Minutes of Ordinary Meeting

9.2 Questions from Councillors 50

9.3 Urgent Business 50

9.4 Any Other Business 50

9.5 Matters Which May Exclude The Public 51

The Meeting may be closed to members of the public to consider confidential matters. 51

9.5.1 C44D 2017/18 Flood Restoration Program 2017/18 - Major Road Rehabilitation Works (Part Cluster 2) 51

If the meeting has been closed it will be brought back into open session by resolution 51

10..... MEETING CLOSE

NEXT MEETING

The next Ordinary Meeting of Council will be held in Wycheproof Supper Room, 367 Broadway, Wycheproof on Wednesday, 8 August 2018 at 7.00pm.

Anthony Judd

CHIEF EXECUTIVE OFFICER

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 11 July 2018

7.2 Letters of Congratulations and Recognition of Achievement/Awards

Author’s Title: Executive Assistant

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

Nil

Motion:

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

Seconded: Cr Graeme Milne

Carried.

(R355/18)

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
Deakin University, Geelong	Emma Hogan	18 Feb 2018	Awarded Bachelor of Nursing Degree
Federation University, Ballarat	Lachlan Campbell	15 May	Awarded Bachelor of Nursing Degree
Federation University, Ballarat	Stacey Dunstan	15 May	Awarded Bachelor of Nursing Degree
Flinders University, Adelaide	Wendy Buteux	13 April	Awarded Bachelor of Paramedicine
University of Adelaide	Jessamy Bennett	8 May	Awarded Bachelor of Agriculture Science

Recognition of Achievement Items – continued.

Provider	Recipient	Date	Purpose for Recognition
Governor-General on recommendation of the Chief Commissioner of the Australian Police Force	Leading Senior Constable Brett Walker, Charlton P S Leading Senior Constable Peter Newell, Birchip P S		Recipient of a National Medal, an Australian Award given for long service by operational members of specified eligible organisations that protect life and property at some risk to itsmembers.
Governor-General on recommendation of the Chief Commissioner of the Australian Police Force	Leading Senior Constable Michael Jablonka, Charlton P S Leading Senior Constable Brett Walker, Charlton P S		Recipients of a National Police Service Medal awarded to recognise the unique contribution and significant commitment of those persons who have given ethical and diligent service as a sworn member of the Australia Police Service.
Victoria Police	Leading Senior Constable Michael Jablonka, Charlton P S Leading Senior Constable Brett Walker, Charlton P S Leading Senior Constable Peter Newell, Birchip P S Sergeant Nigel MacDonald, Officer in Charge, Charlton P S Leading Senior Constable Norm Birthisel, Donald P S		Recipients of a Victoria Police Service Medal which is awarded to recognise the sustained ethical and diligent service of Victoria Police employees.
Buloke Shire Council	Lorraine Loats Former Library Officer Wimmera Regional Library Corp		For her years of service provided as the library officer for the Donald, Charlton, Watchem and Birchip communities.
Buloke Shire Council	Wal St Clair Library Officer Swan Hill Regional Library		For his 20 plus years of service provided as the library officer for the Berriwillock, Culgoa, Nullawil, Sea Lake and Wycheproof communities

7.3 Building Permits - Monthly Update

Author’s Title: Compliance Administration Officer

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

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 11 July 2018

Nil

Motion:

That Council notes the information contained in the report on Building Permits approved by staff from 1 June to 30 June 2018.

Moved: Cr David Vis

Seconded: Cr Carolyn Stewart

Carried.

(R356/18)

1. Executive Summary

This report provides information on the Building Permits approved by staff from 1 June to 30 June 2018.

2. List of Building Permits Approved by Council Surveyor

Permit No.	Address	Project Description	Date Approved
20180029	6 Mount Street, WYCHEPROOF	New Building: Garage/Storage	07/06/2018
20180030	41 Campbell Street, BIRCHIP	New Building: Carport	07/06/2018
20180031	Watchem-Warracknabeal Road, WATCHEM	Demolition: Toilet Block	21/06/2018

3. List of Building Permits Approved by Private Surveyors

Permit No.	Address	Project Description	Date Approved
20180032	3616 Borung Highway, DONALD	New Building: Machinery Shed/Farm Shed	24/04/2018
20180033	224 Yeungroon-Woosang Road, YEUNGROON EAST	New Building: Shed	17/04/2018
20180034	3 Wilson Street, CHARLTON	Other: Re-Stump	23/04/2018
20180035	1105 Drury Road, BERRIWILLOCK	New Building: Machinery Shed	17/05/2018

7.4 Planning Applications Received - Monthly Update

Author’s Title: Planning Officer

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

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 11 July 2018

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 John Shaw

Seconded: Cr Carolyn Stewart

Carried.

(R357/18)

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

3. Application No	Applicant	Address	Date Rec	Summary of Proposal	Status
PPA744/18	Mark McLennan	3 Milburns Road, Wycheproof	21/06/2018	Alter access to Road Zone, Category 1 for the installation of a portable fuel cell.	Further Info requested
PPA745/18	Barry James	Calder Hwy, Nullawil	25/06/2018	Construction of a 3m x 3m storage shed – O’Brien Park	New
PPA746/18	Luke Uebergang	96 Horace Street, Sea Lake	26/06/2018	Demolish and remove a building	Notice of application

7.5 Charlton Park Committee of Management

Author’s Title: Governance Officer

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

1 Charlton Park Committee of Management Minutes 4 June 2018 – 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 4 June 2018.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 11 July 2018

Seconded: Cr John Shaw

Carried.

(R358/18)

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 4 June 2018. 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 4 June 2018.

7.7 Council Approval for use of Council Seal

Author’s Title: Contracts and Project Management Officer

Department: Works and Technical Services File No: PR/03/03

Nil

Motion:

That Council approval be granted to the Chief Executive Officer to execute the items as listed below.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 11 July 2018

Seconded: Cr David Vis

Carried.

(R360/18)

1. Executive Summary

Council approval is required for the use of the Council Seal on the items as listed below.

2. Agreements/Leases

PROPERTY/PROJECT	EXTERNAL PERSON OR ORGANISATION AGREEMENT IS WITH
Library service delivery - Wycheproof licence	Wycheproof Community Resource Centre Incorporated of 280 Broadway, Wycheproof, Vic 3527
Library service delivery – Culgoa licence	Culgoa Community Cooperative of 6 Main Street, Culgoa Vic 3530
Library service delivery – Sea Lake licence	Tyrell College School Council of 10 Sutcliff Street, Sea Lake, Vic 3533
Library service delivery – Birchip licence	Birchip P-12 School Council of 43-47 Campbell Street, Birchip, Vic 3483
Library service delivery – Donald licence	Donald Friends and Neighbours Society Incorporated of 61A Woods Street, Donald, Vic 3480
Library service delivery – Watchem Community Hub licence	Watchem Development Association Incorporated of 1-3 Waddell Street, Watchem, Vic 3482
Lake Tyrrell Project Sub-Lease for part of the land contained in Crown Allotment 27A Parish of Bourka (approx. 1338.6 hectares)	Cheetham Salt Limited (ACN 006 926 487) of Level 6/565 Bourke Street, Melbourne Vic, 3000 and The Minister for Energy, Environment and Climate Change of 8 Nicholson Street, East Melbourne Vic, 3002

8. General Business

8.1 Policy Reports

8.1.1 Protected Disclosure Policy

Author’s Title: Director Corporate Services

Department: Corporate Services File No: CM|14|18

1 Protected Disclosure policy – 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 adopt the Protected Disclosure policy.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 11 July 2018

Seconded: Cr John Shaw

Carried.

(R361/18)

1. Executive Summary

The Protected Disclosure Act 2012 (Vic) (the Act) is legislative framework for receiving protected disclosures and protecting those who make them.

As a requirement under the Act, Council is required to have effective processes in place for the management of protected disclosures.

2. Discussion

The Protected Disclosure Act 2012 repealed the Whistleblowers Protection Act 2001 and created a legislative framework for receiving protected disclosures and protecting those who make them.

The Act enables people to make disclosures about improper conduct within the public sector without fear of reprisal and aims to ensure openness and accountability by encouraging people to make disclosures and protecting them when they do.

The Act provides certain protections for people who make disclosures, and carries a number of civil and criminal penalties related to breaching confidentiality.

A review of Council’s Protected Disclosure policy has been undertaken to ensure compliance with the requirements of the Act. The reviewed policy has been attached to this report.

3. Financial Implications

There are no financial implications associated with this policy

4. Cost Shift Considerations

There are no cost shifts to consider

5. Community Consultation

Community consultation has not occurred as part of the review of the policy.

6. Internal Consultation

Consultation has occurred with the senior leadership team, and independent advice has been sought, in the review of this policy.

7. Legislative / Policy Implications

This policy has been prepared in accord with the requirement of the Protected Disclosure Act 2012.

8. Environmental Sustainability

There are no environmental sustainability matters relevant to this policy.

9. Conflict of Interest Considerations

In line with the legislative and policy implications, conflict of interest is also captured as part of the overall policy and procedures.

No Officer involved in the preparation of this report, or the review of the policy, has a conflict of interest.

10. Conclusion

This policy has been prepared in line with the requirements of the Protected Disclosure Act 2012. Adoption of this policy ensures that Council addresses the requirements of the Act.

It is recommended that Council adopt the Protected Disclosure policy.

8.2 Management Reports

8.2.1 Adopt Volunteer Strategy

Author’s Title: Director of Community Development

Department: Planning and Community Support File No: CD/10/14

1 Volunteer Strategy – 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 adopt the Volunteer Strategy.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 11 July 2018

Seconded: Cr Graeme Milne

Carried.

(R362/18)

1. Executive Summary

This report is presented to Council to adopt the Volunteer Strategy.

2. Discussion

The Volunteer Strategy prioritises six key strategies in which Council will support volunteering in Buloke which includes:

- Ensuring Buloke volunteers are recognised

- Buloke volunteers are supported

- Volunteering in Buloke is accessible and welcoming

- Recruiting more Buloke volunteers

- Assisting volunteers to plan for the future

- Leading by example

Council has been involved with volunteers through a range of areas and functions, but this Volunteer Strategy provides a commitment to the volunteers within the Buloke community that Council will continue and strengthen that support.

Already Council has undertaken some commitments in the strategy including:

- As part of National Volunteer Week, an afternoon tea was held at Donald, celebrating local volunteers and partnering with organisations such as the Donald Community Centre (who have just purchased a community car), the East Wimmera Health Service and the Centre for Participation in Horsham. This day was hugely successful and also provided the chance for our aged and disability services staff to update police checks, provide information and thank Meals on Wheels volunteers in a relaxed environment.

- Staff also got the opportunity to chat to volunteers at the Wyche Resource Centre volunteer recognition day.

- Following the success of the ‘pilot’ Donald volunteer day, plans will move forward to replicate this type of recognition and awareness across our other Buloke communities, with a focus on these events fitting each community’s individual needs to be as effective as possible.

- Staff have recently undertaken workshops delivered by Rob Jackson (UK volunteer expert and author of the “Complete Volunteer Management Handbook”) and look forward to applying this knowledge alongside the Strategy.

This Strategy links closely with the social inclusion aspect of the Inclusiveness Plan and they will complement each other as actions are worked through. The development of the Volunteer Strategy was a key action from the Council Plan.

3. Financial Implications

The funds received currently for volunteer coordination will be expended in accordance with an adopted strategy.

4. Cost Shift Considerations

Volunteers save all levels of government considerable costs but more importantly they are of undefined cost benefit to the communities they serve.

5. Community Consultation

The draft volunteer strategy was sent directly to the volunteers on our volunteer registry for comment as well as distributed through community groups, neighbourhood houses and through our online and print mediums.

The proposed Volunteer Strategy also received good coverage in local papers with verbal feedback received that it was an important recognition of volunteers. No formal submissions were received through the draft stage but positive informal feedback was received verbally.

6. Internal Consultation

Consultation with a range of internal staff including aged & disability staff, recreation staff, community development staff and early years staff has taken place.

7. Legislative / Policy Implications

Nil

8. Environmental Sustainability

Nil

9. Conflict of Interest Considerations

No officer involved with the development of this document or report has a conflict of interest.

10. Conclusion

It is recommended that Council adopt the Volunteer Strategy.

8.2.2 Draft Inclusiveness Plan for exhibition

Author’s Title: Director of Community Development

Department: Planning and Community Support File No: CD/11/13

1 Draft Inclusiveness Plan – Refer Agenda

Relevance to Council Plan 2017 - 2021

Strategic Objective: Build a healthy and active community

Motion:

That Council adopt the Draft Inclusiveness Plan for exhibition.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 11 July 2018

Seconded: Cr Ellen White

Carried.

(R363/18)

1. Discussion

The need for an Inclusiveness Plan was borne out of the expiry of the Disability Action Plan and a strong commitment by Council to set out a Plan for how we will look at including all sectors of our community.

The Inclusiveness Plan uses the Rural Social Inclusion Framework to set out the goals for what Council is going to achieve through:

Engage, Empower, Unite, Accept and Change.

The Plan looks at where we have come from with previous documents and how we will evaluate the Plan to know that we are successful.

2. Financial Implications

There will be costs associated with implementing the Inclusiveness Plan and these will include operational and material costs associated with delivering support services.

3. Cost Shift Considerations

Nil

4. Community Consultation

The plan was developed in close partnership with the community and it is recommended that an extended exhibition period be approved by Council to allow for the relevant staff to take the Draft Plan back to the community groups and members for feedback alongside the locally newspaper and social media avenues.

5. Internal Consultation

Internal consultation has taken place within the Community Development team.

6. Legislative / Policy Implications

The Draft Inclusiveness Strategy supersedes the Disability Action Plan and Positive Ageing Strategy.

7. Environmental Sustainability

Nil.

8. Conflict of Interest Considerations

No officer involved in this report has a conflict of interest

9. Conclusion

That Council adopt the Draft Inclusiveness Plan for extended exhibition.

8.2.3 Pledge to TAKE 2

Author’s Title: Director of Community Development

Department: Planning and Community Support File No: EM/13/07

1 TAKE 2 Action Sheets - Local Government – Refer Agenda

Relevance to Council Plan 2017 - 2021

Strategic Objective: Build a healthy and active community

Motion:

That Council:

1. Pledge to Sustainability Victoria’s TAKE2; and

2. Adopt the list of actions that are achievable by Council.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 11 July 2018

Seconded: Cr Ellen White

Carried.

(R364/18)

1. Executive Summary

This report is presented to Council to consider making a pledge to the Sustainability Victoria’s TAKE2 program and commit to a range of actions to support the state’s collective climate change program.

2. Discussion

Buloke residents are already feeling the effects of climate change with higher temperature, longer fire seasons and variable agriculture conditions. The State government has committed to a collective climate change program to achieve net zero emissions by 2050 and the TAKE2 pledge demonstrates local government’s commitment.

It is recommended that Buloke Shire Council take the pledge and also commit to the following actions that can be achieved by Councillors, staff and community.

Pledge to TAKE2

“Working together, we pledge to play our part and take action on climate change for Victoria, our country and our planet.”

The actions recommended to Council for adoption are:

Energy efficiency category

· Set minimum energy efficiency standards for constructing, renovating and maintaining Council-owned buildings

· Develop and implement a program to address energy efficiency in reactive maintenance.

Renewable energy category

· Review renewable energy options for aquatic centres

· Install solar photovoltaic on buildings that can support the technology

· Trial or install battery storage

· Find innovative market solutions for investment in renewable energy contracts

Emissions offsets category

· Assess and monitor Council’s carbon emissions

Transport and fleet category

· Assess fleet management to identify fuel efficiency opportunities

· Train staff in fuel efficient driving techniques

· Buy low emissions vehicles for Council’s passenger fleet

· Investigate fuel/vehicle options for Council’s heavy and commercial vehicles

· Investigate opportunities to install electric vehicle recharge infrastructure

Waste category

· Develop or update municipal waste management and resource recovery strategy

· Identify and set internal waste reduction targets

· Educate staff to better manage waste

· Reduce contamination in kerbside waste collection

· Identify opportunities to turn waste to energy

Natural and urban environment category

· Map local biodiversity

· Develop an integrated water cycle management plan that considers climate change threats, impacts, opportunities, and actions on biodiversity

· In regional areas, investigate how climate change could impact agriculture and sustainable land use

· Develop a tree inventory and management system to assess health, future planting options and canopy cover

· Engage the community on how climate change will affect future vegetation selection and planting in the municipality

Purchasing and contracting category

· Include environmental evaluation criteria in quotes and tenders

Culture and leadership category

· Encourage staff to TAKE2

· Set up an environment team to identify ways to reduce emissions at work

· Help councillors and staff reduce emissions by providing environmental professional development

· Promote Council’s environmental programs to the community

· Community Encourage the community to TAKE2

· Feature climate change in Council publications

· Support renewable energy bulk-buys for the community

· Support community owned renewable energy generators and retailer

3. Financial Implications

There will be minor costs associated with implementing the actions in the TAKE 2 Local Government checklist but these have demonstrated longer term payback including reduction in fuel usage and energy bills.

These costs will be reported through ongoing capital programs.

4. Cost Shift Considerations

Nil

5. Community Consultation

Nil

6. Internal Consultation

Internal consultation has taken place within the Senior Leadership Team and specific internal department areas including waste, environment, planning and asset management.

7. Legislative / Policy Implications

The list of achievable actions will require some amendments to internal council policies through procurement and fleet management.

8. Environmental Sustainability

The TAKE2 pledge is about reducing emissions to zero by 2050.

9. Conflict of Interest Considerations

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

10. Conclusion

That Council pledge to TAKE 2 and adopt the list of achievable actions to be taken by Council.

8.2.4 Buloke Shire Council 2017 - 2021 Year 1 Action Plan Review

Author’s Title: Director of Community Development

Department: Planning and Community Support File No: CM/13/06

1 Year 1 Annual Action Plan Report – Refer Agenda

Relevance to Council Plan 2017 - 2021

Strategic Objective: Build a healthy and active community

Motion:

That Council note the progress made against the Adopted Year 1 Action Plan for the Buloke Council Plan 2017-2021.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 11 July 2018

Seconded: Cr Carolyn Stewart

Carried.

(R365/18)

1. Executive Summary

Council adopted the Buloke Council Plan 2017-2021 and subsequently developed a Year 1 Action Plan for the implementation of the strategic objectives for quarterly progress reporting to Council.

2. Discussion

The Year 1 Action Plan was the first time that Council had adopted a document that would specifically demonstrate how the strategic objectives of the Buloke Council Plan 2017-2021 would be achieved.

Progress reports have been made to Council on two occasions throughout the year and Year 2 Action Plan was adopted at the June 2018 Council meeting. There were some learnings from Year 1 including the need to allow for timeframes to include appropriate exhibition and adoption timeframes as well as clearly identifying projects that are subject to funding or cross two financial years.

Of the 46 actions adopted; 30 were completed with 8 varied mainly as a result of timing and 8 on track as they cross over financial years for implementation including major capital projects like Lake Tyrrell, Charlton Park and Donald Community Precinct.

The Action Plan success demonstrates that the strategies set out in the Buloke Council Plan, whilst ambitious, are achievable when staff resources are aligned with the Councils priorities.

3. Financial Implications

The costs of the actions are listed alongside each of them and inform the budget development and SRP.

4. Cost Shift Considerations

Nil

5. Community Consultation

The Action Plan for Year 1 was adopted by Council and made available on the Council website. It also received coverage in the locally circulating newspapers and quarterly progress reports against the actions have been publically adopted by Council and also had coverage in the newspapers.

The development of the Council Plan included extensive community consultation and over the last twelve months as per the Actions consultation on a range of topics including community planning, inclusiveness, volunteers and economic development and tourism have taken place.

6. Internal Consultation

Internal consultation has taken place with the Extended Management Team to ensure the measures and timelines are achievable.

7. Legislative / Policy Implications

Nil

8. Environmental Sustainability

The natural environment and sustainability considerations are included in a myriad of actions

9. Conflict of Interest Considerations

No officer involved in this report has a conflict of interest

10. Conclusion

That Council note the success of Year 1 Actions from the Buloke Council Plan 2017-2021.

8.2.5 Buloke Economic Development and Tourism Strategy 2018 - 2022

Author’s Title: Director of Community Development

Department: Planning and Community Support File No: ED/08/07

1 Buloke Economic Development and Tourism Strategy 2018 - 2022 – Refer Agenda

Relevance to Council Plan 2017 - 2021

Strategic Objective: Diversify and enhance our local economy.

Motion:

That Council adopt the Buloke Economic Development and Tourism Strategy.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 11 July 2018

Seconded: Cr Graeme Milne

Carried.

(R366/18)

1. Executive Summary

As part of the Buloke Council Plan 2017-2021 objective to ‘Diversify and Enhance the Local Economy’, a draft Economic Development and Tourism Strategy was developed and exhibited. It is now recommended for adoption and implementation by Council.

2. Discussion

Following the adoption of the Council Plan, Councillors indicated a strong focus on Economic Development and Tourism and committed funds in the 17/18 budget for this important strategic planning work to be undertaken.

The Strategy examines the current trends in population, economic drivers and tourism markets and builds on these through eight strategies that will ensure that the Buloke Shire is an attractive place to invest.

The eight strategies are:

1. Enhance the role of agriculture within the Buloke Shire

2. Build community capacity to facilitate economic development and tourism

3. Ensure Council investment in economic development and tourism support

4. Secure appropriate services to improve liveability and investment

5. Secure funding for our infrastructure to attract economic development

6. Maximise regional economic development and tourism potential through partnerships

7. Tourism Experience Development

8. Promote the economic advantages of sustainability in the Buloke Shire.

The strategy includes a clear action plan for implementation over 2018-2022.

3. Financial Implications

There are costs associated with the adoption and implementation of the Economic Development and Tourism Strategy. These costs will need to be factored into future capital and operational budgets.

Some of the 2018/19 capital works projects relate directly to actions from the Economic Development and Tourism Strategy.

4. Cost Shift Considerations

Nil

5. Community Consultation

The development of the strategy was undertaken by consultants in early 2018 and was designed around extensive community feedback; as well as trends in the economic development and tourism industries.

The draft strategy was exhibited through the locally circulating newspapers and also on our website and through our social media. Buloke Times and Ensign Times both also covered the draft strategy in newspaper articles. There were no submissions during the exhibition period.

6. Internal Consultation

Internal consultation has taken place with the Extended Management Team to ensure the measures and timelines are achievable.

7. Legislative / Policy Implications

Nil

8. Environmental Sustainability

Environmental sustainability is considered the strategy as an economic opportunity including with small and large scale renewables and securing native vegetation offsets for income.

9. Conflict of Interest Considerations

No officer involved in this report has a conflict of interest

10. Conclusion

That Council adopt the Buloke Economic Development and Tourism Strategy.

8.2.6 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

Cr White declared an interest in this item due to being a committee member on the North Central Local Learning Employment Network, a recipient of a funding allocation as documented in this report.

Cr White left the Council Chamber at 7.39pm.

Motion:

That Council allocates:

· $500 as sponsorship for the Charlton Rotary Arts Show;

· $500 as sponsorship for the Birchip Art Show;

· $500 as sponsorship for the NCLLEN Great Victorian Bike Ride team;

· $1,000 as a Project Support grant to Tyrrell College for participation in the 2018 State Schools Spectacular;

· $1000 as a Project Support grant to the Birchip Business & Learning Centre for the Birchip Connects project; and

Sustainability reserve

· $10,000 from the Buloke Sustainability Fund to the Birchip Community Leisure Centre for the Storm Water Pump project.

· Vary the allocation made in the 17/18 year to Watchem Hub so that 50% of the initial funds go to Watchem Hub solar instillation and 50% of the initial funds go to Watchem Hall solar instillation.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 11 July 2018

Seconded: Cr Graeme Milne

Carried.

(R367/18)

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

Council sponsors local art shows on an ongoing basis. This reflects Council’s objective to “support local community arts and cultural events” (Council Plan Theme 2.3.2) Birchip and Charlton art shows demonstrate that rural residents maintain the liveability of their communities through exposure to quality work by local and visiting artists.

The NCLLEN has applied for sponsorship to assist Young people, accompanied by school staff from our Buloke schools and members of the community will take part in the last three days of the Great Victorian Bike Ride to be held in Eastern Victoria. Participants will be involved in training sessions leading up to the event. Transport provided by local bus company and the North Central LLEN, driven by support staff. The project will encourage physical fitness,

improve self confidence, resilience and teamwork skills for young people and adult participants.

Tyrrell College has applied for a Project Support grant to assist year 4-6 students participate in the 2018 State Schools Spectacular. This project is a collaboration between Tyrrell College, Buloke Shire Hobsons Bay city Council and Altona P-9 College. Funding will contribute to the implementation of the Municipal Child and Youth strategy 2015 – 2019 which identifies that “More arts and culture activities are needed” and that “Opportunities for extracurricular activities beyond sport are limited or non-existent.”

Birchip Business and Learning Centre has applied for a Project Support grant. This project aims to build networks between current and ex-Birchip residents and their extended networks that can be used to enhance employment and training opportunities for young people and foster economic opportunities in the local area. The initial event was held in 2016 called Birchip P-12 Connect, the aim is to extend this program for the wider benefit of the local community. The launch brought together 100 people with a connection to Birchip and these people made connections, met mentors and became re-connected to Birchip. Attendees were added to a data base which has since been used for work experience placements and an awards program at the Birchip P-12 School. Birchip P-12 School hosted a careers expo for the students from Grade 5 to Year 12 with attendees from the function, who were ex-Birchip residents. Feedback showed that residents who had left Birchip hadn't realised how much the town had progressed and how many opportunities there were. The networking event in 2018 is designed to improve on this success and provide more opportunities for Birchip to benefit from the networking opportunities.

Birchip Community Leisure Centre has applied for Buloke Sustainability fund grant. Community members 25 years ago recognised that the community could not continue to be able to meet the rising costs of water required to keep grassed sporting surfaces maintained. With local work, fundraising and grants the project now sends the towns stormwater from rainfall through a drain system to an existing storage dam.

Birchip now has green grassed hockey field, oval, tennis courts and golf tees in periods of drought and watering restrictions. The water held in the storage dams has the added benefit of providing a wetland for birdlife and animals in these drought times. This water saving provides a significant environmental benefit.

3. Financial Implications

This is the initial allocation for the 2018 – 19 financial year totalling $13,500.

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

Significant water re use has been achieved through the Birchip stormwater recycling 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 for Council to approve the allocation of funds from the Community Grants and Sponsorship Program to the projects listed above.

Cr White returned to the Council Chamber at 7.43pm.

8.2.7 Draft Community Local Laws 2019 - Consultation

Author’s Title: Manager of Statutory Services

Department: Planning and Community Support File No: LA/08/01

1 Draft Community Local Laws 2019 – Refer Agenda

Relevance to Council Plan 2017 - 2021

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

Motion:

That Council endorse the Draft Community Local Laws 2019 to go out for community consultation for a sixty day period.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 11 July 2018

Seconded: Cr Graeme Milne

Carried.

(R368/18)

1. Executive Summary

Council adopted the current Community Local Law at its Ordinary Meeting on 8 June 2011, it sunsets in 2021. Given recent changes in legislation it is an opportune time to draft and adopt a new Local Law well ahead of the expiry date.

The process to prepare a new local law is lengthy requiring a draft document, community consultation, legal advice, a section 223 process before adoption, gazettal and providing formal advice to the Minister for Local Government that a new Local law has been adopted.

It is intended for this work to be complete and the new Local law to take effect from 1 February 2019.

2. Discussion

An initial draft document has been prepared based on a review of the current Local Laws and a literature review of neighbouring Council’s Local Laws. An extended community consultation should now take place in order to receive feedback on the proposed changes outlined below.

Framework for the creation of Local Laws

Local Laws are a subordinate instrument, meaning they cannot override any other existing legislation.

Local Laws are developed within the context of other existing legislation such as the Infringements Act.

Other legislation such as the Charter of Human Rights and the Disability Discrimination Act apply to the Local Law as a whole.

Context

Any new local law needs to be created in the context of solving a problem.

Consideration needs to be given to any alternatives to the creation of a Local Law.

Local Laws should not be created unnecessarily.

A risk management approach should be taken to the creation of Local Laws

Local Laws must not restrict competition

The benefits must outweigh the costs.

Local Laws must not duplicate and should not duplicate any Planning Scheme.

A number of new Local Laws have been developed, they include:

· Dangerous land (vermin, noxious weeds, unsecured excavation)

· Restriction on camping on private land, no more than 60 days in a 12 month period

· Adequate fencing for the containing domestic animals

· Pet owners carrying bags to pick up excrement

· Permit requirement for a street festival on a road

· Council declared smoke free areas over and above what is already in place by state legislation

· Repair of vehicles on roads or public places

Raising of Penalty Units

A benchmarking process on penalty units demonstrated Council is lower than our neighbours. Accordingly all penalty units have been raised.

Structure of the Document

The layout of the document has been amended to improve its readability. The introduction, definitions and administration & enforcement sections are now together at the front of the document.

The remainder of the document has now been broken into;

· Your Property, Trees and Animals

· Roads, Livestock Movements and Vehicles

· Business and Builders

· Alcohol

· Public Places, Parks and Reserves and Council Buildings

3. Financial Implications

The draft document has been prepared in house. Legal advice will be required to ensure the final document complies with requirements under the Local Government Act. Any legal fees incurred will be paid for from the existing budget allocation for legal advice.

4. Cost Shift Considerations

There are no cost shift considerations in relation to the preparation of the Local Laws.

5. Community Consultation

There has been some initial community consultation conducted via the Buloke 2030 community sessions. An extended community consultation will now take place over the next sixty days. All relevant agencies including Victoria Police will be consulted directly during this time. The mandatory section 223 process will take place prior to the draft returning to Council for adoption.

6. Internal Consultation

Internal consultation has been undertaken with the relevant departments across the organisation. The Senior Leadership Team has also been briefed. Internal consultation will be ongoing throughout the project.

7. Legislative / Policy Implications

Section 119 of the Local Government Act (the Act) requires Council to consider endorsing a draft Community Local Law for community consultation under section 223 of the Act.

8. Environmental Sustainability

A range of environmental considerations are included in the draft Local law, these include, collection of firewood on Council roads, camping on private land, animal control and waste disposal.

Conflict of Interest Considerations

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

9. Conclusion

It is recommended that Council endorse the draft Community Local Law 2019 to go out for community consultation for a sixty day period.

8.2.8 Sea Lake Shire Office - Licence

Author’s Title: Director of Community Development

Department: Planning and Community Support File No: GR/11/15

Nil

Relevance to Council Plan 2017 - 2021

Strategic Objective: Diversify and enhance our local economy.

Motion:

That Council:

1. Notes that a 28 day consultation period was undertaken for the expression of interest to licence the former Sea Lake Shire Office building and two submissions were received.

2. Publically advertises its intention under Section 223 of the Local Government Act 1989 to enter into a licence with Robby Knight (trading as Lake Tyrrell Art) for the Sea Lake Office building for an art studio and gallery

3. Receives a subsequent report at the conclusion of the Section 223 period to consider any submissions and make a decision on the licence and seek approval from DELWP.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 11 July 2018

Seconded: Cr John Shaw

Carried.

(R369/18)

1. Executive Summary

The former Sea Lake Shire office is well situated to capitalise on the growing tourism market in Sea Lake. As Council Customer Service to the community is no longer provided within the building, an Expression of Interest was put out to the community to seek improved utilisation. This report is presented to Council to complete community consultation before making a decision on entering into a licence.

2. Discussion

The former Sea Lake shire office is adjacent to the Travellers Rest on the Calder Hwy. It is a heritage building with three internal spaces that can be accessed from front, side and rear doorways.

The building contains extensive Council information technology hardware that is unable to be relocated without significant costs and disruption. The building is located on Crown Land with Council as the Committee of Management.

Council has previously gone through a section 223 community consultation process, advising of the intent to call for interested applicants for licence or lease of the building to the community.

In January, Council advertised for Expressions of Interest in local papers and on our website. Two applications were received.

One application was for a Visitor Information Centre and the applicant proposed a peppercorn rental arrangement. The second application was for an art studio and gallery with a minimal rent proposed alongside maintenance works to the building within the heritage guidelines.

A market valuation was undertaken as required and a suggested annual rent was proposed with further information supplied by the valuer that indicated occupancy of the site for ongoing maintenance was an important element in considering a below market licence agreement.

The proposal for an art gallery and studio included support from several external agencies that would support the Indigenous artworks to be supplied and created and the gallery would provide an additional point of interest in the growing tourism market around Sea Lake and Lake Tyrrell.

3. Financial Implications

A below market rental fee will be paid for the initial two year period and then a review of the rent will be undertaken to determine future use. This recommendation is made following consultation with the valuer and consideration of the works needed to be carried out on the building to make it fit for purpose.

It is recommended that Council enter in to a 2 year licence agreement with the applicant on the basis with the options to extend on review.

4. Cost Shift Considerations

There are no cost shift considerations in this report.

5. Community Consultation

Community consultation was undertaken through the Expression of Interest period with notification in the locally circulating newspapers.

A section 223 consultation process is required before a final decision can be made on the licence.

6. Internal Consultation

Senior Management and Council have been consulted throughout the process.

7. Legislative / Policy Implications

There are a number of formal requirements that have been complied with through the process:

· Local Government Act 1989

· Crown Land (Reserves) Act 1978

· Property Law Act 1958

· Council’s Procurement Policy

· DELWP Leasing Policy for Crown Land

8. Environmental Sustainability

There are no apparent environmental sustainability implications.

9. Conflict of Interest Considerations

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

10. Conclusion

It is recommended that Council undertake a section 223 process to consider granting a license for the Sea Lake Office for the art studio and gallery.

8.2.9 Draft Meetings Procedure and Common Seal Local Law

Author’s Title: Director Corporate Services

Department: Corporate Services File No: LA|08|16

1 Draft Meetings Procedure and Common Seal Local Law – 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 endorse the draft Meetings Procedure and Common Seal Local Law for the purpose of community consultation for a period of sixty days.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 11 July 2018

Seconded: Cr Carolyn Stewart

Carried.

(R370/18)

1. Executive Summary

The Buloke Shire Council Meetings Procedure and Common Seal Local Law No. 15 came into operation on 14 October 2015 and will cease to operate on 14 October 2025.

At the 2017 February Ordinary Meeting, Council moved a motion of urgent business to review the Meetings Procedure and Common Seal Local Law.

2. Discussion

Council’s Local Law No. 15 – Meetings Procedure and Common Seal (Meetings Procedure Local Law) was adopted at its 2015 October Ordinary Meeting.

At the 2017 February Ordinary Meeting, Council moved a motion of urgent business that Council review the Meetings Procedure Local Law. At the 2017 August Ordinary Meeting, Council determined to defer the review as a result of the foreshadowed changes to the Local Government Act.

The review of the Meetings Procedure and Common Seal Local Law commenced in March 2018. Council engaged an appropriately qualified and experienced facilitator to undertake the review.

The review considered the requirements of the Local Government Act 1989, as it applies to local laws and matters which must be taken into consideration. The review also incorporated an assessment against the Charter of Human Rights and Responsibilities Act 2016 to ensure there is no incompatibility with a human right under the Charter, and that Council has given proper consideration to human rights in its decision making processes.

Changes proposed

The following are the main changes proposed to be made to the Local Law:

· Changes to keeping of minutes and procedure for a division to include Councillors who abstain and the stated reason for any abstained vote to be recorded in the Minutes of the meeting.

· Requirements for moving a motion. If no Councillor indicates opposition, and no Councillor wishes to speak to the motion, the motion must be declared carried without being voted on. Prior to a motion being moved, the Chairperson may request a member of Council staff to introduce the report to the item on the agenda being considered. The mover of an original motion which has not been amended may, once debate has been exhausted, have a right of reply to matters raised during debate but cannot introduce any new material.

· Changes concerning procedural matters. Provisions for laying the question on the table, proceeding to the next business, and the previous question have been removed.

· Public participation requirements. The Chairperson may exercise discretion in allocating reasonable time to each person who wishes to address the Council. Questions to Councillors must be submitted in writing to the Chief Executive Officer by 1.00 pm on the day of the Ordinary meeting. Provisions relating to closed meetings to consider Councillors questions have been removed, unless questions meet the requirements under section 89(2) of the Act. Provisions in relation to authorised officers removing any person who acts in breach of the Local Law have been removed, as a necessary change to comply with occupational health and safety legislation.

3. Financial Implications

There are no financial implications.

4. Cost Shift Considerations

There are no cost shift implications.

5. Community Consultation

Council is required to regularly review its local laws to ensure they reflect community needs, are consistent with Commonwealth and State legislation and incorporate responses to changing needs.

The proposed Local Law is required to be made available in accord with section 223 of the Act.

Because a meeting procedure Local Law is primarily an internal control of the Council and, apart from public participation opportunities, has little direct impact on the community as local laws do it is anticipated community interest in this Local Law is likely to be minimal (in comparison to that expected in relation to the proposed Community Local Law).

6. Internal Consultation

Internal consultation has occurred with Councillors regarding the proposed amendments in the Local Law.

7. Legislative / Policy Implications

The provisions of the Local Government Act 1989 and the Charter of Human Rights and Responsibilities Act 2016 have been considered in the context of the review and development of the proposed local law.

Sections 5 and 91 of the Act require Councils to have a local law governing the use of Council’s common seal and the conduct of meetings of the Council and special committees of the Council. While Council complies with the requirements in section 5 and 91 of the Act, the proposed amendments resulting from the review will eliminate a small risk associated with inconsistent provisions between the Act and the Local Law.

8. Environmental Sustainability

There are no environmental impact considerations

9. Conflict of Interest Considerations

The proposed Local Law sets out the procedural requirements for disclosure by a Councillor or a member of a special committee of a conflict of interest during as required under sections 79 and 80 of the Act.

10. Conclusion

It is recommended Council adopted the proposed Local Law in principle and commit to the consultation process proposed in the recommendation prescribed in section 223 of the Act.

8.3 Financial Reports

8.3.1 Draft Audit Committee Meeting Minutes 2 May 2018

Author’s Title: Governance Officer

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

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 11 July 2018

1 Draft Audit Committee Minutes 2 May 2018 – Refer Agenda

Relevance to Council Plan 2017 - 2021

Strategic Objective: Deliver our service in a financially viable way

Motion:

That Council notes the draft Minutes of the Audit Committee meeting held on 2 May 2018.

Moved: Cr Graeme Milne

Seconded: Cr Carolyn Stewart

Carried.

(R371/18)

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 is 2 May 2018 meeting, the Committee considered the following matters:

· Outstanding Actions

· Financial Report as at 28 February 2018

· Draft Budget 2018-19

· Procurement Policy

· Buloke Shire Council – Audit Strategy 2018

3. Financial Implications

The cost of the Audit Committee function is incorporated into the 2017/18 Annual Budget.

4. Cost Shift Considerations

There are 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.

8.3.2 Financial Performance as at 31 May 2018

Author’s Title: Acting Manager Finance

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

1 Income Statement 31 May 2018

2 Balance Sheet 31 May 2018

3 Cash Flow Statement 31 May 2018

4 Cash Flow Chart 31 May 2018

5 Capital Works Program 31 May 2018

6 Capital Works Chart 31 May 2018

(Refer Agenda for all attachments)

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 31 May 2018.

Moved: Cr Graeme Milne

Seconded: Cr John Shaw

Carried.

(R372/18)

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 eleven months of the financial year ending 31 May 2018, the surplus is $4.8M. Total income excluding capital grants is a surplus of $2.4M.

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 May 2018, the Balance Sheet shows Council’s bank balance at $19.0M.

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 May 2018, the Cash Flow Statement shows Council with a bank balance of $19.0M.

Current Assets Including Cash and Investments

While Council has a healthy cash balance at the 31 May 2018 it is important to remember that Council has current and non- current liabilities and restricted grant funds for flood works received in advance offsetting its current assets of $21.1M (includes cash of $19.0M). Current and non-current liabilities and restricted grant funds received in advance are summarised below.

The Capital Works Program report reflects $5.7M of capital works has been expended as at the 31 May 2018 (The Original Budget with carryovers of $1.5M had capital works for 17/18 year at $10.8M.

The forecast capital expenditure allowed for in the 2018/19 Proposed Budget Document is $7.6M. The reduction occurs largely as a result of timing of approval of grants for 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.

Part of the income, $4.0M and part of the expenditure, $2.0M associated with the flood event has been incorporated into Council’s 2017/18 forecast calculations. The remaining income $7.1M and expenditure $9.1M have been provided for in the 2018/19 Proposed Budget document.

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 2018/19 Proposed Budget document.

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	26,506	4,299

Total expenses	22,952	25,380	(2,428)

Net surplus/deficit excluding capital grants	(745)	1,126	1,871


Total capital grants income	4,948	3,287	(1,661)

Total capital expenditure	10,854	7,582	2,058

The 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. Initially a negative variance has been reported up until this month 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. Council has now been advised that it will receive 50% of its 2018-19 VGC payment early, in June 2018. Consequently, the 2017-18 forecast figures have been amended to reflect this change.

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 $2.0M of flood works that were not allowed in the budget. The other increases are grant funded 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 $3.3M. The significant variance in this area, (below budget by $1.7M) 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 $7.6M 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 has been 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

As at 31 May 2018, Council held cash and investment assets of $19.0M.

The two material budget variances in Council’s operation position relate to changes to receipt of the Victorian Grants Commission funds, and flood restoration works. In accord with previous advice to Council, while the early payment of Grants Commission improves Council’s cash flow and increases Council’s interest on investment income slightly it does not impact on Council’s overall financial position at 30 June 2019. Council is merely receiving the funds earlier than anticipated. Likewise with flood funding, Council will receive $2M more that it will spend in 2017-18 but will then spend these funds in 2018-19.

Capital expenditure is consistent with year to date budget. Council’s forecast capital expenditure is $7.6M for 2017/18 year. Variances in the capital works program are a result of delays in government funding for various projects.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 11 July 2018

8.4 Organisational Reports

Nil

8.5 Reports from Councillors

Motion:

Council to receive the reports as presented from Councillors.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 11 July 2018

Seconded: Cr David Vis

Carried.

(R373/18)

Cr Warren

14 June 2018 Workspace Meeting - Bendigo

15 June Loddon Campaspe Council Meeting - Wedderburn

20 June Councillor Briefing - Birchip

22 June North West Municipalities AGM & Meeting - Warracknabeal

25 June Litchfield Hall Meeting

26 June Regional Careers Expo - Horsham

27 June Donald 2000 Meeting

29 June GWM Water Stakeholders Meeting - Horsham

3 July AGM Donald Men’s Shed

4 July BCG Launch Research Facility - Birchip

Swan Hill Police Area, Medal Presentation at Swan Hill Club

Councillor Briefing - Charlton

5 July Rex Theatre Committee Meeting - Charlton

9 July Skate Boarding Workshop held in Charlton, School Holiday event

11 July NAIDOC Week Event held at the Hub in Watchem

Cr Stewart

13 June 2018 Ordinary Meeting - Wycheproof

15 June Wimmera Regional Library Corporation Board Meeting

20 June Councillor Briefing - Wycheproof

26 June 2018 Charlton College – Dja Dja Wurrung Cultural Day

4 July 2018 Councillor Briefing – Charlton

Cr Milne

Several attendances to report on since last time.

Wimmera Regional Library Corp - myself and Cr Stewart attended our last ever meeting with the board of Wimmera Regional Library Board. When given the opportunity, we spoke of our long relationship with them and gave an insight as to what our new library service will look like.

Litchfield Hall Committee - Attended a meeting with district members of the Litchfield Hall Committee to get their view on works that need to be done on that facility into the future. A number of projects were identified and discussed briefly, with a undertaking by Council and particularly staff, to liaise and plan for the works over time and into future budgets.

Also from that day a couple of other ideas were floated around the use of cropping on some designated areas on road reserves where weeds were a problem. This will have a two sided benefit, weed eradication and a source of fundraising. This would need to be cleared with all parties that hold a interest in such road reserves.

Buloke Tourism held a meeting and this was another night to hear about what is happening around the Shire and beyond. Discussion around the progress on the new tourism book that is getting closer to being printed.

Wimmera Mallee Tourism met in Watchem recently but I was unable to attend. Asked some locals to fill in for me, which they did most capably.

Rail Freight Alliance Meeting, reception and conference was attended in Melbourne. Again a very informative couple of sessions that was well worth attending. EO Reid Mather will be addressing Council soon with a update on the goings on of that Group. Of particular interest was a conference speaker, Minister Jacinta Allen, who spoke very briefly about the Murray Darling Rail project and its current situation including the halting of all future works till a re-scope is done after a huge blow out in costs from the earlier stages, that are still to be completed. All other Political parties were also in attendance to give a perspective on rail and other policy, leading into the next election in Nov 2018.

GWM Water Meeting in Horsham to hear about the findings of the Essential Services Commission from the recent round of community consultation. Well attended by staff and councillors

Opening of the Birchip Cropping Group laboratory in Birchip was another event attended. Positive steps into the future by all concerned.

Buloke Shire initiated workshop/discussion on roadside weeds and pests, plus other problems and opportunities on Monday just gone. This was a great success from the point of view of the large and interested turnout by all sectors involved in that space. Vital that this work continues and a working party formed to look at all the aspects of this area of our work to make it a better and easier space to work in and comprehend.

Watchem Progress Association and Mens Shed as well as NAIDOC awareness activities were also attended..

Busy month.

Cr Shaw

Nil

Cr Vis

50^th Birthday Celebration – Sea Lake Senior Citizens

Cr White

Delegate Meetings:

Central Murray Regional Transport Forum

No meeting this month

Municipal Emergency Management Planning Committee

No meeting this month

Mallee Local Transport Forum

No meeting this month

Lake Tyrrell Project Control Group

No meeting held this month

Buloke Library Steering Committee

· The library will be officially launched on July 17^th in Charlton. Graeme Base will be the guest speaker.

· Invitations to the launch with information about the library service have been distributed to all households in the Shire

Highlights of the Month:

1. I attended the Buloke Shire Council Roadside Management forum in Wycheproof. The forum was attended by representatives from DELWP, CFA, surrounding Councils, VicRoads, MAV, VFF and Shire staff to discuss the management of roadsides, which is a complex issue for all councils and road managers. The Buloke Shire was the instigator of the Forum, which is the first of its kind. A great discussion was held around the following points:

a. Fire management

b. Agricultural machinery movement and clearance

c. Biodiversity

d. Weed and pest control

e. Roadside cropping

f. Community engagement/education

A working party will be formed to continue these discussions with the aim of collaborating on the development of roadside management plans.

2. I attended a meeting with GWM Water to discuss the impact that power outages have on the water availability for berriwillock. They had not received any calls about the lack of water so did not know it was an issue. Other issues, including that there were 1800 calls in the time period and there was some miscommunication from staff.

Cr Pollard - June with the Mayor

June was again a busy month for Buloke Shire Council Mayor, Cr David Pollard which took him from Watchem to Melbourne to Canberra.

Cr Pollard and CEO Anthony Judd attended the National General Assembly of Local Government held in Canberra. The assembly program included key note speakers such as Prime Minister Malcolm Turnbull as well as panel sessions all designed to get a good cross section of input from local governments about the challenges and circumstances they are currently faced with.

Cr Pollard found the three day event an excellent networking experience and an invaluable opportunity to get both sides of government looking to better work with local government.

The Mayor and the CEO also hosted the Minister for Local Government Marlene Kairouz for a meeting in Wycheproof. The meeting was part of the Minister’s tour of Regional Victorian Councils and was an excellent opportunity to personally outline the issues faced in Buloke.

Cr Pollard was also in attendance at the opening of the Watchem playgroup. The newly formed playgroup gets together each Monday morning between 10.00am and midday and is a great local initiative benefiting children and families in their area.

The Mayor attended the Municipal Association of Victoria Emergency Management Committee meeting which featured guest speaker Emergency Management Commissioner Craig Lapsley. Cr Pollard raised the loss of access to water during power outages and the health implications of smoke caused by burn offs as issues for consideration.

Cr Pollard took part in the Victorian Mayors Networking event held in Melbourne. David Hodgett Shadow Minister for Roads and Infrastructure spoke to the group about his portfolio amongst the agenda.

GWMWater are looking to put together an Integrated Water Management Planning Committee. This was discussed at their Customer and Stakeholder Workshop attended by the Mayor. The committee would look at things like the capture and use of storm water in our communities.

Cr Pollard attended the Wycheproof Lions Changeover Dinner which marks the changing of office bearers for the important voluntary organisation.

Amongst all this there was also time to assist in getting 900 Merino ewes shorn at home. Just.

9.5 Matters Which May Exclude The Public

Motion: That Council closes the meeting at 8.15pm 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 C44D 2017/18 Flood Restoration Program 2017/18 - Major Road Rehabilitation Works (Part Cluster 2)	(d) contractual matters

Moved: Cr Carolyn Stewart Seconded: Cr John Shaw Carried. (R374/18)

Motion:

That Council reopens the meeting to the public at 8.18pm, pursuant to Section 89(2) of the Local Government Act 1989, and brings resolutions from the closed session into open session.