Ordinary Council Meeting
Minutes
Wednesday 12 September 2018
Commencing at 7.00pm
Wycheproof Supper Room
367 Broadway, Wycheproof
Anthony Judd
Chief Executive Officer
Buloke Shire Council
Ordinary Council Meeting
Minutes
Wednesday 12 September 2018
Commencing at 7.00pm
Wycheproof Supper Room
367 Broadway, Wycheproof
Anthony Judd
Chief Executive Officer
Buloke Shire Council
Buloke Shire Council Ordinary Meeting Minutes Wednesday, 12 September 2018
Minutes of the Ordinary Meeting held on Wednesday, 12 September 2018 commencing at 7.00pm in the Wycheproof Supper Room, 367 Broadway, Wycheproof
PRESENT
CHAIRPERSON:
Cr David Pollard Lower Avoca Ward
COUNCILLORS:
Cr David Vis Mallee Ward
Cr John Shaw Lower Avoca Ward
Cr Graeme Milne Mount Jeffcott Ward
Cr Carolyn Stewart Mount Jeffcott Ward
Cr Daryl Warren Mount Jeffcott Ward
OFFICERS:
Anthony Judd Chief Executive Officer
Paul Fernee Acting Director Works and Technical Services
Hannah Yu Director Corporate Services
Wayne O’Toole Acting Director Community Development
Sean Portelli Acting Manager Finance
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
Cr Ellen White – Leave of Absence
3. CONFIRMATION OF MINUTES OF PREVIOUS MEETING
|
That Council adopt the Minutes of the Ordinary Meeting held on Wednesday, 8 August 2018.
Seconded: Cr Graeme Milne Carried. (R397/18) |
4. REQUESTS FOR LEAVE OF ABSENCE
Nil.
5. DECLARATION OF PECUNIARY AND CONFLICTS OF INTEREST
Cr Warren declared an interest in Item 8.2.8 due to being a Member and a Director of the Loddon Mallee Waste and Resource Recovery Group.
6....... Questions from the Public
7.1 Report of Assembly of Councillors Meetings
7.2 Correspondence Initiated by Council
7.3 Letters of Congratulations and Recognition of Achievement/Awards
7.4 Building Permits - Monthly Update
7.5 Planning Applications Received - Monthly Update
7.6 Charlton Park Committee of Management
8.2.1 Appointment of Audit Committee Members
8.2.2 Community Grants and Sponsorship
8.2.3 Customer Service Strategy
8.2.4 Swimming Pool Season 2018/19
8.2.5 Community Sport Infrastructure Grant Funding
8.2.6 Sea Lake Shire Office Licence
8.2.7 Natural Disaster Funding - Charlton Levee and Charlton Weir
8.2.8 Memorandum of Understanding - Joint Procurement Kerbside Waste Collection
8.2.9 Free Green Waste Period 2018
8.2.10 Extension to Contract C14 Waste and Recycling Services
8.2.11 Financial Statements and Performance Statement for the 2017/18 financial year
9.1.1 Speed Limit Review in Sea Lake
9.2 Questions from Councillors
9.2.1 Road Edges on Buloke Shire and vicroads
9.2.2 windblown rubbish – birchip and donald landfills
9.2.3 information tabled at vicroads meetings
9.5 Matters Which May Exclude The Public
The Meeting may be closed to members of the public to consider confidential matters.
9.5.1 C55 2017/2018 - Bituminous Surfacing
9.5.2 C60 - 2018/19 Construction of Donald Multipurpose Facility Redevelopment
If the meeting has been closed it will be brought back into open session by resolution
NEXT MEETING
The next Ordinary Meeting of Council will be held in Wycheproof Supper Room, 367 Broadway, Wycheproof on Wednesday, 10 October 2018 at 7.00pm.
Anthony Judd
CHIEF EXECUTIVE OFFICER
6. Questions from the Public
7. Procedural Items
7.1 Report of Assembly of Councillors Meetings
Author’s Title: Executive Assistant
Department: Office of the CEO File No: GO/05/04
|
1 ⇨Councillor Briefing Record - 1 August 2018 2 ⇨Councillor Briefing Record - 15 August 2018 |
|
That the Council note the report of Assembly of Councillor Meetings held on 1 and 15 August 2018.
Seconded: Cr Daryl Warren Carried. (R398/18) |
1. Key Points/Issues
The Local Government Act 1989 (the Act) provides that a record must be kept of any Meeting of Councillors and Staff deemed to be an Assembly of Councillors Meeting as defined in the Act.
An Assembly of Councillors Meeting is defined in the Act as a meeting of Councillors if the meeting considers matters that are likely to be the subject of a Council decision or the exercise of delegation and the meeting is:
· A planned or scheduled meeting that includes at least half of the Councillors and a member of Council Staff; or
· An Advisory Committee of the Council where one or more Councillors are present.
The Act also provides that the record of any Assembly of Councillors is to be reported to the next practicable Council Meeting and recorded in the Minutes.
A record of the Assembly of Councillors Meetings held on 1 and 15 August is attached.
7.2 Correspondence Initiated by Council
Author’s Title: Executive Assistant
Department: Office of the CEO File No: GO/06/09
|
Nil |
|
That Council notes the record of correspondence sent and responses received.
Seconded: Cr Graeme Milne Carried. (R399/18) |
Table of correspondence
|
Council Initiative |
Correspondence sent to |
Date sent |
Date of Response |
Summary of response |
|
Support for the redevelopment of the Swan Hill District Hospital |
Jill Hennessy Minister for Health |
20 August 2018 |
6 September 2018 |
R Fiske CEO VHHS Outline of Service Plan in place for Hospital, Master Plan to commence early September 2018. Project control group to be formed to manage project. |
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
|
Nil |
|
That the Council acknowledge and congratulate the persons and/or groups mentioned in the report for their achievements.
Seconded: Cr John Shaw Carried. (R400/18) |
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 |
|
Australian Olympic Education. (Nominated by Tyrrell College). |
Liana Stacey |
July 2018 |
For receiving the Pierre de Coubertin award which recognises secondary school students who demonstrate values which are consistent with the Olympic Movement through participation in sporting activities. Liana’a activities being her achievements in Athletics, Swimming and Cross Country. |
|
Melbourne University |
Declan O’Shea |
July 2018 |
Awarded Masters Degree in Environmental Engineering
|
|
Prime Minister of Australia |
Mr Andrew Broad |
August 2018 |
For his appointment to the role of Assistant Minister to the Deputy Prime Minister. The responsibilities will include assisting with infrastructure, transport and regional development alongside Deputy Prime Minister, Michael McCormack. |
7.4 Building Permits - Monthly Update
Author’s Title: Compliance Administration Officer
Department: Planning and Community Support File No: DB/14/02
|
Nil |
|
That the Council note information contained in the report on Building Permits approved by staff from 1 August to 31 August.
Seconded: Cr Graeme Milne Carried. (R401/18) |
1. Executive Summary
This report provides information on Building Permits approved by staff from 1 August to 31 August.
2. List of Building Permits Approved by Council Surveyor
|
Permit No. |
Address |
Project Description |
Date Approved |
|
20180040 |
125 Cope Cope Road, DONALD |
New Building: Farm Shed |
02/08/2018 |
|
20180041 |
1105 Drury Road, BERRIWILLOCK |
New Building: Garage/ Storage Shed |
02/08/2018 |
|
20180042 |
271 Broadway, WYCHEPROOF |
New Building: Extension of Men’s Shed |
02/08/2018 |
|
20180043 |
Dog Netting Road, WARNE |
New Building: Machinery Storage |
09/08/2018 |
|
20180044 |
5 Baden Powell Drive, CHARLTON |
Demolition of brick GWM Facility(Pump station) |
09/08/2018 |
|
20180045 |
96 Horace Street, SEA LAKE |
Demolition: Assembly Building |
09/08/2018 |
|
20180046 |
611 Yeungroon – Woosang Road, YEUNGROON EAST |
New Building: Machinery Shed |
09/08/2018 |
|
Permit No. |
Address |
Project Description |
Date Approved |
|
20180047 |
6488 Calder Highway, BOIGBEAT |
Other: Swimming Pool & Safety Barrier |
09/08/2018 |
|
20180048 |
80 Hannon Street, SEA LAKE |
New Building: Storage Shed |
16/08/2018 |
|
20180049 |
67 Hannon Street, SEA LAKE |
New Building: Storage Shed |
16/08/2018 |
|
20180050 |
39 Education Lane, SEA LAKE |
New Building: Storage Shed |
16/08/2018 |
|
20180051 |
466 Yeungroon-Coonooer Road, Yawong Hills |
New Building: Windfarm Control Building |
16/08/2018 |
|
20180052 |
97 Railway Avenue, SEA LAKE |
New Building: Accommodation (Motel) |
16/08/2018 |
7.5 Planning Applications Received - Monthly Update
Author’s Title: Planning Officer
Department: Planning and Community Support File No: LP/09/01
|
Nil |
|
That the Council note information contained in the report on planning applications under consideration by staff and the status of each of these applications.
Seconded: Cr David Vis Carried. (R402/18) |
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 |
|
PPA744/18 |
Mark McLennan |
3 Milburns Rd., Wycheproof (Lot 2 Plan 335008 Parish of Bunguluke) |
21/06/2018 |
Alter access to a Road Zone 1 for a fuel cell |
Further info requested |
|
PPA752/18 |
Jake Notting Building P/L |
117-121 Hannon St., Sea Lake |
03/08/2018 |
Use and development of land for a store (shed) |
Referral |
|
PPA754/18 |
Shaw Land Surveys P/L |
601 Nullawil-Lalbert Rd., Kalpienung (CA 69 Parish of Kalpienung) |
06/08/2018 |
Two lot subdivision of land (dwelling excision) |
Referral |
|
Application No |
Applicant |
Address |
Date Rec |
Summary of Proposal |
Status |
|
PPA755/18 |
John Coleiro |
49 High Street, Charlton |
15/08/2018 |
Building and works to erect a fence, modify existing veranda, install amenities and refrigerated container, and relocate existing refrigerated container and water tank |
Referral |
|
PPA756/18 |
Northern Land Solutions |
4133 Sunraysia Highway, Watchupga |
22/08/2018 |
Two lot subdivision of land (boundary realignment and dwelling excision) |
Referral |
7.6 Charlton Park Committee of Management
Author’s Title: Governance Officer
Department: Corporate Services File No: CM/17/04
|
1 ⇨Charlton Park Committee of Management AGM minutes 2 ⇨Charlton Park Committee of Management - Minutes 6 Aug 18 3 ⇨Charlton Park Committee of Management 2017/18 Financial Report |
Relevance to Council Plan 2017 - 2021
Strategic Objective: Support our councillors, staff, volunteers and the community to make informed and transparent decisions.
|
That Council: 1. notes the minutes of the Annual General Meeting held on 6 August 2018, and accepts the election of office bearers 2. notes the minutes of the ordinary meetings of the Charlton Park Committee of Management held on 6 August 2018. 3. notes the 2017/18 financial report.
Seconded: Cr John Shaw Carried. (R403/18) |
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 its Annual General Meeting on 6 August 2018, electing the Council delegate, Carolyn Stewart as the Chair of the Committee and Simon Peck as the Secretary/Treasurer. Meeting minutes have been attached to this Report.
The Committee of Management also conducted its Ordinary Meeting on 6 August 2018, the meeting minutes have been attached to this report.
Special Committees of Council are required to provide financial reports to Council; the financial report for the 2017/2018 financial year has 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 meeting and the Annual General Meeting and accepts the election of Committee office bearers for the Charlton Park Committee of Management held on 6 August 2018, notes the minutes of the Charlton Park Committee of Management for 6 August 2018, and notes the Financial Report for the 2017/18 Financial Year.
Buloke Shire Council Ordinary Meeting Minutes Wednesday, 12 September 2018
8.2 Management Reports
8.2.1 Appointment of Audit Committee Members
Author’s Title: Director Corporate Services
Department: Corporate Services File No: FM/02/10
|
Nil |
Relevance to Council Plan 2017 - 2021
Strategic Objective: Deliver our service in a financially viable way
|
That Council: 1. Appoints Ms Jessica Adler as the Chair of the Audit Committee to 30 September 2020; and
2. Appoints Mr Tom Evans as an independent member of the Audit Committee to 30 September 2019.
Seconded: Cr Graeme Milne Carried. (R404/18) |
1. Executive Summary
The purpose of this report is to recommend reappoint existing Independent Member, Mr Tom Evans, for a further term of one year. The report recommends the appointment of existing Independent Member, Ms Jessica Adler, as Chair of the Audit Committee for a term of two years.
The rolling term that allows for expiries each year is recommended, as it is desirable and prudent to avoid an exodus of a number of members in any one year. The generic expiry date of 30 September is deemed most appropriate as it coincides with the absolute final date by which the Annual Financial Report has to be submitted to the Local Government Minister each year.
2. Discussion
The Audit Advisory Committee Charter provides for the Committee to consist of three independent members and the Mayor, and that Council to appoint the Chair and the independent members.
Ms. Adler was originally appointed as an independent member in 2012 and subsequently reappointed in 2015. Mr. Evans was appointed as the Chair of the Committee at Council’s Ordinary Meeting in September 2013 and reappointed for a further 3 year term in August 2015, with his term expiring at the end of September 2018.
Ms. Adler and Mr. Evans are equipped with a strong set of professional finance and accounting qualifications along with substantial financial and business management skills and experience. Their performance to date as members of the Audit Committee is commendable and highly valued and their appointment highly recommended.
3. Financial Implications
Council has undertaken a benchmarking exercise against comparable Councils. This has resulted in a reduction in Audit Committee sitting fees and the removal of reading fees for Independent Members. Costs associated with the Audit Committee are incorporated into Council’s annual operational budget.
4. Cost Shift Considerations
There are no cost shift considerations.
5. Community Consultation
Community consultation is not applicable.
6. Internal Consultation
Consultation has occurred with Councillors, the Chief Executive Officer, Ms Adler and Mr Evans.
7. Legislative / Policy Implications
The Local Government Act 1989 section 139 requires Council to establish and support an Audit Committee as an Advisory Committee. Council adopted the Audit Committee Charter at its Ordinary meeting in October 2017.
8. Environmental Sustainability
There are no environmental sustainable considerations.
9. Conflict of Interest Considerations
There are no known conflict of interest considerations with this report.
10. Conclusion
The current members of the Audit Committee are seeking reappointment in accord with the recommendation. The current members are equipped with a strong set of professional finance and accounting qualifications along with substantial financial and business management skills and experience. Their performance to date as members of the Audit Committee is commendable and highly valued and their reappointment in accord with the recommendation is considered the most appropriate action for Council at this time.
8.2.2 Community Grants and Sponsorship
Author’s Title: Community Development Officer
Department: Planning and Community Support File No: GS/09/42
|
1 ⇨2018-2019 Community Grants and Sponsorship |
Relevance to Council Plan 2017 - 2021
Strategic Objective: Build a healthy and active community
|
That Council allocates: 1. $1000 as a project support grant towards the Coonooer Recreation Reserve Committee of Management War Memorial and gun restoration project, pending the success of the state government grant applications;
2. $500 to the Donald Bridge Club 2018 Congress;
3. $1,000 to the Wycheproof Lions Club Armistice day tour, pending the event proceeding; and
4. $1,000 to the Donald Lions project involving “painting and restoration” of the old Victorian Railways Institute building.
Seconded: Cr Daryl Warren Carried. (R405/18) |
1. Executive Summary
The purpose of this report is to recommend that Council considers and approves the allocation of funds from the Community Grants and Sponsorship Program to the projects listed above.
2. Discussion
Significantly more applications are being received for community grants and sponsorships. The review committee is examining and recommending allocations in line with this increasingly competitive grants environment. The following applications have been received:
Coonooer Recreation Reserve Committee of Management wish to carry out improvements to their War Memorial site and surrounding areas, including the renovating of a cannon. They have already applied for funding through other grant applications for a total of approximately $13000 and are awaiting results. Council’s proposed allocation of $1,000 would be made on the proviso that other supporting grants applied for are received.
Donald Bridge Club 2018 Congress tournament September 21 and 22 is a community activity planned for this time to fit into a state wide circuit. This event will bring significant visitor numbers to Donald and showcase the Donald community. The proposed allocation is $500
Wycheproof Lions Armistice Day tour is recognition for past war veterans service it incorporates a tour of the district, photographic display Shire Honour Roll, Cenotaph viewing the war and Avenue of Honour. Local businesses have been engaged to provide transport and Councils allocation will go toward this component of the project. The application was for $2,000, however officers are recommending that $1,000 is allocated.
Donald Lions wish to renovate the VRI with painting and other to improve it so that it can be used for Lions clubrooms and storage, and also for aged people for cards and bowls. The application was for $1,990, however the recommended allocation is $1,000.
3. Financial Implications
This brings the allocation under the community grants scheme for the 2018-19 financial year to $8250.
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 provide funding allocations to Coonooer Recreation Reserve Committee of Management, Donald Bridge Club, Wycheproof Lions Club and Donald Lions project.
8.2.3 Customer Service Strategy
Author’s Title: Manager Customer Engagement
Department: Office of the CEO File No: CM/14/22
|
1 ⇨Draft Customer Service Strategy |
Relevance to Council Plan 2017 - 2021
Strategic Objective: Support our councillors, staff, volunteers and the community to make informed and transparent decisions.
|
That Council adopts the Customer Service Strategy
Seconded: Cr Graeme Milne Carried. (R406/18) |
1. Executive Summary
This report is presented to Council for consideration of adopting the Customer Service Strategy. Council has never before had a Customer Service Strategy and this was identified as an action in the Year 1 Action Plan of the Council Plan 2017-2021.
2. Discussion
The purpose of this strategy is to set out the organisation’s commitment to customer service excellence, both internally and externally, and outline the key actions to be taken to achieve related Strategic Objectives outlined in the Council Plan 2017-2021.
The strategy is designed to provide a clear way forward in meeting the service needs of our customers now and in the future.
The key themes of the initiatives within the strategy include:
· Empathise: Listen to our customers to understand their expectations and in turn provide outstanding service levels.
· Simplify: Develop and maintain systems that make it easy for customers to find and receive the information they are seeking.
· Personalise: Understand how our customers interact with us and develop and maintain multiple points of access to suit our customer’s needs.
· Inspire: Develop our staff to build a culture of excellent customer service across the organisation.
A key feature of the strategy includes aiming to improve customer service provision with the use of ongoing development of technology.
The first key action to be undertaken will be to review Council’s Customer Service Charter and publish to the broader community.
3. Financial Implications
There will be associated costs with implementing some components of the Action Plan within the document. These costs are included within Council’s current operational budget.
4. Cost Shift Considerations
Nil.
5. Community Consultation
The strategy was exhibited for 28 days for feedback and was advertised in local newspapers, on Council’s website and on Council’s social media platforms. No submissions were received.
6. Internal Consultation
This strategy has undergone significant internal consultation with Councillors, Executive Management and Customer Service Officers. Some changes to the draft strategy were made as a result of these consultations.
7. Legislative / Policy Implications
Nil
8. Environmental Sustainability
Nil
9. Conflict of Interest Considerations
No officer involved in the preparation of this report has a conflict of interest.
10. Conclusion
That Council adopts the Customer Service Strategy.
8.2.4 Swimming Pool Season 2018/19
Author’s Title: Acting Director Works and Technical Services
Department: Works and Technical Services File No: CP/19/01
|
Nil |
Relevance to Council Plan 2017 - 2021
Strategic Objective: Deliver our service in a financially viable way
|
That Council: 1. Sets the 2018/19 swimming pool season to operate from Friday 9 November 2018 until Monday 11 March 2019 for all seven swimming pools.
2. Advertises the 2018/19 pool season dates through its media platforms and displays them at each pool for the duration of the season.
3. Retain the ‘cold weather policy’ for the 2018/19 season, in which the pools will not open if the temperature is forecast to be 21 degrees or less.
4. ‘Bank’ cold weather days for use at the end of the 2018/19 season where the temperature remains above 30 degrees.
Seconded: Cr Graeme Milne Carried. (R407/18) |
1. Executive Summary
This report seeks Council approval to confirm the opening date of 9 November 2018 and the closing date of 11 March 2019 for the 2018/19 swimming pool season.
2. Discussion
Traditionally, Council has opened all seven swimming pools in the second week of November and closed them at the end of the second week in March. Consistent with these previous years, the proposed opening and closing dates are 9 November 2018 and 11 March 2019. These dates are the basis of the 2018/19 operational budget.
Council’s Aquatic Strategy 2013 provided a recommendation to implement a ‘cold weather policy’ to close on days of low temperature as a means to reduce costs. This was implemented in the 2017/18 season and officers through a review of the strategy in 2018, found this to be a successful way of increasing the season in some areas, whilst minimising impact on the operational budget.
3. Financial Implications
The 2018/19 operational budget has been developed with the proposed dates in mind. The inclusion of a cold water procedure and ‘banking’ system will have a neutral effect on the budgeted position. Pending the availability of lifeguards in March, there may be some employee savings if the season cannot be extended.
4. Cost Shift Considerations
There are no cost shift considerations in this report.
5. Community Consultation
The recommended season dates and cold weather procedures are consistent with previous seasons and comparable with other pools in the Loddon Mallee region. Closing of the pools due to cold weather will not affect user groups who hire the pools outside of Council’s designated opening hours. General feedback from users after the 2017/18 season was positive regarding the ‘banking’ of cold weather days.
6. Internal Consultation
Internal consultation has occurred with senior management.
7. Legislative / Policy Implications
There are no legislative implications with these recommendations.
8. Environmental Sustainability
Altering the length of the season would increase electricity and water usage.
9. Conflict of Interest Considerations
No officer involved in the preparation of this report had a conflict of interest
10. Conclusion
Based on the information provided, it is recommended that the 2018/19 pool season operates from Friday 9 November 2018 until Monday 11 March 2019 at all seven swimming pools and that Council continue with a cold weather procedure of closing the pools if the proposed temperature remains 21 degrees or less and banking those days for use at the end of the pool season.
8.2.5 Community Sport Infrastructure Grant Funding
Author’s Title: Acting Director Works and Technical Services
Department: Works and Technical Services File No: CP
|
Nil |
Relevance to Council Plan 2017 - 2021
Strategic Objective: Responding to and enhancing our built and natural environment
|
That Council endorses the funding applications submitted to the Federal Government under the Community Sport Infrastructure Grants program for Donald Community Multipurpose Community Facility ($500,000), Sea Lake Community Centre amenity redevelopment ($375,000) and the Birchip Leisure Centre oval redevelopment ($180,000).
Seconded: Cr Daryl Warren Carried. (R408/18) |
1. Executive Summary
This report is presented to Council for endorsement of funding applications to for developments at Donald Recreation Reserve, Birchip Leisure Centre and Sea Lake Community Centre. Funding has become available through the Community Sport Infrastructure Program through the federal Government.
2. Discussion
The Community Sport Infrastructure Program was recently released by the Federal Government which has a focus on:
· support increased growth in sport and physical activity participation;
· encourage development of multi-use, shared and co-located facilities;
· offer a range of flexible, community based, participation opportunities;
· prioritise opportunities for women and girls, multicultural communities and people of all abilities to play sport and be physically active;
· increase engagement and reach in local communities; and
· promote community pride, connection and leadership.
Officers identified three key projects that were in a position to apply for funding that aligned with the funding criteria.
Donald Multipurpose community centre project requires additional funding support to undertake stage 2 works. The stadium complex and associated infrastructure is in the process of being redeveloped, but additional funding is required to complete additional works that will be required in the future.
Birchip Leisure Centre at the Birchip Recreation Reserve requires the redevelopment of the oval including irrigation and re levelling.
The Sea Lake Community Centre requires the redevelopment of its amenities to support unisex football and umpire change rooms, and refurbishment of netball toilets and public toilets.
Importantly all three of these projects have much of the pre planning completed.
The applications have been submitted due to the closure of the program on 14 September 2018, and this report seeks Council’s endorsement of the applications.
3. Financial Implications
There is no requirement for matching funding, and there is no recommendation Council commits any financial resources to these projects as a part of the funding applications.
4. Cost Shift Considerations
There are no cost shift considerations within this report.
5. Community Consultation
The community groups associated with the projects have been consulted in the preparation of these applications.
6. Internal Consultation
Senior management have been consulted in the development of the applications and this subsequent report.
7. Legislative / Policy Implications
There are no legislative implications in submitting these applications.
8. Environmental Sustainability
There are no environmental considerations associated with these applications.
9. Conflict of Interest Considerations
No officer involved in this report has a conflict of interest.
10. Conclusion
It is recommended Council endorse the three funding applications under the Community Sport Infrastructure Grants Program.
8.2.6 Sea Lake Shire Office Licence
Author’s Title: Acting Director Works and Technical Services
Department: Works and Technical Services File No: GR/11/15
|
Nil |
Relevance to Council Plan 2017 - 2021
Strategic Objective: Diversify and enhance our local economy.
|
That Council: 1. Notes that a 28 day consultation period was undertaken for the intention to licence the former Sea Lake Shire Office and no submissions were received;
2. Enter into a 2 -year licence with 2 options of 2 years with Robby Knight T/A Lake Tyrrell Art subject to Ministerial approval for the operation of an art gallery and studio and affixes the Common Seal; and
3. Authorise the Chief Executive Officer to negotiate a licence fee below market value based on Valuer advice, and taking into consideration the shared services within the building.
Seconded: Cr Carolyn Stewart Carried. (R409/18) |
1. Executive Summary
This report is presented to Council to consider the licensing of the former Sea Lake Shire Office building. Council have undertaken an Expression of Interest process in accordance and conducted a community consultation process regarding the lease. Negotiations with the preferred tenant have been undertaken in compliance with the required legislation and policies, with the recommendation is that Council enter into a licence for the former Sea Lake Shire Office.
2. Discussion
Council resolved at its July 2018 Ordinary meeting to undertake a 28 day consultation process as required under section 223 of the Local Government Act 1989 to licence to former Sea Lake Shire Office to Robby Knight T/A Lake Tyrrell Art for the purposes of an art gallery and studio.
This process was advertised within the three local newspapers in the Buloke Shire, and at close of the submission period on 23 August 2018, Council had received no submissions.
A market valuation was undertaken as required and a suggested annual rent was proposed. The value provided further information indicating that occupancy of the site for ongoing maintenance and upkeep of the building was an important factor, and Council could consider below market licence agreement.
The proposal is for an art gallery and studio included support from several external agencies that would sponsor the Indigenous artworks to be supplied and created. The gallery would provide an additional point of interest in the growing tourism market around Sea Lake and Lake Tyrrell.
The licence agreement including licence fee still requires Ministerial approval considering the facility resides on Crown Land, with Council the appointed Committee of Management.
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
The maintenance of the building and utility costs which currently resides with Council would become the responsibility of the licencee.
5. Community Consultation
Community consultation was undertaken through the Expression of Interest period with notification in the locally circulating newspapers.
A further 28 day section 223 consultation process occurred, with no submissions received on the proposal to enter into a licence with Lake Tyrrell Art.
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 Council enter into a 2 -year licence with 2 options of 2 years with Robby Knight T/A Lake Tyrrell Art subject to Ministerial approval for the operation of an art gallery and studio.
8.2.7 Natural Disaster Funding - Charlton Levee and Charlton Weir
Author’s Title: Chief Executive Officer
Department: Office of the CEO File No: GS/03/12
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Nil |
Relevance to Council Plan 2017 - 2021
Strategic Objective: Responding to and enhancing our built and natural environment
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That Council: 1. Endorse the funding applications for $85,000 for the progression of planning for the Charlton Levee Project and $110,000 for the upgrade to the Charlton Weir under the Natural Disaster Resilience Grants Scheme; and
2. Consider the contribution of $15,000 toward the planning for the Charlton Levee Project as part of the 2019/20 financial year.
Seconded: Cr Carolyn Stewart Carried. (R410/18) |
1. Executive Summary
This report is presented to Council for endorsement of funding applications to progress planning for the Charlton Levee Project and upgrades to the Charlton Weir. Funding has become available through the Natural Disaster Resilience Grants Scheme.
2. Discussion
The Victorian Government recently released the Natural Disaster Resilience Grants Scheme, which includes $3.3 million targeting flood planning and mitigation projects with grants of up to $250,000 available.
Funding for the program is typically matched evenly between all three levels of government, meaning Council’s and/or communities are required to fund 33% of the total cost of the projects. There is an ability to apply for an exemption to reduce the applicant contribution, which Council has applied for successfully in the past.
Council have identified two key flood planning and mitigation projects in Charlton that meet the criteria.
Construction plans have been developed for the Charlton Levee Project, however there is still some planning work required before an ultimate decision is made on how to proceed with the project. This includes:
- Geotechnical testing of old GWM reservoir for suitability of material for the levee.
- Determining planning and legal considerations, approach and cost implications of sites where the levee is located on private ownership
- Planning and legal considerations, approach and cost implications of sites where the levee is located on private ownership.
- Finalising a cost estimate for the project and recalculating the cost-benefit ratio
- Determination of most suitable approach to paying for the levee, including consideration of a model special rating scheme.
- Conducting an intensive community consultation program to allow Council to understand community support.
- Establishing other key risks such as drainage, maintenance with native wildlife, etc.
This project is a key priority in the recently finalised North Central Regional Floodplain Management Strategy and the Charlton Community Plan.
The financial estimate for these planning works is $100,000 and Council’s contribution is $15,000 cash, plus $5,000 in-kind support for the project.
The other funding application will focus on improvement works to Charlton weir structure. Members of the Charlton community, including the Charlton Rotary Club, Charlton Forum and Charlton Travellers Rest have been working with Council for some time to improve the capacity of the weir to keep water within the township, yet still consider flood risks. The current boards at the weir are nearing the end of their life and pose a hazard risk for Council to remove them in the event of flooding. The project involves replacing the weir boards with lighter material that will be simpler to manoeuvre and manage flood waters.
The expected the total cost of this project is $150,000. The local community has raised $30,000 and are willing to contribute $10,000 of in-kind support for the project.
Applications for the fund closed on 10 September and the two applications have been made. This report is presented to Council to endorse those applications.
3. Financial Implications
Council would need to contribute $15,000 toward the Charlton Levee Project in the 2019/20 budgets if successful.
Council would be required to manage both projects if successful.
4. Cost Shift Considerations
There are no cost shift considerations in this report.
5. Community Consultation
Both projects have arisen through consultation from the Charlton community. The Charlton community are driving the upgrades to the weir and see it as an important project to manage floods, and also hold water in the river for aesthetic purposes.
6. Internal Consultation
Staff from both Council’s Works and Technical Services and Community Development directorates has worked closely in the planning for this project.
7. Legislative / Policy Implications
These projects are listed in the North Central Regional Floodplain Management Strategy and the Charlton Community Plan, and fits closely with Council’s Major Projects Pipeline.
8. Environmental Sustainability
Environmental sustainability concerns will be part of the planning process for both projects.
9. Conflict of Interest Considerations
No officer involved in the preparation of this report has a conflict of interest.
10. Conclusion
The planning for the Charlton Levee Project and upgrades to the Charlton Weir are key priorities for the Charlton community. The Natural Disaster Resilience Grants Scheme provides opportunity to obtain external funding to progress these projects and therefore applications have been made.
8.2.8 Memorandum of Understanding - Joint Procurement Kerbside Waste Collection
Author’s Title: Acting Director of Community Development
Department: Planning and Community Support File No: EM/01/01
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1 ⇨Memorandum of Understanding |
Cr Warren declared a conflict of interest due to being a Member and a Director of the Loddon Mallee Waste and Resource Recovery Group.
Cr Warren left the Council Chamber at 7.32pm.
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That Council: 1. Enter into a Memorandum of Understanding between the Loddon Mallee Waste and Resource Recovery Group, Mildura Rural City Council, Swan Hill Rural City Council, Gannawarra Shire Council and the Loddon Shire Council to undertake a joint procurement of kerbside bin collection; and 2. Sign and affix the common seal to the Memorandum of Understanding.
Seconded: Cr Carolyn Stewart Carried. (R411/18) |
Cr Warren returned to the Council Chamber at 7.36pm.
1. Executive Summary
The Loddon Mallee Waste and Resource Recovery Group (LMWRRG) has invited Council to enter into a Memorandum of Understanding (MOU) with the Mildura Rural City Council, the Swan Hill Rural City Council, Gannawarra Shire Council and Loddon Shire Council to undertake a joint procurement for kerbside waste and recycling collection.
Council’s existing contract for bin collection expires on 30 June 2019, however 2 X 1 year extensions are available potentially taking the term of the contract to 30 June 2021.
The MOU will enable Council to take part in the joint procurement which will encourage a broad range of tender competition presenting best value.
2. Discussion
The LMWRRG has secured funding from Sustainability Victoria to run the joint procurement process saving Council the costs of preparing specifications, advertising and legal advice on the related contracts.
The benefits to the joint procurement are the opportunity for a contractor to provide kerbside collection to multiple Councils in the region, potentially delivering saving on the contract and the savings related to the procurement itself including the preparation of specifications and legal advice related to contractual matters.
The Waste and Recycling Services to be incorporated in the Request for Tender include the following:
· Domestic and/or Commercial Kerbside Waste Collection
· Domestic and/or Commercial Kerbside Recyclables Collection
· Domestic and/or Commercial Kerbside Recyclables Acceptance and Sorting
· Domestic and/or Commercial Kerbside Organic Waste Collection
· Domestic and/or Commercial Kerbside Organic Waste Acceptance and Processing
· Supply and Collection of Bulk Bins and Skips to Transfer Stations / Collection Points
It is the intention of the Councils that the Joint Tender be advertised within the next six months and a tender award in mid-2019.
3. Financial Implications
There are no financial implications to entering into an MOU for kerbside bin collection. This process does present Council opportunity to save on procurement costs in future years.
4. Cost Shift Considerations
There are no cost shift considerations in relation to this matter.
5. Community Consultation
There has been no community consultation undertaken in relation to this matter.
6. Internal Consultation
Internal consultation has been undertaken with the CEO, Council’s Waste Coordinator and Procurement Department
7. Legislative / Policy Implications
Council is required to approve any MOU that is entered into.
8. Environmental Sustainability
Through the procurement process, opportunities for improvements to environmental sustainability may arise. Council is likely to tender with an option to take up organic waste collection pending the feasibility of the tendered amounts.
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 enter into a Memorandum of Understanding with Loddon Mallee Waste and Resource Recovery Group, Mildura Rural City Council, Swan Hill Rural City Council, Gannawarra Shire Council and Loddon Shire Council for the purpose of entering into a joint procurement for kerbside bin collection.
8.2.9 Free Green Waste Period 2018
Author’s Title: Acting Director of Community Development
Department: Planning and Community Support File No: WM/16/01
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Nil |
Relevance to Council Plan 2017 - 2021
Strategic Objective: Build a healthy and active community
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That Council: 1. Provides free access to Council’s landfill and transfer stations for the month of October for the purpose of disposing green waste in preparation for the 2018/19 fire season; and
2. Authorises the Chief Executive Officer to extend the period as required.
Seconded: Cr John Shaw Carried. (R412/18) |
1. Executive Summary
Each fire season, Council provides one month free access to our landfill and transfer stations to allow residents to dispose of their green waste as they prepare their properties for the upcoming fire restriction period.
2. Discussion
Council Officers inspect all properties in our townships to ensure they comply with requirements under the CFA Act 1958. In support of this activity, Council has in recent years provided free access to landfills and transfer stations for residents to dispose of their green waste free of charge for one month. This activity provides an opportunity for residents to clean their properties up of grass clippings etcetera in preparation for the upcoming fire period.
If weather conditions dictate, the period will be extended by the CEO under Council authorisation.
3. Financial Implications
Charges for the disposal of green waste are set out in Council’s fees and charges schedule as part of the 2018/19 Budget. All green waste deposited is mulched for use in Council’s parks and gardens activities as well as being used for daily cover.
4. Cost Shift Considerations
No cost shift implications.
5. Community Consultation
Council’s Communication Department will promote the free access via newspapers, Council’s website and social media.
6. Internal Consultation
Council officers have discussed this activity internally with relevant staff.
7. Legislative / Policy Implications
The CFA Act 1958 dictates property owners in townships need to keep their properties in a condition that restricts the spread of fire, Council’s Municipal Fire Prevention Officer has responsibility to ensure compliance to the Act is maintained.
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 approved free access for residents to dispose of their green waste at transfer stations and landfills for the month of October and authorise the Chief Executive to extend the period if required.
8.2.10 Extension to Contract C14 Waste and Recycling Services
Author’s Title: Acting Director of Community Development
Department: Planning and Community Support File No: WM/02/04
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Nil |
Relevance to Council Plan 2017 - 2021
Strategic Objective: Deliver our service in a financially viable way
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That Council Authorises the Chief Executive Officer to exercise a one-year option to extend contract C14 for the provision of waste and recycling collections services from 1 July 2019 until 30 June 2020.
Seconded: Cr Daryl Warren Carried. (R413/18) |
1. Executive Summary
In 2014 Council entered into a five-year contract with For Seasons Waste (FSW) for the collection of waste and recycling. The contract contains option for two by one-year extensions. FSW provides a professional and cost competitive service and Officers are recommending Council exercise the first of the one-year options.
2. Discussion
Council Officers have reviewed Contract C14 and held discussions with FSW to negotiate a one-year extension. This has been agreed to at the collection rates set out in the contract schedule.
3. Financial Implications
Council’s garbage charge fee is set out in the budget papers each year. This fee covers for Council’s activities in waste management including kerbside collection. Council’s 2019/20 budget will continue to include these fees in order to pay for waste collection.
4. Cost Shift Considerations
No cost shift implications
5. Community Consultation
No community consultation has occurred in relation to this proposed contract extension.
6. Internal Consultation
Council officers have discussed this activity internally with relevant staff.
7. Legislative / Policy Implications
Council’s Waste Management Strategy 2012-2022 sets out Council’s responsibilities in relation to waste collection.
8. Environmental Sustainability
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 authorise the Chief Executive Officer to exercise a one-year option to extend contract C14 for the provision of waste and recycling collections services from 1 July 2019 until 30 June 2020.
8.2.11 Financial Statements and Performance Statement for the 2017/18 financial year
Author’s Title: Director Corporate Services
Department: Corporate Services File No: FM|02|09
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1 ⇨Annual Financial Report 30 June 2018 2 ⇨Performance Statement 2017-18 |
Relevance to Council Plan 2017 - 2021
Strategic Objective: Deliver our service in a financially viable way
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That Council: 1. Approves in principle, the Financial Statements and Performance Statement for the 2017/18 Financial Year;
2. Authorises the Mayor, Cr. Pollard to approve last minute changes of an immaterial nature on the advice of Council’s External Auditor; and
3. Authorises the Mayor, Cr Pollard, and Deputy Mayor, Cr Warren to sign the final form Financial Statements and Performance Statement on behalf of, and with the full authority of, Council.
Seconded: Cr Carolyn Stewart Carried. (R414/18) |
1. Executive Summary
The purpose of this report is to have Council approve, in principle, the Financial Statements and Performance Statement for the 2017/18 financial year and to authorise two (2) Councillors to sign the final form statements on behalf of Council.
2. Discussion
Under Section 131 of the Local Government Act 1989 (LGA), a Council must in respect of each financial year, prepare an Annual Report that includes audited Financial Statements and a Performance Statement for the financial year. These statements must be prepared in the prescribed manner and form and be certified by the Auditor General.
This year the Victorian Auditor General’s Office agents Accounting and Audit Solutions Bendigo is acted as Council’s auditors. This audit occurred during the week commencing 22 August 2018. The statements have since been reviewed by the Victorian Auditor-General's Office and are considered to be in their final form.
Council is required to approve, in principle, the statements prior to receiving certification from the Auditor General. The Council must also authorise two (2) Councillors to certify the statements in their final form; historically the Mayor and the Deputy Mayor.
3. Financial Implications
The Financial Statements and the Performance Statement all form part of Council’s Annual Report that must be submitted to the Minister within three months of the end of the financial year in accordance with the Local Government Act 1989.
The statements are a report back to the community on Council’s performance against the adopted 2017-18 Budget, along with performance against measures and targets for Key Strategic Activities specified in the 2017-18 Budget.
4. Cost Shift Considerations
There are no cost shift considerations associated with this report.
5. Community Consultation
Community consultation was not required in the preparation of the statements. However, the Financial Statements and the Performance Statement will be made available as public documents following the Auditor-General’s approval. The statements will form part of the Council meeting minutes and will be published in Council’s Annual Report. The Annual report will be displayed on Council’s website and be available in hard copy at Council’s office.
6. Internal Consultation
The financial statements have been prepared by Council’s Finance Department in consultation with the Chief Executive Officer and relevant senior managers where required.
The statements were considered at Council’s audit committee meeting on Wednesday 5 September 2018. The Committee reviewed the statements along with the associated audit management report. The audit management report is prepared and presented by Officers of Accounting and Audit Solutions Bendigo, on behalf of the Victorian Auditor General’s Office.
7. Legislative / Policy Implications
The 2017-18 Financial Statements and Performance Statement have been prepared in accordance with Australian Accounting Standards and Interpretations, the Local Government Act 1989 and the Local Government (Finance and Reporting) Regulations.
Council’s statements and performance statement must be audited to meet the requirements as set out under the Local Government Act 1989.
8. Environmental Sustainability
There are no environmental impacts arising from the production of the statements.
9. Conflict of Interest Considerations
The Council staff preparing this report have no direct or indirect interest.
10. Conclusion
The preparation of a Performance Statement and Annual Financial Statements is a legislative requirement and a copy of the Annual Report including these statements must be sent to the Minister after adoption by Council but no later than 30 September of each year.
It is now appropriate for Council to approve the statements in principle and authorise two (2) Councillors to sign the final statements.
8.3 Financial Reports
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That Council accept the reports as provided by Councillors.
Seconded: Cr David Vis Carried. (R415/18) |
Cr Warren
9 August 2018 Workspace Board Meeting Bendigo
14 August Watchem Progress Association AGM
15 August Councillor Briefing
17 August Waste Forum Chairs Meeting Melbourne
21 August Wimmera Mallee Tourism Meeting Lascelles
22 August Donald 2000 AGM and General Meeting
26 August Loddon Mallee WRRG Tours Echuca
27 August Loddon Mallee WRRG Tours and Meeting Echuca
30 August Rex Theatre Meeting Charlton
5 September Audit Committee Meeting Wycheproof
5 September Council Briefing Sea Lake
7 September Wimmera Southern Mallee Transport Meeting Horsham
12 September Council Meeting Wycheproof
Cr Milne
Rail Freight Alliance Meeting
CWA Conference
Buloke Tourism Meeting
Watchem Progress Meeting
Cr Shaw
WycheAlive Meeting
Central Victorian Greenhouse Alliance Strategic Management Day
Cr Vis
Wimmera Mallee Regional Tourism Meeting
Advance Sea Lake AGM
Cr Stewart
8 August 2018 Ordinary Meeting - Wycheproof
15 August Councillor Briefing – Charlton
27 August Recreation Water Users Alliance Meeting
30 August Rex Theatre Meeting
5 September Green Lake and Lake Tyrrell Accommodation Tour
9. OTHER BUSINESS
9.1.1 Speed Limit Review in Sea Lake
Author’s Title: Cr David Vis
Department: File No: RS/02/08
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Nil |
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That Council write to VicRoads requesting a speed limit review is undertaken for the whole of Sea Lake, in consultation with the community and Council. Seconded: Cr Graeme Milne Carried. (R416/18) |
1. Background
For some time, Sea Lake community members have raised concerns through Council about the speed of traffic through the town, particularly on the Calder Highway.
With the increasingly popular Sea Lake Travellers Rest, St Mary’s School, Post Office and the busy Best Street intersection, the community and Council believe a review is needed to consider the option of dropping the speed limit to 50km/h along the Calder Highway.
In addition, due to increased tourism to the township, there is increased accommodation activity at the southern entrance of town and strategic consideration is needed to consider the most appropriate location of the 80km/h zones.
Given the concern, it is recommended that Council write to VicRoads requesting a whole of township speed limit review for Sea Lake is conducted. Throughout this review, Council would be requesting that VicRoads conduct a widespread community engagement process, along with a review against technical standards.
9.2 Questions from Councillors
9.2.1 Road Edges on Buloke Shire and vicroads
Cr Milne commented on road edges on both Buloke Shire Council and VicRoads roads being poor. Cr Milne stated that works undertaken by VicRoads has not reduced the dangerous drop off of edges and asked that this matter be discussed with VicRoads representatives.
The CEO responded by advising he will discuss this issue with VicRoads representatives.
9.2.2 windblown rubbish – birchip and donald landfills
Cr Milne enquired if Council staff could ensure that windblown rubbish be kept to a minimum at both the Birchip and Donald landfills.
The CEO advised that works were planned for an immediate clean-up of this rubbish at these sites.
9.2.3 information tabled at vicroads meetings
Cr Milne requested a copy of information to be tabled at VicRoads Meetings.
The CEO responded that this information will be provided at a Councillor Briefing.
9.5 Matters Which May Exclude The Public
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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: |
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(d) contractual matters |
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9.5.2 C60 - 2018/19 Construction of Donald Multipurpose Facility Redevelopment |
(d) contractual matters |
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9.5.3 C44F 2018/19 Flood Restoration Program 2017/18 - Major Road Rehabilitation Works (Part Cluster 3) |
(d) contractual matters |
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Seconded: Cr John Shaw Carried. (R417/18) |
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That Council reopens the meeting to the public pursuant to Section 89(2) of the Local Government Act 1989 and brings resolutions from the closed session into open session. Seconded: Cr David Vis Carried. (R421/18) |
Meeting closed at 8.24pm.