,772,320	15,201,678

Capital Budget Progress by Job status	Annual Revised Budget	YTD Actual	Variance

SUMMARY
Completed	1,826,103	1,895,743	(69,640)
Works Completed	1,989,051	598,910	(1,390,141)
Expect Completion	2,238,994	340,141	(1,898,853)
Deferred	75,000	8,837	(66,163)
Rebudgeted	1,528,750	332,681	(1,196,069)
Total Non-Flood Works	7,657,898	3,176,313	4,481,585
Flood Works	12,316,100	1,596,007	10,720,093
Total Budget 2012/13	19,973,998	4,772,320	15,201,678

“Works Completed means works completed and paid for.”

“Works Completed means practical completion but not fully paid as at report date.”

“Expect completion means projected expected to be completed in current Financial year."

“Deferred means project deferred to a later year or abandoned."

" Rebudgeted means that all or part of project rebudgeted for next financial year."

The previous tables above represent a summary of the current status of capital works. The first table represents the progress made on “Flood” and “Non-Flood Related” capital works.

The second table shows the status of jobs and the practical completion status as well as likelihood of completion within the remainder of the year.

Income Statement

	Original Budget	Adopted Revised Budget	Variance	Reforecast Result to End of Year	Variance Forecast to Revised Budget	Variance Forecast to Original Budget
SUMMARY	000’s	000’s	000’s	000’s
Net Surplus / ( Deficit) from Operations)	(4,746)	(4,410)	336	(4,044)	366	702
Net Surplus/( Deficit) from Operations excluding Depreciation	1,691	2,027	336	2,469	442	778

The income statement shows that council still anticipates to meet the revised budget end of year target and based on current forecasts should improve on the result.

2. Discussion

Capital Budget

Capital works of $1.36 Million have been completed in the past month. The Capital Budget report has been extended to provide information as to the likelihood of projects being completed within the current financial year.

The detailed capital report shows that all reseal works have all been completed and that rehabilitation works have been completed on McLoughlan’s Road and Massey Bangerang Road.

It is still expected that the remainder of flood related funding for major flood related road works will be received prior to the end of the year. These funds will be invested and used to fund the ongoing flood repair works program in the 2013/14 financial year.

The report shows that most of the capital projects programmed for 2012/13 are expected to be completed except for major flood road works which will proceed through into the following year.

Projects scheduled for commencement and/or completion in 2012/13 that have been delayed or deferred and are therefore unlikely to be undertaken in the current year are clearly identified..

Income Statement

The year to date operating result is a net deficit of $2.26M after flood related grants have been removed from the operating result.

Management continues to be conscious aware that the Auditor General’s report on the 2011/12 Annual Financial Statements stated that there was uncertainty as to the Shire’s ability to continue as a going concern. Every effort is being made to improve operating results and demonstrate that this situation can be reversed.

The adopted revised budget projected a $4.4M operating deficit for the year. Council is currently $2.1M below this figure. Current projections are for an operating deficit of $4.044M at 30 June 2013.

The adopted revised budget reduced the projected end of year deficit from the original 2012/13 Budget by a projected $0.337M. As a result of further review of income and expenditure there is anticipated to be a positive variance of $0.702M as 30 June 2013 in comparison to the original budget figure.

It is anticipated that $1.0M is expected to be received as an advance payment for the Donald Community Services Centre and this figure is included in current projections.

Expenditure forecast for the total year is forecast to be $23.457M. This is marginally over the original revised budget figure of $23.417M.

It is anticipated that surplus plant items will be sold prior to the end of the year and should realise a net contribution of $0.047M.

Cash Position

The current cash position shows Council with a balance of $3.76 million in cash reserves. This is expected to meet the cash requirements for the next month as claims are made for the substantial flood related road works that are currently being performed.

3. Financial Implications

The financial implications relating to the information contained in this report are outlined within the body of the report.

4. Community Consultation

No Consultation with the community was required in the production of this report.

5. Internal Consultation

Consultation with the various operational managers was undertaken to source information relating to any significant variances.

6. Legislative / Policy Implications

This report is prepared to meet the Legislative requirements related to reporting Council’s financial situation to council.

7. Environmental Sustainability

There are no environmental impacts as a result of the preparation of this report.

8. Conflict of Interest Considerations

There are no matters or recommendations in this report that constitute a conflict of interest.

9. Conclusion

The reporting requirements to report the financial situation of Council as at the end of the previous month and year to date to the end of that period have been met.

Buloke Shire Council Ordinary Meeting Addendum Agenda Wednesday, 8 May 2013

7.3.1 Finance Report as at 30 April 2013

Attachment 1 Income Statement

Buloke Shire Council Income Statement to 30 April 2013

Financial Statement	Original Budget	Annual Current Budget	Apr YTD Actuals	May MTH Forecast	Jun MTH Forecast	Total Actual Reforecast	Reforecast Variance Remainder of Yr April
105 - Rates and Charges	9,941	9,940	9,865	0	0	9,865	(75)
110 - Statutory Fees and Fines	62	122	104	4	4	112	(10)
115 - User Fees	790	845	577	85	56	718	(127)
120 - Capital Grants	3,962	3,962	3,590	723	1,116	5,429	1,467
125 - Operating Grants	3,050	3,170	2,373	0	0	2,373	(797)
130 - Contributions - Cash	249	286	243	0	120	363	77
145 - Gain on Disposal of Assets	200	200	(27)	47	0	20	(180)
150 - Share of Profit / Loss in Assoc.	10	10	0	0	10	10	0
155 - Other Income	187	263	340	8	30	378	115
160 - Interest Income	490	209	119	11	15	145	(64)
Total Income	18,941	19,007	17,184	878	1,351	19,413	406
205 - Employee Benefits	10,303	9,770	8,352	794	1,102	10,248	478
210 - Materials and Services	6,326	6,214	4,921	430	461	5,812	(402)
215 - Bad and Doubtful debts	20	12	0	5	0	5	(7)
220 - Depreciation and Amortisation	6,437	6,437	5,433	540	540	6,513	76
225 - Finance Costs	57	50	19	0	0	19	(31)
230 - Other Expenses	544	934	721	55	84	860	(74)
Total Expenses	23,687	23,417	19,446	1,824	2,187	23,457	40
Net Surplus (Deficit)	(4,746)	(4,410)	(2,262)	(946)	(836)	(4,044)	366
Capital Flood Grants	35,140	35,140	4,500	0	30,640	35,140	0
Total	30,394	30,731	2,239	(946)	29,805	31,097	365

Buloke Shire Council Ordinary Meeting Addendum Agenda Wednesday, 8 May 2013

7.3.1 Finance Report as at 30 April 2013

Attachment 3 Capital Budget

Buloke Shire Council - Capital Budget Review April 2013.

Capital Areas / Flood and Non Flood Related	Annual Revised Budget	YTD Actual	Variance
Total Non flood Works	7,657,898	3,176,313	4,481,585
Flood Works	12,316,100	1,596,007	10,720,093
Total Budget 2012/13	19,973,998	4,772,320	15,201,678

Capital Budget Progress by Job status

Annual Revised Budget

YTD Actual

Variance

SUMMARY

Completed

1,826,103

1,895,743

(69,640)

Works Completed

1,989,051

598,910

(1,390,141)

Expect Completion

2,238,994

340,141

(1,898,853)

Deferred

75,000

8,837

(66,163)

Rebudgeted

1,528,750

332,681

(1,196,069)

Total Non-Flood Works

7,657,898

3,176,313

4,481,585

Flood Works

12,316,100

1,596,007

10,720,093

Total Budget 2012/13

19,973,998

4,772,320

15,201,678

`

Note " Works Completed means practical completion but not fully paid as at report date.

" Expect completion means projected expected to be completed in current Financial year." " Deferred means project deferred to a later year or abandoned."

" Rebudgeted means that all or part of project rebudgeted for next financial year."

Project Description	Annual Current Budget	YTD Actuals	YTD Variance	Forecast Comments	Job Status
7800.EF0008 - Works In Progress : Mobile Display Cabinets Golden Grains Museum	0	8,000	8,000	Grant fund expenditure	Completed
7800.BB0010 - Works In Progress : Donald Hall Paint Exterior Entrance	10,000	5,369	-4,631	Completed	Completed
7800.BB0012 - Works In Progress : Wycheproof Hall Paint Internally	10,000	18,690	8,690	Completed	Completed
7800.BB0013 - Works In Progress : Wycheproof Bowls Club Replace Roof	18,500	17,186	-1,314	Completed	Completed
7800.BB0022 - Works In Progress : Sea Lake Community Complex Upgrade Kitchen	200,000	174,866	-25,134	Completed	Completed
7800.BB0026 - Works In Progress : Birchip Leisure Centre Extension MH4385	15,173	5,020	-10,153	completed	completed
7800.BB0027 - Works In Progress : Wycheproof Hall Solar Panels - MH4309	8,255	8,255	0	Completed	Completed
7800.EF0003 - Works In Progress : Donald Senior Citizens Air Conditioning	20,000	16,091	-3,910	Completed	Completed
7800.EI0001 - Works In Progress : Councillor Printers	2,000	2,515	515	Completed	Completed
7800.EI0002 - Works In Progress : Desktop Replacement	46,000	37,875	-8,125	Completed	Completed
7800.EI0003 - Works In Progress : Laptop Replacement	22,500	19,448	-3,052	Completed	Completed
7800.EI0004 - Works In Progress : Councillor Computers	17,500	22,862	5,362	Completed	Completed
7800.EI0005 - Works In Progress : Server Replacement (WESX02)	15,300	16,100	800	Completed	Completed
7800.EI0006 - Works In Progress : Main Network Switch Replacement (Cisco SGE2010P)	4,150	4,150	0	Completed	Completed
7800.EI0007 - Works In Progress : Telephones and Hands Free Kits	6,000	5,689	-311	Completed	Completed

Buloke Shire Council Ordinary Meeting Wednesday, 8 May 2013

7.3.1 Finance Report as at 30 April 2013

Attachment 3 Capital Budget

Project Description	Annual Current Budget	YTD Actuals	YTD Variance	Forecast Comments	Job Status
7800.EI0008 - Works In Progress : Backup Server Replacement	11,700	11,700	0	Completed	Completed
7800.EI0009 - Works In Progress : Councillor Telephones	4,200	5,148	948	Completed	Completed
7800.EI0013 - Works In Progress : Depot UPS Upgrade with SNMP	3,900	2,540	-1,360	Completed	Completed
7800.EI0014 - Works In Progress : Wyche & Birchip Server UPS Replacement	4,800	4,800	0	Completed	Completed
7800.EI0015 - Works In Progress : Mail and Web Marshall Licences Additional	3,250	2,182	-1,068	Completed	Completed
7800.EI0017 - Works In Progress : Exchange 2010 Server Upgrade	23,500	23,180	-320	Completed	Completed
7800.EI0018 - Works In Progress : Windows 2007 Upgrade	17,000	16,650	-350	Completed	Completed
7800.EI0020 - Works In Progress : Install Firebox XTM 510, Live Security & W G Pro	4,150	3,670	-480	Completed	Completed
7800.EI0022 - Works In Progress : Implement Stage 2 of Wireless program	140,000	159,376	19,376	Completed	Completed
7800.EI0023 - Works In Progress : Facilities Booking Software	0	3,970	3,970	Completed	Completed
7800.EI0024 - Works In Progress : Mapinfo Stratus Web-based GIS Solution Software	13,000	26,577	13,577	Product installed, minor refinement work still underway before launch	Completed
7800.EI0025 - Works In Progress : Council Info System	23,210	30,286	7,076	Completed	Completed
7800.EI0026 - Works In Progress : Autonomous Access Points x 2	0	2,810	2,810	Completed	Completed
7800.EI0027 - Works In Progress : Xpedite M & CH Software	0	9,033	9,033	Installation completed. Final invoice ($3,041) to be paid in May 2013	Completed
7800.EI0028 - Works In Progress : Service Connection Councillors	0	7,227	7,227	Project completed- Improved connection for Councillors	Completed
7800.EP0003 - Works In Progress : Small Plant	30,000	18,612	-11,388	On Budget- current review of small plant underway	Completed
7800.EP0008 - Works In Progress : Microphones for Wyche Supper Room	0	2,996	2,996	Completed	Completed
7800.IL0002 - Works In Progress : Landfill Sites New Cells	25,000	25,932	932	Completed	Completed
7800.IO0012 - Works In Progress : Pools All Service Pool Pumps incl. Solar Pumps	4,000	725	-3,275	Completed	Completed
7800.IO0014 - Works In Progress : Birchip Replace Pool Pump	7,500	8,022	522	Completed	Completed
7800.IO0015 - Works In Progress : Birchip Pool Replace ladders	4,800	5,279	479	Completed	Completed
7800.IO0016 - Works In Progress : Charlton Pool Leak Reduction Works Stage 1	40,000	13,175	-26,825	Completed	Completed
7800.IO0017 - Works In Progress : Pools Charlton,Wyche & Birchip Foot Valves	8,000	4,255	-3,745	Completed	Completed
7800.IO0018 - Works In Progress : Charlton Pool Plant Pipe Work, including Filters	40,000	32,089	-7,911	Completed	Completed
7800.IO0019 - Works In Progress : Pools Donald and Charlton Disinfectant Upgrade	70,000	46,240	-23,760	Completed	Completed
7800.IO0021 - Works In Progress : Watchem Pool Replace Ladders	4,800	3,292	-1,508	Completed	Completed
7800.IO0022 - Works In Progress : Wycheproof Toddler Pool Drainage Line & Impr Circu	1,500	300	-1,200	Completed	Completed
7800.IO0024 - Works In Progress : Birchip Pool Leak Reduction Works Stage 1	50,000	32,677	-17,323	Completed	Completed
7800.IO0025 - Works In Progress : Pools All Replace Flow Switches	8,000	5,870	-2,130	Completed	Completed
7800.IO0033 - Works In Progress : Birchip Pool Plant Pipe Work	20,000	20,897	897	Completed	Completed
7800.IO0035 - Works In Progress : Wycheproof Netball Courts Upgrade : MH4396	0	7,564	7,564	Completed	Completed
7800.IO0036 - Works In Progress : Donald Pool Replace Sand Filter	0	32,545	32,545	Completed	Completed
7800.IR0004 - Works In Progress : Resheet Jeruk River Rd (end of seal) Rebudget	22,663	20,831	-1,832	Completed	Completed
7800.IR0005 - Works In Progress : Resheet River Rd (end of seal to start of seal)	26,090	24,733	-1,357	Completed	Completed
7800.IR0006 - Works In Progress : Resheet Galaquil Rd (Surface chg to Rapunyap Rd)	35,000	31,984	-3,016	Completed	Completed
7800.IR0007 - Works In Progress : Resheet Brennans Rd (Downes Rd to Ryand Rd)	42,107	24,182	-17,925	Completed	Completed
7800.IR0008 - Works In Progress : Resheet Ingrams Rd (Culgoa Ultima to Curtis Rds)	156,650	167,069	10,419	Completed	Completed
7800.IR0009 - Works In Progress : Resheet Richards Rd (Langs Rd to Scrubbery Lane)	0	16,857	16,857	Completed	Completed

Buloke Shire Council Ordinary Meeting Wednesday, 8 May 2013

7.3.1 Finance Report as at 30 April 2013

Attachment 3 Capital Budget

Project Description	Annual Current Budget	YTD Actuals	YTD Variance	Forecast Comments	Job Status
7800.IR6001 - Works In Progress : Dumosa Birchip Road (Seal&Segment) (3257 12925)	291,630	284,577	-7,053	Completed	Completed
7800.IR7001 - Works In Progress : Reseal Wycheproof Calder Hwy S/R (0410m)	48,275	0	-48,275	Completed	Completed
7800.IR9004 - Works In Progress : Rehab - Watchupga Culgoa Road	176,000	188,209	12,209	Completed	Completed
7800.MA1101 - Works In Progress : District Offices - O H & S Essentials	0	41	41	Completed	Completed
7800.MH4286 - Works In Progress : Wyche Mens Shed-Toilet Upgrade	0	90	90	Completed	Completed
7800.MH4309 - Works In Progress : Wycheproof Hall Solar Panels	0	-5,000	-5,000	Completed	Completed
7800.MH4395 - Works In Progress : Donald Blueroom-Fire	0	7,250	7,250	Completed	Completed
7800.MH4396 - Works In Progress : Wycheproof Netball Courts Upgrade	0	4,463	4,463	Completed	Completed
7800.ML6606 - Works In Progress : Shoulder Resheets-Dumosa Birchip Rd (Dumosa Birchi	0	22,094	22,094	Completed	Completed
7800.MX0501 - Works In Progress : Flood Repairs-Redevelopment of Charlton Office	0	3,638	3,638	Completed	Completed
7800.MX0512 - Works In Progress : Flood Repairs-Charlton Netball/Hockey Rooms	0	9,945	9,945	Completed	Completed
7800.MX0513 - Works In Progress : Flood Repairs-Charlton Netball Courts	105,000	163,066	58,066	Completed	Flood Works
7800.MX0537 - Works In Progress : Flood Repairs - Charlton Driver Education Centre	0	49,258	49,258	Completed	Completed
7800.BB0015 - Works In Progress : Depot Sea Lake Upgrade staff amenities	60,000	102,503	42,503	Completed	Completed
7800.BB0016 - Works In Progress : Depots OH&S Essentials	10,000	11,282	1,282	Completed	Completed
7800.IF0004 - Works In Progress : Footpaths Donald Willow Court, (100m)	16,500	12,276	-4,224	Works completed. Outstanding Invoices	Works Completed
7800.IK0009 - Works In Progress : Kerb & Ch-Best St (Railway Ave Horace St) ML8033	57,500	27,750	-29,750	Variance was expended to ML 8033- Awaiting final invoice	Works Completed
7800.EI0029 - Works In Progress : BIS Long Term Planning Software	0	9,000	9,000	First Stage Completed Second stage projected in May	Works Completed
7800.IR7002 - Works In Progress : Reseal Wycheproof Camp Street (370m492m)	8,889	1,096	-7,793	Works Completed	Works Completed
7800.IR7003 - Works In Progress : Reseal Charles Street (255m 396m)	3,797	1,235	-2,562	Works Completed	Works Completed
7800.IR7004 - Works In Progress : Reseal Corack Road Birchip (0240m)	16,041	0	-16,041	Works Completed	Works Completed
7800.IR7005 - Works In Progress : Reseal Corack Road Birchip (240m 328m)	1,766	0	-1,766	Works Completed	Works Completed
7800.IR7006 - Works In Progress : Reseal Crescent Road (0466m)	12,302	0	-12,302	Works Completed	Works Completed
7800.IR7007 - Works In Progress : Reseal Cumming Avenue SBCW (0170m)	3,411	0	-3,411	Works Completed	Works Completed
7800.IR7008 - Works In Progress : Reseal Grenfell St (0101m)	3,075	0	-3,075	Works Completed	Works Completed
7800.IR7009 - Works In Progress : Reseal Hoban St (298m 373)	2,416	0	-2,416	Works Completed	Works Completed
7800.IR7010 - Works In Progress : Reseal Hoban St South (231m 261m)	1,014	0	-1,014	Works Completed	Works Completed
7800.IR7011 - Works In Progress : Reseal Industrial Dr (315m 913m)	12,159	0	-12,159	Works Completed	Works Completed
7800.IR7012 - Works In Progress : Reseal Industrial Estate Road (0177m)	10,280	0	-10,280	Works Completed	Works Completed
7800.IR7013 - Works In Progress : Reseal Industrial Estate Courts (0168m)	15,612	0	-15,612	Works Completed	Works Completed
7800.IR7014 - Works In Progress : Reseal Jil Jil Rd (1500m 2480)	29,494	2,707	-26,787	Works Completed	Works Completed
7800.IR7015 - Works In Progress : Reseal Jil Jil Road (01500m)	32,947	0	-32,947	Works Completed	Works Completed
7800.IR7016 - Works In Progress : Reseal Main St, West side Culgoa (0203m)	5,359	0	-5,359	Works Completed	Works Completed
7800.IR7017 - Works In Progress : Reseal Marbled Curyo Rd (1075m 2180m)	29,172	0	-29,172	Works Completed	Works Completed
7800.IR7018 - Works In Progress : Reseal Massey Banegrang Rd (2540m 3720m)	31,152	0	-31,152	Works Completed	Works Completed
7800.IR7019 - Works In Progress : Reseal McKenzie St (0293m)	11,273	0	-11,273	Works Completed	Works Completed
7800.IR7020 - Works In Progress : Reseal Mildura Way (514m 639m)	1,074	0	-1,074	Works Completed	Works Completed
7800.IR7021 - Works In Progress : Reseal Morrison St (690m 832m)	4,316	0	-4,316	Works Completed	Works Completed
7800.IR7022 - Works In Progress : Reseal Morrison St (112m 222m)	5,808	961	-4,847	Works Completed	Works Completed
7800.IR7023 - Works In Progress : Reseal Queen St (0111m)	2,247	3,240	993	Works Completed	Works Completed
7800.IR7024 - Works In Progress : Reseal Simpson Street (0100m)	2,742	721	-2,021	Works Completed	Works Completed

Buloke Shire Council Ordinary Meeting Wednesday, 8 May 2013

7.3.1 Finance Report as at 30 April 2013

Attachment 3 Capital Budget

Project Description	Annual Current Budget	YTD Actuals	YTD Variance	Forecast Comments	Job Status
7800.IR7025 - Works In Progress : Reseal Stahl Street (0114m)	5,598	240	-5,358	Works Completed	Works Completed
7800.IR7026 - Works In Progress : Reseal Sutcliff Street (1037m 1144m)	3,010	0	-3,010	Works Completed	Works Completed
7800.IR7027 - Works In Progress : Reseal Todd Rd (2330m 2408m)	6,178	0	-6,178	Works Completed	Works Completed
7800.IR7028 - Works In Progress : Reseal Watchupga Culgoa Road (7290m 10140m)	75,240	0	-75,240	Works Completed	Works Completed
7800.IR7029 - Works In Progress : Reseal Watchupga Culgoa Road (34165m 34900m)	19,404	0	-19,404	Works Completed	Works Completed
7800.IR7030 - Works In Progress : Reseal Willangie Woomelang Rd (0 1860m)	68,746	0	-68,746	Works Completed	Works Completed
7800.IR7031 - Works In Progress : Reseal Willangie Woomelang Rd (1860 3230m)	41,232	2,524	-38,708	Works Completed	Works Completed
7800.IR7032 - Works In Progress : Reseal Willangie Woomelang Rd (4300m 5240m)	18,852	2,386	-16,466	Works Completed	Works Completed
7800.IR7033 - Works In Progress : Reseal Wilkur Watchupga Road (11165m 12045m)	22,190	1,082	-21,108	Works Completed	Works Completed
7800.IR7034 - Works In Progress : Reseal Wilkur Watchupga Rd (9530m 10550m)	26,928	0	-26,928	Works Completed	Works Completed
7800.IR7035 - Works In Progress : Reseal Industrial Estate Courts (168m 300m)	27,878	0	-27,878	Works Completed	Works Completed
7800.IR7036 - Works In Progress : Reseal Clifton St Turn Slot Birchip (0111m)	5,635	1,492	-4,143	Works Completed	Works Completed
7800.IR7037 - Works In Progress : Reseal Willangie Woomelang Road (3230m 4300m)	62,711	2,883	-59,828	Works Completed	Works Completed
7800.IR7038 - Works In Progress : Reseal Hoban Street (016m)	313	0	-313	Works Completed	Works Completed
7800.IR7039 - Works In Progress : Reseal Clifton St Turn Slot Birchip (111m 223m)	3,089	0	-3,089	Works Completed	Works Completed
7800.IR7040 - Works In Progress : Reseal Wilkur Watchupga Road (20850m 22220m)	37,615	1,082	-36,533	Works Completed	Works Completed
7800.IR7041 - Works In Progress : Reseal Sutcliff Street (692m 921m)	4,836	2,043	-2,793	Works Completed	Works Completed
7800.IR7042 - Works In Progress : Reseal Seven Mile Rd Charlton	90,000	672	-89,328	Works Completed	Works Completed
7800.IR9001 - Works In Progress : Rehab McLoughlan Road (2295 4320)	410,500	27,301	-383,199	Works Completed	Works Completed
7800.IR9002 - Works In Progress : Rehab Massey Bangerang Road (4920 6610)	500,250	478,854	-21,396	Works Completed	Works Completed
7800.IR9003 - Works In Progress : Rehab McLoughlan Road (0 1025)	226,500	17,545	-208,955	Works Completed	Works Completed
7800.BB0003 - Works In Progress : Charlton Kindergarten Office	12,000	1,820	-10,180	Works Completed	Works Completed
7800.BB0005 - Works In Progress : Charlton Bowls Club Replace Roof	21,000	316	-20,684	Project contract awarded- to commence in April	Expect Completion
7800.BB0006 - Works In Progress : Charlton Golden Grains Museum Replace Roof	19,000	243	-18,757	Committee have received external funding for the roof- no Council contribution required.	Expect Completion
7800.BB0007 - Works In Progress : Charlton Hall Paint Internally	10,000	5,886	-4,114	Works commenced	Expect Completion
7800.BB0011 - Works In Progress : Wycheproof Recreation Reserve Kitchen Upgrade	90,000	8,543	-81,457	Awaiting quotations, project to commence in April	Expect Completion
7800.BB0014 - Works In Progress : Wycheproof Court House Paint Externally	8,000	0	-8,000	Project to commence in May	Expect Completion
7800.EP0006 - Works In Progress : Pools Charlton,Wychep & Birchip Pools Lane Ropes	4,000	0	-4,000	Project yet to commence	Expect Completion
7800.IF0005 - Works In Progress : Footpaths Birchip Cumming Avenue, (160m)	53,000	0	-53,000	Works Commenced	Expect Completion
7800.IO0007 - Works In Progress : Watchem Pool Install Sprinkler System	1,200	0	-1,200	Project yet to commence	Expect Completion
7800.IO0010 - Works In Progress : Saleyards Seal Lane Ways (Stage Two)	25,000	7,702	-17,298	Works Commenced	Expect Completion
7800.IO0013 - Works In Progress : Berriwillock Relocation Fencing at Toddler Pool	1,500	0	-1,500	Project yet to commence	Expect Completion
7800.IO0020 - Works In Progress : Sea Lake Pool Liner and Hydraulic Upgrade	300,000	15,999	-284,001	Contract let - works progressing	Expect Completion
7800.IO0028 - Works In Progress : Wycheproof Centennial Park Shade Structures	47,000	3,050	-43,950	Project scope to be reviewed in conjunction with overall structural condition of building.	Expect Completion

Buloke Shire Council Ordinary Meeting Wednesday, 8 May 2013

7.3.1 Finance Report as at 30 April 2013

Attachment 3 Capital Budget

Project Description	Annual Current Budget	YTD Actuals	YTD Variance	Forecast Comments	Job Status
7800.IO0029 - Works In Progress : Landfill Charlton New Fencing	20,000	0	-20,000	Quotes received, Roberts Contracting to commence in April 2013	Expect Completion
7800.IO0030 - Works In Progress : Donald Aerodrome Power supply Rebudget	85,000	3,894	-81,106	Contract let - works to occur June - August	Expect Completion
7800.IO0031 - Works In Progress : Saleyards Upgrade of Loading Ramps (Stage Two)	50,000	14,801	-35,199	Works ongoing- contractor Addlem Engineering	Expect Completion
7800.MX0514 - Works In Progress : Flood Repairs-Charlton Harness Club Bldgs	100,000	1,243	-98,757	Contract let- works to begin in April	Expect Completion
7800.BB0001 - Works In Progress : Nullawil Community Centre Kitchen Upgrade	70,000	5,661	-64,339	Awaiting funding application	Expect Completion
7800.BB0018 - Works In Progress : District Offices OH&S essentials	10,000	15,577	5,577	Additional funding to be spent in May	Expect Completion
7800.EP0001 - Works In Progress : Fleet Replacement	150,000	54,446	-95,554	Additonal Funds to be spent in April/ May	Expect Completion
7800.EP0002 - Works In Progress : Major Plant	450,000	2,495	-447,506	Tenders called for Jetmaster- to be let in April/ May	Expect Completion
7800.ID0002 - Works In Progress : Drainage Charlton Menzies Street Upgrade	62,500	0	-62,500	Materials order placed, Works to commence in late April	Expect Completion
7800.IF0001 - Works In Progress : Footpaths Wycheproof Broadway East, (101m)	35,550	16,466	-19,084	Works Commenced	Expect Completion
7800.EI0012 - Works In Progress : Software Upgrade - Huefner CSS	10,000	8,360	-1,640	Project almost finalised one invoice still outstanding	Expect Completion
7800.EI0019 - Works In Progress : Upgrade Software, Inter&Intranet & Train Staff	30,000	17,617	-12,383	Website complete. Intranet development to proceeding	Expect Completion
7800.EP0004 - Works In Progress : Landfill Charlton & Donald Recyclable Skips	50,000	0	-50,000	Quotes received	Expect completion
7800.EP0005 - Works In Progress : Garbage Bins - New	15,000	5,027	-9,973	Remainder of bins to be ordered in May 2013	Expect completion
7800.EP0007 - Works In Progress : Saleyards Truck Wash New Pumps	12,000	0	-12,000	Quote on works sought	Expect completion
7800.BB0025 - Works In Progress : Saleyards Office - Install storeroom	10,000	2,050	-7,950	Project commenced- to be completed in June	Expect Completion
7800.EF0001 - Works In Progress : Birchip Hall Air Conditioner and Power Upgrade	25,000	1,022	-23,978	Quotations called for- works to begin in May	Expect Completion
7800.IO0026 - Works In Progress : Saleyards Landscaping Tree Replacement (Stage2)	2,500	0	-2,500	Expenditure in May 2013	Expect Completion
7800.IK0003 - Works In Progress : Kerb & Ch Watchem Hoban Street, (188m)	22,560	0	-22,560	Works to commence 15th April 2013	Expect Completion
7800.IK0004 - Works In Progress : Kerb & Ch Birchip Johnson Street, (192m)	23,100	0	-23,100	Works to commence in May 2013	Expect Completion
7800.IK0006 - Works In Progress : Kerb & Ch Birchip Simpson Street, (70m)	8,400	0	-8,400	Works to commence in May 2013	Expect Completion
7800.IK0007 - Works In Progress : Kerb & Ch Birchip Sherwood St (ex. ML8034)	15,459	15,459	0	Works to commence in May 2013	Expect Completion
7800.IK0008 - Works In Progress : Kerb & Ch-Best St (Gregson Gallagher Sts) ML8032	20,125	20,125	0	Works to commence in May 2013	Expect Completion

Buloke Shire Council Ordinary Meeting Wednesday, 8 May 2013

7.3.1 Finance Report as at 30 April 2013

Attachment 3 Capital Budget

Project Description	Annual Current Budget	YTD Actuals	YTD Variance	Forecast Comments	Job Status
7800.IL0001 - Works In Progress : Landfill Restoration/Rehabilitation	55,000	22,113	-32,887	Works Commenced	Expect Completion
7800.IO0001 - Works In Progress : Township Signs Upgrade	35,200	7,925	-27,275	Project proceeding- will be completed by June	Expect Completion
7800.IO0002 - Works In Progress : Landfill Sites Upgrade Signs	10,000	3,035	-6,965	Further funding to be spent in June	Expect Completion
7800.IO0003 - Works In Progress : Sea Lake Upgrade Transfer Ramp	10,000	755	-9,245	Project to be completed in May	Expect Completion
7800.IO0004 - Works In Progress : Playground Replacement All Shire	35,000	3,213	-31,787	Project to be completed in May	Expect Completion
7800.IO0006 - Works In Progress : Street Bin Surrounds	10,000	0	-10,000	Quotes sought, All to be expended in April 2013	Expect Completion
7800.IR0001 - Works In Progress : Resh`t RichardsRd(Scrubberty SunH`way 2825 4525)	50,000	0	-50,000	Project to be completed in June 2013	Expect Completion
7800.IR0002 - Works In Progress : Resheet Charlton Swan Hill Rd Rebudget	156,650	68,144	-88,506	Project commenced- to be completed May	Expect Completion
7800.IR0003 - Works In Progress : Resheet Marmal North Rd (3.54 Camp Rd to segment)	20,250	8,975	-11,275	Project commenced- to be completed May	Expect Completion
7800.BB0021 - Works In Progress : Berriwillock Community Centre	800,000	299,555	-500,445	Works progressing	Rebudgeted
7800.IO0037 - Works In Progress : Birchip Bowling Green Redevelopment	0	972	972		Rebudgeted
7800.MH4284 - Works In Progress : Sea Lake Pool Liner and Hydraulics Upgrade	0	5,090	5,090	Preliminary project costs- grant funds received	Rebudgeted
7800.ID0001 - Works In Progress : Drainage Birchip SES Upgrade Rebudget	30,000	0	-30,000	Project yet to commence	Rebudgeted
7800.BB0020 - Works In Progress : Charlton Park Complex	120,000	5,250	-114,750	Project to be re-budgeted in 2013/14 financial year following full cost analysis	Rebudgeted
7800.BB0023 - Works In Progress : Charlton Travellers Rest Office & Visit	220,000	15,887	-204,113	Project to be rebudgeted	Rebudgeted
7800.ID0003 - Works In Progress : Drainage Donald,Woods and Hamill St	47,250	0	-47,250	Project yet to commence	Rebudgeted
7800.ID0004 - Works In Progress : Drainage Rear Old Holden Dealer, Donald	31,500	0	-31,500	Project yet to commence	Rebudgeted
7800.ID0005 - Works In Progress : Charlton Park Connect to AWB Dam	80,000	0	-80,000	Project to be rebudgeted	Rebudgeted
7800.EI0010 - Works In Progress : Sea Lake Repeater Station Upgrade	0	306	306	Project cancelled (Incorrect allocation of maintenance on two way radios)	Rebudgeted
7800.BB0024 - Works In Progress : Donald Family Services Centre	200,000	5,621	-194,379	Minor design changes being finalised, project delayed awaiting confirmation of external funding.	Rebudgeted
7800.BB0017 - Works In Progress : District Offices Office Security Upgrade	25,000	3,135	-21,865	Quotes called for.	Deferred
7800.BB0019 - Works In Progress : Wycheproof Pound Upgrade to Regulations	0	891	891	Project being re-evaluated	Deferred
7800.EI0011 - Works In Progress : Two Way Radios	7,000	0	-7,000	Cancelled project	Deferred
7800.BB0009 - Works In Progress : Donald Archive Building New Roof	30,000	4,812	-25,188	Project to be deferred pending a further condition report	Deferred

Buloke Shire Council Ordinary Meeting Addendum Agenda Wednesday, 8 May 2013

Project Description	Annual Current Budget	YTD Actuals	YTD Variance	Forecast Comments	Job Status
7800.IO0009 - Works In Progress : Birchip Stock Pound Semi Portable Yards	13,000	0	-13,000	Project unlikely to proceed- alternative arrangements being investigated	Deferred
7800.MX1040 - Works In Progress : C6 and C12 Contract Overheads	430,483	347,632	-82,851	Project commenced	Flood Works
7800.MX1050 - Works In Progress : Contract O/Head - Consulting Engineering	0	4,960	4,960	Project commenced	Flood Works
7800.MX1080 - Works In Progress : C12 Contract Management	486,403	195,264	-291,139	Project commenced	Flood Works
7800.MX1210 - Works In Progress : CO6-2011/12 - Contract Payments	11,294,214	885,084	-10,409,130	Project commenced	Flood Works
Total	19,973,998	4,772,320	-15,201,678

L. Report from the Mayor

L.1 Report from the Mayor

Author’s Title: Mayor

File No: N/A

Attachments:

Nil

RECOMMENDATION

That the Council receive and note the Mayor’s Report as tabled.

Mayor’s Report

8 May 2013

The article in the Buloke Times following release of the Council’s March Financial Management Report once again raised the ‘spectre’ of Council being ‘broke’. The words that attracted so much attention from the March report are used again in the April Financial Management Report tabled at the May Meeting. They are the same words used in the Auditor General’s report on Council’s 2011/12 Annual Accounts and directly reflect the relative fragility of Council’s financial position.

As I indicated in a previous column on this topic, despite what some in the community might like to say, Council is not broke. We can, and will, continue to pay our bills. However, Councillors, Council Staff and the Community all need to be reminded of the tough financial reality that Council faces.

The ability of Council to provide the services the community expects, and to allocate resources to meet emerging needs, is entirely dictated by the revenue that Council can raise through rates, user charges and government grants. It would not only be irresponsible, but also against the law, for Council to spend money it does not have. It would also be irresponsible for Council to try to disguise just how tight its financial situation is, particularly when it is ratepayers money that Council is dealing with.

Council could choose to ‘put its head in the sand’ and ignore the situation it faces. This may avoid some of the criticism that is thrown at us, but we believe it is better that we are honest about the situation, and that the community understands the challenges we face in making sure that we make decisions that improve our position, than make out everything is fine. In the opinion of Councillors, such a stance would not be in the best interests of the Buloke community and certainly not in accord with the principles of Good Governance.

It is easy for people outside of Council to be critical of the work Council does and, to some extent, listening to such criticism goes with the job of Councillor. However, the problem with these types of comments is that they are generally ill informed, and ignore the resources required to provide the services we deliver everyday and those required to meet the legislative compliance regimes that we are required to comply with.

Everyday resources are committed to maintaining roads, collecting waste and recyclables, clearing drains, cleaning toilets, operating swimming pools, maintaining parks, enforcing local laws, providing pre-school service, helping new parents, supporting older persons, supporting young people, issuing building permits, etc. All require the allocation of resources. All require some form of management and control. As indicated above, compliance is also a significant part of Council’s role. For example, right at the current time Council is working to complete the following Plans mandated by legislation;

· Council Plan (4 Year strategic plan)

· Municipal Emergency Management Plan (audit and update)

· Health and Well Being Plan

· Domestic Animal Management Plan

· Waste Water Management Plan

· Municipal Strategic Statement (Review and alignment with other plans)

· Strategic Resource Plan (10 Year Forward financial Plan)

· Annual Budget 2013/14

· Rating Strategy

· Municipal Fire Management Plan (Review)

· Road Management Plan

· Review of all Council Policies (Must be completed within the first 12 months of the new Council)

· Annual Report

· Annual Financial Statements

Local Government is not a one-dimensional business. It is not just a matter of collecting rates and spending it on whatever comes along. Local Government is a complex business that requires Councillors to be constantly making decisions about how resources are to be best spent. It is a constant balance between trying to meet ever changing community expectations, and the realities of managing the resources under our control.

Councillors sometimes need reminding that they are stewards elected to oversee the use of community resources. We also acknowledge that from time to time we will make decisions that some in the community will question. We do not draw back from such criticism. In fact, we welcome constructive community input into the decision we make and the work that we do. Despite the negative comments that it seems to attract, we will continue to ‘tell it how it is’ in terms of our financial position. I, and all of my Councillor colleagues, am 100% committed to ensuring that at the end of our current four year term Buloke’s financial position is in better shape than it is now. Council’s staff are committed to the same outcome, and that is why we are confident that we can achieve our objective. That is our promise.

Cr Reid Mather

Mayor