Minutes of Ordinary Meeting - 14 February 2018

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 14 February 2018

Minutes of the Ordinary Meeting held on Wednesday, 14 February 2018 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

Hannah Yu Director Corporate 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

Motion:

That Council adopt the Minutes of the Ordinary Meeting held on Wednesday, 13 December 2017.

Moved: Cr Daryl Warren

Seconded: Cr John Shaw

Carried.

(R252/18)

4. REQUESTS FOR LEAVE OF ABSENCE

5. DECLARATION of PECUNIARY AND conflictS of interest

There were no declarations of interest.

6....... Questions from the Public

Nil 5

7....... Procedural Items

7.1 Report of Assembly of Councillors Meetings 6

7.2 Correspondence Initiated by Council 7

7.3 Letters of Congratulations and Recognition of Achievement/Awards 8

7.4 Building Permits - Monthly Update 11

7.5 Planning Applications Received - Monthly Update 13

8....... General Business

8.1 Policy Reports 16

Nil 16

8.2 Management Reports 17

8.2.1 Status update on Major Projects 17

8.2.2 Submission into the Inquiry into Vicroads’ Management of Country Roads 22

8.2.3 Heavy Vehicle Safety and Productivity Program 24

8.2.4 Permission to seek Authorisation from the Minister to prepare Planning Scheme Amendment C36 – Rezone parcels of land at Wooroonook Lakes, Watchem Lake and Tchum Lake to reflect public ownership and use. 27

8.2.5 Community Grants and Sponsorship 31

8.3 Financial Reports 35

8.3.1 Financial Performance as at 31 December 2017 35

8.3.2 Minutes Audit Advisory Committee 12 December 2017 39

8.4 Organisational Reports 41

8.4.1 Appointment of Interim CEO 41

8.5 Reports from Councillors 43

9....... OTHER BUSINESS

9.1 Notices of Motion 45

9.1.1 Recreational Water - GWM Pricing Submission 45

9.2 Questions from Councillors 47

9.3 Urgent Business 47

Nil 47

9.4 Any Other Business 47

Nil 47

9.5 Matters Which May Exclude The Public 48

The Meeting may be closed to members of the public to consider confidential matters. 48

9.5.1 C52 - 20817/18 Design of Donald Multipurpose Community Facility Redevelopment 48

9.5.2 Supply of Electricity and GreenPower to Small Tariff Sites 48

If the meeting has been closed it will be brought back into open session by resolution 48

resolutions from the closed session 48

9.5.1 C52 - 20817/18 Design of Donald Multipurpose Community Facility Redevelopment 48

9.5.2 Supply of Electricity and GreenPower to Small Tariff Sites 49

10..... MEETING CLOSE

NEXT MEETING

The next Ordinary Meeting of Council will be held in Wycheproof Supper Room, 367 Broadway, Wycheproof on Wednesday, 14 March 2018 at 7.00pm.

LUCY ROFFEY

CHIEF EXECUTIVE OFFICER

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 14 February 2018

7.2 Correspondence Initiated by Council

Author’s Title: Administrative Support Officer - Executive Office

Department: Office of the CEO File No: GO/06/09

Attachments:

Nil

Motion:

That Council notes the record of correspondence sent and responses received.

Moved: Cr David Vis

Seconded: Cr John Shaw

Carried.

(R254/18)

Table of correspondence

Council Initiative

Correspondence sent to

Date sent

Date of response

Summary of response

Wooroonook Fire Station

Frances Diver

Chief Executive Officer CFA;

Hon James Merlino

Minister for Emergency Services; and

Louise Staley MP

16 Nov 2017

5 Feb 2018

12 Dec 2017

Noted that CFA has advised of correspondence with Wooroonook CFA, encouraged CFA’s to continue working together to resolve issue.

Advised details of meetings with both CFA and Wooroonook Brigade to ensure suitable rebuild and community consultation.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 14 February 2018

7.3 Letters of Congratulations and Recognition of Achievement/Awards

Author’s Title: Executive Assistant

Department: Office of the CEO File No: CR/13/01

Attachments:

Nil

Motion:

That the Council acknowledge and congratulate the persons and/or groups mentioned in the report for their achievements.

Moved: Cr David Vis

Seconded: Cr John Shaw

Carried.

(R255/18)

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
Buloke Shire Council	Justin Di Caprio (Watchem) Charmaine Delaney (Donald)	December 2017	Jointly awarded Buloke Shire Council 2018 Scholarship to undertake the Loddon Murray Community Leadership Program.
Wycheproof P-12 College	Joseph Fawcett	December 2017	Dux of Wycheproof P-12 College
Birchip P-12 School	Elise Bales	December 2017	Dux of Birchip P-12 School
Charlton College	Apryl Start	December 2017	Dux of Charlton College
Donald High School	Aiden Goode	December 2017	Dux of Donald High School
Tyrrell College	Justin Boxall	December 2017	Dux of Tyrrell College
McPherson Smith Rural Foundation	Joe Collins (former student of Tyrrell College)	7 February 2018	Recipient of the McPherson Smith Rural Scholarship
Wycheproof Alive	Bianca Orr	26 January 2018	Citizen of the Year – Wycheproof community
Wycheproof Alive	Alyssa Fawcett	26 January 2018	Young Citizen of the Year – Wycheproof community
Wycheproof Alive	2017 Mt Wycheproof Cup Day	26 January 2018	Event of the Year – Wycheproof community
Charlton Forum	Bernice Kenny	26 January 2018	Citizen of the Year – Charlton community
Charlton Forum	Megan Peverill	26 January 2018	Young Citizen of the Year – Charlton community
Charlton Forum	St Josephs 120 years of Catholic Education	26 January 2018	Event of the Year – Charlton community
Birchip Forum	Robyn Ferrier	26 January 2018	Citizen of the Year – Birchip community
Donald 2000	Adam Campbell	26 January 2018	Citizen of the Year - Donald community
Donald 2000	Muddy Warrior Challenge	26 January 2018	Event of the Year - Donald community
Advance Sea Lake Inc	Alison McClelland	26 January 2018	Citizen of the Year – Sea Lake community
Charlton Forum	Nathaniel Holmes-Brown – Charlton Cricket Club Trent Cossar – Charlton Cricket Club, Charlton Basketball Club Angel Grylls – Charlton Cabbaritta CWA Junior Girls Rose McGowan – Charlton Cabbaritta CWA Junior Girls Courtney Sait – Charlton Cabbaritta CWA Junior Girls, Charlton Netball Club Maddison Fitzpatrick – Charlton Cabbaritta CWA Junior Girls Lucinda Holmes – Brown – Charlton Cabbaritta CWA Junior Girls Megan Peveril – Charlton Netball Club, Charlton Lawn Tennis Club Lara Thompson – Charlton Netball Club Zara Jenkyn – Charlton Netball Club Charlie Patullo – Charlton Lawn Tennis Club Cobi Fitzpatrick – Charlton Lawn Tennis Club	26 January 2018	Youth Volunteer Recognition Awards
Wimmera Agriculture Society	Chloe Jane Donald	February 2018	Recipient of the Senior Rural Ambassador Award to represent Wimmera Region at the Royal Melbourne Show

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 14 February 2018

7.4 Building Permits - Monthly Update

Author’s Title: Compliance Administration Officer

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

Attachments:

Nil

Motion:

That Council notes the information contained in the report on Building Permits approved by staff from 1 December 2017 to 31 January 2018.

Moved: Cr John Shaw

Seconded: Cr Ellen White

Carried.

(R256/18)

1. Executive Summary

This report provides information on the Building Permits approved by staff from 1 December 2017 to 31 December 2017.

2. List of Building Permits Approved by Council Surveyor

Permit No.	Address	Project Description	Date Approved
20170089	69 Taverner Street, BERRIWILLOCK	Other: Sports Lighting	04/12/2017

3. List of Building Permits Approved by Private Surveyors

Permit No.	Address	Project Description	Date Approved
20170090	268 Reillys Road, CORACK	New Building: Storage Shed	07/11/2017
20170091	557 McLoughlans road, BALLAPUR	New Building: Farm Shed	18/10/2017
20170092	10 Sutcliff Street, SEA LAKE	New Building: Shade Structure	05/12/2017
20170093	2 Athol Court, DONALD	New Building: Dwelling, Verandah & Deck	30/05/2017

4. Executive Summary

This report provides information on the Building Permits approved by staff from 1 January 2018 to 31 January 2018.

5. List of Building Permits Approved by Council Surveyor

Permit No.	Address	Project Description	Date Approved
20180002	15-17 Menzies Street, CHARLTON	New Building: Shed	11/01/2018
20180003	19 Morris Street, BERRIWILLOCK	New Building: Storage Shed	11/01/2018
20180004	45 Hammill Street, DONALD	New Building; Extension to existing Building	11/01/2018
20180006	38-40 Halliday Street, CHARLTON	New Building: Storage Shed	18/01/2018
20180007	43-47 Campbell Street, BIRCHIP	New Building: Assembly Building- New Kindergarten School Building	18/01/2018

6. List of Building Permits Approved by Private Surveyors

Permit No.	Address	Project Description	Date Approved
20180001	1615 Dumosa-Birchip Road, DUMOSA	New Building Farm Shed	21/12/2017
20180005	1939 Borung Highway, JEFFCOTT	New Building; Farm Shed	12/10/2017

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 14 February 2018

7.5 Planning Applications Received - Monthly Update

Author’s Title: Planning Officer

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

Attachments:

Nil

Motion:

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

Moved: Cr Ellen White

Seconded: Cr David Vis

Carried.

(R257/18)

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
PPA732/17	Price Merrett Consulting	Calder Highway, Wycheproof (Lot 2, Plan 509864 Parish Bunguluke)	21/12/17	Two lot subdivision of land (rural dependent enterprise, Wyche Grain Co.)	Notice of application
PPA731/17	Emily Wardlaw – Aquirecomm P/L	2709 Nullawil-Birchip Rd., Nullawill (Lot 1 PS 432240)	21/12/17	Building and works for a Telecommunications Facility (optus tower, blackspot program)	In progress
PPA730/17	CNC Projects on behalf of GWMWater	Various locations	01/12/17	Native Vegetation Removal for the Mallee Towns Pipeline Project	Further info request (DELWP)
PPA729/17	Wycheproof Mens Shed	271 Broadway, Wycheproof	28/11/17	Extend the existing Mens Shed building	Further Info Requested
PPA727/17	Kevin Willey – Charlton Angling Club	Charlton Park	06/11/17	Construction of a Boat Ramp	LUAA requirements being sought

7.6 Charlton Park Committee of Management

Author’s Title: Governance Officer

Department: Corporate Services File No: ED/05/15

Attachments:

1 Charlton Park Committee of Management Minutes 5 Dec 2017 (refer Agenda)

Relevance to Council Plan 2017 - 2021

Strategic Objective: Support our councillors, staff, volunteers and the community to make informed and transparent decisions.

Motion:

That Council notes the Minutes of the Ordinary Meeting of the Charlton Park Committee of Management for 5 December 2017.

Moved: Cr John Shaw

Seconded: Cr carolyn stewart

Carried.

(R258/18)

1. Executive Summary

Charlton Park Committee of Management is a Special Committee of Council under Section 86 of the Local Government Act 1989. The minutes of meetings held by this Committee should be noted by Council.

2. Discussion

Charlton Park Committee of Management held an Ordinary Meeting on 5 December 2017. The meeting minutes have been attached to this report.

3. Financial Implications

Council is required to report on financial reports of Special Committees of Council.

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

Senior Management has been consulted in preparation of this report.

7. Legislative / Policy Implications

Council’s noting of the meeting minutes of Special Committees meets the requirements under the Local Government Act 1989.

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 minutes of the Ordinary Meetings of Charlton Park Committee of Management held on 5 December 2017.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 14 February 2018

8.2 Management Reports

8.2.1 Status update on Major Projects

Author’s Title: Director Works and Technical Services

Department: Works and Technical Services File No: GS/03/01

Attachments:

Nil

Relevance to Council Plan 2017 - 2021

Strategic Objective: Responding to and enhancing our built and natural environment

Motion:

That Council note the report detailing the status of key major projects.

Moved: Cr David Vis

Seconded: Cr Graeme Milne

Carried.

(R259/18)

1. Executive Summary

This report is presented to Council to detail updates and progress on some of the key major projects throughout the municipality.

2. Discussion

Many of Council’s key strategic documents, including the Council Plan and Major Projects Pipeline, highlight the emphasis on funding and delivering key infrastructure projects over the next four years.

Over the past 2 years, Council has been funded over $10.4 million for some of our key community projects and many of these projects are now progressing. Council and the community have also contributed funds to these projects. The following table provides a snapshot of the progress for the major projects to date.

Donald Community Precinct (Recreation Reserve) development ($2.8m)

Planning

Major Projects

Comments

Lake Tyrrell ($2.6m)

Design

· The design tender awarded to Thompson Hay Landscape Architects and the contract is well underway

· Contract awarded for Cultural Heritage Management Plan to Cooper Heritage and works are well underway.

· The lease with Cheetham Salt still under negotiation. On agreement, discussions were paused until the conceptual plans were agreed upon and the footprint of the site was known. This has occurred and negotiations have re-commenced.

· Mallee CMA are also contributing $140,000 to extend the project for roads, increased signage and a sky lounge.

· Concept plans have now been agreed by the Project Control Group and were presented to a community consultation on 8 December 2017.The designers are now moving to detailed design plans.

· Vicroads currently designing Bailey’s Rd/Calder Highway intersection, with survey complete.

· Anticipate going to tender for construction in April/May 2018.

· Regional Development Victoria announced $1,100,000 on11 November 2017.

· Sport and Recreation Victoria have passed a $100,000 application through to the next stage of the evaluation. The outcome should be known in February.

· An application has been submitted for Federal drought funds for $475,000.

· A $500,000 application has been submitted under the next round of Building Better Regions Fund (Federal).

· A report is to be presented to the February Council meeting to award the contract for an architect.

Recreation Drought Projects (Sea Lake, Charlton, Donald, Watchem

($380,000)

Under construction

· The Charlton works are complete and under budget, so we are currently completing aerating works to the oval.

· In Sea Lake, works to connect pipeline to reserve under railway line are to occur mid-February. There have been delays due to Victrack’s approval process. Oval irrigation works have been completed.

· In Watchem, a majority of works are compete. Finalizing the connections and testing are to be completed.

· Works are underway at Donald. A new pump is to be installed and the project is likely to be complete by mid-February.

Donald Levee Banks ($1m)

Practical Completion

· Practical completion has been awarded for the project.

· Staff have toured the site with the local steering committee, with some minor defects still to be resolved.

· Meetings to be held with GWM Water to explore solutions that surrounding the sewer connection to Goodwin Village.

· A budget analysis is being completed to ascertain if there is enough funding available to construct a demountable retaining wall across Camp Street on the Goodwin Village side of the river.

Charlton Levee Banks ($250,000)

Designs complete

· Full tender designs and initial consultation with community have been completed.

· Council have requested further meetings with DELWP in order to find further funds for geotechnical testing of material, a wider consultation process and an updated cost-benefit analysis based on the increased cost.

· The cost estimate for the project is between $8-10million.

Birchip – Safer Cumming Avenue Project

($350,000)

Design/ planning

· The designers have submitted functional plans and are moving forward with detailed designs.

· It is anticipated this project is tendered in early April.

· Landscaping plans to be drafted and presented to community in March.

Birchip Early Years Centre

($500,000)

Tender let

· Project awarded at November meeting.

· Noonan’s were successful contractor.

· Preliminary planning works commenced with onsite works beginning in mid-February.

· Aim is to be occupying the new Centre for Term 3 2018.

Green Lake

($2m)

Design/ planning

· $2m funding announced by the Minister for Water.

· A planning scheme amendment is required for the works to proceed. The documentation has been prepared and is ready to submit once the Cultural Heritage Management Plan (CHMP) has been approved.

· Cooper Heritage has been engaged to complete the CHMP

· GWM Water are managing the project, with Council assisting with planning and community engagement.

· Project Steering Group has been formed and the inaugural meeting held.

· Staff are working hard to ensure full statutory approvals have been sought before construction commences

Wycheproof Pool Change Facilities

($600,000)

Complete

· The project has been completed to a high standard by Noonan Builders, with minor defects to be finished.

· Date for an official opening have been tentatively booked for 23 February at 3.30pm. Awaiting confirmation from both State and Federal Governments.

Berriwillock Bowling Green

($400,000)

Underway

· Contract let to Berry Bowling Systems in 2017.

· Much of the civil works, including base, drainage, concreting and surrounds has been completed.

· The surface and light towers will be completed in late February 2018.

Plant Replacement

($600,000)

Tenders let

· A new tractor, mower and spray unit has been delivered.

· Council has awarded tenders for front-end loader and two twin-cab truck to be delivered in March/April.

· GPS Navman Tracking units have been installed on graders, street sweeper and slashing tractors to improve asset data.

Lake Amenity Project (Tchum, Watchem and Wooroonook)

($980,000)

Design

· Tenders to be released in mid-February and awarded in April. The documentation will be drafted to allow for contractors to tender for all three projects, or any individual projects

· Works to commence over Winter.

· Final consultation has been held with committees.

Charlton Park 2020

($4.2m)

Design complete

· The State Government funding of $1.5m announced on 27 October.

· Full construction plans have been finalized.

· A further review underway on reducing scope of external services, including

· Tenders to be called in mid-February.

· Some significant discussions are to be held with the community about their ability to conduct some of the construction with local trades at cost value.

Yuengroon Road Reconstruction

($460,000)

Design complete

· Tenders awarded and initial contract meeting held.

· Greg’s Digging to commence in mid-February and construction to take approximately 12 weeks.

ICT Corporate System / phone system upgrade

($800,000)

Planning

· Both projects shared services with Loddon Shire Council

· Phone system RFQ called for and evaluation underway.

· Corporate system EOI documentation developed. Likely to go to market in near future.

Sea Lake Recreation Reserve Oval Lighting ($120,000)

Planning

· Request for quotation to be sent out in early February.

· Works expected to commence in April 2018.

Nullawil drainage project ($90,000)

Complete

· Project completed in January by Greg’s Digging.

Donald Caravan Park Fire Service

($100,000)

Complete

· Project completed in November by Hardingham’s Plumbing.

These projects represent $18.2 million of investment and highlights the significant amount of project management work being undertaken by Council staff. It also is the realisation of a significant amount of community work to see these projects funded and delivered.

In addition to these projects, staff have been working on flood restoration program. The approximate $11million of works has been divided into minor and major works. All minor works will be completed under a schedule of rates contractual arrangement, whereas major sealed road pavement works will be completed as a series of lump sum tenders. The major sealed road pavement works have been broken into a number of clusters based on a geographic grouping.

The schedule of rates works for minor works and the first cluster of major sealed road pavement works are to go to tender on 10 February. The first cluster of projects includes the following roads:

· Berriwillock Springfield Road

· Renneys Road

· Nullawil Birchip Road

· Nullawil Quambatook Road

· Curyo West Road

Designs are being completed for the other major sealed road pavement works. These clusters involve rehabilitation works on the following roads:

· Barrakee Road

· Back St Arnaud Road (including floodway)

· Narrewillock Quambatook Road

· Yuengroon Road

· Seven Mile Road

· Watchem Corack Road

· Jeffcott Road

· Hogans Road

· Donald Avon Plains Road

· Marmal Church Road

· Devon Park Road

These flood restoration works are expected to continue over the following 12-18 months.

3. Financial Implications

These projects, including the $11million of flood reconstruction works, represents over $29 million of infrastructure development. This is predominantly due to the high success in external funding that has been achieved over the past eighteen months. There are financial risks that need to be managed carefully in ensuring that budget over-runs are minimised and each project is kept on time and budget.

4. Cost Shift Considerations

There are no cost shift considerations associated with this project.

5. Community Consultation

Each of these projects has had a range of community and stakeholder consultation.

6. Internal Consultation

A wide number of staff are involved in the management of these projects.

7. Legislative / Policy Implications

These projects represent key priorities in the Council Plan and Major Projects Pipeline.

8. Environmental Sustainability

Where possible these projects have been designed to incorporate environmental sustainable design elements. Key examples include the drought-proofing of recreation reserve, synthetic bowling green at Berriwillock and the sustainable features being incorporated into the Lake Tyrrell development.

9. Conflict of Interest Considerations

No officer involved in the development of this report has a conflict of interest.

10. Conclusion

There is a significant amount of projects being managed throughout the municipality and it is important that progress updates are provided to Council and the community. This report provides an overarching snapshot of the progress against each project.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 14 February 2018

8.2.2 Submission into the Inquiry into Vicroads’ Management of Country Roads

Author’s Title: Director Works and Technical Services

Department: Works and Technical Services File No: GR/18/01

Attachments:

1 VicRoads Submission (refer Agenda)

Relevance to Council Plan 2017 - 2021

Strategic Objective: Responding to and enhancing our built and natural environment

Motion:

That Council endorses the attached submission into the Inquiry into VicRoads’ Management of Country Roads.

Moved: Cr David Vis

Seconded: Cr Graeme Milne

Carried.

(R260/18)

1. Executive Summary

This report is presented to Council in order to endorse the attached submission made into the Inquiry into VicRoads’ Management of Country Roads.

2. Discussion

In November 2017, The Parliament of Victoria’s Law Reform, Road and Community Safety Committee announced the Inquiry into VicRoads Management of Country Roads and invited stakeholders and community members to make submissions.

Given the importance of VicRoads road network throughout the Shire in terms of community amenity, safety and productivity of our agricultural industry, it was deemed vital that Council make a submission.

The inquiry asked the following four key questions outlined below:

1. The effectiveness of VicRoads in managing country roads;

2. The existing funding model and its lack of effectiveness for country Victoria;

3. The lack of consultation with regional communities and their subsequent lack of input into prioritising which roads are in dire need of repair; and

4. The option of dismantling VicRoads and creating a specific Country Roads organisation and separate Metropolitan Roads body.

Council’s submission (attached) noted the following key points:

· VicRoads communication and engagement with the community needs improvement. Quite often residents will engage Council on VicRoads related issues, as there is limited ability to engage directly with VicRoads officers.

· The ‘Roads in Poor Condition’ policy, whereby roads with pavement failures are speed restricted, rather than fixed, highlights the underlying lack of investment in country roads. The amount of speed restricted zones on VicRoads roads within the Buloke Shire has increased over the past five years and the length of time that it takes to rehabilitate roads is outside of the expectations of the community. The examples provided included the Birchip- Sea Lake Road and the Borung Highway at Wooroonook.

· The need to improve flexibility when designing engineering solutions and to find urgent maintenance funding for roads that need fixing.

· The lack of security of future funding has hampered VicRoads ability to commit to projects and adequately plan future works. The doubling of funding in 2017/18 budget has been a great boost for VicRoads, however it has caused a substantial amount of issues in securing civil contractors at reasonable prices. The submission advocated for greater security of funding over a four year period to allow for better planning of works, improved community engagement and to better allow engineers and civil contractors to ‘gear up or down’ to complete works.

· The submission supports the Building our Regions Program, which has seen community priority projects such as the Charlton –St Arnaud Road floodway, Wycheproof pedestrian crossing and Cumming Avenue upgrades funded.

· Whether VicRoads is split into country and metropolitan bodies is not a key issue, particularly if the above budgetary, engagement and policy matters listed above are improved.

Given the closing date was 15 January, the attached submission has been lodged.

3. Financial Implications

There are no financial implications associated with this report.

4. Cost Shift Considerations

There are no cost shift considerations with this report.

5. Community Consultation

Given the tight timeframes, no formal consultation was completed to develop this submission. It did however draw on the range of conversations officers and councillors have had with the community regarding the performance of VicRoads over many years.

6. Internal Consultation

Councillors were briefed on this item at a previous Councillor Briefing session and members of the Senior Leadership Team were involved in the review.

7. Legislative / Policy Implications

Lobbying and influencing state government agencies, including submissions making submissions such as this one, is a key action through the Council Plan.

8. Environmental Sustainability

There are no environmental sustainability considerations in this report

9. Conflict of Interest Considerations

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

10. Conclusion

The Law Reform, Road and Community Safety Committee are considering the range of submissions and a report will be handed down in July 2018 with findings and recommendations.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 14 February 2018

8.2.3 Heavy Vehicle Safety and Productivity Program

Author’s Title: Director Works and Technical Services

Department: Works and Technical Services File No: GS/04/04

Attachments:

1 Birchip-Corack Road map (refer Agenda)

2 Watchem-Warracknabeal Road map (refer Agenda)

3 Yeungroon Road map (refer Agenda)

Relevance to Council Plan 2017 - 2021

Strategic Objective: Responding to and enhancing our built and natural environment

Motion:

That Council:

1. Submit applications under the Federal Government’s Heavy Vehicle Safety and Productivity Program for the following projects:

- Widening and strengthening the pavement of Watchem-Warracknabeal Road for $213,000;

- Widening and strengthening the pavement of Yeungroon Road for $525,000;

- Widening and strengthening the pavement of Birchip-Corack Road $441,000; and

- Calder Highway and Bailey Road Intersection upgrade (Lake Tyrrell) for 850,000.

2. Considers the following allocations as matching contribution for the projects in the development of the 2018/19, 2019/20 and 2020/21 capital budgets:

- Widening and strengthening the pavement of Watchem-Warracknabeal Road for $213,000;

- Widening and strengthening the pavement of Yeungroon Road for $525,000; and

- Widening and strengthening the pavement of Birchip-Corack Road $441,000.

Moved: Cr Ellen White

Seconded: Cr David Vis

Carried.

(R261/18)

1. Executive Summary

This report is presented to Council to consider making applications under Round 6 of the Heavy Vehicle Safety and Productivity Program (HVSPP).

2. Discussion

The HVSPP is a Federal Government initiative to fund infrastructure projects that improve productivity and safety outcomes of heavy vehicle operations across Australia.

State, territory and local governments are eligible to apply for funding for projects that will upgrade road infrastructure to improve heavy vehicle safety and freight efficiency, saving lives and reducing travel times for freight on Australia's roads.

The Australian Government will contribute up to 50 per cent of the total project cost to successful projects, up to a maximum of $5 million.

Council recently applied for a range of projects under the State Government Local Roads to Market Program, and these remain key priorities for Council. Whilst the outcome of these applications is not yet known, feedback has been given to officers that the total pool of applications significantly exceeded the funding available and not all projects would be funded. Given these projects have been well-scoped and industry support documentation has been sought, it is recommended that Council make applications for many of the same projects. These include:

Widening and strengthening the pavement of Watchem-Warracknabeal Road

The Watchem Warracknabeal Road services a relatively large amount of heavy traffic and in particular services the intensive industry. The road has been temporarily patched in recent times, 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 $426,000. It is recommended that Council apply for $213,000 for these works and consider $213,000 in the development of future capital budgets as matching funding.

Widening and strengthening the pavement of Yeungroon Road:

The Yeungroon Road has been a focus over the last five 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 2.040km section of the road at the value of $1,050,000. It is recommended that Council apply for $525,000 for these works and consider $525,000 in the development of future capital budgets as matching funding.

Widening and strengthening the pavement of Birchip-Corack Road:

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 $882,000. It is recommended that Council apply for $441,000 for these works and consider $441,000 in the development of future capital budgets as matching funding.

Each of these three roads are classified as either link or collector roads in our road hierarchy.

Calder Highway and Bailey Road Intersection upgrade (Lake Tyrrell)

In addition to these projects, Council is working on large-scale development on Baileys Road at Lake Tyrrell. The intersection also doubles as a wayside truck stop and is in significant need of an upgrade. Initial cost estimates provided by VicRoads indicate the upgrade is likely to cost around $1.7m, although these estimates will be strengthened throughout the design phase. Given the state funding is not enough to cover the full cost, it is recommended that Council apply for $850,000 and use the state government grant to match the contribution of $850,000 to improve the intersection for heavy traffic.

The guidelines state that all projects must be commenced by 1 July 2019 and the final date for completion to be 30 June 2021. This would allow Council to consider the matching contribution over a number of years.

3. Financial Implications

These grant applications represent $4.058million worth of upgrades. In considering the matching contributions, Council is able to make its own source matching allocation of $2.029million over the 2018/19, 2019/20 and 2020/21 financial years.

The $850,000 matching allocation for the Calder Highway/Baileys Road intersection project has been provided by the State Government already under the Lake Tyrrell Tourism Project.

Given the competitiveness of previous rounds of this fund, it is very unlikely that Council would be successful with all four applications.

4. Cost Shift Considerations

There are no cost shift considerations in this report

5. Community Consultation

These projects have been prioritised are a result through both community consultation and a review of asset condition data. Letters of support have already been received for each of these projects from industry groups. Staff have also been in regular discussion with VicRoads about the intersection upgrades at Baileys Road.

6. Internal Consultation

Staff from Council’s Works and Technical department have been consulted in the development of this report.

7. Legislative / Policy Implications

This project aligns closely with the Council Plan and the Major Projects Pipeline to upgrade key freight routes.

8. Environmental Sustainability

There are no environmental sustainability considerations in this report.

9. Conflict of Interest Considerations

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

10. Conclusion

This is a suitable funding opportunity for Council to pursue and it is recommended that funding submissions be made for upgrade works on the Watchem – Warracknabeal Road, Yeungroon Road, Birchip-Corack Road and the intersection of the Calder Highway and Baileys Road.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 14 February 2018

Author’s Title: Planning Officer

Department: Planning and Community Support File No: LP/08/04

Attachments:

1 C36 Maps Wooroonook, Watchem (refer Agenda)

2 C36 Map Tchum (refer Agenda)

Relevance to Council Plan 2017 - 2021

Strategic Objective: Responding to and enhancing our built and natural environment

Motion:

That Council approves the request to seek authorisation from the Minister for Planning to prepare Planning Scheme Amendment C36 to rezone parcels of land at Wooroonook Lakes, Watchem Lake and Tchum Lake.

Moved: Cr David Vis

Seconded: Cr John Shaw

Carried.

(R262/18)

1. Executive Summary

Buloke Shire Council is seeking to rezone a number of parcels of land at Wooroonook Lakes, Watchem Lake and Tchum Lake to reflect public ownership and actual use. The proposed changes seek to correct inappropriate zoning on these parcels of land, which is consistent with the requirements of the Planning and Environment Act 1987 for regular review of planning schemes.

2. Discussion

The land proposed to be rezoned and the intended rezoning are described in the table below.

Property Description

Proposed Rezoning

Map Ref.

Wooroonook Lakes

Address: 1433 Borung Highway, Wooroonook 3525

Crown Allotment: 67F Parish of Wooroonook

SPI: 67F\PP3892

Council Property Number: 187054502

From: Farming Zone

To: Public Park and Recreation Zone

38ZN

Address: 1433 Borung Highway, Wooroonook 3525

Crown Allotment: 67E Parish of Wooroonook

SPI: 67E\PP3892

Council Property Number: 187054502

From: Farming Zone

To: Public Park and Recreation Zone

38ZN

Address: 1433 Borung Highway, Wooroonook 3525

Crown Allotment: 67G Parish of Wooroonook

SPI: 67G\PP3892

Council Property Number: 187054502

From: Farming Zone

To: Public Park and Recreation Zone

38ZN

Address: Borung Highway, Wooroonook 3525

Crown Allotment: 67D Parish of Wooroonook

SPI: 67D\PP3892

Council Property Number: 187054702

From: Farming Zone

To: Public Conservation and Resource Zone

38ZN

Address: Borung Highway, Wooroonook 3525

Crown Allotment: 42A Parish of Wooroonook

SPI: 42A\PP3892

Council Property Number: N/A

From: Farming Zone

To: Public Conservation and Resource Zone

38ZN

Watchem Lake

Address: Watchem-Warracknabeal Rd., Watchem 3482

Lot on Plan: Lot 1 TP516303

SPI: 1\TP516303

Council Property Number: 186301103

From: Farming Zone

To: Public Park and Recreation Zone

28ZN, 29ZN

Address: Watchem-Warracknabeal Rd., Watchem 3482

Crown Allotment: 25L Parish of Watchem

SPI: 25L\PP3771

Council Property Number: 186301003

From: Farming Zone

To: Public Park and Recreation Zone

28ZN, 29ZN

Address: Watchem-Warracknabeal Rd., Watchem 3482

Crown Allotment: 25K Parish of Watchem

SPI: 25K\PP3771

Council Property Number: 186301003

From: Farming Zone

To: Public Park and Recreation Zone

29ZN

Address: Watchem-Warracknabeal Rd., Watchem 3482

Crown Allotment: 2002 Parish of Watchem

SPI: 2002\PP3771

Council Property Number: 186301003

From: Farming Zone

To: Public Park and Recreation Zone

28ZN, 29ZN

Address: Watchem-Warracknabeal Rd., Watchem 3482

Crown Allotment: 25H Parish of Watchem

SPI: 25H\PP3771

Council Property Number: 186301503

From: Farming Zone

To: Public Conservation and Resource Zone

28ZN, 29ZN

Tchum Lake

Address: Birchip-Wycheproof Rd., Narraport 3483

Lot on Plan: Lot 1 TP78108

SPI: 1\TP78108

From: Farming Zone

To: Public Park and Recreation Zone

22ZN

The subject land is publicly owned land and it is appropriate to rezone the land from Farming Zone (FZ) to Public Park and Recreation Zone (PPRZ) and Public Conservation and Resource Zone (PCRZ) to align the zoning of the land to reflect the ownership, actual use and conditions of the land. No farming activities are carried out on the subject land. Lake Wooroonook (Crown allotments 67E, 67F and 67G, Parish of Wooroonook), Watchem Lake (Crown allotments 25L, 25K and 2002 Parish of Watchem and Lot 1 TP516303) and Tchum Lake (Lot 1 TP78108) are used for camping and water based recreational activities including fishing, swimming and water skiing. The foreshores are popular camping sites having public toilets, lawned areas and a swimming jetty. The infrastructure at the lakes includes boat ramps to facilitate the launching of ski and fishing boats. Each of the lakes are connected to the GWM Water pipeline which fills the main recreational lake at each site maintaining the lake’s importance as recreational assets.

Crown allotments 67D and 42A Parish of Wooroonook and Crown allotment 25H Parish of Watchem are wetland and native vegetation areas that are of significant environmental value, providing an important habitat for water birds, and other native flora and fauna.

The purpose and controls of the of the Public Park and Recreation Zone will assist in facilitating the protection of the significant environmental qualities of the land, and recognise and preserve the areas of the land that are used for recreational purposes by the community. As well as being important local recreational facilities, the lakes bring visitors from outside the local area who contribute to the local economy.

The Public Conservation and Resource Zone will assist in protecting and conserving the natural environment and natural processes for their landscape habitat and cultural values.

The amendment is largely corrective in its nature and does not propose significant changes to the Buloke Planning Scheme. The amendment is consistent with the Local Planning Policy Framework, with no significant changes to the implementation of the Local Planning Policy Framework or the Municipal Strategic Statement.

3. Financial Implications

The cost of the amendment and the related advertising and the giving of notice will be borne by the Council.

4. Cost Shift Considerations

Nil.

5. Community Consultation

As per the Planning Scheme Amendment Process; notices will be placed in the Government Gazette, the local papers and sent to the adjoining landowners with the opportunity for written submissions to be received.

6. Internal Consultation

The Planning Department has considered the structure of this amendment.

7. Legislative / Policy Implications

The amendment process will be carried out as per the requirements of the Planning and Environment Act 1987.

8. Environmental Sustainability

The purpose and controls of the PPRZ and the PCRZ will assist in facilitating the protection of the significant environmental qualities of the land.

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 the request to seek authorisation from the Minister for Planning to prepare Planning Scheme Amendment C36 to rezone parcels of land at Wooroonook Lakes, Watchem Lake and Tchum Lake.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 14 February 2018

8.2.5 Community Grants and Sponsorship

Author’s Title: Community Development Officer

Department: Planning and Community Support File No: GS/09/42

Attachments:

Nil

Relevance to Council Plan 2017 - 2021

Strategic Objective: Build a healthy and active community

Motion:

That Council:

1. Consider the following allocations from the Community Grants and Sponsorship program:

– $500 to the Birchip P12 college to sponsor an Advanced Driving course for L2P participants;

– $2000 to the Wycheproof Community Resource Centre for the erection of a shed to house the Wycheproof community car as a Project Support grant;

– $2000 to the Watchem Progress Association for the erection of a fence at the Watchem community park as a project support grant; and

– $5000 to Wycheproof Alive for a land management plan for Mt Wycheproof from the Sustainability fund.

2. Consider a contribution of $5,000 from the electricity levy towards the CVGA Microgrids grant application.

Moved: Cr Ellen White

Seconded: Cr Carolyn Stewart

Carried.

(R263/18)

1. Executive Summary

The purpose of this report is to recommend that Council considers the allocation of funds from the Community Grants and Sponsorship Program to the projects listed above

2. Discussion

Birchip P12 is seeking sponsorship for an advanced driving course for students participating in the L2P program. This program has been a key element in the collaboration that has made “Birchip Cares” a success. The advance driving course will add value to the program and contribute a safer environment for young people here in Buloke.

The Wycheproof community car project intends to erect a shed adjacent to the Wycheproof Community Resource Centre to house their vehicle. Local communities have shown great initiative in sourcing funding and managing volunteers in order to provide transport for our older residents and others in the community who are suffering from disadvantage compounded by geographic isolation.

The Watchem community is applying for financial assistance to erect a fence in the Watchem community park in Hoban street. Council has provided funding to complement local fundraising and inkind support to purchase the needed materials. Watchem is experiencing a period of positive community activity with a number of community projects including a locally organised play group coming to fruition.

Funding for these projects would bring the total expenditure for the Community Grants and Sponsorship program to $19,304. This is a very positive position, as it demonstrates a strong uptake of the program in the 2017-18 financial year. With four months to go, council may wish to consider its position regarding funding the full application amount in each case. Any further applications following the expenditure of the program funds will be deferred until the next financial year.

The abovementioned applications meet the program guidelines and will, in each case contribute to the communities in which the projects will take place.

Wycheproof Alive, Friends of Mt Wycheproof sub-committee are seeking funding to beautify and manage the conservation of the mount , this funding will resource the completion of a comprehensive land management plan encompassing bio diversity, animal welfare, weed and pest control and potential tourism. Council will be actively involved as the delegated Committee of Management for the area and will develop the RFQ for the plan.

In addition to the funds set aside for the community sustainability reserve and Central Victorian Greenhouse Alliance membership from the electricity levy paid by the Coonooer Bridge Wind Farm there are minor funds for seed funding for sustainable projects.

Following on from that, a request to be involved in the CVGA Microgrid grant application has become available, requiring Council to make a contribution of $5,000 in the 18/19 financial year. It is recommended that Council become involved in the CVGA application.

3. Financial Implications

This allocation of $4500 takes the amount of community grants and sponsorship funds granted to $19304. The allocation of $5000 takes the amount of Sustainability fund grants to $39986

4. Cost Shift Considerations

No cost shift implications.

5. Community Consultation

Nil.

6. Internal Consultation

Council officers have consulted with the applicants and reviewed all documentation associated with the sponsorship 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

No environmental issues.

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 considers the allocation of funds to the applicants.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 14 February 2018

8.3 Financial Reports

8.3.1 Financial Performance as at 31 December 2017

Author’s Title: Manager Finance

Department: Corporate Services File No: FM/19/03

Attachments:

1 Income Statement December 2017 (refer Agenda)

2 Balance Sheet December 2017 (refer Agenda)

3 Cash Flow Statement December 2017 (refer Agenda)

4 Cash Flow Chart December 2017 (refer Agenda)

5 Capital Works Program December 2017 (refer Agenda)

6 Capital Works Chart December 2017 (refer Agenda)

Relevance to Council Plan 2017 - 2021

Strategic Objective: Deliver our service in a financially viable way

Motion:

That Council receives and notes the Financial Performance Report for the month ending 31December 2017.

Moved: Cr Carolyn Stewart

Seconded: Cr Graeme Milne

Carried.

(R264/18)

1. Executive Summary

Mid-Year Review

Council Officers during December reviewed all expenditure and income budgets for the 2017-18 year. This involved a thorough review of all income and expenditure at an activity level. Subsequent to this review the officers have now provided an updated forecast on all income and expenditure accounts for the year ending 30 June 2018. This forecast has been loaded onto Council budget management system, BIS and will form the starting point for the 2018-19 Budget Document.

In summary Council’s overall financial position is strong. The forecast operating result is in line with the original budget after allowing for the early receipt of Grants Commission funds, and reduction in capital grant income as a result of delays in certain capital projects. The Capital expenditure forecast is less that budget as a result of delays in three main projects.

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 six months of the financial year ending 31 December, the surplus is $9.3M. Total income excluding capital grants is a surplus of $8.8M.

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 31 December 2017, the Balance Sheet shows Council’s bank balance at $14.3M.

The Cash Flow Statement is formatted to compare Council’s 2017/2018 cash flow actual month results with the annual cash flow budget. At 31 December 2017, the Cash Flow Statement shows Council with a bank balance of $14.3M.

The Capital Works Program report reflects $2.4M of capital works has been expended as at the 31 December 2017 (The Original Budget with carryovers of $1.5M had capital works for 17/18 year at $10.8m. The forecast capital expenditure after the December 2017 mid-year review is $8.8M. The reduction occurs largely as a result of delays in the Charlton Park, Lake Tyrell and Lake Amenities Projects).

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 $11.1M 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 of $4M associated with the flood event has been incorporated into Council’s 2017/18 forecast figures. The remaining income and expenditure of $7.1M is budgeted to occur in the 2018-19 financial year.

2. Financial Implications

The table below provides an overview of Council’s financial forecast position at 30 June 2018. The forecast is based on the December Mid-Year Review.

Description	Adopted Budget With Capital Carryovers	Forecast 30 June 2018	Variance Adopted Budget Vs. Forecast
	$'000	$'000	$'000

Total income excluding capital grants	22,207	23,817	1,610

Total expenses	22,952	27,550	(4,598)

Net surplus/deficit excluding capital grants	(745)	(3,733)	(2,988)


Total capital grants income	4,948	3,620	(1,328)

Total capital expenditure	10,854	8,796	2,058

The Mid-Year Review Forecast summary table above reflects the following –

a. Total income excluding capital government grants

The variance in this area is made up of two components.

i. A negative variance occurs 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 budget assumed these funds were all being received during the 2017/18 financial year.

ii. A positive variance of $4.0M as a result of the receipt of flood restoration funds. These funds were not included in the original budget as the quantity of works was unknown at budget time.

b. Total expenses

Negative variance occurs largely as a result of the $4.0M of flood works that were not allowed in the budget. The other increases are projects that were not budgeted for such as the Roadside Weed and Rabbit control, Birchip Kindergarten, Supported Playgroups and carryover operation projects.

c. Capital Grant Income

The forecast for capital grant income to the year is now $3.6M. The significant variance in this area, (below budget by $1.3M) is caused by delays in the grant receipts on the Charlton Park 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 is now forecasting capital expenditure of $8.8M for the financial year. As mentioned previously the major factor for this is delay in government funding for various projects. In most cases the carryover of these projects will be incorporated into next year’s budget.

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

Operating

With six months 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, after allowing for these two variances the overall forecast operating result position is in line with the original budget.

Capital

Cash and Investments Position

Council held cash and investment assets at the 31 December 2017 of $14.3M. The Mid-Year Review is forecasting Council cash and investment position at 30 June 2018 of $12.0M. This continues to reflect Council’s strong cash position.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 14 February 2018

8.3.2 Minutes Audit Advisory Committee 12 December 2017

Author’s Title: Governance Officer

Department: Corporate Services File No: FM/02/09

Attachments:

1 Draft Audit Committee Meeting Minutes 12 Dec 2017 (refer Agenda)

Relevance to Council Plan 2015 - 2019

Strategic Objective: An organisation that is responsibly governed and values and supports the development of its people

Motion:

That Council notes the Minutes of the Audit Committee held on 12 December 2017.

Moved: Cr Carolyn Stewart

Seconded: Cr John Shaw

Carried.

(R265/18)

1. Executive Summary

The Audit Committee is a statutory committee of Council which considers matters of governance, finance and risk management. The Committee is comprised of three independent members and the Mayor. The Committee provides advice on the integrity and effectiveness of Council’s financial reporting and risk management system.

2. Discussion

At its 12 December 2017 meeting, the Committee considered the following matters:

· Outstanding Actions

· Internal Audit Report – Occupational Health and Safety

· Adoption of Policies and Audit Committee Charter

· Financial Performance as at 30 September 2017

· Audit Committee Self-Assessment

Draft Minutes of the December 2017 Committee meeting have been attached to this report. The Minutes will be adopted at the Committee’s February 2018 Meeting.

3. Financial Implications

The cost of the Audit 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 Committee minutes are attached for the information of Council.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 14 February 2018

8.4 Organisational Reports

8.4.1 Appointment of Interim CEO

Author’s Title: Chief Executive Officer

Department: Office of the CEO File No: EA/09/11

Attachments:

Nil

Relevance to Council Plan 2017 - 2021

Strategic Objective: Support our councillors, staff, volunteers and the community to make informed and transparent decisions.

Motion:

That Council:

- Appoint Ms Jessie Holmes as the Interim Chief Executive Officer(CEO) from close of business 2 March until close of business 30 March 2018;

- Appoint Mr Anthony Judd as the Interim CEO from close of business 30 March 2018 for a period of no longer than 12 months, or until such time a permanent appointment is made; and

- Commence the recruitment process for appointing a permanent CEO.

Moved: Cr Carolyn Stewart

Seconded: Cr David Vis

Carried.

(R266/18)

1. Executive Summary

For Council to determine the appointment of an interim CEO from close of business on 2 March for a period of no longer than 12 months, or until such time a permanent appointment is made.

2. Discussion

With the resignation of the CEO, Lucy Roffey Council need to commence a recruitment process to appoint a new CEO. While that process is underway, interim arrangements need to be put in place from close of business 2 March 2018.

Under the Local Government Act, Council must appoint a CEO. Council has the option to either appoint an existing staff member or share amongst existing staff members as the Interim CEO or engage a suitably qualified individual externally for a period of no longer than 12 months, or until such time a permanent appointment is made.

Quotes and CV’s have been sought from external agencies, to give Councillors an indication of the costs, skills and experience of suitable candidates should the Council choose to seek and external interim arrangement.

Councillors have been briefed and have had the opportunity to discuss and consider the options available for the interim CEO arrangements.

3. Financial Implications

The appointment of an external candidate may incur a higher cost that an internal appointment.

4. Cost Shift Considerations

Nil

5. Community Consultation

Nil.

6. Internal Consultation

Nil.

7. Legislative / Policy Implications

The appointment is in accordance with the Local Government Act requirements.

8. Environmental Sustainability

Nil

9. Conflict of Interest Considerations

Nil.

10. Conclusion

That an Interim CEO be appointed by the Council from close of business 2 March 2018.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 14 February 2018

8.5 Reports from Councillors

Cr White

Buloke Library Advisory Group Meeting – January

Ø Location of library re Watchem and Sea Lake to be determined.

Ø Branding for library discussed.

Ø Librarian position advertised mid-February with commencement mid March/early April.

Ø Media process – March to July media releases planned.

Municipal Emergency Management Planning Committee Meeting early Feb

Audit of plan required in 2018 and is to be undertaken by State Emergency Services

Cr Vis

No report provided.

Cr Shaw

North Central Local Learning Employment Network Board Meeting – Charlton

13 December 2017 - attended combined Probus group for Christmas Luncheon – Wycheproof

Cr Milne

Met with Andrew Broad MP on advocacy issues

Australia Day Awards and ceremonies in Birchip and Donald

Municipal Emergency Management Planning Committee Meeting

Ø Report from Municipal Fire Prevention Officer- notices for infringements totalled 525, 78 failed to comply and of which 33 required clearing. Second round 79 infringements re-issued and 43 new infringements.

Ø CFA raised haystack fires over the season, and concern about how hay is handled re safety including proximity to homes. Regrowth on Calder, Sunraysia highways and other towns re fire risk and animal hazards. Correspondence sent to VicRoads re possibility to further slashing, response in negative.

Cr Stewart

15 December 2017 - Wimmera Regional Library Board Meeting

31 January 2018 - CEO Appointment Meeting

1 February - Rex Theatre Meeting

5 February - Charlton Park Meeting

7 February - Birchip Council Briefing

14 February - Audit Committee Meeting

14 February - Citizenship Ceremony

Cr Warren

14 December 2017 Workspace meeting Bendigo

16 December Funding announcement Men’s Shed Donald with A Broad MP

19 December Wimmera Mallee Tourism meeting Hopetoun

19 December Donald High School presentation night

20 December Christmas function A. Broad & P Walsh Swan Hill

4 January 2018 Tour of the Tianjin Library in China (annual holidays)

9 January Meeting at Donald Council Office re Esoteric Festival 2018

24 January Donald 2000 meeting

26 January Attend Australia Day Celebrations in Berriwillock and Donald

30 January Meeting with Tower Road Residents re road improvements

1 February Rex Theatre Meeting

2 February Loddon Mallee Waste Group meeting Melbourne

4 February Attended public meeting Charlton re Matreyia Festival

5 February Inspection meeting Donald levee bank project

5 February Council meetings and briefing Birchip

8 February Workspace meeting Bendigo

13 February Mildura City Council meeting rail line meeting Ouyen

Cr Pollard

Hazmat training for Duty Officers for Country Fire Authority

Australia Day ceremonies – Birchip and Donald

McPherson Smith Rural Scholarship Award presentation to Joe Collins – Sea Lake

Buloke 2030 sessions in Nullawil, Culgoa and Wycheproof so far

East Wimmera Health Service funding announcement re further $1.3 million funding

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 14 February 2018

9. OTHER BUSINESS

9.1 Notices of Motion

9.1.1 Recreational Water - GWM Pricing Submission

Author’s Title: Councillor Milne

Department: Office of the CEO File No: GS/03/10

Attachments:

Nil

Motion:

That Council:

1. Make a submission to the Essential Services Commission on the GWM Water’s 2018 pricing submission, outlining the following:

· Council supports the continuation of the recreation water contribution charge, yet it opposes the planned increase of the cost of recreational water from $20 per Megalitre to $25 per Megalitre; and

· That GWM Water consider further discounts for recreational lakes.

2. Write to GWM Water outlining our concerns and that further consideration is given to support volunteer recreational lake committees with the annual cost burden of filling lakes.

Moved: Cr Graeme Milne

Seconded: Cr David Vis

Carried.

(R267/18)

1. Background

For some time, Councillors and staff have been in discussions with the recreational lake committees within the Buloke Shire about the financial burden for the cost of filling lakes. Whilst most of these volunteer committees derive income from membership fees, boat launching fees and camping fees, quite often they still struggle to meet the annual cost to top up the lake. The Wooroonook Lake Foreshore Committee is one that has struggled recently; particularly given blue green algae outbreaks have reduced the camping, boating and membership income.

Council and the state government are investing heavily into infrastructure upgrades of these lakes, with amenity block upgrades at Wooroonook, Tchum and Watchem, upgrades to toilet and shelter at Donald Folletti Lake and the $2 million project to return water to Green Lake. This capital investment, valued over $3million, highlights the importance that Council places on recreational Lakes. The investment is backed by a strong business case that highlights the importance of recreational lakes to our region. In a recent study entitled ‘Wimmera Southern-Mallee: Socio-Economic Value of Recreational Water’, it was found that the recreational lakes within the Buloke Shire Council contribute $1.045 million per annum to the local economy.

The State Government’s Water for Victoria Plan also recognises the recreational value of water to communities and the role water plays in helping sustain resilient, strong and healthy communities. New water legislation champions the requirement for water managers to consider the benefit and values of recreational water to communities. As part of this recognition, we are requesting increased financial support from GWM Water for our recreational lakes.

In 2018-2023 GWM Water Price Submission, it identifies that ‘the supply of water to recreation lakes was the most significant issue raised during the Water Plan 3 consultative period’. It is therefore disappointing to see the planned price increase of recreational water by 20% over the coming five years (from $20 per Megalitre to $25 per Megalitre), especially given the recreation contribution charge paid by GWM Water rated customers is also increasing from $16 to $18. The justification for the recreation contribution charge increase is to include schools in the recreation water classification for watering ovals.

Given the clear evidence of economic benefit and community support, Council should take an advocacy lead in requesting recreation water usage fees are reduced and increased financial support is provided to the lake committees.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 14 February 2018

9.5 Matters Which May Exclude The Public

Motion: 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 C52 - 20817/18 Design of Donald Multipurpose Community Facility Redevelopment	(d) contractual matters
9.5.2 Supply of Electricity and GreenPower to Small Tariff Sites	(d) contractual matters

Moved: Cr Carolyn Stewart Seconded: Cr Ellen White Carried. (R268/18)

Motion:

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.

Moved: Cr Carolyn Stewart

Seconded: Cr David Vis

Carried.

(R271/18)

resolutions from the closed session

9.5.1 C52 - 20817/18 Design of Donald Multipurpose Community Facility Redevelopment

That Council:

1. Notes and declares the Confidential Attachment to this Report for Contract C52 2017/18 for the Design of Donald Multipurpose Community Facility Redevelopment, pursuant to s77(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. Award Contract No. C52 2017/18 for the Design of Donald Multipurpose Community Facility Redevelopment to Antarctica Group Pty Ltd for the lump sum price of $113,250 (excluding GST) and affixes the Common Seal;

3. Delegates authority to the Chief Executive Officer to award Part B of Contract No. C52 2017/18 for the Design of Donald Multipurpose Community Facility Redevelopment to Antarctica Group Pty Ltd for the lump sum price of $28,500 excluding GST or such lesser amount as may be negotiated between Council and Antarctica Group Pty Ltd, but subject to availability of funding; and

4. Delegate authority to the Chief Executive Officer to approve payments to the Contractor for undertaking the works associated with the Contract.

9.5.2 Supply of Electricity and GreenPower to Small Tariff Sites

That Council:

1. Notes and declares the report and attachment for the Supply of Electricity and GreenPower® to Small Tariff Sites 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 Act;

2. Awards the contract for the Supply of Electricity and GreenPower® to Small Tariff Sites to AGL Energy for the rates tendered by AGL Energy outlined in the attached MAV Recommendation Report – Attachment C: Evaluation and Analysis Summary (PowerCor Network Area);

3. Delegates authority to the Chief Executive Officer to exercise options under the contract and approve payments to AGL Energy for the supply of electricity under the contract.

10. MEETING CLOSE

Meeting closed at 8.26pm.