Minutes of Ordinary Meeting - 13 November 2013

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 13 November 2013

6.2 Report of Assembly of Councillors Meetings

Attachment 1 Record of Assembly Meeting - 7 October 2013

BULOKE

SHIRE COUNCIL

RECORD OF ASSEMBLY OF COUNCIL MEETING

Meeting held at 5.00 pm Monday 7 October 2013 at the Sea Lake Senior Citizens

Present:

Councillors:

Cr Tellefson, Cr Sharp, Cr Pollard, Cr Mather, Cr Milne and Cr White.

Staff:

Anthony Judd (Acting Chief Executive Officer),Gaynor Doreian (Manager Works and Construction), Bill Keane (Manager Community Services, Bill Ryan (Manager Finance), Warren Hemopo (Manager Reconstruction), Louisa Ferrier (Acting Manager Assets and Infrastructure) and Judi Bird (Senior procurement Officer), Leonie Burrows

Members of the Community:

Apologies:

Cr McLean, Warwick Heine (Chief Executive Officer)

Disclosure of Interests:

Nil

Cr Mather took the Chair

MATTERS DISCUSSED

1. Presentations

5.00 pm The Manager Works and Construction provided a presentation to Council on the community feedback on the Council Plan.

5.30 pm Leonie Burrows provided Council on an update from recent negotiations with the Department of Treasury and Finance and VicRoads regarding the flood reconstruction contact.

Leonie Burrows provided Council with a spreadsheet of non-rateable properties which are attracting the fire services levy.

6.30 pm DINNER

6.50 pm Leonie Burrows and Cr Mather provided Council with an update on the S135 Review and financial sustainability matters.

2. Councillor Reports

Nil

3. CEO and Senior Management Team Reports

a. Legal

There were no new legal matters to report.

i) George Gould Units

ii) Hamilton Street, Sea Lake

iii) Alexander Street, Berriwillock

iv) Building Control Matters:

· Charlton – Addition to Shop

· Charlton – Shed and associated buildings

· Nandaly – Storage shed

· Birchip – Non-compliant house

· Birchip – Storage shed

· Charlton – Re-erect a dwelling

· Jill Jill – Re-erection of a dwelling

· Wycheproof – Addition to dwelling

· Birchip – Addition to shop

· Birchip – Addition to dwelling

· Charlton – Addition to office

· Sea Lake – Warehouse

· Sea Lake – Dangerous veranda

· Berriwillock – Dangerous veranda

· Nullawil – Illegal building

· Donald – Addition to dwelling

· Berriwillock – Amenities building additional to shed.

· Birchip – Illegal shed in township

· Donald – Dangerous facades

· Charlton – Addition to building

· Birchip dwelling- Illegal works without a building permit

· Birchip shop – dangerous facade

v) Local Laws/Planning

· Charlton – Breach of Local Law and Planning

· Charlton - Hedge overhanging footpath.

vi) FoI Requests

No current requests.

vii) Illegal Roadside Ripping – Report – Anthony Judd

§ Dumosa (various roads – 31kms).

viii) Risk

i) Public Risk Incidents

1) Sea Lake (2012) – trip

2) Sea Lake (2012) – fall

3) Donald (2012) – fallen branch

4) Buckrabanyule (2012) – Cattle on road

5) Birchip (2012) – trip

6) Culgoa (2012) – fallen branch

7) Donald (2012) – fall

8) Donald (February) – trip

9) Charlton (March) – dog attack

10) Sea Lake (March) – trip

11) Sea Lake (April) – unregistered dogs

12) Donald (June) – dog rush.

13) Donald (June) – unsightly property

14) Watchem (June) – unsightly property.

15) Cope Cope (June) – unregistered dogs, unsightly property and illegal storage (principally rubbish)l on VicTrack land

16) Donald (June) – dog attack/rush

17) Watchem (July) – unregistered dogs

18) Birchip (July) – trip

19) Berriwillock (August) – dog attack

20) Wycheproof (August) – stone thrown by whipper snipper

21) Wycheproof (August) – trip

22) Birchip (August) – vehicle damage

23) Birchip (August) – vandalism

24) Charlton (August) – roadside theft

25) Birchip (September) – vehicle damage

26) Donald (September) – Attempted break-in

27) Donald (September) – trip

28) Wycheproof (September) - vandalism

ii) Risk Register

iv) Register available for review on Dashboard.

iii) Staff Incident Reports

1) Nullawil – Front deck mower

4. WorkSafe

1) Nil

5. Insurance

1) Nil

6. Governance

iii) Council Plan 2013-2017 – Adopted in principle 25 July. On public exhibition..

iv) Code of Conduct for Staff – Draft Staff Code prepared and currently being reviewed.

v) Ordinary Meetings of Council – Progress of Actions from Minutes

Meeting Reference	Item	Action	Progress
Ordinary Meeting 14 August 2013	Protected Disclosure Policy	Council adopt the Protected Disclosure Policy. 2. The Manager Works & Corporate Services make the Policy, procedures and flow charts available to all employees. 3. The Manager Works & Corporate Services publish the Policy and supporting documentation on Council’s website.	1. Employee awareness program being developed. 2. Material for website being prepared
	Saleyards Precinct – Local Law 14 2013/14	1.Make the Saleyards Precinct Local Law No.14 of 2013. 2. In resolving to make the Saleyards Precinct Local Law No. 14 2013, has noted the advice provided that the matters in Schedule 8 of the Local Government Act 1989 has been reviewed, including that the proposals do not create a restriction on competition, and that the proposals are not incompatible with the rights in the Charter of Human Rights and Responsibilities Act 2006. 3. Give notice in accordance with Section 119(3) of the Local Government Act 1989 that Council has made the Saleyards Precinct Local Law No. 14 in the Government Gazette and in the Buloke Times, North Central News and Sea Lake Times Ensign. 4. Send a copy of the Saleyards Precinct Local Law No. 14 2013 to the Minister in accordance with Section 119(4) of the Local Government Act 1989.	1. Section 119(3) notice published 2. Copy of Local Law sent to the Minster for Local Government
	Wycheproof Childcare Program - Request for Assistance from YMCA	1. Council agrees to the funding request from the YMCA of Ballarat for $3,000 to enable it to continue to provide the Wycheproof Childcare program until the end of 2013 and that this agreement is done so on the proviso that the YMCA commits to actively research over the next four months all alternative models of providing a financially sustainable service. 2. Funding for the request be derived from the D300 Pre-School Services Budget.	YMCA advised of Council decision
	Domestic Animal Plan 2013 -2017	1. Give in principle approval for the draft Domestic Animal Management Plan 2013 – 2017 for the purposes of community consultation. 2. The draft Domestic Animal Management Plan 2013 - 2017 is made available for community consultation for 1 month. 3. A further report be submitted to the September Council meeting for final Council approval of the Plan advising of submissions, including any comments received from the Department of Environment and Primary Industries and any changes proposed to be made to the Plan as a result of submissions received.	DAMP placed on public exhibition
	Intent to Refuse Planning Permit 466/12 for a Four Lot Subdivision at Gunyah Flat Road, Charlton	That Council refuse planning permit 466/12 for a Four Lot Subdivision at Gunyah Flat Road, Charlton.	Applicant advised.
	Amendment to Permit Fees Administered by Council Building Department	A change to several fees administered by the building department be approved for better reflection of fair outcomes	Fees adjusted in Draft Budget 2013/14
	Permission to Seek Adoption from the Minister for Planning Scheme Amendment C23 - Anomolies	Council approve the request to seek adoption from the Minister for Planning for Amendment C23 – Anomalies to the Buloke Planning Scheme.	Correspondence sent to the Minister
	Property Fire Services Levy	Manager Finance to provide report to Council on matters relating to implementation of the levy
	Donald Archives Building	Manager Assets and Infrastructure to keep Council informed on proposed works to rectify structural problems
Ordinary Meeting 10 July 2013	Vic Roads Agency Agreement	1. Council work with VicRoads over the next 6 months to find alternative auspice organisations to provide VicRoads Agency Services in the five main towns across the Shire. 2. In the event that no suitable alternative auspice organisation/s can be found by 31 December 2013 in any of the main towns across the Shire, Council continue to provide VicRoads Agency Services only from the Wycheproof District Office.	1. Correspondence sent to VicRoads 2. Initial expressions of interest registered from businesses/community organisations in Charlton, Wycheproof, Birchip and Donald.
	Petition - Safety and Increased Traffic Flow in Woods Street Donald	1. Coordinate a joint meeting between petitioners, VicRoads and Council representatives. 2. Staff report back to Council following the meeting.	Meeting to be convened
	Questions from Councillors	Road Management Plan - Maintenance of Roads for Businesses (Cr Ellen White) (RO/15/01)	Manager Assets and Infrastructure to report to Council.
Ordinary Meeting 12 June 2013	Call for Expressions of Interest for the Sale or Lease of 14 McCulloch Street, Donald	That Council, having determined it has no requirement for the property at 14 McCulloch Street, Donald, Volume 10415 Folio 533, Lot 1 PS 410027 (“the property”), give public notice seeking Expressions of Interest for the sale or lease of the property. 2. That Council prepare Expression of Interest documents setting out the assessment criteria against which all applications for the sale or lease of the property will be evaluated. 3. That Council convene a tender evaluation panel to assess all proposals received, upon the closing of the Expression of Interest period. 4. That the public notice be placed in the three local newspapers, namely the Buloke Times, North Central News, Sea Lake and Wycheproof Times Ensign in addition to the Wimmera Mail Times. 5. That the public notice disclose the following: (a) That the sale or lease of the property is subject to Section 189 (restriction on power to sell land) and Section 190 (restriction on power to lease land) and Section 223 (right to make submission) of the Local Government Act 1989 (Vic) (“the Act”); (b) The location of the property, including street address and Certificate of Title details; (c) The details of the property, including a description of the property and current zoning; (d) That a heritage amendment has been approved and adopted by Council and that upon Gazettal by the Department of Planning and Community Development, there will be a Heritage Overlay on the property in respect of the external facade; (e) The commencement and end of the Expression of Interest period; (f) That Expression of Interest documents must be lodged in the manner and form required by Council; (g) That the Expression of Interest documents will be available on Council’s website or by contacting Council’s Procurement Department on (03) 5478 0100; and (h) Contact details for a Council representative, if further information is required.	Public Notice being prepared for placement in local newspapers.
	Donald WorkSpace, Lot 41, Racecourse Road, Donald - Lease Renewal	Council agree in principle to enter into a further Lease Agreement with Workspace Australia Limited (“Workspace”) for the premises at Lot 41, Racecourse Road, Donald Industrial Estate, Donald. Certificate of Title Volume 10413 Folio 421, Plan of Subdivision 409528C. 2. The proposed Lease be for a period of ten (10) years, from 29 August 2013 to 28 August 2023. 3. Council, in conjunction with its legal representatives, commence negotiations with Workspace in relation to the terms of the proposed Lease. 4. Units 1 to 5 of Lot 41, Racecourse Road, Donald Industrial Estate be re-valued and re-assessed as one for the purposes of rating. 5. That under the proposed lease arrangements Workspace is to meet all rates, taxes and charges applicable to all of the Premises in addition to continuing to be responsible for all maintenance of the buildings and surrounds. 6. That the current lease arrangement of $1.00 per annum for the property be continued, conditional upon Workspace and Council entering into an agreed collaborative plan to maximise the potential of the premises and Donald Incubator Program within the Shire. 7. That upon Workspace approving a new tenant under its Licensing Scheme it advise Council of same and that notification also be provided upon that tenant vacating the premises. 8. Council give Public Notice of its intention to enter into the Lease with Workspace. 9. That the Public Notice disclose the following: (a) References to the Local Government Act 1989 (Vic) - 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; (c) The use of the Land (d) The rent to be paid; (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. Of the potential for business economic development in the Shire; ii. Outgoings and other charges are to be met by the proposed Tenant; and iii. The proposed Tenant is a “not for profit organisation”. (g) The commencement and end of the submission period; (h) How submissions can be made; (i) That persons making a submission are 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. 10. The date by which submissions are to be submitted, for the purposes of Section 223 of the Local Government Act 1989 be thirty (30) days from the date of the placement of the necessary advertisements. 11. The advertisements be placed in the local press, namely the North Central News, Sea Lake Wycheproof Times Ensign and the Buloke Times. Council Notes That: 12. Workspace enters into individual License Agreements with each tenant. 13. The terms of the current Lease were not wholly sufficient for the nature of the business and the terms of the proposed Lease agreement are to be negotiated and clarified with Workspace. 14. The agreed plan of collaboration to be developed with Council, in order to continue the subsidised rental model, address issues of engagement management and with a Council staff member appointed as a direct liaison contact and with defined meeting and reporting requirements.	1. Correspondence sent to WorkSpace. 2. Draft lease prepared and sent to WorkSpace for review 3. Public Notice prepared for placement in local newspapers. 4. Meeting held with WorlSpace to address questions from the draft lease. No outstanding matters
	2013 Community Survey Results	That Council: 1. Note the report 2. Update the information package sent to all ratepayers with 2013/14 rate notices to include details of current advocacy and lobbying activities 3. Continue to publish ‘Community Matters’ on a regular basis 4. Include more information in ‘Community Matters on service activities, advocacy and lobbying activities 5. Continue to identify additional opportunities to direct mail information to residents 6. Send a copy of this report to township Forum groups and Progress Associations with a request for comment on the findings and suggestions for improvement 7. Send a copy of this report to all staff for their information and for discussion at team meetings across the workplace.	1. Information package under development 2. June Mayor’s Column in local newspapers dealt with the Survey Results 3. Direct mail opportunities under investigation 4. Report to be sent to Forum and progress Associations 5. Report to be sent to staff through Staff Newsletter.
	Transfer of Extractive Industry Work Authority 728 from Buloke Shire Council ("Todd's Pit")	1. Council, having determined it has no requirement for the Extractive Industry Work Authority Permit 728 (“the Work Authority”) for the land referred to as “Todd’s Pit”, agree to enter into negotiations to transfer the Work Authority to Active Excavations. 2. If agreement can be reached with Active Excavations Council complete the transfer of extractive industry Work Authority 728 in the manner and form required by the Department of Environment and Primary Industries (“DEPI”). 3. Active Excavations be advised in writing that a condition of the Transfer will be for them to agree to all conditions of the current Work Authority and any additional and ancillary requirements of DEPI which are necessary to facilitate and complete the Transfer. 4. Council liaise with Active Excavations as necessary to facilitate and complete the Transfer, including the obtaining of signatures and consents. 5. Subject to advice from Council’s legal representatives, Council enter into an agreement(s) with the landowners, John and Ellen White, for the purposes of Section 77I(6) of the Mineral Resources (Sustainable Development) Act 1990 (Vic) and other relevant sections. The nature and content of that agreement is to be negotiated. 6. Council discuss with its legal representatives the requirement for any additional commercial agreements to be executed in relation to the Transfer and undertake same as required, including in relation to addressing matters relating to due diligence and disclosure. 7. Council investigate the possibility of entering into a sub-contracting agreement with the proposed incoming Licensee, pending the transfer of the Work Authority and its approval by the Minister. That Council note the following: 8. Active Excavations have submitted a written proposal, dated 30 May 2013, stating they wish to enter into a sub-contracting agreement with Council for the extraction of Gravel under Work Authority 728 and in relation to which: (a) Recommendation 8 relates only to Council pursuing the possibility of entering into the agreement proposed and is not an undertaking to enter into same. 9. Discussions have commenced with DEPI in relation to the process of undertaking a Rehabilitation Bond review of the site.	1. Correspondence advising the Council decision sent to Active Excavations 2. Correspondence advising Council decision sent to land owner 3. Engineer with quarry experience engaged to undertake a review of Works Approval and prepare a ‘due diligence’ report for consideration by Council. 4. Engineers report received and reviewed. 5. Survey of site boundaries completed and received 6. Draft landowners agreement prepared, reviewed by Maddocks and sent to landowner for review and signature. 8. Engineer currently preparing operating agreement for transfer of mining rights 9. Discussion initiated with Maddocks to prepare draft agreements for both Permanent and Temporary Access.,
Ordinary Meeting 12 May 2013	Wooroonook Lake Committee of Management Responsibilities	1. Council note the contents of the report and their obligations as the DSE appointed Land Manager and Transport Safety Victoria appointed Waterway Manager. 2. Council continue to work with Transport Safety Victoria and the Wooroonook Lake Foreshore Committee in improving the amenity at Wooroonook Lake with specific attention on compliance and risk management requirements. 3. Council prepare Waterway Rules in accord with the provisions of the Marine Safety Act 2010 for application at Wooroonook Lake. 4. Approve the installation of a floating pontoon on the north side of the Lake on the basis that risk signage is erected and risk mitigation works completed as approved by Council’s Risk Officer and Transport Safety Victoria to mitigate the risk of injury when using the pontoon.	1. Waterways Rules being drafted 2. Report from Transport Safety Victoria received and currently being reviewd 3. Report to Council regarding Water Way rules and associated authorisations being prepared..
Ordinary Meeting 13 March 2013	Review of s86 Committees	Council determine to transition all Committees established to assist with the care, maintenance and management of Council owned facilities and land, including land and facilities where Council is the appointed Committee of Management under the Crown Land Reserves Act, to Advisory Committees as set out in the Local Government Act 1989; 2. Recognising that transition of all current committees to Advisory Committee status will require working with existing committees, that this transition take place over the next 12 months; 3. Council write to all of the Committees identified in the Attachment to this report advising them of the intent to transition to Advisory Committee status and the reasons why this is considered to be important; 4. As part of the correspondence referred to in 3 above advise Committees of the support to be provided by Council in making the transition as set out in this report; and 5. The Chief Executive Officer report to Council on a quarterly basis of the progress being made in implementing this decision.	1. Consultant and staff preparing committee manual and associated materials 2. Progress report submitted to July Ordinary Meeting 3. Development of Management Manual continuing
	Impact of Flood Mitigation on Insurance	Council write to the Insurance Council of Australia seeking clarification of their position on risk ratings, property cover and premium variations of insured properties within the protection of approved levee banks.	Correspondence prepared and sent
Ordinary Meeting 12 December 2012	Notice of Motion: Police Presence in Buloke	1. Council write to Inspector Jamie Templeton seeking an urgent meeting in the New Year to further discuss ongoing concerns with Police presence and incident response times in Buloke. 2. The letter make specific reference to the violent incident that occurred in Watchem on 25 November 2012 and continuing problems with antisocial behaviours in Birchip and Charlton. 3. That a copy of the correspondence be sent to the Member for Swan Hill, Mr Peter Walsh MLA.	Meeting date yet to be arranged.
	Transfer of Service Approvals at the Wycheproof, Charlton and Sea Lake Kindergartens	1. Authorise the Manager Community Services to commence the formal process required to facilitate the transfer of the Service Approval for both the Wycheproof and Charlton Kindergartens to the YMCA of Ballarat as the Approved Service Provider. 2. Authorise the Manager Community Services to commence the formal process required to facilitate the transfer of the Service Approval for the Sea Lake Kindergarten to Mallee Track Health and Community Service as the Approved Service Provider. 3. Continues to work with the individual Committees of Management and staff of the Wycheproof, Charlton, and Sea Lake Kindergartens to ensure a smooth transition of these Approved Services to the new Approved Service Providers. 4. Authorise the Manager Community Services to develop appropriate Facility Service Agreements with the YMCA of Ballarat and Mallee Track Health and Community Service to govern operational and maintenance responsibilities at all kindergartens located in the Buloke Shire.	1. Draft Facility Service Agreements with Ballarat YMCA and Mallee Track Health and Community Service to address the following matters prepared: · Governance · Operations · Maintenance · Staff transfer arrangements · Occupancy arrangements for the respective Kindergartens that are subject to the transfer arrangement.
	Gilmour Road Land Transfer Agreement	That the Council: · 1. Proceed with the exchange of land at the intersection of Gilmour Road and Swanwater North Road in lieu of the section of the road reserve provided by Gilmour’s to the Council on Plan of Subdivision 444992B. · 2. Transfer Crown Allotment 2002 PP2532 Parish of Donald [Volume 11025 Folio 502] to Mr CT & Mrs DJ Gilmour. · 3. Gilmour’s have agreed to purchase the property for $7,000 excluding GST as determined by Council’s appointed valuers A and L Harvey Valuation Services. · 4. Place Public notices in local newspapers including full details of the proposed purchaser, price to be paid for the land and intended use.	1. Legal instrument prepared and sent to parties. 2. Advertising in accord with Local Government Act completed. No submissions received. 3. Solicitor arranging signing of documents.

Audit Advisory Committee – Progress of Actions

ISSUE #	DATE REFERENCE	ACTIONS	ACTION TAKEN	RESPONSIBLE PERSON INCLUDING ANTICIPATED COMPLETION DATE
1	Nov 2011	Internal Auditors to review compliance with the new financial management compliance framework and update schedule.	Included in 2013-2105 Internal Audit Plan. Project has been scoped. (Appendix 4 – Risk Review & Proposed Internal Audit Plan.	Manager Finance: Completed
2	Nov 2011	Committee strongly recommends as a matter of urgency Buloke look at the quality of internal reporting.	Financial reporting upgrades still in progress. Quality of financial reporting has been improved. Committee has endorsed improvements to date. New templates to be ready for July 2013 Management Report	Manager Finance: Improvements to be completed by 30 June 2013.
3	May 2012 May 2013	The Committee requested an action plan be prepared based on the VAGO fraud audit report. Committee is seeking more information on specific actions such as staff training, and policy and procedure reviews	Action plan developed. Progress against the Action Plan reported to each Audit Advisory Committee meeting. Fraud awareness integrated inot revised Induction Manual. Specific fraud prevention training instigated. Cash handling procedures reviewed	Manager Finance: Completed CEO: By 30 September 2013.
4	May 2012/May 2013	Audit Committee Self Assessment to be an Agenda Item for next Committee meeting.	Self assessment questionnaire distributed. Committee members to return to Internal Auditor. Internal Auditor to table report at next meetings. Item to be included as an agenda item for September 2013 meeting.	Manager Finance: 30 September 2013.
5	Nov 2012/May 2013	Committee to be updated on Project based accounting system being developed by Geoffrey Ballard for tracking major flood related road projects.	System currently being developed. Committee to be forwarded information when it is available.	Manager Finance: 31 May 2013
6	Feb 2013/May 3103	The Committee suggested that the Risk Officer look at the Fraud Risk Register. Unfavourable comments put in brackets for comparison.	Fraud Risk Register currently being reviewed. Risk Officer meeting with LOGOV consultant in May 2013 to agree on format. For review at September Committee meeting	Risk Officer: 31 August 2013
7	May 2013	The Committee requested a likelihood table for the Internal Audit Plan.	For review at September Committee meeting	Manager Finance and Internal Auditor: 30 September 2013.
8	May 2013	The Committee requested to see a calendarisation of the balance sheet.	For review at the September Committee Meeting	Manager Finance: 31 August 2013
9	May 2013	Risk Register - The Committee requested confirmation on the rating of high re: Legislative Requirements, RM30.	For review at the September Committee meeting	CEO: 31 August 2013

7. Financial

a) Management Reporting

Further revisions to the Monthly Reporting format are being discussed with the Local Government Victoria Monitor.

b) Internal Audit Program

· Internal Audit Reports

o Draft Report on Budget Planning prepared

c) NDRRA Flood Repair/Restoration

Acquittal of expenditure and grant funds received is continuing.

· A claim for the period January 2011 to end January 2012 has been lodged. .

· A claim, for the period February 2012 to end May 2012 has been lodged.

· A claim for the period June 2012 to December 2012 has been lodged.

· A claim for the period 1 January 2013 to 30 June 2013 has been lodged

· C06 Reporting

o Fortnightly Status Report From C12 Contractor posted to Councillor Information Board (Big Tin Can)

o Draft revised report structure tabled for discussion and feedback

8. Staff

New Appointments

Brett Minnis- Senior Finance Officer

Kathryn Stenton (agency) – Compliance Officer temporary

Resignations/Departures

Rob Hall- Senior Finance Officer

George Geddes- Clerk of works

Greg Davis- Gardener/ Medium Plant Operator

Brody McDonald- Heavy Stream Diesel Mechanic

9. Major Projects (Projects with a value of over $100,000, projects carried over from previous year or projects of special interest)

i) Donald Storm Water Re-use System – Negotiation of end-user agreement

· Further discussion held with GWM Water 9 August 2013, Revised draft has been agreed.

ii) Charlton Recreation Reserve – Connection to AWB Dam

· Meeting with AWB held 27^th March.

· Draft MoU prepared and currently being reviewed.

· Review of construction plans being undertaken to ensure there have been no new matters to be considered since the design was completed.

· Project remains within budget

iii) Traveller’s Rest, Charlton – Manager’s Residence and Information Centre

· Further discussion with the Traveller’s Rest Committee regarding the scope and financing of the project concluded.

· Project to be split into two tenders – provision of Services and Construction of Residence/Information Centre

· Overall project costs remain a concern. Project may need to be re-scoped to meet Budget constraints.

iv) Donald Family Services Centre

· Detailed project plan being prepared

· Meeting with architects scheduled for late August.

· Project estimates remain current

v) Charlton Park Community Building

· Tender received – report to November meeting

· Project Committee meetings continuing

· Estimated cost for preparation of drawings within Budget

· Quantity surveyor estimates have been obtained to guide overall project budget

vi) Berriwillock Community Centre

· Construction timeframe has fallen 3 weeks behind schedule. Practical completion for CFA fire shed met.

· Practical completion of Community building meeting scheduled 11^th October

· Meeting held with Community Centre Management Committee 2^nd September

· Project remains within Budget.

vii) Charlton Skate Park

· Design brief prepared and quotations to be sought

· Project to be designed to allocated budget.

viii) Birchip Bowling Club – Artificial Green

· Discussion continuing with Birchip Bowling Club

· Design and construct specification in draft form.

ix) Green Lake – Water Loss

· Green Lake Committee have advised the results of their further investigation of ground conditions. Results confirm the need for sealing of sections of the Lake.

· The Committee are liaising with DSE in regard to possible funding sources..

x) Charlton Swimming Pool – Pool liner and pipe-works.

· Preliminary designs reviewed and referred back for amendment

· Project likely to be tendered winter 2014

· Project remains within budget.

xi) Sea Lake Pool – Pool Liner and Pipe-works

· Works completed.

· Project remains within budget.

xii) Charlton Angling Club – Installation of Boat Ramp

· Permits have lapsed and new approvals are being sought

· Club has been unsuccessful with an application for funding for the Cultural Heritage Study (estimated cost $14,000)

· The Club has been advised that no exemption will be given in regard to the need to meet Cultural Heritage requirements.

· The project being reconsidered.

xiii) Donald Airport – Power Upgrade

· Principal works completed

· Minor works to be completed by local electrician

· Project within budget.

xiv) Donald Scout Hall/Angling Club

· Works on site continuing

· Project funding being managed external to Council. No Council contribution.

· Meeting held to organise management arrangements.

xv) Wycheproof Pool – Change Rooms (2014/15 Project)

· Funding application lodged

· Sources of other funding being researched

xvi) Heavy Plant Replacement - Jetpatcher

· Tender let

· Jetpatcher delivered 18 September 2013 and staff inducted.

xvi) Rupanyup Road – Re-sheet

· Re-sheet program scheduled for February 2014

xvii) Charlton Flood Study – Levee Detailed Design

· Funding application submitted

xviii) Charlton Flood Study – St Arnaud Road Floodway

· Funding application lodged

xix) Donald Flood Study – Levee Detailed Design and First Stage Development

· Funding application lodged

10. Flood Update

i) General Update on Recovery Activities

· Charlton Flood Plan

o Funding application to Government for preparation of detailed designs under NDRGS submitted.

· Donald Flood Plan

o Funding application to Government for preparation of detailed designs and Stage One works under NDRGS submitted.

· Community Events

o ‘Stories from the Flood’ publication proceeding.

· Rural Support

o Fire Shed schedule for 2013 has been distributed.

o ‘Farm Gate’ visits continuing.

· Wycheproof Community Flood Mapping Meeting – Meeting held on 24 April 2012. Feedback not yet received.

· Culgoa Flood Study – Mallee CMA has held an initial meeting with the Culgoa community.

· Flood Preparedness Plans

o Plans developed for Charlton, Donald and Culgoa but still with VicSES for final release.

ii) Community Recovery Committee Activities

· Charlton - Committee meeting as required

· Culgoa – Committee to meet as part of the Culgoa Development Group meeting.

· Donald – Committee meeting on an as needs basis.

· Wycheproof – Meeting with NCCMA to undertake flood mapping held on 24 April 2012. No feedback yet received.

11. Council Policy and Strategy

i) Residential Land Study, Rural Living Review and Industrial Land Use Review – Ministerial authorisation to prepare an Amendment relating to Industrial Land following Council resolution at the April Ordinary Meeting received and Amendment on exhibition. Report to September or October Meeting.

ii) Domestic Waste Water Management Plan

· Project delayed until further resources available.

iii) Public Health Sub-Plan of the Municipal Emergency Management Plan (MEMP) – Consultant engaged to prepare the Plan in accord with Department of Health (DoH) requirements.

v) Pre-School Cluster Arrangements

o Discussion regarding transfer of Sea Lake operating licence to Mallee Track is continuing.

o Transfer of operating licence for Charlton and Wycheproof to YMCA completed. Draft MoU has been forwarded to the YMCA for final review prior to signing.

vi) Municipal Flood Plan (MFP)

· Work plan to review current Plan is still being developed.

· Flood Safe plans for Donald, Charlton, Wycheproof and Culgoa are to be developed.

· VicSES have provided a template for the development of a Municipal Flood Plan.

vii) Management Reviews

a. Road Maintenance Standards

Meetings of relevant staff are continuing.

b. Road Construction/Rehabilitation Decision Making Processes

Review has commenced using information and designs prepared as part of C06 as the base.

c. Economic Development – Review of Policies, Strategy and Approach

Draft strategy being completed

d. S186 Committees of Management – Review of Governance, Risk Management and Financial Arrangements

Progress reported to the July Ordinary Meeting

e. Financial Sustainability and Affordability

· Meetings held with Monitor in July

· Information request received from Monitor and responded to

· KPMG.(Forensic Audit) have completed initial data collection and advised they will be returning in August 2013.

f. Municipal Emergency Management Plan

o Meeting held with SES in July.

o Recruitment of Municipal Emergency Management Planning officer proceeding

g. Maintenance of Sporting Grounds and Reserves (Anthony Judd lead Manager)

· Progress report made to July ordinary meeting

· Development of Management Manual continuing

· Census of users/groups being considered.

h. HACC Program - Delivered Meals

Internal review has commenced and draft report provided to the CEO for comment.

i. Volunteer Support

· Presentation made to Council 11 June 2013.

· Final report and support materials being prepared.

j. Road Management Plan

Report to October Ordinary Meeting.

k. Heavy Plant Maintenance

· Quarterly meetings of Plant Group scheduled.

l. Heavy Plant Replacement Program

· Review of the future of Long Haul Cartage Trucks is continuing.

m. Municipal Public Health and Wellbeing Plan

· Review meetings held with stakeholders in June 2013

· Community consultation meetings held in Donald and Sea Lake

· Draft Plan submitted for review

· To be adopted at November Council meeting

n. Aquatic Strategy

· Consultant appointed

· Consultation program commenced

· Work program being developed – anticipated completion March 2014

o. VicRoads Agency Arrangements

· Correspondence sent to VicRoads

· Expressions of interest received from businesses/organisations in Wycheproof, Birchip, Charlton and Donald as a result of local press coverage

· Meting to be arranged with VicRoads to determine process for dealing with possible transfer to other providers.

p. Local Government Performance reporting Framework

· Version 1.2 of the Framework released by Local Government Victoria

· Buloke participating as a pilot Council

· Briefing of internal stakeholders held in August

· Initial surveys being undertaken

q. 2013 Walk to School Program

· Expressions of Interest sought from all schools in Buloke with responses received from just the two Sea Lake schools.

· Application for funding submitted to Vic Health.

· Advice received that the application was successful.

· Liaisons to take place with two Sea Lake schools during October to plan the program.

r. Wycheproof Child Care Program Sustainability

· YMCA, DEECD, BSC, staff and community Meeting held on 10/9/13 to discuss the ongoing viability of the childcare program in its current form.

· YMCA now researching alternative models of delivery with a focus on providing an integrated early childhood care and education service incorporating childcare and kindergarten program.

· Initial feed back at the meeting was positive but subsequent feedback indicates that there is little support for this concept from parents of kindergarten children.

12. State Government Matters

· VicRoads

Meeting held 12 April 2013. The following matters were discussed:

· Calder Highway, Dumosa - Truck Stop

· Design work for a toilet block has been completed and is likely to proceed in 2013/14 as a result of the Federal funding announcement.

· Installation of rubbish bins to be considered in conjunction with the toilet development.

· CFA Regional Officers have met with the Dumosa Brigade and advised the Dumosa Fire Shed will need to be relocated if the toilets proceed.

· Nullawil Toilets and Wayside Stop

· Remains a low priority by VicRoads

· Highest priority is for Rest Areas on the Calder Highway corridor.

· Intersection of Birchip/Nullawil Road and Calder Highway – Drainage Problems

· Full survey of site has been completed and asphalt works are to be undertaken as soon as practicable in conjunction with other works in the Shire

o Calder Highway, Sea Lake – Installation of Pedestrian Crossing

· Works to occur before December 2012 pending VicRoads sourcing an available contractor.

o Re-alignment Intersection Nullawil-South Road and Birchip-Nullawil Road to ‘T’ Intersection

· No funds available due to closure of the ‘Grey Spot Funding’ program.

o Calder Highway, Charlton – Truck Parking ‘Lizard’ Cafe

· VicRoads will continue to monitor truck parking arrangements. No simple solution.

o Borung Highway, Donald – Entrance to Donald Recreation Reserve

· Council and VicRoads to work together on realignment of the entrance in accord with the Donald Reserve Master Plan..

o Intersection Birchip-Wycheproof Road and Birchip-Dumosa Road

· No funds available due to closure of the ‘Grey Spot Funding’ program.

o Cumming Avenue, Birchip – Sand bag traffic island

· Sand bags to be removed and replaced by line marking

o Possible Grey Spot Funding Priorities (Works identified by Council)

· Intersection of Sunraysia Highway and Racecourse Road Donald (comes into HWY on dangerous angle)(Requires Traffic Islands)

· Intersection of Calder Highway and Patchewollock Sea Lake Road including width of the seal and alignment of the road (undulations) (comes into HWY on dangerous angle)

· Intersection of Birchip Sea Lake Road and Marlbed Curyo Road

(comes into Birchip Sea Lake Road on dangerous angle)

· Intersection of Sunraysia Highway and Birchip Rainbow Road (comes into Highway on dangerous angle) – VicRoads report one reported vehicle accident (2006).

· Intersection of Sunraysia Highway and Kinnabulla West Road (Tree Trimming)

· Intersection of Sunraysia Highway and Marlbed Road (Tree Trimming)

· Intersection of Calder Highway and Warne Road (comes into Highway on dangerous angle)

· Intersection of Calder Highway and Birchip Nullawil Road /Nullawil Quambatook Road (comes into Highway on dangerous angle)

· Intersection of Calder Highway and Berriwillock North Road (comes into Highway on dangerous angle)

· Intersection of Donald Swan Hill Road and Nullawil Quambatook Road (comes into Highway on dangerous angle)

· Intersection of Donald Swan Hill Road and Banyenong Jeffcott Road (comes into Donald Swan Hill Road on dangerous angle)

· Intersection of Donald Swan Hill Road and Corack Wycheproof Road (comes into Donald Swan Hill Road on dangerous angle)

· Intersection of Birchip Wycheproof Road and Dumosa Birchip Road (comes into Birchip Wycheproof Road on dangerous angle) VicRoads report one reported accident (2004).

· Intersection of Birchip Wycheproof Road and Nullawil Birchip Road (comes into Birchip Wycheproof Road on dangerous angle) VicRoads report one reported accident (2012).

· Intersection of Sunraysia Highway and Devon Park Road (comes into Highway on dangerous angle)

· Intersection of Sunraysia Highway and Swan Water North Road (comes into Highway on dangerous angle)

· Intersection of Boort Charlton Road and Borung Charlton Road (comes into Boort Charlton Road on dangerous angle)

· Intersection of Boort Charlton Road and Jeruk River Road (comes into Boort Charlton Road on dangerous angle)

o Culgoa-Watchupga Road Bridge

· VicRoads report received.

· Onsite inspection of the intersection of the temporary bypass has been undertaken to address sight line and safety matters, including speed restrictions

o Town Entrance Signs

· Clarification sought on use of graphics on Town Entrance signs. VicRoads to provide advice.

o Charlton and Donald Flood Plans

· VicRoads confirmed they had received copies of the Plans and were currently reviewing the recommendations.

12. Federal Government Matters

iii) Review of Status of Aerodromes – Discussion paper distributed. No follow-up action yet taken. Advice received from CASA of a change in requirements for small airports. Information still being reviewed.

13. Community Matters

a) Recreational Lakes

Wooroonook Lake

o Emergency management plan and operational plans for caravan and camping facilities are still being prepared.

o Staff have undertaken a further risk review in relation to signage and safety at the Lake in conjunction with Transport Safety Victoria. A number of recommendations have been made that are currently being assessed.

Green Lake

o Emergency management plan and operational plans for caravan and camping facilities are currently being prepared.

o Correspondence sent to Minister for Ports advising that Council wishes to resign as waterway manager and transfer this responsibility to DSE. Response received advising that current arrangements should remain in place until DoT can determine the administrative procedures. Transport Safety Victoria have advised they are currently investigating the need for Council to continue to be the nominated waterway manager

o Committee continuing with geotechnical assessment of measures required to prevent water loss. .

Tchum Lake

o Lake Committee is continuing to seek funding for preparation of a Master Plan to facilitate the development of on-site accommodation.

o Committee has instigated discussion with staff regarding the location and construction of on-site accommodation (cabins)

o Emergency management plan and operational plans for caravan and camping facilities are currently being prepared.

o Review of Building Approvals for the ‘shelter’ has identified compliance problems. Action is being taken to address the identified problems. Inspection has identified that the Committee have made changes to the building which may require a Building permit. Discussion to be held with the Committee.

Watchem Lake

o Emergency management plan and operational plans for caravan and camping facilities are currently being prepared.

o Lake Committee seeking funding for removal of trees along the walking path from the town to the Lake and for upgrade of the walking track.

o Lake Committee seeking funding assistance to upgrade access road around the lake. Council resolved in December for staff to assist with seeking alternative quotations.

Folletti Caravan Park Lake

o Emergency management plan and operational plans for caravan and camping facilities are currently being prepared.

o Proposal for construction of new Scout Hall/Angling Club is proceeding. Scouts/Angling Club has sought quotes for construction of the building. Council will need to meet as the Committee of Management for the reserve to consider the project. Draft landscape plan received.

14. Vandalism

Birchip (August) – Graffiti in public toilets - The graffiti was in a cubical in the men’s toilet it was offensive in regards to two Birchip residents. The graffiti was removed. Victoria Police were advised of the incident.

15. Other

a. Culgoa-Watchupga Road Bridge – The Manager Reconstruction provided an update on the VicRoads engineering report. Further discussions to be held with VicRoads regarding funding options.

b. Cr White requested clarification on:

· Frequency of Road Sweeping Program in each township.

· Repairs to Nullawil toilets

· Status of Sea Lake Kinder transfer

· Outcomes of C6 grading program

c. Cr Tellefson commented on:

· Flood repairs on Jeffcott Road and culvert on Avon Plains Road

· Weeds around Green Lake region

· Condition of the Litchfield Hall

d. Cr Milne requested an update on timeframes for:

· Footpath works near small bridges in Donald

· EOI’s for sale or lease of 14 McCulloch St, Donald

e. Cr Mather requested clarification on the pool season report in the Council Agenda

Meeting Closed at 8.03pm

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 13 November 2013

6.2 Report of Assembly of Councillors Meetings

Attachment 3 Record of Assembly Meeting - 30 October 2013

BULOKE

SHIRE COUNCIL

ASSEMBLY OF COUNCIL MEETING

Record of meeting held at 5.30pm Wednesday 30 October 2013 at the Birchip District Office

Present:

Councillors:

Cr Tellefson, Cr Sharp, Cr Pollard, Cr Mather, Cr Milne, Cr McLean and Cr White.

Staff:

Anthony Judd (Acting Chief Executive Officer), Gaynor Doreian (Manager Works and Corporate Services), Warren Hemopo (Manager Reconstruction), Bill Ryan (Manager Finance), Judi Bird (Senior Procurement Officer), Bill Keane (Manager Community Services), Michele Bos (Senior Planner), Louisa Ferrier (Acting Manager Assets and Infrastructure)

Members of the Community:

Apologies:

Warwick Heine (Chief Executive Officer)

Disclosure of Interests:

Cr Mather took the chair.

MATTERS TO BE DISCUSSED

1. Presentations

5:30pm: Contract C6 & C12 – Flood Reconstruction Contract Update: Staff updated Council on progress with the flood restoration works with a focus on works completed to date, acceleration, funding cut off dates and revised standards of gravel pavements.

2. Councillor Reports

Cr Pollard updated Council on the successful FREEZA event held in Birchip over the previous weekend.

Cr Tellefson updated Council on the current work being done to update the Flood Management Plan and Fire Management Plan.

Cr Sharp updated Council on the Deanne Ferrier being appointed the new Chairperson of the Birchip Forum

3. CEO and Senior Management Team Reports

Other

a. Legal

i) George Gould Units

ii) Hamilton Street, Sea Lake

iii) *Alexander Street, Berriwillock

iv) Building Control Matters

· Charlton – Addition to Shop

· Charlton – Shed and associated buildings

· Nandaly – Storage shed

· Birchip – Non-compliant house

· Birchip – Storage shed

· Charlton – Re-erect a dwelling

· Jill Jill – Re-erection of a dwelling

· Wycheproof – Addition to dwelling

· Birchip – Addition to shop

· Birchip – Addition to dwelling

· Charlton – Addition to office

· Sea Lake – Warehouse

· Sea Lake – Dangerous veranda

· Berriwillock – Dangerous veranda

· Nullawil – Illegal building

· Donald – Addition to dwelling

· Berriwillock – Amenities building additional to shed.

· Birchip – Illegal shed in township

· Donald – Dangerous facades

· Charlton – Addition to building

· Birchip dwelling- Illegal works without a building permit

· Birchip shop – Dangerous facade

v) Local Laws/Planning

· Charlton – Breach of Local Law and Planning Permit

vi) FoI Requests

No current requests.

vii) Illegal Roadside Ripping – Report – Anthony Judd

§ * Dumosa (various roads – 31kms)

viii) Risk

i) Public Risk Incidents

1) Sea Lake (2012) – trip

2) Sea Lake (2012) – fall

3) Donald (2012) – fallen branch

4) Buckrabanyule (2012) – Cattle on road

5) Birchip (2012) – trip

6) Culgoa (2012) – fallen branch

7) Donald (2012) – fall

8) Donald (February) – trip

9) Charlton (March) – dog attack

10) Sea Lake (March) – trip

11) Sea Lake (April) – unregistered dogs

12) Donald (June) – dog rush.

13) Donald (June) – unsightly property

14) Watchem (June) – unsightly property.

15) Cope Cope (June) – unregistered dogs, unsightly property and illegal storage (principally rubbish)l on VicTrack land

16) Donald (June) – dog attack/rush

17) Watchem (July) – unregistered dogs

18) Birchip (July) – trip

19) Berriwillock (August) – dog attack

20) Wycheproof (August) – stone thrown by whipper snipper

21) Wycheproof (August) – trip

22) Birchip (August) – vehicle damage

23) Birchip (August) – vandalism

24) Charlton (August) – roadside theft

25) Birchip (September) – vehicle damage

26) Donald (September) – Attempted break-in

27) Donald (September) – trip

28) Wycheproof (September) – vandalism

29) Sea Lake (October) – dog attack

ii) Risk Register

· Updated register available for review on Dashboard.

iii) Staff Incident Reports

1) * Aerodrome – Fall

2) * Sharps – Sea Lake

4. WorkSafe

1) Nil.

5. Insurance

1) No matters.

6. Governance

· Council Plan 2013-2017 – Adopted in principle 25 July. Adopted at Special Meeting 28 August 2013. On public exhibition. Adopted Plan to be reviewed every six months.

· Code of Conduct for Staff – Draft Staff Code prepared and currently being reviewed.

· Ordinary Meetings of Council – Progress of Actions from Minutes

Meeting Reference	Item	Action	Progress

Ordinary Meeting 9 October 2013	Human Resources Policy Review	That the Council: 1.Adopt the following Human Resources policies: Bullying, Equal Opportunity, Discrimination, Sexual Harassment policy; Conditions of Employment policy; Declared Emergency policy; Diversity Management policy; Employee Assistance Program policy; Grievance policy; Leave policy; Performance Management policy; Recognition of Service policy; Recruitment and Selection policy; Resignation and Exit policy; Return to Work policy; Training and Development policy; Work Experience policy; Working from Home policy. 2.Request the Human Resources Officer to provide all staff with access to the Human Resources policy suite using Council’s consultative mechanisms 3.Note the removal of the following policies from the Human Resources policy suite: Human Resources Policy No. 157 – Bullying policy Human Resources Policy No. HR9 – Code Red policy Human Resources Policy No. HR1.2 – Equal Opportunity policy Human Resources Policy No. 153 – Harassment policy Human Resources Policy No. HR2503 – Telephone Usage policy	HR Manual Updated.
	Occupational Health and Safety Policy Review	That the Council: 1.Adopt the following Occupational Health and Safety policies: Drug and Alcohol policy; First Aid policy; Inclement Conditions policy; Manual Handling policy; Non Smoking policy; Occupational Health and Safety policy; Operational Uniform policy; Working in Isolation policy. 2.Request the Human Resources Officer to provide all staff with access to the Occupational Health and Safety policy suite using Council’s consultative mechanisms.	HR Manual Updated.
	Risk Management Policy Review	That: 1.The Council adopt the Risk Management Policy; Fraud Prevention and Reporting policy; Accessing Private Property policy, and; Business Continuity Management policy. 2.Request the Human Resources Officer to provide all staff with access to the Risk Management policies.	Council Policy Manual Updated.
	Financial Policy Review	That: 1.That Council adopt the Investment Policy, Asset Revaluation Policy, Asset Capitalisation Policy, Asset Revaluation Policy, Depreciation Policy, Annual Budget Policy and Financial Reporting Compliance Policy. 2.The Manager Finance make these Policies available to all staff through publication on Council’s corporate Information folder. 3.That all Policies be presented to the audit Advisory committee for review at the next Audit Advisory committee Meeting.	Council Policy Manual Updated.
	Light Vehicle Fleet Management Policy	That: 1.Council approve the proposed revisions to this Policy.	Council Policy Manual Updated.
	Swimming Pool Season 2013/2014	That: 1.Council set the 2013/14 Pool Season to open on the 16th November 2013 until 16th March 2014 for all seven pools. 2.Council write to each Pool Committee and user group outlining the Pool Season will operate from 16th November 2013 until 16th March 2014. 3.In this letter suggest that Council will seek full cost recovery if Committees or users wish to extend their season beyond the set opening dates, it will be at a cost of: (a) $152 per day with the use of volunteer lifeguards. (b) $338 per day with the use of Council-employed lifeguards. 4.Council advertise the 2013/14 pool season dates in the local newspapers and ensure they are displayed at each pool for the duration of the season.
	Domestic Animal Plan 2013 - 2017	That Council: 1.In accordance with the requirements of section 68A of the Domestic Animals Act 1994 adopt the Domestic Animal Management Plan 2013-2017 to replace the Domestic Animal Management Plan 2008-2012. 2.A copy of the adopted Domestic Animal Management Plan be forwarded to the Secretary of the Department of Planning and Environment in accordance with section 68A(3) of the Domestic Animal Management Act 1994.	Plan published on Dashboard and Website.
	Appointment of Authorised Officer	That: 1.In the exercise of the powers conferred by s224 of the Local Government Act 1989 and other legislation referred to in the attached instrument of appointment and authorisation Buloke Shire Council resolves that Ms Kathryn Shenton be appointed and authorised as set out in the attached instrument for the period of her employment with Council. 2.The instrument come into force immediately the common seal of Council is affixed to the instrument and remains in force for the period of Ms Shenton’s employment with Council or until Council determines to vary or revoke it. 3.The instrument be sealed.	Instrument of Appointment Signed/Sealed and a letter and a copy of Instrument sent to Officer. Copies of both also with HR and Records.
	Petition - Kerbside Waste Management Service in Nandaly and Outlying Areas	That: 1. Council receive this Petition Letter and lay it on the Table for a Report at its next Ordinary Meeting scheduled for 13 November 2013. 2. Receipt of the petition be acknowledged and the Author be advised that the matters they have raised will be considered by Council at the November Ordinary Meeting 3. Following consideration of the Petition at the November Ordinary Meeting the Author is to be advised of what action Council intends to take.	Letter has been sent to acknowledge petition and will be addressed at Nov Ord Meeting.
	Letters to Politicians – Interface Issues with Highways and Donald – Swan Hill Road	The Buloke Shire Council to escalate its advocacy efforts to the State Government regarding improvements required for specific intersections across the Buloke Shire, by writing to Government and Shadow Ministers to request funding be allocated to fix the problems. The areas of particular concern are the Calder Highway intersection with the Birchip Nullawil Road at Nullawil and the Corack Road with the Donald Swan Hill Road.
Special Meeting 27 September 2013	Annual Financial Statement and Performance Report	That the Council approve in principle the audited 2012/13 Financial Statements and Performance Statement for Buloke Shire. Approve the signing of the Certification of the Financial Statements and Performance Statement certification by Councillors Mather and Tellefson subject to the Audit Advisory Committee recommending that Council adopt the Financial Statements and Performance Report. Council also note the following: 1.The Audit Advisory Committee will meet on Friday 27 September 2013 to consider the Financial Statements and Performance Report and provide their recommendations. 2.Note that there are no significant changes expected to be made to the final accounts. The final draft management letter has been received and VAGO have provided verbal confirmation that the accounts as presented are acceptable. 3.Note that if any major changes need to be made to the accounts or there is any modification to the audit opinion that both the Committee and Council will be notified of such changes before the final adoption of the financial statements is approved by Council. This is highly unlikely, however it was a suggestion made following the S135 report and management have agreed to comply with the recommendation.
	Letter of Appreciation – Leonie Burrows	Council to forward a letter of appreciation to Ms Leonie Burrows, for assisting Buloke Shire Council as a temporary Acting Chief Executive Officer, in the absence of the Chief Executive Officer, Mr Warwick Heine. The Mayor Cr Mather to prepare the letter on behalf of Council.	Letter to be prepared by Mayor.
Ordinary Meeting 11 September 2013	Mobile Phone and GPS Usage Policy	That: 1. Council adopt the Mobile Phone and GPS Usage Policy. 2. The Manager Works and Corporate Services make the Policy available to all staff who have been issued with a mobile phone. 3. The Human Resources Coordinator continues to include the Mobile Phone and GPS Usage Policy in Council’s Induction Manual.	1. Employee awareness program being developed. 2. Policy and supporting material published on Council’s website.
	Information Management Policies	That: 1.Council adopt the IT Disaster Recovery Policy, Electronic Communication Policy and the Information Security Policy. 2.The Manager Works and Corporate Services make thePolicies available to all staff through publication on Council’s corporate information folder. 3.The Human Resources Coordinator continue to include the Information Security Policy in Council’s Induction Manual and request that staff who have access to a computer read the Policy and sign theAcknowledgment Section and return it to Human Resources for filing on their personnel file.	1. Section 119(3) notice published 2. Copy of Local Law sent to the Minister for Local Government Local Law has been gazetted and advise received from the Minister. Local Law published on Council’s website. Agents sent a copy of the Local Law along with the newly developed user agreements. This item is now finalised.
	Corporate Card Policy Review	That: 1.Policy review report be noted and accepted.
	Audit Advisory Ctte – Appointment of Chair	That Council: 1.Appoint Mr Tom Evans as Chair of the Audit Advisory Committee for a two year period commencing 1 September 2013 and ending 31 August 2015. 2.Appoint Mr Ian Cuthbertson as a member of the Audit Advisory Committee for a further 12 month period ending 31 August 2014.	Correspondence sent to both Committee Members.
	Advocacy Outcomes Resulting from Planning Minister’s Visit	That Council 1. Write to the Minister for Planning, Mr Matthew Guy following his visit to the Shire to reiterate the importance of the following planning and building matters to his proposals for Planning zone reform, in particular changes to the Farming Zone - The classification of agricultural outbuildings according to the Building Act - The appropriateness of ministerial intervention and its justification - The ability of rural local councils to adequately staff planning and building departments - Larger infrastructure projects such as standard gauge for rail networks - Alternative energy facilities and a lack of infrastructure to support their opportunities 2. Provide a copy of the correspondence to Rural Councils Victoria and the Municipal Association of Victoria.	Letter to be prepared
	Adoption of Loddon Mallee North Regional Growth Plan	That Council adopt the Loddon Mallee North Regional Growth Plan as endorsed by the Loddon Mallee North Regional Growth Plan Project Steering Committee.
Ordinary Meeting 14 August 2013	Protected Disclosure Policy	Council adopt the Protected Disclosure Policy. 2. The Manager Works & Corporate Services make the Policy, procedures and flow charts available to all employees. 3. The Manager Works & Corporate Services publish the Policy and supporting documentation on Council’s website.	1. Employee awareness program being developed. 2. Material for website being prepared
	Saleyards Precinct – Local Law 14 2013/14	1.Make the Saleyards Precinct Local Law No.14 of 2013. 2. In resolving to make the Saleyards Precinct Local Law No. 14 2013, has noted the advice provided that the matters in Schedule 8 of the Local Government Act 1989 has been reviewed, including that the proposals do not create a restriction on competition, and that the proposals are not incompatible with the rights in the Charter of Human Rights and Responsibilities Act 2006. 3. Give notice in accordance with Section 119(3) of the Local Government Act 1989 that Council has made the Saleyards Precinct Local Law No. 14 in the Government Gazette and in the Buloke Times, North Central News and Sea Lake Times Ensign. 4. Send a copy of the Saleyards Precinct Local Law No. 14 2013 to the Minister in accordance with Section 119(4) of the Local Government Act 1989.	1. Section 119(3) notice published 2. Copy of Local Law sent to the Minister for Local Government
	Wycheproof Childcare Program - Request for Assistance from YMCA	1. Council agrees to the funding request from the YMCA of Ballarat for $3,000 to enable it to continue to provide the Wycheproof Childcare program until the end of 2013 and that this agreement is done so on the proviso that the YMCA commits to actively research over the next four months all alternative models of providing a financially sustainable service. 2. Funding for the request be derived from the D300 Pre-School Services Budget.	YMCA advised of Council decision
	Intent to Refuse Planning Permit 466/12 for a Four Lot Subdivision at Gunyah Flat Road, Charlton	That Council refuse planning permit 466/12 for a Four Lot Subdivision at Gunyah Flat Road, Charlton.	Applicant advised.
	Amendment to Permit Fees Administered by Council Building Department	A change to several fees administered by the building department be approved for better reflection of fair outcomes	Fees adjusted in Draft Budget 2013/14
	Permission to Seek Adoption from the Minister for Planning Scheme Amendment C23 - Anomolies	Council approve the request to seek adoption from the Minister for Planning for Amendment C23 – Anomalies to the Buloke Planning Scheme.	Correspondence sent to the Minister
	Property Fire Services Levy	Manager Finance to provide report to Council on matters relating to implementation of the levy
	Donald Archives Building	Manager Assets and Infrastructure to keep Council informed on proposed works to rectify structural problems	Back section demolished.
Ordinary Meeting 10 July 2013	Vic Roads Agency Agreement	1. Council work with VicRoads over the next 6 months to find alternative auspice organisations to provide VicRoads Agency Services in the five main towns across the Shire. 2. In the event that no suitable alternative auspice organisation/s can be found by 31 December 2013 in any of the main towns across the Shire, Council continue to provide VicRoads Agency Services only from the Wycheproof District Office.	1. Correspondence sent to VicRoads 2. Initial expressions of interest registered from businesses/community organisations in Charlton, Wycheproof, Birchip and Donald. 3. Advice received from VicRoads that they have visited all interested parties. Vic Roads has also approached a Sea Lake business. 4. Vic Roads has advised they will write to Council with their outcome.
	Petition - Safety and Increased Traffic Flow in Woods Street Donald	1. Coordinate a joint meeting between petitioners, VicRoads and Council representatives. 2. Staff report back to Council following the meeting.	Meeting held 28^th October 2013
	Questions from Councillors	Road Management Plan - Maintenance of Roads for Businesses (Cr Ellen White) (RO/15/01)	Manager Assets and Infrastructure to report to Council.
Ordinary Meeting 12 June 2013	Call for Expressions of Interest for the Sale or Lease of 14 McCulloch Street, Donald	That Council, having determined it has no requirement for the property at 14 McCulloch Street, Donald, Volume 10415 Folio 533, Lot 1 PS 410027 (“the property”), give public notice seeking Expressions of Interest for the sale or lease of the property. 2. That Council prepare Expression of Interest documents setting out the assessment criteria against which all applications for the sale or lease of the property will be evaluated. 3. That Council convene a tender evaluation panel to assess all proposals received, upon the closing of the Expression of Interest period. 4. That the public notice be placed in the three local newspapers, namely the Buloke Times, North Central News, Sea Lake and Wycheproof Times Ensign in addition to the Wimmera Mail Times. 5. That the public notice disclose the following: (a) That the sale or lease of the property is subject to Section 189 (restriction on power to sell land) and Section 190 (restriction on power to lease land) and Section 223 (right to make submission) of the Local Government Act 1989 (Vic) (“the Act”); (b) The location of the property, including street address and Certificate of Title details; (c) The details of the property, including a description of the property and current zoning; (d) That a heritage amendment has been approved and adopted by Council and that upon Gazettal by the Department of Planning and Community Development, there will be a Heritage Overlay on the property in respect of the external facade; (e) The commencement and end of the Expression of Interest period; (f) That Expression of Interest documents must be lodged in the manner and form required by Council; (g) That the Expression of Interest documents will be available on Council’s website or by contacting Council’s Procurement Department on (03) 5478 0100; and (h) Contact details for a Council representative, if further information is required.	Notices in local papers.
	Donald WorkSpace, Lot 41, Racecourse Road, Donald - Lease Renewal	Council agree in principle to enter into a further Lease Agreement with Workspace Australia Limited (“Workspace”) for the premises at Lot 41, Racecourse Road, Donald Industrial Estate, Donald. Certificate of Title Volume 10413 Folio 421, Plan of Subdivision 409528C. 2. The proposed Lease be for a period of ten (10) years, from 29 August 2013 to 28 August 2023. 3. Council, in conjunction with its legal representatives, commence negotiations with Workspace in relation to the terms of the proposed Lease. 4. Units 1 to 5 of Lot 41, Racecourse Road, Donald Industrial Estate be re-valued and re-assessed as one for the purposes of rating. 5. That under the proposed lease arrangements Workspace is to meet all rates, taxes and charges applicable to all of the Premises in addition to continuing to be responsible for all maintenance of the buildings and surrounds. 6. That the current lease arrangement of $1.00 per annum for the property be continued, conditional upon Workspace and Council entering into an agreed collaborative plan to maximise the potential of the premises and Donald Incubator Program within the Shire. 7. That upon Workspace approving a new tenant under its Licensing Scheme it advise Council of same and that notification also be provided upon that tenant vacating the premises. 8. Council give Public Notice of its intention to enter into the Lease with Workspace. 9. That the Public Notice disclose the following: (a) References to the Local Government Act 1989 (Vic) - 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; (c) The use of the Land (d) The rent to be paid; (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. Of the potential for business economic development in the Shire; ii. Outgoings and other charges are to be met by the proposed Tenant; and iii. The proposed Tenant is a “not for profit organisation”. (g) The commencement and end of the submission period; (h) How submissions can be made; (i) That persons making a submission are 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. 10. The date by which submissions are to be submitted, for the purposes of Section 223 of the Local Government Act 1989 be thirty (30) days from the date of the placement of the necessary advertisements. 11. The advertisements be placed in the local press, namely the North Central News, Sea Lake Wycheproof Times Ensign and the Buloke Times. Council Notes That: 12. Workspace enters into individual License Agreements with each tenant. 13. The terms of the current Lease were not wholly sufficient for the nature of the business and the terms of the proposed Lease agreement are to be negotiated and clarified with Workspace. 14. The agreed plan of collaboration to be developed with Council, in order to continue the subsidised rental model, address issues of engagement management and with a Council staff member appointed as a direct liaison contact and with defined meeting and reporting requirements.	1. Correspondence sent to WorkSpace. 2. Draft lease prepared and sent to WorkSpace for review 3. Public Notice prepared for placement in local newspapers. 4. Meeting held with WorkSpace to address questions from the draft lease. No outstanding matters 5.Solicitor engaged to finalise lease.
	2013 Community Survey Results	That Council: 1. Note the report 2. Update the information package sent to all ratepayers with 2013/14 rate notices to include details of current advocacy and lobbying activities 3. Continue to publish ‘Community Matters’ on a regular basis 4. Include more information in ‘Community Matters on service activities, advocacy and lobbying activities 5. Continue to identify additional opportunities to direct mail information to residents 6. Send a copy of this report to township Forum groups and Progress Associations with a request for comment on the findings and suggestions for improvement 7. Send a copy of this report to all staff for their information and for discussion at team meetings across the workplace.	1. Information package under development 2. June Mayor’s Column in local newspapers dealt with the Survey Results 3. Direct mail opportunities under investigation 4. Report to be sent to Forum and Progress Associations 5. Report to be sent to staff through Staff Newsletter.
	Transfer of Extractive Industry Work Authority 728 from Buloke Shire Council ("Todd's Pit")	1. Council, having determined it has no requirement for the Extractive Industry Work Authority Permit 728 (“the Work Authority”) for the land referred to as “Todd’s Pit”, agree to enter into negotiations to transfer the Work Authority to Active Excavations. 2. If agreement can be reached with Active Excavations Council complete the transfer of extractive industry Work Authority 728 in the manner and form required by the Department of Environment and Primary Industries (“DEPI”). 3. Active Excavations be advised in writing that a condition of the Transfer will be for them to agree to all conditions of the current Work Authority and any additional and ancillary requirements of DEPI which are necessary to facilitate and complete the Transfer. 4. Council liaise with Active Excavations as necessary to facilitate and complete the Transfer, including the obtaining of signatures and consents. 5. Subject to advice from Council’s legal representatives, Council enter into an agreement(s) with the landowners, John and Ellen White, for the purposes of Section 77I(6) of the Mineral Resources (Sustainable Development) Act 1990 (Vic) and other relevant sections. The nature and content of that agreement is to be negotiated. 6. Council discuss with its legal representatives the requirement for any additional commercial agreements to be executed in relation to the Transfer and undertake same as required, including in relation to addressing matters relating to due diligence and disclosure. 7. Council investigate the possibility of entering into a sub-contracting agreement with the proposed incoming Licensee, pending the transfer of the Work Authority and its approval by the Minister. That Council note the following: 8. Active Excavations have submitted a written proposal, dated 30 May 2013, stating they wish to enter into a sub-contracting agreement with Council for the extraction of Gravel under Work Authority 728 and in relation to which: (a) Recommendation 8 relates only to Council pursuing the possibility of entering into the agreement proposed and is not an undertaking to enter into same. 9. Discussions have commenced with DEPI in relation to the process of undertaking a Rehabilitation Bond review of the site.	1. Correspondence advising the Council decision sent to Active Excavations 2. Correspondence advising Council decision sent to land owner 3. Engineer with quarry experience engaged to undertake a review of Works Approval and prepare a ‘due diligence’ report for consideration by Council. 4. Engineers report received and reviewed. 5. Survey of site boundaries completed and received 6. Draft landowners agreement prepared, reviewed by Maddocks and sent to landowner for review and signature. 8. Engineer currently preparing operating agreement for transfer of mining rights 9. Discussion initiated with Maddocks to prepare draft agreements for both Permanent and Temporary Access., 10. Confirmation from Active Excavations of intention not to proceed with transfer of WA received. 11. DSDBI notified of Active Excavations intention not to proceed. 12. Confirming report to Council required.
Ordinary Meeting 12 May 2013	Wooroonook Lake Committee of Management Responsibilities	1. Council note the contents of the report and their obligations as the DSE appointed Land Manager and Transport Safety Victoria appointed Waterway Manager. 2. Council continue to work with Transport Safety Victoria and the Wooroonook Lake Foreshore Committee in improving the amenity at Wooroonook Lake with specific attention on compliance and risk management requirements. 3. Council prepare Waterway Rules in accord with the provisions of the Marine Safety Act 2010 for application at Wooroonook Lake. 4. Approve the installation of a floating pontoon on the north side of the Lake on the basis that risk signage is erected and risk mitigation works completed as approved by Council’s Risk Officer and Transport Safety Victoria to mitigate the risk of injury when using the pontoon.	1. Waterways Rules being drafted 2. Report from Transport Safety Victoria received and currently being reviewed 3. Report to Council regarding Water Way rules and associated authorisations being prepared..
Ordinary Meeting 13 March 2013	Review of s86 Committees	Council determine to transition all Committees established to assist with the care, maintenance and management of Council owned facilities and land, including land and facilities where Council is the appointed Committee of Management under the Crown Land Reserves Act, to Advisory Committees as set out in the Local Government Act 1989; 2. Recognising that transition of all current committees to Advisory Committee status will require working with existing committees, that this transition take place over the next 12 months; 3. Council write to all of the Committees identified in the Attachment to this report advising them of the intent to transition to Advisory Committee status and the reasons why this is considered to be important; 4. As part of the correspondence referred to in 3 above advise Committees of the support to be provided by Council in making the transition as set out in this report; and 5. The Chief Executive Officer report to Council on a quarterly basis of the progress being made in implementing this decision.	1. Consultant and staff preparing committee manual and associated materials 2. Progress report submitted to July Ordinary Meeting 3. Development of Management Manual continuing
	Impact of Flood Mitigation on Insurance	Council write to the Insurance Council of Australia seeking clarification of their position on risk ratings, property cover and premium variations of insured properties within the protection of approved levee banks.	Correspondence prepared and sent
Ordinary Meeting 12 December 2012	Notice of Motion: Police Presence in Buloke	1. Council write to Inspector Jamie Templeton seeking an urgent meeting in the New Year to further discuss ongoing concerns with Police presence and incident response times in Buloke. 2. The letter make specific reference to the violent incident that occurred in Watchem on 25 November 2012 and continuing problems with antisocial behaviours in Birchip and Charlton. 3. That a copy of the correspondence be sent to the Member for Swan Hill, Mr Peter Walsh MLA.	Meeting date yet to be arranged.
	Transfer of Service Approvals at the Wycheproof, Charlton and Sea Lake Kindergartens	1. Authorise the Manager Community Services to commence the formal process required to facilitate the transfer of the Service Approval for both the Wycheproof and Charlton Kindergartens to the YMCA of Ballarat as the Approved Service Provider. 2. Authorise the Manager Community Services to commence the formal process required to facilitate the transfer of the Service Approval for the Sea Lake Kindergarten to Mallee Track Health and Community Service as the Approved Service Provider. 3. Continues to work with the individual Committees of Management and staff of the Wycheproof, Charlton, and Sea Lake Kindergartens to ensure a smooth transition of these Approved Services to the new Approved Service Providers. 4. Authorise the Manager Community Services to develop appropriate Facility Service Agreements with the YMCA of Ballarat and Mallee Track Health and Community Service to govern operational and maintenance responsibilities at all kindergartens located in the Buloke Shire.	1. Draft Facility Service Agreements with Ballarat YMCA and Mallee Track Health and Community Service to address the following matters prepared: · Governance · Operations · Maintenance · Staff transfer arrangements · Occupancy arrangements for the respective Kindergartens that are subject to the transfer arrangement.
	Gilmour Road Land Transfer Agreement	That the Council: · 1. Proceed with the exchange of land at the intersection of Gilmour Road and Swanwater North Road in lieu of the section of the road reserve provided by Gilmour’s to the Council on Plan of Subdivision 444992B. · 2. Transfer Crown Allotment 2002 PP2532 Parish of Donald [Volume 11025 Folio 502] to Mr CT & Mrs DJ Gilmour. · 3. Gilmour’s have agreed to purchase the property for $7,000 excluding GST as determined by Council’s appointed valuers A and L Harvey Valuation Services. · 4. Place Public notices in local newspapers including full details of the proposed purchaser, price to be paid for the land and intended use.	1. Legal instrument prepared and sent to parties. 2. Advertising in accord with Local Government Act completed. No submissions received. 3. Solicitor arranging signing of documents.

Audit Advisory Committee – Progress of Actions

ISSUE #	DATE REFERENCE	ACTIONS	ACTION TAKEN	RESPONSIBLE PERSON INCLUDING ANTICIPATED COMPLETION DATE
1	Nov 2011	Internal Auditors to review compliance with the new financial management compliance framework and update schedule.	Included in 2013-2105 Internal Audit Plan. Project has been scoped. (Appendix 4 – Risk Review & Proposed Internal Audit Plan.	Manager Finance: Completed
2	Nov 2011	Committee strongly recommends as a matter of urgency Buloke look at the quality of internal reporting.	Financial reporting upgrades still in progress. Quality of financial reporting has been improved. Committee has endorsed improvements to date.	Manager Finance: Improvements ongoing.
3	May 2012 May 2013	The Committee requested an action plan be prepared based on the VAGO fraud audit report. Committee is seeking more information on specific actions such as staff training, and policy and procedure reviews	Action plan developed. Progress against the Action Plan reported to each Audit Advisory Committee meeting. Fraud awareness integrated into revised Induction Manual. Specific fraud prevention training instigated. Cash handling procedures reviewed	Manager Finance: Completed CEO: By 30 September 2013.
4	May 2012/May 2013	Audit Committee Self Assessment to be an Agenda Item for next Committee meeting.	Self assessment questionnaire distributed and completed by committee members. Item to be included as an agenda item for November 2013 meeting.	Manager Finance: 12 November 2013.
5	Nov 2012/May 2013	Committee to be updated on Project based accounting system being developed by Geoffrey Ballard for tracking major flood related road projects.	System developed and implemented. Committee to be forwarded information and copy of reports for the November meeting.	Manager Finance: 31 May 2013
6	Feb 2013/May 3103	The Committee suggested that the Risk Officer look at the Fraud Risk Register. Unfavourable comments put in brackets for comparison.	Review ongoing. Risk consultant currently updating document for presentation to Audit Committee at November meeting.	Risk Officer: 12 November 2013
7	May 2013	The Committee requested a quarterly breakdown of work to be performed under the internal audit plan.	Update to be provided to committee at November meeting	Manager Finance and Internal Auditor: 12 November 2013.
8	May 2013	The Committee requested to see a calendarisation of the balance sheet.	Work in progress calendarised cash flow first step in process along with calendarised capital works program	Manager Finance: Ongoing
9	May 2013	Risk Register - The Committee requested confirmation on the rating of high re: Legislative Requirements, RM30.	For review at the September Committee meeting	CEO: 31 August 2013

7. Financial

a) Management Reporting

Further revisions to the Monthly Reporting format are being discussed with Local Government Victoria Monitor.

b) Internal Audit Program

· Internal Audit Reports

o Draft Report on Budget Planning prepared

c) Contract C06 and C12 - NDRRA Flood Repair/Restoration

Acquittal of expenditure and grant funds received is continuing.

· A claim for the period January 2011 to end January 2012 has been lodged. .

· A claim, for the period February 2012 to end May 2012 has been lodged.

· A claim for the period June 2012 to December 2012 has been lodged.

· A claim for the period 1 January 2013 to 30 June 2013 has been lodged.

· A claim for the period 1 July to 30 September 2013 has been lodged.

· C06 Reporting

o Fortnightly Status Report from C12 Contractor posted to Councillor Information Board (Big Tin Can Hub)

o Draft revised report structure tabled for discussion and feedback

b) Staff

New Appointments

Pool Operators/Lifeguards – Adele Garwood; Luke Clark; Jake Sheridan; Paige Stephenson; Nicole Summerhayes; Erin Forster; Megan Berry; Jodie Bowles; Peta Cummins; Kelsey Hendy; Tessa Noone

Resignations/Departures

Nil

c) Major Projects (Projects with a value of over $100,000, projects carried over from previous year or projects of special interest)

i) Donald Storm Water Re-use System – Negotiation of end-user agreement

· Further discussion held with GWM Water 9 August 2013, Revised draft has been agreed.

ii) Charlton Recreation Reserve – Connection to AWB Dam

· Meeting with AWB held 27^th March.

· Draft MoU prepared and currently being reviewed.

· Review of construction plans being undertaken to ensure there have been no new matters to be considered since the design was completed.

· Project remains within budget

iii) * Traveller’s Rest, Charlton – Manager’s Residence and Information Centre

· Further discussion with the Traveller’s Rest Committee regarding the scope and financing of the project concluded.

· Project to be split into two tenders – provision of Services and Construction of Residence/Information Centre

· Overall project costs remain a concern. Project may need to be re-scoped to meet Budget constraints.

· Tender documentation currently being reviewed. Tenders to be called in November.

iv) * Donald Family Services Centre

· Detailed project plan being prepared

· Project estimates remain current

· Soil contamination report received with no impact on the project.

· Final documentation received and being reviewed by staff. Likely to go to tender in November.

v) * Charlton Park Community Building

· EOI Process completed – 5 companies invited to tender

· Project Committee meetings continuing

· Estimated cost for preparation of drawings within Budget

· Quantity surveyor estimates have been obtained to guide overall project budget

· Tender evaluation completed, to be adopted at the November meeting.

vi) * Berriwillock Community Centre

· Construction timeframe has fallen 3 weeks behind schedule. Practical completion for CFA fire shed met.

· Practical completion of Community building meeting scheduled 18^th September

· Meeting held with Community Centre Management Committee 2^nd September

· Project remains within Budget.

· Builder working through list of defects

· Tentative date for practical completion 31^st October

vii) Charlton Skate Park

· Design brief prepared and quotations to be sought

· Project to be designed to allocated budget.

viii) *Birchip Bowling Club – Artificial Green

· Discussion continuing with Birchip Bowling Club

· Design and construct specification in draft form.

· To be tendered in November

ix) Green Lake – Water Loss

· Green Lake Committee have advised the results of their further investigation of ground conditions. Results confirm the need for sealing of sections of the Lake.

· The Committee are liaising with DSE in regard to possible funding sources..

x) Charlton Swimming Pool – Pool liner and pipe-works.

· Preliminary designs reviewed and referred back for amendment

· Project likely to be tendered winter 2014

· Project remains within budget.

xi) *Sea Lake Pool – Pool Liner and Pipe-works

· Works completed and commissioned.

xii) Charlton Angling Club – Installation of Boat Ramp

· Permits have lapsed and new approvals are being sought

· Club has been unsuccessful with an application for funding for the Cultural Heritage Study (estimated cost $14,000)

· The Club has been advised that no exemption will be given in regard to the need to meet Cultural Heritage requirements.

· The project being reconsidered. .

xiii) Donald Airport – Power Upgrade

· Principal works completed

· Minor works by local electrician commenced.

· Project within budget.

xiv) *Donald Scout Hall/Angling Club

· Works on site continuing

· Project funding being managed external to Council. No Council contribution.

· Correspondence sent regarding management arrangements

xv) * Wycheproof Pool – Change Rooms (2014/15 Project)

· Funding application lodged. This project is unlikely to be successful.

· Sources of other funding being researched

xvi) Heavy Plant Replacement - Jetpatcher

· Jetpatcher delivered 18 September 2013 and set to work.

xvi) * Rupanyup Road – Re-sheet

· Works to be complete 1 November 2013

xvii) Charlton Flood Study – Levee Detailed Design

· Funding application submitted

xviii) Charlton Flood Study – St Arnaud Road Floodway

· Funding application lodged

xix) Donald Flood Study – Levee Detailed Design and First Stage Development

· Funding application lodged

]

d) Flood Update

i) General Update on Recovery Activities

· Community Events

o ‘Stories from the Flood’ publication proceeding.

· Rural Support

o Fire Shed schedule for 2013 has been distributed.

o ‘Farm Gate’ visits continuing.

· Wycheproof Community Flood Mapping Meeting – Meeting held on 24 April 2012. Feedback not yet received.

· * Culgoa Flood Study – Mallee CMA has held an initial meeting with the Culgoa community. Presentation to Council on 31 October

· Flood Preparedness Plans - Plans at pre-publication stage – hi-resolution photographs to be added..

ii) Community Recovery Committee Activities

· Charlton - Committee meeting as required

· Culgoa - Committee to meet as part of Culgoa Development Group meeting

· Donald - Committee meeting on an as needs basis

· Wycheproof - Meeting with NCCMA to undertake flood mapping held on 24 April 2012. No feedback yet received.

iii) Land Subject to Inundation (Charlton and Donald) – Amendment to Planning Scheme

· Amendment to be prepared by NCCMA and forwarded to Council for review prior to authorisation

· Council to seek authorisation and advertise

· NCCMA to convene Panel if required

· Current timetable is for the Amendment to be placed on exhibition in late January 2014

e) Council Policy and Strategy

ii) Domestic Waste Water Management Plan

· Project delayed until further resources available.

iii) Public Health Sub-Plan of the Municipal Emergency Management Plan (MEMP) – Consultant engaged to prepare the Plan in accord with Department of Health (DoH) requirements.

v) Pre-School Cluster Arrangements

· Discussion regarding transfer of Sea Lake operating licence to Mallee Track is continuing.

· Documentation sent to DEECD with a proposed commencement date of 31/1/2014.

· Meeting held with Preschool staff to discuss transition.

· 2014 enrolments advertised.

· Transfer of operating licence for Charlton and Wycheproof to YMCA completed. Draft MoU has been forwarded to the YMCA for final review prior to signing.

vi) * Municipal Flood Plan (MFP)

· Flood Safe Plans for Donald, Charlton, Wycheproof and Culgoa are to be developed.

· Initial Steering Committee meeting held 18^th October 2013, with representatives from VICSES, VICPOL and Community Members. Subsequent meeting held 28^th October 2013.

vii) Management Reviews

a. Road Maintenance Standards

Meetings of relevant staff are continuing.

b. Road Construction/Rehabilitation Decision Making Processes

Review has commenced using information and designs prepared as part of C06 as the base.

c. Economic Development – Review of Policies, Strategy and Approach

Draft Strategy completed and adopted

d. S186 Committees of Management – Review of Governance, Risk Management and Financial Arrangements

Progress reported to the July Ordinary Meeting

e. * Financial Sustainability and Affordability

· Meetings held with Monitor in September

· Information request received from Monitor and responded to

· KPMG.(Forensic Audit) have completed initial data collection and advised they will be returning in August 2013.

f. *Municipal Emergency Management Plan

· Meeting held with SES in July.

· Recruitment of Municipal Emergency Management Planning Officer proceeding

· Audit of Plan held on 18^th October 2013, where there were a large number of non-conformances. A meeting set between Council staff, VICSES and VICPOL to rectify key issues.

g. Maintenance of Sporting Grounds and Reserves (Anthony Judd lead Manager)

· Progress report made to July Ordinary Meeting

· Development of Management Manual continuing

· Census of users/groups being considered.

h. HACC Program - Delivered Meals

Internal review has commenced and draft report provided to the CEO for comment.

i. Volunteer Support

· Presentation made to Council 11 June 2013.

· Final report and support materials being prepared.

j. * Road Management Plan

· Meeting held to review hierarchy.

k. Heavy Plant Maintenance

· Quarterly Meetings of Plant Group scheduled.

l. * Heavy Plant Replacement Program

· Review of the future of Long Haul Cartage Trucks is continuing.

· Draft Replacement Program developed.

m. *Municipal Public Health and Wellbeing Plan

· Review meetings held with stakeholders in June 2013

· Community Consultation Meetings held in Donald and Sea Lake

· Draft Plan submitted for review.

· To be adopted at November 2013 meeting

n. Aquatic Strategy

· Consultant appointed

· Consultation program commenced

· Work program being developed – anticipated completion March 2014

o. * VicRoads Agency Arrangements

· Correspondence sent to VicRoads

· Expressions of interest received from businesses/organisations in Wycheproof, Birchip, Charlton and Donald as a result of local press coverage

· Meeting to be arranged with VicRoads to determine process for dealing with possible transfer to other providers.

· Vic Roads has visited the 7 businesses that expressed an interest as well as made contact with a Sea Lake business.

p. * Local Government Performance reporting Framework

· Version 1.2 of the Framework released by Local Government Victoria

· Buloke participating as a pilot Council

· Briefing of internal stakeholders held in August

· Initial surveys being undertaken

· Stage one and two surveys completed.

· Awaiting further advice from the Department regarding the next phase of the pilot.

q. 2013 Walk to School Program

· Expressions of Interest sought from all schools in Buloke with responses received from just the two Sea Lake schools.

· Application for funding submitted to Vic Health.

· Advice received that the application was successful.

· Liaisons to take place with two Sea Lake schools during October to plan the program.

r. Wycheproof Child Care Program Sustainability

· YMCA, DEECD, BSC, staff and community Meeting held on 10/9/13 to discuss the ongoing viability of the childcare program in its current form.

· YMCA now researching alternative models of delivery with a focus on providing an integrated early childhood care and education service incorporating childcare and kindergarten program.

· Initial feed back at the meeting was positive but subsequent feedback indicates that there is little support for this concept from parents of kindergarten children.

f) State Government Matters

· VicRoads

Meeting held 12 April 2013. The following matters were discussed:

· Calder Highway, Dumosa - Truck Stop

· Design work for a toilet block has been completed and is likely to proceed in 2013/14 as a result of the Federal funding announcement.

· Installation of rubbish bins to be considered in conjunction with the toilet development.

· CFA Regional Officers have met with the Dumosa Brigade and advised the Dumosa Fire Shed will need to be relocated if the toilets proceed.

· Nullawil Toilets and Wayside Stop

· Remains a low priority by VicRoads

· Highest priority is for Rest Areas on the Calder Highway corridor.

· Intersection of Birchip/Nullawil Road and Calder Highway – Drainage Problems

· Full survey of site has been completed and asphalt works are to be undertaken as soon as practicable in conjunction with other works in the Shire

· Calder Highway, Sea Lake – Installation of Pedestrian Crossing

· Works to occur before December 2012 pending VicRoads sourcing an available contractor.

· Re-alignment Intersection Nullawil-South Road and Birchip-Nullawil Road to ‘T’ Intersection

· No funds available due to closure of the ‘Grey Spot Funding’ program.

· Calder Highway, Charlton – Truck Parking ‘Lizard’ Cafe

· VicRoads will continue to monitor truck parking arrangements. No simple solution.

· Borung Highway, Donald – Entrance to Donald Recreation Reserve

· Council and VicRoads to work together on realignment of the entrance in accord with the Donald Reserve Master Plan..

· Intersection Birchip-Wycheproof Road and Birchip-Dumosa Road

· No funds available due to closure of the ‘Grey Spot Funding’ program.

· Cumming Avenue, Birchip – Sand bag traffic island

· Sand bags to be removed and replaced by line marking

· Possible Grey Spot Funding Priorities (Works identified by Council)