1 a’lkd’alsdk’a;lkf a’ldkf adlka s;lkf dl;kf a;sdlk sd;lk

AGENDA

COUNCIL MEETING

Tuesday 21 September 2021

To be held in the Alexandra Oval Community Centre

1 Waratah Avenue, Ararat

(Livestreamed)

Commencing at 6.00pm

Council:

Cr Jo Armstrong (Mayor)

Cr Peter Beales

Cr Gwenda Allgood

Cr Rob Armstrong

Cr Henry Burridge

Cr Bob Sanders

Cr Bill Waterston

Ararat Rural City Council - PO Box 246, Ararat, Vic 3377 P: 03 5355 0200 E: [email protected] W: ararat.vic.gov.au

mailto:[email protected]

A recording of this meeting is being made for the purpose of verifying the accuracy of the minutes of the Council Meeting.

The recording is being streamed live via Facebook, to improve transparency between council and the community

and give more people the opportunity to view what decisions are being made. You do not require a Facebook account to watch the live broadcast, simply enter www.facebook.com/araratruralcitycouncil into your address bar.

Recordings of Council Meetings (excluding closed sessions) are made available on Council’s website.

http://www.facebook.com/araratruralcitycouncil

21 SEPTEMBER 2021 COUNCIL MEETING AGENDA INDEX

1

SECTION 1 – PROCEDURAL MATTERS .......................................................................................................3

1.1 LIVE STREAMING ....................................................................................................................................3

1.2 TRADITIONAL ACKNOWLEDGEMENT/OPENING PRAYER/COUNCILLORS PLEDGE ........................3

1.3 APOLOGIES ............................................................................................................................................3

1.4 CONFIRMATION OF MINIUTES .............................................................................................................3

1.5 DECLARATION OF CONFLICT OF INTEREST .......................................................................................4

SECTION 2 – PUBLIC PARTICIPATION ........................................................................................................5

2.1 PETITIONS AND JOINT LETTERS ..........................................................................................................5

SECTION 3 – REPORTS REQUIRING COUNCIL DECISION ..........................................................................6

3.1 2021-2025 ADVOCACY PROGRAM .......................................................................................................6

3.2 RISK MANAGEMENT POLICY AND RISK MANAGEMENT FRAMEWORK ......................................... 10

3.3 ANNUAL WORK PLAN 2021/2022 ...................................................................................................... 12

3.4 QUARTERLY PERFORMANCE REPORT (JUNE) ................................................................................... 18

3.5 PERFORMANCE & FINANCIAL STATEMENTS ................................................................................... 27

3.6 APPOINTMENT AND AUTHORISATIONS (PLANNING AND ENVIRONMENT ACT 1987) S11A ...... 31

SECTION 4 – INFORMATION REPORTS .................................................................................................... 33

4.1 BUILDING APPROVALS ....................................................................................................................... 33

4.2 PLANNING MATTERS APPROVED UNDER DELEGATION ................................................................. 36

4.3 VICTORIAN ELECTORAL COMMISSION’S REPORT TO PARLIAMENT ON THE ............................... 39

4.4 AUDIT AND RISK COMMITTEE CHAIRPERSON’S REPORT ............................................................... 41

SECTION 5 - COMMITTEE MINUTES/REPORTS ........................................................................................ 43

5.1 AUDIT AND RISK COMMITTEE MEETING .......................................................................................... 43

SECTION 6 – INFORMAL MEETINGS ........................................................................................................ 45

6.1 INFORMAL MEETINGS ........................................................................................................................ 45

SECTION 7 – NOTICES OF MOTION ........................................................................................................ 47

SECTION 8– URGENT BUSINESS............................................................................................................... 48

SECTION 9 – CLOSE SESSION (CONFIDENTIAL) ...................................................................................... 49

21 SEPTEMBER 2021 COUNCIL MEETING AGENDA INDEX

2

CLOSURE OF COUNCIL MEETING TO THE PUBLIC ....................................................................................... 49

OPEN COUNCIL MEETING RECOMMENCEMENT ......................................................................................... 49

LIFTING OF CONFIDENTIALITY OF CLOSED SESSION RESOLUTIONS ........................................................ 49

21 SEPTEMBER 2021 COUNCIL MEETING AGENDA

3

SECTION 1 – PROCEDURAL MATTERS

1.1 LIVE STREAMING

Council is keen to engage with members of the community and live streams the formal Council Meetings to make them accessible. The stream is available to view on Council’s Facebook page from 6pm and on Council’s website following the Council Meeting.

1.2 TRADITIONAL ACKNOWLEDGEMENT/OPENING PRAYER/COUNCILLORS PLEDGE

Traditional acknowledgement We acknowledge the traditional owners of the land on which we meet today, and pay our respects to

their elders, past, present and emerging.

Opening Prayer Almighty God, we humbly ask you to help us, as elected Councillors of the Ararat Rural City Council.

Guide our deliberations. Prosper what is your will for us, to your honour and glory and for the welfare and benefit of the people whom we serve in the Ararat Rural City.

Councillors Pledge We will faithfully and impartially carry out and exercise the functions, powers, authorities and discretions

invested in us under the Local Government Act 2020 and any other Act to the best of our skill and judgement.

1.3 APOLOGIES RECOMMENDATION (if required) That the apology of Cr be accepted. 1.4 CONFIRMATION OF MINIUTES RECOMMENDATION That the Minutes of the Council Meetings held on 17 August 2021 be confirmed.


4

1.5 DECLARATION OF CONFLICT OF INTEREST

A Councillor who has a conflict of interest in a matter being considered at a Council meeting at which he or she: 1 is present must disclose that conflict of interest by explaining the nature of the conflict of interest to

those present at the Council meeting immediately before the matter is considered; or 2 intends to be present must disclose that conflict of interest by providing to the Chief Executive

Officer before the Council meeting commences a written notice: (a) advising of the conflict of interest; (b) explaining the nature of the conflict of interest; and (c) detailing, if the nature of the conflict of interest involves a Councillor’s relationship with or a gift

from another person, the: • name of the other person; • nature of the relationship with that other person or the date of receipt, value and type of

gift received from the other person; and • nature of that other person’s interest in the matter,

and then immediately before the matter is considered at the meeting announcing to those present that he or she has a conflict of interest and that a written notice has been given to the Chief Executive Officer under this sub-Rule.

The Councillor must, in either event, leave the Council meeting immediately after giving the explanation or making the announcement (as the case may be) and not return to the meeting until after the matter has been disposed of.


5

SECTION 2 – PUBLIC PARTICIPATION 2.1 PETITIONS AND JOINT LETTERS

1 Unless Council determines to consider it as an item of urgent business, no motion (other than a motion to receive the same) may be made on any petition, joint letter, memorial or other like application until the next Council meeting after that at which it has been presented.

2 It is incumbent on every Councillor presenting a petition or joint letter to acquaint himself or herself with the contents of that petition or joint letter, and to ascertain that it does not contain language disrespectful to Council.

3 Every Councillor presenting a petition or joint letter to Council must: • write or otherwise record his or her name at the beginning of the petition or joint letter; and • confine himself or herself to a statement of the persons from whom it comes, the number of

signatories to it, the material matters expressed in it and the text of the prayer or request.

4 Every petition or joint letter presented to Council must be in writing (other than pencil), typing or printing, contain the request of the petitioners or signatories and be signed by at least 12 people.

5 Every petition or joint letter must be signed by the persons whose names are appended to it by their names or marks, and, except in cases of incapacity or sickness, by no one else and the address of every petitioner or signatory must be clearly stated.

6 Any signature appearing on a page which does not bear the text of the whole of the petition or request may not be considered by Council.

7 Every page of a petition or joint letter must be a single page of paper and not be posted, stapled, pinned or otherwise affixed or attached to any piece of paper other than another page of the petition or joint letter.

8 If a petition, joint letter, memorial or other like application relates to an operational matter, Council must refer it to the Chief Executive Officer for consideration.


6

SECTION 3 – REPORTS REQUIRING COUNCIL DECISION 3.1 2021-2025 ADVOCACY PROGRAM RESPONSIBLE OFFICER: CHIEF EXECUTIVE OFFICER DEPARTMENT: CEO’s OFFICE REFERENCE: 3221 OFFICERS DECLARATION OF INTEREST: Officers providing advice to Council must disclose any conflict of interest. No person involved in the preparation of this report has a conflict of interest requiring disclosure. EXECUTIVE SUMMARY This report identifies the projects that will form the basis of Council’s advocacy program for 2021-2025. The advocacy program has been developed by Council using the Community Vision 2021-2031 and Council Plan 2021-2025 as a basis for project identification. Development and implementation of the advocacy plan is critically important within the context of Federal and State elections during the next twelve to eighteen months. The key projects identified in the advocacy plan are:

• Development of an industrial park co-located with the biomass power station • Build a business case to develop and fund the “local road spine’ incorporating Tatyoon Road, Mt

William Road and Back Bolac Road • Collaborate with Regional Roads Victoria to design and fund a north – south heavy vehicle route to

divert the Pyrenees Highway from the centre of Ararat • Seek funding for a whole of government approach to a resolution of the Aradale site • Engage with Grampians Community Health to redevelop the McDonald Centre as a health and

community precinct • Work with Development Victoria to create affordable housing opportunities on government owned /

Crown Land • Complete scoping works and seek funding to undertake a substantial upgrade of the Ararat Leisure

Centre and outdoor pools • Establish a small materials recycling facility (SMRF) as a social enterprise, an element of a local circular

economy model. DISCUSSION Council needs to refresh its advocacy program to ensure that key strategic outcomes from the Community Vision 2021-2031 and the Council Plan 2021-2025 are achieved during the Council term. This has particular significance within the context of Federal and State elections being held during the next twelve to eighteen months. This creates important opportunities to lobby for project funding and support from both levels of government during a politically opportune period. It is important that Council develops and executes a robust and politically clever advocacy strategy to move towards achieving the following key community outcomes: Industrial Park Council is currently working with Pacific Heat and Power and the agribusiness community to develop a biomass power station. Behind the meter energy options, in tandem with the research outcomes form the Ararat Jobs and Technology Precinct, provides an opportunity for leading edge manufacturing development in Ararat Rural


7

City. Co-location of the bio-mass power station with an industrial park will be a driver of manufacturing development. “Road spine” development There is a clear need to build on the success of the previous two-year capital works program to develop a local roads “spine” to serve key economic and community transport needs. This is currently seen as involving development of Tatyoon Road, Mt William Road and Back Bolac Road. The concept will be refined in collaboration with the Rural Roads Group and Regional Roads Victoria, and a business case developed to support ongoing funding and development. North-South heavy vehicle route The current route of the Pyrenees Highway through the Barkly Street and High Street intersections with Vincent Street creates congestion and a significant road safety risk in the centre of Ararat. Preliminary discussion has been undertaken with Regional Roads Victoria about a heavy vehicle route for the Pyrenees Highway to the east of the current alignment. Council advocacy will seek commitment from government and funding to establish the heavy vehicle route. Aradale site Resolution of the former Aradale site is a key element in the ongoing development of the Ararat East Development Zone (AEDZ). There is a “whole of government” approach, including a number of state government departments and Ararat Rural City Council, to plan for the future of the former Aradale site. Council advocacy is critical in keeping the project moving and funding key stages of planning and redevelopment of the site. Redevelopment of the McDonald Centre Council and Grampians Community Health are undertaking a feasibility study to redevelop the McDonald Centre as a health and community hub. This is a key project for development of an important site to new community use. Affordable housing opportunities Council has held discussions with Development Victoria around providing state government owned/crown land for private sector development of affordable housing. Worker housing is a key issue for the municipality as the manufacturing industry, agriculture and tourism all struggle to attract a suitable workforce. As a period of COVID recovery emerges over 2021-2025 this will be a more pressing issue for Council to address. Ararat Leisure Centre and outdoor pool upgrades The Ararat Leisure Centre in its current form is an aging asset that requires substantial upgrades and refurbishment to remain viable in the medium term. Likewise, the three outdoor pools are in need of major maintenance and refurbishment over the medium term to continue to be fit for purpose. Council is currently undertaking a planning study, jointly funded by Sport and Recreation Victoria (SRV) to develop new plans for the leisure centre. Maintenance planning of the outdoor pools will be undertaken during 2021/2022. Council advocacy will be critical in funding refurbishment and major maintenance to leisure facilities. Small materials recycling facility (SMRF) As a key element of implementing the State Government’s Circular Economy Policy, Council has committed, where possible, to undertake local processing of recycled and reclaimed materials. A SMRF will provide a mechanism for sorting co-mingled recyclables (plastic, paper, and cardboard) and potential processing of recycled plastic. It is hoped that this can ultimately be run as a social enterprise with Council’s support. Council will seek funding to develop the project with government.


8

Key elements of the advocacy program will be as follows: • Establishment of a detailed advocacy strategy outlining key elements of Council advocacy and action

for each project • Development of collateral to support the advocacy program. This will include printed and electronic

resources to inform key decision makers and the community around the importance and benefits of the issues to the Ararat Rural City community. A budget of $15,000 will be allocated from existing Council resources

• A detailed lobbying plan including use of internal and external lobbying resources. A budget of $15,000 for external lobbying resources is allocated from existing Council resources.

KEY CONSIDERATIONS Alignment to Council Plan Strategic Objectives The advocacy strategy aligns with Council’s key strategies, particularly the Community Vision 2021-2031 and the Council Plan 2021-2025. Budget Implications Nil. Policy/Legal/Statutory Nil. Risk Assessment There is little material risk in implementing the advocacy program. Failure to adequately resource the program carries significant reputational risk for Council. Failure to achieve effective progress on these key issues may impede positive economic and social outcomes identified in Council’s key planning documents. Stakeholder Consultation and Communication The key advocacy issues have been identified through community, stakeholder and intergovernmental engagement. CONCLUSION It is recommended that Council adopt the key advocacy issues identified as the basis for the 2021-2025 Advocacy Program. It is essential that Council produces effective collateral to support the advocacy plan and engages in strategic lobbying activity to influence government and policy makers to support and fund the initiatives identified.


9

RECCOMENDATION That Council iIdentify the following as key advocacy issues in its 2021-2025 Advocacy Program: • Development of an industrial park co-located with the biomass power station; • Build a business case to develop and fund the “local road spine’ incorporating Tatyoon Road, Mt William

Road and Back Bolac Road; • Collaborate with Regional Roads Victoria to design and fund a north – south heavy vehicle route to divert

the Pyrenees Highway from the centre of Ararat; • Seek funding for a whole of government approach to resolution of the Aradale site; • Engage with Grampians Community Health to redevelop the McDonald Centre and a health and

community precinct; • Work with Development Victoria to create affordable housing opportunities on government owned /

Crown Land; • Complete scoping works and seek funding to undertake a substantial upgrade of the Ararat Leisure

Centre and outdoor pools; and • Establish a small materials recycling facility (SMRF) as a social enterprise as an element of a local circular

economy model. ATTACHMENTS There are no attachments relating to this item.


10

3.2 RISK MANAGEMENT POLICY AND RISK MANAGEMENT FRAMEWORK RESPONSIBLE OFFICER: GOVERNANCE AND ADMINISTRATION COORDINATOR DEPARTMENT: CEO’s OFFICE REFERENCE: 3208 OFFICERS DECLARATION OF INTEREST: Officers providing advice to Council must disclose any conflict of interest. No person involved in the preparation of this report has a conflict of interest requiring disclosure. EXECUTIVE SUMMARY A review of Council’s Risk Management Policy has been undertaken. The Risk Management Policy was last reviewed in December 2019. This document is reviewed every 2 years. As part of the review of Council’s Risk Management documents, the Risk Management Framework was also reviewed. DISCUSSION The Risk Management Policy sets out the processes, responsibility and accountability for risk management within Ararat Rural City Council. The Risk Management Policy and Risk Management Framework documents provide a comprehensive strategic approach to managing risk within the organisation. As an organisational wide document, the Risk Management Framework is continuously reviewed as the organisation culture of risk management is embedded into the way Council does business. The main changes made to the documents are as follows:

Risk Management Policy Updated wording to reflect the new key strategic indicators highlighted in the Council Plan 2021-2025.

Change to conducting reviews from annual to biannual.

Change Finance category risk appetite from low to no appetite.

Risk Management Framework Updated wording to reflect the new key strategic indicators highlighted in the Council Plan 2021-2025.

Change to conducting reviews from annual to biannual.

KEY CONSIDERATIONS Alignment to Council Plan Strategic Objectives 6 Strong and Effective Governance 6.2 Ensure appropriate risk management is applied to Council and organisational decisions. Council’s

internal function is applied to areas of perceived risk.


11

Budget Implications There are no direct budget implications in relation to the review of the Risk Management Policy and Framework documents. Policy/Legal/Statutory Council reports the status of its Risk Management Policy under Local Government’s Victoria performance reporting requirements “Risk Policy - policy outlining Council’s commitment and approach to minimising the risks to Council’s operations”. Updating the policy will ensure that it is current and meets the standard set for Risk Management Policies, (AS/NZS ISO 31000:2018 guidelines). Risk Assessment The establishment of an organisational wide culture that ensures effective and integrated risk management is embedded in all activities and business processes. Innovation and Continuous Improvement These documents provide a comprehensive strategic approach to managing risk within the organisation. Embedding of a risk culture throughout the organisation will be ongoing. Stakeholder Consultation and Communication The revised Risk Management Policy and Risk Management Framework were presented to the Audit and Risk Committee on 7 September 2021. The draft Risk Management Policy and draft Risk Management Framework were presented to the Council briefing on 14 September 2021. RECOMMENDATION That Council: 1 Adopt the Risk Management Policy; and 2 Note the revised Risk Management Framework document. ATTACHMENTS 1 Risk Management Policy; and 2 Risk Management Framework.


12

3.3 ANNUAL WORK PLAN 2021/2022 RESPONSIBLE OFFICER: CHIEF EXECUTIVE OFFICER DEPARTMENT: CEO’S DEPARTMENT REFERENCE: 3236 OFFICER DIRECT OR INDIRECT CONFLICT OF INTEREST: Officers providing advice to Council must disclose any conflict of interest. No person involved in the preparation of this report has a conflict of interest requiring disclosure. EXECUTIVE SUMMARY The Annual Work Plan 2021/2022 report identifies the actions to be undertaken during the 2021/2022 financial year against the strategic objectives in the Council Plan 2021-2025 for Year 1. DISCUSSION This report outlines the actions to be undertaken for 2021/2022 as identified in the Council Plan 2021-2025. These actions will be monitored by the CEO throughout the year with a mid-year report presented to the December 2021 Council Meeting, updating Council on the progress of the actions. The Council Annual Plan for 2021/2022 contains 55 actions, the following tables details the Annual Work Plan actions for 2021/2022.

Objective Action Performance Target Budget Timeframe 1.1 Develop a new planning scheme for Ararat Rural City that is clear in its intention, supports growth and builds confidence and certainty around land use.

Commence consultation and implementation of new Planning Scheme

• Meet all Year 1 project targets.

$375,000 30/06/2022

1.2 Support innovative housing models that work to overcome market failure and create the capacity to increase the population of Ararat Rural City.

Council support the development of a Transitional Worker Housing project

• At least one developer appointed following Expression of interest process

Rental guarantee agreements with

successful developers

30/06/2022

Develop a potential Public Private Partnership (PPP) model for development of affordable housing

• Model developed and private sector partners sought.

$500,000 30/06/2022

Explore feasibility of development of state-owned land with Development Victoria

• Completed feasibility study Development Victoria funded

31/03/2022

Develop an alternate access to the Ararat East Development Zone based on successful State Government funding

• Confirm RDV funding for the alternate AEDZ access

• Completion of works

$650,000 (RDV) $100,000 (Council)

31/03/2022

Seek funding support from Victorian State Government for key trunk infrastructure to assist in de-risking private sector housing development

• Confirm RDV funding for trunk infrastructure projects

• Meet 2021/2022 project milestones

$600,000 (RDV)

1.3 Work with other levels of government, business, and not-for-for profits to develop programs to

Seek funding from the Victorian State Government to support a significant in-migration project to support population growth.

• Confirm RDV funding for in-migration project

• Meet 2021/2022 project milestones

$650,000 30/06/2022


13

increase in-migration to Ararat Rural City to grow our population.

Seek funding for a workforce pilot program to support employment attraction initiatives

• Confirm RDV funding and meet project milestones

$281,000

Objective Action Performance Target Budget Timeframe

2.1 Partner with Federation University Australia to deliver the Ararat Jobs and Technology Precinct.

Ararat Jobs and Technology Precinct established with 4 PhD scholars appointed in 2021/2022

• Ararat Jobs and Technology Precinct established

• Two ARCC funded PhD scholars appointed

$60,000 31/12/2021

Develop a community digital hub and co-working space

• Co-locate the digital hub and co-working space with the Ararat Jobs and technology Precinct

Check with Tim McDougal

31/12/2021

2.2 Work with other levels of government, local business, and private investors to develop a business park within Ararat Rural City, focused on agricultural value adding and advanced manufacturing, potentially leveraging “behind the meter” power.

Commence consultation with stakeholders to the develop the concept of a Business Park in the municipality.

• Preliminary plan for development of a Business Park completed.

$10,000 30/06/2022

Continue to support the development of biomass power facility

• Project timeframes are being met with Council assistance

- Ongoing through

2021/2022

2.3 Engage with Grampians Tourism and local businesses to drive growth in high yield tourist outcomes.

Implement new funding model Grampians Tourism

• MOU signed with four partner Councils in 2021/2022

• New funding agreement confirmed $50,000 30/06/2022

Continuation of business facade program

• Business façade program fully committed and works completed $47,000 30/06/2021


3.1 Position Ararat Rural City Council as a prime mover in driving circular economy policy in waste management, including local processing and management of recyclables, and in use of renewable energy for Council purposes.

Fully implemented new Waste Management Plan, aligned with circular economy outcomes by 30 June 2022.

• New waste plan implemented. $500,000 30/06/2022

Council adopts Waste Management Pathway Plan at the October 2021 Council Meeting

• Waste Management Pathway Plan

- 31/10/2021

3.2 Develop innovative energy solutions utilising locally produced waste.

Continue to support the development of biomass power facility • Project timeframes are being

met with Council assistance

Ongoing through 2021/2022

30/06/2022

Work with Pomonal Power and BREAZE to undertake a feasibility study for a n innovative local power solution • Feasibility Study complete

$10,000 31/03/2021

3.3 Partner with local organisations and scientific experts to

Establish Environment Working Group comprising scientific/technical and community membership

• Environmental Working Group established

$5,000 30/11/2021


14

develop an appropriate and pragmatic local government Environment Strategy, focussed on the circular economy, emission reduction through renewable energy and management of Council assets.

Environment Working Group, working with consultants, develops Environment Strategy 2021-2031.

• Environment Strategy 2021-2031 completed

$20,000 31/03/2022

Implementation of Environment Strategy

Completion of 2021/2022 targets Within existing budget

30/06/2022


4.1 Ensure that asset development and renewal during the planning period matches that identified in Council’s Asset Plan 2021-2031

Undertake complete review of assets management, including systems, physical asset management, valuation and financial models.

• Review complete and recommendations adopted

Staff time 31/03/2022

Commence planning and negotiation with Regional Roads Victoria to develop a north– south heavy vehicle route for the Pyrenees Hwy

• Plan for the heavy vehicle route is in place developed

$50,000 30/06/2022

Complete 2020-2022 Roads Capital Works Plan

• Roads Capital Works Plan completed

$10,639,498 30/06/2022

Implement sealed road shoulder maintenance program

• Year One of the program implemented and effectiveness evaluated

$500,000 30/06/2022

Undertake the 2021/2022 footpath and cycleway maintenance program

• Program completed $265,000 30/06/2022

Plan and undertake the drainage renewal program

• Program completed $500,000 30/06/2022

4.2 Work directly with asset users to manage and develop new and existing assets.

Planning and funding models for rural roads “spine” developed and endorsed by Rural Roads Group

• Planning and funding model endorsed

$114,000 30/06/2022

Policy and framework developed for sealing urban gravel roads and significant urban laneways

• 10 Year Urban Road and Laneway Strategy developed

$25,000 31/12/2021

Undertake a feasibility study for redevelopment of McDonald Centre (jointly with Grampians Community Health)

• Investment Logic Map and Feasibility Study complete

$50,000 30/06/2022

Work with the Lake Bolac Hall Committee to complete preliminary design for Lake Bolac Hall refurbishment

• Preliminary refurbishment design completed

$20,000 30/06/2022

Undertake the Ararat Fitness Centre Feasibility Study

• Complete the Study $60,000 31/03/2022

4.3 Deliver infrastructure outcomes that support economic growth, promote community wellbeing and safety, and align with Council’s financial sustainability.

Implementation of key infrastructure projects from the Asset Plan 2021-2031 during the planning period.

• 2021/2022 projects completed Within existing budgets

30/06/2022

Provide free public WiFi services Ararat

• Complete the WiFi implementation

$1,557,189 30/06/2022


15

Implement Pomonal Tunnel Track Linkage Plan

• Complete 2021/2022 targets ?? 30/06/2022

Implement Gordon Street Recreation Reserve Redevelopment

• Development meets key milestones and targets for 2021/2022

$3.,224,000 30/06/2022

Undertake renovation and extension of the Buangor Recreation Reserve kitchen

• Works complete $270,000 30/06/2022

Undertake renovation of the Lake Bolac Complex kitchen

• Works complete $218,000 30/06/2022


5.1 Open up Council’s arts and culture assets to greater community participation, ownership and engagement in decision-making.

Work with the Friends of Gum San to explore a model for improving the viability of Gum San.

• Develop and implement a model to improve viability of Gum San

Funded from existing budget

31/12/2021

Develop and the Ararat Regional Library Strategy

• Library Strategy developed Funded from existing budget

31/12/2021

Establish a Town Hall Users Group to provide advice on issues relating to the operations of the Town Hall

• The Town Hall Users Group has been established with a regular meeting schedule


30/11/2021

Establish a TAMA Gallery Reference Group to provide advice on the operations of TAMA

• The TAMA Gallery Reference Group has been established with a regular meeting schedule


30/11/2021

5.2 Develop models of volunteering that recognise, support and properly utilise the skills that community volunteers bring to community life.

Promote the benefits and achievements of volunteers to encourage participation.

• Participate in the National Volunteers Week event

$3,500 31/05/2022

Facilitate networks/partnerships with community groups

• Establish a volunteering register to assist in connecting volunteers to Council volunteering opportunities


5.3 Partner with community groups, not-for-profits, and traditional owner organisations to develop Ararat Rural City as a more inclusive and diverse community.

Review the Access and Inclusion Policy

• Access and Inclusion Policy reviewed


30/06/2022

Develop a Gender Equality Policy. • Gender Equality Policy

developed. Funded from

existing budget 31/12/2021 Commence a process of establishing respectful and productive relationships with traditional owner organisations

• Evidence that appropriate working relationships have been established

Funded from existing budget 30/06/2022


16


6.1 Deliver responsible budget outcomes, linked to strategy, that deliver value, innovation and rating fairness.

Council budgets continue to deliver public value and return dividends where appropriate

• 2022/2023 Budget delivered within expected parameters – delivering public value and a dividend to the community


Council develop and implement a performance dashboard providing reporting to the CEO, Council and Community

• Full implementation of the performance dashboard


Undertake key data quality improvement projects during 2021/2022

• Completion and implementation of data quality plans $50,000 31/03/2022

6.2 Ensure appropriate risk management is applied to Council and organisational decisions. Council’s internal function is applied to areas of perceived risk.

Council Review the Business Continuity Plan and Disaster Recovery Plan

• Review of Business Continuity Plan completed


30/06/2022

Review Council's Risk Management Policy and Framework

• Risk Management Policy and Framework reviewed and adopted


30/06/2022

Develop a Risk Management training program

• Documented Risk Management training procedure/process for delivering ongoing training to all relevant staff and volunteers implemented, including risk assessments.


30/06/2022

Implement a Risk Assessment Process and Building Inspection Program for all Council assets

• Risk assessment process and building inspection program initiated and programmed for all Council assets.


30/06/2022

6.3 Continuously improve Council’s community engagement process and practices in line with deliberative engagement practices, while acknowledging the need for a range of different techniques to ensure effective engagement.

Implement the Community Engagement Policy to support and development Council's strategies and projects.

• Utilise the Engage Ararat platform to seek feedback from the community.


30/06/2022

KEY CONSIDERATIONS Alignment to Council Plan Strategic Objectives The advocacy strategy aligns with Council’s key strategies, particularly the Community Vision 2021-2031, Council Plan 2021-2025 and Council Budget 2021-2022. Budget Implications Initiatives and projects listed in the Council Plan Action Plan have an allocation in the 2021/2022 Budget. Policy/Relevant Law The Local Government Performance Reporting Framework – Governance and Management Checklist No 17 – Council Plan Reporting - Report reviewing the performance of the Council against the Council Plan including the results in relation to the strategic indicators for the first six months of the financial year.


17

Sustainability Implications None identified for this report.

Risk Assessment Not meeting the requirements of the Local Government Performance Reporting Framework will result in negative feedback on the Know Your Council website. Innovation and Continuous Improvement The list presented to Council shows the innovation and continuous improvement that Council is providing both the organisation and the community. Stakeholder Collaboration and Community Engagement The Chief Executive Officer along with relevant officers will work to ensure that Annual Work Plan actions meet expected milestones and timeframes where possible. RECOMMENDATION That the Annual Work Plan 2021/2022 be received. ATTACHMENTS There are no attachments relating to this item.


18

3.4 QUARTERLY PERFORMANCE REPORT (JUNE) RESPONSIBLE OFFICER: CHIEF EXECUTIVE OFFICER DEPARTMENT: CEO’S OFFICE REFERENCE: 3231 OFFICER DIRECT OR INDIRECT CONFLICT OF INTEREST: Officers providing advice to Council must disclose any conflict of interest. No person involved in the preparation of this report has a conflict of interest requiring disclosure. EXECUTIVE SUMMARY The financial statements and performance indicators have been prepared for the period ended 30 June 2021. The actual year-to-date figures included in this report have been used to compile Council’s “in principle” Financial Statements, which are subject to audit by the Victorian Auditor-General. The unaudited figures show Council’s overall financial performance is more favourable than the Original Budget, finishing with an operating surplus of $6.068 million rather than an operating surplus of $4.661 million. DISCUSSION Council must establish and maintain a budgeting and reporting framework that is consistent with the principles of sound financial management. Key Financial information: Income Statement (Attachment 1) The Income Statement measures how well Council has performed from an operating nature. It reports revenues and expenditure from the activities and functions undertaken, with the net effect being a surplus or deficit. Capital expenditure is excluded from this statement, as it is reflected in the Balance Sheet. Attachment 1 shows that Council generated $35.196 million in revenue and $29.128 million in expenses to 30 June 2021. This has resulted in an operating surplus of $6.068 million for the year ended 30 June 2021 and a comprehensive result of $16.976 million after including a revaluation of Council’s infrastructure assets.

Income Rates and charges account for 56% of the total budgeted income for 2020/21. Rates and charges are recognised when the rates have been raised, not when the income has been received. An amount of $17.720 million has been recognised as income for the year ended 30 June 2021. User fees account for 5% of the total budgeted income for 2020/21 and $1.018 million has been received to 30 June 2021. The majority of this relates to home care services, transfer station fees and fitness centre income. Income has been lower than budgeted due to several Council facilities being closed and decreased service levels due to COVID-19, including the Town Hall, Ararat Fitness Centre, Gum San and the Alexandra Oval Community Centre. Recurrent Operating Grants total $7.685 million to 30 June 2021, including $3.930 million from the Victorian Grants Commission for general purpose grants and $2.384 million for the local roads grants.


19

Non-recurrent Operating Grants total $1.361 million to 30 June 2021. Council has been successful in obtaining several grants that had not been budgeted for, including Working for Victoria funding of $0.575 million, the Local Councils Outdoor Eating Entertainment Package of $0.092 million, Off-Leash Dog Park funding of $0.085 million, and the Rural Council ICT Technology Support Package of $0.099 million. Non-recurrent Capital Grants total $3.102 million to 30 June 2021. Council has been successful in obtaining several grants that had not been budgeted for, including Fixing Country Roads funding for Helendoite Road and Tatyoon North Road of $0.300 million, Ararat on the Move Female Friendly Facilities funding of $0.537 million, Ararat East Development Zone funding of $0.500 million, Local Roads and Community Infrastructure Program funding of $0.670 million, and Willaura Female Friendly Facilities funding of $0.351 million. Other income totals $0.188 million to 30 June 2021, which includes interest on investments and rent from Council properties. There is less interest on investments due to lower-than-expected interest rates.

Note It is important to note the following: 1. The Grants Operating (recurrent) figure in the Original Budget was $7.392 million and in the Current

Budget is recorded as $4.234 million, as $3.158 million was paid to Council in 2019/20 by the Victorian Local Government Grants Commission (VLGGC) for the 2020/21 financial year. Council has still received the expected VLGGC income, to be spent in 2020/21, however it will be reported over two financial years.

2. This change in the budget, plus the note reported under expenses, create a change in the reported surplus position from a projected surplus of $4.661 million to a deficit of $0.162 million for 2020/21. This position has been corrected during the year with forward payment of 2021/22 grants. The year-end variance is a surplus of $3.451 million when the actual year to date expenses are compared to the year to date budget.

Expenses Employee Costs account for approximately 45% of the total budgeted expenditure for 2020/21. For the year ended 30 June 2021 Council has incurred $11.910 million in employee costs, which was $0.167 million less than budget. The total cost includes $0.600 million funded by the Working for Victoria program. Savings have resulted from recent organisation restructuring, as well as delays in replacing a number of staff members and other vacancies that have not been filled. Savings in salaries has also resulted from the closure of several Council facilities due to COVID-19. Materials and Services account for approximately 28% of the total budgeted expenditure for 2020/21. For the year ended 30 June 2021, Council has incurred $7.167 million in materials and services costs. There are a number of projects, not completed during the year, that will be carried forward from 2020/21 to be completed during 2021/22.

Balance Sheet (Attachment 2) The Balance Sheet is one of the main financial statements and reports Council’s assets, liabilities and equity at a given date, in this case 30 June 2021. Comparative figures have been provided as at 30 June 2020. Council’s current assets have increased by $5.086 million from $22.320 million as at 30 June 2020 to $27.406 million as at 30 June 2021. Cash and cash equivalents have increased by $3.516 million from $19.533 million to $23.049 million. Council has received another advanced payment of the Victorian Local Government Grants Commission of $3.274 million. Trade and other receivables have increased $1.536 million from $2.697 million as at 30 June 2020 to $4.233 million as at 30 June 2021.


20

Total liabilities have increased from $8.651 million in 2019/20 to $14.390 million in 2020/21, with an increase of $0.167 million in trust funds and deposits. Unearned income has increased by $5.972 million from $1.219 million as at 30 June 2020 to $7.191 million as at 30 June 2021. Unearned income includes grants received by Council, where in accordance with accounting standards they are held as a liability until grant-related performance obligations have been met. Statement of Cash Flows (Attachment 3) The Statement of Cash Flows shows how changes in the Statement of Financial Position and Income Statement affect Cash and Cash Equivalents, and breaks down the analysis to operating activities, investing activities and financing activities. The Cash and Cash Equivalents at the beginning of the financial year of $19.533 million have increased by $3.516 million to $23.049 million as at 30 June 2021. Net cash provided by operating activities was $19.947 million and $16.181 million was used in investing activities. Investing activities includes payments for property, plant and equipment, and infrastructure totalling $16.564 million. This included capital building works and capital road works. Major capital building works included the Ararat on the Move projects ($1.486 million); Elmhurst Hall Upgrade ($0.189 million); and the Willaura Female Friendly Facilities ($0.388 million). Infrastructure works included Roads ($12.163 million), Bridges ($0.073 million), Footpaths & Cycle ways ($0.196 million) and Drainage ($0.982 million). Financial Performance Indicators (Attachment 4) The Local Government Performance Reporting Framework requires Councils to report various performance indicators at the end of each financial year. A full list of financial performance indicators is included in attachment 4. Indicator 30/6/2020 30/6/2021 Working capital Measure - Current assets compared to current liabilities. Expected values in accordance with the Local Government Performance Reporting Framework 100% to 400% Indicator of the broad objective that sufficient working capital is available to pay bills as and when they fall due. High or increasing level of working capital suggests an improvement in liquidity

396% 202%

Loans and borrowings Measure - Loans and borrowings compared to rates. Expected values in accordance with the Local Government Performance Reporting Framework – 0% to 70% Indicator of the broad objective that the level of interest-bearing loans and borrowings should be appropriate to the size and nature of a council’s activities. Low or decreasing level of loans and borrowings suggests an improvement in the capacity to meet long term obligations

16.15% 15.43%

Indebtedness Measure - Non-current liabilities compared to own source revenue Expected values in accordance with the Local Government Performance Reporting Framework – 2% to 70% Indicator of the broad objective that the level of long-term liabilities should be appropriate to the size and nature of a Council’s activities. Low or decreasing level of long-term liabilities suggests an improvement in the capacity to meet long term obligations

15.78% 4.29%


21

Indicator 30/6/2020 30/6/2021 Rates concentration Measure - Rates compared to adjusted underlying revenue Expected values in accordance with the Local Government Performance Reporting Framework – 30% to 80% Indicator of the broad objective that revenue should be generated from a range of sources. High or increasing range of revenue sources suggests an improvement in stability

61.85% 55.31%

Expenditure level Measure - Expenses per property assessment Expected values in accordance with the Local Government Performance Reporting Framework $2,000 to $10,000 Indicator of the broad objective that resources should be used efficiently in the delivery of services. Low or decreasing level of expenditure suggests an improvement in organisational efficiency

$4,163 $4,049

Indicator - Revenue level Measure - Average rate per property assessment Expected values in accordance with the Local Government Performance Reporting Framework - $700 to $2,000 Indicator of the broad objective that resources should be used efficiently in the delivery of services. Low or decreasing level of rates suggests an improvement in organisational efficiency

$2,077 $2,061

Indicator – Percentage of total rates collected The internal audit conducted in 2019 on Rates Revenue and Rate Debtor Management found no routine or regular reporting of large and long outstanding rates debtors. The outstanding Rates Debtors is reported in the Annual Financial report. As at 30 June 2021 the outstanding Rates Debtors totalled $1.860 million compared to $1.700 million as at 30 June 2020, an increase of $0.160 million. In percentage terms 86.9% of the rates raised was collected in 2021 compared to 90.9% in 2020. Outstanding rates are currently charged 10% interest. Council issues approximately 7,500 rate notices and about 2,700 of these pay by instalments.

90.9% 86.9%

Indicator – Asset Renewal & Upgrade Measure - Asset renewal & Upgrade compared to depreciation Expected range in accordance with the Local Government Performance Reporting Framework – 40% to 130% Assessment of whether council assets are being renewed or upgraded as planned. It compares the rate of spending on existing assets through renewing, restoring, replacing or upgrading existing assets with depreciation. Ratios higher than 1.0 indicate there is a lesser risk of insufficient spending on Council’s asset base.

124.52% 164.30%


22

The Local Government Performance Reporting Framework provides “Expected ranges” for each indicator. The framework has been developed to consider results at the end of the financial year so some results during the year are outside the expected range due to the timing of receipts and payments. Explanations are provided in Attachment 4 for those indicators that are outside the “expected ranges”. Transfers to and from Reserves 2020/21 The following tables represent the amounts proposed to be transferred to and from Reserves for the year ended 30 June 2021. A number of these transfers are in accordance with the budget. The Transfers to the Capital Works Reserves includes funds received in 2020/21 that relate to 2021/22 and a number of specific projects included in the budget for 2020/21 that have not commenced or are in progress and proposed to be carried forward to 2021/22. The major amounts proposed to be transferred to the Capital Works & Projects Reserve includes:

• Victorian Grants Commission advance payment ($3.274 million) • Local Roads & Community Infrastructure ($1.008 million) • Gordon Street Redevelopment Grant ($2.585 million) • Free Public WiFi Services - Ararat ($0.779 million) • Ararat East Development Zone Trunk Infrastructure Project ($0.760 million) • New Arrivals Settlement Program ($0.520 million)

Transfers To Reserves

CAPITAL WORKS RESERVE

Planning

Ararat in Transition Grant $16,800

Planning Consultancies $55,000

Planning Panel $15,000

Building Control

Building Control $30,000

Sustainability

Roadside Pest Plant & Animals $35,490

Environmental Strategy $10,000

Waste Management

Transfer Station Upgrade Fund $132,410

Community & Events Support

Community & Events Support $50,000

Community Grants

Community Grants $20,000

Ararat Fitness Centre

Ararat Fitness Centre Feasibility Assessment $57,000

Recreation Projects

Town Hall Fountain $6,000

LRCI1-Gordon St Redevelopment $290,100

Willaura Female Friendly Facilities $171,300

Gordon St Redevelopment $2,295,000


23

Library

Ararat Library Upgrade Grant $63,310

Infrastructure Capital

Grants Commission-Local Roads $1,234,057

Local Government Direct Assistance-Tunnel Track $154,500

LRCI1-Yalla Y Poora Rd Crossing $70,400

LRCI1-Bellellen Rd Crossing $135,000

LRCI1-Urban Drainage & Flood Mitigation $160,100

LRCI2 $642,800

Mininera Rec Reserve Drainage $24,500

AgriLinks-Delacombe Way $325,500

Woorndoo-Streatham Road $280,000

Baird Street $321,824

Dean Street $340,386

Back Bolac Rd $836,600

Finance

Grants Commission-General $2,039,997

Organisational Restructure $350,000

Vehicles Capital

Vehicle Purchase Grant-Library Van $20,600

CEO's Office

Community Funding Initiatives-Digital Literacy CASI $60,000

Free Public Wi-Fi Services - Ararat $778,590

CEO Consultancies $175,000

Grampians Pyrenees Wine Growth Fund Project $10,000

Economic Development

Digital Hub & Co-Working Space Grant $180,000

Ararat Housing Transition $200,000

Local Councils Outdoor Eating Entertainment Package $159,860

Ararat Farmers Market $24,000

Pilot Coordination Grampians Workforce $225,000

New Arrivals Settlement Program – Grampians Pilot $520,000

Ararat East Development Zone Trunk Infrastructure Project $760,000

Retail Facade Grants $39,140

Business Recovery Package (COVID-19 Support) $168,800

Visitor Information Centre

Digital Tourism $60,000

Human Resources

Staff Training $10,000

Emergency Management

Municipal Emergency Resource Program $60,000


24

Community Events Fund-Bushfire Recovery Vic $42,850

COVID Relief Program $15,000

Governance

Community Engagement $15,000

Councillor Training $20,000

Insurance-Update Valuations $15,000

Information Services

Information Services-Minor Equip $25,000

Information Services-Equip Purchase $10,000

Asset Management

Asset Management $12,000

Total for Capital Works Reserve $13,768,914

WASTE MANAGEMENT RESERVE

Provision for Waste Management Works $527,732

Total for Waste Management Reserve $527,732

RECREATIONAL LANDS RESERVE

Open Space Contributions $6,100

Total for Recreational Lands Reserve $6,100

LOAN REPAYMENT RESERVE

Alex Oval Loan Repayment $285,714

Total for Loan Repayment Reserve $285,714

BUILDING CAPITAL RESERVE

Net Sale of Land $77,910

Total for Building Capital Reserve $77,910

PLANT REPLACEMENT RESERVE

Net Operating/Capital/Recoup Surplus to Reserve $444,886

Total for Plant Replacement Reserve $444,886

TOTAL TRANSFERS TO RESERVE $15,111,256


25

Transfers From Reserves

BUILDING CAPITAL WORKS RESERVE

Ararat Fitness Centre- Feasibility Study $30,000

Willaura Female Friendly Facilities $200,000

Ararat East Development Zone $300,000

Capital Works Program $817,677

Total for Building Capital Reserve $1,347,677

ELECTION COSTS RESERVE

Net provision for Election Expenses $67,697

Total for Election Costs Reserve $67,697

VEHICLE REPLACEMENT RESERVE

Provision for Vehicle Replacement $121,867

Total for Vehicle Replacement Reserve $121,867

GRAVEL PIT RESTORATION RESERVE

Net Operating Surplus to Reserve $136,975

Total for Gravel Pit Restoration Reserve $136,975

CAPITAL WORKS RESERVE

Transfer from Capital Works Reserve for 20/21 Works/Projects $8,285,805

Total for Capital Works Reserve $8,285,805

TOTAL TRANSFERS FROM RESERVES $9,960,021


26

KEY CONSIDERATIONS Alignment to Council Plan Strategic Objectives 6 Strong and Effective Governance Budget Implications Council’s financial performance is better than expected, with an increase in income from grants, and an increase in the capital works program, as well as savings in materials and services. Policy/Relevant Law Section 97 – Quarterly Budget Report of the Local Government Act 2020 states: 1 As soon as practicable after the end of each quarter of the financial year, the Chief Executive Officer

must ensure that a quarterly budget report is presented to the Council at a Council meeting which is open to the public.

2 A quarterly budget report must include— (a) a comparison of the actual and budgeted results to date; and (b) an explanation of any material variations; and (c) any other matters prescribed by the regulations.

3 In addition, the second quarterly report of a financial year must include a statement by the Chief Executive Officer as to whether a revised budget is, or may be, required.

Sustainability Implications This report does not raise any sustainability implications.

Risk Assessment Council is required to establish and maintain a budgeting and reporting framework that is consistent with the principles of sound management and this report assists Council in meeting that requirement. Innovation and Continuous Improvement The content of the Quarterly report is continually reviewed to ensure meaningful data is provided. Stakeholder Collaboration and Community Engagement Council’s financial performance reports are published quarterly. RECOMMENDATION That the: Comprehensive Income Statement, Balance Sheet, Statement of Cash Flows and Financial Performance Indicators for the period ended 30 June 2021 be received and the carryover, transfers to reserves totalling $15,111,256 and the transfers from reserves totalling $9,960,021 be adopted. ATTACHMENTS The Quarterly performance report provided as Attachment 3.4.


27

3.5 PERFORMANCE & FINANCIAL STATEMENTS

RESPONSIBLE OFFICER: MANAGER CORPORATE SUPPORT DEPARTMENT: CORPORATE SERVICES REFERENCE: 3201 OFFICER DECLARATION OF INTEREST: Officers providing advice to Council must disclose any conflict of interest. No person involved in the preparation of this report has a conflict of interest requiring disclosure. ___________________________________________________________________________________________________ EXECUTIVE SUMMARY The Financial Statements and Performance Statement (the statements) have been prepared for the period ended 30 June 2021. The Victorian Auditor-General is required to audit the statements but cannot issue his report unless Council approves the statements. The Audit and Risk Committee reviewed the statements on 7 September 2021 and recommended that Council authorises Councillor Jo Armstrong, Councillor Henry Burridge and Dr Tim Harrison to certify the Financial Statements and the Performance Statement in their final form. DISCUSSION Pursuant to the Local Government Act 1989 (the Act) Council is required to give “in principle approval” to the 2020/21 Financial Statements and Performance Statement and submit the statements to the auditor for reporting on the audit. The Act recognises that further changes may be made to the statements and therefore Council must authorise two Councillors to certify the Financial Statements and Performance Statement in their final form after any changes recommended by the auditor have been made. The Auditor-General’s agent conducted the offsite audit during August and September 2021. Key Financial information: Financial Statements – Income Statement The Comprehensive Income Statement measures how well Council has performed from an operating nature. It reports revenue and expenditure from the activities and functions undertaken, with the net effect being a surplus or deficit. Capital expenditure is excluded from this statement, as it is reflected in the Balance Sheet. Depreciation is included in this statement, as depreciation is the accounting method of allocating the cost of an asset over its useful life. The draft Comprehensive Income Statement shows total income in 2021 of $35.196 million compared with $33.052 million in 2020. Rates & Charges income decreased by $0.046 million, Government Grants for operations increased by $0.985 million, and Government Grants for capital works increased by $1.833 million. Total income from rates decreased by 0.26%. Budgeted rates decreased by 1% although waste management charges increased by 2% in line with the maximum rate cap.


28

Council received several operating and capital grants that were not budgeted: • Working for Victoria - $0.575 million • Local Councils Outdoor Eating Entertainment Package - $0.095 million • Off Leash Dog Park - $0.085 million • Rural Council ICT Technology Support Package - $0.099 million • Ararat East Development Zone - $0.500 million • Helendoite Road/Tatyoon North Road - $0.300 million • Local Roads and Community Infrastructure Program - $0.670 million • Willaura Female Friendly Facilities - $0.351 million • Ararat on the Move - $0.537 million Total expenses in 2021 were $29.128 million compared with $30.238 million in 2020, a decrease of $1.110 million. A breakdown of expenses reveals an increase in Employee costs of $0.532 million which can be largely attributed to Council employing new employees under the Working for Victoria initiative. There has been a decrease of $1.593 million in materials and services which is consistent with the objective to deliver organisational efficiencies. In 2020 there was a loss on disposal of $0.408 million. The loss on disposal of plant and equipment was $0.256 million and loss on disposal of buildings was $0.152 million. Buildings included the public toilets demolished to make way for the Alexandra Oval netball courts. In 2021 there was a net gain on disposal of asset of $0.136 million which relates to the disposal of plant and equipment. The surplus for 2021 was therefore $6.068 million compared with a surplus of $2.814 million in 2020. The revaluation of Infrastructure Assets at 30 June 2021 has resulted in an increase in value of $10.908 million. Financial Statements – Balance Sheet The Balance Sheet is one of the main financial statements and it reports Council’s assets, liabilities and equity at a given date, in this case 30 June 2021. Comparative figures have been provided as at 30 June 2020. Council’s current assets have increased by $5.086 million, from $22.320 million as at 30 June 2020 to $27.406 million as at 30 June 2021. Cash and cash equivalents have increased by $3.516 million, whilst current trade and other receivables increased by $1.536 million. Trade and other receivables at 30 June 2021 included $2.143 million for Roads to Recovery program. Rate debtors have increased by $0.160 million which is less than the $0.271 million increase the year before. Total liabilities have increased by $5.739 million from $8.651 million in 2020 to $14.390 million in 2021. The figures for 2021 include an increase in unearned income/grants received in advance of $5.972 million. Financial Statements – Cash Flows The Statement of Cash Flows shows how changes in the Balance Sheet and Income Statement affect Cash and Cash Equivalents, and breaks down the analysis to operating activities, investing activities and financing activities. The Cash Flow Statement shows a net increase in cash and cash equivalents of $3.516 million compared with 0.207 million in 2020. The Cash Flow Statement shows net cash provided by operating activities was $19.947 million in 2021 compared with $11.558 million in 2020, representing an increase of $8.389 million. This is largely due to an increase in grants of $7.561 million. Net cash used in investing activities (e.g. payments for property, infrastructure, plant and equipment) was $16.181 million in 2021 compared with $11.097 million in 2020, representing an increase of $5.084 million.


29

Net cash used in financing activities was $0.250 million in 2021 compared with $0.254 million in 2020.

Financial Statements – Capital works The Statement of Capital Works details the capital works completed during 2021. It shows $16.654 million invested in 2021 compared with $11.502 million in 2020, an increase of $5.062 million. Total Infrastructure works increased by $4.413 million Highlights in the building area included upgrading Elmhurst Hall, Willaura Recreation Reserve and Ararat on the Move. Highlights in the infrastructure area included road works at Heath Street, Willaura-Wickliffe Road, Helendoite Road, Tatyoon Road and Truscott Street. Performance Statement The Victorian Government has introduced a mandatory system of performance reporting which prescribes performance information to be included on Council’s annual reports. “Councils must describe the prescribed indicators and measures in the performance statement so it is clear to the audience what is being measured. In addition, the performance statement must include the results achieved in relation to the prescribed service performance outcome, financial performance and sustainable capacity for the financial year and three preceding years”. For the financial performance indicators and measures, the performance statement must also include the forecast results for four years based on the financial statements included in the budget. Reporting trend information helps the reader understand changes in Council performance over time and acts as a point of reference for results. The regulations require that Councils must also provide an explanation of any material variations in the results between the current year and other years disclosed, to enable the reader to form an understanding of the reason for the variation”. The performance reporting framework requires Councils to load the indicators included in this performance statement, as well as a number of other indicators that are required to be included in the report of operations, onto the “Know your Council” website - https://knowyourcouncil.vic.gov.au/, which will allow the community to compare the performance result of Councils across Victoria. Part of the performance reporting framework includes the State Government setting expected ranges for each indicator. Based on the draft financial statement and performance statement, Council is within the expected range for most indicators. The reasons for the material variations are included in the performance statement. Audit and Risk Committee Review The draft Financial Statements and Performance Statement were considered by the Audit and Risk Committee on 7 September 2021. Mr John Gavens from Crowe Australasia presented the draft Auditors Closing Report at that meeting, answering any issues raised by the Audit and Risk Committee members. Further changes may be required after the Victorian Auditor General’s Office has reviewed the statements and before the nominated Councillors certify the accounts in their final form. The Performance Statement included in this agenda is slightly different to the one presented to the Audit and Risk Committee. The figures remain the same but the wording on the Certification pages have changed to acknowledge the Local Government Act 1989 and the Local Government (Planning the Reporting) Regulations 2014 which still apply to the presentation of 2020-21 Performance Statement.

https://knowyourcouncil.vic.gov.au/


30

KEY CONSIDERATIONS Alignment to Council Plan Strategic Objectives 6 Strong and Effective Governance Budget Implications Approving the Statements does not have any budget implications. Policy/Relevant Law Section 132 (2) of the Local Government Act 1989 states that: “the Council, after passing a resolution giving its approval in principle to the performance statement and financial statements, must submit the statements to the auditor for reporting on the audit”. Section 132 (4) of the Local Government Act 1989 states that: “the auditor must not sign a report under subsection or under Part 3 of the Audit Act 1994 unless the performance statement or the financial statements (as applicable) have been certified under subsection (5). Section 132 (5) of the Local Government Act 1989 states that: “The Council must ensure that the performance statement and financial statements, in their final form after any changes recommended or agreed by the auditor have been made, are certified in accordance with the regulations by— a. 2 Councillors authorised by the Council for the purposes of this subsection; and b. any other prescribed persons. Sustainability Implications   This report does not raise any sustainability implications. Risk Assessment Council is required to approve the statements before the Auditor-General can issue the audit report. Innovation and Continuous Improvement The Financial Statements and Performance Statement are primary documents used to report on Council’s achievements in continuous improvements. For example, introducing organisational efficiencies leads to a reduction in operating expenses and investing more in infrastructure spending leads to an improvement in the satisfaction rating for sealed roads. Stakeholder Consultation and Communication Various Council officers have been involved with the preparation of the statements. The statements will be included in the Annual Report that will be made available to the public. RECOMMENDATION 1. That pursuant to Section 132 of the Local Government Act 1989, Council gives in principle approval

to the Financial Statements and Performance Statements for the year ended 30 June 2020; and 2. That pursuant to Section 132 of the Local Government Act 1989, Council authorises the Chief

Executive Officer, Councillor Jo Armstrong and Councillor Henry Burridge to certify the 2020/21 Financial Statements and Performance Statement in their final form.

ATTACHMENTS The Financial Statements and Performance Statement are provided Attachment 3.5.


31

3.6 APPOINTMENT AND AUTHORISATIONS (PLANNING AND ENVIRONMENT ACT 1987) S11A RESPONSIBLE OFFICER: GOVERNANCE AND ADMINISTRATION COORDINATOR DEPARTMENT: CEO’s OFFICE REFERENCE: 3242 OFFICERS DECLARATION OF INTEREST: Officers providing advice to Council must disclose any conflict of interest. No person involved in the preparation of this report has a conflict of interest requiring disclosure. EXECUTIVE SUMMARY This report seeks Council’s endorsement of the S11A Instrument of Appointment and Authorisation under the Planning and Environment Act 1987. DISCUSSION The Local Government Act 1989 provides for the appointment of Authorised Officers for the purposes of the administration and enforcement of any Act, regulations or local laws which relate to the functions and powers of the Council. The Chief Executive Officer, by authority conferred by instrument of delegation from Council makes these appointments. Under the Planning and Environment Act 1987, however, Authorised Officers can only be appointed by Council resolution as the Act prohibits delegation of the power to appoint Authorised Officers under the Act. This report identifies changes since the S11A Instrument of Appointment and Authorisation was last adopted on 25 August 2020. A review of current delegates to this Instrument of Delegation has been carried out and is the only change to the S11A Instrument of Appointment and Authorisation. KEY CONSIDERATIONS Alignment to Council Plan Strategic Objectives 6 Strong and Effective Governance Budget implications There are no budget implications arising from the Appointment of Authorised Officers. Policy/Relevant Law Section 224 of the Local Government Act 1989 is a provision that remains in force and continues to be the authorising provision for the S11A Instrument of Appointment and Authorisation. The power to commence proceedings - section 313 of the Local Government Act 2020. Sustainability Implications There are no economic, social or environmental implications in relation to appointment of Authorised Officers.


32

Risk Assessment The regular updating of the Instrument of Appointment and Authorisation ensures ongoing legislative compliance for Ararat Rural City Council and that staff members are properly empowered to undertake their roles. Innovation and Continuous Improvement The appointment of Authorised Officers is essential to the effective control and policing of the municipal district. Stakeholder Consultation and Communication The Instrument of Appointment and Authorisation has been updated by referencing the Maddocks Lawyers Delegations Service. RECOMMENDATION That; In the exercise of the powers conferred by section 147(4) of the Planning and Environment Act 1987 (the Act) and the other legislation referred to in the attached instruments of appointment and authorisation (S11A) (the instrument), Ararat Rural City Council (Council) resolves that - 1 The members of Council staff referred to in the instruments be appointed and authorised as set out

in the instrument; 2 The instrument comes into force immediately the common seal of Council is affixed to the

instrument, and remains in force until Council determines to vary or revoke it; and 3 The instruments be signed under the seal of the Council. ATTACHMENTS The Instrument of Appointment and Authorisation (Planning and Environment Act 1987) S11A is provided as Attachment 3.6.


33

SECTION 4 – INFORMATION REPORTS 4.1 BUILDING APPROVALS RESPONSIBLE OFFICER: MANAGER PLANNING, COMMUNITY & COMPLIANCE DEPARTMENT: PLANNING, COMMUNITY & COMPLIANCE REFERENCE: 3243 OFFICERS DECLARATION OF INTEREST: Officers providing advice to Council must disclose any conflict of interest. No person involved in the preparation of this report has a conflict of interest requiring disclosure. DISCUSSION This report outlines the monthly building permit approvals issued by Ararat Rural City Council and by private building surveyors for building works within Ararat Rural City for: Approvals by Ararat Rural City Municipal Building Surveyor – August 2021

Permit No. Application Date

Approval Date

Building Address Description of Building Works

or Use of Building

Nil


34

Approvals by private surveyors – August 2021

Permit No. Date Approved

Notification Received by Council

Building Address

Description of Building Works or

Use of Building

Surveyor

1065348119748 08/04/2021 07/04/2021 57-59 High Street, Ararat

Alterations to existing Restaurant (McDonalds)

Professional Certification Group Pty Ltd

8175089926907 06/08/2021 20/04/2021 36 Byron Road, Cathcart

Additions to an existing dwelling

Lighthouse Building Permits

2918424768716 6/08/2021 06/08/2021 Lot 2 Ararat-Halls Gap Road, Moyston

Construction of a farm shed

D.L.T. Building Surveying

8197025573980 09/08/2021 09/02/2021 1 Laby Street, Ararat

Construction of dwelling, attached garage, porch and alfresco

MBA Building Services

3175520032507 11/08/2021 09/08/2021 37 Yellow Box Lane, Armstrong

New dwelling Coast to Country Building Approvals

3010134418464 11/08/2021 09/08/2021 139 Burnett Road, Tatyoon

Swimming pool and child safety barrier

Coast to Country Building Approvals

6364383563688 11/08/2021 11/08/2021 69 Girdlestone Street, Ararat

Demolition of dwelling


4394846202409 13/08/2021 27/07/2021 6 Reserve Court, Ararat

Shed Coast to Country Building Approvals

9883400771616 12/08/2021 15/06/2021 96 Hadland Street, Ararat

Construction of a verandah

Nicholson Wright Building Surveyors

5562107130416 18/08/2021 20/07/2021 9 Domain Circuit, Ararat

Garage/Storage Shed


4837239375037 24/08/2021 23/08/2021 9073 Mortlake-Ararat Road, Ararat

Garage/Storage shed


5936294555706 25/08/2021 12/05/2021 969 Moyston-Dunkeld Road, Moyston

Dwelling extension and shearing shed

Wyndham Building Permits

7558381470338 27/07/2021 26/08/2021 9 Leatherwood Drive, Ararat

Dwelling, Alfresco and Attached Garage

Daville Building Surveying

1957046784884 23/06/2021 27/08/2021 3 Tusons Street, Ararat

Garage/Storage shed


7419580393963 27/08/2021 22/06/2021 2123 Landsborough-Elmhurst Road, Elmhurst

Farm shed Coast to Country Building Approvals

2852758403393 27/08/2021 17/08/2021 87 Langi Logan Road, Langi Logan

Yard Cover Coast to Country Building Approvals

TOTAL VALUE $1,610,720


35

KEY CONSIDERATIONS Alignment to Council Plan Strategic Objectives 2 Building Robust Local Economies - We will develop strong relationships to build and strengthen a diverse local economy, focused on creating jobs and wealth through adding value to existing strengths in agriculture, manufacturing, tourism and hospitality. RECOMMENDATION That the Building Approvals Report be received. ATTACHMENTS There are no attachments relating to this item.


36

4.2 PLANNING MATTERS APPROVED UNDER DELEGATION PLANNING PERMITS AND CERTIFICATION OF SUBDIVISION PLANS RESPONSIBLE OFFICER: MANAGER PLANNING, COMMUNITY & COMPLIANCE DEPARTMENT: PLANNING, COMMUNITY & COMPLIANCE REFERENCE: 3243 OFFICERS DECLARATION OF INTEREST: Officers providing advice to Council must disclose any conflict of interest. No person involved in the preparation of this report has a conflict of interest requiring disclosure. DISCUSSION Planning permits, certification of subdivision plans and Statement of Compliances are approved under delegated authority by relevant Council officers each month, where possible. This report outlines the various approvals for Council’s information. Planning permit approvals under delegated authority – August 2021

Application No.

Date Lodged

Date of Delegated Approval / Refusal

Applicant Location Proposed Use of Development

VS2021019 26/07/2021 03/08/2021 Rohan Fry, Grampians i-design

25 Corella Court, Pomonal

New shed within 100m of waterway

VS2021021 09/08/2021 20/08/2021 Olivia Mackley 9073 Mortlake-Ararat Road, Ararat

Construction of a Shed

3012 07/05/2021 02/08/2021 Tract Consulting for Chalambar Golf Club

118 Golf Links Road, Ararat

Boundary realignment of 10 existing lots, use and development of 9 dwellings and removal of native vegetation

3017 10/08/2021 11/08/2021 Wes Knight, GHD

Redman Road, Pomonal

Works associated with a minor utility installation in the Public Conservation & Resource Zone

3019 10/08/2021 12/08/2021 Wes Knight, GHD

Mitchell Road, Pomonal

Works associated with a minor utility installation in the Public Conservation & Resource Zone along Mitchell Road, Pomonal

3021 07/06/2021 31/08/2021 Ben Mykoniatis, E2E Growth

7 Barkly Street West, Ararat

Construction of 2 new dwellings on lots less


37

Application No.

Date Lodged

Date of Delegated Approval / Refusal

Applicant Location Proposed Use of Development

Consultants Pty Ltd

than 300m2 and 3 Lot Subdivision

3028 30/06/2021 19/08/2021 Jason Stirling 497 Tunnel Road, Pomonal

Variation to restriction on title to allow 2 shipping containers outside building envelope, extend deck on house by 4m, keep 3 dogs and a maximum of 12 sheep/alpacas

3029 05/07/2021 30/08/2021 Sebastian Hopper

125 High Street, Ararat

Notice of Decision Issued for Use and development of a dwelling and provision of new access driveway onto High Street (Western Highway)

3031 05/07/2021 30/08/2021 John Mitas Consulting

69 Barton Road, Moyston

Notice of Decision issued for Use and Development for Stone Extraction

3032 30/06/2021 25/08/2021 Ben Mykoniatis, Draft Comps Services

16 Tobin Street, Ararat

Construction of three new dwellings, one existing dwelling and subdivision of one lot into four lots with common area

3034 09/07/2021 13/08/2021 Sudhanshu Goel, e2e Growth Consultants Pty Ltd

44 Maude Street, Ararat

2 Lot Subdivision and Development of 2 units

3035 27/07/2021 25/08/2021 Brayley & Hayes for Petrusich

75 Campbell Street, Ararat

2 Lot Subdivision

3037 20/07/2021 31/08/2021 Brayley & Hayes for Petrusich

8 Baird Street, Ararat

2 Lot Subdivision

3039 22/07/2021 24/08/2021 Sudhanshu Goel, e2e Growth Consultants Pty Ltd

67-69 Girdlestone Street, Ararat

Use and development of four dwellings and four lot subdivision

3040 26/07/2021 16/08/2021 Bond Homes for Western District Pastoral Co.

2994 Moyston-Dunkeld Road, Willaura

Replace an existing family persons workers cottage


38

VCAT Application No.

Applicant Location Proposed Use of Development Status

Nil Certification of subdivision plans under delegated authority – August 2021

Application No.

Date Lodged

Date of Decision

Applicant Location Procedure

S1214 06/11/2020 27/08/2021 Brayley & Hayes for Murch

1009 Chatsworth-Wickliffe Road, Wickliffe

Statement of Compliance issued in relation to PS839360Q, Version 02

S1219 07/12/2020 27/08/2021 Brayley & Hayes for Murch

1009 Chatsworth-Wickliffe Road, Wickliffe

Statement of Compliance issued in relation to PS839362L, Version 01

KEY CONSIDERATIONS Alignment to Council Plan Strategic Objectives 2 Building Robust Local Economies - We will develop strong relationships to build and strengthen a diverse local economy, focused on creating jobs and wealth through adding value to existing strengths in agriculture, manufacturing, tourism and hospitality. RECOMMENDATION That the report on Planning Matters Approved under Delegation – Planning Permits and Certification of Subdivision Plans and Statement of Compliances be received. ATTACHMENTS There are no attachments relating to this item.


39

4.3 VICTORIAN ELECTORAL COMMISSION’S REPORT TO PARLIAMENT ON THE 2020 LOCAL GOVERNMENT ELECTIONS RESPONSIBLE OFFICER: CHIEF EXECUTIVE OFFICER DEPARTMENT: CEO’S DEPARTMENT REFERENCE: 2085 OFFICER DIRECT OR INDIRECT CONFLICT OF INTEREST: Officers providing advice to Council must disclose any conflict of interest. No person involved in the preparation of this report has a conflict of interest requiring disclosure. EXECUTIVE SUMMARY The Victorian Electoral Commission’s Report to Parliament on the 2020 Council Elections is presented to Council for information. DISCUSSION Last week the Victorian Electoral Commission’s Report to Parliament on the 2020 Local Government Elections was tabled at Parliament. This report provides information on the planning, conduct and function of the 2020 Local Government Elections. The report outlines the following recommendations: Recommendation 1: It is recommended that the Government introduces legislation that ensures enrolment entitlements and compulsory voting obligations for the next Casey City Council and Whittlesea City Council general elections in October 2024 are aligned with all other local councils going to election at the same time. Recommendation 2: It is recommended that the Government notes the total possible number of scrutineers able to be appointed for an election under the ordinary operation of the Local Government (Electoral) Regulations 2020 (the LG Regulations) may be unsustainable if social distancing protocols extend beyond current regulatory relief arrangements. Recommendation 3: It is recommended that the local government sector notes the VEC’s growing difficulty with sourcing suitable local counting venues. Recommendation 4: It is recommended that the Government notes the increasing role of political parties in local government elections and the community’s desire for transparency in respect to candidate-party affiliations. Recommendation 5: It is recommended that the Government notes voters have reported that the candidate questionnaire is not fit-for-purpose.


40

Recommendation 6: It is recommended that the Government notes that reach and readership of local newspaper continues to decline, and that news and information consumption is largely digital. Recommendation 7: It is recommended that the Government amends the deadline for candidates to lodge their candidate statements, photographs and candidate questionnaires to align with the close of nominations. Recommendation 8: It is recommended that the Government amends legislation to require councils to directly contact eligible council-enrolled voters and notify them in relation to their enrolment eligibility, application deadlines and obligation to vote (once enrolled).

Recommendation 9: It is recommended that the Government amends the prescribed list of excuses for failing to vote in the Local Government (Electoral) Regulations 2020 to include voters who were unable to vote at an election because they were experiencing homelessness. The VEC’s Report to Parliament on the 2020 Local Government Elections is included as an attachment to this report. KEY CONSIDERATIONS Alignment to Council Plan Strategic Objectives 6 Strong and Effective Governance Budget Implications There are no budget implications in relation to this report. Policy/Relevant Law Local Government Act 2020. Sustainability Implications Nil.

Stakeholder Collaboration and Community Engagement The Chief Executive Officer presented the Victorian Electoral Commission’s Report on the 2020 Ararat Rural City Council General Election to the Councillor briefing held on Tuesday 14 September 2021. In December 2020 Council participated in a VEC online evaluation survey on the 2020 Local Government Elections. RECOMMENDATION That the report on the Victorian Electoral Commission’s Report to Parliament on the 2020 Local Government Elections be received. ATTACHMENTS 1 VEC’s Report to Parliament on the 2020 Local Government Elections is provided as Attachment 4.3.


41

4.4 AUDIT AND RISK COMMITTEE CHAIRPERSON’S REPORT AUTHOR’S TITLE: CHIEF EXECUTIVE OFFICER DEPARTMENT CEO’S OFFICE REFERENCE: 3235 OFFICER DIRECT OR INDIRECT CONFLICT OF INTEREST: Officers providing advice to Council must disclose any conflict of interest. No person involved in the preparation of this report has a conflict of interest requiring disclosure. EXECUTIVE SUMMARY As per the Audit and Risk Committee Charter the Chairperson of the Audit and Risk Committee will prepare a report to Council through the Chief Executive Officer on the Committee’s activities twice per annum.

DISCUSSION The appointment of independent members to the Committee enables the Committee to provide advice to Council on matters related to its responsibilities based on broader skills and experience than might otherwise be the case and in so doing bring additional benefits to Council. The Chairperson of the Audit & Risk Committee has provided a report to Council on the Committee’s activities as required by the Charter. The Committees 7 areas of responsibilities and activities are summarized below:

• Financial and performance reporting • Internal controls • Risk management • Fraud prevention systems and controls • Internal audit processes • External audit processes • Compliance with policies and legislative and regulatory requirements

Th Chairperson’s report is provided as an attachment. The Committee’s minutes are also presented to Councillors in the Council agenda after each Committee meeting as an information report. KEY CONSIDERATIONS Alignment to Council Plan Strategic Objectives 6 Strong and Effective Governance Budget Implications No budget impact for the receiving of the Audit and Risk Committee Chair Report.


42

Policy/Legal/Statutory Audit and Risk Committee Charter - 6.2 The Chairperson of the Audit and Risk Committee will prepare a report to Council through the Chief

Executive Officer on the Committee’s activities twice per annum. One of these reports will be prepared after the meeting at which the annual financial report and the annual performance statement have been considered and recommended to Council for adoption, such report indicating how the Committee has discharged its responsibilities as set out in this Charter for the previous year.

Risk Assessment The report is presented to meet the requirements of the Audit and Risk Committee Charter. Stakeholder Consultation and Communication Audit and Risk Committee members. Chief Executive Officer and relevant Council officers. The Chairperson’s biannual report was presented to the Audit and Risk Committee on 7 September 2021. RECOMMENDATION That the Audit and Risk Committee Chairperson’s Report be received. ATTACHMENTS The Audit and Risk Committee Chairperson’s Report as attachment 4.4


43

SECTION 5 - COMMITTEE MINUTES/REPORTS 5.1 AUDIT AND RISK COMMITTEE MEETING AUTHOR’S TITLE: CHIEF EXECUTIVE OFFICER DEPARTMENT CEO’S OFFICE REFERENCE: 3000 OFFICER DIRECT OR INDIRECT CONFLICT OF INTEREST: Officers providing advice to Council must disclose any conflict of interest. No person involved in the preparation of this report has a conflict of interest requiring disclosure. EXECUTIVE SUMMARY This report contains the minutes of the Audit and Risk Committee meeting held on 07 September 2021. DISCUSSION Minutes of Audit and Risk Committee meetings are provided to Council at the first available opportunity after clearance by the Audit and Risk Committee Chairperson. The report contains the Audit and Risk Committee Meeting held on 07 September 2021.

Council Committees Councillor representative

Current meeting (as presented)

Next scheduled meeting/s

Audit and Risk Committee Cr Jo Armstrong & Cr Burridge 07 September 2021 07 December 2021 KEY CONSIDERATIONS Alignment to Council Plan Strategic Objectives 6 Strong and Effective Governance Budget Implications No budget impact for the receiving of minutes. Policy/Legal/Statutory Section 53 of the Local Government Act 2020 states that Council must establish an Audit and Risk Committee. Section 6.1 of the Audit and Risk Committee Charter states that minutes of Committee meetings will be provided to Council at the first available opportunity after clearance by the Committee Chairperson following each Committee meeting. Risk Assessment Council needs to be aware of issues raised in the minutes. Stakeholder Consultation and Communication Audit and Risk Committee members. Councillor representation on Council Committees. Chief Executive Officer and relevant Council officers.


44

RECOMMENDATION That the Audit and Risk Committee Meetings minutes be received. ATTACHMENTS The Audit and Risk Committee minutes as listed above are provided as Attachment 5.1.


45

SECTION 6 – INFORMAL MEETINGS 6.1 INFORMAL MEETINGS AUTHOR’S TITLE: CHIEF EXECUTIVE OFFICER DEPARTMENT CEO’S OFFICE REFERENCE: 13039074 OFFICER’S DECLARATION OF INTEREST Officers providing advice to Council must disclose any conflict of interest. No person involved in the preparation of this report has a conflict of interest requiring disclosure. EXECUTIVE SUMMARY The Governance Rules states that if there is a meeting of Councillors that: 1 is scheduled or planned for the purpose of discussing the business of Council or briefing Councillors; 2 is attended by at least one member of Council staff; and 3 is not a Council meeting, Delegated Committee meeting or Community Asset Committee meeting,

the Chief Executive Officer must ensure that a summary of the matters discussed at the meeting are: a) tabled at the next convenient Council meeting; and b) recorded in the minutes of that Council meeting.

DISCUSSION As a requirement of the Governance Rules, a summary of matters discussed at the Council Briefings held since the last Council Meeting are presented to Council and will be recorded in the minutes.

INFORMAL MEETINGS Council Briefing held on 07 September 2021 Council Briefing held on 14 September 2021

Issues discussed at the briefing:

• Council’s new Advocacy Plan • Waste Management update • Annual Plan 2021/2022 • Risk Policy & Risk Framework • Municipal Public Health and Wellbeing Plan • Planning Scheme review • Annual accounts • Annual report 2020/2021 • Victorian Electoral Commission - Report to Parliament on the 2020 Local Government Elections • Victorian Digital Twin- ARCC Pilot

KEY CONSIDERATIONS Alignment to Council Plan Strategic Objectives 6.3 Continuously improve Council’s community engagement process and practices in line with deliberative

engagement practices, while acknowledging the need for a range of different techniques to ensure effective engagement.


46

Financial There are no financial impacts for the receiving of Informal Meetings of Councillors. Policy/Relevant Law Reporting of Informal Meetings is in line with the requirements of the Governance Rules. Risk Assessment Following the requirements of the Governance Rules will ensure that Council meets its legislative requirements. Stakeholder Collaboration and Community Engagement A summary of matters discussed at the Council Briefings are presented for community information. RECOMMENDATION That the Informal Meetings of Councillors Report be received. ATTACHMENTS The Summary of Council Briefings are provided as Attachment 6.1.


47

SECTION 7 – NOTICES OF MOTION A notice of motion must be in writing signed by a Councillor and be lodged with or sent to the Chief Executive Officer no later than 12.00pm (noon) and at least six (6) days prior to the Council Meeting to allow sufficient time for the Chief Executive Officer to include the notice of motion in agenda papers for a Council meeting.


48

SECTION 8– URGENT BUSINESS Items cannot be admitted as urgent business other than by resolution of Council and only then if it: 1 relates to or arises out of a matter which has arisen since distribution of the agenda; and 2 cannot safely or conveniently be deferred until the next Council meeting.


49

SECTION 9 – CLOSE SESSION (CONFIDENTIAL) In accordance with section 66(2)(a), 3(1) Confidential Information (a) and (g) of the Local Government Act 2020, the following agenda items are listed for consideration in the confidential section: • Item 9.1- Contract No. 660- Construction of Chatsworth-Wickliffe Road • Item 9.2- Contract No. 661- Construction of Darlington-Nerrin Road

CLOSURE OF COUNCIL MEETING TO THE PUBLIC The Open Council Meeting will now be closed, but members of the public are welcome to rejoin the Council Meeting following the recommencement of the meeting. RECOMMENDATION That the meeting be closed to members of the public pursuant to section 66(2)(a) of the Local Government Act 2020 to consider confidential reports. OPEN COUNCIL MEETING RECOMMENCEMENT RECOMMENDATION That the Open Council Meeting recommence. Gallery invited to return to Council Chamber. LIFTING OF CONFIDENTIALITY OF CLOSED SESSION RESOLUTIONS RECOMMENDATION That the confidentiality of the decision in relation to Confidential Agenda Items 9.1 and 9.2 be lifted.

Documents

1 a’lkd’alsdk’a;lkf a’ldkf adlka s;lkf dl;kf a;sdlk sd;lk