Minutes of Ordinary Meeting - 10 September 2014

9.2 Notices of Motion 55

9.3 Questions from Councillors 55

9.3.1 Cr Tellefson – Municipal Association of Victoria - Home and Community Care Meeting 55

9.4 Questions from the Public 55

9.5 Any Other Procedural Matter 55

9.6 Urgent Business 55

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

11..... ANY OTHER BUSINESS

12..... MEETING CLOSE

NEXT MEETING

The next Ordinary Meeting of Council will be held in Wycheproof Supper Room, 367 Broadway, Wycheproof on Wednesday, 8 October 2014 at 7.00pm.

JOHN HICKS

CHIEF EXECUTIVE OFFICER

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 10 September 2014

6. Procedural Items

6.1 Planning Applications Received - Monthly Update

Author’s Title: Manager Planning and Community Support

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

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.

Seconded: Cr Ellen White

Carried.

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
566/14	N Warner	42 Tower Rd, Donald	20/08	Use of Industry (scrap metal yard)	Notice of Application
567/14	Harbergers	12 Racecourse Road, Donald	22/08	Use and development of office	Notice of Application
568/14	Harbergers	Cnr Cope Cope Road, Donald	08/08	Use and development of Rural Store	Notice of Application

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 10 September 2014

6.2 Planning Applications Approved By Chief Executive Officer

Author’s Title: Executive Assistant

Department: Office of the CEO File No: LP/10/01

Nil

Motion:

That Council notes information contained in this report on planning permits that have been administered by the Planning Officer and approved by the Chief Executive Officer under Council’s delegated authority.

Moved: Cr Gail Sharp

Seconded: Cr Leo Tellefson

Carried.

1. Executive Summary

This report advises Council of the planning permits that have been administered by the Planning Officer and approved by the Chief Executive Officer under Council’s delegated authority.

2. List of Planning Permits

Date	Permit No.	Applicant	Address and Project
18.8.14	565/14	Mr S Warne 1243 Warne Road Culgoa, 3530	Lot 1 of Title Plan 215243 Pty No: 283124504 Known as; 1243 Warne Road, Culgoa Building and works in LSIO
20.8.14	564/14	Mr J Mitchell 662 Watchupga East Road Willangie, 3485	Lot 1 of Title Plan 178715 Pty No: 283911001 Known as Doran Road, Marlbed Native Vegetation Removal
18.8.14	562/14	Mr R Harrison 188 Harrisons Road Sea Lake 3533	CA 1 Parish of Boigbeat Pty No: 280801504 Known as; 188 Harrisons Road, Sea Lake 3533 Development of a second dwelling in Farming Zone

Date	Permit No.	Applicant	Address and Project
20.8.14	563/14	Nandaly Grain Cooperative C/- Post Office Nandaly 3533	Lot 1 of Plan of Subdivision 629061 Pty No: 280706704 Known as Cnr of Bishop Street and Nandaly-Tempy Road, Nandaly Development and Use of a Machinery Shed
20.8.14	557/14	Mr W Donnellon 29 Corack Road Birchip Vic 3483	Lot 3 of Lodged Plan 075251 Pty No: 284302001 Known as Chancery Street, Birchip 3483 Native Vegetation Removal Building and works of a Section 2 Use
4.8.14	558/14	Mr Alex Morrison P O Box 43 Wycheproof Vic 3527	CA 83 Parish of Kalpienung Pty No: 383232004 Known as Calder Highway, Nullawil Native Vegetation Removal
25.8.14	559/14	Mr A Hodgson 6488 Calder Highway Boigbeat 3531	CA 51 & 52 Parish of Boigbeat Pty No: 280 820 204 Known as 6488 Calder Highway, Boigbeat Development of a second dwelling in Farming Zone.
25.8.14	569/14	Buloke Shire Council P O Box 1 Wycheproof 3527	Back Teddywaddy Road, Charlton to Charlton Recreation Reserve, Calder Highway, Charlton Pty No: 381 708 002 Earthworks for the installation of a water reuse system

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 10 September 2014

6.3 Building Permits - Monthly Update

Author’s Title: Compliance Administration Officer

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

Nil

Motion:

That Council notes information on building permits approved by staff from 1 August 2014 to 31 August 2014.

Moved: Cr Leo Tellefson

Seconded: Cr Graeme Milne

Carried.

1. Executive Summary

This report provides information on building permits approved under delegation from 1 August 2014 to 31 August 2014.

2. List of Building Permits Approved by Council Surveyor

Permit No.	Address	Project Description	Value	Date Approved
20140061	54 Camp Street, WATCHEM	Alteration: Addition to dwelling	$132,600	04/08/2014
20140062	Racecourse Road, DONALD	New Building: Warehouse	$75,000	05/08/2014
20140063	106 Hannon Street, SEA LAKE	Re-erect Building: Alteration to dwelling	$55,000	05/08/2014
20140064	30 Gray Street, DONALD	New Building: Carport	$1,500	07/08/2014
20140066	129 High Street, CHARLTON	Alteration: Addition to dwelling	$15,000	19/08/2014
20140067	37-39 Campbell Street, BIRCHIP	New Building: Shed	$13,460	21/08/2014
20140068	94 High Street, CHARLTON	New Building: Outdoor Shelter	$3,410	21/08/2014
20140069	188 Harrison Road, SEA LAKE	New Building: Dwelling	$462,428	21/08/2014
20140070	1243 Warne Road, WARNE	New Building: Swimming Pool & Safety Barrier	$46,000	25/08/2014
20140071	25 Camp Street, WYCHEPROOF	New Building: Swimming Pool & Safety Barrier	$28,750	25/08/2014
20140074	14 Jolly Street, WYCHEPROOF	New Building: Shed	$34,750	27/08/2014

3. List of Building Permits Approved by Private Surveyors

Permit No.	Address	Project Description	Value	Date Approved
20140065	35 Armstrong Street, CHARLTON	New Building: Dwelling & Garage	$296,000	17/07/2014
20140072	1264 Borung Highway, WOOROONOOK	New Building: Shed	$74,000	28/07/2014
20140073	301 Bowds Road, SEA LAKE	New Building: Shed	$131,000	28/07/2014

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 10 September 2014

6.4 Report of Assembly of Councillors and Councillor Briefings

Attachment 1 Assembly of Councillors Record - 11 August 2014

BULOKE SHIRE COUNCIL

RECORD

Assembly of Councillors

Date and Time:

11 August 2014

Time: 5.00pm to 8.00pm

Location:

Berriwillock Multi Purpose Community Centre

Attendees:

Cr Reid Mather – Mayor

Cr Ellen White

Cr David Pollard

Cr Stuart McLean

Cr Leo Tellefson

Cr Gail Sharp

Cr Graeme Milne

John Hicks – Chief Executive Officer

Tom O’Reilly – Acting Manager Finance

Anthony Judd – Director of Works and Technical Services

Gaynor Doreian – Director of Corporate and Community Services

Apologies:

Cr Leo Tellefson

ITEMS

NO.	TOPIC			PURPOSE
1.	Declarations of Conflicts of Interest
2.	Councillor Only Session (5.00 – 5.30pm)
3.	Presentations
	3.1	Glenn Berry (Assistant Manager Urban Areas and Environment) and Brendan Ryan (Contract Administrator) (5.30 – 6.00pm)		Waste Services and Saleyards
	3.2	Trevor Emonson - Berriwillock Bowling Green Representatives (6.00 – 6.15pm)		Berriwillock Bowling Green
		Dinner Break (6.15pm)
	3.3	Anthony Judd (Director Works and Technical Services)		Victorian Flood Plan Management Strategy
4.	Items for Discussion
5.	CEO Updates
	4.1	Enterprise Bargaining Agreement
	4.2	MAV Call to Parties
	4.3	Shared Services
	4.4	MOU Draft Climate Change Adaptation
6.	Councillor Matters
	6.1		Central Murray Regional Transport Forum (Cr White)	Response to Murray Darling Basin Report
	6.2		School Bus Routes (Cr White)

Next Briefing:

Date and Time:	27 August 2014	Time: 5.00pm to 8.00pm
Location:	Donald District Office

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 10 September 2014

6.4 Report of Assembly of Councillors and Councillor Briefings

Attachment 2 Councillor Briefing Record - 27 August 2014

BULOKE SHIRE COUNCIL

RECORD

Councillor Briefing

Date and Time:

27 August 2014

Time: 5.00pm to 8.00pm

Location:

Donald District Office (McCulloch Street, Donald)

Attendees:

Cr Reid Mather – Mayor

Cr Ellen White

Cr David Pollard

Cr Stuart McLean

Cr Leo Tellefson

Cr Graeme Milne

John Hicks – Chief Executive Officer

Tom O’Reilly – Acting Manager Finance

Anthony Judd – Director of Works and Technical Services

Ann Twyford – Acting Manager Corporate Systems

Bill Keane – Manager Community Services

Jessie Holmes – Manager Planning and Community Support

Apologies:

Gaynor Doreian – Acting Manager Corporate Systems

Cr Gail Sharp

ITEMS

NO.	TOPIC				PURPOSE
1.	Declarations of Conflicts of Interest
2.	Presentations
	Councillor Only Session (5.00pm)
2.	2.1	Mark Remnant (Community Development Officer) (5.30pm)			Community Development
		Dinner Break (6.15pm)
3.	Items for Discussion
	3.1	Coal Seam Gas Consultation Session at MAV – 4 Sept 10.30am to 12.30pm
	3.2	MAV State Council Motions – Deadline 26 September 2014
	3.3	Input to MAV - State Local Government Funding Agreements
	3.4	Invitation to Nominate Innovative Projects – Rural Councils Victoria Spring Tour 2014
4.	CEO Updates
	4.1		Acciona
	4.2		Wimmera Mallee Shared Services
	4.3		Budget Implementation Report to 17 September Councillor Briefing
5.	Councillor Matters
	5.1			Rail Freight Alliance 2014 Conference
	5.2			Loddon Mallee ‘Takes a Stand’ Conference
	5.3			Donald Family Services Centre Events
	5.4			Citizenship Ceremonies
	5.5			Central Murray Regional Transport Forum

Next Briefing:

Date and Time:	3 September 2014	Time: 5.00pm to 8.00pm
Location:	Charlton District Office

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 10 September 2014

6.5 Letters of Congratulations and Recognition of Achievement/Awards

Author’s Title: Executive Assistant

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

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 10 September 2014

Nil

Cr Pollard declared an interest in Item 6.5 on the basis of being a recipient listed in the report for a letter of congratulations from Council.

Cr Sharp declared an interest in Item 6.5 on the basis of being a proprietor of a business listed in the report for a letter of congratulations from Council.

Crs Pollard and Sharp left the Council Chamber at 7.05pm before the discussion of this item.

Motion:

That Council acknowledges and congratulates the persons and/or groups mentioned in the report for their achievements.

Moved: Cr graeme Milne

Seconded: Cr stuart mclean

Carried.

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

Merbein Great Australian Vanilla Slice Triumph and the National Dried Fruit Bake-off

Sharps Bakery,

Birchip

Third time Premium Prize Winner of the iconic professional Vanilla Slice Section at the Merbein Great Australian Vanilla Slice Triumph, also first prize for their Plum Pudding and second for their Sunmuscat Slice in the National Dried Fruit Bake-off.

Ambulance Victoria – Charlton and District

Harry Brindley

(Ambulance Team Manager)

David Pollard

(Ambulance Community Officer)

Both were presented twenty-year Safe Driving Plaques and twenty-year Long Service Medals in recognition of their committed and dedicated service to Ambulance Victoria and the communities serviced by the ambulance.

The presentations were made by Campaspe Group Manager, Kerry Strachan on behalf of Ambulance Victoria Chief Executive Officer, Greg Sassella.

Provider	Recipient	Date	Purpose for Recognition
Ambulance Victoria – Donald and District	Brian Brasier (Ambulance Community Officer)		To recognise his service as an Ambulance Community Officer for Donald Ambulance Group for 30 years. Also acted as Secretary/Treasurer for 14 years, and has had over 1,000 call outs since joining in 1984.
Harness Racing	Graham & Moira Sheahan’s Family, Nullawil		For their great achievement in the harness racing sphere with the recent win by their pacer Marty Monkhouse in the Empire Stallions 4 yo Breeders Crown colts and geldings final at Tabcorp Park Melton
Buloke Shire Council	James Coatsworth Wycheproof		Proposing to tackle “Top to Tip” challenge of riding a bicycle 3700 km from the top of Mt Wycheproof to the tip of Cape York in far north Queensland to raise awareness and funds for Type 1 diabetes research.

Cr Milne left the Council Chamber at 7.08pm.

Crs Pollard, Sharp and Milne returned to the Council Chamber at 7.10pm before the discussion of Item 7.2.1.

7.2 Management Reports

7.2.1 Wimmera Southern Mallee Regional Transport Strategy

Author’s Title: Director Works and Technical Services

Department: Works and Technical Services File No: TT/11/13

1 Wimmera Southern Mallee Regional Transport Strategy - printed in separate document

2 Wimmera Southern Mallee Regional Transport Strategy - Background Report - printed in separate document

Relevance to Council Plan 2013 - 2017

Objective: A Shire where roads, drains, public spaces, community facilities, parks and other essential infrastructure are fit for purpose, well maintained and contribute to the well-being of the community.

Strategy: Improving local road and transport networks to facilitate safe and efficient transport movement within and across the Shire.

Priority: Work with the State Government to increase the percentage of freight carried on the rail network.

Motion:

That Council:

1. Endorses the Wimmera Southern Mallee Regional Transport Strategy (August 2014).

2. Continues to work with the region to see the delivery of the projects identified in the Wimmera Southern Mallee Regional Transport Strategy.

Seconded: Cr Gail Sharp

Carried.

1. Executive Summary

The purpose of this report is to provide council with information about the development of the Wimmera Southern Mallee Regional Transport Strategy and seek council endorsement for the strategy as the region’s overarching regional framework for transport planning and advocacy.

2. Discussion

Given the impending Victorian State Election in November 2014, there are potentially considerable benefits for the region in having a consistent and well-articulated set of transport network priorities and funding opportunities.

The existing Wimmera Regional Transport Plan was prepared prior to the more recent release of a number of significant regional and state government transport and land use policies. Accordingly there is also a need to review and refresh the region’s strategic transport plan and ensure regional transport proposals are consistent with the state’s policy framework.

The purpose of the project therefore was to develop an updated Wimmera Southern Mallee Regional Transport Strategy which is evidence-based and:

· Identifies priority transport projects of regional significance.

· Ensures the region’s transport directions are aligned with state and regional policy.

The strategy provides a tool for:

· Implementation of the Wimmera Southern Mallee’s Regional Strategic Plan and Regional Growth Plan.

· Future project planning and policy development.

· Advocacy to state and federal governments.

· Developing and prioritising funding applications.

The project is being undertaken as a partnership between local and state government under the auspices of the Wimmera Southern Mallee Regional Transport Group (WSMRTG). It is intended that the final strategy be owned and endorsed by the region’s six councils.

The new strategy builds on and utilises the work undertaken by the WSMRTG over the past decade. It does not replicate or replace the various other detailed transport plans (the C Roads Strategy and the like) prepared by the Group. Rather, it focuses on regional transport priorities to deliver strategic economic, social, environmental and transport network benefits for the Wimmera Southern Mallee.

Governance and engagement

A project steering committee was established to provide high level direction and includes chief executive officers from the six local councils and representatives from the Department of Transport, Planning and Local Infrastructure (DTPLI), VicRoads, Wimmera Development Association and the Regional Development Australia Grampians Committee.

A working group of technical representatives from councils and state transport agencies has also been convened to ensure all organisations are represented and can provide local technical inputs.

Consulting firm GHD was engaged to prepare the strategy. The project has been being managed by the DTPLI’s Grampians Region office on behalf of the region. Funding for the project has been provided by the WSMRTG and VicRoads.

Development of the strategy

The strategy has been prepared by GHD in collaboration with councils and transport agencies. All councils have nominated projects of regional and sub-regional significance that are included in the strategy. Projects include improvements to airports, freight and passenger rail, local and arterial roads and walking and cycling trails, as well as future strategic planning. Projects have been nominated on the basis that they are evidence-based, will have a regional impact and will help ameliorate a known problem, or respond to an identified opportunity.

To ensure a consistent and robust approach to identifying regional priorities, a methodology for the prioritisation of projects was developed. It is based on a review of approaches used by other Victorian regions and has been endorsed by the Project Steering Committee. Essentially this involves GHD scoring nominated projects on a range of criteria including:

· Economic, social and environmental impacts.

· The extent of the regional impact.

· The impact on the transport network.

· Links to regional and state strategies.

· Levels of commitment and planning.

The methodology for project prioritisation also complements other approaches in the Grampians region to ensure regional consistency.

The Technical Working Group reviewed the outputs of this process to ensure that the outcomes were appropriate for the region, identify any gaps and ensure scoring and prioritisation have regard to local circumstances and issues.

A large number of projects were nominated by councils to be included in the strategy. These were assessed by GHD to identify the top regional priorities. These are:

· Western Highway duplication to Stawell (Buangor to Stawell).

· Western Highway safety and efficiency improvements – Stawell to SA border.

· Henty Highway Improvements – Horsham to Lascelles.

· Grampians Peak Trail.

· Mildura to Ports Rail Standardisation

· Horsham Bypass (Western Highway).

· Capacity improvements to the Adelaide-Melbourne railway line.

· Henty Highway Improvements – Horsham to Portland.

· Grampians Ring Road.

· Rainbow Rail Line Upgrade

The projects nominated and included in the strategy by the Buloke Shire Council are:

· Mildura to Ports Rail Standardisation

· Calder Highway “Y” Intersections - Sea Lake to Nandaly

· Calder Highway Improvement – Wycheproof to Sea Lake

· Sea Lake Airport Upgrade

· Seven Mile Road

· Sunraysia Highway Improvements - between Pearses Road (south of Donald) to Russell Road (north of Donald)

· Charlton Borung Road Freight Route

· Watchupga Culgoa Road

· Nature Tracks – Pedestrian and Cycling Facilities within Buloke Shire.

· Birchip-Corack Road

· Sunraysia Highway Improvements north of Curyo and South east of Donald

· Mildura Passenger Service

· Borung Highway

· Birchip - Sea Lake Road

· Donald Airport Upgrade

· Patchewollock Sea Lake Road

· Widening of ‘C’ Routes in Buloke Shire

· Sunraysia Highway Improvements

· Country Roads and Bridges Program – Continuation of Funding for Regional and Rural Roads

The strategy includes details of all nominated projects, including indicative costings. Projects in the strategy cover all modes and a variety of locations across the Wimmera Southern Mallee. They include improvements to airports, freight and passenger rail, local and arterial roads, freight hubs and walking and cycling trails, as well as future strategic planning needs. The strategy also references the importance of existing funding programs for maintaining the region’s transport infrastructure.

Given the variety of projects at different scales and in different locations, this provides an opportunity for seeking a variety of funding opportunities as they arise over time. The strategy does not suggest that only the priority projects should be developed, in order to maximise the opportunities for future improvements to the region’s transport networks. Nevertheless, the inclusion of priorities will help provide a clear and consistent statement to state and federal governments about those projects which will provide the most significant benefits to the Central Highlands.

The strategy is supported by a background report setting out the evidence base, strategic policy context and project methodology.

Implementation

It is anticipated that all Wimmera Southern Mallee councils will use the strategy as a tool for advocacy to state and federal governments, particularly in the lead up to the forthcoming state election in November. The strategy will also be used to help work with state transport agencies in developing plans and projects to ensure they capture the transport issues and priorities of the region.

3. Financial Implications

The strategy outlines a range of projects that total over $600million in capital costs. As an advocacy document, this strategy will allow Council to lobby government for funding to implement the strategy and deliver the important transport infrastructure projects.

The strategy does not commit Council to any future financial contributions to infrastructure projects.

4. Cost Shift Considerations

The strategy provides a tool for councils to lobby for a range of transport related improvement projects across the region. Many of these projects are the responsibility of state and federal governments and Council has not been asked to fund the implementation of the strategy.

5. Community Consultation

This strategy has been developed through consultation with Council representatives, including staff and CEO’s. The report has been presented to the Wimmera Regional Transport Group for feedback.

6. Internal Consultation

Staff from Council’s Works and Technical Services Department were involved in the development of project submission to the consultant. Staff were also represented on the Strategy Technical Committee and the CEO was a member of the Project Steering Committee.

7. Legislative / Policy Implications

This report will form a sub-plan of the Wimmera Southern Mallee Regional Strategic Plan

8. Environmental Sustainability

Not applicable for the purposes of this report.

9. Conflict of Interest Considerations

The officers preparing this report have no direct or indirect conflict of interest.

10. Conclusion

It is increasingly important for regions to work together to ensure a common voice in advocating for major region-shaping infrastructure projects. The updated Wimmera Southern Mallee Regional Transport Strategy will provide a robust evidence-based tool for this purpose.

The State Government has recognised the importance of regional transport strategies and studies to articulate regional priorities, having referenced such plans in both Plan Melbourne and the Victorian Freight and Logistics Plan. The new Wimmera Southern Mallee Regional Transport Strategy will ensure that this region’s contribution to this overall policy framework remains contemporary and persuasive.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 10 September 2014

7.2.2 Council Owned Community Buses - Options for the Future

Author’s Title: Manager Community Services

Department: Community Services File No: PS/07/06

Nil

Relevance to Council Plan 2013 - 2017

Objective: A Buloke community where people of all ages, backgrounds and abilities, are embraced and supported and can access the Council services they need to help live healthy and fulfilling lives.

Strategy: Working with the community to make Buloke an even better place to live.

Priority: Continuously review the services provided to ensure they are meeting community needs and are being delivered efficiently in a cost-effective manner.

amendment to Motion:

Council to move an amendment to the Motion to remove the words “for persons with a disability” that were documented at the end of No. 2.

Moved: Cr Ellen White

Seconded: Cr Gail Sharp

Carried.

Motion:

That Council:

1. Proceeds to sell by public auction both its Birchip and Charlton Community buses, and

2. Retains the net proceeds received from the sale of the two buses to be directed towards a local Buloke community initiative or project(s) that helps to reduce the transport disadvantage.

Moved: Cr Gail Sharp

Seconded: Cr Leo Tellefson

Carried.

1. Executive Summary

Council currently owns two 11 seater buses, one garaged in Charlton and one in Birchip and both are almost 20 years old. Both buses were purchased in 1995 using funds from a combination of sources including the Buloke Shire Council, the Department of Veterans Affairs, the Department of Human Services, and the Charlton Sub-Branch of the RSL.

Council’s 2014-2015 Budget articulates Council’s intention to discontinue its community transport programs (including provision of community buses) when the vehicles are no longer fit for purpose. The reports of the July 2014 RACV Inspections of the two buses have confirmed that the age and condition of the buses is such that they are no longer fit for purpose without considerable expense that would be unlikely to extend the serviceable life of either bus significantly.

Council now needs to make a decision on the future of these buses.

2. Discussion

The Charlton bus currently has an odometer reading of 354,969 kilometres with an approximate usage in the last 12 months totalling 7,300 kilometres. The odometer of the Birchip bus currently reads 224,362 kilometres with a usage of approximately 2,900 kilometres over the last 12 months. Both buses have been serviced regularly and each is fitted with a fully automatic wheelchair hoist which is also serviced regularly by an authorised repair agent. These lifts were fitted at the time the buses were purchased and advice received from an alternative servicing agent indicates that they do not hold any significant sale value and that they would not be suitable to re-fit to another bus.

An independent RACV inspection of both buses was undertaken in mid July 2014. The reports of those inspections indicated that there was significant risk to Council if the buses were continued to be made available for public use and both buses were withdrawn from service immediately (Birchip on 18 July 2014 and Charlton on 21 July 2014).

Although there are some organisations that use the buses on a regular basis such as the East Wimmera Health Service’s Planned Activity Group in Charlton and the Senior Citizens Club in Birchip, the use of the buses by sports clubs, community organisations, and the general public has decreased significantly in recent years.

In 2005 the Buloke Shire allocated a grant of $25,000 to the Birchip Community Forum to assist with the purchase of another bus as a community bus. The Birchip Community Forum makes that bus available for public hire through a booking process managed by the Birchip P-12 School. In Charlton, alternative bus transport options are available via a local commercial bus operator although there is no ‘self drive’ component. Neither of these alternative options have wheelchair lift capability.

Option 1: Gift or Sell Buses Directly to a Community Group

An organisation willing to, and capable of, overseeing the management and operations of the bus in each community would need to be identified and that organisation would be required to provide an undertaking that the bus would remain accessible to the general community. Due to the ongoing association of Council with a deteriorating bus that could become hazardous, this option is not recommended.

Recommended Option 2: Disposal of Buses via Public Auction with Proceeds Held in Trust

This option provides for the disposal of the buses via public auction with the net proceeds being held in trust by Council for allocation to a community project to assist in addressing the transport disadvantage of people with a disability.

Option 3: Disposal of Buses via Public Auction with Proceeds Retained by Council

This option replicates the sales action of Option 2 but with the proceeds of sale being retained by Council.

Option 4: Liaison with Interested Commercial Transport Provider

This option was considered as a result of an informal approach by a local commercial transport operator in relation to future community transport provision. That operator has been provided with relevant information on the condition of the buses. Due to the ongoing association of Council with a deteriorating bus that could become hazardous, this option is not recommended.

3. Financial Implications

The maintenance and operating costs of each bus in 2013-2014 was approximately $6,400 with the difficulty in sourcing required spare parts increasing due to the age of the buses. Hirers of the buses are charged a flat booking fee of $14 in addition to a rate of 90c per kilometre travelled. The total fee income in 2013-2014 was approximately $7,500 which does not include provision for replacement of the buses and there has been no provision made in Council’s Capital Budget for replacement.

The sale of the buses will remove the costs to Council of maintaining two items of plant that are almost 20 years old and that are at or very near to the end of their useful life.

An appraisal of the current market value for each bus was completed by Council’s Senior Procurement Office in June 2014 which indicated that the sale of each bus could reasonably expect to realise in the order of $4,000 - $5,000.

4. Cost Shift Considerations

There are no cost shifting considerations emanating from the proposed recommendation of this report. Council’s involvement in the operating of community buses has been limited to the towns of Birchip and Charlton and is a legacy of arrangements made prior to Council amalgamation in 1995. The town of Birchip now has an alternative community bus service operating successfully and in Charlton there is a private operator exploring the commercial viability of providing a similar service.

5. Community Consultation

Discussion has been held with the East Wimmera Health Service and a local commercial transport provider. The primary user of the community buses is the East Wimmera Health Service which uses the buses to collect and deliver a small client group to and from its Planned Activity Group programs. Until a decision on this matter is made by Council, an offer of interim assistance with transport has been offered to that organisation but as yet that assistance has not been required.

6. Internal Consultation

The Senior Procurement Officer and the Manager Community Services have worked collaboratively on this issue.

7. Legislative / Policy Implications

Council’s Risk Management Policy articulates that Council will ensure that, as far as is reasonably practicable, the organisation’s operations do not expose people, property or the environment to unacceptable levels of risk or harm. The actions recommended in this report are in accordance with that objective.

8. Environmental Sustainability

Not Applicable.

9. Conflict of Interest Considerations

The Manager Community Services has previously hired the community bus for private use and also as a member of a sports club. The Senior Procurement Officer’s immediate family has been a regular user of the bus through the East Wimmera Health Service.

10. Conclusion

Both buses have been ‘tagged out’ by Council’s Senior Procurement Officer and as such have not been available for public use since mid July 2014. Independent advice received from qualified RACV inspectors indicates that significant repairs to both buses are required to bring them back to a condition where they are safe to use. In accordance with Council’s publicly documented intention in relation to community transport, the poor condition of the buses makes it an appropriate time for Council to commence the process of disposing of the buses.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 10 September 2014

7.2.3 Commonwealth Bank of Australia Banking Tender Extension

Author’s Title: Acting Senior Finance Officer

Department: Finance File No: FM/24/02

Nil

Relevance to Council Plan 2013 - 2017

Objective: An organisation that is responsibly governed with a strong emphasis on sustainable financial and risk management.

Strategy: Ensuring Council is well governed and its finances and risks are managed sustainably and responsibly.

Priority: Review and renew the Council’s financial plans to improve financial sustainability as measured by indicators of local government financial sustainability developed by the Victorian Auditor-General’s Office.

Cr Pollard declared an interest in Item 7.2.3 on the basis of being a shareholder of the Commonwealth Bank of Australia referred to in this report.

Cr Tellefson declared an interest in Item 7.2.3 on the basis of being a shareholder of the Commonwealth Bank of Australia referred to in this report.

Crs Pollard and Tellefson left the Council Chamber at 7.25pm before discussion of Item 7.2.3.

Motion:

That Council extend the term of Contract C1 2010/2011 Provision of Banking Services by a period of 2 years to 1 March 2016 and affixes the Common Seal.

Moved: Cr Ellen White

Seconded: Cr Gail Sharp

Carried.

1. Executive Summary

The purpose of this report is for Council to extend the current banking tender arrangement with the Commonwealth Bank of Australia (CBA) for a period of 2 years.

2. Discussion

At a Special Meeting held on 30 March 2011, Council resolved to award the tender for banking services to the Commonwealth Bank of Australia under Contract C1 2010/2011, with the CBA being the only conforming tender submitted. The term of the tender was for 3 years ending 1 March 2014. Officers recently became aware that the contract period lapsed in August 2014.

The tender documentation did not include a specific extension clause but does allow the contract to be extended past the 3 year term. This can be effected under the General Conditions of the contract which state:

“This contract Agreement commences on 1 March 2011 for a period of 3 years and ends on 28 February 2014 unless extended at Council’s discretion (with reasonable notice having been first given to the contractor).”

Council has received confirmation from the CBA who are agreeable to extend the Banking Services contract for a further period of 2 years to 1 March 2016.

Given the current financial situation of Council and the resources that have gone towards restructuring Council’s overdraft facility and securing finance facilities, it is prudent to retain the services of the CBA. There is a significant cost, time and staff resources required to change banking institutions. Otherwise the transfer of EFTPOS providers, cheque stationery, direct debit and credit authorities, electronic banking and signatories would be some of the changes required.

Council has received excellent service from the CBA over the period of the contract. There have been no significant issues to warrant changing providers.

3. Financial Implications

Under the Local Government Act 1989 [the Act], Council is required to conduct a public tender where the contract for the purchase of goods and services exceeds $150,000 unless a competitive process has been undertaken. This was conducted prior to the award of contract and that contract is now being extended.

4. Cost Shift Considerations

Not applicable for the purpose of this report.

5. Community Consultation

Officers have liaised with the CBA. No other consultation with the community has occurred.

6. Internal Consultation

Internal consultation has been conducted with relevant finance and procurement personnel in preparing this report.

7. Legislative / Policy Implications

The tender for the Provision of Banking Services under Contract C1 2010/2011 was conducted in accordance with the requirements of the Local Government Act and Council’s Tender Procedures.

8. Environmental Sustainability

Not applicable for the purpose of this report.

9. Conflict of Interest Considerations

The officers preparing this report have no direct or indirect conflict of interest.

10. Conclusion

The banking service provided by CBA under the current contract has been excellent and there would be no apparent value to Council in re-tendering for this function at this time. The extension of the contract in consultation with the CBA is recommended as the best solution to both parties at this time.

Cr Pollard and Tellefson returned to the Council Chamber at 7.27pm prior to discussion of Item 7.2.4.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 10 September 2014

7.2.4 Audit Advisory Committee - Reappointment of Independent Members

Author’s Title: Acting Manager Finance

Department: Finance File No: FM/02/10

Nil

Relevance to Council Plan 2013 - 2017

Objective: An organisation that is responsibly governed with a strong emphasis on sustainable financial and risk management.

Strategy: Ensuring Council is well governed and its finances and risks are managed sustainably and responsibly.

Priority: Continue Council’s risk management program including the development of a plan to identify and mitigate high-level corporate and community risks.

Motion:

That Council:

1. Extends Mr Tom Evans appointment as Chair of the Audit Advisory Committee to 30 September 2015

2. Reappoints Ms Jessica Adler as an Independent Member of the Audit Advisory Committee to 30 September 2016

3. Reappoints Mr Brian Keane as an Independent Member of the Audit Advisory Committee to 30 September 2017

4. Notes that subject to performance, Audit Advisory Committee members are entitled to seek reappointment at the expiry of their term.

Moved: Cr David Pollard

Seconded: Cr Stuart McLean

Carried.

1. Executive Summary

The purpose of this report is to reappoint existing Independent Members, Ms Jessica Adler and Mr Brian Keane to the Audit Advisory Committee for further terms and also extend the term of the current Chair Mr Tom Evans.

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.

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.

The current members all seek reappointment in accord with the recommendation. Their performance to date as members of the AAC is commendable and highly valued and their reappointment highly recommended.

2. Discussion

The Audit Advisory Committee Charter provides for the Committee to consist of at least three and no more than six members. The Charter provides for the Council to appoint the Chair.

The Audit Advisory Committee currently consists of four members comprising three independent members and the Mayor as the representative of Council.

All three independent members were appointed in 2012 for a two year term. At the 2013 September Ordinary Meeting, the Council appointed Mr Tom Evans as the new Chair of the Audit Advisory Committee with his term expiring at the end of August 2015. The two remaining independent members’ terms have expired.

3. Financial Implications

There are no financial implications arising from this report.

4. Community Consultation

There has been no community consultation associated with the preparation of this report.

5. Cost Shifting

There are no cost shifting implications arising from this report.

6. Internal Consultation

The Chief Executive Officer has liaised with the Manager Finance during the preparation of this report.

7. Legislative / Policy Implications

The Local Government Act 1989 requires Council to establish and support an Audit Committee as is an Advisory Committee. Council has prepared and adopted an Audit Advisory Committee Charter. The actions proposed in this report are consistent with the requirements of both the Act and the Charter.

8. Environmental Sustainability

There are no environmental consequences or impacts associated with this report.

9. Conflict of Interest Considerations

There are no known conflict considerations associated with this report.

10. Conclusion

Council is required under the Local Government Act 1989 to appoint an Audit Advisory Committee. 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.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 10 September 2014

7.2.5 Forensic and Financial Audit

Author’s Title: Acting Manager Finance

Department: Finance File No: GO.0509

1 Forensic and Financial Audit of Buloke Shire Council November 2013 - Confidential

Relevance to Council Plan 2013 - 2017

Objective: An organisation that is responsibly governed with a strong emphasis on sustainable financial and risk management.

Strategy: Ensuring Council is well governed and its finances and risks are managed sustainably and responsibly.

Priority: Continue Council’s risk management program including the development of a plan to identify and mitigate high-level corporate and community risks.

Motion:

That Council:

1. Acknowledges receipt of the confidential report titled ‘Department of Transport, Planning and Local Infrastructure: Forensic and Financial Audit of Buloke Shire Council November 2013’

2. Requests that senior management develop an action plan which seeks to address, implement and monitor the recommendations contained in the report; and that such report is reviewed and monitored via the Council’s Audit Advisory Committee and Inspector of Municipal Administration.

Moved: Cr Leo Tellefson

Seconded: Cr Gail Sharp

Carried.

1. Executive Summary

The Department of Transport, Planning and Local Infrastructure (DTPLI) initiated Contract 2013/01 for the Conduct of Forensic Audit Services on the Buloke Shire Council, dated 23 May 2013. KPMG were awarded the contract resulting in the deliverable report titled ‘Department of Transport, Planning and Local Infrastructure: Forensic and Financial Audit of Buloke Shire Council November 2013’.

The Council and Audit Advisory Committee have repeatedly sought to obtain a copy of the report. However, the report remained at a confidential status for a considerable time, with DTPLI advising in August 2014 that the confidential report could be released to Council and the Audit Advisory Committee.

The report identifies a range of key findings and risks along with a range of recommendations. The key functional areas canvassed in the report include; General Ledger Reconciliations, Payroll, Procurement and Accounts Payable, Revenue and Accounts Receivable, Budgeting and Reporting, Grant Financial Management, Skills and capabilities, Financial Governance and Framework.

Given the time that has elapsed since the report was prepared, it is reasonable to conclude numerous matters may already have been addressed and remedied via other accountability mechanisms including; scrutiny by the External and Internal Auditors, Internal Audit Reviews completed since the report’s completion date, oversight of the recommendations contained in the s.135 report prepared by the Municipal Monitor and other recommendations provided by the Council’s Audit Advisory Committee.

2. Discussion

In March 2012, the Minister for Local Government appointed Mt Stephen Roche as Inspector of Municipal Administration under the Local Government Act. The terms of reference of the Inspector’s appointment include providing the Minister with an overview of the Council’s financial position and advice on the adequacy of the financial plans and strategies in place to achieve improved financial stability.

The Minister for Local Government, following the Victorian Auditor- General’s Office (VAGO) issuing a ‘Qualified Opinion’ on Council’s 2010/11 Financial Statements, determined to undertake a s.135 review of Council’s financial sustainability. Mr Roche undertook the s.135 review and his competed report contained a schedule of recommendations.

Further to this, KPMG was then engaged to conduct forensic services for the DPTLI in relation to Buloke Shire Council to further consider the key financial controls and processes, with the attached confidential report being the key deliverable.

The Inspector of Municipal Administration has been provided with the report and in his ongoing role of Monitor, will follow up on the progress made in implementing the recommendations contained in the KPMG report. He visits Council regularly to review changes that have been made and will continue to visit regularly to ensure satisfactory progress continues.

3. Financial Implications

No direct financial impact is anticipated. The action plan once developed will address the recommendations which may require further development of appropriate policies and procedures and similarly strengthening of internal controls.

4. Cost Shift Considerations

Not applicable for the purpose of this report.

5. Community Consultation

Not applicable for the purpose of this report

6. Internal Consultation

The confidential report is not for distribution and will be reviewed and actioned in conjunction with Council, the Audit Advisory Committee and Inspector of Municipal Administration.

7. Legislative / Policy Implications

Actioning of this report is in accord with the principles of sound financial management as per s.136 of the Local Government Act

8. Environmental Sustainability

This report has no direct impact on environmental sustainability.

9. Conflict of Interest Considerations

The officers preparing this report have no direct or indirect conflict of interest.

10. Conclusion

The Inspector of Municipal Administration, Mr Stephen Roche is in receipt of the report and, in his ongoing monitor role, he will ensure satisfactory follow up progress is made in implementing the recommendations; in conjunction with the Audit Advisory Committee and Council.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 10 September 2014

7.2.6 Variation to Chief Executive Contract - Clarification

Author’s Title: Mayor

Department: Office of the CEO File No: PE/21/02

Nil

Relevance to Council Plan 2013 - 2017

Objective: An organisation that is responsibly governed with a strong emphasis on sustainable financial and risk management.

Strategy: Ensuring Council is well governed and its finances and risks are managed sustainably and responsibly.

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

Motion:

Council to lay the item on the table for a month, to be considered at the Ordinary Meeting scheduled for 8 October 2014.

Seconded: Cr Graeme Milne

Carried.

1. Executive Summary

An element of the Chief Executive Officer’s contract was ambiguous and requires clarification. A Deed of Variation to provide that clarification has been drafted for signing and sealing by Council.

2. Discussion

Nil

3. Financial Implications

Nil

4. Cost Shift Considerations

Nil

5. Community Consultation

Nil

6. Internal Consultation

Not required

7. Legislative / Policy Implications

Nil

8. Environmental Sustainability

There is no environmental impact from this report.

9. Conflict of Interest Considerations

Nil

10. Conclusion

To clarify the conditions of employment of the Chief Executive Officer the Deed of Variation is required to be signed and sealed by Council.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 10 September 2014

7.2.7 MAV LGFV Borrowing Facility

Author’s Title: Acting Manager Finance

Department: Finance File No: FM/05/04

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 10 September 2014

1 ViewLGFV Participation Agreement

2 ViewLGFV Term Sheet

Relevance to Council Plan 2013 - 2017

Objective: An organisation that is responsibly governed with a strong emphasis on sustainable financial and risk management.

Strategy: Ensuring Council is well governed and its finances and risks are managed sustainably and responsibly.

Motion:

That Council:

1. Delegate authority to the CEO to execute the Local Government Funding Vehicle (LGFV) loan documentation, to provide for an interest only loan amount of $7million over a five year term, in accordance with the attached LGFV Term Sheet and Participation Agreement as adopted by Council at its Special Meeting of 28 May 2014 and;

2. Authorise the CEO to affix the Common Seal to the LGFV loan documentation.

Moved: Cr Gail Sharp

Seconded: Cr Stuart McLean

Carried.

1. Executive Summary

The MAV wish to expedite the formalisation of the LGFV loan documentation and gratefully request the return of the sealed loan documentation by 19September 2014, to facilitate issuance of the LGFV bond monies before 30 September 2014.

The LGFV loan contract and associated documentation was received by Council on 10 September 2014 and requires the CEO to formally execute the documentation and affix the Council’s Common Seal; noting the MAV apologise for the unexpected tight timeframe.

2. Discussion

The MAV is in the final stages of the establishment of a pooled borrowing vehicle on behalf of its 79 Victorian member Councils, the LGFV. The objective of the LGFV is to raise funding from the public bond market on behalf of participating Councils, providing a more cost competitive financing solution to Victorian Councils.

The bond market

A bond is simply a loan from another source – the wholesale bond market. Cheaper funding is available in the wholesale bond market than from banks for highly rated borrowers such as Councils. The investors (or lenders) in the bond market are institutional investors such as superannuation funds, banks and foreign governments. The bond market is a key source of funding for the Commonwealth Government of Australia, State Governments and major corporations. The LGFV transaction is a market standard structure of “pooling” loans to access the bond market and is considered tried and tested.

Borrowing process

The borrowing process for Councils is simplified under the LGFV. Councils submit a drawdown notice to the LGFV, with no requirement to undertake a tender to determine best price.

3. Financial Implications

The LGFV borrowing facility specifically provides for an interest only loan amount of $7million over a five year term as contained in the adopted 2014-15 Budget. The interest rate applied and budgeted in the adopted 2014/15 Budget was 5% and indicative rates from the MAV suggest the bond issue rate will be lower and in the order of 4.8%.

The MAV previously advised Council the $7M bonds issue would be available for drawdown in July 2014. Based on this MAV information, Council budgeted to draw down the $7m loan in July 2014.

However, the MAV experienced unforeseen delays in processing the bond issuance and amended the issuance date to pre 30 September 2014. As a result of this unexpected delay, the MAV facilitated an interim bridging facility with Council’s bankers, the CBA, which allowed Council to drawdown $4.5m of the $7m required, with the balance to be drawn down when the bonds are issued. The financial implication of this delay has necessitated Council to use its overdraft facility until the balance of $2.5m is issued. This will result in Council incurring unbudgeted overdraft costs.

4. Community Consultation

As this is an administrative matter no community consultation is required.

5. Legislative / Policy Implications

The LGFV conforms to all relevant local government legislative requirements.

6. Environmental Sustainability

N/A

7. Conflict of Interest Considerations

N/A

8. Conclusion

The recommendation provides the necessary procedural authorisation to allow the finalisation of the LGFV process and drawdown the loans funds as contained in the adopted 2014/15 Budget. The key benefits of the LGFV for Council include significant savings, diversification of funding source, low cost, transparency and best practice.

7.3 Financial Reports

7.3.1 Financial Performance As At 31 July 2014

Author’s Title: Acting Manager Finance

Department: Finance File No: 0115

8. REPORTS FROM COUNCILLORS

1 ViewCover, Index and Executive Summary

2 ViewIncome Statement

3 ViewBalance Sheet

4 ViewCash Flow Statement

5 ViewCash Flow Statement Rolling 12 Month Graph

6 ViewCapital Works Program 2014-15

7 ViewCapital Works Program 2014-15 Graph

Relevance to Council Plan 2013 - 2017

Objective: An organisation that is responsibly governed with a strong emphasis on sustainable financial and risk management.

Strategy: Ensuring Council is well governed and its finances and risks are managed sustainably and responsibly.

Motion:

That Council receive and note the Financial Performance Report for the period ending 31 July 2014.

Moved: Cr Leo Tellefson

Seconded: Cr Gail Sharp

Carried.

1. Purpose

The purpose of this report is for Council to assess its year to date financial performance as at the 31 July 2014.

2. Discussion

The attached Financial Performance report provides an Executive Summary along with the year to date performance as at 31 July 2014 for the Income Statement, Balance Sheet and 2014/15 Capital Works Program.

Of particular note, the attached report includes a Cash Flow Statement which details the rolling 12 month cash flow forecast.

The report also shows year to date budget as compared to the year to date actual and significant material variances are flagged with appropriate explanations.

3. Financial Implications

Managing current and future cashflow presents a considerable challenge, which Council is successfully managing via loan borrowings of $7M as included in the adopted 2014-15 Budget. Further details are outlined in the attached reports.

4. Community Consultation

No consultation with the community was required for the production of this report.

5. Internal Consultation

The reports have been prepared in consultation with Budget Managers directly responsible for Council budgets.

6. Legislative / Policy Implications

The report is consistent with the requirements of the Local Government Act 1989.

7. Environmental Sustainability

This report has no direct impact on environmental sustainability.

8. Conflict of Interest Considerations

Nil

9. Conclusion

The Financial Performance Reports reinforce the challenging financial position of the Council. They equally reflect that Council has a clear understanding of its finances and an adopted borrowing strategy to successfully manage its finances going forward.

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 10 September 2014

8.1 Delegate Reports

Cr Stuart McLean

Livestock Saleyards Association of Victoria Conference and Annual General Meeting

14/15 August 2014 Livestock Saleyards Association of Victoria Conference and Annual General Meeting (AGM) – A very successful and well attended conference and AGM. 1^st class speakers and presenters on industry, food and fibre aspects and solutions.

AGM – New governance structure enabled. New executive elected and 2014/2015 budget adopted.

Chair – S McLean

Deputy Chair – K Crowley

Treasurer – T Phillips

Executive Officer – M MacDonald

Cr Ellen White

North West Municipalities Association (NWMA)

I was unable to attend the North West Municipalities Association (NWMA) Meeting held this quarter. Cr Mather did attend.

Sea Lake Community Complex

The Complex Committee are applying for a grant for new netball courts.

Economic Development (Buloke Shire Business Excellence Awards/Regional Victorian Living Expo)

Nothing to report.

Central Murray Regional Transport Forum

No meeting held this month.

Alliance of Councils for Rail Freight Development

No meeting this month. The conference is to be held on Friday 10 October in Melbourne.

Motion:

Council to receive the Councillor Delegate Reports as presented.