ORDER OF BUSINESS

1.       COUNCIL WELCOME and statement of acknowledgement

WELCOME

The Mayor Cr Reid Mather will welcome all in attendance.

STATEMENT OF ACKNOWLEDGEMENT

The Mayor Cr Reid Mather will acknowledge the traditional owners of the land on which we are meeting and pay our respects to their Elders and to the Elders from other communities who maybe here today.

2.       RECEIPT OF APOLOGIES  

3.       CONFIRMATION OF MINUTES OF PREVIOUS MEETING  

Recommendation: That Council adopt the Minutes of the Ordinary Meeting held on Wednesday, 11 February 2015.

4.       REQUESTS FOR LEAVE OF ABSENCE 

5.       DECLARATION of PECUNIARY AND conflictS of interest

In accordance with Sections 77A, 77B and 78 of the Local Government Act Councillors are required to disclose an "interest" in a decision if they would receive, or could be reasonably perceived as receiving a direct or indirect financial or non-financial benefit or detriment (other than as a voter, resident or ratepayer) from the decision.

Disclosure must occur immediately before the matter is considered or discussed.

6....... Procedural Items

6.1            Planning Applications Received - Monthly Update  4

6.2            Building Permits - Monthly Update  5

6.3            Report on Assemblies of Councillors  7

7....... General Business

7.1      Policy Reports   14

Nil    14

7.2      Management Reports   15

7.2.1        Lease of Donald Caravan Park  15

7.2.2        Proposed Sale of Council Property  17

7.2.3        Buloke Flood Emergency Plan  19

7.2.4        Central Victorian Greenhouse Alliance Membership 2015 to 2018  150

7.2.5        Charlton Waste Transfer Station Funding Submission  157

7.3      Financial Reports   162

7.3.1        Financial Performance As At 31 January 2015  162

8....... REPORTS FROM COUNCILLORS

8.1      Delegate Reports   175

Nil    175

8.2      Activity Reports   175

Nil    175

8.3      Report from the Mayor   175

Nil    175

9....... OTHER BUSINESS

9.1      Petitions   176

Nil    176

9.2      Notices of Motion   176

9.2.1        Support for Marriage Equality (Cr White) 176

9.3      Questions from Councillors   176

Nil    176

9.4      Questions from the Public   176

Nil    176

9.5      Any Other Procedural Matter   176

Nil    176

9.6      Urgent Business   176

Nil    176

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

The Meeting may be closed to members of the public to consider confidential matters. 176

10.1          Contract No.C28 - 2014/2015 Provision of Printers/Copiers  176

11..... ANY OTHER BUSINESS

12..... MEETING CLOSE

 

 

NEXT MEETING

The next Ordinary Meeting of Council will be held in Wycheproof Supper Room, 367 Broadway, Wycheproof on Wednesday, 8 April 2015 at 7.00pm.

 

 

 

JOHN HICKS

CHIEF EXECUTIVE OFFICER

6.          Procedural Items

6.1       Planning Applications Received - Monthly Update

Author’s Title:           Planning Officer

Department:              Planning and Community Support              File No: LP/09/01

Attachments:

Nil

 

 

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

 

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
PPA592/15	Wycheproof Narraport Hockey Club	442 Broadway, Wycheproof	13/02/2015	Placement of shipping container for storage at hockey field	New
PPA591/15	David Pollard on behalf of Rex Theatre	30-34 High Street, Charlton	12/02/2015	Alteration to roof above stage to allow for screen to be raised	New
PPA590/15	Jacob Noonan	73 Abbott Street, Birchip	05/02/2015	Erection of shed for Tyre Repair Shop	New
PPA589/15	DJ Mulquiny	12 Peel Street, Charlton	20/01/2015	Erection of 3 bay shed on residential property	New
PPA588/15	Adrian Cummins & Associates	16 High Street, Charlton	14/01/2015	Four Lot Subdivision	New
PPA584/15	James Golsworthy Consulting Pty Ltd	4193 Patchewollock-Sea Lake Road, Nyarrin	22/01/2015	3 Lot Subdivision (Excision of existing dwelling and Re-subdivision	New

 

 

6.2       Building Permits - Monthly Update

Author’s Title:           Compliance Administration Officer

Department:              Planning and Community Support              File No: DB/14/02

Attachments:

Nil

 

 

 

RECOMMENDATION   That Council notes information on building permits approved by staff from 27 January to 28 February 2015.

 

1.       Executive Summary

This report provides information on building permits approved under delegation from 27 January 2015 to 28 February 2015.

 

2.       List of Building Permits Approved by Council Surveyor

Permit No.	Address	Project Description	Value	Date Approved
20150006	41 Campbell Street, BIRCHIP	Extension: Addition to Dwelling	$110,000	27/01/2015
20150007	10 Houston Street, DONALD	Demolition: Demolish Kindergarten	$35,950	27/01/2015
20150008	10 McCraken Avenue, DONALD	New Building: Shed	$9,500	05/02/2015
20150009	1173 Nareewillock-Quambatook Road, BUNGULUKE	New Building: New Shed & Completion of Dwelling	$150,317	05/02/2015
20150010	8 Sproats Lane, DONALD	New Building: Shed	$17,800	18/02/2015
20150015	55-63 Railway Avenue, SEA LAKE	New Building: Hose Drying Tower	$44,000	13/02/2015

 

3.       List of Building Permits Approved by Private Surveyors

Permit No.	Address	Project Description	Value	Date Approved
20150011	111 Spicers Road, WARMUR	New Building: Shed	$36,000	13/02/2015
20150012	Abbott Street, BIRCHIP (VicTrack)	Alteration: Alteration to assembly Building	$504,900	06/02/2015
20150013	1A Walker St, DONALD (VicTrack)	Alteration: Alteration to Assembly Building	$322,300	06/02/2015
20150014	8-12 Camp Street, WYCHEPROOF(Vic Track)	Alteration: Alteration to Assembly Building	$178,860	06/02/2015

 

6.3       Report on Assemblies of Councillors

Author’s Title:           Executive Assistant

Department:              Office of the CEO                                            File No: GO/05/04

Attachments:

1       Councillor Briefing - 4 February 2015 2       Councillor Briefing - 18 February 2015 3       Assembly of Council - 18 February 2015 (Prior to MAV Meeting) 4       Assembly of Council - 18 February 2015 (Meeting with MAV Representatives)

 

 

 

RECOMMENDATION   That the Council notes the records of the Councillor Briefings held 4 and 18 February 2015 and two Assembly of Councillors held 18 February 2015.

 

1.       Key Points/Issues

The Local Government Act 1989 (the Act) provides that a record must be kept of any meeting of Councillors and staff deemed to be an Assembly of Councillors as defined in the Act.

The Act also provides that the record of any Assembly of Councillors is to be reported to the next practicable Ordinary Meeting of Council and recorded in the Minutes.

A Record of the Councillor Briefings held 4 and 18 February 2015 and two Assembly of Councillors held 18 February 2015 is attached.

 

 

BULOKE SHIRE COUNCIL

RECORD

Councillor Briefing

 

Date and Time:

4 February 2015

Time:    4.00pm to 9.30pm

 

Location:	Birchip District Office (Cumming Avenue, Birchip)
Attendees:	Cr Reid Mather – Mayor Cr Ellen White Cr David Pollard Cr Stuart McLean Cr Gail Sharp Cr Graeme Milne Cr Leo Tellefson   John Hicks –Chief Executive Officer Bill Hutcheson – Manager Finance Tom O’Reilly – Acting Manager Finance Anthony Judd – Director of Works and Technical Services Ann Twyford –Manager Corporate Systems Bill Keane – Manager Community Services Jessie Holmes – Manager Planning and Community Support
Apologies:

 

 

ITEMS

NO.	TOPIC			ACTION
1.	Declarations of Conflicts of Interest
2.	Visit & Briefing of Louise Staley, Member for Ripon – Councillors Only  (4.00pm to 4.45pm)			Cr Tellefson provided information on Mental Health issues.
3.	Councillor Only Session (4.45pm to 5.15pm)
4.	Items for Discussion
	4.1	Councillor Budget Workshop, session 1; (5.15pm – 6.15pm) Ø Current Status of Budget Savings Ø Service Impact Assumptions		Mayor to send letter to Andrew Broad, NWMA and Federal Minister re: Roads to Recovery
	Dinner (6.15pm - 6.45pm)
	4.2		Councillor Budget Workshop, session 2; (6.45pm – 7.15pm)
	4.3		Council Plan (7.15pm - 8.00pm) (Attachment)
	4.4		Rural Advocacy Strategy (8.00pm - 8.30pm)    (Attachment)
	4.5		Ordinary Meeting 11 February 2015 Agenda (8.30pm - 9.00pm) (Attachment)
	4.6		Press presence at Council Dinners (9.00pm - 9.15pm)	CEO to discuss changed attendance arrangements with Press.
5.	CEO Updates
	5.1		Community Forum Summit	CEO to bring amended Agenda to 18 February 2015 briefing.
	5.2		School Crossings
	5.3		Maitreya Festival
	5.4		Charlton Helipad
6.	Councillor Matters

 

 

Next Briefing: 

Date and Time:	18 February 2015	Time:    5.00pm to 8.00pm
Location:	Donald District Office

 

 

 

BULOKE SHIRE COUNCIL

RECORD

Councillor Briefing

 

Date and Time:

18 February 2015

Time:    5.00pm to 8.00pm

 

Location:	Donald District Office (McCulloch Street, Donald)
Attendees:	Cr Reid Mather – Mayor Cr Ellen White Cr David Pollard Cr Stuart McLean Cr Graeme Milne Cr Leo Tellefson   John Hicks –Chief Executive Officer Bill Hutcheson – Manager Finance Anthony Judd – Director of Works and Technical Services Ann Twyford –Manager Corporate Systems Bill Keane – Manager Community Services Jessie Holmes – Manager Planning and Community Support
Apologies:	Cr Gail Sharp

 

 

ITEMS

NO.	TOPIC		ACTION
1.	Declarations of Conflicts of Interest		Nil.
2.	Councillor Only Session
3.	Presentations
	3.1	Melissa Wilson and Jessie Holmes (Environmental Health and Immunisations)   5.30pm	Manager Planning and Community Support to distribute vaccination rate comparisons to Councillors.
	3.2	Jessie Holmes (Planning)  5.50pm
	Dinner (6.15pm to 6.45pm)
	3.3	Claire Flanagan-Smith - Senior Consultant - RM Consulting (Loddon Mallee Regional Strategic Plan)  (Attachment)	Chief Executive Officer to provide Minimum Service Levels Document, funding review responses and stories to Loddon Mallee Regional Strategic Plan.
4.	Items for Discussion
	4.1	Sale of Land Briefing  (Attachment)
	4.2	Community Forum Summit Agenda  (Attachment)	Chief Executive Officer to send out revised Summit Agenda to Forums
	4.3	Monthly Budget Implementation Report – January 2015  (Attachment)
	4.4	Works and Technical Services Structure
5.	CEO Updates
	5.1	Committee of Management – Sea Lake Courthouse – Resignation of CoM
	5.2	Charlton Waste Transfer Station
	5.3	Birchip Tennis Club Rooms
6.	Councillor Matters
	6.1	Central Victorian Greenhouse Alliance Fees	Director of Works and Technical Services to provide report to Council
	6.2	Sea Lake Birchip Road roughness	Director of Works and Technical Services to inform Councillors

 

 

Next Briefing: 

Date and Time:	4 March 2015	Time:    5.00pm to 8.00pm
Location:	Nandaly Hall

 

 

 

BULOKE SHIRE COUNCIL

RECORD

Assembly of Councillors

 

Date and Time:

18 February 2015

Time:    2.30pm to 3.30pm

 

Location:	Donald District Office (McCulloch Street, Donald)
Attendees:	Cr Reid Mather Cr Leo Tellefson Cr Ellen White Cr David Pollard Cr Stuart McLean Cr Graeme Milne   John Hicks - Chief Executive Officer
Apologies:	Cr Gail Sharp

 

 

 

ITEMS

 

NO.	TOPIC	PURPOSE
1.	Pre Meeting discussion prior to meeting with Rob Spence, Chief Executive Officer and Alison Lyon (Deputy CEO and General Counsel) of Municipal Association of Victoria
2.	Conflicts of Interest

 

 

BULOKE SHIRE COUNCIL

RECORD

Assembly of Councillors

 

Date and Time:

18 February 2015

Time:    3.30pm to 5.00pm

 

Location:	Donald District Office (McCulloch Street, Donald)
Attendees:	Cr Reid Mather Cr Leo Tellefson Cr Ellen White Cr David Pollard Cr Stuart McLean Cr Graeme Milne   John Hicks –Chief Executive Officer
Apologies:	Cr Gail Sharp

 

 

 

ITEMS

 

NO.	TOPIC	PURPOSE
1.	Meeting with Rob Spence (Chief Executive Officer) and Alison Lyon (Deputy CEO and General Counsel) of Municipal Association of Victoria
2.	Conflicts of Interest

 

 

7.          General Business

7.1       Policy Reports

                         Nil

7.2       Management Reports

7.2.1    Lease of Donald Caravan Park

Author’s Title:           Director Works and Technical Services

Department:              Works and Technical Services                     File No: CS/14/03

Attachments:

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:                                Maintain good governance processes for Council and Special Committee meetings and communicate decisions to the community.    

 

 

RECOMMENDATION   That: 1.       Council commence the competitive selection process for the ongoing management of the Donald Caravan Park in accordance with Clause 5.3 of the Department of Environment, Land, Water and Planning Leasing Policy for Crown Land in Victoria 2010. 2.       Council write to current lessees advising them of the Council decision.

 

1.       Executive Summary

This report notifies Council of the end of the current lease of the Donald Caravan Park and proposes that Council commence a competitive selection process for the future management of park.

2.       Discussion

The current lease for the Donald Caravan Park ends on 1 January 2016. The lessee has held the lease of the Caravan Park for an extended period, following the Transfer dated 1 July 2003.

 

Whilst the current lessee has approached Council to enter into a new lease, the decision to allocate a lease through direct negotiation instead of a competitive selection processes rests with the Minister. However, such approval normally pertains to large projects where the lessee provides a considerable contribution in excess of the lease payment toward a public benefit. 

 

In addition, given the extensive period that the current lessee’s have leased the Donald Caravan Park, there are advantages to undertaking a competitive selection process for the ongoing management.

 

This competitive selection process will be completed in accordance with Clause 5.3 of the Department of Environment and Primary Industries Leasing Policy for Crown Land in Victoria 2010. The relevant requirements of the Local Government Act 1989 (Vic) would need to be complied with.

 

Given the number of steps associated with the competitive selection leasing process and limited time remaining on the current lease, it is proposed that the planning work commences immediately.

3.       Financial Implications

The financial benefit to Council and the community will form part of the development of a new lease document and the competitive selection process.

4.       Cost Shift Considerations

There are no cost shift implications apparent.

5.       Community Consultation

Officers have spoken and written to the current lessee outlining Council’s position. Further meetings and correspondence will be required throughout the process.

6.       Internal Consultation

The Senior Management Team have discussed and reviewed the proposed recommendation.

7.       Legislative / Policy Implications

In undertaking the proposed lease, Council will have regard to:

·    Local Government Act 1989

·    Crown Land (Reserves) Act 1978

·    Property Law Act 1958

·    Residential Tenancies Act 1997 and the Residential Tenancies (Caravan Parks and Moveable Dwellings Registrations and Standards) Regulations 2010.

·    Council’s Procurement Policy

·    Crown Land Caravan Parks – Best Practice Management Guidelines

·    DELWP Leasing Policy for Crown Land

8.       Environmental Sustainability

There are no apparent environmental sustainability implications.

9.       Conflict of Interest Considerations

No officer involved in the preparation of this report has any conflict of interest.

10.     Conclusion

It is recommended that Council immediately commence the competitive selection process for the future management of the Donald Caravan Park.  

7.2.2    Proposed Sale of Council Property

Author’s Title:           Coordinator Community Facilities

Department:              Works and Technical Services                     File No: CP/02/08

Attachments:

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.    

 

 

RECOMMENDATION   That the Council: 1.       Commences the statutory procedures pursuant to section 189 and 223 of the Local Government Act 1989, and gives public notice of its intention to sell surplus land at 50 Webster Street, Wycheproof; 42 Duncan Street, Birchip; 14 Jubilee Street, Wycheproof; 23 Morris Street, Berriwillock; and 27 Birchip-Corack Road, Birchip, and invites written submissions until 14th March 2015.   2.       Publish Notices of its intention to sell surplus land in the North Central News, Buloke Times and Sea Lake-Wycheproof Times Ensign, and on Council’s website.   3.       Council write to land owners adjoining the properties advising them of the proposed sale and inviting them to make a submission on the matter.   4.       Council considers any submissions received in accord with the provisions of s223 of the Local Government Act 1989.   5.       Receives a further report, outlining any submissions received and presenting a recommendation for consideration.

 

1.       Executive Summary

To advise Council of the intention to sell Council property and seek approval from Council under Section 189 of the Local Government Act 1989 to undertake the required public consultation process.

2.       Discussion

Council officers have been conducting reviews of Council’s Asset Register over the past twelve months and have identified five surplus property assets of which are no longer required by Council and are in a position to be sold in the short term.  These five properties include;

 

-     House - 50 Webster Street, Wycheproof

-     House - 42 Duncan Street, Birchip

-     House - 14 Jubilee Street, Wycheproof

-     Berriwillock Maternal Child and Health Centre, 23 Morris Street, Berriwillock

-     Vacant block, 27 Birchip-Corack Road, Birchip

The three houses identified are currently vacant and are considered to be no longer required by Council.

 

Berriwillock Maternal Child and Health Centre building was identified to be sold once the Berriwillock Multipurpose Facility was developed.

 

The vacant block in Birchip has no perceived future use for Council, and therefore it is recommended this be sold.

 

Section 189 of the Local Government Act 1989 requires councils to do certain things before selling or exchanging land:

-    to give at least four weeks public notice of an intention to sell or exchange land before selling or exchanging this land (section 189(2)(a));

-    obtain a valuation of the land which is made not more than 6 months prior to the sale or exchange from an appropriately qualified person (section 189(2)(b)); and

-    allow interested persons to make a submission under section 223 on the proposed sale or exchange (section 189(3)).

 

The properties identified are surplus to Council’s needs, and therefore a public tender process with specific reserves for each property will enable Council to comply with the Local Government Act 1989 throughout the process and gain value for money for the sale of these community assets.

 

Initially, Council will conduct a 28 day consultation process throughout all local media and on Council’s website to enable any public submissions to be made.

 

A further report will be tabled once the consultation process has been completed.

3.       Financial Implications

Council’s budget identifies $150,000 in asset sales to be achieved for the 2015/16 budget. The sale of these properties would enable Council to achieve this target. 

4.       Cost Shift Considerations

There are no cost shift implications.

5.       Community Consultation

There has been no community consultation in relation to Council’s review of its Asset Register, but should Council adopt this report, the community would have the opportunity to make comment through a submission under Section 223 of the Local Government Act 1989.

6.       Internal Consultation

Senior Management and relevant officers have been consulted on the proposed asset sales

7.       Legislative / Policy Implications

The Local Government Act 1989 has specific requirements of Council for the process of selling, transferring and exchanging land.

8.       Environmental Sustainability

There are no environmental sustainability implications.

9.       Conflict of Interest Considerations

No staff member involved in the preparation of this report has a direct or indirect conflict of interest.

10.     Conclusion

It is recommended that Council commence the public consultation process (required under the Local Government Act 1989) with the selling the five parcels of surplus assets.

 

7.2.3    Buloke Flood Emergency Plan

Author’s Title:           Manager Reconstruction

Department:              Works and Technical Services                     File No: ES/13/07

Attachments:

1       Buloke Shire Council Flood Emergency Plan (V1.1 Dec 2013)

Relevance to Council Plan 2013 - 2017

Objective:                            An organisation committed to active communication and engagement with our community.

Strategy:                              Working with local leaders and organisations to achieve sustainable Shire- wide and local change.

Priority:                                Continue to meet regularly with local business, agricultural, educational, health, community service, recreation, cultural, emergency service and other organisations to share information, encourage participation in local affairs, participate in local and Shire-wide planning activities and to work together to improve liveability and wellbeing.    

 

 

RECOMMENDATION   That Council adopt the Buloke Shire Council Flood Emergency Plan.

 

1.       Executive Summary

This report advises Council of the endorsement of the draft plan for community consultation and recommendation for adoption of the plan.

2.       Discussion

Following the wide-spread flooding of the municipal district in 2010 and 2011, the Buloke Shire Flood Emergency Planning Committee was re-convened to review the Municipal Flood Emergency Plan (MFEP).

 

The MFEP (draft) was endorsed (28 February 2014) by the Municipal Emergency Management Planning Committee. 

 

The MFEP (draft) was noted by Council and endorsed (12 March 2014) for public consultation.

3.       Financial Implications

Council have incurred minimal costs in the development of this report, aside from Council time.  The ongoing management of this plan is covered in Council’s annual operational budget deliberations.

4.       Cost Shift Considerations

There are no cost shift considerations in this report.

5.       Community Consultation

The Plan has been available on Council’s and the VicSES website for many months.

 

The VicSES Community Resilience Coordinator has undertaken community consultation for this plan through provision of media releases, information leaflets and community meetings to develop processes and tools for measuring community disaster resilience.

 

Community members and key emergency services agencies have been involved in the development of this plan.

6.       Internal Consultation

Councillors and Council staff have provided a substantial amount of information in the development of this plan.

7.       Legislative / Policy Implications

The MFEP is a sub plan to the Buloke Shire Council Municipal Emergency Management Plan and is consistent with the Emergency Management Act 1986, the Emergency Management Act 2013, the Emergency Management Manual Victoria (EMMV), the Victorian Floodplain Management Strategy, the Regional Flood Emergency Plan and the State Flood Emergency Plan.

8.       Environmental Sustainability

Nil

9.       Conflict of Interest Considerations

Nil

10.     Conclusion

It is recommended that the Council adopt the Municipal Flood Emergency Plan, a sub plan of the Municipal Emergency Management Plan.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

7.2.4    Central Victorian Greenhouse Alliance Membership 2015 to 2018

Author’s Title:           Environmental Compliance Officer

Department:              Works and Technical Services                     File No: EN/06/01

Attachments:

1       CVGA Membership Letter

Relevance to Council Plan 2013 - 2017

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

Strategy:                              Leading the community through demonstrating Council’s management of resources to reduce its impact on the environment.

Priority:                                Reduce Council’s greenhouse gas emissions through a range of conservation measures.    

 

 

RECOMMENDATION   That Council write to the Central Victorian Greenhouse Alliance to request that Council enter into a transitional arrangement over the three years in moving towards the ‘Smaller Councils’ rate of $8,500 as part of the proposed Memorandum of Understanding.

 

1.       Executive Summary

The Central Victorian Green house Alliance (CVGA) is a peak sustainability body for local government in central and northern Victorian Region. It has a membership of 13 local councils and was formed in 2001. The CVGA provides a number of key services to local council including project development, delivery and advocacy.

 

Recently CVGA completed a two year strategic review process with member councils. This resulted in a number of key changes which were endorsed by members at the November 2014 Annual General Meeting.

 

One key change was an increase in membership fees to councils, including a rise from $1,100 to $8,500 for Buloke Shire Council. The cost of membership has not increased since the inception of CVGA in 2001.

 

The CVGA has written to Council outlining the new membership fee structure, which they intend on incorporating into a three year Memorandum of Understanding with member council’s.

2.       Discussion

In the past five years, CVGA has sourced external funding for projects that have been delivered directly in the region. The main projects with collaboration of all member councils have been:

- Central Victorian Solar City energy efficiency trial ($42 million)

- Lighting the Regions bulk streetlight upgrades ($12.25 million).

 

Currently CVGA is developing or delivering a number of other projects that are a direct interest and benefit to member councils. These include:

-Local Government Aggregated Solar: A project to determine suitable council buildings that should have solar panels installed and then delivering a single collective procurement process.

-Level 1 Energy Efficiency Assessments: Available for council’s upon request.

-HEAT (Home Energy and Thermal Relief) Project: This will help member councils to directly support between 2,000 to 3,000 of our most vulnerable households to better manage heat stress and energy poverty. It will allow member councils to secure private sector funding to install solar panels and deliver energy efficiency opportunities where it is needed.

-Integrated Sustainability Reporting (in partnership with La Trobe University): This project will develop a common set of sustainability measurements metrics for regional councils.

-Energy Efficiency Forums: CVGA is organising forums for council staff to share experiences and improve their capacity to save energy and cut costs.

 

The CVGA has written to Council outlining a significant increase in membership fees for the 2015/16 year, highlighting that member fees have not increased in 13 years. It also highlighted that the current financial model of the CVGA, which his heavily reliant on grant funding, was not felt to be a sustainable approach into the future.

 

Council’s fees will increase to $8,500 in the 2015/16 financial year, from $1,100 in 2014/15.

3.       Financial Implications

This increase in fees represents a $7,400 increase in operational budget from 2014/15 to the 2015/16 financial year.

4.       Cost Shift Considerations

There are no cost shift implications.

5.       Community Consultation

Community consultation is not required

6.       Internal Consultation

The Senior Management Team and relevant officers have discussed this matter.

7.       Legislative / Policy Implications

Clean Energy Act 2011

Renewable Energy (Electricity) Act 2000

Victorian Renewable Energy Act 2006

Climate Change Act 2010

Climate Change & Environment Protection Amendment Act 2012

8.       Environmental Sustainability

The CVGA actively assists Council in a range of environmental sustainability projects and programs.

9.       Conflict of Interest Considerations

No staff member involved in the preparation of this report has a direct or indirect conflict of interest.

10.     Conclusion

Council has benefited its involvement in the CVGA, and over the past 14 years has assisted in achieving a range of sustainability initiatives in the region.

 

Continued membership to CVGA will help deliver findings to the community in regards to sustainability, raising community and industry awareness of climate change risks, adaptation and mitigation. CVGA helps create real attainable solutions to serious sustainability issues facing our region. In partnership we will aim to reduce greenhouse emissions, improve sustainability, minimise energy use, water use and waste with our region.

 

 

 

 

 

 

 

7.2.5    Charlton Waste Transfer Station Funding Submission

Author’s Title:           Director Works and Technical Services

Department:              Works and Technical Services                     File No: GS/09/47

Attachments:

1       Concept - Charlton Transfer Station

Relevance to Council Plan 2013 - 2017

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

Strategy:                              Providing services and advice to the community to assist in reducing its impact on our natural environment.

Priority:                                Continue long-term planning for sustainable waste disposal facilities.    

 

 

RECOMMENDATION   That: 1.       Council submit a funding application for $150,000 under Sustainability Victoria’s Rural and Regional Landfill Support Program for the development of the Charlton Transfer Station.   2.       Consider an allocation $200,000 matching funding in the development of the 2015/16 and 2016/17 capital budgets.

 

1.       Executive Summary

The Sustainability Victoria – Rural and Regional Landfill Support Program announced in September 2014 aims to support landfill closure planning and the development of transfer station/ resource recovery centres to replace closing landfills. The program targets licensed landfills and landfills exempt from licensing in regional Victoria which are owned by local government.

 

Applications for funding close on 31 March 2015. SV will assess applications on receipt and announce successful projects upon approval.

 

The Charlton Transfer Station development which will also involve closure of the landfill meets the eligibility criteria of the Program.

 

Council Officers have been advised that the Program is likely to be a “once-off”.

2.       Discussion

In August 2014 Council Officers presented on the status of Waste Services & Saleyards to Council.

 

The presentation flagged the transition of the existing Charlton Landfill operation to a Transfer Station as a future Capital Expenditure. Using data revised from operation of the landfill over the past several years staff have calculated that less than one year’s capacity is now available the Buloke Shire Waste Management Strategy 2012-2022, it was highlighted that the Charlton Landfill had less than 5 years (in 2012) of airspace available and it was planned to close the landfill and establish a transfer station.

 

Sustainability Victoria’s Draft Statewide Waste and Resource Recovery Infrastructure Plan 2013 indicates that the Charlton Landfill will close in 2015.

 

Council Staff have calculated that there is now less than 1 year of below-ground disposal trench life left at the landfill site if current practices continue. The options to extend the capacity include diverting Charlton townships Kerbside Waste Collection to the Birchip Landfill, which would extend the life to 18 months.

 

The preliminary advice from Environment Protection Agency Victoria (EPA) is that above ground disposal cells or extension of disposal trenches beyond the present site do not present as viable alternatives.

 

The Environment Protection Agency Victoria (EPA) has indicated that they do not have any concerns about a proposal to operate a transfer station from the front area of the premises at 212 St Arnaud - Charlton Road, Charlton. The front area is situated between the present landfill and the St Arnaud - Charlton Road, Charlton.

 

Based on the EPA advice Driscoll Engineering Services Pty Ltd were engaged to prepare a Concept Plan for the construction of Transfer Station infrastructure commensurate with the future needs of Charlton and district and to provide a preliminary estimate of costs for the construction. A concept plan of the proposal is attached.

 

The preliminary estimate for the construction of Transfer Station infrastructure is $350,000, however it is anticipated that some of the civil works can be done by Council staff. The cost is higher than the Transfer Stations previously developed at Wycheproof and Sea Lake due to the increased amount of fill required to develop a loading area, and the increase in capacity to a four-bay facility.

 

Projects must be completed by 30 June 2017. It is likely that this project will be completed over the 2015/16 and 2016/17 financial years if the application is successful

 

Successful applications will be announced in July 2015.

3.       Financial Implications

The preliminary estimate for the construction of Transfer Station infrastructure is $350,000.

 

The Program requires co-contribution from Council ($1 for $1 funding ratio).

 

If the application is successful and the maximum grant is received Council will need to provide additional funds from its Capital Expenditure Budget of $200,000. This satisfies the Council contribution requirements of the Program.

 

This cost does not include the ongoing requirement for rehabilitation of the Charlton Landfill.

4.       Cost Shift Considerations

There are no cost shift implications.

5.       Community Consultation

Key stakeholders such as the EPA, Sustainability Victoria and the Loddon Mallee Waste and Resource Recovery Group have been consulted in the planning of this project.

6.       Internal Consultation

Council Staff have been working together towards transition to a transfer station at Charlton

7.       Legislative / Policy Implications

The transition from Landfill to a Transfer Station addresses the strategic and the priority provisions of the Council Plan. There are no legislative environmental or planning implications in respect to the transition to a Transfer Station.

8.       Environmental Sustainability

Improved operational efficiencies resulting from provision of better site access and internal traffic flows and improved resource recovery will result in a reduced impact on the environmental amenity of the site and adjacent lands.

9.       Conflict of Interest Considerations

No staff member involved in the preparation of this report has a direct or indirect conflict of interest.

10.     Conclusion

It is recommended that the Council submit a funding application under the Rural and Regional Landfill Support Program for an amount of $150,000 for the development of the Charlton Transfer Station.

 

In so doing, Council will need to consider an allocation of $200,000 matching funding in the development of the 2015/16 and 2016/17 capital budgets.

 

 

 

 

7.3       Financial Reports

7.3.1    Financial Performance As At 31 January 2015

Author’s Title:           Finance Manager

Department:              Finance                                                             File No: 0615

Attachments:

1       Executive Summary 2       Income Statement 3       Balance Sheet 4       Cash Flow Statement 5       Cash Flow Statement Graph 6       Capital Works Program 2014_15 7       Capital Works Graph

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.    

 

 

RECOMMENDATION   That Council receive and note the Financial Performance Report for the period ending 31 January 2015.

 

1.       Purpose

The purpose of this report is for Council to assess its year to date financial performance as at the 31 January 2015. In addition, a comprehensive mid-year review of the Council’s financial performance has been undertaken, resulting in updated forecast projections to 30 June 2015 now being included into the reports, along with the original adopted 2014-15 Budget.

2.       Discussion

The attached Financial Performance report provides an Executive Summary along with the year to date performance as at 31 January 2015 for the Income Statement, Balance Sheet and 2014/15 Capital Works Program. Of particular note, the attached report includes a Cash Flow Statement which details the rolling 12 month cash flow forecast.

 

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.

 

In addition, the reports now include an additional column showing the annual forecast to 30 June 2015. A comprehensive mid-year review of the 2014-15 Budget has been undertaken and the outcome reflects Council will successfully achieve its adopted 2014-15 Budget. Moreover, the forecast to 30 June 2015 portrays a very positive outcome, over and above the adopted 2014-15 Budget targets.

 

The cash position will improve in February with the receipt of majority of rates and the third quarter payment of $1.375m from the Victoria Grants Commission. 

Since most of January is a quiet month with most businesses closed for the holiday season, there has not been significant transactional movement during this month.  Council is on track to achieving the forecast projections as indicated in the December Report. 

3.       Financial Implications

The mid-year budget review reflects Council is well positioned to both achieve and positively exceed its adopted 2014-15 Budget targets. Whilst managing current and future cash flow continues to be a major focus, Council has demonstrated its success of managing financial challenges via low interest loan borrowings of $7M and identifying additional overall savings through the mid-year review process. 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 that Council is successfully managing its challenging financial position and is well positioned to both achieve and positively exceed its 2014-15 adopted budget. Council has a clear understanding of its finances and has implemented its adopted borrowing strategy, allowing it to prudently manage its finances going forward.   

 

 

 

 

 

 

 

 

 

 

 

 

 

 

8.          REPORTS FROM COUNCILLORS

8.1       Delegate Reports

                         Nil

 

8.2       Activity Reports

                         Nil

 

8.3       Report from the Mayor

                         Nil

 

9.          OTHER BUSINESS

9.1       Petitions

                         Nil

 

9.2       Notices of Motion

9.2.1    Support for Marriage Equality (Cr White)

RECOMMENDATION:

That Council publicly supports marriage equality, irrespective of sex or gender identity.

 

That Council writes to all local state and federal Members of Parliament, the Victorian Equal Opportunity and Human Rights Commission and the Commonwealth Human Rights and Equal Opportunity Commission advising them of that support.

 

 

9.3       Questions from Councillors

                         Nil

 

9.4       Questions from the Public

                         Nil

 

9.5       Any Other Procedural Matter

                         Nil

 

9.6       Urgent Business

                         Nil

 

10.       MATTERS THAT MAY EXCLUDE THE PUBLIC

RECOMMENDATION: That the Council close the meeting to the public pursuant to Section 89(2) of the Local Government Act 1989 to consider the following items, which are confidential for the reasons indicated:
Item	Reason for Confidentiality
10.1       Contract No.C28 - 2014/2015 Provision of Printers/Copiers	(d)   contractual matters

 

RECOMMENDATION:

That the Council reopen the meeting to the public pursuant to Section 89(2) of the Local Government Act 1989.

 

 

11.       ANY OTHER BUSINESS

                   Nil

12.       MEETING CLOSE