Minutes of Ordinary Meeting

7.2 Management Reports 14

7.2.1 Wimmera Regional Library Corporation - 2014-2017 Service and Funding Agreement 14

7.2.2 Contract No. C21 - 2013/14 - Provision of IT Support and Ongoing Management of the IT Server and Desktop Environment 2014 - 2019 47

7.2.3 Contract G938 - 13 Collaborative Procurement - Provision of a Workcover Agent and Claims Administrator 50

7.2.4 Planning Permit Application 547/14 Two Lot Subdivision (Dwelling Excision) - 339 Bishs Road, NarRewillock 54

7.2.5 The State Government Food to Asia Action Plan and opportunities for Buloke. 58

7.2.6 Appointment of Chief Executive Officer 120

7.3 Financial Reports 122

7.3.1 Financial Performance As At 31 May 2014 122

8....... REPORTS FROM COUNCILLORS

8.1 Delegate Reports 134

8.2 Activity Reports 136

8.3 Report from the Mayor 139

9....... OTHER BUSINESS

9.1 Petitions 140

9.1 Petition received from Charlton 140

9.2 Notices of Motion 156

9.3 Questions from Councillors 156

9.4 Questions from the Public 156

9.5 Any Other Procedural Matter 156

9.6.1 Letter to Federal Minister for Education, The Hon Christopher Pyne MP, Expansion of Statement at Mildura Education Forum 156

9.6 Urgent Business 156

10..... MATTERS THAT MAY EXCLUDE THE PUBLIC

11..... ANY OTHER BUSINESS

11.1 Letters of Congratulations and Recognition of Achievements 157

12..... MEETING CLOSE

NEXT MEETING

The next Ordinary Meeting of Council will be held in Wycheproof Supper Room, 367 Broadway, Wycheproof on Wednesday, 13 August 2014 at 7.00pm.

JOHN HICKS

CHIEF EXECUTIVE OFFICER

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 9 July 2014

6. Procedural Items

6.1 Building Permits - Monthly Update

Author’s Title: Compliance Administration Officer

Department: Corporate and Community Services File No: DB/14/02

Nil

Motion:

That the Council note information contained in the report on Building Permits approved under delegation from 1^st June 2014 to 30^th June 2014.

Seconded: Cr Stuart McLean

Carried.

1. Executive Summary

This report provides information on Building Permits approved under delegation from 1^st June 2014 to 30^th June 2014.

2. List of Building Permits Approved by Council Surveyor

Permit No.	Address	Project Description	Value	Date Approved
20140047	Golf Links Road, CHARLTON	New Building: Shed	$11,500	6/6/2014
20140051	9-11 Mc Clellend Street, BERRIWILLOCK	New Building: Erection of Fence	$4,000	30/6/2014

3. List of Building Permits Approved by Private Surveyors

Permit No.	Address	Project Description	Value	Date Approved
20140048	1584 Calder Highway, DUMOSA	New Building: Fire Station	$226.900	4/6/2014
20140049	270 Yeungroon-Nine Mile road, YEUNGROON	New Building: fire Station	$200,000	6/6/2014
20140050	210 Cossars Road, BUNGULUKE	Re-stump: Dwelling	$11,800	6/6/2014
20140052	370 Bellevilles Road, WATCHEM	Other: Swimming Pool & Safety Barrier	$51,825	17/6/2014
20140053	827 Cope Cope Jeffcott Road, DONALD	Other: Swimming Pool & Safety Barrier	$49,900	17/6/2014

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 9 July 2014

6.2 Planning Applications Received - Monthly Update

Author’s Title: Senior Planning Officer

Department: Corporate and Community Services File No: LP/09/01

Nil

Motion:

That the Council note information contained in the report on planning applications under consideration by staff and the status of each of these applications.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 9 July 2014

Seconded: Cr Ellen White

Carried.

1. Executive Summary

This report advises provides information on planning applications under consideration by staff and the status of each of these applications.

2. List of Planning Applications

Application No	Applicant	Address	Date Rec	Summary of Proposal	Status
547/14	Ferguson Perry Surveying	339 Bishs Road Narrewillock	08/04/14	Two Lot Subdivision- dwelling excision	Council report -July
555/14	Price Merrett Consulting	55 Davies Street, Charlton	29/05/14	Buildings and works	Referral- Catchment Management Authority
556/14	Mark Darcey	11 George Street, Sea Lake	10/06/14	Use and development of an outbuilding	Notice of Application – Ensign Times
557/14	William Donnellon	Chancery Street, Birchip	13/06/14	Buildings and works- storage bunkers	Referral – Aviation Authority and DEPI
558/14	A Morrison	Crown Allotment 83, Calder Hwy, Nullawil	20/06/14	Native Vegetation Removal	Referral- DEPI
559/14	A Hodgson	6488 Calder Hwy, Boigbeat	23/06/14	Second dwelling on a Lot	Notice of Application- Ensign Times

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 9 July 2014

6.3 Report of Assembly of Councillors Meetings

Attachment 1 Record of Assembly of Councillors - 10 June 2014

BULOKE SHIRE COUNCIL

RECORD

Assembly of Councillors

Date and Time:

10 June 2014

Time: 5.00pm to 8.00pm

Location:

Birchip Shire Office Council Chamber

Attendees:

Cr Reid Mather – Mayor

Cr Ellen White

Cr David Pollard

Cr Stuart McLean

Cr Leo Tellefson

Cr Gail Sharp

Cr Graeme Milne

John Hicks – Acting Chief Executive Officer

Tom O’Reilly – Acting Manager Finance

Anthony Judd – Director of Works and Technical Services

Gaynor Doreian – Director of Corporate and Community Services

Paula Yorston – Acting Manager Community Services

Warren Hemopo – Manager Reconstruction

Apologies:

Bill Keane – Manager Community Services

ITEMS

NO.		TOPIC	PURPOSE
1.		Declarations of Conflicts of Interest
2.		Presentations	Sonny Neale - Central Victorian Greenhouse Alliance To present current and future projects
			Ann Mitchell - Donald 2000 Daryl Warren - Donald 2000 Update on Donald 2000 activities over last 10 months
3.		Items for Discussion
	3.1		Children and Youth Partnership – Cr Ellen White
4.		CEO Updates
	4.1		Proposed dates for Assembly of Councillors 2014/15 – John Hicks (Attachment)
	4.2		Budget Implementation Reporting – John Hicks
	4.3		ASU Budget Response – John Hicks


5.		Councillor Matters

Next Briefing:

Date and Time:	25 June 2014	Time: 5.00pm to 8.00pm
Location:	Nandaly Community Hall

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 9 July 2014

6.3 Report of Assembly of Councillors Meetings

Attachment 2 Record of Assembly of Councillors - 25 June 2014

BULOKE SHIRE COUNCIL

RECORD

Assembly of Councillors

Date and Time:

25 June 2014

Time: 6.00pm to 8.00pm

Location:

Nandaly Hall

Attendees:

Cr Reid Mather – Mayor

Cr Ellen White

Cr David Pollard

Cr Stuart McLean

Cr Leo Tellefson

Cr Gail Sharp

Cr Graeme Milne

John Hicks – Acting Chief Executive Officer

Tom O’Reilly – Acting Manager Finance

Anthony Judd – Director of Works and Technical Services

Gaynor Doreian – Director of Corporate and Community Services

Warren Hemopo – Manager Reconstruction

Bill Keane – Manager Community Services

Apologies:

ITEMS

NO.		TOPIC	PURPOSE	Officer
1.		Declarations of Conflicts of Interest
2.		Presentations

3.		Items for Discussion
	3.1	Communication Strategy	Discussed Council’s Communication Strategy related 2014- 2015 Budget.	J Hicks
4.		CEO Updates
	4.1	Media Release – Adoption of Budget
	4.2	Councillor Visits to be Set Up
5.		Councillor Matters

Next Briefing:

Date and Time:	7 July 2014	Time: 5.00pm to 8.00pm
Location:	Culgoa Community Hall

7.2 Management Reports

7.2.1 Wimmera Regional Library Corporation - 2014-2017 Service and Funding Agreement

Author’s Title: Manager Community Services

Department: Corporate and Community Services File No: CS/07/02

1 ViewBirchip Library Agreement

2 ViewWimmera Regional Library Corporation 2014 - 2017 Service and Funding Agreement

Relevance to Council Plan 2013 - 2017

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

Strategy: Working with the community to make Buloke an even better place to live.

Priority: Continuously review the services provided to ensure they are meeting community needs and are being delivered efficiently in a cost-effective manner.

Motion:

That:

1. Council signs and seals the Service and Funding Agreement 2014-2017 between the Wimmera Regional Library Corporation and the Buloke Shire Council, and

2. Council endorses and signs the Birchip Library Agreement which is included as Schedule ‘E’ of the Service and Funding Agreement 2014-2017 with the Wimmera Regional Library Corporation.

Moved: Cr Leo Tellefson

Seconded: Cr Graeme Milne

Carried.

1. Executive Summary

The Buloke Shire Council, Hindmarsh Shire Council, Horsham Rural City Council, Northern Grampians Shire Council, West Wimmera Shire Council, and the Yarriambiack Shire Council established the Wimmera Regional Library Corporation (WRLC) on 16 April 1996 and are signatories to the Regional Library Agreement.

Council is currently represented on the Board of the WRLC by Cr Tellefson and Cr Milne.

This Agreement and a subsequent Deed of Amendment provides that Service Agreements should exist between the WRLC and individual member Councils.

The current Service and Funding Agreement between the WRLC and the Buloke Shire Council expired on 30 June 2014.

A new Service and Funding Agreement for the period 1 July 2014 to 30 June 2017 was adopted by the WRLC Board on 11 April 2014 and is presented to Council for signing and sealing.

The Agreement is for a three year period and details the responsibilities and obligations of the WRLC and the Buloke Shire Council. The Agreement is an extension to the Wimmera Regional Library Agreement and constitutes a legally binding contract between the parties to the Agreement.

2. Discussion

The Buloke Shire Council 2014-2015 Budget, adopted by Council on 25 June 2014, includes the provision of library services in Buloke with a net expenditure to Council this financial year of $180,180 – equivalent to approximately $28 per head of population.

The current service scope comprises the WRLC mobile library service to the townships of Watchem and Donald and a static library service in the township of Birchip in partnership with and located at the Birchip P-12 School.

It also includes mobile library services via the Swan Hill Rural City Council for the townships of Sea Lake, Berriwillock, Culgoa, Nullawil, and Wycheproof, and to the township of Charlton from the Goldfields Library Corporation.

The WRLC Service and Funding Agreement now presented to Council for endorsement is for a further three year period. It details the responsibilities and obligations of both the WRLC and the Buloke Shire Council for the provision of public library services to the Buloke Shire (limited to the areas of the former Shire of Birchip and the former Shire of Donald).

Schedule ‘E’ within the Service and Funding Agreement is a further Agreement between the WRLC, the Buloke Shire Council, and the Birchip P-12 School which articulates the relationships and responsibilities of these three entities for the provision of library services in Birchip.

Discussion has commenced with staff from both the Swan Hill Rural City Council and the Goldfields Library Corporation with a view to aligning the expiry dates of those Service Agreements with that of the WRLC Agreement (30 June 2017).

A review of all public library service provision into Buloke Shire is scheduled over the next 6-8 months with a report to Council planned for February/March 2015. Changes to service delivery, as a result of the review, will only be implemented after the expiration of the 2014-2017 WRLC Agreement. This is due to conditions outlined in the Agreement associated with exiting the Agreement during its term.

3. Financial Implications

An appropriate budget allocation for twelve month membership of the WRLC is included in Council’s adopted 2014-2015 Budget. Clause 8.3 of the agreement states that the relevant conditions of the Regional Library Agreement will extend to this Agreement. The conditions include Council being liable for a portion of the liabilities, including contingent liabilities, of the WRLC should it withdraw from the Agreement and Council must provide not less than twelve months notice in writing of its intention to withdraw and that unless agreed by other member Councils, it must withdraw from the Agreement on 30 June in any year.

As no specific budget allocation has been included in the 2014-2015 Council Budget, the review of Council’s library services will be undertaken by Council officers.

4. Community Consultation

Nil

5. Internal Consultation

Discussion has taken place with Council’s Director Corporate and Community Services and the Chief Executive Officer of the WRLC.

6. Legislative / Policy Implications

The Service and Funding Agreement 2014-2017 between the WRLC and the Buloke Shire Council is a secondary document to the Regional Library Agreement dated 16 April 1996 which was established under Section 196 of the Local Government Act (1989).

7. Environmental Sustainability

Nil

8. Conflict of Interest Considerations

Nil

9. Conclusion

The current Agreement between Council and the WRLC expired on 30 June 2014. Council’s signing and sealing of the Service and Funding Agreement 2014-2017 with the WRLC, and also the signing of the Birchip Library Agreement, are actions required to formalise the governance and operational arrangements under which existing library services can continue to be provided.

This action does not preclude Council from undertaking a review of all library services currently being provided to communities within the Buloke Shire. The Agreement is for a three year term and contributions from member Councils have been calculated on shared costs based on a number of factors including hours of usage. Withdrawal from the Agreement or a downgrading of services provided would incur costs to Council.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 9 July 2014

7.2.2 Contract No. C21 - 2013/14 - Provision of IT Support and Ongoing Management of the IT Server and Desktop Environment 2014 - 2019

Author’s Title: Senior Procurement Officer

Department: Corporate and Community Services File No: IT/20/01

1 C21 - 2013_14 Evaluation Matrix Version Two - Confidential

2 C21 - 2013_14 Tender Evaluation Report Version Three - Confidential

Relevance to Council Plan 2013 - 2017

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

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

Priority: Continue Council’s risk management program including the development of a plan to identify and mitigate high-level corporate and community risks.

Motion:

That:

1. Council notes and declares the Confidential Attachment to this report for Contract C21 – 2013/14 for the Provision of IT Support and Ongoing Management of the IT Server and Desktop Environment 2014 – 2019, pursuant to Section 77 (2) of the Local Government Act 1989, to be confidential, on the grounds that it relates to Contractual Matters as described in Section 89 (2) of the Local Government Act 1989;

2. Council award the Contract (Contract C21 – 2013/14 for the Provision of IT Support and Ongoing Management of the IT Server and Desktop Environment 2014 - 2019) for the tendered schedule of rates, based on cost extensions and estimated requirements, for $425,751 (excluding GST) to DWM Solutions Pty Ltd for the initial period of five (5) years with an option for three (3) one year extensions, and affix the Common Seal; and

3. Council delegate authority to the Chief Executive Officer to approve payments to the Contractor for undertaking works associated with the Contract.

Seconded: Cr Ellen White

Carried.

1. Executive Summary

This report advises Council of the evaluation of tender submissions received in respect to Contract C21 – 2013/14 for the Provision of IT Support and Ongoing Management of the IT Server and Desktop Environment 2014 – 2019.

2. Discussion

A current contract for this service exists expiring 30 June 2014. A one month extension has been granted to the current service provider, to enable adequate time for tender evaluation and award. A Public Notice was placed on the Council website and an advertisement placed in the Saturday 03 May 2014 edition of The Age.

Tenders were received prior to the close of tenders at 2.00pm AEST Tuesday 27 May 2014 from the following respondents:

1. Fly on It Pty Ltd

2. Advance Computing Pty Ltd

3. Integrating Technology Pty Ltd

4. DWM Solutions Pty Ltd

5. The Trust for Centorrino Technologies

The tender evaluation panel, having undertaken its evaluation, reached the following conclusions:

- Evaluation using the weighted attribute method resulted in the tender submission from DWM Solutions Pty Ltd receiving the highest weighted score.

- DWM Solutions Pty Ltd has the expertise and capability required to provide the range of services required and they satisfy all of the selection criteria.

- No other tender offers a more beneficial or best value outcome for Council than the tender submitted by DWM Solutions Pty Ltd.

3. Financial Implications

The budget allocation for the provision of IT Support and Ongoing Management of the IT Server and Desktop Environment is $77,916 per annum or $389,580 over the contract term of five years. Cost extensions based on the recommended tenderer’s schedule of rates, deliver this contract service at a cost exceeding the budget annually by $7,234 ($602 per month) and over the term of the contract by $36,171.

This report recommends awarding this contract, noting the additional budget requirements.

The calculated annual cost for the next lowest tender received is $24,130 more that the recommended tenderer’s annual cost of $85,150.

4. Community Consultation

Nil community contact was undertaken for this Contract.

5. Internal Consultation

Internal staff meetings and discussions have been undertaken during this process.

6. Legislative / Policy Implications

This tender was conducted in accordance with the requirements of the Local Government Act and Council’s Tender Procedures.

7. Environmental Sustainability

The disposal of surplus/obsolete hardware, software and associated equipment (including sanitisation) was included as a service item. This will complement Council’s commitment to reduce, re-use and recycle equipment and demonstrates consideration of whole-life costs and disposal considerations.

8. Conflict of Interest Considerations

Conflict of Interest declarations were completed by all tender evaluation panel members.

9. Conclusion

The confidential attachment outlines the estimated value of these tenders based on the Schedule of Rates.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 9 July 2014

7.2.3 Contract G938 - 13 Collaborative Procurement - Provision of a Workcover Agent and Claims Administrator

Author’s Title: Senior Procurement Officer

Department: Corporate and Community Services File No: CA/04/04

1 G938-13 Provision of a Workcover Agent and Claims Administrator Tender Evaluation Report - Confidential

Relevance to Council Plan 2013 - 2017

Objective: An organisation that values and supports the development of its people and is an employer of choice.

Strategy: Continuing to improve the organisation and its people to provide our community, businesses and visitors with the best possible services.

Priority: Provide a healthy and safe working environment through the organisation’s Occupational Health and Safety policies and programs.

Motion:

That:

1. Council notes and declares the Confidential Attachment to this report for Contract (Contract G938-13) for the Provision of a Workcover Agent and Claims Administrator, pursuant to Section 77 (2) of the Local Government Act 1989, to be confidential, on the grounds that it relates to Contractual Matters as described in Section 89 (2) of the Local Government Act 1989;

2. Council award the Contract to CGU Workers Compensation (Vic) Ltd for the initial period of three (3) years with an option to extend for one (1) further year and affix the Common Seal; and

3. Council delegate authority to the Chief Executive Officer to approve payment of the related premium for services associated with the Contract.

Seconded: Cr Gail Sharp

Carried.

1. Executive Summary

This contract is a result of a collaborative procurement project undertaken with four other councils. The project received guidance and funding from the Local Government Victoria (LGV) unit of the Department of Transport, Planning and Local Infrastructure (DTPLI).

2. Discussion

In December 2012, LGV invited Expressions of Interest from all interested councils for Collaborative Procurement projects. Six of the projects submitted to LGV have been successful in securing a share of the funding available and project support from LGV Project Managers.

One of the successful projects was the Collaborative Procurement Project for Workcover Agency and Claims Administration. Buloke Council has worked collaboratively with Central Goldfields Shire Council, Gannawarra Shire Council, Loddon Shire Council and the Shire of Campaspe on this project.

The Collaborative Procurement Group received $60,000 of funding, guidance and advice from LGV - Department of Transport, Planning and Local Infrastructure. This funding was provide for the development of the tender documentation, including specifications, and other associated costs.

The Human Resources team and the Senior Procurement Officer represented Buloke Shire Council in this project. The first scoping session was held on 18 July 2013.

The project developed a joint tender to garner improvements in service provision in the following areas:

- Claims and Premium Management by one Account Manager;

- Communication between Council and the Agency;

- Training Provision;

- Injury Management;

- Reporting and Performance Monitoring;

- Dedicated Case Managers for Staff;

- Improved information and contact with staff by the Agency; and

- Appropriate and timely Return to Work programs

The main driver for this collaborative tender was to obtain an improved level of service from Workcover agency providers. Improvements in the listed areas will deliver a better provision of service for human resource officers liaising with the Workcover Agency, Council staff and the organisation as a whole. Consequential efficiency gains and premium reductions will arise.

Workcover Agents are organisations appointed by the Victorian Workcover Authority to manage employers’ Workcover insurance and injured workers’ compensation claims. The WorkSafe Insurance premium provides insurance cover for the costs of benefits if workers are injured or become ill because of their work.

The WorkCover insurance premium is based on projected claims and operational costs. There are several factors which make up the calculation of the premium.

WorkSafe Insurance costs are in large part determined based on an employer’s health and safety performance, and their ability to achieve safe, sustainable return to work for their injured workers. Each industry has its own rate which is determined by the relative safety performance of the industry over the preceding five years.

Additionally, if the annualised rateable remuneration for 2012/13 was more than $200,000, then the 2013/14 premium is calculated using the relevant industry rate and any recent workers’ compensation claims that have been made. This is referred to as the claims experience. The larger the organisation, the greater the influence the claims experience can have on the premium calculation.

With Council and their Agent working to improve occupational health and safety, reduce the incidence of workplace injury and manage claims more effectively by achieving safe, sustainable and timely return to work outcomes, Council will be rewarded with a premium lower than the relevant industry rate.

Due to the factors affecting the calculation of the premium, the cost for the provision of services from the WorkCover agent is part of the premium and not included as a criteria for evaluation of this tender.

Evaluation criteria for this tender is as listed;

- Strategic Claims & Injury Management

- Commitment to Staff Capability & Availability

- Strategic Account & Premium Management & Performance Management

- Value Added through Collaboration & Illustration of Opportunities

- Reporting Capability

- Training/Client Communication

- Referees & Interview Performance

The contract is for an initial three (3) year period with an option to extend for a further one (1) year period.

Each Council’s premium for the 2012/13 financial year varied from $200,000 to $600,000 giving a combined value of approximately $1,750,000 per annum.

Five conforming tender submissions were received by the close of tender of 12:00 pm 23 April 2014.

Tenders were received from the following;

- QBE Insurances

- Gallagher Bassett Services Pty Ltd

- Xchanging Integrated Services Vic Pty Ltd

- Allianz Australia Workers Compensation (Vic) Ltd

- CGU Workers Compensation (Vic) Ltd

The tender evaluation panel, having undertaken its evaluation, reached the following determination;

- That Evaluation using the weighted attribute method resulted in the tender submission from CGU Workers Compensation (Vic) Ltd receiving the highest weighted score; and

- CGU Workers Compensation (Vic) Ltd has the expertise and capability required to provide the range of services required and they satisfied all of the selection criteria.

3. Financial Implications

Funding for this project was provided by LGV – DTPLI. The financial implication is expected premium reductions. Some of the proactive outcomes predicted from this project should result in reduced premiums over the period of the contract.

4. Community Consultation

Nil community consultation was undertaken.

5. Internal Consultation

Information regarding this project was provided with staff payslips, tabled at Council Occupational and Health Safety Committee Meetings, and provided to the Councillors and Senior Management Team.

6. Legislative / Policy Implications

The tender was conducted in accordance with the Tender Evaluation Plan developed by the Project Team members and the requirements of the Local Government Act.

7. Environmental Sustainability

There were no environmental considerations.

8. Conflict of Interest Considerations

All members of the Tender Evaluation Panel and other members of the Project signed Conflict of Interest declarations.

9. Conclusion

It is recommended that Council award the tender for the Contract (Contract G938-13) for the Provision of a Workcover Agent and Claims Administrator to CGU Workers Compensation (Vic) Ltd for the initial period of three (3) years with an option to extend for one (1) further year.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 9 July 2014

7.2.4 Planning Permit Application 547/14 Two Lot Subdivision (Dwelling Excision) - 339 Bishs Road, NarRewillock

Author’s Title: Senior Planning Officer

Department: Corporate and Community Services File No: LP/09/01

1 ViewProposed Planning Permit Conditions

Relevance to Council Plan 2013 - 2017

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

Strategy: Building on our comparative advantages in sustainable agricultural production and related value-adding and service industries.

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

Motion:

That Council determine to approve the Planning Permit application for a Subdivision – dwelling excision at Crown Allotment 57 (Part) known as 339 Bishs Road, Narrewillock subject to the attached planning permit conditions.

Seconded: Cr Leo Tellefson

Carried.

1. Executive Summary
A planning permit application for a Two Lot Subdivision – Dwelling Excision has been received by Council. It is recommended that a planning permit be granted subject to conditions as attached.

2. Discussion

The application seeks to amalgamate two existing parcels and then excise the dwelling from the newly created larger lot. The result will be a 7.2 hectare Lot 2 for the residential property including remnant vegetation that will be retained as per the proposed planning permit conditions. This smaller lot also contains farm buildings such as outbuildings.

Lot 2 will be a 82.6 Hectare lot that will contain three dams and general agricultural land. A decommissioned channel along Bishs road has been in-filled.

The subdivision is below the scheduled minimum size of 100 Hectares, however as it amalgamates a number of smaller existing allotments it is the opinion of the Planning Department that the overall benefit is a positive one in reducing fragmentation of rural land.

3. Financial Implications

As Bishs Road is “all weather access” to the existing dwelling and farming Lot it is not expected that Council will incur development costs. Future residential development of the newly created Lot 2 will be controlled by a Section 173 on the Title.

4. Community Consultation

The planning permit was advertised in the North Central News and one adjoining property owner was notified.

5. Internal Consultation

Council’s Technical Services were consulted.

6. Legislative / Policy Implications

The planning permit application is in keeping with the Planning & Environment Act 1987

Planning & Environment Act 1987, the Subdivision Act and the Buloke Planning Scheme.

7. Environmental Sustainability

The application does include minor Native Vegetation impact, the remnant vegetation retained in Lot 1 will be retained as per a planning permit condition.

8. Conflict of Interest Considerations

There are no conflicts of interest known or that have been brought to the attention of the Planning Department.

9. Conclusion

It is recommended that a planning permit be granted subject to the attached planning permit conditions.

Minutes

Planning Permit Conditions for 547/14:

1) This permit will expire if:

a. The subdivision has not commenced within two years of the date of this permit; or

b. The subdivision has not been completed within four years of the date of this permit.

The Responsible Authority may extend the periods referred to, if a request is made
in writing before the permit expires or within three months afterwards.

2) The subdivision as shown on the endorsed plans must not be altered, except for the purpose of fulfilling the referral authority conditions, without the written consent of the responsible authority.

3) Before the plan of subdivision is certified under the Subdivision Act 1988, the owner of each Lot created must enter into an agreement with the responsible authority made pursuant to section 173 of the Planning and Environment Act 1987, and make application to the Registrar of Titles to have the agreement registered on the title to the land under section 181 of the Act. The agreement must state that;

The land at Lot 1 and 2 may not be further subdivided so as to increase the number of Lots and no further dwellings should be erected on the land (as the excision of the dwelling unintentionally creates an additional entitlement for a dwelling without a planning permit on Lot 2.)

Furthermore, the applicant/owner acknowledges the dwelling is located within an agricultural area and from time to time rural activities on nearby land may adversely affect the residential amenity of this dwelling and its surrounds.

The owner must pay the reasonable costs of the preparation, execution and registration of the section 173 agreement.

4) The remnant native vegetation on newly created Lot 1 will be retained where practicable on the site or appropriate offset measures will be undertaken to compensate for vegetation loss.

5) GWM Water

The plan of subdivision submitted for certification must be referred to GWMWater in accordance with Section 8 of the Subdivision Act.

6) Powercor

The plan of subdivision submitted for certification must be referred to Powercor in accordance with Section 8 of the Subdivision Act.

The applicant shall:-

- Provide an electricity supply to all lots in the subdivision in accordance with Powercor’s

requirements and standards, including the extension, augmentation or re-arrangement

of any existing electricity supply system, as required by Powercor (A payment to cover

the cost of such work will be required). In the event that a supply is not provided the

applicant shall provide a written undertaking to Powecor Australia Ltd that prospective

purchasers will be so informed.

Where buildings or other instillations exist on the land to be subdivided and are

connected to the electricity supply, they shall be brought into compliance with the

Service and Instillation Rules issued by the Victoria Electrical Supply Industry. You shall

arrange compliance through a Registered Electrical Contractor

- Any buildings must comply with the clearances required by the Electricity Safety

(Network Assets) Regulations.

- Any construction work must comply with Energy Safe Victoria’s “No Go Zone” rules.

-Provide easements satisfactory to Powercor Australia Ltd, where easements have not

been otherwise provided, for all existing Powercor Australia Ltd electric lines on the land

and for any new powerlines required to service the lots and adjoin land, save for lines

located, or to be located, on public roads set out on the plan. These easements shall

show on the plan an easement(s) in favour of “Powercor Australia Ltd” for “Powerline

Purposes” pursuant to Section 88 of the Electricity Industry Act 2000

Obtain for the use of Powecor Australia Ltd any other easements external to the subdivision required to service the lots.

- Adjust the position of any existing easement (s) for powerlines to accord with the positions of the line(s) as determined by survey.

- Obtain Powercor Australia Ltd’s approval for lot boundaries within any area affected by an easement for a powerline and for the construction of any works in such an area.

- Provide to Powercor Australia Ltd, a copy of the version of the plan of subdivision

submitted for certification, which shows any amendments which have been required.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 9 July 2014

7.2.5 The State Government Food to Asia Action Plan and opportunities for Buloke.

Author’s Title: Senior Planning Officer

Department: Corporate and Community Services File No: ED/09/01

1 ViewFood To Asia Action Plan

Relevance to Council Plan 2013 - 2017

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

Strategy: Building on our comparative advantages in sustainable agricultural production and related value-adding and service industries.

Motion:

That:

1. Council note the information contained in the Food to Asia Action Plan and the opportunities for Buloke.

Moved: Cr Ellen White

Seconded: Cr Stuart McLean

Carried.

1. Executive Summary

The State government recently released the Food to Asia Action Plan, building on the Federal Government’s National Food Plan.

The plan provides a wide range of information that the Council will be able to utilise in grant applications and also inform policy decisions in land use planning and economic development strategies.

2. Discussion

The plan is a strategy for increasing exports of food to Asia through:

- Investment in infrastructure

- Trade missions for small and medium size enterprise

- Decreasing export red tape

- Increasing free trade

- Market identification and improved research and development including extension

The strategy explains the importance of the food sector to the Victorian economic and identifies changing demands for food product in Asia.

The challenges identified in the report include:

- Australian and international competition

- Lack of free trade agreements with Asian countries

- Shortage of capital for farm expansion

- An appropriately skilled workforce

Each of the eight strategies is explained and the plan details what is being done now and what new actions the government has committed to achieving. A case study is included with each strategy.

Sections of the plan applicable to Buloke include:

- A reduction in red tape for exporting

- Upgrade to the road and rail network

- Better access to ports for freight export

- Opportunities for the Wimmera Mallee Pipeline to increase agricultural diversification

- Electronic tagging for the red meat industry

- Investment in major research facilities to increase yields for crops

- Financial incentives for business to position itself as adaptable to change and demand by using new technologies

The plan identifies new commitments and lists previously commenced or completed projects.

The strategy identifies Asia as an increasingly important export destination and brings together a number of government strategies including The Freight State and Growing Food & Fibre, as well as a number of future funding opportunities such as the Regional Growth Fund implementation money.

3. Financial Implications

The Food to Asia Action Plan will provide for further research and policy to inform applications for funding opportunities.

4. Community Consultation

No community consultation has been undertaken in relation to the plan.

5. Internal Consultation

The Food to Asia Action Plan has been discussed between the Economic Development Officer and Senior Planning Officer to understand how it can be used to seek funding.

6. Legislative / Policy Implications

The Food to Asia Action Plan has many parallels with priorities identified in the Economic Development Strategy including a focus on Research and Development as well as innovation to “value add”.

7. Environmental Sustainability

The Food to Asia Action Plan recognises the importance of the environment and acknowledges natural hazards as a potential inhibiter to growth.

8. Conflict of Interest Considerations

No known conflicts of interest.

9. Conclusion

That Council note the information regarding the Food to Asia Action Plan and its potential to assist with funding applications.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 9 July 2014

7.2.5 The State Government Food to Asia Action Plan and opportunities for Buloke.

Attachment 1 Food To Asia Action Plan

PDF Creator

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 9 July 2014

7.2.6 Appointment of Chief Executive Officer

Author’s Title: Mayor

Department: Office of the CEO File No: PE/21/02

Nil

Relevance to Council Plan 2013 - 2017

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

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

Priority: Review and renew the Council’s financial plans to improve financial sustainability as measured by indicators of local government financial sustainability developed by the Victorian Auditor-General’s Office.

Motion:

That Council, in accordance with Section 94 of the Local Government Act 1989, appoints John Hicks as Chief Executive Officer of Buloke Shire.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 9 July 2014

Seconded: Cr Ellen White

Carried.

1. Executive Summary

Council has employed a number of Acting Chief Executive Officers over recent times covering the illness and absence of the previous Chief Executive Officer. With the permanent position now vacant, Council is able to appoint a new Chief Executive Officer. Following a process of advertising, assessment and interviewing, Council has selected John Hicks as its Chief Executive Officer.

2. Discussion

During April 2014, Council undertook a process of advertising, short listing and assessment of suitable applicants for the position of Chief Executive Officer to the Shire of Buloke.

The Local Government Act 1989 requires that advertising for this position be undertaken by inviting applications in a newspaper generally circulating throughout Victoria. This was undertaken during the month of April and attracted 19 applicants that were assessed and finally shortlisted to three who were assessed and then interviewed by the full Council.

John Hicks was considered by Council to be the most suitable candidate to meet the criteria set out by Council. John’s most recent senior local government experience has included Chief Executive Officer, Hindmarsh Shire Council and General Manager City and Infrastructure Services, City of Port Phillip.

3. Financial Implications

Provision for a Chief Executive Officer has been included in the budget.

4. Legislative / Policy Implications

Council is required to appoint a Chief Executive Officer under the Local Government Act 1989.

5. Conflict of Interest Considerations

Nil

7.3 Financial Reports

7.3.1 Financial Performance As At 31 May 2014

Author’s Title: Acting Manager Finance

Department: Finance File No: 0514

1 ViewCover, Index and Executive Summary

2 ViewIncome Statement

3 ViewBalance Sheet

4 ViewCash Flow Statement Rolling 12 Month Forecast

5 ViewCash Flow Graph Rolling 12 Month Forecast

6 ViewCapital Works Program 2013/14

Relevance to Council Plan 2013 - 2017

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

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

Motion:

That:

1. Council receive and note the Financial Performance Report for the period ending 31 May 2014.

8. REPORTS FROM COUNCILLORS

Seconded: Cr Graeme Milne

Carried.

1. Purpose

The purpose of this report is for Council to assess its year to date financial performance as at the 31 May 2014.

2. Discussion

The attached Financial Performance report provides an Executive Summary along with the year to date performance as at 31 May 2014 for the Income Statement, Balance Sheet and 2013/14 Capital Works Program.

Of particular note, the attached report includes a Cash Flow Statement which details the rolling 12 month cash flow forecast.

As part of the Mid Year Review process, Council reforecast its full year budget position. For comparative purposes, the attached report reflects both the Original Adopted Budget and the Mid Year Review Budget. The report also shows year to date budget as compared to the year to date actual and significant material variances are flagged with appropriate explanations.

3. Financial Implications

Managing current and future cashflow presents a considerable challenge, which Council will successfully manage via loan borrowings of $7M which is included in the adopted 2014-15 Budget. Further details are outlined in the attached reports.

4. Community Consultation

No consultation with the community was required for the production of this report.

5. Internal Consultation

The reports have been prepared in consultation with Budget Managers directly responsible for Council budgets.

6. Legislative / Policy Implications

The report is consistent with the requirements of the Local Government Act 1989.

7. Environmental Sustainability

This report has no direct impact on environmental sustainability.

8. Conflict of Interest Considerations

Nil

9. Conclusion

The Financial Performance Reports reinforce the challenging financial position of the Council. They equally reflect that Council has a clear understanding of its finances and an adopted borrowing strategy to successfully manage its finances going forward.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 9 July 2014

8.1 Delegate Reports

Cr Ellen White

· Sea Lake Community Complex

Discussion re future funding for Master Plan items, especially netball court upgrades as the Country Football and Netball grants program is now finished.

· Economic Development (Buloke Shire Business Excellence Awards/Regional Victorian Living Expo

Nominations for the Buloke Business Excellence Awards have now closed.

· Alliance of Councils for Rail Freight Development

Meeting was held on Friday 4 July. The main item on the Agenda was the policy review for the Alliance. This document sets out the direction that the Alliance will take on several issues including:

Ø Governance and Regulation

Ø Strategic Planning

Ø Infrastructure Development

Ø Rail Freight Operations

Ø National Rail Freight Issues

Ø Future Proofing

This will allow the organisation to develop work plans and responses to Government policies on transport infrastructure.

I will table this document.

Cr Stuart McLean

· Wimmera Mallee Tourism

16 and 17 June 2014

Met with Hugh Delahunty to discuss tourism structures and possible funding for a tourism officer position across the 4 Local Government Authorities. He will follow up and get back to us. Also met with Paul Henderson of Enterprise Connect, Entrepreneurship and Infrastructure to discuss opportunities through that program.

· Livestock Saleyards Association of Victoria

20 June 2014

Chaired Special General Meeting to alter and accept new incorporation and governance articles and a contemporary approach.

· Victorian Feedlot Committee Meeting

26 June 2014

Cr Stuart McLean cont.

First meeting for 2 plus years to consider Codes of Practice review and how it should be done. Have reported to the Municipal Association of Victoria on this meeting and implications within the planning scheme.

Motion:

Council to receive the Councillor Delegate Reports as presented.

8.3 Report from the Mayor

Seconded: Cr David Pollard

Carried.

8.2 Activity Reports

Cr Stuart McLean

16 June 2014 Met with Hon Hugh Delahunty – Horsham – Discussions on tourism structure of State Government in relation to Wimmera Mallee Tourism

17 June Wimmera Mallee Tourism Meeting – Charlton (Chaired)

Flood Contract Completion Function – Charlton

18 June Budget Meeting

19 June Met with Elders Staff – Explanation of the new North West Victoria Bio-Security Plan in relation to Saleyards

20 June Livestock Saleyards Association of Victoria - Special General Meeting – Chaired – Bendigo

Wycheproof Lions Club Changeover – Proposed Toast to Lions International on behalf of Buloke Shire Council

25 June Assembly of Councillors and Special Meeting – Nandaly

3 July Birchip Cropping Group Expo

7 July Assembly of Councillors – Culgoa

9 July Ordinary Meeting of Council – Wycheproof

Cr Ellen White

Highlights

· Agrifood Skills Training Regional Steering Group Meeting

This project has been extended until the end of this year. Some of the projects funded through this program are not yet complete, including:

1. Chemical boom spray training one more activity

2. Grain storage in July and August

3. One more header workshop

4. CLLM workshop in late July

5. Kerang Local Aboriginal Network developing a social enterprise

6. Agribusiness summit with LaTrobe continuing (partnership and pathway)

7. Phase two digital strategy 101

8. Forklift and chainsaw training

9. Information portal

These programs must be complete and acquitted by the end of September.

Cr Ellen White cont.

Agrifoods Skills Australia will continue to work with the agricultural industries to develop and deliver agricultural qualifications and training packages, but the Regional Initiatives will not be funded again. This has been a fairly successful project for our region, attracting a large number of participants to various training activities. A final report will be produced in September/October.

· Education Forum in Mildura

Mr Andrew Broad MP for Mallee invite The Hon Christopher Pyne MP, Minister for Education to Mildura to meet with community leaders across the electorate to discuss the proposed education reforms. The forum was held at the Brian Grogan Theatre, La Trobe University, Mildura Campus on Thursday 3 July 2014. Mr Pyne invited statements and questions from the floor. There was a broad range of questions and statements including:

Ø The reforms being a disincentive for rural students who need to leave their community to study

Ø The increased HECS debts for students being a further disincentive, as many will have a perpetual interest bearing debt

Ø Lack of part time work in rural communities making it difficult for students to earn or learn, and so deferments are higher in rural students than elsewhere

Ø There is a need for more programs for disengaged young people such as Youth Connections and Local Learning Employment Networks

Ø Funding model for universities should be changed to attract people to regional universities

Ø The reforms will make it more difficult for women and migrants to access education.

Mr Pyne’s Response

Ø The reform legislation is yet to be prepared hence the reform elements are not set in concrete. This work will be undertaken throughout 2014 for legislating in 2015 ready for commencement on 1 January 2016.

Ø There is a review (McGlure Report/Welfare Review) being undertaken by The Hon Kevin Andrews, Minister for Social Services examining the issue of the various payments to recipients. For more information visit http://www.dss.gov.au/our-responsibilities/review-of-australia-s-welfare-system (Submissions due 8 August 2014)

Ø Higher Education

Ø Expanding the demand driven system to include Diplomas and Associate Degrees (these are typically used by low SES students as an entry point). We will lift the cap on sub bachelor degrees thus providing increased opportunities for students.

Ø Access to higher education funding for non-University higher education providers

Ø Opportunities for example, for La Trobe University and Sunraysia Institute of TAFE to consider partnership in higher education delivery

Ø The competitive market place may see rural universities being able to reduce student fees which would be attractive to students as rural costs of living are less and also a good lifestyle

Ø Vice Chancellors will be thinking, how is my University going to compete? (Cross Subsidization of course/fees?)

Ø Universities will be able to “package” scholarships to be able to attract students eg. Relocation scholarships, accommodation scholarships, equity based scholarships

Ø The need to increase the student loading for rural universities was raised. The Government would welcome feedback on this issue.

Cr Ellen White cont.

Ø Youth Connections and Partnership Broker Program

o Students up to the age of 17 are the responsibility of the states

o Only when students leave school do they become the responsibility of the Commonwealth which has adopted a ‘learn or earn’ approach

o The Partnership Broker Program and Youth Connections Program will be replaced at some time in the future.

Ø Direct Instruction

o This has been trialled in remote parts of Australia with excellent results

o Government is providing $22m to further these trials

o Direct Instruction (DI) is particularly needed in the early years of education

o The desire to expand the use of DI over time.

Ø School Funding

o Over the next four years (which is the school funding agreement term as well as forward estimates period) the Commonwealth is increasing funding to state for schools at 8%, 8%, 8% and 6%. This is well above inflation. The funding for the next four year cycle is yet to be negotiated with the state.

Andrew Broad’s suggestion was, as many of these reforms are currently under consideration by reviews etc., if you have a point of view to be made, then make submissions to the reviews so that they can be considered.

Date	Activity
14 June 2014	LeadAbility Program Graduation in Castlemaine
10 June	Agrifoods Skills Steering Group meeting, Wycheproof
17 June	Flood Recovery end of project celebration, Charlton
18 June	Assembly of Councillors, Wycheproof to hear budget submissions
24 June	ACFE Regional Council meeting, Bendigo
	Chances for Children Southern Mallee Working Group, Swan Hill
	Sea Lake Community Centre Committee meeting, Sea Lake
25 June	Special Council Meeting, Nandaly
3 July	Education Reform Forum, Mildura
4 July	Alliance of Councils for Rail Freight Development, Melbourne

Cr White foreshadowed a Motion to write to The Hon Christopher Pyne MP, Minister for Education to raise issues such as accommodation and travel with the proposed education reforms.

Motion:

Council to receive the Councillor Activity Reports as presented.

Moved: Cr Graeme Milne

Seconded: Cr Stuart McLean

Carried.

The Mayor, Cr Reid Mather, presented a verbal report to the Council.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 9 July 2014

9. OTHER BUSINESS

9.1 Petitions

9.1 Petition received from Charlton

Author’s Title: Acting Chief Executive Officer

Department: Office of the CEO File No: FM/05/02

1 ViewPetition against closure of Charlton's customer service office

Relevance to Council Plan 2013 - 2017

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

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

Motion:

1. That Council receives the petition and refers it to a report to Council at the next meeting of Council.