Ordinary Council Meeting
Minutes
Wednesday 8 November 2017
Commencing at 7:00pm
Wycheproof Supper Room
367 Broadway, Wycheproof
Lucy Roffey
Chief Executive Officer
Buloke Shire Council
Ordinary Council Meeting
Minutes
Wednesday 8 November 2017
Commencing at 7:00pm
Wycheproof Supper Room
367 Broadway, Wycheproof
Lucy Roffey
Chief Executive Officer
Buloke Shire Council
Buloke Shire Council Ordinary Meeting Minutes Wednesday, 8 November 2017
Minutes of the Ordinary Meeting held on Wednesday, 8 November 2017 commencing at 7:00pm in the Wycheproof Supper Room, 367 Broadway, Wycheproof
PRESENT
CHAIRPERSON:
Cr David Pollard Lower Avoca Ward
COUNCILLORS:
Cr Ellen White Mallee Ward
Cr David Vis Mallee Ward
Cr John Shaw Lower Avoca Ward
Cr Graeme Milne Mount Jeffcott Ward
Cr Caroline Stewart Mount Jeffcott Ward
Cr Daryl Warren Mount Jeffcott Ward
OFFICERS:
Lucy Roffey Chief Executive Officer
Anthony Judd Director Works and Technical Services
Jessie Holmes Director Community Development
AGENDA
1. COUNCIL WELCOME
WELCOME
The Mayor Cr David Pollard welcomed all in attendance.
STATEMENT OF ACKNOWLEDGEMENT
We acknowledge the traditional owners of the land on which we are meeting. We pay our respects to their Elders and to the Elders from other communities who maybe here today.
2. RECEIPT OF APOLOGIES
Nil.
3. CONFIRMATION OF MINUTES OF PREVIOUS MEETING
|
That Council adopt the Minutes of the Ordinary Meeting held on Wednesday, 11 October 2017. Seconded: Cr Daryl Warren Carried. (R197/17) |
4. REQUESTS FOR LEAVE OF ABSENCE
Nil.
5. DECLARATION of PECUNIARY AND conflictS of interest
Cr Pollard declared a direct Conflict of Interest in Item 9.1.1 (Notice of Motion – Wooroonook CFA Fire Station Building) due to being Group Officer for Country Fire Authority (CFA) District, of which Wooroonook CFA is part of.
Cr Milne declared a direct Conflict of Interest in Item 7.6 (Petition Tabled for Report at next Ordinary Meeting) due to family members being a signatory to the petition tabled.
6....... Questions from the Public
6.1 asbestos at the bottom hotel in sea lake
7.1 Report of Assembly of Councillors Meetings
7.2 Correspondence Initiated by Council
7.3 Letters of Congratulations and Recognition of Achievement/Awards
7.4 Building Permits - Monthly Update
7.5 Planning Applications Received - Monthly Update
7.6 Petition Tabled for Report at Next Ordinary Meeting
8.1.1 Business Continuity Management policy
8.2.1 Application for Permit - To keep excess number of dogs at 42 Webster Street, Wycheproof
8.2.3 Planning Permit 719/17 - Two Lot Subdivision in the Farming Zone
8.2.4 Council Plan 2017-2021 - Annual Plan quarterly update
8.2.5 Funding request to support Buloke Loddon L2P vehicle acquisition
8.2.6 Adoption of Buloke Blue Green Algae Management Plan
8.2.7 Planning for Sustainable Animal Industries Submission
8.2.8 Buloke Library Advisory Committee
8.2.10 Community Grants and Sponsorship
8.2.11 Municipal Emergency Management Plan
8.2.12 Local Roads to Market Program
8.2.13 Review of s86 Committees
8.2.14 Change to LGFV Program Trust trustee
8.2.15 Appointment of Authorised Officer
8.2.16 Mildura North West Region Passsenger Rail Services
8.3.1 Draft Minutes Audit Advisory Committee 13 September 2017
8.3.2 Financial Performance as at 30 September 2017
9.1.1 Wooroonook CFA Fire Station Building
9.2 Questions from Councillors
9.5 Matters Which May Exclude The Public
The Meeting may be closed to members of the public to consider confidential matters.
9.5.1 Contract No 41 2016/17 Construction of Birchip Early Learning Centre
9.5.2 Contract No 50 - 2017/2018 Civil Engineering Consultancy Services
If the meeting has been closed it will be brought back into open session by resolution
NEXT MEETING
The next Ordinary Meeting of Council will be held in Wycheproof Supper Room, 367 Broadway, Wycheproof, , 367 Broadway, Wycheproof on Wednesday, 13 December 2017 at 7:00 pm.
LUCY ROFFEY
CHIEF EXECUTIVE OFFICER
6. Questions from the Public
6.1 asbestos at the bottom hotel in sea lake
Ursula Schmies, Sea Lake – 8 November 2017
Question:
Who tested the asbestos at the Bottom Pub? Why has it not been cleaned up yet?
Response:
Director Community Development responded to advise that ongoing testing by Safety Systems, Alfa Environmental, originally contracted by Council, are now being carried out by the owner.
The owner is still in negotiations with its insurance company. Council is being kept informed by the Environment Protection Authority (EPA) on the ongoing status of the matter.
If the owner does not clean up the site the EPA will need to get a court order to clean up the site and seek costs. Council do not have a legal mechanism to seek costs if it were to step in and clean up the site and the costs of clean up are significant.
7. Procedural Items
7.1 Report of Assembly of Councillors Meetings
Author’s Title: Administrative Support Officer - Executive Office
Department: Office of the CEO File No: GO/05/04
|
That Council adopts the record of Councillor Briefings held on 4 October and 18 October 2017.
Seconded: Cr John Shaw Carried. (R198/17) |
Key Points/Issues
An Assembly of Councillors Meeting is defined in the Act as a meeting of Councillors if the meeting considers matters that are likely to be the subject of a Council decision or the exercise of delegation and the meeting is:
· A planned or scheduled meeting that includes at least half of the Councillors and a member of Council Staff; or
· An Advisory Committee of the Council where one or more Councillors are present.
The Act also provides that the record of any Assembly of Councillors is to be reported to the next practicable Council Meeting and recorded in the Minutes.
A record of the Councillor Briefings held on 4 October and 18 October 2017 are attached.
7.2 Correspondence Initiated by Council
Author’s Title: Administrative Support Officer - Executive Office
Department: Office of the CEO File No: GO/06/09
|
Nil |
|
That Council notes the record of correspondence sent and responses received.
Seconded: Cr David Vis Carried. (R199/17) |
Table of correspondence
|
Council Initiative |
Correspondence sent to |
Date sent |
Date of response |
Summary of response |
|
2030 Greater Victorian Commonwealth Games Bid Project Prefeasibility Study Contribution |
Cr Dinney Adem Mayor Greater Shepparton City Council |
18 Oct 2017 |
|
Council to contribute $1,000 to the Prefeasibility Study as a sign of its commitment to this project. |
7.3 Letters of Congratulations and Recognition of Achievement/Awards
Author’s Title: Governance Officer
Department: Corporate Services File No: CR/13/01
|
Nil |
|
That the Council acknowledge and congratulate the persons and/or groups mentioned in the report for their achievements.
Seconded: Cr Carolyn Stewart Carried. (R200/17) |
1. Executive Summary
This report acknowledges and congratulates community persons and/or groups for their success in being recognised for a significant achievement or for being a recipient of an honourable award.
The report also informs Council of any letters of congratulations or any particular recognition of achievement that Council has received or been awarded in the past month.
2. Recognition of Achievement Items
|
Provider |
Recipient |
Date |
Purpose for Recognition |
|
Regional Development Victoria Victorian 2017 Regional Achievement and Community Awards |
Bakery on Broadway |
13 October 2017 |
Winner of Regional Development Victoria Business Achievement Award |
|
Regional Development Victoria Victorian 2017Regional Achievement and Community Awards |
Birchip Cares |
13 October 2017 |
Finalist for Regional Development Victoria Leadership and Innovation Award. |
|
Provider |
Recipient |
Date |
Purpose for Recognition |
|
2018 Gold Coast Commonwealth Games |
Kaneisha
Ryan |
2018 |
Being selected as a Batonbearer for the Queen’s Baton Relay in the 2018 Gold Coast Commonwealth Games |
|
Harness Racing Victoria |
Birchip Harness Racing Club |
2017 |
Country Club Event of the Year, Mallee Bull Pacing Cup. |
7.4 Building Permits - Monthly Update
Author’s Title: Compliance Administration Officer
Department: Planning and Community Support File No: DB/14/02
|
Nil |
|
That Council notes the information contained in the report on Building Permits approved by staff from 1 October to 31 October 2017.
Seconded: Cr Graeme Milne Carried. (R201/17) |
Cr Vis left the Council Chamber at 7.11pm.
1. Executive Summary
This report provides information on the Building Permits approved by staff from 1 October 2017 to 31 October 2017.
2. List
of Building Permits Approved by Council Surveyor
|
Permit No. |
Address |
Project Description |
Date Approved |
|
20170069 |
30 Aitken Avenue, DONALD |
Extension: Existing Dwelling |
05/10/2017 |
|
20170070 |
640 Donald- Laen Road, LAEN |
New Building: Pig Grower Shed Animal Husbandry |
05/10/2017 |
|
20170071 |
12 Clifton Street, CHARLTON |
New Building: New Shed & Roof Over Deck |
05/10/2017 |
|
20170072 |
25 Camp Street, WYCHEPROOF |
New Building: Carport |
05/10/2017 |
|
20170073 |
537 Jil
Jil Road, |
New Building: Farm Shed |
05/10/2017 |
|
20170074 |
27 Cumming Avenue, BIRCHIP |
New Building: Assembly Building |
05/10/2017 |
|
20170075 |
Borung
Highway, |
Other: Public Place of Entertainment (Cuisine in the Crop) |
05/10/2017 |
|
Permit No. |
Address |
Project Description |
Date Approved |
|
20170076 |
6 Show Street, WYCHEPROOF |
Other: Swimming Pool & Safety Barrier |
19/10/2017 |
|
20170078 |
33-49 Davis Street, CHARLTON |
New Building: Storage Shed |
19/10/2017 |
|
20170079 |
3622 Sunraysia Highway, DONALD |
Demolition: Existing Sheds |
19/10/2017 |
|
20170080 |
169 Pier Millan-Chinkapook Road, PIER MILLAN |
New Building: Hay Shed |
19/10/2017 |
|
20170081 |
65 Berriwillock-Birchip Road, BIRCHIP |
Other: Public Place of Entertainment (Birchip B&S Ball) |
19/10/2017 |
|
20170082 |
3847 Birchip-Sea Lake Road, BERRIWILLOCK |
New Building: Hay Shed |
19/10/2017 |
3. List of Building Permits Approved by Private Surveyors
|
Permit No. |
Address |
Project Description |
Date Approved |
|
20170077 |
140 High Street, CHARLTON |
Other: Swimming Pool & Safety Barrier |
26/09/2017 |
7.5 Planning Applications Received - Monthly Update
Author’s Title: Planning Officer
Department: Planning and Community Support File No: LP/09/01
|
Nil |
|
That the Council note information contained in the report on planning applications under consideration by staff and the status of each of these applications.
Seconded: Cr Ellen White Carried. (R202/17) |
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 |
|
PPA716/17 |
Tyson Fehring - Graincorp |
3622 Sunraysia Hwy., Donald (Lot 2 Plan 305501 Parish Banyenong) |
11/09/17 |
Building and works for the construction of grain bunkers, weighbridges, sample stands, site control room, extend rail siding, grain elevator, earthworks for drainage and stormwater, access tracks |
Further information requested (Vicroads) |
|
PPA718/17 |
Price Merrett Consulting |
1105 Drury Rd., Berriwillock (CA 2 Parish of Tungie) |
12/09/17 |
Two lot subdivision- dwelling excision |
Council report |
|
PPA719/17 |
Price Merrett Consulting |
Watchupga East Rd., Willangie (CA 37 Parish of Marlbed) |
15/09/17 |
Two lot subdivision |
Council report |
|
Application No |
Applicant |
Address |
Date Rec |
Summary of Proposal |
Status |
|
PPA721/17 |
Price Merrett Consulting |
1061 Birchip-Rainbow Rd., Reedy Dam (CA 34A Parish of Ballapur) |
19/09/17 |
Two lot subdivision- dwelling excision |
Referral - Powercor |
|
PPA722/17 |
A & G Chadha |
5-7 Waddell St., Watchem (Lot 1 &Lot 2 Plan 324733 Parish Watchem) |
19/10/17 |
Use and development of land for a Renewable Energy Facility (80kw ground mounted solar PV system) |
Notice of application |
|
PPA723/17 |
Wes Pye – Northern Land Solutions |
29 Watchupga East Rd., Watchupga (Lot 2 Plan 858832 Parish Watchupga) |
10/10/17 |
Two lot subdivision- dwelling excision |
Notice of application |
Cr Vis returned to the Council Chamber at 7.12pm.
7.6 Petition Tabled for Report at Next Ordinary Meeting
Author’s Title: Director Community Development
Department: Planning and Community Support File No: LP/09/05
|
1 Petition |
Relevance to Council Plan 2017 - 2021
Strategic Objective: Support our councillors, staff, volunteers and the community to make informed and transparent decisions.
Cr Milne declared a direct Conflict of Interest in Item 7.6 due to family members being a signatory to the petition tabled.
Cr Milne left the Council Chamber at 7.13pm.
|
That Council: 1. Resolve
to receive the petition in relation to planning permit application 722/17;
and 2. Agree
to deal with the petition as individual objections to the planning permit
application 722/17 under the Planning & Environment Act 1987. Seconded: Cr Daryl Warren Carried. (R203/17) |
Cr Milne returned to the Council Chamber at 7.14pm.
1. Executive Summary
Council received a petition on the 27th October 2017 in relation to Planning Permit Application 722/17. The Meeting Procedure & Common Seal Local Law Number 15 requires a petition to be received at the next Ordinary Council meeting.
2. Discussion
The petition states that the undersigned believe that Planning Permit Application 722/17 is an inappropriate use of residential land in Watchem.
As Planning Permit 722/17 is at application assessment stage and will come before Council to make a decision under the Planning & Environment Act 1987 it is recommended that Council agree to deal with the petition as individual objections to the planning permit application.
3. Financial Implications
Nil
4. Cost Shift Considerations
There are no cost shift considerations in this report.
5. Community Consultation
Community consultation has not been undertaken; however the Planning Permit application has been exhibited through Notice of Application.
6. Internal Consultation
There has been internal consultation within the Statutory Services team.
7. Legislative / Policy Implications
The petition will be treated under the Planning & Environment Act 1987 and the Meeting Procedure & Common Seal Local Law Number 15.
8. Environmental Sustainability
The environment considerations will be considered through the Planning & Environment Act 1987.
9. Conflict of Interest Considerations
No Officers involved in the preparation of this report have a conflict of interest.
10. Conclusion
It is recommended that Council resolve to receive the petition and agree to deal with the petition as individual objections to the planning permit application 722/17 under the Planning & Environment Act 1987.
8. General Business
8.1.1 Business Continuity Management policy
Author’s Title: Director Corporate Services
Department: Corporate Services File No: CM/14/18
Relevance to Council Plan 2017 - 2021
Strategic Objective: Support our councillors, staff, volunteers and the community to make informed and transparent decisions.
|
That Council adopt the Business Continuity Management policy. Seconded: Cr John Shaw Carried. (R204/17) |
1. Executive Summary
Business Continuity Management (BCM) is a core element of good governance and a key component of the Risk Management Framework.
A 2015 November report by Council’s former internal auditors, AFS & Associates, recommended Council as a priority finalise the review of its Business Continuity Management Policy.
This review has been completed, with consideration given to the requirements for planning, development, maintenance and review of business continuity management within Council.
The draft Policy has been attached.
2. Discussion
The purpose of this policy is to outline the Council’s commitment to business continuity management and its strategy for achieving organisational resilience in order to maintain the delivery of services to its customers.
The policy underpins the ongoing development of business continuity planning for Council, including the development of tolerances for disruptions, coordination of a planned approach toward eventual restoration of services and operations, and consideration of strategies to ensure unaffected areas of the organisation are able to continue.
3. Financial Implications
Resources required to develop, test and maintain the business continuity management process are incorporated into the 2017/18 Annual Budget.
4. Cost Shift Considerations
There are no cost shift considerations.
5. Community Consultation
There has been no initial consultation with the community in the development of the business continuity management policy. Consultation will occur on an as-needs basis during the development of individual business continuity plans, taking into account information obtained following previous significant emergencies affecting the organisation.
6. Internal Consultation
The senior leadership team has been consulted in the development of the policy. Feedback from the Audit Committee at its 2017 September meeting has been incorporated into the policy.
7. Legislative / Policy Implications
The business continuity management policy has been developed in accord with best practice to ensure Council is not exposed to unnecessary risks or legal proceedings in the event of services being unavailable.
8. Environmental Sustainability
Not applicable.
9. Conflict of Interest Considerations
Not applicable.
10. Conclusion
The Business Continuity Management policy is an important step in ensuring business functions and services are available to the community; particularly in times of disaster.
Author’s Title: Director Corporate Services
Department: Corporate Services File No: FM/02/09
Relevance to Council Plan 2017 - 2021
Strategic Objective: Support our councillors, staff, volunteers and the community to make informed and transparent decisions.
|
That Council adopts the Buloke Shire Council Audit Committee Charter. Seconded: Cr Carolyn Stewart Carried. (R205/17) |
1. Executive Summary
The Buloke Shire Council Audit Committee is established in accordance with s139 of the Local Government Act 1989 (the Act). The function of the Committee is to support Council through advice on:
· The integrity of the Buloke Shire Council’s financial reporting;
· The effectiveness of the Buloke Shire Council’s risk management systems, internal control framework, compliance and internal audit activities; and
· Effective communication strategies between external auditors, internal auditor and management.
The Charter was last reviewed in March 2016.
At its 2017 April Meeting, the Audit Committee highlighted the need to ensure its role and function as an advisory committee to Council was clearly articulated. These comments occasioned an earlier-than-scheduled review of the Charter.
2. Discussion
The proposed revised Charter has been attached for the information of the Committee and has been based on Audit Committees – A Guide to Good Practice for Local Government 2011, issued by former Minister for Local Government, Jeanette Powell MP. Key matters considered in preparation of the Charter include:
· Control in rotation of independent members. Best practice suggests no more than one member should leave the Committee in any one year to ensure continuity.
· Maximum terms for the Chair and independent members of the Committee, including the right to seek reappointment after the first term, and reappointment by application for a further term. Appointment of independent members will be limited to two further terms under the proposed process.
· Selection of independent members with the requisite level of skills, expertise, and knowledge with at least one member with financial qualifications and experience.
· The ability for the Committee to convene, as required, private meeting with Council’s internal auditor and external auditor.
· The requirement for the Committee to evaluate its performance and the performance of independent members on an annual basis.
Additional key changes include:
· Additional information and context regarding the role and objectives of the Audit Committee
· Clarification on the scope of authority of the Committee
· Composition, selection, rotation and remuneration
· Meetings
· Attendance by Council Officers, including the Chief Executive Officer, reflective of roles and responsibilities within the organisation
Activities outlined in the Charter are in accord with best practice as outlined in the best practice guide.
It is proposed the Committee will evaluate its performance using the recommended template contained in the best practice Guide.
3. Financial Implications
The Audit Committee meets at least four times per year as required by the Audit Committee Charter. Independent members are paid on a per meeting basis, and fees are incorporated into the 2017/18 Annual Budget.
4. Cost Shift Considerations
There are no cost shift considerations.
5. Community Consultation
The Audit Committee meeting minutes and reports from part of Council meeting minutes, and are published on Council’s website to ensure the community are informed on matters reviewed by the Committee.
6. Internal Consultation
Consultation has occurred with Councillors, senior management and the Audit Committee. Feedback provided has been incorporated into the proposed Charter.
7. Legislative / Policy Implications
The Buloke Shire Council Audit Committee is established in accordance with s139 of the Local Government Act 1989 (the Act). Environmental Sustainability
8. Conflict of Interest Considerations
There are no conflict of interest considerations.
9. Conclusion
The Audit Committee in an integral component of good governance and assist Council in establishing and maintaining high quality financial and risk management systems.
8.2 Management Reports
8.2.1 Application for Permit - To keep excess number of dogs at 42 Webster Street, Wycheproof
Author’s Title: Compliance Team Leader
Department: Planning and Community Support File No: LA/08/06
ss
|
That Council: 1. Refuses the application for a permit under Council’s Community Local Law No. 10 Clause 14(1) to keep two additional dogs at 42 Webster St, Wycheproof;
2. Issues a Notice to Comply to the permit holder to reduce the number of dogs on the property to the number permitted under the Community Local Law No.10 within 30 days of being notified of Council’s decision; and
3. Determines, pursuant to clause 14 of Local Law No 10, only two (2) cats and two (2) dogs may be kept at 42 Webster St, Wycheproof.
Seconded: Cr John Shaw Carried. (R206/17) |
1. Executive Summary
Council has received a Local Laws application for a permit to allow the keeping of two (2) additional dogs at 42 Webster St, Wycheproof.
2. Discussion
Local Law No 10 allows for the keeping of two dogs and two cats at a residential address, any additional animals to this require an excess animal permit. Council has received an application requesting that (4) four dogs be kept at 42 Webster St, Wycheproof.
Surrounding landowners and residents were advised in writing to consider the application and also submit any objections to Council by the 11 August 2017. Council has received two (2) signed objections from landowners/residents who state that they are already experiencing issues with animals from the applicant’s address.
The objectors feel that they would be impacted by the keeping of additional animals and therefore it is inappropriate to grant the permit and that it would interfere with the general amenity of the area. (Refer attachments)
As per the objections and several previous interactions with Council Compliance there are concerns about the animals being secured appropriately on site as well as amenity concerns about the number of animals.
3. Financial Implications
Nil
4. Cost Shift Considerations
Nil
5. Community Consultation
Following normal Local Laws procedures, Council has undertaken a notification process and advertising of the application that involved nine (9) neighbouring properties that may or could be affected by the activity.
6. Internal Consultation
No internal consultation has taken place.
7. Legislative / Policy Implications
The application and decision making are in keeping with Council’s Community Local Law No. 10 Clause 14(1)
8. Environmental Sustainability
Nil
9. Conflict of Interest Considerations
No officer involved in the preparation of this report had a conflict of interest.
10. Conclusion
It is recommended that Council:
· Refuse the application for a permit under Council’s Community Local Law No. 10 Clause 14(1) to keep two (2) extra dogs at 42 Webster St, Wycheproof;
· Issue a Notice to Comply to the permit holder to reduce the number of dogs on the property to the number permitted under the Community Local Law No.10 within 30 days of being notified of Council’s decision; and
· Determine, pursuant to clause 14 of Local Law No 10, that only two (2) cats and two (2) dogs may be kept at 42 Webster St, Wycheproof.
8.2.2 Planning permit application 718/17 - Two Lot Subdivision in the Farming Zone (Rural Dwelling Excision)
Author’s Title: Director Community Development
Department: Planning and Community Support File No: LP/11/15
|
Nil |
Relevance to Council Plan 2017 - 2021
Strategic Objective: Diversify and enhance our local economy.
|
That Council grants planning permit 718/17 subject to the following conditions:
1) This permit will expire if: a. The plan of subdivision is not completed within 2 years of the date of this permit; or b. The registration of the subdivision is not completed within 5 years of the date of this permit. The responsible authority may extend the time if a request is made in writing before the permit expires, or within six months afterwards. 2) The subdivision as shown on the endorsed plans must not be altered without the written consent of the responsible authority. 3) Before the plan of subdivision is certified under the Subdivision Act 1988, the owner 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 which provides that; - Lot 1 will not be further subdivided and the owners will not object to agricultural activities being conducted in the immediate vicinity. - Lot 2 will not be further subdivided. The owner must pay the reasonable costs of the preparation, execution and registration of the section 173 agreement. 4) All existing and proposed easements and sites for existing and required utility services and roads must be set aside in favour of the relevant authority for which the easement or site is to be created on the plan of subdivision submitted for certification under the Subdivision Act 1988. Referral Authority Conditions Conditions required by GWMWater 5) The owner/applicant must provide three metre wide easements in favour of Lot 1 over the private line to the meter and ten metre wide easements in favour of GWMWater over all existing pipeline within the property boundary. Conditions required by Powercor Australia Ltd 6) The plan of subdivision submitted for certification under the Subdivision Act 1988 shall be referred to Powercor Australia Ltd in accordance with Section 8 of that Act 7) The applicant shall:- · Where buildings or other installations exist on the land to be subdivided and are connected to the electricity supply, they shall be brought into compliance with the Service and Installation Rules issued by the Victorian Electricity Supply Industry. You shall arrange compliance through a Registered Electrical Contractor. · Any buildings must comply with the clearances required by the Electricity Safety (Installations) 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 adjoining land, save for lines located, or to be located, on public roads set out on the plan. These easements shall show on the plan easements(s) in favour of “Powercor Australia Ltd” for “Power Line” pursuant to Section 88 of the Electricity Industry Act 2000. · Provide to Powercor Australia Ltd, a copy of the plan of subdivision submitted for certification, which shows any amendments which have been required.
Seconded: Cr John Shaw Carried. (R207/17) |
1. Executive Summary
A Planning Permit Application was received by Council on the 13th September 2017 for a two lot subdivision being a small lot dwelling excision in the Farming Zone. The small lot created is larger than the maximum 2 hectares in Council policy for small lot dwelling excisions.
2. Discussion
The application is for the property at 1105 Drury Road, Berriwillock (C.A. 2 Parish of Tungie). The property is located at the junction of Mc Swains Road and Drury Road 8km west of Berriwillock. The property is approximately 211.6 hectares in total with the proposed subdivision being for two lots with the larger lot being 206 hectares and the smaller lot is to be 5.59 hectares.
The smaller lot will consist of the existing dwelling, shedding and a buffer of native vegetation. The larger lot will continue to be used for dryland cropping. The proposal also includes the creation of a water supply easement from the northern boundary of the larger lot to the smaller lot.
The land is zoned Farming Zone with no planning overlays applying to the land. The purpose of the Farming Zone is:
· To implement the State Planning Policy Framework and the Local Planning Policy Framework, including the Municipal Strategic Statement and local planning policies.
· To provide for the use of land for agriculture.
· To encourage the retention of productive agricultural land.
· To ensure that non-agricultural uses, including dwellings, do not adversely affect the use of land for agriculture.
· To encourage the retention of employment and population to support rural communities.
· To encourage use and development of land based on comprehensive and sustainable land management practices and infrastructure provision.
The proposed subdivision is appropriate to the purpose of the Farming Zone. No land is being removed from agricultural production; the subdivision will not adversely affect the use of land as the subdivision encompasses the native vegetation around the dwelling creating a buffer, and encourages the retention of population in rural communities.
The land use patterns of large viable allotments for broad acre cropping will be maintained.
Clause 22.02 – Rural Land and Sustainable Agriculture contains policy on Small Lot Excisions in the Farming Zone.
The lot created is larger than the prescribed 2 hectares that is Council policy; the lot is 5.59 hectares to include the dwelling, shed and the native vegetation buffer. The dwelling is in a habitable condition. The dwelling does not have the potential to restrict agricultural production on adjacent land. The buffer provides protection for the dwelling from any adverse effects of farming operations.
The dwelling will have its own access point and water supply. All effluent and runoff is contained within the proposed excised lot. Access to the lot containing the dwelling will be unchanged; from Drury Road which is a sealed road.
No native vegetation will be removed as it is to be retained within the excised lot.
The subdivision will not affect the current use of the land and will not introduce any new uses that will affect the viability of nearby and adjoining agricultural enterprises. Fire hazard will be unchanged as no new uses are being introduced.
The proposed subdivision will not lead to a concentration of lots altering the use and character of the area as it is some distance from a neighbouring dwelling. The amenity of the area will not be affected as no new land uses are being proposed.
No objections were received in regard to the proposed subdivision.
It is recommended that a planning permit be granted for the proposed subdivision subject to the proposed conditions.
3. Financial Implications
There are no known financial implications to Council
4. Cost Shift Considerations
There are no known cost shift considerations to Council
5. Community Consultation
Notice of Application was undertaken in accordance with the Planning and Environment Act 1987 by placing a notice in the locally circulating newspaper (Sea Lake and Wycheproof Ensign Times) on the 21 September 2017 and by sending a letter to the adjoining land owner.
No objections were received in regard to the application.
6. Internal Consultation
Internal consultation was undertaken within the planning office.
7. Legislative/Policy Implications
The actions are in accordance with the Planning and Environment Act 1987 and the Subdivision Act 1988.
8. Environmental Sustainability
All Native Vegetation is to be retained on the proposed small allotment.
9. Conflict of Interest Considerations
No officer involved in the preparation of this report has a conflict of interest.
10. Conclusion
It is recommended that a planning permit be issued for the proposed two lot subdivision (rural dwelling excision) subject to conditions.
8.2.3 Planning Permit 719/17 - Two Lot Subdivision in the Farming Zone
Author’s Title: Director Community Development
Department: Planning and Community Support File No: LP/16/09
|
Nil |
Relevance to Council Plan 2017 - 2021
Strategic Objective: Responding to and enhancing our built and natural environment
|
That Council grants planning permit 719/17 subject to the following conditions:
1. The subdivision as shown on the endorsed plans must not be altered without the written consent of the responsible authority. 2. This permit will expire if: (a) The plan of subdivision is not completed within 2 years of the date of this permit; or (b) The registration of the subdivision is not completed within 5 years of the date of this permit. The responsible authority may extend the time if a request is made in writing before the permit expires, or within six months afterwards. 3. All existing and proposed easements and sites for existing and required utility services and roads must be set aside in favour of the relevant authority for which the easement or site is to be created on the plan of subdivision submitted for certification under the Subdivision Act 1988. Seconded: Cr Carolyn Stewart Carried. (R208/17) |
1. Executive Summary
A Planning Permit Application was received by Council on the 13 September 2017 for a two lot subdivision in the Farming Zone to create an allotment of less than the scheduled size of 100 hectares for the purpose of retaining a Native Vegetation covenant.
2. Discussion
The application is for the property at Watchupga East Rd., Willangie. (C.A. 37 Parish of Marlbed). The property is located approximately 26 kilometres north of Birchip at the intersection of Watchupga East Road and Ellis Road. The property is 254 hectares in total with the proposed subdivision being for two lots with the larger lot being 203.4 hectares and the smaller lot is to be 50.58 hectares.
The smaller lot will consist of remnant vegetation that is under a Trust for Nature Covenant which will remain in place.
The cleared land of the larger allotment is being used for dryland farming activities with the area of native vegetation remaining largely undisturbed. The property does not contain a dwelling or shedding.
The land is zoned Farming Zone with no planning overlays applying to the land. The purpose of the Farming Zone is:
· To implement the State Planning Policy Framework and the Local Planning Policy
Framework, including the Municipal Strategic Statement and local planning policies.
· To provide for the use of land for agriculture.
· To encourage the retention of productive agricultural land.
· To ensure that non-agricultural uses, including dwellings, do not adversely affect the use of land for agriculture.
· To encourage the retention of employment and population to support rural communities.
· To encourage use and development of land based on comprehensive and sustainable land management practices and infrastructure provision.
The proposed subdivision retains the productive farming land of the property and maintains the land use patterns of large viable allotments for broadacre cropping. The agricultural land will not be affected as the subdivision does not alter any existing land uses. The protection of native vegetation contributes to sustainable land management practises.
Clause 22.02 – Rural Land and Sustainable Agriculture contains policy on rural land subdivision and allows for consideration of parcels created under the 100Hectare threshold.
The subdivision will not affect the current use of the land and will not introduce any new uses that will affect the viability of nearby and adjoining agricultural enterprises. Fire hazard will be unchanged as no new uses are being introduced. The existing covenant protects the native vegetation contributing to the biodiversity, flora and fauna habitats and landscape values of the locality.
The subdivision will allow for two lots that are large enough to allow a dwelling without a planning permit. The Trust for Nature Covenant requires consent from the Trust before any construction or placement of any structure or dwelling on the land and the larger lot is being absorbed in to surrounding land that already contains a dwelling.
Access to both of the proposed lots is from the sealed Watchupga East Road on the northern boundary. The amenity of the area will not be affected as no new land uses are being proposed.
No objections were received in relation to the proposed subdivision.
It is recommended that a planning permit be granted for the proposed subdivision subject to the proposed conditions.
3. Financial Implications
There are no known financial implications to Council
4. Cost Shift Considerations
There are no known cost shift considerations to Council
5. Community Consultation
Notice of Application was undertaken in accordance with the Planning and Environment Act 1987 by placing a notice in the locally circulating newspaper (Sea Lake and Wycheproof Ensign Times) on the 21st September 2017 and by sending a letter to the adjoining land owner.
No objections were received in regard to the application.
6. Internal Consultation
Internal consultation was undertaken within the planning office.
7. Legislative/Policy Implications
The actions are in accordance with the Planning and Environment Act 1987 and Subdivision Act 1988.
8. Environmental Sustainability
The retention of the Trust for Nature Covenant will ensure the protection of over 50 hectares of high ecological value native vegetation.
9. Conflict of Interest Considerations
No officer involved in the preparation of this report has a conflict of interest.
10. Conclusion
It is recommended that a planning permit be granted for the proposed two lot subdivision subject to conditions.
8.2.4 Council Plan 2017-2021 - Annual Plan quarterly update
Author’s Title: Director Community Development
Department: Planning and Community Support File No: CS/11/09
Relevance to Council Plan 2017 - 2021
Strategic Objective: Support our councillors, staff, volunteers and the community to make informed and transparent decisions.
|
That Council note the quarterly update against the adopted Year 1 Annual Plan of the Buloke Shire Council Plan 2017 - 2021. Seconded: Cr Carolyn Stewart Carried. (R209/17) |
1. Executive Summary
Council adopted the Year 1 Annual Plan from the Council Plan 2017-2021 at their August Ordinary Council meeting. Part of the adopted recommendation was to receive quarterly updates against the Annual Plan.
2. Discussion
The Year 1 Annual Plan adopted by Council detailed forty-six actions to assist in delivering the Buloke Shire Council Plan 2017-2021 objectives.
Attached is a copy of the progress in each of the areas.
Highlights to date include:
- Approval of our 2016-17 LGPRF Reporting data
- Joint procurement process with Loddon for the purchase of an ICT system.
- Funding and appointment of consultant for Buloke 2030
- Official launch and two sessions held by the Buloke Early Years Network
- Commencement of Economic Development and Tourism Strategy
- Funding announced for Recreational Lake amenity upgrades
- Design consultant awarded for Lake Tyrrell tourism facility
- Launch of the Sustainability reserve fund with several grants already provided
- Donald Flood Mitigation works well underway
- Major Projects advocacy document adopted by Council
- Funding for Green Lake announced
There has been a significant amount of work undertaken to ensure that the adopted timelines are met within the Year 1 Annual Plan and a report in March and June of 2018 will continue to monitor the progress against the Plan.
3. Financial Implications
The current status of the Year 1 Annual Plan is in keeping with our adopted Operational budget, some funding announcements have expanded our Capital Budget.
4. Cost Shift Considerations
There are no cost shift considerations.
5. Community Consultation
The Year 1 Annual Plan was presented at the October Community Summit.
6. Internal Consultation
The Year 1 Annual Plan was presented at the September all staff meeting held in Wycheproof and has also been made available to all staff.
7. Legislative / Policy Implications
A number of actions within the Annual Plan have legislative and policy implications which are directly considered in the carrying out of the actions.
8. Environmental Sustainability
A number of actions within the Annual Plan have environmental sustainability implications which are directly considered in the carrying out of the actions.
9. Conflict of Interest Considerations
No officer involved in the preparation of this report has a conflict of interest.
10. Conclusion
It is recommended that Council note the significant progress being made on the Year 1 Annual Plan.
8.2.5 Funding request to support Buloke Loddon L2P vehicle acquisition
Author’s Title: Director Community Development
Department: Planning and Community Support File No: CS/09/11
|
Nil |
Relevance to Council Plan 2017 - 2021
Strategic Objective: Build a healthy and active community
|
That Council provides $5,000 funding to support the acquisition of a Buloke Loddon L2P vehicle. Seconded: Cr Carolyn Stewart Carried. (R210/17) |
1. Executive Summary
A request has been made for $5,000 funding support towards the acquisition of a new Buloke L2P Vehicle as the current vehicle is in need of urgent replacement.
2. Discussion
The Buloke - Loddon L2P learner driver mentor program has been operating in the region for seven years, and has been able to directly support 65 vulnerable young people and their families from the Buloke Shire. These young people all face significant barriers to obtaining mandatory requirements to obtain a Victorian Driving License.
In rural communities not having access to transport is a risk factor in relation to achieving positive employment outcomes and community connectivity; additionally, without the programs support there is an increased likelihood they will drive unlicensed and in a potentially unsafe manner. The program has provided over 1331 hours of driving supervision from more than 30 local Volunteer Mentors, allowing the learner drivers (16 to 21) to engage with mentors (from 25 to 78 years old) expand their community engagement, employment and education opportunities and assist in developing positive mental health outcomes by participating in the program.
When the program commenced in 2010, CVGT donated to the program a used 2006 Holden Astra (ANCAP 3 star rated vehicle) when it reached the end of its useful life to their programs. This vehicle has now exceeded 175,000 kms and is nearing the end of its suitability as a reliable vehicle for learner drivers and mentors to use for driving sessions.
We are working in an ongoing manner with communities to develop sustainable models for delivery of the program: one example of this is the Birchip community where the community and school manage the program locally in partnership with their “Birchip Cares” community car: In this model the L2P program provides all of the mentor training and accredited driving lessons to young people in the program with the remainder of the program being coordinated locally. While the Birchip program model suits some communities in Buloke it is not able to be supported in all communities, thus the need for mentors to have access to a vehicle enabling them to provide young people with the driving opportunity.
The VicRoads L2P model is based on the assumption that the funded organisations and their partners will be able to create the value add environment in which partners would contribute to both building and sustaining the initiative for the remainder of the required elements for delivering the program such as access to and maintenance of a vehicle: this has worked well in metropolitan and larger regional centres where bigger businesses including car dealerships and service clubs are able to see a return on their sponsorship via the media acknowledgement, co-branding, visual promotion etc.
Unfortunately, the ability for a return on investment in rural Victoria is likely to take years to be realised and is more likely to be delivered through improved employment rates, more engaged young people linked to their communities (a reduction in youth disengagement and crime), improved engagement in training and further education over a lifetime for young people who have experienced a disadvantaged start to their lives.
While the full replacement cost of a suitable second hand vehicle is approximately $10,000 the request is for $5,000 to support the purchase of the replacement vehicle as a one off special funding arrangement (the same request has been made to the Loddon Shire).
3. Financial Implications
The funding for the vehicle can be accommodated within the contributions and donations budget.
4. Cost Shift Considerations
There is considerable cost involved in providing L2P support to rural communities due to geographical distances that are not considered in the L2P funding criteria.
5. Community Consultation
The request for funding has come from the L2P committee which comprises representatives of the Loddon Shire, Buloke Shire, NCLLEN, CHARTSEC, Ambulance Victoria and Victoria Police.
6. Internal Consultation
There has been internal consultation with the Community Development Officer – Children and Youth who has provided background in relation to the use of the vehicle.
7. Legislative / Policy Implications
There are no legislative or policy implications.
8. Environmental Sustainability
Nil
9. Conflict of Interest Considerations
No officer involved in the preparation of this report has a conflict of interest.
10. Conclusion
It is recommended that Council approve $5,000 towards the purchase of a new Buloke Loddon L2P vehicle.
8.2.6 Adoption of Buloke Blue Green Algae Management Plan
Author’s Title: Director Community Development
Department: Planning and Community Support File No: EM/11/14
Relevance to Council Plan 2017 - 2021
Strategic Objective: Responding to and enhancing our built and natural environment
|
That Council adopts the Buloke Blue Green Algae Management Plan as a sub plan of the Municipal Emergency Management Plan. Seconded: Cr John Shaw Carried. (R211/17) |
1. Executive Summary
This report is presented to Council to adopt the Blue Green Algae Management Plan as a sub plan of the Municipal Emergency Management Plan.
2. Discussion
Blue-green algae can have significant implications for tourism, aquatic life and other animals as well as public health.
The Plan details the methodology of management of a local bloom specifying the roles and responsibilities of Council and other agencies to ensure consistent and effective management action before, during and after a BGA bloom.
Council has a role in preseason monitoring, responding to complaints and keeping the local community informed of ongoing risks associated with a BGA bloom.
3. Financial Implications
There are no significant cost implications for this management plan
4. Cost Shift Considerations
There are no cost shift considerations for this management plan
5. Community Consultation
Stakeholder consultation with DEWLP, DHHS and GWM Water has occurred in relation the Blue Green Algae Management Plan.
6. Internal Consultation
Internal consultation through the Municipal Emergency Management Planning Committee has taken place.
7. Legislative / Policy Implications
The relevant legislation for this report includes the: Emergency Management Act 1986, Emergency Management Act 2013, Public Health and Wellbeing Act 2008 and the policy implications include the Emergency Management Manual Victoria (EMMV) for the management plan is a sub plan of the Buloke Municipal Emergency Management Plan.
8. Environmental Sustainability
Nil.
9. Conflict of Interest Considerations
No officer involved in the preparation of this report has a conflict of interest
10. Conclusion
Adoption of this management plan will provide council and council staff with clear direction and instruction on how to manage any blue-green algae blooms throughout the shire.
8.2.7 Planning for Sustainable Animal Industries Submission
Author’s Title: Director Community Development
Department: Planning and Community Support File No: LP/13/09
Relevance to Council Plan 2017 - 2021
Strategic Objective: Diversify and enhance our local economy.
|
That Council endorses the Planning for Sustainable Animal Industries Submission. Seconded: Cr Carolyn Stewart Carried. (R212/17) |
1. Executive Summary
The Victorian Government is seeking feedback on proposed reforms to planning controls for Victoria's animal industries.
2. Discussion
Victoria’s animal industries are significant contributors to the Buloke and wider Victorian economy. They are major employers in rural and regional Victoria and are Victoria’s largest agricultural industry.
Victoria’s planning system plays a key role in supporting the projected growth of our animal industries. While economic development must be supported, growth must occur in a sustainable way to protect the long term interests of all Victorians.
The Animal Industries Advisory Committee (AIAC) to consider how the planning system can better support the establishment and expansion of productive, competitive and market-responsive animal industries in Victoria, balancing environmental outcomes and community expectations.
In response to the AIAC’s final report, the Victorian Government released Planning for sustainable animal industries, which sets the strategic direction for planning for animal industries in Victoria.
The current Planning for Sustainable Animal Industries focuses on the planning scheme changes that need to be made to provide clarity to all parties. Many of the changes relate to small scale operations and as such do not impact significantly on the Buloke circumstances.
Our submission recommends clarifying some of the land use definitions and ensuring that Planners are well resourced to make assessments on planning permit applications before them.
3. Financial Implications
Nil
4. Cost Shift Considerations
Nil
5. Community Consultation
There has been no community consultation undertaken.
6. Internal Consultation
There has been internal consultation within the Planning Department.
7. Legislative / Policy Implications
The proposed changes will be reflected in all Planning Schemes through a VC Ministerial amendment under the Planning & Environment Act 1987.
8. Environmental Sustainability
The new proposed reforms would provide for additional environmental management considerations and requirements.
9. Conflict of Interest Considerations
No staff member involved in the preparation of this report had a conflict of interest
10. Conclusion
It is recommended that Council endorse the Planning for Sustainable Animal Industries Buloke Submission.
8.2.8 Buloke Library Advisory Committee
Author’s Title: Director Community Development
Department: Planning and Community Support File No: CD/09/11
Relevance to Council Plan 2017 - 2021
Strategic Objective: Build a healthy and active community
|
That Council notes the Draft Minutes of the meeting of the Buloke Library Advisory Committee for 23 October 2017. Seconded: Cr John Shaw Carried. (R213/17) |
1. Executive Summary
The Buloke Library Advisory Committee Terms of Reference required that the minutes of the meetings come to the next available Council meeting to be noted.
2. Discussion
The Buloke Library Advisory Committee held its inaugural meeting on 23 October 2017. The draft meeting minutes are attached to this report.
Councillor White was elected Chair of the Advisory Committee and decisions about borrowing criteria were made.
The next advisory committee meeting will be held 11 December 2017 at the Wycheproof Resource Centre.
3. Financial Implications
There are no financial implication considerations.
4. Cost Shift Considerations
There are no cost shift considerations.
5. Community Consultation
No community consultation is necessary for the purposes of this report.
6. Internal Consultation
Consultation on the draft minutes with the Chair has taken place.
7. Legislative / Policy Implications
As per the Terms of Reference adopted by Council for the Buloke Library Advisory Committee the minutes are required at the next available meeting.
8. Environmental Sustainability
There are no environmental sustainability matters arising from this Report.
9. Conflict of Interest Considerations
No officer involved in the preparation of this report had a conflict of interest.
10. Conclusion
It is recommended Council notes the Draft Minutes of the meeting of the Buloke Library Advisory Committee for 23 October 2017
8.2.9 Request for funding to support the Socio-Economic Value of recreational and Environmental Water- Survey 2017-2018
Author’s Title: Director Community Development
Department: Planning and Community Support File No: ED/09/14
|
Nil |
Relevance to Council Plan 2017 - 2021
Strategic Objective: Diversify and enhance our local economy.
|
That Council provides $5,000 funding to support the Socio-Economic Value of Recreational and Environmental Water- Survey for 2017-2018. Seconded: Cr David Vis Carried. (R214/17) |
1. Executive Summary
A request has been made for $5,000 funding support the Socio-Economic Value of Recreational and Environmental Water- Survey for 2017-2018.
2. Discussion
Following the 2016-2017 Socio-Economic Value of Recreational and Environmental Water- Survey and its related outcomes, it is intended that the survey become a three year longitudinal survey to capture all the relevant trends.
The initial survey was funded by the Wimmera Catchment Management Authority and Buloke was not required to contribute financially. The WCMA had advised that they will not be contributing the full cost for this year’s survey and therefore a request has been made to participating Councils for $5,000.
The information from the 2016-2017 survey demonstrated that Buloke has a net annual benefit from lakes of over a million dollars and another three hundred thousand in health benefits; it has the least benefits from rec-water of all the shires in the study and the lower benefit in Buloke is an opportunity for improvement to lift rec-water’s value to Buloke’s economy.
The survey also found that the benefits from rec-water usage is a better economic driver than any individual sport e.g. it brings more to the economy than football, netball, hockey, cricket or tennis.
The current Council Plan recognises the significance of Lakes through the recreational lakes upgrade project which has been funded and the Green Lake renewal project which has also been funded.
3. Financial Implications
The funding for the vehicle can be accommodated within the contributions and donations budget.
4. Cost Shift Considerations
Nil.
5. Community Consultation
The Survey consulted with a wide community during its initial survey year in 2016-2017 and intends to commence earlier this season to reach more community members.
6. Internal Consultation
There has been internal consultation with the Senior Leadership Team, Economic Development Officer and community facilities officer.
7. Legislative / Policy Implications
Nil.
8. Environmental Sustainability
The survey is focused on capturing the value of both recreational and environmental water to assist Council decision making.
9. Conflict of Interest Considerations
No officer involved in the preparation of this report has a conflict of interest.
10. Conclusion
It is recommended that Council provide $5,000 funding to support the Socio-Economic Value of recreational and Environmental Water- Survey for 2017-2018.
8.2.10 Community Grants and Sponsorship
Author’s Title: Community Development Officer
Department: Planning and Community Support File No: GS/09/42
|
Nil |
Relevance to Council Plan 2017 - 2021
Strategic Objective: Build a healthy and active community
|
That Council allocates: 1. $2000
to the Donald Pony Club from the Project Support Fund; and 2. $2000 to the Donald Garden Club from the Project Support Fund.
Seconded: Cr John Shaw Carried. (R215/17) |
1. Executive Summary
The purpose of this report is to recommend that Council approves the allocation of funds
from the Community Grants and Sponsorship Program to the projects listed above.
2. Discussion
Donald Pony Club plans to demolish the existing clubhouse, which is infested with white ants and replace it with a portable modular structure. The club caters for over 200 members and collaborates with Buloke Equestrian Club, the Donald Show Society; Midland Zone hosts events at the facility. Donald High School utilises the facility for student learning activities. The Pony Club intends to use the Community Grant funding to leverage other grant funds to resource the project. Applications have already gone into funding bodies, including FRRR.
Donald Garden Club wishes to provide Fruit Fly traps to provide protection to the Donald community. The Garden Club believes that Fruit Fly represents a significant threat to garden production in Donald. Fruit Fly has been detected in the Donald area and the potential for significant spread of this pest is significant.
Agriculture Victoria funding is not currently available to communities in the Southern Mallee. This local initiative will assist the Donald community in proactively responding to the threat.
3. Financial Implications
This allocation of $4,000 takes the amount of community grants and sponsorship to $10,795 for the 2017-18 budget year. The total budget for this program is $20,000.
|
2017 - 18 |
||
|
Charlton Rotary Art Show |
event sponsorship |
$ 500.00 |
|
Gordon Park Fence |
Project support |
$ 2,000.00 |
|
Birchip Choir |
Project support |
$ 745.00 |
|
Charlton Cricket Club |
Project support |
$ 2,000.00 |
|
Donald Portable Dance Floor |
Project support |
$ 1,050.00 |
|
Birchip Christmas Party |
sponsorship |
$ 500.00 |
|
Donald Pony Club |
Project support |
$2,000.00 |
|
Donald Garden Club |
Project support |
$2,000.00 |
|
|
|
$ 10,795.00 |
4. Cost Shift Considerations
No cost shift considerations.
5. Community Consultation
Nil
6. Internal Consultation
Council officers have consulted with the applicants and reviewed all documentation associated with the applications.
7. Legislative / Policy Implications
The community grants and sponsorship program has been developed in response to the Local Government Investigations and Compliance Inspectorate guidelines.
8. Environmental Sustainability
Positive environmental outcomes are associated with the Donald Garden Club project.
9. Conflict of Interest Considerations
No officer involved in the preparation of this report had a conflict of interest.
10. Conclusion
It is recommended that Council notes and approves the allocation of funds to the applicants.
8.2.11 Municipal Emergency Management Plan
Author’s Title: Manager Emergency and Project Coordination
Department: Works and Technical Services File No: ES/13/02
Relevance to Council Plan 2017 - 2021
Strategic Objective: Responding to and enhancing our built and natural environment
|
That Council: 1. Adopt the Municipal Emergency Management Framework - Version 2; and
2. Adopt
the Municipal Emergency Management Plan – Issue 5 (public and
non-public versions). Seconded: Cr David Vis Carried. (R216/17) |
1. Executive Summary
This report is presented to Council to adopt a revised emergency management framework (MEMF) and revised municipal emergency management plan (MEMP).
2. Discussion
Council is committed to review of emergency management plans annually, following a significant event or as result of legislative changes. The following reviews have been completed:
Municipal emergency management framework
This framework was developed to help Council move towards a best practice model for emergency management planning and preparedness. The framework encourages community resilience participation during planning, response and recovery. The MEMF outlines clear structures, business continuity management and clarifies legislative obligations and responsibilities, in line with principles of the Victorian Preparedness Goal 2016. The public version of this plan is available to the broader public and published on Councils website. The non-public version of this plan includes private information (eg personal contact details on the vulnerable persons register) and is available to relevant emergency responders and published on the Buloke Crisisworks library.
Municipal emergency management plan
Amendments to the MEMP reflect changes to the Emergency Management Manual of Victoria (EMMV) and MEMP audit processes.
3. Financial Implications
There are no significant cost implications in this report.
4. Cost Shift Considerations
There are no cost-shift considerations in this report.
5. Community Consultation
The MEMF and MEMP provide for community resilience participation. External agencies and stakeholders have been engaged during the review of these plans.
6. Internal Consultation
The MEMF – Version 2; and MEMP – Issue 5 (public and non-public versions) have been endorsed by the municipal emergency management planning committee (MEMPC) and recommended to Council for adoption.
7. Legislative / Policy Implications
· Australian Maritime safety Authority Act 1990
· Building Act 1993
· Bushfires Royal Commission (Report) Act 2009
· Bushfires Royal Commission Implementation Monitor Act 2011
· Catchment & Land Protection Act 1994
· Charter of Human rights & Responsibility Act 2006
· Country Fire Authority Act 1958
· Dangerous Goods Act 1985
· Electrical Safety Act 1998
· Emergency Management Act 1986
· Emergency Management Act 2013
· Emergency Services Telecommunications Authority Act 2004
· Environment Protection Act 1970
· Equipment (Public Safety) Act 1994
· Fire Services Commissioner Act 2010
· Local Government Act 1989
· Planning & Environment Act 1987
· Public Health and Wellbeing Act 2008
· Road Management Act 2004
· Road Safety Act 1986
· Victoria State Emergency Service Act 2005
· Water Act 1989
· Water Industry Act 1994
8. Environmental Sustainability
The MEMF refers to environmental sustainability as part of natural environment recovery.
9. Conflict of Interest Considerations
No officer involved in the preparation of this report have a conflict of interest.
10. Conclusion
Adoption of the revised MEMF and MEMP will provide Council, staff, and participating agencies with clear emergency planning to support resilient community preparedness.
8.2.12 Local Roads to Market Program
Author’s Title: Director Works and Technical Services
Department: Works and Technical Services File No: GS/03/02
|
Nil |
Relevance to Council Plan 2017 - 2021
Strategic Objective: Diversify and enhance our local economy.
|
That Council: 1. Submit
applications under the Local Roads to Market Program for the following
projects: - Gravelling the Ninda Turriff Road for $545,333 - Upgrading Birchip-Corack Road for $490,000 - Upgrading Watchem Warracknabeal Road for $237,000 - Upgrading Yeungroon Road for $350,000 - Sealing Industry Drive, Donald for $81,000.
2. Considers
the following allocations as matching contribution for the projects in the
development of the 2018/19 capital budget: - Gravelling the Ninda Turriff Road for $272,667 - Upgrading Birchip-Corack Road for $245,000 - Upgrading Watchem Warracknabeal Road for $118,000 - Upgrading Yeungroon Road for $175,000 - Sealing Industry Drive, Donald for $41,000.
Seconded: Cr David Vis Carried. (R217/17) |
1. Executive Summary
This report is presented to Council to consider submitting applications for funding under the Local Roads to Market Program for gravelling the Ninda Turriff Road, upgrades to the Watchem Warracknabeal, Birchip Corack and Yeungroon Roads, and sealing of Industry Drive, Donald.
2. Discussion
The $200 million Agriculture Infrastructure and Jobs Fund (AIJF) is a State Government to Victorian program aimed at strengthening the performance and resilience of the agriculture sector.
Funds from the AIJF are available for first and last kilometre local road works
and bridges along agricultural freight routes through the $25 million Local
Roads to Market Program.
The objective of the program is to upgrade local roads and bridges to allow more direct routes and access for higher productivity vehicles (B-doubles and Higher Mass Limit trucks). The use of these types of vehicles is important in improving the efficiency of the rapidly increasing freight task in Victoria, especially in rural, regional and interface areas. The Program aims to have larger vehicles travelling on more direct routes resulting in safer and more efficient transportation of agricultural products.
Applications for the Local Roads to Market Program close on 30 November and Council is required to contribute $1 for every $2 sought under the program. Council was successful in the previous round in obtaining funding for the Yeungroon Road upgrade.
Council recently altered its Road Management Plan and road hierarchy to upgrade the Ninda-Turriff to an access road. The basis of this change was due to the high level of heavy vehicle traffic that are forced to take a longer route in the supply chain. There are many farmers that need to use the road to transport product to silos and also the large logistics company, Mott Bleeser Logistics, operates from the area. It is proposed to gravel resheet an 11.5km section of the road at a cost of $818,000. It is recommended that Council apply for $545,333 for these works and consider $272,667 in the development of the 2018/19 budget as matching funding.
The Birchip-Corack Road is one of Council’s most utilised and more
important roads. The project has been listed as a priority under the Wimmera
Southern Mallee Regional Transport Group Supply Chain Strategy. Following the
recent wet season, the road has deteriorated and causing delays and safety
concerns for heavy vehicles and is need of renewal. The project involves
rehabilitating a 2.1km section of the road at the value of $735,000. It is
recommended that Council apply for $490,000 for these works and consider
$245,000 in the development of the 2018/19 budget as matching funding.
Similarly, the Watchem
Warracknabeal Road services a relatively large amount of heavy traffic and in
particular services the intensive industry. The road will be temporarily
patched, but needs more renewal funds spent on it to ensure longevity of
performance. This project involves rehabilitating a 1.015km section of road at
the value of $355,000. It is recommended that Council apply for $237,000 for
these works and consider $118,000 in the development of the 2018/19 budget as
matching funding.
The Yeungroon Road was funded under this project in previous years. It is a key link to the Charlton Feedlot and also recent windfarm developments and carries a large amount of heavy traffic. The road was never built to cater for such large trucks and as such, the road has deteriorated over many years. It is proposed that council continue its push to continue the renewal of this key link road. The project involves rehabilitating a 1.5km section of the road at the value of $525,000. It is recommended that Council apply for $350,000 for these works and consider $175,000 in the development of the 2018/19 budget as matching funding.
Industry Drive in Donald forms a key part of the industrial estate. It links Racecourse Road with Enterprise Drive and Tower Road, but is not sealed. To connect this road and attract greater investment, it is proposed that an application be made to seal the 350m section of road at a value of $122,000. It is recommended that Council apply for $81,000 for these works and consider $41,000 in the development of the 2018/19 budget as matching funding.
3. Financial Implications
The total value of these projects is $2.55 million.
The total amount of matching funding that Council needs to consider from other funds is $851,667 from the 2018/19 capital budget. Whilst this is a significant commitment, this matching contribution can be made from Council’s Roads to Recovery funding, which in 2018/19 is expected to be $1.3 million. In addition, it is very unlikely that Council would be successful for funding for all projects and therefore, it is expected that the contribution from Council would be much less than $851,667.
4. Cost Shift Considerations
There are no cost shift considerations associated with this report
5. Community Consultation
These priorities have been developed through discussion with community members, particularly for the Ninda and Donald projects. If any of the grants are successful, discussions will be had with local residents about the functional designs.
6. Internal Consultation
Councils Works and Technical Services team and the Economic Development Officer have discussed the projects.
7. Legislative / Policy Implications
The recommendations are in line with Council’s Road Management Plan, as well as the Council Plan, which prioritises the need to seek funding for heavy vehicle routes. It also aligns with regional strategic documents developed in conjunction with the Wimmera Southern Mallee Regional Transport Group and the Central Murray Regional Transport Forum, as well as Council’s Major Projects Pipeline 2017/18.
8. Environmental Sustainability
There are no environmental sustainability considerations in this report.
9. Conflict of Interest Considerations
No staff involved in the preparation of this report has a conflict of interest.
10. Conclusion
All of the five projects identified are key transport priorities for Council and the Local Roads to Market Program provides a great opportunity to leverage funds with state government funds. It is recommended that Council applies for funding for gravelling the Ninda Turriff Road, upgrades to the Watchem Warracknabeal, Birchip Corack and Yeungroon Roads, and sealing of Industry Drive, Donald.
8.2.13 Review of s86 Committees
Author’s Title: Director Corporate Services
Department: Corporate Services File No: CM/17/04
Relevance to Council Plan 2017 - 2021
Strategic Objective: Support our councillors, staff, volunteers and the community to make informed and transparent decisions.
|
That Council: 1. Signs
and affixes the seal to the attached Instrument of Delegation (Terms of
Reference) for the Charlton Park Recreation Reserve Special Committee; 2. Signs
and affixes the seal to the attached Instrument of Delegation (Terms of
Reference) for the Wycheproof Recreation Reserve Special Committee; 3. Signs
and affixes the seal to the attached Instrument of Delegation for the Birchip
Community Housing Special Committee; and 4. Exempts members of the Charlton Park Recreation Reserve Special Committee, Wycheproof Recreation Reserve Special Committee and the Birchip Community Housing Special Committee from the requirement to submit primary and ordinary returns of interest in accordance with the requirements under the Local Government Act 1989. Seconded: Cr Carolyn Stewart Carried. (R218/17) |
1. Executive Summary
The Local Government Act 1989 (the Act) provides that Council may establish Special Committees (s86 Committees) and delegate to Committee members certain functions, duties and powers.
The Section 81(2A) Act further provides Council may exempt members of s86 Committees from the requirement to submit a primary return or an ordinary return.
2. Discussion
Section 86 of the Act allows Council, by instrument of delegation, to delegate certain functions, duties or powers under the Act or any other Act to a Special Committee.
Council has three established s86 Committees, as follows:
· Charlton Park Recreation Reserve Special Committee
· Wycheproof Recreation Reserve Special Committee, and
· Birchip Community Housing Special Committee.
The Act requires Council to review delegations to s86 Committees within twelve months of an election.
The attached Instruments of Delegation (Terms of Reference) for the Charlton Park Recreation Reserve Special Committee and the Wycheproof Recreation Reserve Special Committee were both endorsed at Council’s 2016 May Ordinary Meeting, following a period of extensive consultation with both Committees.
At the 2014 May Ordinary Meeting, Council formally appointed the Birchip Community Housing Committee as a s86 Committee to manage the George Gould homes, and delegated certain functions, duties and powers to the Committee in accord with the Act. The Instrument of Delegation is attached to this report.
A report to the 2013 March Ordinary Meeting outlined the review of the status of Committees of Management, including s86 Committees, appointed by Council to assist with the care, maintenance and management of Council owned facilities and land. Following this report, Council staff worked with a number of Special Committees with the intent of transitioning them to Advisory Committee status or updating their Instrument of Delegation (Terms of Reference) to meet best practice standards. A final review of the status of this project will be undertaken during the 2017/18 year to ensure all matters arising from the review have been appropriately actioned.
3. Financial Implications
S86 Committees have certain obligations and limitations imposed for financial management responsibilities, to ensure transparency in the use of financial resources for community benefit.
Costs associated with s86 Committees are incorporated into the 2017/18 Annual Budget.
4. Cost Shift Considerations
There are no cost shift considerations.
5. Community Consultation
Extensive consultation occurred with the Committees during the 2015 review of Council’s s86 Committee arrangements, and in the development of a revised Instrument of Delegation (Terms of Reference) for the Charlton Park Recreation Reserve Special Committee, the Wycheproof Recreation Reserve Special Committee and the Birchip Community Housing Committee.
Council staff maintain regular contact with s86 Committees to support and monitor compliance, maintenance requirements and operational matters.
6. Internal Consultation
Consultation has occurred with the Manager Community Facilities in the preparation of this report.
7. Legislative / Policy Implications
The review of Instruments of Delegation a prescribed matter under the Local Government Act 1989.
Section 81(2A) provides that Council may exempt a member of a Special Committee who is not a Councillor from being required to submit a primary return to an ordinary return.
8. Environmental Sustainability
There are no environmental sustainability implications associated with this report.
9. Conflict of Interest Considerations
Officers involved in preparing this report have no conflict of interest.
10. Conclusion
The Local Government Act 1989 prescribes s86 Committees must be reviewed within twelve months of an election. The Act also provides that members of s86 Committees may be exempt from the requirement to submit primary and ordinary returns.
8.2.14 Change to LGFV Program Trust trustee
Author’s Title: Director Corporate Services
Department: Corporate Services File No: FM/13/12
|
Nil |
Relevance to Council Plan 2017 - 2021
Strategic Objective: Deliver our service in a financially viable way
|
That Council: 1. Note
the change of Trustee of the LGFV Program Trust from National Australia
Trustees Ltd to NAB Trust Services; and 2. Affix the Council Seal onto the Acknowledgement and Consent Deed.
Seconded: Cr Ellen White Carried. (R219/17) |
1. Executive Summary
The MAV has recently written to Council to inform Council of a change in Trustee for the LGFV Program Trust from National Australia Trustees Ltd to NAB Trust Services Ltd.
2. Discussion
Council currently has a $7million loan obtained via LGFV Program Trust which is payable in 2019. The National Australia Trustees Ltd, who acted as the trustee for the LGFV Program Trust, was sold to IOOF in 2016.
NAB Trust Services Ltd has been established to provide corporate and institutional customers of the NAB, this includes, as a trustee for the LGFV Program Trust. As a result of the change in trustee National Australia Managers Ltd is undertaking the necessary steps to implement this change and obtaining consent. An Acknowledgement and Consent Deed is required to be signed and sealed by Council.
The purpose for the Acknowledgment and Consent is to provide consent to the retirement of the original trustee and the appointment of the incoming trustee. There are no other changes to the loan documentation or conditions.
3. Financial Implications
There are no financial implications arising as a result of this change. Interest and repayments for the existing loan are documented in the current Budget for Council.
4. Cost Shift Considerations
There is no cost shift consideration arising from this change.
5. Community Consultation
Not required.
6. Internal Consultation
Discussions have been held with the CEO and Acting Finance Manager.
7. Legislative / Policy Implications
Nil.
8. Environmental Sustainability
Nil
9. Conflict of Interest Considerations
No officer involved in the preparation of this report has a conflict of interest.
10. Conclusion
It is recommended that Council note the change in trustee for the LGFV Program Trust from National Australia Trustees Ltd to NAB Trust Services Ltd, and to authorise the use of the Council Seal on the Acknowledgement and Consent Deed.
8.2.15 Appointment of Authorised Officer
Author’s Title: Governance Officer
Department: Corporate Services File No: PE/02/01
Relevance to Council Plan 2017 - 2021
Strategic Objective: Support our councillors, staff, volunteers and the community to make informed and transparent decisions.
|
That Council, in the exercising of powers conferred by Section 224 of the Local Government Act 1989 and the other legislation referred to in the attached Instruments of Authorisation:
1. Authorises Mr. Howard Mills as per the attached Instrument of Authorisation;
2. Affirms that the Instruments come into force immediately the Common Seal of Council is affixed to the instrument and that it remain in force until 31 May 2018; and
3. Affixes Council’s Common Seal to the Instrument.
Seconded: Cr Ellen White Carried. (R220/17) |
1. Executive Summary
The purpose of this report is to affirm the appointment of Mr Howard Mills as a compliance officer.
2. Discussion
Mr. Mills has been seconded to the role of compliance officer for a period of 6 months. As a result of this, Mr Mills will require Council to appoint him as an authorised officer to allow him to legally carry out the duties of this position.
In some cases the authorisation is for the purposes of taking specific actions under each Act, some for the purposes of inspecting premises for compliance, some for the service of Notices and some for the purpose of issuing penalty/infringement notices. The authorisations also include the power to initiate prosecutions, but such action would only be undertaken with the specific authority of the Chief Executive Officer or on instructions from Council.
3. Financial Implications
Nil
4. Cost Shift Considerations
Nil
5. Community Consultation
Nil
6. Internal Consultation
Nil
7. Legislative / Policy Implications
Mr Mills will be an Authorised Officer for the administration and enforcement of various Acts and Regulations specified in the body of the report.
8. Environmental Sustainability
Nil
9. Conflict of Interest Considerations
No officer involved in the preparation of this report had a conflict of interest.
10. Conclusion
It is recommended that Council resolves to appoint Mr. Mills as an Authorised Officer as per the attachment.
8.2.16 Mildura North West Region Passsenger Rail Services
Author’s Title: Executive Assistant
Department: Office of the CEO File No: ssssss
|
Nil |
Relevance to Council Plan 2017 - 2021
Strategic Objective: Build a healthy and active community
|
That Council writes to Mildura Rural City Council indicating support for the Mildura North West Region Passenger Rail Services project and participation in a Working Group to oversight the development of a Feasibility Report for improving passenger services to the North West region of Victoria. Seconded: Cr Graeme Milne Carried. (R221/17) |
1. Executive Summary
Mildura Rural City Council are seeking confirmation of interest from relevant Councils that could be serviced by the introduction of passenger rail services to address the strong and ongoing community demand for passenger rail services to the North West region.
It is anticipated that a Council led Working Group would undertake an engagement and research project that would result in a feasibility report on options for improving passenger services to the North West region of Victoria.
If the project receives support it is anticipated that an initial meeting of the Working Group would occur in November 2017.
Councils invited to participate in the project led by Mildura Rural City Council include:
Buloke Shire
Northern Grampians Shire
Yarriambiack Shire, and
Central Goldfields Shire
2. Discussion
There are currently limited rail passenger services north-west of Bendigo to the North West region. The only rail passenger service currently provided to the north-west of Bendigo is the service between Bendigo and Swan Hill with a bus service to Mildura. All other public transport to Melbourne is by bus to Bendigo or Ballarat and then linking to a V/line service to Melbourne.
This regional project will require the full support of a council consortium covering the North West region of Victoria. The project strongly aligns with national, state, regional and council strategic priorities as follows:
· Regional Capitals Australia - Characteristics and Contribution of Australia's Regional Capitals - Policy Requirement - notes the need for improved infrastructure to stimulate investment and productivity, including transport infrastructure, recognising the economic gateway roles (linking producers, markets, ports etc.) that many rural communities and regional Cities play in the national economy.
· Plan Melbourne – the Vision for Melbourne – State of Cities includes a goal to maximise the growth potential of Victoria by developing a state of cities which delivers choice, opportunity and global competitiveness. Refer Direction 6.4 “Improve connections between cities”.
· Buloke Council Plan 2017-2021 – advocate for accessible public and community transport for all Buloke residents.
The North West region requires improved transport options and access for rural communities and disadvantaged groups to employment, recreation and education facilities.
Further, it is anticipated increased transport options and infrastructure could enhance the liveability and attractiveness of the region to residents, tourists and commerce.
A key goal for local councils is to collectively support the assessment of the social, environmental and economic value of connecting the North West Mallee region to Melbourne via fast passenger train service. This would include undertaking the following broad tasks:
· Assessing the existing community transport service needs in the study area.
· Identifying the cost of new passenger services that would improve connections between Melbourne and the north-west area.
· Identifying new community transport services that would improve connections between key towns within the study area.
· Identifying the cost of new passenger services that would improve connections between key towns within the study area.
3. Financial Implications
The level of financial support for this project from each participating Council is not yet confirmed, funding will be sought from relevant grant programs to support the project. A similar project recently completed by West Wimmera was contracted for $72,000.
4. Cost Shift Considerations
Public transport is a State Government funded service and funding support for this project will be sought from both Regional Development Australia and (Victorian) Regional Partnerships.
5. Community Consultation
The Working Group will liaise with their local communities and participate in regular meetings to establish an agreed research direction; contribute financially to the cost of research and seek contribution of other partners.
Where necessary and deemed appropriate by the Working Group, further discussion and consultation will occur with relevant stakeholders North West Rail Alliance, Regional Development Australia, VicTrack, regional economic and tourism bodies, community transport operators, regional partnership committees, Regional Development Victoria, and local state and federal government representatives as appropriate.
6. Internal Consultation
This proposal has been discussed with Councillors and relevant staff at a Briefing.
7. Legislative / Policy Implications
There are no legislative or policy implications arising from this report.
8. Environmental Sustainability
There are no environmental sustainability matters arising from this report.
9. Conflict of Interest Considerations
No officer involved in the preparation of this report has a conflict of interest.
10. Conclusion
It is recommended that Council indicate an interest in participating in this project to undertake a feasibility study on options for improving passenger services to the North West region of Victoria.
8.3 Financial Reports
8.3.1 Draft Minutes Audit Advisory Committee 13 September 2017
Author’s Title: Director Corporate Services
Department: Corporate Services File No: FM/02/09
Relevance to Council Plan 2015 - 2019
Strategic Objective: An organisation that is responsibly governed and values and supports the development of its people
|
That Council notes the draft minutes of the Audit Advisory Committee held on 13 September 2017. Seconded: Cr Daryl Warren Carried. (R222/17) |
1. Executive Summary
The Audit Advisory Committee is a statutory committee of Council which considers matters of governance, finance and risk management. The Committee is comprised of three independent members who provide advice on the integrity and effectiveness of Council’s financial reporting and risk management system.
2. Discussion
At its 13 September 2017 meeting, the Committee considered the following matters:
· Outstanding Actions
· Draft 2016/17 Financial Statements and Performance Statement
· Financial Performance as at 30 June 2017
· Draft Financial Management Letter and Closing Report issued by the Victorian Auditor General Office (VAGO)
· Debtor Write-off
· Draft Business Continuity Management policy
· Review of the Municipal Emergency Management Plan Audit Process
· Related Party Transactions policy
· Summary of Inquiries: Central Goldfields Shire Council and Ararat Rural City Council
· Status of the Occupational Health and Safety Internal Audit, and
· Draft Audit Committee Charter
Draft Minutes of the September 2017 Committee meeting have been attached to this report. The Minutes will be adopted at the Committee’s December 2017 Meeting.
3. Financial Implications
The cost of the Audit Advisory Committee function is incorporated into the 2017/18 Annual Budget.
4. Cost Shift Considerations
There is no cost shift implications associated with the Committee.
5. Community Consultation
Not applicable.
6. Internal Consultation
Councillors and senior staff are invited to attend, and present as required, to at Committee meetings. Recommendations from the Committee are communicated to relevant staff members for action.
7. Legislative / Policy Implications
Council is required under the Local Government Act 1989 to create and maintain an Audit Committee.
8. Environmental Sustainability
Not applicable.
9. Conflict of Interest Considerations
No Officer involved in the preparation of this report had a conflict of interest.
10. Conclusion
The draft Audit Advisory Committee minutes are attached for the information of Council.
8.3.2 Financial Performance as at 30 September 2017
Author’s Title: Acting Manager Finance
Department: Corporate Services File No: FM/19/03
|
1 Income Statement 30 September 2017 2 Balance Sheet 30 September 2017 3 Cash Flow Statement 30 September 2017 4 Cash Flow Chart 30 September 2017 |
Relevance to Council Plan 2017 - 2021
Strategic Objective: Deliver our service in a financially viable way
|
That Council receives and notes the Financial Performance Report for the month ending 30 September 2017. Seconded: Cr John Shaw Carried. (R223/17) |
1. Executive Summary
The Income Statement provides a summary of the total income and total expenditure relating to the Council’s annual recurrent operations. It also specifically includes capital income but does not include capital works expenditure.
For the first three months of the financial year ending 30 September 2017, the surplus is $9.098M. Total income excluding capital grants is a surplus of $8.895M.
The Balance Sheet effectively shows a summary of the value of Assets (what we own) and our Liabilities (what we owe), both of which balance off against each other to show Equity (our net worth).
At the 30 September 2017, the Balance Sheet shows Council’s bank balance at $12.874M.
The Cash Flow Statement is formatted to compare Council’s 2017/2018 cash flow actual month results with the annual cash flow budget. At 30 September 2017, the Cash Flow Statement shows Council with a bank balance of $12.874M.
The Capital Works Program report reflects $420,000 of capital works has been expended as at the 30 September 2017 (The Current Budget forecast capital works for 17/18 year is $10.8m, this includes $1.5M of works carried over from last financial year).
Flood Restoration Works
The September 2016 flood event has been approved for funding under the Natural Disaster Financial Assistance Program. The current cost estimate for these restoration works is $10.2M which will be fully funded under the assistance program. The cost of these works was not allowed for in the 2017/18 Budget because the scope of the works was unknown at that time. The income and expenditure associated with the flood event will be incorporated into Council’s 2017/18 forecast figures, commencing from the 31 December Finance Report onwards.
2. Financial Implications
The table below provides an overview of Council’s financial position at 30 September 2017, or the financial year ending on that date.
|
Description |
YTD Budget Sept 2017 |
Actuals at 30th Sept 2017 |
Variance YTD Budget Sept Vs September Actuals |
|
$'000 |
$'000 |
$'000 |
|
|
|
|
||
|
Total income excluding capital grants |
15,172 |
14,488 |
(684) |
|
|
|||
|
|
|
||
|
Total expenses |
5,996 |
5,593 |
403 |
|
|
|||
|
Total capital grants income |
765 |
203 |
(562) |
|
Total capital expenditure |
446 |
420 |
(26) |
The September financial summary table above reflects the following:
a. Total income excluding government grants
The negative variance occurs largely as a result of the part prepayment of Council’s 2017-18 Victorian Grants Commission payment. These funds were received in late June 2017. The YTD budget assumed these funds all being received during the 2017/18 financial year.
b. Total expenses
Positive variance occurs largely as a result of timing delays.
c. Capital Grant Income
The actual result for capital grant income to the end of September is $203,000. The significant variance in this area, (below budget by $562K to the end of September) has been caused by delays in the grant receipts on the Roads to Recovery and the Lake Tyrrell projects. It is often difficult to predict the timing of capital grant receipts when formulating the budget due the uncertainty associated with the timing of grant approvals.
d. Capital Expenditure
Council has expended $420,000 on capital works during the first three months of the financial year.
3. Community Consultation
No consultation with the community was required for the production of this report.
4. Internal Consultation
The reports have been prepared in consultation with the budget managers directly responsible for Council budgets.
5. Legislative / Policy Implications
The report is consistent with the requirements of the Local Government Act 1989.
6. Environmental Sustainability
This report has no direct impact on environmental sustainability.
7. Conflict of Interest Considerations
No officer involved in the preparation of this report had a conflict of interest.
8. Conclusion
With a quarter of the financial year complete there are two material budget variances, the previously reported timing changes to the receipt of Victorian Grants Commission funds and the fully funded flood restoration works. Neither of these variances will impact Council’s overall financial position. The first is a timing change and the second is expenditure fully funded by a government grant. In summary, Council’s overall forecast operating result position is in line with budget.
Council held cash and investment assets at the 30 September 2017 of $12.87M. This continues to reflect Council’s strong cash position.
8.4 Organisational Reports
|
Council to receive the reports as presented by Councillors.
Seconded: Cr John Shaw Carried. (R224/17) |
Cr Vis attended:
· Buloke Shire Community Forum Summit – noted the excellent attendance by the community.
· Advance Sea Lake Inc AGM – Graeme Forrester was elected President and some new people have joined the group.
· Funding announcement by Mark Gepps @ Sea Lake Oval for lights $80,000.
· Lake Tyrrell Steering Meeting with design architects.
Cr Shaw attended:
· Charlton Park for Neil Daniher Motor Neurone Disease fundraising drive.
· Central Victorian Greenhouse Alliance Meeting
· Charlton Art Show
Cr Warren
12/10/17 Loddon Mallee WRRG Board meeting Melbourne
12/10/17 Workspace AGM Bendigo
16/10/17 Community Summit Wycheproof
17/10/17 Wimmera Mallee Tourism Wail
18/10/17 Council Briefing Culgoa
18/10/17 Recreational Lakes Meeting Birchip
19/10/17 Donald Men’s Shed Meeting
20/10/17 Hobsons Bay Business Awards Williamstown
23/10/17 Solar Meeting Rex Theatre
25/10/17 Donald 2000 Meeting
26/10/17 Donald Recreation Reserve AGM meeting
27/10/17 Buloke Shire Flood Warning Meeting Charlton
27/10/17 Charlton Park 2020 Funding Announcement
1/11/17 Economic Development Briefing Donald
1/11/17 Council Briefing Donald
2/11/17 Loddon Mallee WRRG Interviews Wedderburn
2/11/17 Rex Theatre Committee Meeting
3/11/17 Loddon Mallee WRRG Board meeting Melbourne
Cr Stewart attended
· Buloke Shire Community Summit - Wycheproof
· Economic Development Workshop - Donald
· Rex Theatre Meeting - Charlton
Cr Milne attended
· Parliamentary Enquiry to Sustainability - well attended by Buloke Community Groups
· Buloke Shire Community Forum Summit - was a great success.
· Buloke Library Advisory Committee meeting
Cr Pollard attended
· MAV Conference and State Council Meeting – presentations are on MAV website
· Representing Shire at Regional Development Victoria Awards Event (to see our two local finalists and then Wycheproof Bakery to win their award)
· Opening of Mark Gepps office in Woodend. Premier in attendance.
· VicTrack and VicRoads to discuss rail upgrade through Wycheproof. Design includes grass to remain.
Cr White
Delegate Meetings:
1. Central Murray Regional Transport Forum
No meeting held this month
2. Buloke and Northern Grampians Landcare Network
No meeting held this month
3. Mallee Local Transport Forum
Minister Allan has announced the new Flexible Local Transport Program, which will provide grants for community based projects. Details of this program will be discussed at the next forum meeting, on November 24th.
Highlights of the month
1. I attended the Weir pool opening in Donald and was very excited when Minister Neville made the announcement of the full funding for the Green Lake project. Three members of the steering group for that project were in attendance and it was lovely to see their joy. This project, as we know, means a lot to the communities in the Northern end of the Shire
2. Community Forum summit in Wycheproof which was very well attended by people from across the Shire.
3. Councillor briefing in Culgoa, where we heard the Culgoa Community Development Groups plans for the next few years. They have some great ideas across tourism, social, health and economy.
4. I attended the Buloke Library Advisory Committee meeting, and was elected as Chair. This was a pleasant surprise, but one I welcomed, as I have a clear vision for library services in Buloke. Libraries, in their evolving form, are essential for lifelong learning and social support.
5. The project consultants for the Lake Tyrrell meeting met at the Lake on 25th October. It was a well attended meeting, providing the consultants with the opportunity to walk from the viewing platform to see the issues and the opportunities.
6. I co-convened the Buloke Womens Network event, Champagne at Sunset on Lake Tyrrell. The event was attended by 130 women from all postcodes in the Shire, and the feedback has been really good, providing the network with ideas for the future.
7. Economic development workshop and councillor briefing in Donald
9. OTHER BUSINESS
9.1.1 Wooroonook CFA Fire Station Building
Author’s Title: Executive Assistant
Department: Office of the CEO File No: DB/04/02
|
Nil |
Relevance to Council Plan 2017 - 2021
Strategic Objective: Support our councillors, staff, volunteers and the community to make informed and transparent decisions.
Cr Pollard declared a direct Conflict of Interest in this item due to being Group Officer for Country Fire Authority (CFA) District, of which Wooroonook CFA is part of.
Cr Pollard left the Council Chamber at 8.22pm.
|
That Council write to the Member for Ripon, Louise Staley MP, the Minister for Emergency Services Hon James Merlino and Chief Executive Officer of the CFA, Frances Diver requesting that:
(a) the Wooroonook CFA fire station is rebuilt incorporating a meeting space that can be used by volunteers and the community;
(b) other CFA fire station projects in the Buloke Shire are not delayed as a result of the rebuild of the Wooroonook CFA fire station;
(c) That the brigade be allowed to go on using the whole premises, until such time as it is replaced, as it has been using it in the past; and
(d) that absolute consideration be given to the brigade to retrieve fixtures and permanent fittings, ie kitchen cabinets and the like, that were provided through family and community donation.
Seconded: Cr Carolyn Stewart
Amendment to motion That Council write to the Member for Ripon, Louise Staley MP, the Minister for Emergency Services Hon James Merlino and Chief Executive Officer of the CFA, Frances Diver requesting that:
(a) the Wooroonook CFA fire station is rebuilt incorporating a meeting space that can be used by volunteers and the community;
(b) other CFA fire station projects in the Buloke Shire are not delayed as a result of the rebuild of the Wooroonook CFA fire station;
(c) That the brigade be allowed to go on using the whole premises, until such time as it is replaced, as it has been using it in the past, should the building be deemed safe; and
(d) that absolute consideration be given to the brigade to retrieve fixtures and permanent fittings, ie kitchen cabinets and the like, that were provided through family and community donation.
Moved: Cr ellen white Seconded: Cr JOhn
shaw Amendment to motion put carried. (R225/17) |
Background
The Wooroonook CFA have been advised that their building is unsafe and will need to be demolished and replaced. This is expected to occur over the next 12 months. The current fire station includes a meeting room that was constructed by and with funds raised by the community. The CFA have advised the Wooroonook CFA volunteers that the proposal to replace the fire station will not include a meeting room.
The meeting room is an important meeting place for both the CFA volunteers and other community groups in Wooroonook. Funds raised to build and furnish it were raised by the community to ensure that they had a place to hold committee meetings and social gatherings. Losing the meeting room will be a devistating blow to this small community. The morale has already been severely damaged.
The CFA have also advised that rebuilding the Wooroonook fire station may impact on the timing of other fire station projects in the Shire, this would unfairly disadvantage those communities who should not be impacted by the issues that have occurred with the Wooroonook fire station.
Cr Pollard returned to the Council Chamber at 8.33pm.
9.2 Questions from Councillors
Cr Vis
Lake Tyrrell Project
Cr Vis enquired if there were any updates on the Lake Tyrrell Project.
Director of Works and Technical Services responded to advise the following updates:
· Survey data received by VicRoads therefore the design of the intersection can commence
· Cultural heritage management plan is still under discussion
· Designers have a few initial ideas for consideration
· Department of Environment, Land and Water Planning meeting being held next Wednesday, discussions will occur on issues related to this project.
Cr Shaw
Hiring Lifeguards – Swimming Pool Season
Cr Shaw enquired about the status of hiring lifeguards.
Director of Works and Technical Services responded to advise the following updates:
· There have been difficulties recruiting lifeguards particularly for the commencement and end of the swimming pool season; and that they are
· Still advertising and promoting roles to attract more staff.
Cr Milne
Signage for Roads Requests/Issues – Leitchfield Country Fire Authority
Referred to issue raised by Captain from Leitchfield Country Fire Authority with regards to signage for roads. Concern was expressed there is no action taken to date. Whilst understanding the cost and complexity of the matter, has resubmitted requests for consideration.
Decommissioned Channels/ Intersections - Grampians Wimmera Mallee Water
Requested a progress report regarding the Grampians Wimmera Mallee (GWM) Water decommissioned channels, intersections etc.
Director of Works and Technical Services responded to advise that GWM Water have done risk assessments on crossings and will continue to remove per their annual program/budget allocation. Still significant amount of work to be completed. Council continues to raise high risk ones identified. No up to date information on channels, will follow up with GWM.
Hydrants and Tanks – No Wet Weather Access
Cr Milne expressed concern this issue usually impacts homes/businesses and puts them at risk. Cr Milne enquired about the status of a proposal where disused stack sites be used to get gravel for these access points?
Director of Works and Technical Services responded that there was no further changes or information on the issue. Each Council had different arrangements which is making it difficult to co-ordinate.
Letter to Editor – Birchip Truck Stop Update
Query as to our response to the Birchip truck stop update letter to the editor.
Director of Works and Technical Services took this question on notice.
Response to Letters to Editor
Cr Milne expressed concern and enquired about responses to “Letters to the Editor” particularly where the facts are incorrect and are undermining Council.
The CEO responded that there were many factual inaccuracies and misunderstanding of rates and local government processes in a number of recent letters to the editor and that this could perhaps be addressed through a wider education and engagement program on Council rates and finances, through Council’s column and during the upcoming budget process.
9.5 Matters Which May Exclude The Public
|
That Council closes 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: |
|
|
9.5.1 Contract No 41 2016/17 Construction of Birchip Early Learning Centre |
(d) contractual matters |
|
9.5.2 Contract No 50 - 2017/2018 Civil Engineering Consultancy Services |
(d) contractual matters |
|
|
|
|
Seconded: Cr David Vis Carried. (R226/17) |
|
|
That Council reopens the meeting to the public pursuant to Section 89(2) of the Local Government Act 1989 and brings resolutions from the closed session into open session. Seconded: Cr Carolyn Stewart Carried. (R229/17) |
resolution from the closed session:
Item 9.5.1 Contract No 41 2016/17 Construction of Birchip Early Learning Centre
|
That Council: 1. Notes and declares the Confidential Attachment to this Report for Contract C41 2016/17 for the Construction of Birchip Early Learning Centre, pursuant to s 77(2) of the Local Government Act 1989 on the grounds that it relates to contractual matters as described in s89(2) of the Local Government Act 1989;
2. Approves an additional $57,000 allocation from Council’s 2017/18 operational budget towards the project;
3. Award Contract No. C41 2016/17 for the Construction of Birchip Early Learning Centre to Noonan Builders Pty Ltd for the lump sum price of $517,850.00 (excluding GST) and affixes the Common Seal; and
4. Delegate authority to the Chief Executive Officer to approve payments to the Contractor for undertaking the works associated with the Contract. (R227/17) |
Item 9.5.2 Contract No 50 - 2017/2018 Civil Engineering Consultancy Services
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That Council: 1. Notes and declares the report and attachment for C50 - 2017/18: Civil Engineering Consultancy Services to be confidential; pursuant to Section 77 (2) of the Local Government Act 1989, on the ground that it relates to Contractual Matters as described in Section 89 (2) of the Local Government Act 1989;
2. Awards
the contract (Contract No. C50 - 2017/18) Civil Engineering Consultancy
Services to the following companies: · Driscoll Engineering Services Pty Ltd, · CT Management Group Pty Ltd, · Total Property Developments (Vic) Pty Ltd, · Regional Management Group Pty Ltd, · Rural Works Ptd Ltd and · Engineering
Management Styles Ptd Ltd for the Rates tendered by each
company respectively in Schedule 1 - Schedule of Rates for the initial three
year Contract Term, and affix the Common Seal; and 3. Delegates authority to the
Chief Executive Officer to exercise options under the contract and approve
payments to the Contractor for undertaking works associated with the
Contract. (R228/17) |