Minutes of Ordinary Meeting - 11 September 2013

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 11 September 2013

6.2 Report of Assembly of Councillors Meetings

Attachment 1 Record of Assembly of Council - 9 September 2013

BULOKE

SHIRE COUNCIL

ASSEMBLY OF COUNCIL MEETING

Meeting to be held at 5.00pm Monday 9 September 2013 at the Charlton District Office

Present:

Councillors:

Cr Tellefson, Cr Sharp, Cr Pollard, Cr Mather, Cr McLean, Cr Milne and Cr White.

Staff:

Warwick Heine (Chief Executive Officer), Gaynor Doreian (Manager Works and Corporate Services), Warren Hemopo (Manager Reconstruction), Anthony Judd (Manager Assets and Infrastructure), Bill Ryan (Manager Finance), Judi Bird (Senior Procurement Officer), Bill Keane (Manager Community Services), Michele Bos (Senior Planner) and Paul Fernee (Recreation Officer)

Members of the Community:

Apologies:

Warwick Heine (Chief Executive Officer),

Disclosure of Interests:

Cr Mather took the Chair

MATTERS TO BE DISCUSSED

1. Presentations

5.00pm Vanessa Healy (Public Health and Well Being Plan)

5.30pm Managing Director (Mark Williams) and Chairman (Peter Vogel) GWM Water.

6.00pm DINNER

7.00pm Karen Evans – Insynch Consult Grp (Aquatic Pool Strategy)

7.30pm Leah Sertori - Regional Management Group – (Central Vic Solar City Outcomes)

2. Councillor Reports

3. CEO and Senior Management Team Reports

a. Legal

i) George Gould Units – Actions arising from the meeting with Birchip Community Housing on 11 June 2013 are being undertaken, Report to September Ordinary Meeting

ii) Hamilton Street, Sea Lake – Two shipping containers apparently joined together and being used as a residence. No permits obtained. Compliance action is being taken.

iii) *Alexander Street, Berriwillock - House inundated in January 2012 floods. Flooding identified that an extension to the house had been built over a septic tank by a previous owner. Home owner’s insurance company has refused to pay claim on the basis that the works were illegal. Research has identified that while the previous owner undertook the extension without applying for a Building Permit a Permit was issued retrospectively. On site meeting held with owner and his solicitor 23 July 2013. A structural engineer has been engaged to assess works undertaken and a tentative inspection date of 18 September 2013 has been organised, after which time a Report will be prepared. Letters sent to owner’s solicitors regarding works and owner due diligence responsibilities at the time of purchase. Structural engineer inspection on 18^th September.

iv) Building Control Matters – A compliance audit of outstanding and active Building Applications has identified a number of building deficiencies including fire fighting, disabled access, health approvals (septic tanks) and changes to submitted plans. The current list includes:

· Charlton – Addition to Shop – Construction not in accord with approved plans. No Certificate of Occupancy issued. Legal advice received and an action plan is being developed. Meeting with owners scheduled but delayed at the request of the owners. Owners have engaged solicitors to look at the sale arrangements. An FoI request is expected. Follow-up letter sent to owners.

· Charlton – Shed and associated buildings – Construction not in accord with approved Plans. No Certificate of Occupancy issued. Additional works undertaken without a Planning Permit or Building Permit. Legal advice received. Fire safety, disability compliance and structural engineering require verification. Subdivision for ownership purposes has been finalised. An engineer has been engaged to verify structural design Footing design and inspection).

· Nandaly – Storage shed – Shed constructed without a Permit. A possible solution has been proposed to the owner. The solution would see the Shed consolidated with the house title which would see the building classified as Class 10a instead of Class 7. Pictures of the footings have been supplied by the owner. Fire safety design yet to be finalised. Building Notice has been issued. Follow-up letter sent to owner.

· Birchip – Non-compliant house – Owner has constructed a ‘house’ without connection to town services and basic facilities including toilet, kitchen and wash facilities. The development also requires a Planning Permit. Show Cause Notice issued. Council staff are continuing a dialogue with the owner to achieve compliance. Building Notice issued. Letter from owner received detailing compliance over coming nine month period provided to Council 24/06/2013. Response letter sent providing the owner with an additional 4 months to comply. Evidence of application to connect to town water and sewerage received. Evidence of engagement of required professional services has been submitted.

· Birchip – Storage shed – Fire protection, emergency lighting and exit signage to be installed. Building occupied but no Certificate of Occupancy issued. Letter outlining requirements sent. Structural engineer has inspected the building. Agreement reached with owner for design of fire service, installation of exit signs and emergency lighting. Installation of disabled toilet is likely to be the only outstanding difficulty. Emergency and exit lighting installed, fire requirements now met. The Building Commission has denied an application for dispensation for disabled toilet. Owners will need to comply..

· Charlton – Re-erect a dwelling – Building works not as described in the Permit. No record of inspections. Works continuing. Owners have agreed to enter into a s173 Agreement. NCCMA has recommended changes to the s173 and these are currently being documented for review by the owners. Advise being sought from Maddocks.

· Jill Jill – Re-erection of a dwelling – Building works not as described in the Permit. No record of all required inspections. Construction is continuing. Letter sent to owner. No response received. Further correspondence has been sent. Owner has not made contact. The dwelling is unoccupied.

· Wycheproof – Addition to dwelling – No Building Permit or occupancy Permit issued. Property is being occupied. Owner has been able to satisfy 5 of the 6 matters. Justification of the roof trusses is the only remaining outstanding matter. The owner is to arrange the required documentation..

· Birchip – Addition to shop – Addition being used as a dwelling. Energy efficiency certificate received, ventilation installed and a final inspection for occupancy is due to be carried out in the coming month.

· Birchip – Addition to dwelling – House extended without a Building Permit. Site meeting held in January and several options being investigated. Discussion has been held with the owner. Owner has agreed to engage an engineer to address outstanding matters.

· Charlton – Addition to office – Appropriate plans required. Engineering design has been prepared, further information being sought including for the stairs and veranda. Stump hole inspection has been undertaken. Stairs are likely to require work to bring them up to standard. A site plan is being prepared. Planning permit to be amended.

· Sea Lake – Warehouse – Outstanding compliance matters. Letter sent to owner. Owner has engaged an engineer to prepare the information required. Engineer has attended the site and is preparing the required plans. Owner has been given 30 days to supply the outstanding documentation.

· Sea Lake – Dangerous veranda – Emergency order served on owner.

· Berriwillock – Dangerous veranda – Order issued to be demolished. Owner has advised repairs will be undertaken but no action to date. Building compliance notice has now been sent.

· Nullawil – Illegal building – Show cause letter issued. Meeting held with the owner. Details supplied on one building. Owners are to engage an engineer to verify building specifications for the second building.

· Donald – Addition to dwelling – Stump and frame inspection to be undertaken. Letter sent to owner. Owner has engaged an engineer. Report yet to be received. Follow-up letter sent. A building Notice has been served.

· Berriwillock – Amenities building additional to shed. Engineers engaged to look at floor slab construction and drawings are being prepared. Owner has been given 30 days to supply the required documentation.

· Birchip – Illegal shed in township - Letter sent outlining information required for building permit application. Owner has not yet fully complied, however acquisition of neighbouring land may assist in compliance.

· Donald – Dangerous facade - Owner has advised he does not have the funds to undertake the repairs. Has proposed to sell the property. Building Notice remains in place.

· Charlton – Addition to building. Permit issued by Building Surveyor in February 2012. No records held of footing, frame or roof inspections. No energy assessment undertaken in accord with regulations. No Certificate of Occupancy issued. Non-registered builder used to undertake the construction. Exposure of stumps has revealed depth is not sufficient. An engineer will need to be engaged to design footings design. Roof frame will need to be exposed to verify framing and installation of insulation. Further investigation is being undertaken to ascertain possible next steps. The non-registered builder has been located and will be served with a non-compliance letter to rectify works to the required standard.

· Birchip dwelling- Illegal works without a building permit. Stop works notice issued in April, Further works have been undertaken. Further correspondence sent. Prosecution to be commenced.

· Birchip – Shop – Dangerous facade – Engineering report received advising the facade is in a dangerous condition. Owners are cooperative and understand the need for repairs. Initial cost estimates up to $20K.

v) Local Laws/Planning

· Charlton – Breach of Local Law and Planning Permit - Resident in breach of Local Law Permit and Planning Permit conditions regarding the number of animals on the property and the need for the animals to be contained to the property.

o Permit revoked at May Ordinary Meeting.

o Inspection undertaken 18 July.

§ Resident has attempted to comply.

§ 6 dogs and 1 cat registered and contained on premises.

§ One cat contained but to vicious to assess whether it is registered. Resident advised the cat is to be put down.

§ Two additional male cats not able to be sighted. Resident has been asked to present them for checking within 7 days.

o Inspection undertaken 12 August

§ Resident had made some progress with containment of the animals

§ Additional kittens sighted. Resident advised they are to be re-housed.

§ Situation will continue to be monitored.

vi) FoI Requests

No current requests.

vii) Illegal Roadside Ripping – Report – Anthony Judd

§ Dumosa (various roads – 31kms) - As previously advised, action (issue of Infringement Notices) is being taken under the Planning Scheme and the Community Local Law. No advice has been received from DEPI as to what action they intend to take Preliminary discussion with the Federal Department of Department of Sustainability, Environment, Water, Population and Communities suggest a re-vegetation order may be issued.

viii) Risk

i) Public Risk Incidents

1) Sea Lake (2012) – Resident tripped and fell as a result of erosion on road verge due to another resident draining a water tank. Resident injured knee. Eroded area repaired. Resident has contacted Council to advise that a knee re-construction is required. Resident has been advised to lodge documentation supporting a claim. No claim yet lodged.

2) Sea Lake (2012) – Resident fell as a result of slipping on mud on a section of footpath in Best Street resulting in a reported strain to the lower back and bruising of the hip. No claim yet lodged.

3) Donald (2012) – Branch from street tree fell on resident’s vehicle breaking the side window and denting side panels. Tree inspected and minor trimming works completed. No claim yet lodged.

4) Buckrabanyule (2012) – Cattle on road. Complaint received but no cattle detected when inspection undertaken. As there have been continuing problems with this property formal notices (3) under the Impounding of Animals Act (s15(b) have been served. Owner has upgraded fencing. Further veterinary tests for BJD still to be completed before stock can be removed from one of the affected properties.

5) Culgoa (2012) – Branch fell from street tree bringing down powerlines, pulling the junction box and part of the fascia from the house and damaging the front fence. Occupant has lodged a claim through their insurer. Quotes are being obtained for repairs. An incident report has been prepared.

6) Donald (2012) – Fall in Walker Street. Resident slipped and fell on cedar tree seeds. Resident seeking medical attention for bruising and minor contusions. An incident report was prepared. The section of footpath was inspected and it was found the section of footpath had lifted at the edge of the concrete path, tapering to level at the middle of the pathway. The footpath was ground down.

7) Charlton (March) – Dog attack. Two ‘pit-bull terrier’ type dogs attacked a cat in the street. The cat was injured and taken to a vet. Cat was subsequently put down due to the injuries sustained. Owner of the dog has been identified. A witness to the attack has been identified. Enforcement action is to be taken. Court action pending in September 2013.

8) Sea Lake (April) – Two unregistered dogs. Owner refuses to microchip dogs. Application to Council to grant an exemption refused on the basis that there is no power to make an exemption without a veterinary certificate. Owner advised of Council decision. Owner remains non-compliant. Infringement Notices remain unpaid. Court action pending. Resident appears to have abandoned the house.

9) Donald (June) – Unsightly property – Caravans, building materials, cars, drums etc. on vacant residential property. The occupant refuses to remove despite previous notices. Notice to Comply has been served on the land owner and the occupant giving 14 days to clean-up the property. Notice included advice that Council will take action to pursue the matter in court and clean-up the property, at the owner/occupants cost. Occupier has contacted Council to refute the Notice and to advise he will be seeking legal advice. Occupier has subsequently contacted Council and asked for a 6 week extension on medical grounds. Occupier has also commenced some clean-up. The extension has been agreed. Property will be re-inspected in early October

10) Watchem (June) – Unsightly property – Rubbish accumulated at rear of property, 44 gallon drums full of rubbish plus other materials. Notice to Comply has been served and will be followed-up.

11) Cope Cope (June) – Unregistered dogs, unsightly property and illegal storage (principally rubbish)l on VicTrack land – Notices served regarding unregistered dogs. Notice to Comply to clean-up property is to be sent. Contact made with VicTrack to arrange clean-up of their land.

12) Donald (June) – Dog attack/rush – Resident’s cat attacked in back yard by 2 of the 3 dogs from a nearby property. The dogs also menaced children and others walking by the property. Resident has sworn a complaint. Complainant has lodged further evidence of dogs being out of the property. Owner has been sent correspondence to reduce dog numbers to two, or apply for a permit to keep three dogs. Owner has consistently failed to respond to requests to contact Council. Further inspection 19 July 2013, 3 dogs still on the property plus 8 pups. The RSPCA has been notified in relation to the condition of the dogs. Infringement notices to be issued.

13) Watchem (July) – Unregistered dogs – Resident has given permission for an individual to camp on his property. Individual has four unregistered dogs that are chasing nearby stock causing issues to surrounding property owners and forcing stock onto the Sunraysia Highway. Despite approaches to address the situation the individual has taken no action. Proceedings to be commenced. The individual is known to Council and has been subject to previous Local Law enforcement action. Infringement notices to be issued.

14) *Birchip (July) – Trip – Resident has reported a trip on stairs at the Birchip Leisure Centre resulting in knee injury. Resident has sought medical attention. An incident report has been prepared. Advice of the incident sent to DEPI and letter sent to the resident advising of same.

15) Berriwillock (August) – Dog attack – Resident walking past a residential property attacked by a large dog and injuries sustained to the arm from a bite. Resident has lodged a verbal complaint but no written complaint yet received. Staff have attended the property with the dogs.

16) Wycheproof (August) – Stone thrown by whipper snipper – Resident reported car windscreen was cracked whilst parked in her driveway as a result of stones flung by a whipper snipper operated by a Council employee. An incident report has been submitted.

17) Wycheproof (August) – Trip – Child overbalanced while trying to pick-up a football and made contact with pruned rose bush. Child suffered small cut, bruising to eye and possible scratch to the eye itself. An incident report has been submitted.

18) * Birchip (August) – Vehicle Damage – Resident driving tractor on Kinnabulla West Road with fully loaded boom spray attached hit bump where GWM Water had removed structure from under the road. The bump resulted in damage to the boom spray, damage to electronics, damage to the tractor and loss of chemical estimated in excess of $3,000. An incident report has been prepared. Claim has been referred onto GWM Water.

19) * Birchip (August) – Vandalism – Minor graffiti to the Birchip public toilets in relation to individuals. Small writing in black texta. Reported to Victoria Police.

20) * Charlton (August) – Roadside Theft – Roadwork traffic warning cones, valued at $912, were removed from the Douglas Road, East of Boort and the Charlton Road, Charlton District. A Police Report has been completed. An Investigation has also been completed.

21) * Birchip (September) – Vehicle Damage – Resident driving the Birchip Community Bus was involved in a minor collision with another member of public. There were no injuries and only minor damage to the Bus, with damage to the passenger door and mirror of the other vehicle.

22) * Birchip (September) – Attempted break-in – Person(s) attempted to unsuccessfully gain entry to the Donald Hall. Victoria Police were advised and examined the scene. There was some damage to the screen door as a result of the attempted entry. A Police Report has been completed.

23) * Donald (September) – Resident tripped crossing from the disabled parking area to the Senior Citizens hall. An Incident Report and Works Request have been submitted and an Investigation will be completed.

ii) Risk Register

· Updated register available for review on Dashboard.

iii) Staff Incident Reports

1) Charlton – Finger – Employee injured finger and knuckle when loading equipment onto a trailer. Medical attention sought. Lost time injury. WorkCover claim lodged. An investigation report is being prepared.

2) * Birchip – Canopy – Canopy fitted to a utility became dislodged and flew off vehicle. No damage to vehicle of the canopy. No apparent failure of fittings. Vehicle and canopy have been sent to the canopy fitter for investigation. No injury. No lost time. An incident report has been prepared and an investigation completed. Securing devices are to be replaced and additional devices fixed. The canopy is to be re-fitted following structural inspection and alterations have been made to the standard specification for canopies on utilities.

3) * Wycheproof – Shoulder – Irritation of pre-existing shoulder injury due to roller door jamming. No lost time. No medical attention required. Hazard report completed. Repairs to the door to be undertaken.

4) * Wycheproof – Finger – Employee injured finger when he cut it on a paper dispenser. Minor first aid received. Incident Report prepared.

5) * Sea Lake – Pole-saw – Damage to equipment whilst undertaking tree trimming. No injuries sustained.

6) * Wycheproof – Finger – Injury to finger and knuckle received after a bob-cat trailer rolled too far forward. Incident Report and Investigation completed.

4. WorkSafe

1) Nil.

5. Insurance

1) No matters.

6. Governance

· Council Plan 2013-2017 – Adopted in principle 25 July. Adopted at Special Meeting 28 August 2013. On public exhibition. Adopted Plan to be reviewed every six months.

· Code of Conduct for Staff – Draft Staff Code prepared and currently being reviewed.

· Ordinary Meetings of Council – Progress of Actions from Minutes

Meeting Reference	Item	Action	Progress
Ordinary Meeting 14 August 2013	Protected Disclosure Policy	Council adopt the Protected Disclosure Policy. 2. The Manager Works & Corporate Services make the Policy, procedures and flow charts available to all employees. 3. The Manager Works & Corporate Services publish the Policy and supporting documentation on Council’s website.	1. Employee awareness program being developed. 2. Material for website being prepared
	Saleyards Precinct – Local Law 14 2013/14	1.Make the Saleyards Precinct Local Law No.14 of 2013. 2. In resolving to make the Saleyards Precinct Local Law No. 14 2013, has noted the advice provided that the matters in Schedule 8 of the Local Government Act 1989 has been reviewed, including that the proposals do not create a restriction on competition, and that the proposals are not incompatible with the rights in the Charter of Human Rights and Responsibilities Act 2006. 3. Give notice in accordance with Section 119(3) of the Local Government Act 1989 that Council has made the Saleyards Precinct Local Law No. 14 in the Government Gazette and in the Buloke Times, North Central News and Sea Lake Times Ensign. 4. Send a copy of the Saleyards Precinct Local Law No. 14 2013 to the Minister in accordance with Section 119(4) of the Local Government Act 1989.	1. Section 119(3) notice published 2. Copy of Local Law sent to the Minster for Local Government
	Wycheproof Childcare Program - Request for Assistance from YMCA	1. Council agrees to the funding request from the YMCA of Ballarat for $3,000 to enable it to continue to provide the Wycheproof Childcare program until the end of 2013 and that this agreement is done so on the proviso that the YMCA commits to actively research over the next four months all alternative models of providing a financially sustainable service. 2. Funding for the request be derived from the D300 Pre-School Services Budget.	YMCA advised of Council decision
	Domestic Animal Plan 2013 -2017	1. Give in principle approval for the draft Domestic Animal Management Plan 2013 – 2017 for the purposes of community consultation. 2. The draft Domestic Animal Management Plan 2013 - 2017 is made available for community consultation for 1 month. 3. A further report be submitted to the September Council meeting for final Council approval of the Plan advising of submissions, including any comments received from the Department of Environment and Primary Industries and any changes proposed to be made to the Plan as a result of submissions received.	DAMP placed on public exhibition
	Intent to Refuse Planning Permit 466/12 for a Four Lot Subdivision at Gunyah Flat Road, Charlton	That Council refuse planning permit 466/12 for a Four Lot Subdivision at Gunyah Flat Road, Charlton.	Applicant advised.
	Amendment to Permit Fees Administered by Council Building Department	A change to several fees administered by the building department be approved for better reflection of fair outcomes	Fees adjusted in Draft Budget 2013/14
	Permission to Seek Adoption from the Minister for Planning Scheme Amendment C23 - Anomolies	Council approve the request to seek adoption from the Minister for Planning for Amendment C23 – Anomalies to the Buloke Planning Scheme.	Correspondence sent to the Minister
	Property Fire Services Levy	Manager Finance to provide report to Council on matters relating to implementation of the levy
	Donald Archives Building	Manager Assets and Infrastructure to keep Council informed on proposed works to rectify structural problems
Ordinary Meeting 10 July 2013	Vic Roads Agency Agreement	1. Council work with VicRoads over the next 6 months to find alternative auspice organisations to provide VicRoads Agency Services in the five main towns across the Shire. 2. In the event that no suitable alternative auspice organisation/s can be found by 31 December 2013 in any of the main towns across the Shire, Council continue to provide VicRoads Agency Services only from the Wycheproof District Office.	1. Correspondence sent to VicRoads 2. Initial expressions of interest registered from businesses/community organisations in Charlton, Wycheproof, Birchip and Donald.
	Petition - Safety and Increased Traffic Flow in Woods Street Donald	1. Coordinate a joint meeting between petitioners, VicRoads and Council representatives. 2. Staff report back to Council following the meeting.	Meeting to be convened
	Questions from Councillors	Road Management Plan - Maintenance of Roads for Businesses (Cr Ellen White) (RO/15/01)	Manager Assets and Infrastructure to report to Council.
Ordinary Meeting 12 June 2013	Call for Expressions of Interest for the Sale or Lease of 14 McCulloch Street, Donald	That Council, having determined it has no requirement for the property at 14 McCulloch Street, Donald, Volume 10415 Folio 533, Lot 1 PS 410027 (“the property”), give public notice seeking Expressions of Interest for the sale or lease of the property. 2. That Council prepare Expression of Interest documents setting out the assessment criteria against which all applications for the sale or lease of the property will be evaluated. 3. That Council convene a tender evaluation panel to assess all proposals received, upon the closing of the Expression of Interest period. 4. That the public notice be placed in the three local newspapers, namely the Buloke Times, North Central News, Sea Lake and Wycheproof Times Ensign in addition to the Wimmera Mail Times. 5. That the public notice disclose the following: (a) That the sale or lease of the property is subject to Section 189 (restriction on power to sell land) and Section 190 (restriction on power to lease land) and Section 223 (right to make submission) of the Local Government Act 1989 (Vic) (“the Act”); (b) The location of the property, including street address and Certificate of Title details; (c) The details of the property, including a description of the property and current zoning; (d) That a heritage amendment has been approved and adopted by Council and that upon Gazettal by the Department of Planning and Community Development, there will be a Heritage Overlay on the property in respect of the external facade; (e) The commencement and end of the Expression of Interest period; (f) That Expression of Interest documents must be lodged in the manner and form required by Council; (g) That the Expression of Interest documents will be available on Council’s website or by contacting Council’s Procurement Department on (03) 5478 0100; and (h) Contact details for a Council representative, if further information is required.	Public Notice being prepared for placement in local newspapers.
	Donald WorkSpace, Lot 41, Racecourse Road, Donald - Lease Renewal	Council agree in principle to enter into a further Lease Agreement with Workspace Australia Limited (“Workspace”) for the premises at Lot 41, Racecourse Road, Donald Industrial Estate, Donald. Certificate of Title Volume 10413 Folio 421, Plan of Subdivision 409528C. 2. The proposed Lease be for a period of ten (10) years, from 29 August 2013 to 28 August 2023. 3. Council, in conjunction with its legal representatives, commence negotiations with Workspace in relation to the terms of the proposed Lease. 4. Units 1 to 5 of Lot 41, Racecourse Road, Donald Industrial Estate be re-valued and re-assessed as one for the purposes of rating. 5. That under the proposed lease arrangements Workspace is to meet all rates, taxes and charges applicable to all of the Premises in addition to continuing to be responsible for all maintenance of the buildings and surrounds. 6. That the current lease arrangement of $1.00 per annum for the property be continued, conditional upon Workspace and Council entering into an agreed collaborative plan to maximise the potential of the premises and Donald Incubator Program within the Shire. 7. That upon Workspace approving a new tenant under its Licensing Scheme it advise Council of same and that notification also be provided upon that tenant vacating the premises. 8. Council give Public Notice of its intention to enter into the Lease with Workspace. 9. That the Public Notice disclose the following: (a) References to the Local Government Act 1989 (Vic) - Section 190 (restriction on power to lease land) and Section 223 (right to make a submission); (b) The location of the property, including Certificate of Title details; (c) The use of the Land (d) The rent to be paid; (e) The independent annual market rental valuation received for the land; (f) The reason the current Lease is below the independent market rental valuation is because: i. Of the potential for business economic development in the Shire; ii. Outgoings and other charges are to be met by the proposed Tenant; and iii. The proposed Tenant is a “not for profit organisation”. (g) The commencement and end of the submission period; (h) How submissions can be made; (i) That persons making a submission are entitled to request that they be heard in support of their submission and are entitled to appear in person; and (j) Contact details for a Council representative if further information is required. 10. The date by which submissions are to be submitted, for the purposes of Section 223 of the Local Government Act 1989 be thirty (30) days from the date of the placement of the necessary advertisements. 11. The advertisements be placed in the local press, namely the North Central News, Sea Lake Wycheproof Times Ensign and the Buloke Times. Council Notes That: 12. Workspace enters into individual License Agreements with each tenant. 13. The terms of the current Lease were not wholly sufficient for the nature of the business and the terms of the proposed Lease agreement are to be negotiated and clarified with Workspace. 14. The agreed plan of collaboration to be developed with Council, in order to continue the subsidised rental model, address issues of engagement management and with a Council staff member appointed as a direct liaison contact and with defined meeting and reporting requirements.	1. Correspondence sent to WorkSpace. 2. Draft lease prepared and sent to WorkSpace for review 3. Public Notice prepared for placement in local newspapers. 4. Meeting held with WorlSpace to address questions from the draft lease. No outstanding matters
	2013 Community Survey Results	That Council: 1. Note the report 2. Update the information package sent to all ratepayers with 2013/14 rate notices to include details of current advocacy and lobbying activities 3. Continue to publish ‘Community Matters’ on a regular basis 4. Include more information in ‘Community Matters on service activities, advocacy and lobbying activities 5. Continue to identify additional opportunities to direct mail information to residents 6. Send a copy of this report to township Forum groups and Progress Associations with a request for comment on the findings and suggestions for improvement 7. Send a copy of this report to all staff for their information and for discussion at team meetings across the workplace.	1. Information package under development 2. June Mayor’s Column in local newspapers dealt with the Survey Results 3. Direct mail opportunities under investigation 4. Report to be sent to Forum and progress Associations 5. Report to be sent to staff through Staff Newsletter.
	Transfer of Extractive Industry Work Authority 728 from Buloke Shire Council ("Todd's Pit")	1. Council, having determined it has no requirement for the Extractive Industry Work Authority Permit 728 (“the Work Authority”) for the land referred to as “Todd’s Pit”, agree to enter into negotiations to transfer the Work Authority to Active Excavations. 2. If agreement can be reached with Active Excavations Council complete the transfer of extractive industry Work Authority 728 in the manner and form required by the Department of Environment and Primary Industries (“DEPI”). 3. Active Excavations be advised in writing that a condition of the Transfer will be for them to agree to all conditions of the current Work Authority and any additional and ancillary requirements of DEPI which are necessary to facilitate and complete the Transfer. 4. Council liaise with Active Excavations as necessary to facilitate and complete the Transfer, including the obtaining of signatures and consents. 5. Subject to advice from Council’s legal representatives, Council enter into an agreement(s) with the landowners, John and Ellen White, for the purposes of Section 77I(6) of the Mineral Resources (Sustainable Development) Act 1990 (Vic) and other relevant sections. The nature and content of that agreement is to be negotiated. 6. Council discuss with its legal representatives the requirement for any additional commercial agreements to be executed in relation to the Transfer and undertake same as required, including in relation to addressing matters relating to due diligence and disclosure. 7. Council investigate the possibility of entering into a sub-contracting agreement with the proposed incoming Licensee, pending the transfer of the Work Authority and its approval by the Minister. That Council note the following: 8. Active Excavations have submitted a written proposal, dated 30 May 2013, stating they wish to enter into a sub-contracting agreement with Council for the extraction of Gravel under Work Authority 728 and in relation to which: (a) Recommendation 8 relates only to Council pursuing the possibility of entering into the agreement proposed and is not an undertaking to enter into same. 9. Discussions have commenced with DEPI in relation to the process of undertaking a Rehabilitation Bond review of the site.	1. Correspondence advising the Council decision sent to Active Excavations 2. Correspondence advising Council decision sent to land owner 3. Engineer with quarry experience engaged to undertake a review of Works Approval and prepare a ‘due diligence’ report for consideration by Council. 4. Engineers report received and reviewed. 5. Survey of site boundaries completed and received 6. Draft landowners agreement prepared, reviewed by Maddocks and sent to landowner for review and signature. 8. Engineer currently preparing operating agreement for transfer of mining rights 9. Discussion initiated with Maddocks to prepare draft agreements for both Permanent and Temporary Access.,
Ordinary Meeting 12 May 2013	Wooroonook Lake Committee of Management Responsibilities	1. Council note the contents of the report and their obligations as the DSE appointed Land Manager and Transport Safety Victoria appointed Waterway Manager. 2. Council continue to work with Transport Safety Victoria and the Wooroonook Lake Foreshore Committee in improving the amenity at Wooroonook Lake with specific attention on compliance and risk management requirements. 3. Council prepare Waterway Rules in accord with the provisions of the Marine Safety Act 2010 for application at Wooroonook Lake. 4. Approve the installation of a floating pontoon on the north side of the Lake on the basis that risk signage is erected and risk mitigation works completed as approved by Council’s Risk Officer and Transport Safety Victoria to mitigate the risk of injury when using the pontoon.	1. Waterways Rules being drafted 2. Report from Transport Safety Victoria received and currently being reviewd 3. Report to Council regarding Water Way rules and associated authorisations being prepared..
Ordinary Meeting 13 March 2013	Review of s86 Committees	Council determine to transition all Committees established to assist with the care, maintenance and management of Council owned facilities and land, including land and facilities where Council is the appointed Committee of Management under the Crown Land Reserves Act, to Advisory Committees as set out in the Local Government Act 1989; 2. Recognising that transition of all current committees to Advisory Committee status will require working with existing committees, that this transition take place over the next 12 months; 3. Council write to all of the Committees identified in the Attachment to this report advising them of the intent to transition to Advisory Committee status and the reasons why this is considered to be important; 4. As part of the correspondence referred to in 3 above advise Committees of the support to be provided by Council in making the transition as set out in this report; and 5. The Chief Executive Officer report to Council on a quarterly basis of the progress being made in implementing this decision.	1. Consultant and staff preparing committee manual and associated materials 2. Progress report submitted to July Ordinary Meeting 3. Development of Management Manual continuing
	Impact of Flood Mitigation on Insurance	Council write to the Insurance Council of Australia seeking clarification of their position on risk ratings, property cover and premium variations of insured properties within the protection of approved levee banks.	Correspondence prepared and sent
Ordinary Meeting 12 December 2012	Notice of Motion: Police Presence in Buloke	1. Council write to Inspector Jamie Templeton seeking an urgent meeting in the New Year to further discuss ongoing concerns with Police presence and incident response times in Buloke. 2. The letter make specific reference to the violent incident that occurred in Watchem on 25 November 2012 and continuing problems with antisocial behaviours in Birchip and Charlton. 3. That a copy of the correspondence be sent to the Member for Swan Hill, Mr Peter Walsh MLA.	Meeting date yet to be arranged.
	Transfer of Service Approvals at the Wycheproof, Charlton and Sea Lake Kindergartens	1. Authorise the Manager Community Services to commence the formal process required to facilitate the transfer of the Service Approval for both the Wycheproof and Charlton Kindergartens to the YMCA of Ballarat as the Approved Service Provider. 2. Authorise the Manager Community Services to commence the formal process required to facilitate the transfer of the Service Approval for the Sea Lake Kindergarten to Mallee Track Health and Community Service as the Approved Service Provider. 3. Continues to work with the individual Committees of Management and staff of the Wycheproof, Charlton, and Sea Lake Kindergartens to ensure a smooth transition of these Approved Services to the new Approved Service Providers. 4. Authorise the Manager Community Services to develop appropriate Facility Service Agreements with the YMCA of Ballarat and Mallee Track Health and Community Service to govern operational and maintenance responsibilities at all kindergartens located in the Buloke Shire.	1. Draft Facility Service Agreements with Ballarat YMCA and Mallee Track Health and Community Service to address the following matters prepared: · Governance · Operations · Maintenance · Staff transfer arrangements · Occupancy arrangements for the respective Kindergartens that are subject to the transfer arrangement.
	Gilmour Road Land Transfer Agreement	That the Council: · 1. Proceed with the exchange of land at the intersection of Gilmour Road and Swanwater North Road in lieu of the section of the road reserve provided by Gilmour’s to the Council on Plan of Subdivision 444992B. · 2. Transfer Crown Allotment 2002 PP2532 Parish of Donald [Volume 11025 Folio 502] to Mr CT & Mrs DJ Gilmour. · 3. Gilmour’s have agreed to purchase the property for $7,000 excluding GST as determined by Council’s appointed valuers A and L Harvey Valuation Services. · 4. Place Public notices in local newspapers including full details of the proposed purchaser, price to be paid for the land and intended use.	1. Legal instrument prepared and sent to parties. 2. Advertising in accord with Local Government Act completed. No submissions received. 3. Solicitor arranging signing of documents.

Audit Advisory Committee – Progress of Actions

ISSUE #	DATE REFERENCE	ACTIONS	ACTION TAKEN	RESPONSIBLE PERSON INCLUDING ANTICIPATED COMPLETION DATE
1	Nov 2011	Internal Auditors to review compliance with the new financial management compliance framework and update schedule.	Included in 2013-2105 Internal Audit Plan. Project has been scoped. (Appendix 4 – Risk Review & Proposed Internal Audit Plan.	Manager Finance: Completed
2	Nov 2011	Committee strongly recommends as a matter of urgency Buloke look at the quality of internal reporting.	Financial reporting upgrades still in progress. Quality of financial reporting has been improved. Committee has endorsed improvements to date. New templates to be ready for July 2013 Management Report	Manager Finance: Improvements to be completed by 30 June 2013.
3	May 2012 May 2013	The Committee requested an action plan be prepared based on the VAGO fraud audit report. Committee is seeking more information on specific actions such as staff training, and policy and procedure reviews	Action plan developed. Progress against the Action Plan reported to each Audit Advisory Committee meeting. Fraud awareness integrated inot revised Induction Manual. Specific fraud prevention training instigated. Cash handling procedures reviewed	Manager Finance: Completed CEO: By 30 September 2013.
4	May 2012/May 2013	Audit Committee Self Assessment to be an Agenda Item for next Committee meeting.	Self assessment questionnaire distributed. Committee members to return to Internal Auditor. Internal Auditor to table report at next meetings. Item to be included as an agenda item for September 2013 meeting.	Manager Finance: 30 September 2013.
5	Nov 2012/May 2013	Committee to be updated on Project based accounting system being developed by Geoffrey Ballard for tracking major flood related road projects.	System currently being developed. Committee to be forwarded information when it is available.	Manager Finance: 31 May 2013
6	Feb 2013/May 3103	The Committee suggested that the Risk Officer look at the Fraud Risk Register. Unfavourable comments put in brackets for comparison.	Fraud Risk Register currently being reviewed. Risk Officer meeting with LOGOV consultant in May 2013 to agree on format. For review at September Committee meeting	Risk Officer: 31 August 2013
7	May 2013	The Committee requested a likelihood table for the Internal Audit Plan.	For review at September Committee meeting	Manager Finance and Internal Auditor: 30 September 2013.
8	May 2013	The Committee requested to see a calendarisation of the balance sheet.	For review at the September Committee Meeting	Manager Finance: 31 August 2013
9	May 2013	Risk Register - The Committee requested confirmation on the rating of high re: Legislative Requirements, RM30.	For review at the September Committee meeting	CEO: 31 August 2013

7. Financial

· Management Reporting

Further revisions to the Monthly Reporting format are being discussed with Local Government Victoria Monitor.

b) Internal Audit Program

· Internal Audit Reports

o Draft Report on Budget Planning prepared

c) Contract C06 and C12 - NDRRA Flood Repair/Restoration

Acquittal of expenditure and grant funds received is continuing.

· A claim for the period January 2011 to end January 2012 has been lodged. .

· A claim, for the period February 2012 to end May 2012 has been lodged.

· A claim for the period June 2012 to December 2012 has been lodged.

· A claim for the period 1 January 2013 to 30 June 2013 has been lodged.

· C06 Reporting

o Fortnightly Status Report from C12 Contractor posted to Councillor Information Board (Big Tin Can Hub)

o Draft revised report structure tabled for discussion and feedback

8. Staff

New Appointments

Nil

Resignations/Departures

Jennifer Mead – Direct Care Worker

9. Major Projects (Projects with a value of over $100,000, projects carried over from previous year or projects of special interest)

i) Donald Storm Water Re-use System – Negotiation of end-user agreement

· Further discussion held with GWM Water 9 August 2013, Revised draft has been agreed.

ii) Charlton Recreation Reserve – Connection to AWB Dam

· Meeting with AWB held 27^th March.

· Draft MoU prepared and currently being reviewed.

· Review of construction plans being undertaken to ensure there have been no new matters to be considered since the design was completed.

· Project remains within budget

iii) Traveller’s Rest, Charlton – Manager’s Residence and Information Centre

· Further discussion with the Traveller’s Rest Committee regarding the scope and financing of the project concluded.

· Project to be split into two tenders – provision of Services and Construction of Residence/Information Centre

· Overall project costs remain a concern. Project may need to be re-scoped to meet Budget constraints.

iv) Donald Family Services Centre

· Detailed project plan being prepared

· Meeting with architects scheduled for late August.

· Project estimates remain current

v) * Charlton Park Community Building

· EOI Process completed – 5 companies invited to tender

· Project Committee meetings continuing

· Estimated cost for preparation of drawings within Budget

· Quantity surveyor estimates have been obtained to guide overall project budget

vi) * Berriwillock Community Centre

· Construction timeframe has fallen 3 weeks behind schedule. Practical completion for CFA fire shed met.

· Practical completion of Community building meeting scheduled 18^th September

· Meeting held with Community Centre Management Committee 2^nd September

· Project remains within Budget.

vii) Charlton Skate Park

· Design brief prepared and quotations to be sought

· Project to be designed to allocated budget.

viii) *Birchip Bowling Club – Artificial Green

· Discussion continuing with Birchip Bowling Club

· Design and construct specification in draft form.

ix) Green Lake – Water Loss

· Green Lake Committee have advised the results of their further investigation of ground conditions. Results confirm the need for sealing of sections of the Lake.

· The Committee are liaising with DSE in regard to possible funding sources..

x) Charlton Swimming Pool – Pool liner and pipe-works.

· Preliminary designs reviewed and referred back for amendment

· Project likely to be tendered winter 2014

· Project remains within budget.

xi) *Sea Lake Pool – Pool Liner and Pipe-works

· Works to be completed end of September

· Project remains within budget.

xii) Charlton Angling Club – Installation of Boat Ramp

· Permits have lapsed and new approvals are being sought

· Club has been unsuccessful with an application for funding for the Cultural Heritage Study (estimated cost $14,000)

· The Club has been advised that no exemption will be given in regard to the need to meet Cultural Heritage requirements.

· The project being reconsidered. .

xiii) Donald Airport – Power Upgrade

· Principal works completed

· Minor works to be completed by local electrician

· Project within budget.

xiv) *Donald Scout Hall/Angling Club

· Works on site continuing

· Project funding being managed external to Council. No Council contribution.

· Meeting held to organise

xv) Wycheproof Pool – Change Rooms (2014/15 Project)

· Funding application lodged

· Sources of other funding being researched

xvi) * Heavy Plant Replacement - Jetpatcher

· Tender let

· Jetpatcher scheduled for delivery and training of staff commencing 18 September

xvi) Rupanyup Road – Re-sheet

· Re-sheet program scheduled for February 2014

xvii) Charlton Flood Study – Levee Detailed Design

· Funding application submitted

xviii) Charlton Flood Study – St Arnaud Road Floodway

· Funding application lodged

xix) Donald Flood Study – Levee Detailed Design and First Stage Development

· Funding application lodged

10. Flood Update

i) General Update on Recovery Activities

· Community Events

o ‘Stories from the Flood’ publication proceeding.

· Rural Support

o Fire Shed schedule for 2013 has been distributed.

o ‘Farm Gate’ visits continuing.

· Wycheproof Community Flood Mapping Meeting – Meeting held on 24 April 2012. Feedback not yet received.

· Culgoa Flood Study – Mallee CMA has held an initial meeting with the Culgoa community.

· Flood Preparedness Plans - Plans at pre-publication stage – hi-resolution photographs to be added..

ii) Community Recovery Committee Activities

· Charlton - Committee meeting as required

· Culgoa - Committee to meet as part of Culgoa Development Group meeting

· Donald - Committee meeting on an as needs basis

· Wycheproof - Meeting with NCCMA to undertake flood mapping held on 24 April 2012. No feedback yet received.

iii) Land Subject to Inundation (Charlton and Donald) – Amendment to Planning Scheme

· Amendment to be prepared by NCCMA and forwarded to Council for review prior to authorisation

· Council to seek authorisation and advertise

· NCCMA to convene Panel if required

· Current timetable is for the Amendment to be placed on exhibition in late January 2014

11. Council Policy and Strategy

i) Residential Land Study, Rural Living Review and Industrial Land Use Review – Ministerial authorisation to prepare an Amendment relating to Industrial Land following Council resolution at the April Ordinary Meeting received and Amendment on exhibition. Report to September or October Meeting.

ii) Domestic Waste Water Management Plan

· Project delayed until further resources available.

iii) Public Health Sub-Plan of the Municipal Emergency Management Plan (MEMP) – Consultant engaged to prepare the Plan in accord with Department of Health (DoH) requirements.

v) Pre-School Cluster Arrangements

· Discussion regarding transfer of Sea Lake operating licence to Mallee Track is continuing.

· Transfer of operating licence for Charlton and Wycheproof to YMCA completed. Draft MoU has been forwarded to the YMCA for final review prior to signing.

vi) Municipal Flood Plan (MFP)

· Work plan to review current Plan is still being developed.

· Flood Safe plans for Donald, Charlton, Wycheproof and Culgoa are to be developed.

· VicSES have provided a template for the development of a Municipal Flood Plan.

vii) Management Reviews

a. Road Maintenance Standards

Meetings of relevant staff are continuing.

b. Road Construction/Rehabilitation Decision Making Processes

Review has commenced using information and designs prepared as part of C06 as the base.

c. Economic Development – Review of Policies, Strategy and Approach

Draft strategy being completed

d. S186 Committees of Management – Review of Governance, Risk Management and Financial Arrangements

Progress reported to the July Ordinary Meeting

e. Financial Sustainability and Affordability

· Meetings held with Monitor in July

· Information request received from Monitor and responded to

· KPMG.(Forensic Audit) have completed initial data collection and advised they will be returning in August 2013.

f. Municipal Emergency Management Plan

· Meeting held with SES in July.

· Recruitment of Municipal Emergency Management Planning officer proceeding

g. Maintenance of Sporting Grounds and Reserves (Anthony Judd lead Manager)

· Progress report made to July ordinary meeting

· Development of Management Manual continuing

· Census of users/groups being considered.

h. HACC Program - Delivered Meals

Internal review has commenced and draft report provided to the CEO for comment.

i. Volunteer Support

· Presentation made to Council 11 June 2013.

· Final report and support materials being prepared.

j. * Road Management Plan

Report to October Ordinary Meeting.

k. Heavy Plant Maintenance

· Quarterly meetings of Plant Group scheduled.

l. Heavy Plant Replacement Program

· Review of the future of Long Haul Cartage Trucks is continuing.

m. *Municipal Public Health and Wellbeing Plan

· Review meetings held with stakeholders in June 2013

· Community consultation meetings held in Donald and Sea Lake

· Draft Plan submitted for review

n. *Aquatic Strategy

· Consultant appointed

· Consultation program commenced

· Work program being developed – anticipated completion March 2014

o. VicRoads Agency Arrangements

· Correspondence sent to VicRoads

· Expressions of interest received from businesses/organisations in Wycheproof, Birchip, Chalrton and Donald as a result of local press coverage

· Meting to be arranged with VicRoads to determine process for dealing with possible transfer to other providers.

p. Local Government Performance reporting Framework

· Version 1.2 of the Framework released by Local Government Victoria

· Buloke participating as a pilot Council

· Briefing of internal stakeholders held in August

· Initial surveys being undertaken

12. State Government Matters

· VicRoads

Meeting held 12 April 2013. The following matters were discussed:

· Calder Highway, Dumosa - Truck Stop

· Design work for a toilet block has been completed and is likely to proceed in 2013/14 as a result of the Federal funding announcement.

· Installation of rubbish bins to be considered in conjunction with the toilet development.

· CFA Regional Officers have met with the Dumosa Brigade and advised the Dumosa Fire Shed will need to be relocated if the toilets proceed.

· Nullawil Toilets and Wayside Stop

· Remains a low priority by VicRoads

· Highest priority is for Rest Areas on the Calder Highway corridor.

· Intersection of Birchip/Nullawil Road and Calder Highway – Drainage Problems

· Full survey of site has been completed and asphalt works are to be undertaken as soon as practicable in conjunction with other works in the Shire

· Calder Highway, Sea Lake – Installation of Pedestrian Crossing

· Works to occur before December 2012 pending VicRoads sourcing an available contractor.

· Re-alignment Intersection Nullawil-South Road and Birchip-Nullawil Road to ‘T’ Intersection

· No funds available due to closure of the ‘Grey Spot Funding’ program.

· Calder Highway, Charlton – Truck Parking ‘Lizard’ Cafe

· VicRoads will continue to monitor truck parking arrangements. No simple solution.

· Borung Highway, Donald – Entrance to Donald Recreation Reserve

· Council and VicRoads to work together on realignment of the entrance in accord with the Donald Reserve Master Plan..

· Intersection Birchip-Wycheproof Road and Birchip-Dumosa Road

· No funds available due to closure of the ‘Grey Spot Funding’ program.

· Cumming Avenue, Birchip – Sand bag traffic island

· Sand bags to be removed and replaced by line marking

· Possible Grey Spot Funding Priorities (Works identified by Council)

· Intersection of Sunraysia Highway and Racecourse Road Donald (comes into HWY on dangerous angle)(Requires Traffic Islands)

· Intersection of Calder Highway and Patchewollock Sea Lake Road including width of the seal and alignment of the road (undulations) (comes into HWY on dangerous angle)

· Intersection of Birchip Sea Lake Road and Marlbed Curyo Road

(comes into Birchip Sea Lake Road on dangerous angle)

· Intersection of Sunraysia Highway and Birchip Rainbow Road (comes into Highway on dangerous angle) – VicRoads report one reported vehicle accident (2006).

· Intersection of Sunraysia Highway and Kinnabulla West Road (Tree Trimming)

· Intersection of Sunraysia Highway and Marlbed Road (Tree Trimming)

· Intersection of Calder Highway and Warne Road (comes into Highway on dangerous angle)

· Intersection of Calder Highway and Birchip Nullawil Road /Nullawil Quambatook Road (comes into Highway on dangerous angle)

· Intersection of Calder Highway and Berriwillock North Road (comes into Highway on dangerous angle)

· Intersection of Donald Swan Hill Road and Nullawil Quambatook Road (comes into Highway on dangerous angle)

· Intersection of Donald Swan Hill Road and Banyenong Jeffcott Road (comes into Donald Swan Hill Road on dangerous angle)

· Intersection of Donald Swan Hill Road and Corack Wycheproof Road (comes into Donald Swan Hill Road on dangerous angle)

· Intersection of Birchip Wycheproof Road and Dumosa Birchip Road (comes into Birchip Wycheproof Road on dangerous angle) VicRoads report one reported accident (2004).

· Intersection of Birchip Wycheproof Road and Nullawil Birchip Road (comes into Birchip Wycheproof Road on dangerous angle) VicRoads report one reported accident (2012).

· Intersection of Sunraysia Highway and Devon Park Road (comes into Highway on dangerous angle)

· Intersection of Sunraysia Highway and Swan Water North Road (comes into Highway on dangerous angle)

· Intersection of Boort Charlton Road and Borung Charlton Road (comes into Boort Charlton Road on dangerous angle)

· Intersection of Boort Charlton Road and Jeruk River Road (comes into Boort Charlton Road on dangerous angle)

· Culgoa-Watchupga Road Bridge

· VicRoads is to carry out independent inspection to confirm that the damage was a result of flood damage

· Onsite inspection of the intersection of the temporary bypass has been undertaken to address sight line and safety matters, including speed restrictions

· Town Entrance Signs

· Clarification sought on use of graphics on Town Entrance signs. VicRoads to provide advice.

· Charlton and Donald Flood Plans

· VicRoads confirmed they had received copies of the Plans and were currently reviewing the recommendations.

13. Federal Government Matters

· Review of Status of Aerodromes – Discussion paper distributed. No follow-up action yet taken. Advice received from CASA of a change in requirements for small airports. Information still being reviewed.

14. Community Matters

a) Recreational Lakes

Wooroonook Lake

o Emergency management plan and operational plans for caravan and camping facilities are still being prepared.

o Staff have undertaken a further risk review in relation to signage and safety at the Lake in conjunction with Transport Safety Victoria. A number of recommendations have been made that are currently being assessed..

Green Lake

o Emergency management plan and operational plans for caravan and camping facilities are currently being prepared.

o Correspondence sent to Minister for Ports advising that Council wishes to resign as waterway manager and transfer this responsibility to DSE. Response received advising that current arrangements should remain in place until DoT can determine the administrative procedures. Transport Safety Victoria have advised they are currently investigating the need for Council to continue to be the nominated waterway manager

o Committee continuing with geotechnical assessment of measures required to prevent water loss. .

Tchum Lake

o Lake Committee is continuing to seek funding for preparation of a Master Plan to facilitate the development of on-site accommodation.

o Committee has instigated discussion with staff regarding the location and construction of on-site accommodation (cabins)

o Emergency management plan and operational plans for caravan and camping facilities are currently being prepared.

o Review of Building Approvals for the ‘shelter’ has identified compliance problems. Action is being taken to address the identified problems. Inspection has identified that the Committee have made changes to the building which may require a Building permit. Discussion to be held with the Committee.

Watchem Lake

o Emergency management plan and operational plans for caravan and camping facilities are currently being prepared.

o Lake Committee seeking funding for removal of trees along the walking path from the town to the Lake and for upgrade of the walking track.

o Lake Committee seeking funding assistance to upgrade access road around the lake. Council resolved in December for staff to assist with seeking alternative quotations.

Folletti Caravan Park Lake

o Emergency management plan and operational plans for caravan and camping facilities are currently being prepared.

o Proposal for construction of new Scout Hall/Angling Club is proceeding. Scouts/Angling Club has sought quotes for construction of the building. Council will need to meet as the Committee of Management for the reserve to consider the project. Draft landscape plan received.

15. Vandalism

* Birchip (August) – Graffiti in public toilets - The graffiti was in a cubical in the men’s toilet it was offensive in regards to two Birchip residents. The graffiti was removed. Victoria Police were advised of the incident.

16. Other

a. Culgoa-Watchupga Road Bridge – Update – Warren Hemopo/Anthony Judd

b. S135 Review – Cr Mather (Councillors and CEO discussion)

Meeting closed:

Permit No.	Address	Project Description	Value	Date Approved
20130105	9 Cox Street, SEA LAKE	New Building: Carport	$5,300	6/8/2013
20130106	2659 Borung Highway, JIL JIL	Extension: Extension to dwelling	$119,669	6/8/2013
20130107	885 Nullawil – Labert Road, KALPUENUNG	New Building: Garage	$29,800	8/8/2013
20130108	Hamilton Street SEA LAKE	Demolition: Dwelling	$29,482	13/8/2013
20130109	Birchip- Wycheproof Road, NARRAPORT	New Building: Swimming Pool & Pool Safety Barrier	$11,500	13/8/2013
20130110	Sunraysia Highway, MORTON PLAINS	Occupancy Permit for Temporary Structure(Birchip Cropping Group)	$1,000	14/8/2013
20130111	10 Ray Court, DONALD	New Building: Shed	$11,800	19/8/2013
20130112	Devon Park Road, DONALD	New Building: Detached Dwelling & Garage	$509,622	19/8/2013
20130113	29 Duncan Street, BIRCHIP	Demolition: Demolition Assembly Building	$2,500	20/8/2013
20130114	Mount Street, WYCHEPROOF	Alteration: Alteration to Office	$4,000	20/8/2013
20130119	7 Armstrong Street, CHARLTON	New Building : Shed	$5,000	28/8/2013
20130120	Charlton-Swan Hill Road, BUNGULUKE	New Building: Machinery Shed	$43,010	28/8/2013
20130122	Judds Road, GLENLOTH EAST	New dwelling: Dwelling to lock up stage	$159,640	29/8/2013
20130123	268 Reillys Road, CORACK	New Building: Machinery Shed/Farm Shed	$22,242	29/8/2013

Permit No.	Address	Project Description	Value	Date Approved
20130115	15-17 Menzies Street, CHARLTON	Demolition: Shed	$4,990	23/7/2013
20130116	4-8 Menzies Street, CHARLTON	Demolition: Healthcare Building (Old Hospital)	$261,511	31/7/2013
20130117	122 Sheahans Road, WHIRILY	New Building: Shed	$9,100	5/8/2013
20130118	29 Menzies Street, CHARLTON	Alteration: Completion of Alterations of Dwelling	$8,000	12/8/2013
20130121	7 Webster Street, WYCHEPROOF	New Building: Shed	$16,170	15/8/2013

Road	Requesting Authority	Approved or Not Approved	Date
Davies St, Charlton, VIC 3531	Wild Plumbing, 206 Strickland Road, Bendigo VIC 3550	Approved	9/8/2013
Lockwood St, Birchip, VIC 3483	Lloyd Durie Plumbing, P O Box 3, Sea Lake VIC 3533	Approved	13/8/2013

Permit No.	Address	Permit	Expiry Date	Date Approved
LL10/SF28/13	Charlton	Street Furniture	30/6/14	5/8/13
LL10/DK35/13	Shirewide	Fundraising	18/4/14	15/8/13
LL10/DK36/13	Birchip	Fundraising	6/9/14	15/8/13
LL10/DK37/13	Birchip	Fundraising	7/9/14	15/8/13
LL10/DK38/13	Sea Lake	Fundraising	17/8/14	15/8/13
LL10/SF29/13	Charlton	Street Furniture	30/6/14	16/8/13
LL10/SF30/13	Charlton	Street Furniture	30/6/14	16/8/13
LL10/DK39/13	Donald	Fundraising	23/8/13	20/8/13
LL10/SF31/13	Charlton	Street Furniture	30/6/14	21/8/13

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 11 September 2013

7.1.2 Information Management Policies

Attachment 2 Buloke Shire Council Electronic Communication Policy

Policy Location	Information Technology
Policy Title	IT Disaster Recovery Policy
Policy No	163	Date Approved	September 2013
Revision No		Revision Date	September 2017

Purpose

The Buloke Shire Council will use identified standards and guidelines to support the effective recovery of critical business applications and ICT Services.

The purpose of this policy is to target and achieve “fit for purpose” Disaster Recovery that supports Council’s intent to be able to deliver continuity of service to the Buloke Shire Community.

Well-established IT operational and management disciplines and structures need to be in place to achieve this effectively and efficiently.

Scope

This policy covers all Buloke Shire staff and IT systems.

Definitions

In this policy –

“IT” refers to Information Technology being the study or use of systems for storing, retrieving and sending information.

“ICT” refers to Information and Communication Technology being the hardware, software, networks and supporting facilities used to provide IT services to an organisation.

“Disaster Recovery” refers to a process of returning an organisation or system to a state of normality after an event has caused an interruption to critical services.

“WoVG” refers to the whole of Victorian Government

Policy Statement

The Buloke Shire uses IT to support delivery of services to the community. IT is a critical infrastructure providing many valuable services for the Buloke Shire and its Community.

Buloke Shire will develop an ICT Disaster Recovery Plan that ensures first the recovery of ICT and its data assets, and the subsequent continuity of ICT-dependent Council services / processes.

The Disaster Recovery Plan will be:

§ Consistent with the Buloke Shire Business Continuity Plan and associated principles;

§ Integrated and aligned with each department’s Business Continuity Plan which reflect the department’s business needs;

§ Developed following the WoVG approved Disaster Recovery Planning process;

§ Regularly tested;

§ Properly maintained and audited;

§ Communicated to all concerned;

§ Aligned to business/operational needs; and

§ Have a formally appointed owner.

Responsibility /Accountability

Everyone at Buloke Shire Council has a potential role and corresponding responsibility with regards to Disaster Recovery.

1.1 CEO – has responsibility for appointing owner of Disaster Recovery Planning process.

1.2 Manager Works and Corporate Services – has responsibility for monitoring the effectiveness of the policy.

1.3 Business Unit Managers – have responsibility for identifying critical business process and services that must be restored upon interruption of services.

1.4 All Staff – have responsibility for understanding the policy and following any defined processes and procedures while service restoration is in progress.

References

Legislation

This Policy was developed in accord with the following legislation:

§ WoVG ICT Policy – Disaster Recovery Policy Guidelines https://www.dtf.vic.gov.au/

Documents

This Policy is implemented in conjunction with the following documents:

§ Buloke Shire Business Continuity Policy

§ Buloke Shire Business Continuity Plan

Policy Location	Information Technology
Policy Title	Electronic Communication Policy
Policy No	164	Date Approved	September 2013
Revision No		Revision Date	September 2017

Purpose

Buloke Shire relies on electronic messaging systems for many of its core business operations. These systems will increase in importance as Council continues to move to an e-business mode of operation and as more community members adopt electronic messaging to communicate with the Buloke Shire.

Council strives to maintain the highest standards of security and professionalism in its communications with all stakeholders. This policy sets out the requirements of these standards for users of modern messaging technology.

This policy is designed to protect Council, its employees and the community, from potential risks caused by security breaches or other misuse of the internet and Council’s electronic messaging systems.

This policy is also designed to ensure that all electronic communications undertaken for Council business purposes are conducted in a professional manner, in a way that would not bring disrepute to Council should a message become known to a third party.

Scope

This policy applies to anyone authorised by Council to use electronic messaging systems for Council business purposes including but not restricted to Buloke Shire employees, contractors, service providers and any other authorised person.

This policy applies to use of all internet and electronic messaging systems including Council’s internal systems and any systems owned by other parties and used for Buloke Shire business purposes.

All types of electronic messaging systems are covered by this policy, including such technologies as Email, Internet websites, short message service, instant messaging, web forms, traditional fax and web fax, web mail, news groups, chat rooms and any other electronic system for transmission or storage of messages or both.

Definitions

In this policy –

“Message” refers to all forms of electronic information sent between parties or stored on electronic messaging systems, such as text, images, video and sound clips, forms, programs, data files, web pages and the like.

“WoVG” refers to the whole of Victorian Government

“IT” refers to Information Technology being the study or use of systems for storing, retrieving and sending information.

“ICT” refers to Information and Communication Technology being the hardware, software, networks and supporting facilities used to provide IT services to an organisation.

“Local Area Network (LAN)” refers to a communication network linking a number of computers in the same locality or nearby place.

“Information Services” refers to Buloke Shire IT department.

Policy Statement

1. Messaging Acceptable Use

1.1 Buloke Shire electronic messaging systems are to be used for Council business purposes only.

1.2 Incidental non-business use of these systems is acceptable, providing such messages are infrequent, based on genuine need in each instance, comprise brief text only messages without attachments and otherwise comply with the content requirements set out in this policy.

1.3 These brief messages should be phrased in professional language and their content should be such that it would not discredit Council in the eyes of the recipient or any third party.

1.4 It is the responsibility of users to delete upon opening, any messages sent to them that are unprofessional or which contain offensive content.

1.5 It is the responsibility of users to advise their direct supervisor or manager of the receipt of any messages sent to them that are unprofessional or which contain offensive language.

1.6 It is the responsibility of the supervisor or manager to report such emails to the Manager Works and Corporate Services who will advise the Chief Executive Officer as appropriate.

1.7 Users must not post their Council e-mail address or fax number on web news groups, social networking sites or anywhere else that may generate unwanted messages to Council.

2. Internet Acceptable Use

2.1 Use of the Internet via a Council account must be for Council purposes only; incidental personal usage is acceptable provided that it does not encroach on work requirements or productivity.

2.2 The downloading of material for non Council purposes is strictly prohibited.

2.3 Hate mail, harassment, discriminatory remarks and other antisocial behaviours are prohibited on the network.

2.4 Use of Council internet accounts to access or process pornographic material, inappropriate text files, copyrighted material such as music or video, or files dangerous to the integrity of the local area network or any illegal use is prohibited.

2.5 Commercially sensitive or confidential Council material is not to be published or transmitted on the Internet or via email.

3. Social Networking

3.1 Access to Facebook, My Space, Twitter and all other similar social networking sites from Council devices is available via Council’s network. It is made available for work related access only and should not be accessed for personal use during work hours.

3.2 Employees wishing to create social media content relating to the Council must consult with Council’s IT department or the Manager Works and Corporate Services prior to engagement. Any engagement should relate to Council business, communication or community consultation goals and objectives only. Contributions should have an identifiable author.

3.3 Councillors and Council employees are encouraged to consider social media for official community and stakeholder engagement. However, they are discouraged from updating content to their personal blogs and social media sites while using Council-owned technology including computers, mobile phones and personal digital assistants (PDAs).

4. Permissible Message Content

4.1 Users must avoid any communication that might be construed as contravening any applicable laws, including laws on discrimination, harassment, racial vilification, defamation, trade practices, telecommunications and the like.

4.2 Message content that is offensive, threatening, obscene, disruptive or sexually explicit is strictly prohibited.

5. Protection of Information

5.1 Users must protect the confidentiality of all messages containing sensitive information.

In this regard commercially sensitive information is content which if disclosed, could lead to commercial disadvantage such as financial loss or damage to reputation, to Council or any other party.

5.2 Users must not transmit sensitive information outside the Council to web mail addresses (such as hotmail.com, yahoo.com, gmail.com, etc.).

5.3 Users are not permitted to send commercially sensitive or confidential material to their home e-mail address (or their company e-mail address if they are a contractor to Buloke Shire) without prior authorisation by the Manager Works and Corporate Services.

5.4 Such authorisation will only be given if the destination system meets Council security standards.

5.5 Users should not send editable message files (for example Microsoft Word files) in messages unless there is a genuine business need for the other party to edit the message content.

5.6 Users should ensure that editable message files have been transferred into PDF documents before they are transmitted.

6. Compliance Monitoring and Enforcement

6.1 Buloke Shire will regularly monitor and review electronic messages and Internet usage on its systems, regardless of whether messages or usage are business related or non-business in nature.

6.2 This monitoring activity will be conducted using the guidelines defined in the Information Security Policy.

7. Responsibility /Accountability

Everyone at Buloke Shire Council has a potential role and corresponding responsibility with regards to Electronic Communication.

• All Staff – have responsibility to adhere to policy, report any breaches of policy to their immediate manager or Manager Works and Corporate Services.

• Business Unit Managers – have responsibility to adhere to policy and enforce adherence across team and report any breaches of policy to Manager Works and Corporate Services.

• Manager Works and Corporate Services – has responsibility for monitoring the effectiveness of the policy.

• Information Services Staff – have responsibility for adhering to the policy, monitoring compliance as requested by Manager Works and Corporate Services.

References

Legislation

This Policy was developed in accord with the following legislation:

§ WoVG ICT Policy – https://www.dtf.vic.gov.au/

§ Charter of Human Rights and Equal Opportunities Act 2006

Documents

This Policy is implemented in conjunction with the following documents:

§ Buloke Shire Council Information Security Policy

§ Buloke Shire Council Code of Conduct

§ Buloke Shire Council Performance Management policy

§ Buloke Shire Council Bullying/Equal Opportunity/Discrimination/Sexual Harassment Policy

§ Buloke Shire Council Working from Home Policy

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 11 September 2013

7.1.2 Information Management Policies

Attachment 3 Buloke Shire Council Information Security Policy

Policy Location	Information Technology
Policy Title	Information Security Policy
Policy No	165	Date Approved	September 2013
Revision No		Revision Date	September 2017

Purpose

The purpose of this document is to ensure that appropriate measures are put in place to protect Council information and the Information and Communication Technology (ICT) systems, services and equipment of the Buloke Shire Council and associated infrastructure.

The objectives of the Information Security Policy are:

§ To secure the Council's information assets against theft, fraud, malicious or accidental damage, breach of privacy or confidentiality; and

§ To protect the Council from damage or liability arising from the use of its ICT facilities for purposes contrary to the Buloke Shire Council Legislation and Policies.

Scope

This policy applies to all Council staff and users of the Council’s information technology resources, including those who install, develop, maintain, administer and use those systems and applications.

Definitions

In this policy –

“Application” refers to a software package used to perform a specific task (e.g. Lynx, Huefner).

“Backup” refers to a means of making a duplicate copy of a system and / or data for the purpose of being able to restore a system should a failure or corruption occur.

“Computer Work Area” refers to an area or office in which access to computer resources is made available.

“DRP” refers to Disaster Recovery Plan.

“Incident” refers to an occurrence of suspect or illegal activity.

“Information Services” refers to Buloke Shire IT department.

“Infrastructure” refers to all physical components that make up the computing facilities at Buloke Shire.

“ICT” refers to Information and Communications Technology.

“IT” refers to Information Technology being the study or use of systems for storing, retrieving and sending information.

“Patch” refers to software updates intended to increase functionality, remedy known issues or reduce risks from security vulnerabilities.

“PC” refers to a Personal Computer.

“PDA” refers to a Personal Digital Assistant (including smart phones and similar handheld devices).

“Tablet” refers to

“Users” refers to those who utilise the computing facilities of Buloke Shire.

“User ID” refers to Log in details assigned to a user to enable them to access the ICT facilities.

Policy Statement

The Information Security Policy determines how the ICT services and infrastructure should be used in accordance with ICT industry standards and to comply with audit requirements.

This Policy includes:

§ Information Access

§ Logical Security

§ Data Security

§ Physical Security

§ Information Security Incident Management

Information Access

1. Staff Access

1.1 The Buloke Shire provides staff with access to computing and communications services in support of its operational, management and administrative activities. These facilities include access to email, Internet, file and print services, an integrated data network across all offices and the Service Help Desk.

1.2 Users are responsible for maintaining the use and security of their assigned User Identification (id) and all activity associated with that id.

1.3 Knowingly disclosing passwords to others will be deemed a breach of policy and could be referred to management under Council’s disciplinary procedures.

2. Human Resource Responsibilities

2.1 It is the responsibility of Human Resources to immediately inform Information Services of any staff additions, transfers and terminations.

2.2 All privileges and authorised access must be terminated from the end of business hours on the day of termination or as soon as is practical.

3. Contract / Temporary Access

3.1 Where temporary access is required for a specific purpose such as, but not restricted to, contract workers and 'test' accounts, a user expiry date based on the completion date of the required tasks must be used to ensure the temporary account is not accessible after that date.

3.2 In the case of ongoing maintenance and support from third party companies, access must only be granted to the relevant facilities within the system and be restricted to only the systems for which they provide support.

3.3 Non council issued PCs, laptops or tablets must be approved for use by Council’s IT department.

4. Reliance on People

4.1 All specialised computing staff are required to ensure that all systems and procedures are well documented and that there are others who can act in a backup capacity as required.

5. Managers and Supervisors Responsibilities

5.1 It is the responsibility of managers and supervisors to be familiar with Information Security Policies and their requirements.

6. Network Usage

6.1 The Buloke Shire provides staff with access to computing and communications services in support of its operational, management and administrative activities.

6.2 As part of standard employment terms, users agree to abide by all policies that relate specifically to the use of these facilities.

6.3 Any breach of these policies will be deemed an infringement and dealt with accordingly which could result in suspension of access privileges or in severe cases, involvement of legal authorities.

7. Email Usage and Retention

7.1 Buloke Shire encourages staff to appropriately use electronic mail in order to achieve the mission and goals of the Council. Council encourages the use of electronic mail to share information, to improve communication and to exchange ideas. The electronic mail service must not be used for the distribution of material that may be deemed offensive, discriminatory or defamatory or the publishing or advertising of personal events or activities.

7.2 The email facilities are not to be used as permanent storage of information. It is expected that users of the email system will store relevant communication in the council electronic documents and record management system or remove and/or archive any material that is not current.

8. Internet Usage

8.1 Buloke Shire encourages staff to use the internet in order to further the strategic and operational objectives of the council.

8.2 Inappropriate usage of Internet facilities includes, but is not restricted to, accessing of discriminatory, defamatory, offensive material or material that may create or promulgate a negative impression of the council.

Logical Security

1. Software Security

1.1 Software security specifically relates to access rights and protection of software packages supplied by, and for the use by Council.

1.2 All users of the network are supplied with a User ID for authentication and allocation of appropriate access rights to network facilities including software.

1.3 Access to such network facilities and software is also controlled by the use of secure passwords which must be changed on a regular basis.

2. Antivirus Software

2.1 All Council issued PCs and laptops have antivirus software installed which has an automatic pattern update feature enabled. This is to ensure that the antivirus software is kept updated. There are also antivirus systems in place checking all incoming email into the organisation and also on internally circulating emails.

2.2 It is expected that any non council issued PCs and / or laptops also have current updated antivirus software installed. Not having current updated antivirus software installed exposes the council systems and infrastructure to potentially significant disruption and damage due to virus infected computers.

3. Passwords

3.1 It is essential that those requiring access to the Council computing facilities be issued with a unique login and password.

3.2 This password is not to be shared with any other individual and failing to comply will be treated as a serious breach of system security which may result in disciplinary action.

4. Patch Management

4.1 To ensure that all Council supplied desktop operating systems and applications are kept current and up-to-date, a central Patch Management Server will be used. This server will send out any operating system and / or software updates, to council supplied PCs and laptops, which are required to address any known software vulnerabilities. These updates will be distributed at the discretion of the Information Services department.

4.2 It will be the responsibility of system administrators to ensure that the software under their control is kept updated with required operating system and software updates and patches.

Data Security

1. Confidential Data Security

1.1 To ensure the confidentiality and security of staff and community personal information contained on the Council’s ICT facilities, it is essential that only those authorised to access such data are permitted to do so.

1.2 Those who are permitted to access such information are granted appropriate access, as required by their job functions, or Human Resources.

1.3 Anyone, staff member, who gains access to such personal information through methods other than those granted by Human Resources, shall be deemed as unauthorised and subject to disciplinary action.

1.4 Staff should be aware of their legal and corporate responsibilities in relation to appropriate use, sharing or releasing of information to another party. Any other party receiving restricted information must be authorised to do so and that the receivers of the data also adopt information security measures to ensure the safety and integrity of the data.

2. Communications Security

2.1 Communications can take various forms which include, but are not restricted to, voice via land line, voice via mobile phone, voice via computer network (VOIP), email, electronic file transfer, wireless access, Virtual Private Network (VPN) connections, dial up modem, Infra-Red, Bluetooth and ICT network infrastructure.

2.2 Each of these communications methods poses its own unique security problems and needs to be addressed individually. In each case, where network communications is required, irrespective of type, only those methods as permitted by Information Services will be allowed and must be in accordance with the specific Communications Security procedures which are developed to support this policy.

Physical Security

1. Computer Asset Control

1.1 All ICT devices must be registered with the Council asset register. This also applies to the disposal of assets.

2. Physical Access Security

2.1 All offices, computer rooms and work areas containing confidential information, or access to confidential information must be physically protected. This means that during working hours, the area must be supervised, so that the information is not left unattended, and after hours, the information needs to be stored off desk and in if applicable locked away.

2.2 It is a requirement that any PC / Laptop / Portable computer be logged out and turned off at the end of the working day unless a specific request is made to leave equipment turned on for the purpose of distribution of overnight software updates.

3. Building Access

3.1 The following controls must be applied to restrict building access:

§ Access to computer work areas must be restricted by keys, cipher locks or proximity access cards during office hours and can only be accessible by authorised individuals after hours.

§ Combinations or access details must be changed / deleted when a staff member leaves or loses their key or card.

§ If door and keys have been used for other purposes, key cylinders must be replaced with a brand new lock and keys restricted to an absolute minimal number of persons.

§ Access to restricted computer work areas can only be given when an authorised staff member is inside and can and will supervise the visitor's movements completely or hand over to successive staff. When unattended and after hours, doors must be secured. Other workers must not attempt to enter restricted areas in council buildings for which they have not received access authorisation.

4. Removal of Equipment

4.1 No computer equipment can be removed from the council premises unless specific authorisation has been received by the Manager Works and Corporate Services or representative. This does not apply to laptop computers or tablets where one of their primary purposes is to allow the custodian to work while away from their normal working location.

4.2 Any equipment taken from a council site without appropriate authorisation will be in direct violation of this policy and appropriate misconduct and / or legal action will be taken.

5. Physical Issue of Portable ICT Equipment

5.1 Any physical issue of council portable equipment must have authorisation from the custodian with Information Services informed. Persons who are issued such equipment must agree to personal responsibility of the equipment. When not in use, all portable IS equipment must be secured.

Wireless Network Access

5.1 In keeping up with current networking trends and requirements, council have adopted the use of wireless networking. In order to access the wireless networking facilities, portable equipment must first meet strict security criteria as enforced by the use of an SSL/VPN device.

6.2 The use of wireless networking not supplied by council will be deemed inappropriate and will be removed from the network.

6. Accepted Usage

7.1 It is expected that the custodians of laptops or other portable device will still abide by this policy and all supporting documents. Any breaches of this policy may lead to disciplinary action being taken.

Information Security Incident Management

1. Reporting Security Problems

1.1 Any suspected inappropriate or illegal usage of council Information services network and equipment should be reported to the Service Desk or to a manager immediately.

2. Emergency Plans

2.1 Disaster Recovery Plans, Business Continuity Plans, backup strategies and fail over plans for the core council ICT services and infrastructure are the responsibility of the Information Services Department to ensure that any outages or disasters can be recovered from in the shortest possible time with a minimal amount of data or resource loss.

2.2 These documents must include step-by-step instructions for the restoration of each service to ensure that, if required, other personnel from the Information Services Department are able to perform the recovery.

3. Escalation

3.1 The escalation process for the rating of each reported event will be determined by the relevant Information Services staff member in conjunction with the Manager Works and Corporate Services taking into account the event itself and other priorities at that time.

4. Backup Requirements

4.1 All major systems within the council computing infrastructure are backed up on a regular basis. Information Services have a Backup Strategy which details the frequency of backups. It is also strongly advised that all users save their work to their network drive as this drive is backed up and any loss or damage to files can often be rectified by the restoration of the files from an existing backup.

5. Change Control

5.1 To ensure that the ICT facilities and services running within the council infrastructure are maintained and kept running at maximum performance and functionality, it is often a requirement to perform maintenance and upgrades to equipment.

5.2 To ensure that there is minimal disruption to essential services, appropriate Change Control procedures are to be followed. This is to ensure that the disruption is kept to a minimum and appropriate roll back procedures exist should there be issues during the system changes.

6. Disaster Recovery Plans

6.1 In the event of a disaster that impacts the ICT infrastructure and / or services, the implementation of a Disaster Recovery Plan is essential.

6.2 The DRP provides step by step procedures and processes required to ensure that services are returned to normal operation in the shortest possible time.

6.3 The production and maintenance of such plans are the responsibility of the various ICT staff assigned to any aspect of the network and ICT services.

7. Information Security Infringements

7.1 Reported infringements will be assessed as to severity and responded to accordingly.

7.2 A minor infringement may result in the issuance of a formal warning which is recorded on a staff member’s record.

7.3 Serious infringements may include, but not limited to, repeat offences of a minor nature or a separate infringement which compromises council or community information security.

7.4 Security breaches may result in referral to the appropriate council disciplinary procedures; and/or Referral to law enforcement agencies (where the infringement constitutes a legal offence).

Responsibility /Accountability

Everyone at Buloke Shire Council has a potential role and corresponding responsibility with regards to Information Security.

• All Staff – has responsibility to adhere to policy, ensure council and community information is managed in a confidential manner, advise immediate manager of any actual or suspected breach of information security.

• Manager Works and Corporate Services – has responsibility for monitoring the effectiveness of the policy.

• IS Staff – has responsibility for following the policy and providing adequate security processes and procedures protecting council information assets.

References

Legislation

This Policy was developed in accord with the following legislation:

§ Australian Standard Information Technology Code of Practice for Information Security Management. AS/NZS ISO/IEC 17799:2001. http://www.saiglobal.com/

§ WoVG ICT Policy – Information Security Management Policy. https://www.dtf.vic.gov.au/

Documents

This Policy is implemented in conjunction with the following documents:

§ Buloke Shire Council Information Security Policy

§ Buloke Shire Council Disaster Recovery Policy

§ Buloke Shire Council’s Code of Conduct

§ Buloke Shire Council Disaster Recovery Plans

ACKNOWLEDGEMENT OF INFORMATION SECURITY POLICY

Employees are required to sign written acknowledgement that employees received, read, understood and agreed to comply with the Council’s electronic communication policy and guidelines and any other related policy.

Date __________________________

ACKNOWLEDGEMENT AND UNDERSTANDING OF

Buloke Shire Council Information Security Policy

I have received my copy of Council’s Policy on Information Security. I know that I must read the Policy so that I understand my rights and responsibilities as an employee of this Council.

I also understand that I may contact Human Resources if I need additional information about this or any other Policy or Procedure of Buloke Shire Council.

Name __________________________________________________

Signature _______________________________________________

Buloke Shire Council Ordinary Meeting Minutes Wednesday, 11 September 2013

7.1.3 Corporate Card Policy - Review

Attachment 2 BSC Corporate Card Procedure Adopted 11 Apr 2012 Reviewed 11 Sep 2013

Buloke logo

Procedure Location

Chief Executive Officer

Procedure Title

Buloke Shire Corporate Card Procedure

Responsible Officer

Senior Procurement Officer

1. Overview

1.1 Purpose

The purpose of the Corporate Cards procedure is to ensure all processes are consistent with the Buloke Shire Council Procurement and Code of Conduct Policies.

1.2 Definitions

For the purposes of this Procedure –

Corporate Card - can be either a credit or debit card. It is a card used to cover certain expenses incurred by employees of Buloke Shire Council. The corporate card allows a company to keep track of all business-related spending.

1.4 Essential Information

1.4.1. Operating Principles

(i) Buloke Shire Council Corporate cards are to be used for Buloke Shire Council business purposes only and only for ‘Across the Counter” purchases, where the cardholder signs in person. The Corporate Card is NOT to be utilised for over the telephone or Internet Purchases.

Note: Suppliers can now charge an additional fee for the use of a Corporate card. Ask the supplier prior to the purchase and if proceeding, ensure the tax invoice includes the fee charged.

(ii) Individual monthly limits should be established for each cardholder having regard to the anticipated usage of the card and the likely expenditure to be incurred.

(iii) The need for the Corporate Card and the financial limit applying should be reviewed annually by the cardholder’s Manager or Supervisor and the Corporate Card Administrator.

(iv) The cardholder must comply with the BSC Corporate Card procedures, Procurement Policy and Code of Conduct. Expenses incurred on a BSC Corporate Card require the normal examination, certification and authorisation.

(v) Each cardholder must complete a “Corporate Card Application and Agreement” form. This cardholder agreement outlines in detail the responsibilities and accountability of the cardholder and the authorising officer agreement outlines the accountability of authorising officers.

(vi) Failure to comply with this procedure will result in cancellation of the Corporate Card.

(vii) All purchases must be incurred with due regard to economy and BSC Procurement Policy and Procedures.

(viii) All invoices and receipts issued by the supplier are to have a full description of the goods purchased i.e. ‘Goods’ is not considered to be an adequate description.

(vix) It should be noted that some suppliers may not accept the card or have facilities to process a Corporate card.

(x) Corporate Card holders must not delegate use of the card to another employee or person. It is necessary that a signature be obtained from the cardholder at the time of sale over the counter. Under no circumstances should an officer delegate use of their card for an over the counter purchase. As the cards are in the name of an individual and not an organisation or cost centre, the cardholder MUST be available to authorise any charges put onto their card. In addition, cardholders should retain knowledge of their expenditure limits and ensure that all expenses being booked onto their card do not exceed either their limit per transaction or monthly expenditure limit.

1.5.2 Exclusions

BSC Corporate Cards are not to be used for the following types of purchases:

(i) Cash Advances

(ii) Personal Purchases

(iii) Cash Refunds

(iv) Contractors, for the supply of labour

The employee and contractor status must be established. Payments for deemed employees must be processed through Payroll and payments for independent Contractors through Accounts Payable.

(v) Travellers Cheques, Postal Orders and Bank Cheques

(vi) Petrol purchases for Council owned Plant and Vehicles

A fleet card system is utilised for Council owned Plant and Vehicles.

(vii) Computer desktops/laptops, software, telephones

These items must be acquired through Corporate Services to comply with BSC’s Standard Operating Environment Policy, with payment made through Accounts Payable.

2. Issuing

2.1 Issuing of Corporate Cards

2.1.1 Eligibility

(i) Buloke Shire Council will not issue a Corporate Card to adjunct, visiting or casual staff.

(ii) Buloke Shire Council may issue a Corporate Debit Card to applicants who meet all the following criteria. The applicant must:

(a) be an ongoing or fixed term employee of Buloke Shire Council or occupy a position that has a regular and demonstrated need to purchase goods/services;

(b) be willing to accept and abide by the conditions of use as stated in the Corporate Card application form and the card providers application form and comply with relevant Council policies and procedures; and

(c) be able to produce documentation to establish identity as stated on the BSC application form and in accordance with the Financial Transaction Reports Act 1988 - 100 Points Identification.

2.1.2 Steps in applying for a BSC Corporate Card.

(i) The applicant reads the Corporate Card Procedures, completes and signs the Corporate Card Application and Agreement form.

(ii) The applicant’s Superintendent and Manager must sign the cardholder’s application forms and complete the Corporate Card Authorising Officer Agreement. When approved the application form is sent to the Corporate Card Administrator.

(iii) Once the application form has been approved, the applicant will complete the 100 point ID verification.

(iv) After the 100 point ID verification has been completed by the Corporate Card Administrator shall ensure the application is endorsed and arrange lodgement with the current financial institution.

(v) The applicant will be advised when the Corporate card is received by BSC. The card is issued following completion of formal training in the Corporate Card management system.

2.1.3 Approval

(i) The key consideration in deciding who should have a card is the efficiency gained to BSC. The use of monthly financial limits and specific instructions provide mechanisms to apply controls on cards issued at the appropriate levels of responsibility.

(ii) The Manager Finance / CEO have the delegation to: -

(a) Approve an application for a BSC Corporate Card for a staff member;

and

(b) Set monthly debit limits.

2.2 Cardholder Procedures

(i) Cardholders are accountable for transactions incurred on their Corporate Card and for the safe keeping of their card. It is also the responsibility of the cardholder to verify unknown transactions. (Refer to Section 2.9 Disputed Amounts)

(ii) Cardholders are required to maintain a record of the transactions incurred on their Corporate Card and to provide sufficient explanation of the nature and purpose of the transaction, using the card transaction listing to record this information.

(iii) On a daily basis, transactions will be populated onto the online bank statement provided by the BSC financial institution provider. The Financial Institution’s User Guide details instructions for cardholders in more detail.

(iv) Cardholders are responsible for providing supporting documentation and proof of purchase for the verification of each transaction undertaken utilising the Corporate card.

Failure to comply with these procedures will result in cancellation of the Corporate Card or reduction of the card’s monetary limit.

Cardholders will be required to: -

(a) Review the statement to verify all the transactions listed, at the very least on a monthly basis.

Note: The last day of the accounting period for the card management system is usually the 25^th day of each month, with all transactions requiring coding and approval within the card management system by the 29^th day of the month if they need to be posted to the correct accounts in the period. Transactions that are not coded or approved by the end of the month are accrued to the cardholder’s default accounts for posting to the correct accounts in the subsequent month.

(b) Attach Tax Invoices and Receipts for each transaction that appears on the online or printed statement. Tax invoices or receipts are required to be provided for each transaction that appears on the statement. BSC reserves the right to seek reasonable explanation for all transactions. Where reasonable explanation cannot be given, the transaction will be considered a personal expense and referred to the relevant Manager and the CEO for investigation.

Note: Corporate Card transaction dockets are NOT valid Tax invoices and are not sufficient to claim credits for GST paid.

(c) Attach other supporting documentation. i.e. Letters, Memos explaining expenditure, email correspondence, written justification from cardholder detailing requirement.

(d) If applicable, identify the asset serial number and details for inclusion in the Plant Summary / Minor Tools listing.

(e) At the end of the accounting period, sign a copy of the statement and attach all supporting documentation.

(f) Where the cardholder has lost or misplaced tax invoices or receipts, they must complete and sign a Corporate Card lost or unobtainable Receipts form and attach it to a printed copy of the monthly Corporate Card statement. Sufficient explanation as to the purpose of the transaction must be entered within the card management system and BSC retains the right to seek reasonable explanation for all corporate card amounts.

Where reasonable explanation cannot be given, the transaction will be considered a personal expense and referred to the relevant Manager and the CEO for investigation.

(g) The monthly Corporate Card statement and all supporting documentation must be forwarded to the cardholder’s Authorising Officer for review and approval. The statement and supporting documentation will be retained by Finance for six (6) years after the financial year audit has been completed.

2.3 Authorising Officers

(i) Authorising Officers are accountable for reviewing, certifying and authorising expenditure incurred by cardholders. The Authorising Officer should request any additional information or explanations that may be necessary to verify that the transactions are valid expenditure for BSC.

(ii) Authorising Officers must ensure that the Cardholder is complying with Corporate Card Procedures and other relevant BSC policy and procedures. The Authorising Officer can request that the cardholder’s card be cancelled for non-compliance with BSC policies and procedures. Any misuse must be reported to the Manager Finance immediately.

(iii) The Authorising Officer must review the need for a Corporate Card for each cardholder under their supervision on a six monthly basis.

(iv) Where a cardholder resigns, the Authorising Officer is accountable for the recovery of the Corporate Card, ensuring that the card is cut into at least two pieces and returned to the Corporate Card Administrator for cancellation.

2.4 Corporate Card Administrator and Managers

(i) The Corporate Card Administrator is responsible for the overall administration and management of the Corporate Card facility and all contact with the BSC financial institution in relation to applications for new cards, cancellations and other similar administration and management functions.

(ii) The Managers are responsible for the management of cardholders within their department.

(iii) The Corporate Card Administrator, Risk Management Officer and the Manager Finance are to monitor compliance with Corporate Card procedures and other relevant BSC policies and procedures. In consultation with the cardholder’s Manager and Risk Management Officer, the Manager Finance may request reimbursement to BSC for any private expenditure that is incurred on the Corporate Card. They may also request that the card be cancelled due to non-compliance of the cardholder with BSC policies and procedures.

(iv) The Corporate Card Administrator and the Manager are to monitor and follow up outstanding transactions not yet acquitted. (Note: cardholders should acquit their Corporate Card statement no less than once a month).The cardholder should be contacted in the first instance and if still outstanding after a week, the Cardholder’s Manager is to be advised. If cardholders have not acquitted their Corporate Card statement for two months, then the Corporate Card Administrator and the Manager Finance will cancel the Corporate Card with the approval of the cardholder’s Manager.

The term ‘acquitted’ means to verify the transaction as being proper and correct and allocate each transaction to the correct financial accounts in the Corporate Card management system.

(v) The Corporate Card Administrator and the Manager Finance are to monitor the continued need for the BSC Corporate Card for each cardholder on a regular basis, at least annually.

(vi) Investigations by the Risk Management Officer and Manager Finance into misuse of a Corporate Card will activate temporary suspension of the Corporate Card. The temporary suspension will occur during the investigation period until the investigation is complete and the recommendation report received.

2.4.1 Disputed Amounts

(i) It is the cardholder’s responsibility to ensure all expenses listed on the statement issued by the financial institution are correct. Where a cardholder does not agree with a transaction that appears on their Corporate Card statement, they need to investigate this with the supplier and where necessary, lodge a dispute with the financial institution through the dispute form within the card management system.

The cardholder should undertake the following steps when a transaction is a duplicate or is not recognised:-

(a) Contact the supplier and attempt to verify the transaction;

(b) If unable to resolve, complete the disputed transaction form. Ensure a copy of the Disputed Transaction form is sent to the Corporate Card Administrator for entry into a Disputed Transactions Register for reconciliation purposes.

(ii) When a cardholder lodges a dispute, the bank sends a confirmation letter acknowledging receipt of the dispute request and outlining their procedures to investigate the claim. This letter will be sent to the Corporate Card Administrator who will retain a copy, forwarding the original advising the cardholder of the confirmation from the bank.

(iii) If the cardholder wins the dispute, the bank processes a credit to the cardholder’s Corporate Card. This credit will appear on the card statement in the month the credit is granted.

(iv) Should the transaction be substantiated by the merchant’s bank as having been authorised by the cardholder and was correctly charged to the cardholder’s statement, a voucher retrieval fee per investigated transaction will be debited to the cardholder’s account to cover the cost of investigating the dispute.

2.5 Lost or Stolen Cards

If a card is lost or stolen, the cardholder must inform the BSC financial institution for immediate cancellation. The cardholder must also inform the Corporate Card Administrator and their Manager via phone or email.

Failure to exercise due care in the protection of a card or failure to report

disputed charges, loss, theft or suspected misuse of the card promptly is

classed as negligence and, following investigation, may result in the cardholder being liable for charges on their card and any additional administrative fees.

2.6 Increasing/Decreasing Monthly Card Limits

Requests for increasing or decreasing card limits are to be lodged through the cardholders Manager to the CEO. The requests, if approved, are forwarded to the Manager Finance and Corporate Card Administrator for necessary action. The Corporate Card Administrator will forward the request to the BSC financial institution and the cardholder will be informed when the revised Corporate Card limit takes effect.

2.7 Expiry of Corporate Cards/Replacement Cards

Close to the date of expiry of a Corporate Card, the financial institution will automatically issue a replacement card. This renewal card will be delivered to the Corporate Card Administrator who will advise the cardholder about collection with a suitable photo ID.

2.8 Cancellation of Corporate Cards

(i) If the Cardholder resigns, moves to another department or the card is no longer required, the Manager must inform the Corporate Card Administrator. The Corporate Card Administrator will advise when the card has been cancelled with the financial institution after which the card is to be cut into two pieces and given in person to the Corporate Card Administrator.

(ii) The Corporate Card Administrator may recommend either the cancellation of the Corporate Card or reduction of the card limit to the Manager Finance and CEO, where:

(a) Fraud or suspicion of fraud has occurred;

(b) Corporate Card has been inactive for a period of 12 months or more;

(d) Cardholder is no longer employed by BSC; and

(e) Cardholder has not provided requested documentation to the Manager, Corporate Card Administrator or Risk Management Officer.

(iii) The Corporate Card Administrator may cancel the Corporate Card or reduce the limit in liaison with the Manager Finance and Manager where:-

(a) There is a breach of Corporate Card procedure and other relevant BSC policies and procedures;

(b) The Cardholder has not acquitted transactions within the statement period; or

(c) The position currently held within the unit no longer requires a debit card purchasing facility or the card has not been used for 12 months.

(iv) Where a Corporate Debit Card is withdrawn the Council requires the Cardholder to:

(a) destroy the card for security purposes by cutting through the card number; return the destroyed card to the Corporate Card Controller; and

(b) undertake a reconciliation of their final statement, or if leaving, provide the Corporate Card Administrator with all relevant documentation, receipts and invoices so that a reconciliation may be undertaken on receipt of the final statement.

On receipt of a withdrawn card and amendment notification, the Supervisor/Manager will endorse the withdrawal and forward all documentation to the Corporate Card Administrator.

On receipt of both the destroyed card and the amendment notification form the Corporate Card Administrator will:

(a) obtain formal approval to withdraw and cancel the card;

(b) expire the card in the Finance System; and

3. Internal Controls

3.1 Responsibilities/Accountability

Officers	Responsibilities
Cardholders	Responsible for complying with the Corporate Card Procedures. Responsible for the security and safekeeping of the Corporate Card. Ensuring that the Corporate Card is not transferred or shared with other BSC employees. Responsible for the use of the Corporate Card and for providing all supporting documentation for transactions.
Managers or Delegates	Review, certification and authorisation of cardholder transactions. Ensure compliance with Corporate Card procedures.
Corporate Card Administrator	Overall coordination, administration and management of Corporate Cards and implementation of controls. Administration and management of cardholders within Departmental lists. Ensure compliance with Corporate Card procedures.
Manager Finance	Management of corporate cards Ensure compliance with Corporate Card procedures by cardholders and Corporate Card Administrator, in liaison with Risk Management Officer and Managers.

3.2 Controls/Reconciliation/Reporting Activities

(i) Expenditure incurred on BSC Corporate Cards must be subject to review, certification and authorisation as detailed in this procedure. Any unauthorised expenditure must be reimbursed by the cardholder or will be recovered by BSC.

(ii) The Corporate Card Administrator is responsible for ensuring the total monthly Statement balances are reconciled to the correct account and the transactions recorded in the BSC financial system.

(iii) The Corporate Card Administrator will monitor the transactions processed and the use of the Corporate Cards with the Manager Finance.

(iv) Audits are to be conducted at regular intervals by the Risk Management Officer and Manager Finance.

(v) The Corporate Card Administrator and Manager Finance are to monitor cardholders who do not follow relevant policies and the Corporate Card Procedures or who do not provide documentation that has been reviewed, certified and authorised by the cardholder’s Manager or delegate. Where deemed appropriate, a card may be cancelled for non-compliance with Corporate Card procedures and other relevant BSC policies and procedures.

4. Procedures for use of a Corporate Card

The following provides information as to the appropriate use of a corporate debit card and subsequent reconciliation and accounting procedures. In the event that either the Cardholder or Supervisor/Manager does not understand any of the conditions set out below they should contact the Corporate Card Administrator for advice and/or training prior to incurring any expenditure or in the case of the Card Supervisor, prior to authorising and performing the online accounting process.

4.1 Before Incurring Expenditure

Upon receipt of the new card the Cardholder should:

(a) sign the reverse of the card immediately and activate the card by following the instructions provided with the card by the financial institution;

(b) ensure the safe custody of the corporate card and the PIN at all times.

(c) read this document thoroughly and source related policy documents to become familiar with the requirements of the Council; and

(d) ensure sufficient budget funds are available to cover planned purchases.

4.2 Actual Usage

Corporate cards should not be used at prohibited suppliers or suppliers who do not comply with relevant GST legislation. A supplier must provide a Tax invoice for goods and services $50 and over where GST is included and all suppliers must display their ABN on invoices/receipts.

When using the corporate card Cardholders should:

(a) obtain an invoice/receipt displaying suppliers ABN for goods under $50.00;

(b) obtain a Tax invoice displaying suppliers ABN for goods $50.00 and over;

(d) ensure goods and services are received in good order and condition;

(e) ensure a credit is received for any returns or refunds;

(f) ensure expenditure does not exceed monthly limit; and

(g) report lost, stolen or damaged cards immediately to the financial institution and notify the Corporate Card Administrator as soon as possible.

4.3 Statement Reconciliations

The Cardholder should keep all invoices/receipts from purchases in a safe place until the monthly statement arrives from the credit provider.

Statements are sent directly from the financial institution to the Cardholder at their Council location.

On receipt of the statement the Cardholder should:

(a) check each transaction for accuracy, enter the appropriate account codes against each item and include a full description of the goods/service;

(b) submit a signed declaration of authenticity of the transaction when a invoice/receipt has been lost and cannot be replaced by the supplier;

(d) sign the statement for authenticity and forward to their Supervisor/Manager for expenditure approval as soon as possible after receipt of statement.

Where a Cardholder is intending to go on leave and believes that a statement reconciliation may fall due during the period of their leave they are to provide all the necessary documentation (e.g. invoice/receipts/declarations) to their Line Manager prior to going on leave.

On receipt of the reconciled statement the Supervisor/Manager should:

(a) check all documents are attached to the statement;

(b) check all expenditure is in accordance with Council Policy

(d) forward to the Corporate Card Administrator before the end of the month so the online accounting process can be completed within required deadlines.

4.4 Corporate Card Administrator

On receipt of the approved statement reconciliation the Corporate Card Administrator should:

(a) ensure statements have been signed by the Cardholder and approved by their Supervisor/Manager;

(b) review transactions for correctness of general ledger coding and ensure an adequate description of goods/service has been provided by the Cardholder;

(c) carry out the online accounting process of all transactions by the close of each month, including any disputed transactions and credit transactions. Failure to do so will result in the second reminder email alert being sent to both the Cardholder and the Card Supervisor; and

(d) file statements and their attached documentation in accordance with the Council's Records and Archive requirements.

In the event that a Cardholder fails to provide the relevant documentation to the Supervisor/Manager within the required timeframe the Supervisor/Manager is responsible for following the matter through with the Cardholder.

Appendices:

Appendix A - Acquittal Proforma for Corporate Card

Appendix B - Corporate Card Returned Goods Procedure

Appendix C – Corporate Card – 100 Point ID Verification

Appendix A Acquittal Proforma for Corporate Card

Cardholder Name …………………………………………………………………..

Card Number …………………………………………………………………..

Period …………………………………………………………………..

Docket Number and Date	Supplier/Materials Purchased	Amount	Supporting Documentation (Yes/No)






Total Expenditure for Month

I verify receipt of the goods purchased in the above transactions.

I verify that NIL purchases were undertaken in the above period. (Cross out which is not applicable)

Signature ………………………………………………………………….

Name ………………………………………………………………….

Workgroup ………………………………………………………………….

Date ………………………………………………………………….

Manager/Supervisors Signature………………………………………………………..

Manager/Supervisors Name ...................................................................

Date ………………………………………………………………….

ENSURE A COPY OF THIS FORM AND RECEIPTS ARE TAKEN BEFORE FORWARDING THIS PROFORMA TO THE CORPORATE CARD ADMINISTRATOR.

Appendix B - Corporate Card Returned Goods Procedure

This procedure outlines the process for managing the return of goods or credit note processes for those purchases acquired with the BSC Corporate Card.

It is the cardholder’s responsibility to: -

1. Contact the supplier for any items purchased using the Corporate Card that require the return of goods and need either a credit transaction or credit note prepared.

2. If the supplier will not guarantee a credit transaction the cardholder must raise this as a dispute using the Disputed Amounts form if it is within the current accounting period, i.e. the period has not yet been closed. (Refer Disputed Amounts procedure)

3. Once the supplier has been notified, arrangements should be made to have the goods returned to the supplier.

4. A Credit Transaction should be found on the Financial Institution statement once the supplier has processed this credit to the cardholder’s Corporate Card.

5. The credit transaction must be coded to the account code where the original charges were debited. This will reverse the original transaction and have a net effect of zero on the account codes.

6. Where the supplier is unable to process a credit to the Corporate Card, the cardholder is responsible for securing a credit note from the supplier for the goods returned. The credit note should be attached to the financial institution statement for the relevant accounting period and adjusted against future purchases with the supplier.

Appendix C – Corporate Card – 100 Point ID Verification

A score of 100 points is required before the BSC Corporate Card can be issued.

A list of acceptable identification and the ‘score’ earned by each Identification source is listed below; -

IDENTIFICATION SOURCE

POINTS SCORED

Primary Documents (only one may be used)

Birth Certificate

Passport – current or expired within the preceding 2 years but not cancelled

International travel document

Citizenship Certificate

Secondary Documents ( any of the following may be used, but only once)

Current BSC financial institution Customer

Drivers licence

Australian Public Service Employee ID card

Other Australian Government issue ID card

Social Security/Pension Card

Tertiary Student Card

Adoption or Marriage Certificate

Certificate of Title

Credit/Debit/ATM card – only one card per financial institution

Electoral roll records

Medicare card

Rates Notices e.g. water, council

Utility bills, Registration notice

100

PROPERTY	DATE	VENDOR DETAILS
Nil.

Application No	Applicant	Address	Date Rec	Summary of Proposal	Status
PPA510/13	Country Fire Authority	15 Best Street, Sea Lake	28/06/2013	Emergency Services Facility	Waiting for Landowner Consent
PPA515/13	Country Fire Authority	Hall Lane, Coonooer Bridge	6/08/2013	Emergency Services Facility	Notice of Application
PPA517/13	Price Merrett Consulting	406 Broadway, Wycheproof	2/08/213	Three Lot Subdivision	Referral
PPA518/13	S Goldsmith	457 Gil Gil Road, Gil Gil	20/08/2013	Development and Use of new Outbuilding	Assessment Report
PPA519/13	G & A Padgett	2-4 Mildura Way, Charlton	27/08/2013	Buildings & Works to Dwelling in UFZ	Referral

Date	Cert No.	Applicant	Address and Project
Nil.

Provider	Recipient	Date	Purpose for Recognition
World Blind Bowls Championships in England	Ralph and Jennifer Simpson, Berriwillock	July 2013	Winner of Silver Medal at the World Blind Championships in Worthing, England
Juvenile Saxophone State Championships	Kyle Postlewhaite, Student of Donald High School		Winner of Juvenile Saxophone State Championship
Mallee Football League	Tom Considine, Berriwillock		2013 Under 16 Best and Fairest - Bryant Barry Medal
Mallee Netball Association	Shaniah Nunn, Berriwillock		2013 Junior B Best and Fairest
North Central Netball Association	Kate Burton, Charlton		2013 Joint Winner A Grade Best and Fairest
North Central Netball Association	Michelle Lee, Birchip		2013 B Grade Best and Fairest
North Central Netball Association	Erin Walklate, Charlton		2013 C Grade Best and Fairest
North Central Netball Association	Sabrina Thompson, Charlton		2013 16 and Under A Grade Best and Fairest
North Central Netball Association	Sarah Clark, Donald		2013 16 and Under B Grade Best and Fairest
North Central Hockey Association	Morgan Green, Litchfield		2013 Underage Best and Fairest
North Central Football League	Corey Jones, Wycheproof		2013 Senior Best and Fairest – Feeny Medal
Golden Rivers Netball League	Meg Fawcett, Nullawil		2013 17 and Under Best and Fairest
Golden Rivers Netball League	Shelley James, Nullawil		2013 B Reserve Best and Fairest
Victorian Learn Local Awards – Loddon Mallee Regional Council	Wycheproof Community Resource Centre		Winner of the Learn Local Legends Award for being a provider of a one-stop shop that meets a variety of needs for surrounding isolated communities.

Policy Location	Corporate Services
Policy Title	Mobile Phone and GPS Usage Policy
Policy No	134	Date Approved	September 2013
Revision No	2	Revision Date	September 2017