AGENDA Ordinary Meeting of Council - Yarriambiack Shire · Recommendation: The Revenue Report as at April 2019 is received CARRIED . 13.3 Capital Works program 30 March 2019. Recommendation:

AGENDA Ordinary Meeting of Council ______________________________________ 9:30am Wednesday 22 May 2019 VENUE: Council Chambers Yarriambiack Shire Council 34 Lyle Street, Warracknabeal Vic 3393 NEXT MEETING: Wednesday 26 June Copies of the Yarriambiack Shire Council’s Agendas & Minutes can be obtained online at http://www.yarriambiack.vic.gov.au

http://www.yarriambiack.vic.gov.au/

YARRIAMBIACK SHIRE COUNCIL

COUNCIL MEETING AGENDA 22 MAY 2019

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OUR VISION: In consultation with our community, Yarriambiack Shire Council aims to provide a viable, sustainable and vibrant future. OUR VALUES: Customer Service • treat our customers with courtesy and respect; • lead and develop leadership within our community; • constantly strive to improve our services; • forge closer relationships with customers; • investigate matters thoroughly and objectively and keep our customers informed, in plain language, about the process and outcome; • treat people fairly, with respect and have proper regard for their rights; • make decisions lawfully, fairly, impartially and in the public interest; • we are honest, trustworthy, reliable, transparent and accountable in our dealings; • we are careful, conscientious and diligent; • use public resources economically and efficiently; and • actively pursue positive outcomes for the community. CONTINUOUS IMPROVEMENT: Continuous Improvement We drive continuous and sustainable improvement in service provision, operational efficiency and stakeholder relations to create a leading organisation.



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Item No Precis Page 1 WELCOME 5 2 ACKNOWLEDGEMENT & PRAYER 5 3 PRESENT 5 4 APOLOGIES or REQUEST FOR LEAVE OF ABSENCE 5 5 CONFIRMATION OF MINUTES 5 6 DECLARATION OF CONFLICT OF INTEREST 7 7 BUSINESS ARISING 8 7.1 Ongoing and Pending Action List 8 8 PETITIONS 8 9 CORRESPONDENCE 8 9.1 Booth Closures 8 10 ASSEMBLY OF COUNCILLORS 9 10.1 Agenda Council Forum 08/05/2019 9 11 SPECIAL COMMITTEES 10 11.1 Audit Committee Minutes (tbc) 10 12 ACTIVITY REPORTS 12

12.1 Mayor’s Report 12 12.2 Councillor’s Reports 13 12.3 Chief Executive Officer Report 15 12.4 General Manager of Infrastructure and Planning 16 12.5 General Manager of Community Development Report 18 12.6 Permits issued by Council 25

13 REPORTS FOR DECISION 26

13.1 Finance Report 26 13.2 Revenue Report 36 13.3 Capital Works Report 41 13.4 Black spot funding priority sites 47 13.5 Drought Community Projects 49 13.6 Draft 2019/2020 Council Budget with Draft Capital Works Program (As attachment 51 13.7 Procurement Policy 54 13.8 ALGA Interstate Conference Attendance 88



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14 OTHER BUSINESS 89 14.1 Return Passenger Rail to Horsham 89

15 REPORTS FOR DECISION – CLOSED SESSION 89

15.1 Contract C243/2019 Bituminous Surfacing Program 89



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1 WELCOME 2 ACKNOWLEDGEMENT & PRAYER

Cr G Massey opened the meeting at 9:30am by acknowledging the Indigenous Community and offering the opening prayer.

Acknowledging Traditional Owners ‘I would like to acknowledge that this meeting is being held on the traditional lands of the Wotjobaluk, Jaadwa, Jadawadjali, Wergaia and Jupagulk people, and I pay respects to their Elders, both past, present and emerging’

Prayer

Almighty God, without whom no Council can stand nor anything prosper we ask that you be present and guide us in our deliberations today. We pray that we will be fair in our judgements and wise in our actions and that decisions will be made with goodwill and a clear conscience for the betterment and welfare of the people of Yarriambiack Shire.

Amen

3 PRESENT

4 APOLOGIES or REQUEST FOR LEAVE OF ABSENCE 5 CONFIRMATION OF MINUTES

Minutes of the Ordinary Council Meeting of 24 April 2019. The following items were considered at the ordinary Council Meeting held on Wednesday 24 April 2019 at 9:30am

4.1 Cr H Ballentine – Request for leave of Absence

Recommendation: That Council resolve, in the excise of the powers conferred by section 66B of the Local Government Act 1989 Councillor Helen Ballentine be granted a leave of absence from the Ordinary Council meetings of 24 April, and 22 May. CARRIED

9.1 State Budget – Warracknabeal Education Precinct Funding Support Letter Recommendation: That Council write to the Premier Mr Daniel Andrews and Minister for Education Mr James Merlino and Local Member for Lown Ms Emma Kealy including the 5 Upper House members for Western Victoria (Mr Stuart Grimley, Mrs Bev McArthur, Mr Andy Meddick, The Hon Jaala Pulford, The Hon Gayle Tierney) advocating for Stage 2 Funding in the 2019/2020 Budget of the Warracknabeal Education Precinct. CARRIED

13.1 Finance Report Recommendation: The Finance Report as at March 2019 is received



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CARRIED

13.2 Revenue Report Recommendation: The Revenue Report as at April 2019 is received CARRIED 13.3 Capital Works program 30 March 2019 Recommendation: The Capital Works Report as at March 30 is received CARRIED 13.4 Permit Application to keep more than the allowed number of animals

Recommendation: That Council does not grant the permit to keep 3 Goats (1 x Mother Goat and 2 x kids), at 45 Munro Street Murtoa. CARRIED

13.5 SHARE Community Grants, April 2019 Recommendation: That Council approve the above nominated projects under the April 2019 SHARE Community Grant Program. CARRIED

13.6 Instrument of Appointment and Authorisation Recommendation: That Council resolve, in the exercise of the powers conferred by section 224 of the Local Government Act 1989 and section 147 (4) of the Planning and Environment Act 1987, that 1. The members of Council staff referred to in the Instrument of Appointment and Authorisation (Attachment 1 as annexed to the minutes) be appointed and authorised as set out in the Instrument. 2. The Instrument comes into force immediately once the Common Seal of Council is affixed to the Instrument, and remains in force until Council determines to vary or revoke it. 3. The Instrument of Appointment and Authorisation be sealed. CARRIED

14.1 Financial Assistance Grant Advocacy Recommendation: That the Council 1. Acknowledges the importance of Federal funding through the Financial Assistance Grants program for the continued delivery of Council services and infrastructure; 2. Expresses its concern about the decline in the value of Financial Assistance Grants funding at the national level from an amount equal to around 1% of Commonwealth Taxation Revenue in 1996 to a current figure of around 0.55%; and 3. Calls on all political parties contesting the 2019 Federal Election and their local candidates to support the Australian Local Government Association’s call to restore the national value of Financial Assistance Grants funding to an amount equal to at least 1% of Commonwealth Taxation revenue and therefore to provide a Fairer Share of Federal funding for our local communities. CARRIED

Minutes of the Closed Council Meeting of 24 April 2019. The following items were considered at the Closed Council Meeting held on Wednesday 24 April 2019 at 9:30am 15.1 PiLoR MoU for Murra Wurra Wind Farm

Recommendation: That Council enters into the MoU with Murra Wurra Wind Farm in relation to Payment in Lieu of Rates.

CARRIED



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6 DECLARATION OF CONFLICT OF INTEREST

Pursuant to Sections 77, 78 and 79 of the Local Government Act 1989 direct and indirect conflict of interest must be declared prior to debate on specific items within the agenda; or in writing to the Chief Executive Officer before the meeting. Declaration of indirect interests must also include the classification of the interest (in circumstances where a Councillor has made a Declaration in writing, the classification of the interest must still be declared at the meeting) ie;

a) Direct and indirect Interests; b) Indirect interest by close association; c) Indirect interest that is an indirect financial interest; d) Indirect interest because of conflicting duties; e) Indirect interest because of receipt of an applicable gift; f) Indirect interest as a consequence of becoming an interested party; g) Indirect interest because of an impact on residential amenity.

A Councillor who has declared a conflict of interest, must leave the meeting and remain outside the room while the matter is being considered, or any vote is taken.

Councillors are also encouraged to declare circumstances where there may be a perceived conflict of interest.



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7 BUSINESS ARISING 7.1 Ongoing and Pending Action List Council meeting Recommendation Action Action Taken 27/02/2019 Murtoa Rezone amendment

authorisation Further information request from the Department around past uses and contamination concerns prior to the issue of an authorisation number. Removed the former GWM site from amendment so it could progress.

24/04/2019 Warracknabeal Education Precinct letters to relevant government ministers for 19/20 funding.

Letters sent regarding Warracknabeal Education Precinct 30/04/2019

24/04/2019 PiLoR MoU with Murra Wurra Wind Farm

MoU signed off by both parties as of 10/05/2019.

8 PETITIONS 9 CORRESPONDENCE 9.1 AEC Federal Election Booth closures

RECOMMENDATION:

That Council write to the AEC and VEC and include a copy to the relevant Yarriambiack Shire Government Ministers expressing concern for the number of election booth closures and the process around communication of these closures to our constituents.

10 ASSEMBLY OF COUNCILLORS

The attached Assembly of Councillors Records are presented as an attachment to the Council agenda for the information of Councillors and recorded at the Council meeting as required under s80A Local Government Act 1989.

RECOMMENDATION:

That Council accepts the Assembly of Councillors Records as presented



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10.1 Agenda Council Forum 08/05/2019

COUNCIL FORUM AGENDA Date: Wednesday, 8 May 2019 Venue: Council Chambers Warracknabeal Time: 9.30am Appointments 11:30am Candidates standing for the Mallee Seat Apologies: Cr Helen Ballentine,

Items for Action Officer Outcome

Drought Funding Projects AS

Draft Gift and Hospitality Policy BS

MEYP Update and 3 YO Kinder GB

Wimmera Southern Mallee Transport Meeting

GB

Council meeting agenda JH

Candidates standing for Mallee Seat

BP

Attending Chris Lahy, Leigh Firman, Cecilia Moar, Carole Hart, Rick Millar Apologies Ray Kingston, Jason Modica, Nicole Rowan, Rick Grosvenor, Philip Mollison, Anne Webster, Dan Straub Not replied Serge Petrovich. Provided to be provided lunch

Repeat Offender Fire Prevention Notices

CB

Other business Cllrs

Previous Matters

Next forum meeting May 22nd - following Council Meeting



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11 SPECIAL COMMITTEES 11.1 Audit committee Meeting Minutes Audit Committee Meeting Minutes – to be confirmed July 8, 2019 MINUTES OF MEETING OF THE YARRIAMBIACK SHIRE COUNCIL INTERNAL AUDIT COMMITTEE CONDUCTED AT THE MUNICIPAL OFFICE 34 LYLE STREET WARRACKNABEAL AT 6.00PM MONDAY 8th APRIL 2019. 1. WELCOME – James Gregson (Chair) 2. PRESENT – Cr Jean Wise, Cr Kylie Zanker, James Gregson, Diane Connolly, Martin Moynihan,

Brad Ead (AFS), James Magee, Mick Evans and Anita McFarlane. Richard Anio (Crowe Horwath) via phone link for External Audit section.

3. APOLOGIES – Gavin Blinman, Jessie Holmes 4. CONFLICT OF INTEREST – Nil 5. MINUTES

Minutes to be confirmed via email. 6. BUSINESS ARISING FROM THE PREVIOUS MEETING

Register of Recommendations to be reviewed at the next meeting of the internal audit committee. This documentation is to be supplied 2 weeks prior to the next meeting so the committee can review.

7. EXTERNAL AUDIT (RICHARD ANIO)

Interim Management findings – 4 new findings of which 3 are low and 1 is moderate. 10 old findings of which 6 are moderate and 4 are low. 4 of the old findings will be closed. 2 will be re-raised.

Crowe Horwath are to be back on site in May to complete the interim audit. The interim management letter will be presented at the July meeting.

8. INTERNAL AUDIT – GRANT MANAGEMENT (BRAD EAD)

Areas of improvement: Develop new policy and procedures. Business cases and budgeting for grant applications. Documentation of current processes Creating a centralised grants register.

There were no areas of high risks

PAST AUDIT REVIEW – RISK MANAGEMENT (BRAD EAD) 1 item has been completed. 4 items remain open. Draft Risk Framework and Policy to go to Council by July. Reporting new risks to the Audit Committee. Mick Evan to present risks to Council update at the next meeting.



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9. PROPOSED AUDIT SCHEDULE & NEXT INTERNAL AUDIT

Waste Management (May) – looking at costs and charges. Fleet Management Review Accounts Payable – gap analysis Internal Audit Committee Meeting with Councillors to be held on 8th April 2019.

10. REGISTER OF EXTERNAL AND INTERNAL AUDIT RECOMMENDATIONS Register was tabled. To be updated for next meeting

11. FINANCIALS The February financials were presented. Discussion took place re the Fire Service Levy.

12. BUDGET

Draft budget financials were presented. Rates capped at 2.23%. Expecting an increase in property valuations. Expecting an early payment of the 2019/20 Victorian Grants Commission grant. 2% EBA increase 3% increase in general expenditure. Capital works program for 2019/20 is $8.208 million

13. GENERAL BUSINESS

Procurement Policy was tabled. Any feedback please forward to Jessie. Audit Committee Self Assessment – this has been raised as part of the Local Government

Inspectorate’s Governance Audit. Brad to circulate a self assessment survey to the Audit

Committee members

Terms of Audit Committee Members – as part of the Local Government Inspectorate’s Governance Audit they have highlighted that the terms of the independent Audit Committee Members should be staggered to avoid the possibility of losing all independent members at one time.

Audit Charter – as part of the Local Government Inspectorate’s Governance Audit they have highlighted that our Audit Charter needs to be reviewed. AFS did do a gap analysis of the Audit Charter back in 2014. Anita to circulate Audit Charter and AFS gap analysis prior to

next meeting.

14. NEXT MEETING – 8th July 2019 at 6pm.

The meeting closed at 6:57pm ________________________________ Chairperson



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12 ACTIVITY REPORTS 12.1 Mayor’s Report – Prepared by Graeme Massey

25 April Attended Anzac Day ceremonies at Sheep Hills, Brim and Warracknabeal

8 May Attended Council Forum and met with Mallee Candidates for

upcoming Election 8 May Attended Community Fund Meeting at Warracknabeal 9 May Attended IBAC Forum in Horsham 10 May Attended the Mallee electorate candidates forum at St Arnaud 14 May Attended WAG meeting and Action Plan public forum in

Warracknabeal 17 May Attended the MAV State Council meeting in Melbourne 20 May Attended the Woodbine / Rural Northwest Health Art Show at the

Council Offices 21 May Attended finance training workshop in Warracknabeal



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12.2 Councillor’s Reports Cr H Ballentine Currently on Leave

Cr K Zanker

24 April Attended Yarriambaick Youth Action Council Meeting

25 April Attended Anzac Day dawn service at Sheep Hills and Warracknabeal

1 May Attended Youth Strategic Planning Meeting

8 May Attended Council Forum

14 May Attended Warracknabeal Action Group Planning Meeting

15 May Attended Yarriambiack Youth Action Council Meeting

17 May Attended the 2019 Volunteering Awards

20 May Attended the Chaplaincy Meeting

21 May Attended Council Financial Training day

Cr T Hamilton

25 April Attended Anzac Day service in Murtoa

6 May Attended Murtoa Stick Shed meeting

7 May Attended Murtoa Big Weekend meeting


14 May Attended WDA Meeting in Horsham

16 May Attended Showyards Meeting in Murtoa

17 May Attended Yarrilinks Tree Planting

21 May Attended Murtoa Progress meeting



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Cr S Roberts

Cr C Heintze

25 April Attended Anzac Day Wreath laying Ceremony in Minyip. Congratulations to Minyip RSL Sub-branch on 100 years of service


8 May Attended Progression Planning workshop at Boolite Hall

9 May Attended IBAC session in Horsham

10 May Attended GCWWRRC in Ballarat

13 May Attended the Rupanyup Consultative Committee meeting

18 May Meet with Minyip Recreation Reserve Committee

19 May Attended Finance Training

Cr Jean Wise

25 April Attended the Anazc Day service at Sheep Hills and Warracknabeal

8 May Attended Council Forum and met with Mallee Candidates for upcoming Election

9 May Attended YFest Meeting

16 May Attended the Volunteer Thank You Luncheon at Neighbourhood

House

16 May Attended the Yarriambiack Early Years Project control Group Meeting

17 May Attended the Centre for Participation Volunteer Awards

21 May Attended finance training workshop in Warracknabeal



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12.3 CEO’s Report – Prepared by Jessie Holmes 25 April Attended Anzac Day ceremony at Beulah 29 April Rural Councils Victoria Workshop - Services that Contribute to

Liveability in Ararat 1 May Youth Engagement Strategy 8-25 Meeting 8 May Attended Council Forum and met with Mallee Candidates for

upcoming Election 8 May Attended Community Fund Meeting at Warracknabeal 9 May Attended IBAC Forum in Horsham 10 May

A Attended the Murtoa Deb Ball

14 May Rural North West Health PAG Session 16 May By Five – Yarriambiack Early Years Project Control Group Meeting 17 May Centre for Participation Volunteer Awards 20 May Attended the Woodbine / Rural Northwest Health Art Show at the

Council Offices 21 May Attended finance training workshop in Warracknabeal



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12.4 General Manager of Infrastructure & Planning – Prepared by James Magee Decommissioning of Rupanyup Reservoirs Over the last couple of months GWMWater has been decommissioning the now disused water storages at Rupanyup. The reservoirs were adjacent Dunmunkle Creek and restricted flood flows so their removal will be of ongoing benefit to the township. The earthworks are now complete and an opportunity has arisen to gain funding to stabilise the area, provide revegetation and to construct walking tracks and seating areas to make the area accessible by the public. Council has been liaising with local representatives as well as the Wimmera Catchment Management Authority (WCMA) and GWMWater. An application has been submitted to the Regional Integrated Water Management fund for $43,000 to undertake the works. The Council, CMA and water authority will contribute to the project.

Fixing Country Roads

Council has been advised that all applications made have been approved. The following works will be undertaken with the funding:

Beyal Road 1km Hopetoun Yaapeet Road 1km Yaapeet Kenmare Road 1km Burrum North Road 1.6km Banyena Pimpinio Road 1.5km Lah West Road 1.2km Total funding allocated by the State Government is $1,542,924

Local Government Energy Saver Program

Council has made an application to the Local Government Energy Saver Program which is funded by the State Government. Council previously has energy audits undertaken across its major facilities with opportunities for energy savings identified.

A key priority of the audit was the aging air conditioning units at the Council Offices and hence an application for $48,362 has been submitted.

The lighting at the Council offices, library and stadium have already been updated to LED under the program. In the next financial year, it is hoped the program will fund energy efficient upgrades at the Caravan Parks, Gateway BEET and Warracknabeal Mechanics Depot.

E-Waste Ban The Ban on E-Waste comes into effect as from the 1st July, 2019 Council has 3 collection sites at Hopetoun, Murtoa & Warracknabeal Contract has been awarded for the construction of the E-Waste Sheds which we are hoping will be completed by the start-up date Council E-Waste will be going to Axis Works in Horsham



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Free Green Waste Day Property owners and residents throughout the Municipality will be able to deliver their Green Waste to Council’s Transfer Stations Free of Charge during the period 28th May, 2019 to the 9th June, 2019 Contracts Caravan Park Occupancy - April 2019

State

Warracknabeal

Hopetoun

Murtoa

VIC 319 559 184 WA 9 2 7 TAS 8 4 2 SA 34 10 17

QLD 23 15 7 NT 0 0 0

NSW 65 77 29 ACT 6 0 6

International 0 0 0 Permanents 4 N/A N/A

TOTAL 468 667 252 Caravan Park Occupancy Comparison - April 2018

State

Warracknabeal

Hopetoun

Murtoa VIC 270 619 139

NSW 38 50 23 WA 2 6 2 QLD 23 32 5 SA 62 8 14 NT 0 0 0

ACT 4 2 0 TAS 1 0 1

International 0 2 0 Permanents 10 N/A N/A

TOTAL 400 719 183 Warracknabeal Regional Livestock Exchange Sales figures Sale held May 8th – 8274 head With 3 sales left for this financial year the number of sheep sold has already matched last financial year of 93,769 head.



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12.5 General Manager of Community Services & Development - Gavin Blinman Early years Coordinator prepared by Glenda Hewitt As reported last month, the implementation on three year old Kindergarten in our Shire will require an audit of workforce and infrastructure be conducted. In response to this, on Tuesday 14 May, two representatives from Ernst and Young met with Gavin, myself and Rachel Mullins (DET representative) to outline the process for what will be an intensive audit of resources to ensure implementation is enabled at the commencement of 2020. The expectation from the Department of Education appears to be that three year old children in the Shire will have access to fifteen hours of Kindergarten as soon as possible during 2020 and consequently working with Educators to manage change as well as the provision of adequate infrastructure in Warracknabeal, Murtoa and Hopetoun is challenging. Furthermore, implications for employment of additional staff is hugely difficult, as employing qualified staff at any level is hugely problematic in the area. Anna Jorgensen, who is currently on maternity leave, will be returning to her teaching position at Rupanyup in Term three. Anna was previously employed as the teacher at both Rupanyup and Minyip, however has requested that she only return to part time teaching at Rupanyup Kindergarten. The teaching position at Minyip – 5 days per fortnight has been advertised – however at this point in time no applications have been received. Anna is currently undertaking project work to progress from provisional registration to full registration as a teacher with the Victorian Institute of Teaching and this process should be completed by June. No applications for the Maternity Leave position for the assistant educator in Hopetoun and Beulah were received which is indicative of qualified staff shortages and so interim measures with a short term replacement are being explored. An opportunity for shared pedagogical discussion was provided last week which received a disappointing response from educators. Some further thought as to how I provide this is needed to encourage educators to attend. However I am regularly visiting services and one to one discussion after session often provides opportunity for service staff to ask specific questions. During visits, I explore a particular element of educator practice, for example ‘engagement with children’ or ‘inviting play spaces’ – just a couple of examples- and this provides a basis for discussion at the conclusion of the session. Educator feedback has been very positive and it is a good opportunity to enter into reflective practice. Environmental Health/ Local Laws. Tim Rose, Craig Byron Council is resuming food premises inspections once again following the dedication of time to other areas. A number of inspections have already been completed and compliance remains high from proprietors. The review of all caravan park fire safety requirements is progressing for most committees/owners, whereby we are approaching the period in which committee proposals are going to be presented to the CFA for approval. Council has also met onsite with DELWP and Committee at one site to discuss relevant compliance matters. Two Caravan parks are now ready to be registered by Council.



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The first round of the school based immunisation program has been completed at all secondary schools within the Shire. Vaccines administered included the HPV, Boostrix and Nimenrix vaccine. Council will return later in the year to complete the second round and complete the annual program. Final Blue Green Algae (BGA) sampling was conducted over the period at Lake Marma. Results confirmed that toxic BGA levels had remained below the required safety threshold and the warning signs have been removed. Craig attended Horsham Magistrate’s Court on Monday 6 May; for a Prosecution case that had been adjourned against a Murtoa Resident who hadn’t complied with a Fire Prevention Notice issued to him last September. He was issued with a 12 month Good Behaviour Bond and a deadline of 31 July 2019 to clean up his property to an appropriate level. As of 14 May 2019 we have had 33 dogs registered and 24 cats registered for the new Animal Registration period that began on 10 April 2019. We are currently compiling a list of Animal Registrations that haven’t been renewed (paid for) These will be followed up with warning letters in the short term. Have had 5 dogs Impounded and 3 Cats. One of these dogs was surrendered and has since been re homed. Cat Cages have been in demand especially in Minyip and Warracknabeal, with a number of stray and feral cats being caught. Cat owners are reminded that they should ensure that their cats are kept secure within their owner’s properties especially at night. CHSP /HACCPYP Report prepared by Alannah Lehmann Transport For the month of March 2019 the Shire completed 4 drives and had 0 cancellations. This month elderly were accessing services in Horsham The table below is a comparison over the last three years.

Meals on Wheels

Centre Base Meals

April 2019 4 drives, 0 cancellations April 2018 8 drives, 0 cancellations April 2017 10 drives, 1 cancellations

April 2019 797 Meals April 2018 793 Meals April 2017 523 Meals

April 2019 241 Meals April 2018 360 Meals April 2017 262 Meals



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Meal Vouchers

CHSP 65+ SERVICE ACTUAL TARGET

Delivered Meals 1,010 1,342

Domestic Assistance 393.89

453

Personal Care 95.55 191

Maintenance 2 25

Respite 14 35

Assessment Officer Report prepared by Barb Whiteford/Hanna Butuyuyu General

Barb off for 1 week Ongoing issues with IT and My Aged Care platform dropping out

Waitlist

6 with appointments scheduled for all clients

Assessments Completed

Completed: 12 Declined: 1 LAHA Assessments:1

Reviews Completed

Reviews: 14

Education and Training

Voluntary Assisted dying information Session at Horsham Town Hall 20/2/2019

April 2019 132 Vouchers



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Supported Playgroups prepared by Kathryn Camilleri It has been a busy couple of weeks in Warracknabeal and Hopetoun with a record of 12 families attending our first playgroup back after the holidays in Warracknabeal which was fantastic and we are still getting new parents attending so the word is still spreading. Uniting came for a pop up playgroup on Monday 13 May to Celebrate Mothers Day and Families week; they brought with them some great little activities. Hand print Family Trees and a Mum and Me Photo Shoot where the Mum’s could have a photo taken with their Child/Children in a large frame with some cool photo props of dinosaurs and Unicorns and other fun bits and pieces. Rural North West Health is attending Next week Monday 20 May to run a Play to Learn Day at Warracknabeal and 23 May in Hopetoun Youth Report prepared by Murray McKenzie 1 May was the first Meeting in Warracknabeal of the Yarriambiack Youth Engagement Strategy (8-25) Core Reference Group. YSC Councillor Kylie Zanker and CEO Jessie Holmes attended with it being chaired by Gavin Blinman (YSC Manager Community Development). The meeting went for approximately 2 hours and covered the previous Strategies successes and looked at the parameters for the new Strategy and how to best meet the challenges of the next 4 years. It was well attended by Stakeholders in the Youth Portfolio from different organisations across the Wimmera. Major agreements were the age the new strategy would tackle (8-25) the time line for the strategy and techniques to help develop the strategy. I attended the Public Speaking session on 7 May. The Shearing and Wool Handling session was run successfully at Tim Hallam’s shed, 2 mile Road Hopetoun on May 13/14. Thanks to Tim for use of shed, thanks to Marianne and Tim Ferguson for providing the lambs to be shorn. It was a great partnership with RIST (Rural industries Skills Training) and the young people who attended got a lot out of it. We have made plans to make it an annual event. YSC Councillor Kylie Zanker presented the new YYAC shirts to those attending the YYAC meeting on 15 May. Movement was also made on Youth Summit July 31 and Vic Roads Grants. “Gaming Night” v Murtoa at Warracknabeal on 3 May saw 12 youth travel across by bus from Murtoa to take on the Warracknabeal crew at the ‘Warracknabeal Neighbourhood House, a bus load of Warracknabeal Youth attended the return battle on 17 May at Murtoa. The first Engage Drone session took place at Hopetoun on 16 May. The first Murtoa Car detailing session will be running on 22 May at Murtoa College



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Project Report prepared by Andrea Stepney

Project Description Status Stage % comp W’beal Town Hall Strong Found. Project

Replacement, renew floors, wall & ceiling repair

Project commenced 9/4/19. Project $130k Construction 30

E-Rup Retail Development

Development of Rupanyup Retail Precinct

Funding agreement RDV – executed ($500k), DCP agreement executed ($100k). DCP funds Acquitted.

Initiation 90

Warracknabeal Leisure Centre

New court surfaces

Funding agreement with Sportaus executed. Project commences November 2019. Project value $284K

Initiation 95

Warracknabeal Saleyards Upgrade Project

Major Refurbishment

Funding agreement negotiation completed with BBRF. Awaiting final agreement. Project commences December 2019. Project value $272k

Initiation

75

Warracknabeal Town Hall

Kitchen Upgrade (Upstairs toilets reinstatement).

Full refurbishment of kitchen facility and upstairs toilets. Submitted application to heritage Victoria Funded by YSC. Budget $115k

Development 90

Warracknabeal Leisure Complex

Facility Upgrade - Gym

Scope pending user group consultation. Funded by YSC. Budget $50k

Development 10

Pipeline Progress %

Aubrey Hall

New roof and arts project (mural restoration)

Preparing project documents and DCP application. Project Value $30k

Development 0%

Beulah Memorial Hall & Swimming Pool

external painting of Hall and solar system for pool pump

Preparing project documents and DCP application. Project Value $60k Development 5%

Brim Bowls Club Synthetic Surface

New synthetic surface


Development 25%

Hopetoun Gateway BEET

Refurbish and extend Gateway Beet


Development 5%

Jung Recreation reserve new playground


Development 5%

Minyip Rec Reserve Irrigation

New irrigation to sports oval


Development 10%

Murtoa various Community projects

Various Project up to $100k


Development 0%

Patchewollock Public Space

Upgrade to include seating, shade, BBQ area, and landscaping.




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Pipeline

%

Rupanyup Rec Reserve

Upgrade sporting oval lights – Full lighting project


Development 80%

Speed Park

Upgrade to include seating, shade, BBQ area, and landscaping.


Warracknabeal Agricultural Museum

Fire systems design - cost??


Development 50%

Woomelang Mini Silo Art

mural of endangered animals


Development 75%

Yaapeet reservoir Earthworks


Development 10%

Murtoa Netball Change Rooms

New change rooms and Netball court

Project reported to SRV for Major Facilities funding. Committee has prepared concept plans. Feedback provided. Committee to develop project.

Development 10

Beulah Rec Res Change Rooms

New change rooms & toilets for Football/Netball

Project reported to SRV for Minor Facilities funding. Committee currently preparing plans. Feedback on proposed project provided.

Development 10

Beulah Netball Club Pavilion

Upgrade netball facilities

Project reported to SRV for Minor Facilities funding. Feedback provided. Committee to develop project.

Development 5

Hopetoun Rec Res Lighting Upgrade

New lighting to sports oval

Project reported to SRV for Minor Facilities funding. Feedback provided. Committee to develop project.

Development 5

Hopetoun Golf Club

New shed for equipment

Sourcing funding. Committee to develop project Development 5

Brim Bowls Club Promaster synthetic surface

Project reported to SRV for Minor Facilities funding. Committee to develop project

Development 5

Rupanyup Rec Res Lighting Upgrade

New lighting to sports oval

Project reported to SRV for Major Facilities funding. Committee to develop project

Development 5

Hopetoun Rec Reserve

Extend sprinkler system

Project reported to SRV for Minor Facilities funding. Committee to develop project

Development 5

Minyip Grandstand

Refurbishment of grandstand

Application to SPORTAUS submitted. Application unsuccessful. Approximate project value $157k

Sourcing grant 0

Murtoa Netball Court

Install additional netball court

Preparing application for Country Football netball program

Preparing Application 10

Warracknabeal Town Hall Upgrade Project

Various repairs/upgrades

Sourcing new funding. Developing new scope and priority list.

Development

50

Hopetoun Bowls Second Synthetic Potential for future SRV Development 5



A 22 05 2019.docx 24

Club Synthetic Green 2 Project

Surface

funding who have request a Schedule of Use to support second synthetic green. Committee to develop

Assistance Only Warracknabeal Showgrounds

Fencing replacement

FRRR funding application submitted Awaiting Outcome

Woods Museum Historical Costume Display

Needs funding for climate controlled costume display. Est $50k

Sourcing Grant

Warracknabeal Playgroup

Shared Facilities Project

Funding for Multifunction Children’s Centre Project in Development



A 22 05 2019.docx 25

12.6 Permits issued by Council Reference No Applicant Date of Issue Building Permits Planning Permits Septic Tank Permits J Robinson 30 April 2019 Local Laws Permits Hopetoun Table Tennis Club 07/05/2019 Permits to Burn 0 Road Reserve Works Permits 0 Asset Protection Permits 0 Firewood collection Permits Tony Armstrong 8/05/2019 Timothy Quarrell 03/05/2019 Todd Dempsey 03/05/2019 Christopher Lavender 07/05/2019 Todd Dempsey 13/05/2019

RECOMMENDATION:

That Council note the permits issued by Council between 24 April and 22 May, 2019.



A 22 05 2019.docx 26

13 REPORTS FOR DECISION 13.1 Finance Report – Prepared by Anita McFarlane RECOMMENDATION: The Finance Report as at March 2019 be received.

April Actuals

2018/2019 Budget YTD Actuals Forecast YTD Variance

YTD % Variance

IncomeAsset Disposal & Fair Value Adjustments (11,578)$ (316,000)$ (257,987)$ (322,000)$ (58,013)$ 18%Contributions, Donations & Reimbursement (8,860)$ (289,678)$ (299,528)$ (350,316)$ 9,850$ (3%)Government Grants & Charges (564,880)$ (9,913,657)$ (7,240,387)$ (9,867,894)$ (2,673,270)$ 27%Interest Income (77,929)$ (89,245)$ (136,655)$ (89,221)$ 47,410$ (53%)Rates & Charges (53,949)$ (12,183,053)$ (13,238,754)$ (12,254,148)$ 1,055,701$ (9%)User Charges, Fees & Fines (70,083)$ (1,132,475)$ (898,943)$ (1,206,596)$ (233,532)$ 21%Other Income -$ -$ -$ (10,000)$ -$ 0%

Income Total (787,279)$ (23,924,108)$ (22,072,254)$ (24,100,175)$ (1,851,854)$ 8%

ExpenditureAsset Disposal & Fair Value Adjustments -$ 338,071$ -$ 338,071$ 338,071$ 0%Bad & Doubtful Debts -$ 500$ -$ 500$ 500$ 0%Contributions & Donations 30,150$ 802,661$ 767,840$ 796,195$ 34,821$ 4%Depreciation Amortisation & Impairment -$ 7,035,311$ -$ 6,015,193$ 7,035,311$ 100%Employee Costs 716,839$ 8,692,053$ 7,370,503$ 8,730,355$ 1,321,550$ 15%Finance Costs 1$ 75,515$ 6$ 10,010$ 75,509$ 100%Materials 438,160$ 6,119,123$ 3,943,355$ 4,956,672$ 2,175,768$ 36%Other Expenses 52,149$ 1,413,287$ 1,216,022$ 1,386,964$ 197,265$ 14%

Expenditure Total 1,237,298$ 24,476,521$ 13,297,726$ 22,233,960$ 11,178,795$ 46%

Total 450,020$ 552,413$ (8,774,528)$ (1,866,215)$ 9,326,941$

YARRIAMBIACK SHIRE COUNCILINCOME STATEMENT BY RESOURCES

FOR APRIL 2019

April Actuals


YTD % Variance

IncomeCommunity Services (304,840)$ (2,383,136)$ (2,402,445)$ (2,803,457)$ 19,309$ (1%)Corporate Services (170,168)$ (16,207,365)$ (14,466,895)$ (14,063,504)$ (1,740,470)$ 11%Economic Development (47,672)$ (475,927)$ (308,338)$ (410,727)$ (167,589)$ 35%Engineering (32,006)$ (2,540,429)$ (2,884,444)$ (4,547,456)$ 344,015$ (14%)Recreation & Culture & Leisure (202,281)$ (307,384)$ (349,227)$ (299,290)$ 41,843$ (14%)Regulatory Services (25,859)$ (163,300)$ (163,257)$ (199,292)$ (43)$ 0%Waste & Environment (4,454)$ (1,846,567)$ (1,497,648)$ (1,776,449)$ (348,919)$ 19%

Income Total (787,279)$ (23,924,108)$ (22,072,254)$ (24,100,175)$ (1,851,854)$ 8%

ExpenditureCommunity Services 180,913$ 2,965,997$ 2,165,056$ 2,946,258$ 800,941$ 27%Corporate Services 138,228$ 1,949,349$ 1,473,429$ 1,861,739$ 475,920$ 0%Economic Development 200,613$ 954,514$ 849,609$ 1,004,117$ 104,905$ 11%Engineering 429,801$ 12,468,551$ 4,750,073$ 10,893,190$ 7,718,478$ 62%Governance 68,174$ 1,085,292$ 819,923$ 1,120,269$ 265,369$ 24%Recreation & Culture & Leisure 17,107$ 1,848,746$ 992,399$ 1,544,407$ 856,347$ 46%Regulatory Services 40,936$ 582,206$ 413,761$ 558,771$ 168,445$ 29%Waste & Environment 161,526$ 2,621,866$ 1,833,477$ 2,305,209$ 788,389$ 30%

Expenditure Total 1,237,298$ 24,476,521$ 13,297,726$ 22,233,960$ 11,178,795$ 46%

Total 450,020$ 552,413$ (8,774,529)$ (1,866,215)$ 9,326,942$

YARRIAMBIACK SHIRE COUNCILINCOME STATEMENT BY DEPARTMENT

FOR APRIL 2019

Asset Disposal & Fair Value Trade in on Pressure Washer $ 636 Adjustments Sale of Industrial Land at Hopetoun $ 10,941

Rates & Charges For the month of April Rate Debtors decreased by

$ 53,949

Income protection staff contribution $ 5,760 Workcover reimbursements $ 3,100

Dept of Education & Training - Preschools (State) $ 81,928 Dept of Education & Training - Maternal & Child Health (State)

$ 27,531

CIR - Immunizations $ 204 Regional Development - Regional Aviation Access Program - Hopetoun (Cwealth)

25,000$

The Australian Sports Commission - Warracknabeal Leisure Centre Court Surface Project (Cwealth)

199,432$

DHHS - Aged Care (State) 1,716$ DHHS - Assessment (State) 523$ DHHS - Administration (State) 1,150$ DHHS - Respite (State) 5,712$ DHHS - Personal Care (State) 518$ DHHS - Home Maintenance (State) 209$ DHHS - Meals On Wheels grants (State) 497$ DHHS - Senior Citizens grants (State) 1,105$ Dept of Health - Senior Citizens grants (Cwealth) 9,798$ Dept of Health - CHSP - Aged Care (Cwealth) 69,354$ Dept of Health - CHSP - Assessment (Cwealth) 7,237$ Dept of Health - CHSP - Respite (Cwealth) 5,522$ Dept of Health - CHSP - Administration (Cwealth) 11,325$ Dept of Health - CHSP - Home Maintenance (Cwealth)

3,964$

Dept of Health - CHSP - Personal Care (Cwealth) 32,180$ Dept of Health - CHSP - MOW (Cwealth) 20,327$ Sustainability Victoria - LGESP Stream 3 Facility Upgrades Milestone 2

7,651$

Wimmera Drought - Mental Health & Wellbeing 12,431$ Minor Facilities 2017-2018 Warracknabeal Golf Club Fairways Irrigation Upgrade Final Claim (State)

10,000$

Dept of Treasury and Finance - Annual Valuations additional workload funding

29,563$

Interest Income Interest on investments 6,692$ Interest on rates & FSPL 50,823$ Interest on other 20,414$

Caravan Park Fees $ 21,658 Leaseback $ 6,125 Sporting Fees $ 305 Building Fees & Permits $ 3,823 Rates Certificates $ 526 Planning Permits $ 3,328 Waste Disposal Fees $ 4,399 HACC & Brokerage Fees $ 9,853 Saleyard Fees $ 3,451 Vic Roads Agency $ 623 Membership $ 464 Animal Fees & charges $ 18,718 Other Income $ 4,656

Total Income for April $ 787,279

Yarriambiack Shire CouncilSummary of major Income and Expenses by Resources for April

Income

Contribution & Donations

Government Grants & Charges

User Charges

Employee Costs Salaries & Wages & Oncosts (includes Annual Leave, Sick Leave, Long Service Leave etc)

612,142$

Workcover 3,111$ Superannuation 73,510$ Allowances 15,476$ Travelling 3,966$ Staff Clothing 1,776$ Conferences & Training 4,557$ Other costs 2,301$

Materials Contracts - (includes Wimmera Mallee Waste, Civica, Skillinvest, Simpson Personnel, Horsham Rural City Council etc) 202,959$ Materials 188,064$ Consultants 6,612$ Valuation Services 2,320$ Plant Hire External 3,442$ Plant Hire Internal (72,951)$ Power 19,084$ Telephone 7,317$ Meeting Expenses 663$ Tools & Equipment 9,395$ Software purchases and upgrades 7,325$ Radio Charges 2,244$ Cost of Meals 12,887$ Fuel 47,111$

Contributions & DonationsMurtoa Progress Association - Share Community Grant 1,865.00$ Patchewollock Music Festival - Share Community Grant 3,000.00$ Yaapeet Community Club Inc - Share Community Grant 800.00$ Rupanyup Major Events Committee - Share Community Grant 3,000.00$ Rupanyup Major Events Committee - Share Community Grant 1,000.00$ Warracknabeal Action Group - Share Community Grant 1,300.00$ Warracknabeal Bowling Club - Share Community Grant 1,500.00$ Warracknabeal Golf Bowls Club - Share Community Grant 1,650.00$ Warracknabeal Swimming Club - Share Community Grant 1,500.00$

Woomelang Bowling Club - Share Community Grant 1,335.00$ Murtoa Bowling Club - Share Community Grant 200.00$ Warracknabeal Action Group - Share Community Grant 1,000.00$ Beulah Bowling & Croquet Club Inc - Share Community Grant 1,000.00$ Hopetoun Table Tennis Club - Share Community Grant 400.00$

Woomelang Memorial Hall - Share Community Grant 1,000.00$ Beulah Fire Brigade - Share Community Grant 1,100.00$ Beulah Public Purpose Reserve COM - Share Community Grant 3,000.00$

Brim Sports & Social Club - Share Community Grant 1,500.00$ Hopetoun Angling Club - Share Community Grant 2,000.00$ Minyip Golf Club Inc - Share Community Grant 2,000.00$

Other Expenses Bank Fees 1,734$ OH& S Supplies 3,748$ Advertising 5,737$ Lease Expenses 27,755$ Postage 1,576$ Audit ServicesStationery 1,381$ WaterSubscriptions 4,148$ Publications 1,687$ Public LiabilityPrinting & Photocopying 4,383$

Total Expenses for April $ 1,237,298

Expenses

April Actuals


YTD % Variance

01929 - Administration - Capital0900 - Building Capital Works 10,138$ 5,000$ 30,163$ 18,586$ (25,163)$ (503%)0910 - Furniture & Equipment Capital Works 2,948$ 2,000$ 33,359$ 31,000$ (31,359)$ (1568%)

01939 - Asset Management - Capital0900 - Building Capital Works 3,150 11,000$ 51,472 56,319$ (40,472)$ (368%)0920 - Computer / IT Capital Works -$ 6,000$ -$ 6,000$ 6,000$ 100%

01949 - Information Technology - Capital0920 - Computer / IT Capital Works -$ 42,000$ 23,557$ 42,000$ 18,443$ 44%

02919 - HACC Administration - Capital0910 - Furniture & Equipment Capital Works -$ -$ -$ -$ -$ 0%0920 - Computer / IT Capital Works -$ -$ 3,751$ 3,751$ (3,751)$ 0%

02000 - Housing0900 - Building Capital Works -$ -$ 20,500$ 20,500$ (20,500)$ 0%

02929 - MECC - Capital0910 - Furniture & Equipment Capital Works -$ 1,000$ -$ -$ 1,000$ 100%

02939 - Senior Citizens - Capital0900 - Building Capital Works -$ 5,000$ -$ 5,000$ 5,000$ 100%

02949 - Environmental Health - Capital0910 - Furniture & Equipment Capital Works -$ 2,000$ -$ 1,000$ 2,000$ 100%

02959 - Animal Pound - Capital0930 - Animal Pound - Capital Works -$ -$ -$ -$ -$ 0%

02969 - Maternal & Child Health - Capital0900 - Building Capital Works -$ 5,500$ -$ 5,500$ 5,500$ 100%0920 - Computer / IT Capital Works -$ -$ 7,860$ 1,047$ (7,860)$ 0%

02979 - Fire Hydrants - Capital0965 - Fire Hydrants - Capital -$ -$ -$ -$ -$ 0%

02989 - Preschools - Capital 0900 - Building Capital Works -$ 15,000$ -$ 5,500$ 15,000$ 100%0920 - Computer / IT Capital Works -$ -$ 2,451$ 1,500$ (2,451)$ 0%

03909 - Industrial Estate - Capital0905 - Industrial Estate Capital Works -$ -$ -$ -$ -$ 0%

03919 - Caravan Parks - Capital0900 - Building Capital Works -$ 40,000$ 6,498$ 40,000$ 33,502$ 84%0910 - Furniture & Equipment Capital Works -$ 3,500$ -$ 2,000$ 3,500$ 100%

03929 - Public Amenities - Capital0900 - Building Capital Works 6,400$ 5,000$ 6,400$ 6,400$ (1,400)$ (28%)

04909 - Historical Society - Capital0900 - Building Capital Works 47,708 -$ 52,708 52,708$ (52,708)$ 0%

04929 - Library - Capital0900 - Building Capital Works -$ -$ 2,615$ 2,615$ (2,615)$ 0%

04939 - Hall - Capital0900 - Building Capital Works 32,179$ 65,000$ 32,179$ 90,000$ 32,821$ 50%

05909 - Parks & Playgrounds - Capital0975 - Playground Capital Works -$ 10,000$ 16$ 10,000$ 9,984$ 100%

05919 - Recreation Reserve - Capital0900 - Building Capital Works -$ -$ -$ -$ -$ 0%

05939 - Swimming Pool - Capital0900 - Building Capital Works -$ 5,000$ -$ -$ 5,000$ 100%

05949 - Sporting Complex - Capital0900 - Building Capital Works -$ -$ 13,038$ 13,038$ (13,038)$ 0%0910 - Furniture & Equipment Capital Works -$ -$ -$ -$ -$ 0%

05959 - Gymnasium - Capital0910 - Furniture & Equipment Capital Works -$ 4,000$ -$ 4,000$ 4,000$ 100%

05969 - Bowling Clubs - Capital0900 - Building Capital Works -$ -$ -$ -$ -$ 0%

06909 - Local Roads - Capital0935 - Urban Road Construction -$ 474,502$ 404,644$ 492,000$ 69,858$ 15%0940 - Rural Road Construction 14,180$ 1,766,001$ 2,630,646$ 2,446,091$ (864,645)$ (49%)0945 - Reseals 3,014$ 429,637$ 3,014$ 498,000$ 426,623$ 99%0950 - Resheets 142,758$ 1,206,877$ 881,703$ 1,183,361$ 325,174$ 27%0955 - Shoulder Resheets -$ 251,904$ 157,254$ 759,525$ 94,650$ 38%

06919 - Footpath - Capital0980 - Footpath Construction 16,182$ 70,667$ 16,182$ 120,000$ 54,485$ 77%

06929 - Bridge - Capital0990 - Bridge Construction -$ -$ -$ -$ -$ 0%

06939 - Kerb & Channel - Capital0985 - Kerb & Channel Construction -$ 72,360$ 3,395$ 200,000$ 68,965$ 95%

06959 - Aerodrome - Capital0900 - Building Capital Works -$ -$ -$ -$ -$ 0%0950 - Resheets -$ 500,000$ 582,504$ 582,508$ (82,504)$ (17%)

YARRIAMBIACK SHIRE COUNCILCAPITAL EXPENDITURE FOR APRIL 2019

April Actuals


YTD % Variance

YARRIAMBIACK SHIRE COUNCILCAPITAL EXPENDITURE FOR APRIL 2019

06979 - Depot - Capital0900 - Building Capital Works -$ 120,000$ 13,724$ 70,000$ 106,276$ 89%

07909 - Drainage - Capital0995 - Drainage Construction -$ 26,527$ 17,385$ 26,527$ 9,142$ 34%

07929 - Transfer Stations & Landfills - Capital0960 - Waste Site Capital Works 228$ 300,000$ 27,274$ 260,000$ 272,726$ 91%

08909 - Livestock Exchange - Capital0900 - Building Capital Works -$ 205,000$ -$ 205,000$ 100%0920 - Computer / IT Capital Works -$ -$ 10,040$ 10,040$ (10,040)$ 0%

69760 - Staff Vehicle Purchases

6800 - Plant Purchases -$ 365,000$ 292,460$ 365,000$ 72,540$ 20%

69860 - Works Plant Purchases6800 - Plant Purchases 13,501$ 975,000$ 835,845$ 900,000$ 139,155$ 14%

Total 292,386$ 6,990,475$ 6,162,638$ 8,331,516$ 827,837$

Administration Installation of LED lights - final payment $ 10,138 New office furniture $ 2,948

Tech Services For the month of April Rate Debtors decreased by $310,349. The 3rd rate installment was due on the 28th February. Outstanding rates are still being pursued by debt collection agencies with some accounts advancing to the legal stage. Final Rate notices will be issued in the coming week.

$ 3,150

Public Amenities Murtoa toilets - installation of industrial pump to sewage system

$ 6,400

Historical Society Purchase of the CFA building in Hopetoun $ 47,708

Hall Warracknabeal Town Hall - includes demolition works, lifting of floor boards in Engineers office, sub floor repair works and floor levelling and Heritage consultancy fees.

$ 32,179

Reseals Tobin Street, Murtoa $ 2,550 Duncan Street, Murtoa $ 464

Rural Road Construction Coorong Swamp Road 13,769$ Bells Road 103$ Lascelles Sea Lake Road 154$ Hopetoun Yaapeet Road 154$

Resheets Goads Lane 16,761$ Mclean Lane 884$ Loeligers Road 29,787$ Woodwards Road 505$ Lallat North Road 18,100$ Cannum 5 Chain Road 475$ Mcfarlanes Road 10,916$ Bangerang Road 400$ Ailsa Road 22,899$ Hopefields Road 14,031$ Hogans Road 13,260$ Chivells Road 626$ Goads Road 14,114$

Footpaths Anderson Street, Warracknabeal 16,182$

Works Plant Purchases CAT M12 Series Grader - Registration 88$ CAT M12 Series Grader - Registration 88$ Statesman Premium Portable Toilet 5,600$ Supply of Two (1) KP3.10 Pressure Washer 7,725$

$292,386

Yarriambiack Shire CouncilSummary of Capital Works for April

Capital Work

Total Capital Works for April

April Actuals


YTD % Variance

Current AssetsCash & Cash Equivalents Investments (2,059,786)$ 3,573,000$ 7,844,944$ 3,573,000$ (4,271,944)$ (120%)Rate Debtors (27,544)$ 1,053,000$ 2,515,526$ 1,053,000$ (1,462,526)$ (139%)Debtors 156,392$ 450,000$ 584,869$ 450,000$ (134,869)$ (30%)Other Current Accrued Assets 17,372$ 1,206,000$ 83,707$ 1,206,000$ 1,122,293$ 93%Inventory On Hand 43,306$ 765,000$ 629,628$ 765,000$ 135,372$ 18%Assets Held for Resale -$ 30,000$ 29,974$ 30,000$ 26$ 0%

Current Assets Total (1,870,260)$ 7,077,000$ 11,688,648$ 7,077,000$ (4,611,648)$

Non Current AssetsNon Current Debtors -$ 1,000$ -$ 1,000$ 1,000$ 100%Investments -$ 496,000$ 533,738$ 496,000$ (37,738)$ (8%)Fixed Assets 292,386$ 163,692,000$ $ 148,360,693 163,692,000$ 15,331,307$ 9%

Non Current Assets Total 292,386$ 164,189,000$ 148,894,431$ 164,189,000$ 15,294,569$ TOTAL ASSETS (1,577,874)$ 171,266,000$ 160,583,079$ 171,266,000$ 10,682,921$

Current LiabilitiesCreditors (1,128,220)$ 1,707,000$ 1,471,280$ 1,707,000$ 235,720$ 14%Current Loans 21,000$ 20,870$ 21,000$ 130$ 1%Short Term Provisions (15,500)$ 3,000,000$ 3,489,504$ 3,000,000$ (489,504)$ (16%)Trust & Deposits 14,127$ 20,000$ (889,299)$ 20,000$ 909,299$ 4546%

Current Liabilities Total (1,129,593)$ 4,748,000$ 4,092,355$ 4,748,000$ 655,645$

Non Current LiabilitiesLong Term Provisions -$ 482,000$ 464,417$ 482,000$ 17,583$ 4%Non Current Loans 1,739$ 79,000$ 82,808$ 79,000$ (3,808)$ (5%)

Non Current Liabilities Total 1,739$ 561,000$ 547,225$ 561,000$ 13,775$ TOTAL LIABILITIES (1,127,854)$ 5,309,000$ 4,639,580$ 5,309,000$ 669,420$

NET ASSETS (450,020)$ 165,957,000$ 155,943,499$ 165,957,000$ 10,013,501$

Current AssetsAccumulated Surplus/Deficit (450,020)$ 61,900,000$ 74,694,728$ 61,900,000$ (12,794,728)$ (21%)Asset Revaluation Reserve -$ 104,057,000$ 81,248,771$ 104,057,000$ 22,808,229$ 22%

TOTAL EQUITY (450,020)$ 165,957,000$ 155,943,499$ 165,957,000$ 10,013,501$

InvestmentsBendigo Bank 346,896.09$ 2.30% 03/04/2019Commonwealth Bank 135,612.27$ 2.60% 01/09/2019National Australia Bank 239,339.79$ 2.70% 14/07/2019AMP (oncall) 420.39$ Oncall

722,268.54$

LoansPorter Plant - Street Sweeper 103,678$ 5 years

YARRIAMBIACK SHIRE COUNCILBALANCE SHEET

AS AT 30th APRIL 2019

Current Assets YTD ActualsThe general bank account had a balance of $6.740 million at the 30th April. Council is holding $324,924 in cash andinvestments of Section 86 Committees. Council has$722,268 invested with the CBA, NAB, AMP and BendigoBanks.

7,844,944$

General Debtors have increased by $156,592. This is duemainly to the billing of the Australian Sports Commission$199,432 for the Warracknabeal Leisure Centre CourtSurface Project.

$584,869

Non Current AssetsFixed Assets Increased by $292,386 as per the Capital Works report. $148,360,693

Current LiabilitiesCreditors At the time of preparing this report all the April invoices have

been processed. $1,471,280

$155,943,499

Debtors

Liabilities

Net Assets

Yarriambiack Shire CouncilSummary of Balance Sheet as at 30th April 2019

Assets

Cash & Cash Equivalents

Rate Debtors For the month of April Rate Debtors decreased by $27,544.The final rate installment is due on the 31st May.Outstanding rates are still being pursued by debt collectionagencies with some accounts advancing to the legal stage.Final Rate notices have been issued.

$2,515,526



A 22 05 2019.docx 36

13.2 Revenue Report – Prepared by Chantelle Pitt RECOMMENDATION: The Revenue Report as at April 2019 be received.

Rate Classification 2017/2018 Budget 2017/2018 Actuals 2018/2019 Budget Actual YTD Receipts Rebates Current Arrears & Legals Interest TotalCommercial 329,952.32$ 314,333.31$ 359,251.86$ (325,356.40)$ (3,280.98)$ 42,165.32$ 54,983.20$ 35,082.08$ 132,230.60$ Farmland 8,067,046.45$ 104,715.86$ 8,272,096.97$ (7,941,410.29)$ (3,156.03)$ 447,381.14$ 130,862.44$ 34,778.36$ 613,021.94$ Residential 2,038,571.57$ 557,185.91$ 2,098,915.45$ (1,680,265.95)$ (124,741.89)$ 396,312.12$ 417,994.24$ 142,559.53$ 956,865.89$ Total 10,435,570.34$ 976,235.08$ 10,730,264.28$ (9,947,032.64)$ (131,178.90)$ 885,858.58$ 603,839.88$ 212,419.97$ 1,702,118.43$

Rate Classification 2017/2018 Budget 2017/2018 Actuals 2018/2019 Budget Actual YTD Receipts Rebates Current Arrears & Legals Interest Total Kerbside Garbage Charges 713,682.94$ 195,596.47$ 740,677.47$ (607,693.39)$ (37,767.05)$ 127,686.08$ 105,501.15$ 50,158.62$ 283,345.85$ Kerbside Recycling Charges 361,705.40$ 96,630.29$ 394,258.80$ (311,221.76)$ (26,657.91)$ 76,084.07$ 55,897.88$ 17,162.01$ 149,143.96$ Municipal Charge 357,641.57$ 176,825.27$ 366,685.92$ (292,557.92)$ (16,537.09)$ 72,424.80$ 113,268.01$ 44,959.23$ 230,652.04$ Fire Services Fixed Charge 732,391.00$ 203,733.46$ 748,468.00$ (603,757.04)$ (45,250.00)$ 122,650.23$ 142,985.42$ 36,251.55$ 301,887.20$ Fire Services Levy 487,711.25$ 26,871.90$ 363,449.08$ (348,882.75)$ -$ 23,880.54$ 13,728.33$ 2,446.01$ 40,054.88$ Credits -$ -$ -$ 60,445.74$ -$ (93,099.53)$ -$ -$ (93,099.53)$ Total 2,653,132.16$ 699,657.39$ 2,613,539.27$ (2,103,667.12)$ (126,212.05)$ 329,626.19$ 431,380.79$ 150,977.42$ 911,984.40$

Grand Total 13,088,702.50$ 1,675,892.47$ 13,343,803.55$ (12,050,699.76)$ (257,390.95)$ 1,215,484.77$ 1,035,220.67$ 363,397.39$ 2,614,102.83$

Dunmunkle Ward 2018/2019 Budget Actual YTD Receipts Rebates Current Arrears & Legals Interest TotalCommercial Rates 91,734.48$ (75,961.04)$ (1,747.70)$ 15,397.09$ 46,099.09$ 29,005.19$ 90,501.37$ Farmland Rates 2,707,165.76$ (2,587,292.79)$ (573.72)$ 165,361.77$ 31,267.56$ 4,828.47$ 201,457.80$ Residential Rates 635,601.98$ (497,917.85)$ (41,148.81)$ 134,348.80$ 134,326.99$ 41,954.95$ 310,630.74$ Kerbside Garbage Charges 204,663.95$ (159,245.55)$ (12,502.21)$ 40,538.39$ 36,746.37$ 17,554.68$ 94,839.44$ Kerbside Recycling Charges 118,484.60$ (89,996.39)$ (8,723.47)$ 25,218.09$ 18,949.23$ 6,334.16$ 50,501.48$ Municipal Charge 106,781.76$ (84,146.79)$ (5,538.17)$ 21,465.71$ 24,577.57$ 9,483.18$ 55,526.46$ Credits -$ 23,130.38$ -$ (28,150.11)$ -$ -$ (28,150.11)$ Fire Services Fixed Charge 211,905.00$ (168,737.72)$ (14,900.00)$ 35,169.44$ 31,779.81$ 7,611.83$ 74,561.08$ Fire Services Levy 114,148.67$ (108,625.41)$ -$ 8,808.85$ 5,202.60$ 1,087.40$ 15,098.85$ Total 4,190,486.20$ (3,748,793.16)$ (85,134.08)$ 418,158.03$ 328,949.22$ 117,859.86$ 864,967.11$

Hopetoun Ward 2018/2019 Budget Actual YTD Receipts Rebates Current Arrears & Legals Interest Total Commercial Rates 103,416.09$ (98,242.12)$ (1,052.50)$ 6,110.80$ 4,019.63$ 4,735.20$ 14,865.63$ Farmland Rates 2,725,075.76$ (2,604,200.49)$ (1,345.60)$ 165,450.72$ 40,101.62$ 5,543.38$ 211,095.72$ Residential Rates 391,592.30$ (306,735.94)$ (30,213.90)$ 69,870.07$ 122,999.82$ 53,317.77$ 246,187.66$ Kerbside Garbage Charges 165,887.92$ (133,650.68)$ (11,557.24)$ 29,271.13$ 36,112.54$ 21,192.38$ 86,576.05$ Kerbside Recycling Charges 97,917.95$ (75,681.25)$ (8,336.09)$ 18,334.33$ 19,077.17$ 6,995.86$ 44,407.36$ Municipal Charge 108,397.44$ (85,265.28)$ (5,169.45)$ 23,145.80$ 50,878.08$ 21,152.37$ 95,176.25$ Credits -$ 2,095.74$ -$ (27,025.89)$ -$ -$ (27,025.89)$ Fire Services Fixed Charge 230,731.00$ (186,670.61)$ (12,150.00)$ 40,186.99$ 62,937.83$ 16,852.15$ 119,976.97$ Fire Services Levy 115,376.62$ (110,972.32)$ -$ 7,093.01$ 3,392.13$ 472.72$ 10,957.86$ Total 3,938,395.08$ (3,599,322.95)$ (69,824.78)$ 332,436.96$ 339,518.82$ 130,261.83$ 802,217.61$

Warracknabeal Ward 2018/2019 Budget Actual YTD Receipts Rebates Current Arrears & Legals Interest Total Commercial Rates 164,101.29$ (151,153.24)$ (480.78)$ 20,657.43$ 4,864.48$ 1,341.69$ 26,863.60$ Farmland Rates 2,839,855.45$ (2,749,917.01)$ (1,236.71)$ 116,568.65$ 59,493.26$ 24,406.51$ 200,468.42$ Residential Rates 1,071,721.17$ (875,612.16)$ (53,379.18)$ 192,093.25$ 160,865.43$ 47,286.81$ 400,245.49$ Kerbside Garbage Charges 370,125.60$ (314,797.16)$ (13,707.60)$ 57,876.56$ 32,642.24$ 11,411.56$ 101,930.36$ Kerbside Recycling Charges 177,856.25$ (145,544.12)$ (9,598.35)$ 32,531.65$ 17,871.48$ 3,831.99$ 54,235.12$ Municipal Charge 151,506.72$ (123,145.85)$ (5,829.47)$ 27,813.29$ 37,614.36$ 14,323.68$ 79,751.33$ Credits -$ 35,219.62$ -$ (37,923.53)$ -$ -$ (37,923.53)$ Fire Services Fixed Charge 305,832.00$ (248,348.71)$ (18,200.00)$ 47,293.80$ 48,267.78$ 11,787.57$ 107,349.15$ Fire Services Levy 133,923.79$ (129,285.02)$ -$ 7,978.68$ 5,133.60$ 885.89$ 13,998.17$ Total 5,214,922.27$ (4,702,583.65)$ (102,432.09)$ 464,889.78$ 366,752.63$ 115,275.70$ 946,918.11$

Grand Total 13,343,803.55$ (12,050,699.76)$ (257,390.95)$ 1,215,484.77$ 1,035,220.67$ 363,397.39$ 2,614,102.83$

Outstanding Rates

Rates Report - May 2019Prepared by Chantelle Pitt

Outstanding Rates

Breakdown of Outstanding Rates by Ward

$2,614,102.83 $1,215,484.77

$972,481.15 $363,397.39 $62,739.52

$-

$2,000,000

$4,000,000

$6,000,000

$8,000,000

$10,000,000

$12,000,000

$14,000,000

$16,000,000

Total Outstanding Current Arrears Interest Legal Costs

Breakdown of Rates Outstanding

$1,215,484.77

-$12,050,699.76

$1,035,220.67 $363,397.39

Breakdown of Rates Outstanding

Current 18/19 Outstanding

Receipts

Prior Years Arrears & Legals

Interest

-$207,465.49

-$45,250.00

-$4,675.46

2018/19 Rebates

DHHS Rebates

Fire Services Levy Rebates

Council Rebates

$484,805.21

$423,885.15

$9,766.98

$70,687.04

$0

$100,000

$200,000

$300,000

$400,000

$500,000

$600,000

Open Amount Total Payments Total Costs Balance

MCC Debt Collection Report Summary

$1,271,945.39

$749,792.47

$96,816.13

$618,969.05

$0

$200,000

$400,000

$600,000

$800,000

$1,000,000

$1,200,000

$1,400,000

Open Amount Total Payments Total Costs Balance

ARL Debt Collection Report Summary



A 22 05 2019.docx 41

13.3 Capital Works Program April 2019 – Prepared by Joel Turner

Roads & Streets

Urban Roads

Project Funding % Completed

Start Date

Completion Date Comments

South Street Minyip Shire 100% August September

Seal shoulder starting Church St to Foundry

St

Flood Levee Warracknabeal

Shire & State/Federal

Gov 100% August

2018 Asphalt sections of

levee bank are complete

Rural Roads

Dimboola Minyip Road YSC/HRCC 100% April March

1km x 6.6m Seal starting 10,315 metres

from Geodetic Rd

Minyip Dimboola Road

Shire/Roads to Market 50% February

Widen Shoulders 10.6kms starting

Stawell Warracknabeal Rd

Minyip Banyena Road

Shire/Roads to Market 100% November December

1.47km x 6.6m Seal starting 6,955 metres

from Stawell Warracknabeal Rd

Hopetoun Yaapeet Road

Shire/Roads to Market 100% September October

1.48km x 6.6m Seal starting near Yaapeet

North Rd – hot mix intersection

Sea Lake Lascelles Road

Shire/Roads to Market 100% November January

1.28km of Seal starting 4,545 metres from

Sunraysia Hwy

C Loats Road R2R 100% September November Seal 1.33km x 6.6m

starting at Stawell Warracknabeal Rd

Coorong Swamp Rd FCR 100% February March

Start construction on 1.59km from Donald

Murtoa Rd



A 22 05 2019.docx 42

Bells Rd FCR 100% February February

4kms, 5m gravel to 6.6m sealed road

between Molyeaux Rd to Galaquil East Rd, Andersons gravel

Footpaths

Project Funding % Completed Start Date


Anderson St Warracknabeal Shire 100% April

Upgrade path to concrete – 187m

Werrigar St to Gardiner St

O’Brien St Warracknabeal Shire 20% May

Upgrade path to concrete – 81m Campbell St to

Beggs St

Miller St Murtoa Shire 0% May

Construct new quarry dust path –

167m Marma St to

Breen St

Lloyd St Murtoa Shire 0% May


210m TBA

Austin St Hopetoun Shire 0% May


55m Lake Lascelles to

Hope Rd

Kelsall St Warracknabeal Shire 0% June


144m between Rainbow Rd to Devereux St

Kelsall St Warracknabeal Shire 0% June


109m Scott St to

Devereux St

Wood St Warracknabeal Shire 0% May


265m Hudgson St to

Creek

Hopetoun St Beulah Shire 0% May


160m Higginbotham St

to Lalor St

Hopetoun St Beulah Shire 0% June


105m School St to

Higginbotham St

Hopetoun St Beulah Shire 0% June


160m Lalor St to

Taverner St



A 22 05 2019.docx 43

Kerb & Channel



Hamilton St Murtoa Shire 20% May

Renew Kerbing left & right hand

sides Breen St to

Degenhardt St

Gravel Shoulders



Rosebery East Road R2R 50% March May

4km starting 460 metres from

Highway

Sheep Hills Kellalac Road R2R 100% January February 3.2km starting

3km from Highway

Lascelles West Road R2R 0% June

1km starting 3,950 metres from

Highway

Gravel Re-Sheets



Alisa Road R2R 100% April April 1.83km starting 7.3km

from Borung Hwy Drums Sandstone

Bangerang Road Shire 100% April March

600 metres starting 23.270km from Henty Hwy

Hewitts Sandstone

Daveys Road Shire 100% August August 870 metres

starting 7.82km from Donald Murtoa Rd Drums Sandstone

Cannum Five Chain Road Shire 100% February February

660 metres starting 2.5km from

Blue Ribbon Rd Hewitts Sandstone

Delavedovas Road R2R 50% April

2.4km starting Donald Murtoa Rd

Gre Gre Gravel

Donald Laen Road R2R 100% October October

1.25km starting Minyip Rich Avon Rd

Gre Gre Gravel



A 22 05 2019.docx 44

Gravel Re-Sheets (continued)



Dunlops Road R2R 0% May 1.09km starting

2.46km from Matheson Rd

Gre Gre Gravel

F Krelle Road Shire 0% May 570 metres starting Minyip Banyena Rd

Gre Gre Gravel

Hepworth Road Shire 0% April 710 metres starting

4.06km from Rupanyup Rd

Gre Gre Gravel

Hopefields Road Shire 100% April April 830 metres starting 1.28km from Murtoa

Glenorchy Rd Gre Gre Gravel

Kewell East Road Shire 100% April May

660 metres starting 2.18km from Stawell Warracknabeal Rd & 840 metres starting 4.47km from Stawell Warracknabeal Rd Drums Sandstone

Kewell School Road Shire 100% April May

1.27km starting 3.05km from

Donald Murtoa Rd Drums Sandstone

Lallat North Road Shire 100% April April

1.64km starting 1.84km from Stawell Warracknabeal Rd Drums Sandstone

Lawler Road Shire 25% March 1.52km from end of

seal Boolite Sheep Hills Rd

Gre Gre Gravel

Loeligers Road R2R 100% March April 1.12km starting

3.21km from Horsham Lubeck Rd

Gre Gre Gravel

Mellis Road Shire 100% May May 1km starting 16.77km

from Stawell Warracknabeal Rd Hewitts Sandstone

Minyip Rich Avon Road Shire 100% October October

460 metres starting Stawell

Warracknabeal Rd Gravel

Morgans Rd R2R 100% September September 1.63km starting

3.25km from Dalcross Rd

Gravel

Roscrea Rd Shire 100% February February 839 metres starting Longerenong Rd Drums Sandstone

Schultzs Road 2 Shire 100% March April 1.36km starting

Donald Murtoa Rd Drums Sandstone



A 22 05 2019.docx 45


Project Funding % Completed

Start Date


Wallup Hall Road Shire 100% December January 2.5km starting

Blue Ribbon Rd Drums Sandstone

Watsons Road Shire 100% July July 760 metres starting

Minyip Rich Avon Rd Gre Gre Gravel

Burdetts Road Shire 100% October October 1.15km starting

1.6km from Hopetoun Yaapeet Rd

Websters Gravel

Erhardts Road R2R 100% January January 1.08km starting

2.52km from Birchip Rainbow Rd Andersons Gravel

Geodetic Road Boundary road 100% March March

3.8km starting 24.525km from Wail East Rd

Goads Lane Shire 100% April April 1.6km starting Brim West Rd

Hewitts Sandstone

Goads Road Shire 100% April April 840 metres starting

3.35km from Highway Hewitts Sandstone

Goyura East Shire 0% May 1.4km starting

Innes Rd Websters Gravel

Hogans Road Shire 100% April April


Hopetoun Rainbow Rd

Websters Gravel

Hopevale Road R2R 100% October October 1.45km starting

Hopetoun Rainbow Rd

Eys Gravel

Jim Jollys Road R2R 100% September September


Sea Lake Patchewollock Rd

Moles Gravel

Lascelles East Road R2R 100% August August

2.2km starting 7.4km from Lascelles Sea

Lake Rd Andersons Gravel

McFarlanes Road Shire 100% April April

1.22km starting 2.75km from Highway

Hewitts Sandstone

McLeans Lane Shire 100% February March 1km starting

Galaquil East Rd Websters Gravel



A 22 05 2019.docx 46




Michael Road R2R 100% August August 2.58km starting from

Pohlners Rd Andersons Gravel

Phelans Road Shire 100% December January 620 metres starting

1.23km from Birchip Beulah Rd Andersons Gravel

Rosebery East Road R2R 100% November November

1.41km starting 11.345km from Highway

Clugstons Gravel

Shearing Shed Road Shire 0% June

1.62km starting Patchewollock Sea

Lake Rd Burns Gravel

Turriff East Road Shire 0% May

1.41km starting 4.36km from Sunraysia Hwy

Burns Gravel

Wirrbibial Road Shire 100% November November 1.74km starting 2.55km from Cambacanya Rd

Websters Gravel

Woodwards Road Shire 100% February February

600 metres starting 1km from Beyal Rd Hewitts Sandstone

Yaapeet Kenmare Road R2R 100% September September

2.25km starting 9.77km from Cowan St

Eys Gravel

Other Works:

Hamilton Street Murtoa kerb and road work has begun. Anderson Street Footpath Complete. O’Brien Street Footpath has begun. Fulton Hogan Stabilisation patch work is underway. Inroads resealing is under way. Longerenong Road reseal is complete.

RECOMMENDATION: The Capital Works Report as at April 30 2019 be received.



A 22 05 2019.docx 47

13.4 Mobile Black Spot Program - Prepared by James Magee

Round 5 of the Mobile Black Spot Program is now open to Mobile Network Operators and closes in July 2019. Round 5 will target Public Interest Premises, economic centres, emergency facilities and educational facilities.

The following priorities for the program within Yarriambiack Shire were placed on Council’s Facebook page with comments invited on the proposal and new locations also requested.

The feedback was positive toward the proposal with specific requests for the Lah West area, the Lascelles site as well as at Reedy Dam

P1. Near Lubeck - Gives coverage to the small settlement of Lubeck which includes a CFA station and will also assist in providing coverage to the Stawell Warracknabeal Road between Rupanyup and Glenorchy.

P2. Rosebery - Would provide coverage to small settlement which includes CFA shed and cafe. The Rosebery Silo Art facility also has regular visitors. This location is on the Henty Highway and would assist in providing coverage between Hopetoun and Beulah.

P3. Near Lascelles - Would provide coverage to small settlement which includes CFA shed and cafe, art gallery, caravan park, post office and Hotel. The Lascelles Silo Art facility also has regular visitors. This location is on the Henty Highway and would assist in providing coverage between Hopetoun and Lascelles and also on the Hopetoun Sealake Road between Hopetoun and Woomelang. P4. Brim West area known as Willenabrina - This location is on the Warracknabeal Rainbow Road and would assist in providing coverage between Warracknabeal, Rainbow and Jeparit. It will service the Crymelon CFA shed. P5. West of Rosebery - This site will service the Hopetoun Rainbow Road between Hopetoun and Rainbow and the Hopetoun West CFA shed. P6. Reedy Dam - East of Beulah, the site will service Birchip Rainbow Road between Beulah and Birchip. Community Considerations

The following priorities for the program within Yarriambiack Shire were placed on Council’s Facebook page after the Council Meeting held 24 April 2019, with comment invited on the proposal and new locations also requested. The Feedback was positive toward the proposal with specific requests for the Lah West area, the Lascelles site as well as at Reedy Dam Environmental Considerations

There are no significant environmental considerations prior to establishment of final site locations. Financial and Risk Considerations

Council is not required to contribute to the program and hence will not be budgeting funds. RECOMMENDATION: That Council adopt the 6 priority locations as listed for submission for Round 5 of the Mobile Black Spot Program.

LAKECOORONG

YAAPEET

PATCHEWOLLOCK

GOLF LIN

KS

ROAD

HOPETOUN

TEMPY

BEULAH

TURRIFF

SPEED

LASCELLES

WOOMELANG

BRIM

LAH

WARRACKNABEAL

MURTOA

SHEEP HILLS

LUBECK

MINYIP

RUPANYUP

HO

PE

TO

UN

RA

I NB

OW

RD

HOPETOUN RAINBOW ROAD

WARRACKNABEAL

RAINBOW ROAD

HO

PE

TO

UN

WA

LPE

UP

ROAD

BIRCHIP RAINBOW ROAD

PATCHEWOLLOCKSEA LAKE ROAD

HO

PE

TO

UN

WA

LP

EU

P R

D

HE

NT

YH

IGH

WA

YS

UN

RA

YS

IA H

IGH

WA

Y

PATCHEWOLLOCK

SEA LAKE ROAD

HOPETOUN

SEA LAKE ROAD

HENTY HIGHWAY

BIRCHIP RAINBOW ROAD

SU

NR

AY

SIA

HIG

HW

AY

SUNRAYSIA

HIG

HW

AY

SU

NR

AY

SIA

HIG

HW

AY

HOPETOUN

SEA LAKE ROAD

ROAD

JEPARIT

WARRACKNABEAL

HO

RS

HA

M

KA

LK

EE

RO

AD

HIGHW

AY

BORUNG

RAIN

BO

W R

OA

D

WA

RR

AC

KN

AB

EA

L

RA

INB

OW

RO

AD

RAINBOW ROAD

JEPARIT

WARRACKNABEAL

ROAD

WIMMERA

HIGHWAY

STA

WE

LL

JE

PA

RI T

WA

RR

AC

KN

AB

EA

L

HE

NT

Y

HI G

HW

AY

DO

NA

LD

HORSHAM

MINYIP RD

WARRACKNABEAL

BIRCHIP

ROAD

HE

NT

Y H

IGH

WA

Y

RO

AD

MU

RT

OA

MU

RTO

A

GLE

NO

RC

HY

ROAD

BORUNG

WAR

RAC

KN

ABEAL

RO

AD

WIMMERA HIGHWAY

ST

AW

EL

L

WA

RR

AC

KN

AB

EA

L

RO

AD

MURTOA

DONALD

STAWELL

WA

RR

AC

KN

AB

EA

L R

OA

D

HIGHWAY

WARRACKNABEAL

BIRCHIP

ROAD

ROAD

WIMMERA HIGHWAY

GOSLINGS RD

WYPERFELD

PARK R

OAD

RIFLE

BUTTS RD

RAINBOW

YAAPEET R

DTREGENZA R

D

ALBACUTYA

STATION RD

RAINBOW

YAAPEET R

D

RAINBOW

WYPERFELD

PARK R

OAD

YAAPEET

WEST RD

ROAD

WYPERFELD

PARK ROAD

O. T. I. T.

ROAD

FIELDS RD

YAAPEET N

ORTH

MITCHELLS RD

GLENORE ROAD

GAALANUNGAH

NORTH R

D

HOPETOUN

YAAPEET R

DPARKER RD

ROSEBERY

ROAD

RAINBOW

SLUGGETS R

OAD

YAAPEET

SOUTH

GAALANUNGAH

SOUTH R

D

GAALANUNGAH

YAAPEET K

ENMARE

YAAPEET KENMARE

WHITES R

OAD

ECHUNGA RD

ROAD

ROAD

YAAPEET

KENMARE R

DGLENORE

SCHOOL R

D

HOPETOUN

ROAD

ROAD

YAAPEET

WHITES R

OAD

NORTH

WEBSTERS R

D

MOYLES ROAD

PHITZNER

EYS R

D

HOPETOUN WEST RD

WYPERFELD ROAD

HOPEVALE R

DHEALEYS

ROAD

ROBERTS RD

BOUNDARY R

OAD

McFARLANES R

D

BOUNDARY R

D

BROWNS

ROAD

TENNIS

COURT RD

NAVVY DAM ROAD

TALBOTS

ROAD WEST

ECHUNGA ROAD

CROWS R

OAD

McCLOUNANS RD

ROAD

HOFMAI ERS

EDMONDS R

D

LOVERS L

ANE.

EDMONDS R

OAD

CAMBACANYARO

AD

BURDETTS

WIRRIBI BIAL R

OAD

SHANNONS R

OAD

HOFFMANS R

D

STONE C

HURCH

ROAD

BRENTWOOD WEST

HOWIES R

OAD

BRIKKLE R

OAD

ROSEBERY

WINDY RIDGE

RAINBOW

GNEILS RD

KI NKORA R

OAD

GOYURA WEST

HOFMAI ERS R

OAD

THOMAS

McFARLANE RD

HORSE DIP

ROAD

HOPETOUN AERODROME RD

BURROIN R

OAD

TIP

ROAD

TALBOTS

ROAD EAST

BIG WAN RD

GEODETIC ROAD

ROSS ROAD

FITZGERALD

ROAD

McLENNANS

ROAD

ELSOM LANE

J. A

RMSTRONGS

ROAD

PINE HILL

ROAD

NITSCHKES RD

McRAES R

OAD

ANTWERP RD

SLEEPS RD

KEAM ROAD

FEERYS R

D

RD

WARDS

BLUE RI BBON

ROAD

RD

RIBBON

LAMONT RD

AUBREY

BIBBY R

D

LANDT R

OAD

CANNUM FIVE

CHAIN ROAD

HANCOCK

ROAD

ANGLE R

D

WALLUP CHURCH

EAST ROAD

WALLUP CHURCH

WEST ROAD

CANNUM

SCHOOL R

D

CROW

ROAD

LOXTON

ROAD

GREGSON

ROAD

EAST W

ALLUP

ROAD

BARRAT ROAD

ELSOMS ROAD

SCHWARZ

ROAD

EAST W

ALLUP

ROAD

ROAD

THOMAS RD

ALBRECHTS R

D

NEWELLS R

OAD

DIMBOOLA MINYIP ROAD

ROAD

HARDERS R

OAD

PERRI S R

OAD

CLARKE R

OAD

BOLWELLS RD

SCHMIDTS RD

DOGWOOD R

D

DOGWOOD

SCOTTS

ROAD

MIL B

OURNES

ROAD

SCOTTS R

OAD

SOUTH

AI LSA W

HEAT

ROAD

WALLUP HALL

ROAD

MOLONEYS

HOLLANDS ROAD

AILSA ROAD

BOUNDARY ROAD

PULLENS R

D

AI LSA WHEAT

ROAD

ANTWERP

ROAD

KELLYS

ROAD

PETERS

ROAD

PHILLIPS

ROAD

LUTZES

ROAD

McGINNESS RD

CANNUM FIVE CHAIN ROAD

KRANZS R

DINKSTERS R

D

BOUCHIERS

ROAD

GAULKES R

D

POWELL

LANE

GAULKES R

D

DUMBUOY

ROAD

FENSOMES

ROAD

PEPPERCORN

WAY

GEODETIC R

OAD

BELLS ROAD

KING ROAD

GEODETIC R

D

MURPHYS ROAD

JOHNS ROAD

FRYATT ROAD

BRINA NORTH ROAD

STURROCKS ROAD

ELLAM WILLENABRINA RD

BLUE

CLYNE R

OAD

SLEEPS LANE

STRONACH RD

DEVEREUX LANE

GRAETZ R

OAD

ZANKER ROAD

RODDA LANE

BLUE R

IBBON R

OAD

ANGIP L

ANE

O'NEIL R

OAD

GOUIN ROAD

BRIM WEST ROAD

FI SHERS

ROAD

COUZNER ROAD

DORRIGAL LANE

PRESTON

LANE

AVERYS R

OAD

HEIN LANE

McDONALD

ROAD

ALLEN R

OAD

MATHESON R

OAD

BRIKKLE R

OAD

BATCHICA WEST

EXCHANGE ROAD

LAH WEST

POWER LINE R

OAD

BRENNANS R

OAD

QUICKS R

OAD

GOLDERS RD

CAMPBELL R

DBUSHY R

OAD

BRENNANS R

OAD

BRIM WEST RD

GOLDER LANE

LANGLEYS RD

DUNN R

OAD

TARRANT

ROAD

BATCHICA

LANE

STURROCKS RD

GOAD L

ANE

WARDLES ROAD WEST

WITNEYS R

OAD

HOOD

LANE

WURFEL R

D

DUNN R

OAD

ROAD

ROAD

GOADS ROAD

NEUMANN

LANE

GOLF LINKS RD

DARTS ROAD

BANGERANG ROAD

TIP RD

MORELLA ROAD

BARIN

G RD

JIM BATHGATES ROAD

FRANKEL

ROAD

MOLO

NEY

ROAD

YETMAN ROAD

OLD W

ALPEUP

ROAD

FRED FRANKELS ROAD

ELLIOT ROAD

JIM JO

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STEWARTS R

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DARBS ROAD

TORNEY RD

McLEANS F

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SMITHS R

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POWELL ROAD

PINE GULLY

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PATCHEWOLLOCK TEMPY RD

MITCHELLS ROAD

SAUNDERS R

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DESERT R

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YARTO

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WATHE RESERVE RD

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QUINANES R

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GRACES ROAD

SULLIVANS ROAD

TARRANT R

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LINKLATERS

ROAD

BURNS RD

FRASER RDCOLLINS RO

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ROBERTS ROAD

TORPEYS ROAD

DYERS RD

TURRIFF WEST RD

ROAD

ROAD

McKENZIES ROAD

GALAQUIL WEST

LONG R

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DALDEE ROAD

KEMPS ROAD

GULEYS R

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MILLS ROAD

YARRACK R

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BALD HILLROAD

HOPETOUN W

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SPIERSKE R

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HOGANS RD

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CLANCY

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ROBINS LANE

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KEMPS RD

ROAD

CHIVELL R

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NORTH WEST RD

ROADKRANZ R

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HARTS R

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LEITHS R

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GOLF HILL ROAD

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LAKE V

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KEVINS R

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SCHOFIELDS ROAD

HATCHERS R

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NYALLO ROAD

GOYURA

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ROSEBERY EAST

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KRELLES RD

NIEWANDS RD

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MIDGLEYS RD

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ARNOLDS

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UBERGANGS

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LONG

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ROSCEA RD

CRAMS R

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EDMONDS RD

THOMAS RD

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HURLEYS

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HAMI LTONS R

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CORDES

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HOPEFIELDS ROAD

JORGENSEN

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SUNWAYS

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ASHENS JACKSON

RUWOLDTS RD

GRANTS R

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ROSS

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SPRAKE

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SWAMP

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BAKERS

RD

McINTYRES ROAD

COUSINS RD

ROAD

HORSHAM

LUBECK ROAD

JENDES

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BRYNTIRION RD

LEN MATTHEWS ROAD

LUBECK T

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BRIM EAST ROAD

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MELLIS

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McFARLANES ROAD

MARTINS R

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LAH EAST ROAD

LEWI S R

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WILKEN L

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LANGS R

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BOSCHENS RD

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COATES ROAD

DRIVE

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MULLERY

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MORCOMS R

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RATTRAY ROAD

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TI CKNERS

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DAVIDSON

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McCOOKE

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KIRCHNER

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WI DGERS R

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FREEMAN

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HOLLAND ROAD WEST

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LAH ANGLE RD

MARSHMAN ROAD

HOMEBUSH ROAD

JESS LANE

PAYNES R

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WERRIGAR

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VOLLPRECHT RD

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BLIND RD

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MINYIP R

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GOVE R

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BUNGE R

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HEATH R

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JENKI NS RD

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COWANS R

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SIDING R

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KANES R

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CEMETERY

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CHILDS RD

BEYAL N

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BEYAL R

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APPLEDORES RD

HOLLAND ROAD

ADDINSALL R

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WOODWARDS

ROAD

T. QUICK RD

BRIM EAST

SCHOOL RD

MOUNT

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NEWELL

ROAD

BEILBY

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HAUSLER

ROAD

HAEUSLER

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PI ETSCH R

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GREISERS RD

KELM

ROAD

BEYAL R

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MOUNT

PLEASANT RD

RUPANYUP

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BERGI N

ROAD

MILGATES RD

HEMPHILLS RD

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PLEASANT R

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WRIGHTS R

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TAYLOR RD

BEYAL R

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WATCHEM

WARRACKNABEAL RD

ROBERTSON ROAD

LANE

SINGLETONS RD

HAYWARDS

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COOK RD

FAULKNER

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ONLEYS RD

OVERALLS RD WEST OVERALLS RD

REEDS RD

RUSSELLS RD

LASCELLES WEST ROAD

PRICES R

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TURRIFF EAST ROAD

ALLANS ROAD

CASEYS

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ANGUS TORPEY

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WATHE RESERVE RD

GAMA N

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PIRRO R

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TEMPY EAST ROAD

TYENNA ROAD

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GAMA SEA LAKE ROAD

ALLANS RD

LASCELLES N

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MYALL

LASCELLES EAST ROAD

MAXWELLS RD

CENTRE

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PEARCE &

BARBARY RD

BINDERS ROAD

HOLLANDS

MITCHELLS R

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NI NDA SOUTH

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UPTONS R

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WOODBURNS RD

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SEA LAKE LASCELLES ROAD

MAROSKIS ROAD

HOGANS R

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GEORGES R

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GALAQUIL EAST

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ROSEBERY

CEMETERY R

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INNES R

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LAWNSROAD

GOYURA EASTROAD

GOYURA EAST SCHOOL BUS ROUTE

LANDRI GANS R

D

MAIDAVALE ROAD

DARTS R

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THOMAS

ROAD

GALES R

D

ROAD

ROBINS ROAD

ROAD

ROAD

McLEAN LANE

JUDDS R

OAD

McPHERSONS ROAD

McQUEENS ROAD

HOGANS-KRANZ R

D

BRAINS R

OAD

McCARTHY LANE

BRAIN LANE

J. B

ALLENTINES R

DHALLAMS R

DANDERSON

NEVI LLE ROAD

WILSONS R

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ROADGREGORS

WARREN R

OAD

RICKARDS R

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WILLIAMS R

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ERHARDTS R

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PHELANS R

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GOYURA E

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NAYLOR R

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BURTONS R

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BELLS R

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EVERITTS RD

NEVILLES RD

JOLLYS R

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POHLNERS R

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TWO MILE RD

JOLLYS R

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DEMPSEY R

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HATCHER ANDERSON RD

LASCELLES S

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NYALLO ROAD

WATCHUPGA

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MICHAEL RD

CRONOMBY

TANKS RD

BARBARY RD

McDOWALLS R

OADACKLANDS RD

KELLYS RD

WOOMELANG

TIP RD

BROADS R

D

BERRIWILLOCK WOOMELANG RD

DUTHIES ROAD

McLEANS ROAD

RUPANYUP R

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VAUGHAN ROAD MULLER DRIVE

SCHULZ

ROAD

B. LIERSCHS RD

LES LANGS

ROAD

HABELS ROAD

SHEEP HILLS RD

NUSKE RD

O'CALLAGHAN

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SCHULTZS ROAD

CARRON

ROAD

LI ERSCH R

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MELLIS ROAD

WALKER

LANE

NICHOLSON

ROAD

AREEGRA

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KENT ROAD

WYLLIE R

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SOUTH

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SCHOOL R

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McLACHLANS

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WOODS RD

McGRATHS

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WALKERS ROAD

REDFORDS R

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LI ERSCH

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PYRES RD

COOPERS RD

NUNNS RD

FRANKIE L

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SOUTH BOUNDARY RD

WILKUR S

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SCHOOL R

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LAWLER ROAD

CARRON LAWLER ROAD

BOOLITE DONALD RD

TEGELHUTER R

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LANE

PENNY R

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HEPWORTH ROAD

WOODS LANE

AREEGRA

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WALDERS RD

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PAYNE LANE

PI CKERING ROAD

WATCHEM CARRON RD

DOWNES RD

THOMPSONS RD

J. A

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RUWOLDTS RD

ROAD

S. FLORENCES

ROAD

DROVERS LANE

MI DDAS

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J. SUDHOLZS RD

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McDONALD L

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JOHNSTONS RD

BALLANTINES RD

HOTKERS R

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JEFFREYS

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RUTHERFORDS R

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ROBBINS RD

EDGERTONS R

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BARKERS RD

RD

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HEWITTS R

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STARBUCKS

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RD

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MILLERS

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McLEOD

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ROAD

ROAD

MORRIS

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GOODS

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JACKSONS R

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DUNMUNKLE CREEK RD

BANYENAPIMPINIO RD

DUNMUNKLE

CREEK EAST RD

CHAPMANS RD

CONNELY R

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NORTH R

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DUNLOPS R

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MATHESONS

RD

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RUPANYUP

BURRUM RD

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SCHOOL R

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LALLAT

BANYENA RD

POPES R

OAD

DALCROSS RD

DYERS

ESTATE RD

LALLAT

SOUTH

ROAD

MINYIP BANYENAROAD

GUN CLUB

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F KRELLE RD

BURRUM

LAWLER RD

MATHIES R

D

ROAD

DUNMUNKLE

ESTATE RD

SWITCHBACK

ROADMINYIP RICH

AVON ROAD

BARBER R

DWALSH

LANE

R. FUNCKES

ROAD

BRYANS RD

BOAKS ROAD

BACK R

D

LAEN

TICKNERS RD

BYRNES R

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CHATFIELD

ROAD

V. M

ATTHEWS

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GLENORCHY ROAD

McLEO

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WESTERLANDS R

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ROWE ROAD

DONALD LAEN R

D

I. EVANS ROAD

PAYNTERS RD

SCHOOL ROAD

WHITES RD

BURRUM

BANYENA RD

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BANYENA SI LO ROAD

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Mobile Phone TowersExisting TowersFunded New TowersYSC Proposed Towers



A 22 05 2019.docx 49

13.5 Drought Communities Programme Funding - Prepared by Jessie Holmes In April 2019, the Federal Government, whilst in caretaker mode, made the declaration that Yarriambiack Shire Council is eligible to apply for funding under the Drought Communities Programme (DCP). The fund is designed to support local infrastructure and other projects for communities and businesses that have been impacted by drought. The DCP funding guidelines state that funding will be targeted at infrastructure projects that provide employment for people whose work opportunities have been impacted by drought; stimulate local community spending; use local resources, businesses and suppliers; and/or provide a long-lasting benefit to communities and the agricultural industries on which they depend. Declared Councils are eligible to apply for up to $1million of projects that can be completed and acquitted prior to 31 December 2019. Officers and a target group of community members involved with he previous Drought Communities Programme have workshopped options available, relying heavily on the priorities listed in the SPAMWAG list which incorporates Community Action Plans and strategies such as Sport and Recreation. Community Considerations A limited community meeting with members who were involved in the 2015 DCP stakeholder group was held on the 8 May 2019 with representation from the majority of townships (Speed was an apology). The groups went through the list of projects and priorities and workshopped the amounts available with consideration of the timing of the grant and need for shovel ready projects, the availability of co funding, the grant guidelines and the availability of projects being funded under alternate sources in the future. Following this discussion the meeting was able to reach consensus on the attached list which is being put forward for Councils consideration. Environmental Considerations There are a number of projects proposed that have environmental considerations including the Yaapeet Lake project which will need consideration during the implementation phase to ensure they are appropriately managed. Financial and Risk Considerations The major risk as previously stated is that the commitment is not honoured by the incoming government. There is also a risk that the projects could be over budget or not completed in time to be acquitted. These risks will all need close oversight by Councils Project Manager and this is also why an early decision on the projects allows for Council to utilise the maximum time for project preparation and delivery. RECOMMENDATION: It is recommended that Council makes applications for the following projects under the Drought Communities Programme:

Priority Project Type

CouncilAsset Pipeline Projects Description Status

Project Value

Proposed Drought Project

Community N Aubrey Hall

New roof and arts project (mural

restoration) Quotes obtained for roof $15k $30,000


Community NBeulah Memorial Hall & Swimming Pool

external painting of Hall and solar system for pool pump Project Plan to be developed. PMP $60,000

Proposed Drought Project Sport & Rec Y

Brim Bowls Club Synthetic Surface New Promaster synthetic surface Project Plan to be developed. PMP $180,000

Proposed Drought Project Community y Hopetoun Gateway BEET

Refurbish and extend Gateway Beet Project Plan in development $120,000

Proposed Drought Project Community y Jung Recreation reserve new playground

Initial project plan completed by committee $25,000

Proposed Drought Project Sport & Rec N

Minyip Rec Reserve Irrigation New irrigation to sports oval Project Plan to be developed $85,000


Community N Murtoa various Community projects

Concordia - wall repairBowls Club UpgradesRec reserveMech Hall - A/C & lightsLake Marma IrrigationTennis Court repairBasketball HoopSwimming Pool

Combination of projects up to $100k.

$100,000

Proposed Drought Project Community N

Patchewollock Public Public

Upgrade to include seating, shade, BBQ, picnic areas and landscaping. Project Plan to be developed $50,000


Sport & Rec Y Rupanyup Rec ReserveUpgrade sporting oval lights – Full lighting project

Project Plan completed by community. NIL co-contribution available $150,000


Community N Speed Park

Upgrade to include seating, shade, BBQ, picnic areas and landscaping. Project Plan to be developed $40,000

Proposed Drought Project Community

Warracknabeal Agricultural Museum Fire systems design - cost?? $75,000


Community Woomelang Mini Silo Art mural of endangered animals Previously PMP $45,000


Community Yapeet reservoir Earthworks $40,000

$1,000,000

Proposed Drought Projects

Alignment with DCP desired outcomesIncreased employment

Increased economic activity

Increased productivity

Retention of business/services/facilities

Increased employment




Increased economic activity (visitor/tourism)



















Increased economic activity (markets/Visitor/Tourism)

Increased productivity (Market)







Increased economic activity (markets/Visitor/Tourism)

Increased productivity (Market)










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13.6 Draft 2019/2020 Council Budget with Draft Capital Works Program – Prepared by Anita McFarlane (Attachment) The proposed Annual Budget 2019/20 has been prepared in consultation with Council and management and is presented for approval to give public notice in accordance with Section 129 of the Local Government Act 1989 (the Act). The proposed Annual Budget 2019/20 document provides full details of the resources required to deliver the services and initiatives identified in the Council Plan. A number of financial reports have been developed outlining expected income and expenditure for all areas of Council in 2019/20, and comparing these to the forecast actual results for 2018/19. The proposed increase in rate revenue for the 2019/20 financial year is 2.23% which is below the 2.5% rate cap set by the Minister for Local Government under the Fair Go Rates System. The Budget has been structured to maintain existing service levels, deliver grant subsidised projects aimed at promoting liveability and sustainability within the municipality and provides a contribution towards the renewal of Council’s infrastructure. The budget document contains:

Overview and Budget Highlights Analysis of operating and capital budgets, cash position, budget financial position and

rating structure Standard Income Statement, Balance Sheet, Cash Flow Statement, Capital Works

Statement and a Summary of Rates and Charges. Fees and charges.

The Draft 2019/20 Budget presented has been developed through a process of consultation and review with Council and Council officers. The Draft Budget proposes an increase in the general rate of 2.23% for the year. The rate cap has been set at 2.5% by the Minister for Local Government. The Draft Budget highlights a further shift in the farming rate differential, reducing from 72% to 62 %. The municipal charge will increase from $73.44 to $75.08 (this is a 2.23% increase) The kerbside collection charge will increase 2.23% while the recycling charge will increase 5% due to increase in the disposal cost of recyclables. It is proposed that there will be no new borrowings in 2019/20 year. The Draft Budget provides for capital expenditure in 2019/20 of $8.258 million. The key capital works priorities outlined in the budget include: Roads ($5,403 million) Footpaths and kerb and channel ($320,000) Buildings ($629,000) – including Warracknabeal Stadium and Saleyards projects Tourism ($150,000) – towards master plans for streetscapes and caravan parks Swimming Pools ($80,000) - including replacement and upgrades to equipment Information Technology ($75,000) - including replacement of a number of Council's outdated and unsupported systems with an integrated enterprise-wide software solution Plant and Equipment ($1,190 million)



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The Draft 2019/20 Budget reflects Council’s commitment to long term financial sustainability and continued support for the community with a range of initiatives. The key initiatives contained within the Draft 2019/20 Budget are:

Upgrade of Minyip and Hopetoun playgrounds Transition to new community library model Install solar at eligible caravan parks and children’s centres. Redevelop the gymnasium and flooring at Warracknabeal indoor stadium Develop streetscape master plans for townships Completion of the Warracknabeal earthern levee Undertake waste strategy Murtoa streetscape upgrades Increased funding to kerb and channel Major upgrades and Improvements to the Warracknabeal Livestock Strategic planning scheme amendments for flooding overlay controls Reducing high risk audit recommendations Develop a Customer Service Strategy Transition Information Technology to cloud based systems

Implementation of three year old kinder Undertake caravan park master plans

Financial and Risk Considerations The Draft 2019/20 Budget, which is included in this report, is for the year 1 July 2019 to 30 June 2020. The Budget contains financial statements including a budgeted Comprehensive Income Statement, Balance Sheet, Statement of Changes in Equity, Statement of Cash flows, Statement of Capital Works and Statement of Human Resources. These statements have been prepared for the year ended 30 June 2020 in accord with the Act and Regulations. They are consistent with the annual financial statements prepared in accord with the Australian Accounting Standards. The Draft 2019/20 Budget also includes information about the rates and charges to be levied, the capital works program to be undertaken, the human resources required, and other information Council requires in order to make an informed decision about the adoption of the Budget. Environmental Considerations There are a number of environmental considerations within the draft budget including an ongoing commitment to supporting an Environmental Officer and a funding for the Murtoa streetscape project. Community Consultation and Communication In order to consider the Budget, Council will advertise the Draft Budget in local papers and make it available for inspection at the Warracknabeal and Hopetoun Office and on Council’s website. Media releases and a fact sheet have been developed to highlight the main sections of the proposed budget. Members of the public will be invited to make written submissions by 19 June 2019. Those who have made a written submission will be requested to indicate if they wish to make a verbal submission to the Ordinary Council Meeting on 26 June 2019 at 9:30 am in the Warracknabeal Council Chambers.



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RECOMMENDATION: That Council:

1. Accept that the proposed Annual Budget 2019/20, as presented be the proposed Budget prepared by Council for the purposes of the Local Government Act 1989 and the Local Government (Planning and Reporting) Regulations 2014.

2. Authorise the Chief Executive Officer to give public notice of the preparation of the proposed Annual Budget 2019/20 in accordance with Section 129 of the Local Government Act 1989, noting the dates for public notice are from Wednesday 22nd May, 2019 to Wednesday 19th June, 2019.

3. Agree that subject to changes to the proposed Annual Budget 2019/20 after

consideration of all submissions, the proposed Annual Budget 2019/20 will be presented for adoption as Council’s Annual Budget 2019/20, in accordance with Section 223 of the Local Government Act 1989, at the Ordinary Council Meeting to be held on Wednesday 26th June at 9.30am in the Council Chambers, 34 Lyle Street, Warracknabeal.



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13.7 Procurement Policy - Prepared by Jessie Holmes The Local Government Act 1989 requires under Section 186A that Council have a Procurement Policy that outlines the matters, practices and procedures that will apply to all purchases of goods, services and works. The current Procurement Policy was adopted in 2014 and since then Council has undergone a number of changes and best practice guidelines around Procurement from a range of oversight organisations have been developed. The proposed Procurement Policy considers the way in which Council will purchase goods and services in line with relevant legislation and strong integrity and probity frameworks to provide transparency and accountability for the expenditure of public funds. The draft policy also incorporates the new requirements around sustainable and social procurement as well as detailing the financial delegations and record keeping elements of the procurement procedure. The draft policy seeks to balance the need for a rigorous process, value for money and efficiency in decision making to ensure Council can continue to function in accordance with community expectations. Community Considerations The proposed Procurement Policy has not been out for Community Consultation as it is a document that is required under the Local Government Act 1989 and a number over oversight bodies including IBAC and the Local Government Inspectorate Office provide detailed guides as to what the composition of the document should be. The proposed policy does provide a section around local content weighting to provide support to local business and enterprise and also details how we will track spend that is occurring our of the local region to assist the Economic Department to identify potential business gaps and opportunities. Environmental Considerations The proposed Procurement Policy details the environmental and sustainability elements required to be considered in undertaking procurement activities and the accompanying procedure documents detail to staff how they can ensure these environmental measures are being met through the procurement process. Financial and Risk Considerations The risk considerations of an outdated Procurement Policy are very. The last Procurement Policy was adopted in 2014 and a number of best practice changes have been made in relation to local government procurement. Procurement remains one of the highest risk areas for Council compliance and a robust Policy together with a detailed procedure and adequate training are all important elements to ensuring that the risk has mitigating measures. RECOMMENDATION: That Council approve Procurement Policy as attached.

Procurement Policy

Version 1.2

Updated 23 April 2019

Ratified by Council:

Procurement Policy

Honesty – Valued - Respect 2

DOCUMENT CONTROL INFORMATION

Policy Name Procurement Policy

Business Unit Infrastructure

File Location

Document status Draft

Version 1.2

Version Date 23 April 2019

Next Review date May 2020

DOCUMENT HISTORY

Version Date Author

Approved 1 12 March 2014 Bernie Naylor

Draft 0.1 29 March 2019 Tammy Smith / Bernie Naylor

Draft 0.2 23 April 2019 Jessie Holmes

Procurement Policy


Table of Contents DOCUMENT CONTROL INFORMATION ............................................................................. 2

DOCUMENT HISTORY ........................................................................................................ 2

1 Principles ..................................................................................................................... 6

1.1 Background ................................................................................................................. 6

1.2 Objectives ................................................................................................................... 6

1.3 Statement .................................................................................................................... 6

1.4 Legislative Compliance Standards .............................................................................. 6

1.5 Section 186 – Restriction on power to enter into contracts .......................................... 7

1.6 Orders in Council (Victorian Government Gazette - 7 August 2008 – 1908 G32) ......... 8

2 Owner ........................................................................................................................... 8

3 Treatment of GST ......................................................................................................... 8

4 Definitions and Abbreviations .................................................................................... 9

5 Procedure and Guidance Notes ................................................................................ 12

5.1 Effective Legislative and Policy Compliance and Control – Ethics and Probity .......... 12

5.2 Conduct of Councillors and Council Staff .................................................................. 12

5.3 Tender Processes ..................................................................................................... 13

5.4 Conflict of Interest ..................................................................................................... 13

5.5 Fair and Honest Dealing ............................................................................................ 13

5.6 Accountability and Transparency ............................................................................... 14

5.7 Gifts and Hospitality .................................................................................................. 14

5.8 Disclosure of Information ........................................................................................... 14

6 Governance ................................................................................................................ 15

6.1 Governance Structure ............................................................................................... 15

6.2 Standards .................................................................................................................. 15

6.3 Methods of Purchasing .............................................................................................. 15

6.4 Responsible Financial Management .......................................................................... 17

7 Procurement Thresholds and Competition Requirements ..................................... 17

7.1 Value for Money ........................................................................................................ 17

7.2 Minimum Spend Competition Thresholds .................................................................. 17

7.3 Threshold Margin ...................................................................................................... 18

7.4 Payments .................................................................................................................. 18

7.5 Prepayments ............................................................................................................. 18

Procurement Policy


7.6 Use of Agents ............................................................................................................ 19

7.7 Total Cumulative Spend ............................................................................................ 19

8 Determining the Procurement Process .................................................................... 20

8.1 Tenders ..................................................................................................................... 20

8.2 Expression of Interest ................................................................................................ 20

8.3 Quotations ................................................................................................................. 20

8.4 Public Advertising ...................................................................................................... 21

8.5 Insufficient Quotations ............................................................................................... 21

9 Evaluation Criteria ..................................................................................................... 21

10 Delegation of Authority ............................................................................................. 21

10.1 Delegations ........................................................................................................... 22

10.1.1 Council Staff ......................................................................................................... 22

10.1.2 Delegations Reserved for the Council ................................................................... 22

10.1.3 Internal Controls ................................................................................................... 22

10.1.4 Commercial Information ........................................................................................ 23

11 Tender / Contract Management ................................................................................. 23

11.1 Risk Management ................................................................................................. 23

11.2 Health and Safety .................................................................................................... 23

11.3 Supply by Contract................................................................................................ 23

11.4 Contract Terms ..................................................................................................... 23

11.5 Endorsement ........................................................................................................ 24

11.6 Dispute Resolution ................................................................................................ 24

11.7 Contract Management .......................................................................................... 24

11.8 Variances ................................................................................................................. 24

12 Demonstrate Sustained Value and Integration with Council Strategy ................... 24

12.1 Achieving Best Value ............................................................................................ 25

12.2 Approach .............................................................................................................. 25

13 Role of Specifications ............................................................................................... 25

14 Performance Measure and Continuous Improvement............................................. 25

14.1 Sustainability............................................................................................................ 26

14.2 Sustainable Procurement ...................................................................................... 26

14.3 Environmental Purchasing .................................................................................... 27

14.4 Corporate Social Responsibility ............................................................................... 27

14.5 Social Procurement.................................................................................................. 27

Procurement Policy


15 Support of Local Business ........................................................................................ 28

15. 2 Purchases $15,000 and above ............................................................................. 28

16 Diversity ..................................................................................................................... 28

19 Apply a Consistent and Standard Approach ........................................................... 28

20 Standard Processes .................................................................................................. 28

21 Performance Indicators ............................................................................................. 29

22 Management Information .......................................................................................... 29

23 Build and Maintain Supply Relationships ................................................................ 29

23.1 Developing and Managing Suppliers ..................................................................... 29

23.2 Supply Market Development ................................................................................. 30

23.3 Relationship Management .................................................................................... 30

23.4 Communication ..................................................................................................... 30

23.5 Continual Improvement ......................................................................................... 30

23.6 Compliance Responsibility .................................................................................... 31

23.7 Charter of Human Rights Compliance ................................................................... 31

24 Review Process ......................................................................................................... 31

25 Policy Owner and Contact Details ............................................................................ 31

26 References and Related Policies .............................................................................. 31

Procurement Policy


1 Principles

1.1 Background Yarriambiack Shire Council recognises that a procurement strategy and appropriate best practice contract and procurement principles, policies, processes and procedures, will enhance achievement of Council objectives such as socially responsible procurement, value for money, achieving innovation and providing best value services to the community. In November 2008, amendments to the Local Government Act 1989 were passed which included a new section 186A that requires Council to ‘prepare and approve a Procurement Policy’. A Procurement Policy must include any prescribed matter and Council must have regard to Ministerial Guidelines made under the section when preparing its policy. Council must review its procurement policy annually and make it available for public inspection.

1.2 Objectives The objectives of this Policy are to:

establish a procurement framework for Council to achieve value for money and continuous improvement in the provision of services for the community;

ensure that council resources are used efficiently and effectively to improve the overall quality of life of people in the local community;

achieve compliance with relevant legislative requirements;

achieve high standards of probity, transparency, accountability and risk management;

give preference to the procurement of environmentally sustainable goods, services and works;

give preference to the procurement of goods, services and works from within Yarriambiack Shire Council and surrounding municipalities where price, quality, services standards and delivery is comparable to other suppliers.

1.3 Statement This policy encompasses all elements of the procurement of goods and services and requires compliance from Councillors, Special Committee members, Staff, Contractors, Consultants and other members as required by the Chief Executive Officer.

1.4 Legislative Compliance Standards This Procurement Policy is made under Section 186A of the Local Government Act 1989. The Act is the key legislative framework that regulates the process of all local government procurement in Victoria. Section 186A of the Act requires the Council to prepare, approve and comply with a Procurement policy encompassing the principles, processes and procedures applied to all purchases of goods, services and works by the Council.

Council’s procurement activities shall be carried out to the professional standards required by best practice and in compliance with the key legislative requirements including:

Council’s policies, procedures and guidelines

Procurement Policy


Council’s Code of Conduct

Section 186 of the Act (Power to enter into Contracts)

Section 186A of the Act (Procurement Policy)

Section 3C of the Act (Objectives of a Council)

Sections 208C of the Act (Best Value Principles)

Sections 77A, 77B,78, 78A to 78E, 79 79B to D, 80, 80A to C and 95 of the Act (Conflict of Interest)

Section 98 of the Act (Delegations)

Section 140 of the Act (Accounts and Records)

The relevant provisions of the Competition and Consumer Act 2010.

Council will adhere to all these provisions in all procurement matters consistent with the Victorian Local Government Best Practice Procurement Guidelines.

1.5 Section 186 – Restriction on power to enter into contracts (1) Before a Council enters into a contract for the purchase of goods or services, or for the carrying

out of works, to the value of $50 000 (or such higher amount as may be fixed by Order in Council) or more, it must—

(a) give public notice of the purpose of the contract and invite tenders, from any person wishing to undertake the contract; or

(b) give public notice of the purpose of the contract or the project to which the contract relates and invite expressions of interest from any person interested in undertaking the contract or all, or any part of, the project.

(2) If a Council invites expressions of interest—

(a) it must register those expressions of interest; and

(b) when it is ready to enter into the contract, it must invite tenders from some or all of those who registered their interest in undertaking the contract (or the part of the project to which the contract relates).

Procurement Policy


1.6 Orders in Council (Victorian Government Gazette - 7 August 2008 – 1908 G32)

2 Owner The owner of this policy is the Chief Executive Officer. Enquiries regarding this policy should be directed to Council’s General Manager Infrastructure & Planning.

3 Treatment of GST All monetary values stated in this policy include GST except, where specifically stated otherwise.

Procurement Policy


4 Definitions and Abbreviations Term Definition

Act Local Government Act 1989.

Commercial in Confidence Information that, if released, may prejudice the business dealings of a party e.g., prices, discounts, rebates, profits, methodologies and process information, etc. It is information provided for a specific purpose that is not to be used for any other purpose than set out in the initial document.

Contract Management

The process that ensures both parties to a contract that fully meet their respective obligations as efficiently and effectively as possible, in order to deliver the business and operational objectives required from the contract and in particular, to provide value for money.

Contract An agreement between two or more authorised persons on behalf of their organisations to perform or not perform a specific act/s that is enforceable in law. A contract may be verbal or written or inferred by conduct. A contract is to be distinguished from a ‘contract pursuant to section 186 of the Local Government Act’

Contract Documents Documents construed together as an instrument of contract. They may include terms & conditions, specifications, drawings, tender responses, delivery schedules and payment schedules.

Conflict of Interest In Victorian local government, the law provides that a staff member holding a delegation or advising council or a special committee has a conflict of interest which they must disclose in writing when they have a personal or private interest of the type specified in the legislation.

Contractor Respondent (person, firm etc) whose tender/quotation offer has been accepted by the council with or without modification.

Council Staff

Includes full-time and part-time Council officers, and temporary employees, contractors and consultants while engaged by the Council.

Emergency Any urgent circumstance which may present a risk to public health and/or safety

The failure of a ‘key service provider’ Significant damage to municipal building (where it is

no longer safe) Major business disruptions such as an extensive IT failure resulting in a loss of services to the community.

Procurement Policy


Evaluation Criteria The criteria used to evaluate the compliance and/or relative ranking of tender responses. All evaluation criteria must be clearly stated in the request documentation.

Probity The dictionary definition of probity refers to uprightness, honesty, proper and ethical conduct and propriety in dealings. Within government, the word "probity" is often used in a general sense to mean "good process." A Procurement process that conforms to the expected standards of probity is one in which clear procedures that are consistent with the Council’s policies and legislation are established, understood and followed from the outset. These procedures need to consider the legitimate interests of suppliers and ensure that all potential suppliers are treated equitably.

Sustainability

Activities that meet the needs of the present without compromising the ability of future generations to meet their needs.

Procurement Procurement is the whole process of acquisition of external goods, services and works. This process spans the whole life cycle from initial concept through to the end of the useful life of an asset (including disposal) or the end of a service contract.

e-Procurement e-Procurement is integral to the overall development of procurement processes and involves the use of an electronic system/s to acquire and pay for supplies, services` and works.

Corporate Social Responsibility (CSR)

Corporate Social Responsibility (CSR) is about taking positive action to demonstrate the Council’s commitment to the local community and environment on which it impacts.

Social Procurement Social Procurement uses Procurement processes and purchasing power to generate positive social outcomes in addition to the delivery of efficient goods, services and works.

Late Tender A late tender is one that it is not received in the Tender Box prior to the advertised closing date/time.

Local Content Defined as labour, materials, plant and supervision

which are sourced from 100km radius of the Shire

boundary.

Procurement Policy


Prepayment A payment made for goods/services prior to any works being undertaken.

Public Tendering Thresholds

The values above which a procurement, unless exempt, is subject to the mandatory procurement procedures prescribed under Section 186 (1) of the Act.

Expression of Interest (EOI)

A response to an open approach, usually by public advertisement, to the market requesting submissions from prospective suppliers interested in procurement. The list of potential suppliers who have provided expressions of interest may be used as the basis for conducting a select tender process.

Request for Proposal (RFP)

A request for proposal is generally sent to the supplier market, designed to capture commercial information and pricing. Allows Council to assess suitability and evaluate responses against a set of pre-defined requirements.

Specifications The statement which clearly and accurately describes the essential requirements for goods, services or works. It may also include the procedures by which it will be determined that the requirements have been met and performance required in a contract.

Standing Offer Agreement A contract that sets out rates for goods and services that are available for the term of the agreement. However, no commitment is made under the agreement to purchase a specified value or quantity of goods or services.

Sustainability Activities that meet the needs of the present without compromising the ability of future generations to meet their needs.

Tender An offer in writing to supply goods and/or services, usually submitted in response to a public or selective invitation such as a Request for Tender

Tender Opening Panel Will consist of three Council officers, ideally one of which should be a Senior Manager.

Tender Process The process of inviting parties to submit a quotation or tender by public advertisement, followed by evaluation of submissions and selection of a successful bidder or tenderer.

Value for Money Value for Money in Procurement is about selecting the supply of goods, services and works taking into account both cost and non-cost factors including: Non-cost factors such as fitness for purpose, quality, service and support; and cost-related factors including whole-of-life costs and transaction costs associated with acquiring, using, holding, maintaining and disposing of the goods, services or works.

Procurement Policy


Variance Is an alteration to the scope of works in a construction contract in the form of an addition, substitution or omission from the original scope of work.

5 Procedure and Guidance Notes

5.1 Effective Legislative and Policy Compliance and Control – Ethics and Probity This Policy represents the principles, processes and procedures that will be applied to the purchase of all goods, service and works by Council. The scope of this Policy commences from when Council has identified a need for procurement requirements. It continues through to the delivery of goods or completion of works or services. This Policy will apply to Councillors, Council staff and all persons undertaking procurement on Council’s behalf and they are accountable for complying with all relevant procurement legislative and policy requirements.

5.2 Conduct of Councillors and Council Staff Councillors and members of staff (and all persons engaged in procurement on Council’s behalf) must exercise the highest standards of integrity in a manner able to withstand the closest possible scrutiny.

All members of staff have an overriding responsibility to act impartially and with integrity, avoiding conflicts of interest (Section 95 Local Government Act 1989).

In procurement matters:

Treat potential and existing suppliers with equality and fairness;

Maintain confidentiality of Commercial in Confidence matters and information such as contract prices and other sensitive information;

Members of staff must disclose a direct or indirect interest (and the type of interest) before providing advice or reports (or any other matter) (Section 80C LGA)

Council officers delegated Council powers or duties are prohibited from exercising those powers, duties or functions if they have conflicts of interest (Section 80B LGA).

A Councillor must comply with the Primary Principle of Councillor Conduct and avoid conflicts between his or her public duties as a Councillor and his or her personal interests and obligations. (Section 76BA LGA). Councillors (and members of audit committees) must disclose a conflict of interest (Section 79 LGA).

Councillors must also comply with the Councillor Code of Conduct.

Councillors must not improperly direct or improperly influence a member of council staff in the exercise of any power on/ in the performance of any duty or function. (Section 76E LGA)

Members of staff must comply with the Code of Conduct for Council Staff (Section 95AA LGA)

All staff engaged in the evaluation of quotation or tender evaluation must adhere to this Policy and complete and lodge a Conflict of Interest Declaration and a Deed of Confidentiality.

All Councillors and Staff must adhere to councils Gifts and Hospitality Policy in matters of procurement.

Procurement Policy


Councillors and staff members should make their interests known in any situation where it could be perceived that an interest might unduly influence them.

5.3 Tender Processes All tender processes shall be conducted in accordance with the requirements of this policy and the Contract Management Manual, relevant legislation and relevant Australian Standards and the Act.

5.4 Conflict of Interest Councillors and Council staff must avoid situations in which private interest’s conflict, or might reasonably be thought to conflict, or have the potential to conflict, with their Council duties. Councillors and Council staff must not participate in any action or matter associated with the arrangement of procurement and a contract (i.e. evaluation, negotiation, recommendation, or approval), where that person or any member of their immediate family has a significant interest or holds a position of influence or power in a business undertaking tendering for the work. Councillors and Council staff must:

Avoid conflicts, whether actual, potential or perceived, arising between their official duties and their private interests. Private interests include the financial and other interests of Councillors and Council Staff, plus their relatives and close associates.

Declare that there is no conflict of interest. Where future conflicts, or relevant private interests

arise Council Staff must make their manager, or the chairperson of the relevant tender assessment panel or board aware and allow them to decide whether the officer should continue to be involved in the specific procurement exercise.

Observe prevailing Council and Victorian Local Government guidelines on how to prevent or

deal with conflict of interest situations; and not take advantage of any tender related information for personal gain.

The onus is on the Councillor and the member of Council staff involved being alert to and promptly declaring an actual or potential conflict of interest to Council.

5.5 Fair and Honest Dealing All prospective contractors and suppliers must be afforded an equal opportunity to tender or quote. Impartiality must be maintained throughout the procurement process so it can withstand public scrutiny. The commercial interests of existing and potential suppliers must be protected. Confidentiality of information provided by existing and prospective suppliers must be maintained at all times, particularly commercially sensitive material such as, but not limited to prices, discounts, rebates, profit, manufacturing and product information.

Procurement Policy


5.6 Accountability and Transparency Accountability in procurement means being able to explain and evidence what has happened. The test of accountability is that an independent third party must be able to see clearly that a process has been followed and that the process is fair and reasonable. Therefore, the processes by which all procurement activities are conducted will be in accordance with the Council’s procurement policies and procedures as set out in this policy and related Council policies and procedures.

Additionally:

The responsible Council staff must be able to account for all procurement decisions made over the lifecycle of all goods, services and works purchased by the Council;

Where necessary, brief tenderers regarding the documented decision-making process, and

All procurement activities are to leave an audit trail for monitoring and reporting purposes.

5.7 Gifts and Hospitality No Councillor or member of Council staff shall, either directly or indirectly solicit or accept gifts or presents from any member of the public involved with any matter that is connected with the duties of the officer, or in which the Council is interested. Councillors and Council staff must exercise the utmost discretion in accepting hospitality from contractors or their representatives, or from organisations, firms or individuals with whom they have official dealings. Councillors and Council staff should also make attempts to avoid the ambiguous situation created by visiting the premises of a contractor, organisation, firm or individual uninvited and/or not on official business. Offers of bribes, commissions or other irregular approaches from organisations or individuals (no matter how flimsy the evidence available), must be promptly brought to the attention of the CEO or the Mayor.

5.8 Disclosure of Information Information received by Council that is Commercial in Confidence must not be disclosed and is to be stored in a secure location. Councillors and Council staff are to protect, by refusing to release or discuss information to the extent that it is Commercial in Confidence.

This may include information disclosed by organisations in tenders, quotation or during tender negotiations:

Pre-contract information including but not limited to information provided in quotes, tenders or subsequently provided in pre-contract negotiations.

Councillors and Council staff are to avoid references to current or proposed contracts in discussion with acquaintances or outside interests.

Discussion with potential suppliers during tender evaluations should not go beyond the extent necessary to resolve doubt on what is being offered by that supplier.

Procurement Policy


At no stage should any discussion be entered into with any tendering party or its representative or agent that could have potential contractual implications prior to the contract approval process being finalised, other than authorised pre-contract negotiations.

Discussion with potential suppliers during tender or quotation evaluations should not go beyond the extent necessary to resolve doubt on what is being offered by that supplier.

6 Governance

6.1 Governance Structure The council shall:

Establish a procurement management responsibility structure and delegations ensuring accountability, traceability and auditability of all procurement decisions made over the lifecycle of all goods, services and works purchased by the Council.

Ensure that Council’s procurement structure is flexible enough to purchase in a timely manner the diverse range of material, goods, works and services required by Council

Ensure that prospective contractors and suppliers are afforded an appropriate opportunity to tender/quote;

Encourage competition; and

Ensure that policies that impinge on the purchasing policies and practices are communicated and implemented.

6.2 Standards The Council’s procurement activities shall be carried out to the professional standards required by best practice and in compliance with:

The Act

Council’s policies, procedures and guidelines.

The Council’s Code of Conduct, (Includes Councillors Code of Conduct and Staff Code of Conduct).

Local Government Best Practice Procurement Guidelines.

Other relevant legislative requirements such as but not limited to the Trade Practices Act, Goods Act and the Environmental Protection Act the relevant provisions of the Competition and Consumer Act 2010 and the Environmental Protection Act. Procurement operations are consistent with prescribed rights and responsibilities and they respect the 20 fundamental rights within the Victorian Charter of Human Rights and Responsibilities Act 2006.

6.3 Methods of Purchasing The Council’s standard methods for purchasing goods, services and works shall be by some or all of the following methods:

Master Business card;

Procurement Policy


Purchase order following a quotation process from suppliers for goods or services that represent best value for money under directed quotation thresholds;

Under contract following a tender process; or

Where Council is satisfied that Value for Money requirements have been satisfied, under purchasing schemes including collaborative purchasing arrangements with other Councils and commercial schemes such as provided by Procurement Australia, the Municipal Association of Victoria and the State Government Purchasing Panel;

Unless other arrangements authorised by Council or the CEO on a needs basis as required by abnormal circumstances such as emergencies.

The Council may, at the CEO’s discretion and based on the complexity and cost of the project, conduct one stage or multi-stage tenders. Typically a multi-stage tender process will commence with an expression stage followed by a tender process involving the organisations selected as a consequence of the expression of interest stage. Council may also choose to seek Requests for Information or Requests for Proposals as a precursor to the tender process.

A Council Director, General Manager or Manager may determine to seek Expressions of interest (Section 186(1) of the Act) where:

There is likely to be many tenderers and tendering will be costly or the procurement is complex; and Council does not wish to impose the costs of preparing full tenders on all tenderers

There is uncertainty as to the willingness and/or interest of parties or vendors to offer the potential products or services or to undertake the proposed works

The requirement is complex, difficult to define, unknown or unclear,

The requirement is capable of several technical solutions

The requirement is generally known but there is still considerable analysis, evaluation and clarification required (both of the objective and the solution).

An Expression of Interest process can be undertaken where determined by the CEO, a General Manager or Manager and where Council advertises publicly

The purpose and nature of the contract

The date by which it will invite tenders.

Tenders and Expression of Interests should not be used to compensate for a lack of understanding as to a Council’s needs. If uncertain what is required; a simple Request for Information should be undertaken. A Request for Information may be undertaken for reasons which include establishing:

The availability of technologies, products or service available in the market place to meet council needs

Whether proposed terms and conditions or deliverable expectations are acceptable in the market place

Whether proposed budgets are adequate to meet non-standard procurement needs – inadequate budgets should not become apparent when tenders are opened

Procurement Policy


A Request for Information should be used rather than a Request for Tender or Expression of Interest in order to improve understanding of needs, availability and likely costs. A Request for Information will be undertaken similar to an Expression of Interest and advertised accordingly. Care must be taken when writing a specification for a Request for Information to ensure there is no commitment to purchase inadvertently included.

6.4 Responsible Financial Management The principle of responsible financial management shall be applied to all procurement activities. Accordingly, to give effect to this principle, the availability of existing funds within an approved budget, or source of funds, shall be established prior to the commencement of any procurement action for the supply of goods, services or works. Council staff must not authorise the expenditure of funds in excess of their financial delegations. Council staff that breach their delegated authority may face action under Council’s Human Resource Policy and Guidelines Manual. (the decision to initiate disciplinary action or other action will be taken by the CEO based on a recommendation by the General Manager Organisational Performance following consultation with the relevant General Manager). Council funds must be used efficiently and effectively to procure goods, services and works and every attempt must be made to contain the costs of the procurement process without compromising any of the procurement principles set out in this Policy.

7 Procurement Thresholds and Competition Requirements Council procurement processes are based on the Value for Money Principle:

7.1 Value for Money The benefits of the purchase are weighted against the costs necessary for the optimum result for the Council and local community. The Council is not required to accept the lowest tender. Instead, the Council is required to take into account issues of quality, cost, the accessibility of the service and other factors relevant to both the overall objectives of the Local Government Act.

Value for Money is often mistaken for meaning the lowest price, however, in terms of the contracting process; value for money requires the balance of quality, and price and Council objectives with as much transparency as is reasonably achievable. Achieving Value for Money also requires challenging the need for the procurement and the way in which the service may be reconfigured to achieve improvements in service delivery, comparing service provision options against all those available, consulting with key stakeholders and ensuring competition in the open market. Achieving Value for Money must be the basis of all procurement decisions within the Council.

7.2 Minimum Spend Competition Thresholds Any Council procurement under the Local Government Act thresholds must comply with the Council’s own policy, guidelines and procedures.

Procurement Policy


The Council will from time to time decide and publish in this policy clear guidelines for minimum spend competition thresholds. These will be decided by the Council by analysing the historical size and complexity of the procurement activity and of proposed procurement activities.

Financial Thresholds (AUS$

inc GST)

Requirements

Responsibility Market Engagement Agreement Type Documentation

< $5,000 All departments 1 Verbal Quote

$5,000 to $15,000 All departments 1 emailed or written Quote

Purchase Order

$15,001 to $25,000 All departments 3 emailed or written Quotes

Quotes must be Registered

$25,001 to $80,000 Infrastructure Request for Quotation Evaluation Report

$80,001 to $150,000

Infrastructure

Public Tender

Contract

Evaluation Report

> $150,000 Evaluation Report

A minimum of one of the three quotes must be obtained from a local supplier/provider wherever possible.

7.3 Threshold Margin If a procurement budget is within 5% of the nearest threshold, then the greater threshold requirements must be adhered to. eg: Budget for item is $79,000 (inc GST), then the requirement for 3 quotes is superseded by the requirement to Tender.

7.4 Payments Payment for Works or Services will be made by the Principal on submission of Tax invoices by the Contractor in accordance with Council’s payment policies. Payment of all claims shall be subject to approval by the Principal’s Authorised Officer that requested the works. All invoices shall be submitted in accordance with the Schedule of Rates forming part of the contract.

7.5 Prepayments Prepayments for any goods/services cannot be made without the prior approval of the General Manager Corporate Services or the Chief Executive Officer

Procurement Policy


7.6 Use of Agents Council encourages (when available) the services of a third-party agent such as MAV Procurement or Procurement Australia to undertake the Tender process on behalf of Council where it can be shown that Value for Money would be achieved. The Act allows for councils to form groups for the procurement of goods, services or works with one member of the group, acting as an agent for the other councils, undertaking a single competitive process. Each of the members of this group are able to enter into a contract with the preferred service provider identified though this competitive process. Council encourages group tenders with surrounding municipalities, particularly where it can be shown that best Value for Money would be attained. When procurement is being planned, due diligence should be undertaken to evaluate if best Value for Money can be achieved by using an Agent or a collective group tender. General Manager Infrastructure & Planning is to be notified when a third-party agent is appointed.

7.7 Total Cumulative Spend Care should be taken when reviewing the limits at 7.2 (above). In order to comply with the requirements of the Act where significant sums are spent in aggregate with one supplier or on one service, it is necessary to structure procurement proposals (as requests for tenders, quotations or prices) in order to achieve greatest value and supplier performance by leveraging this cumulative spend, rather than treating each discrete arrangement as a separate procurement exercise. Council has determined that the cumulative expenditure to a supplier or for a specific product/service for a period of up to two years is to be taken into account unless the exemption is approved by the Chief Executive Officer.

For example, if Council is spending $70,000 on stationery items each year and Council determines that the optimum period for obtaining value for money is 2 years. The indicative value of the contract is $140,000 and it is therefore subject to the legislative requirement to seek tender proposals through a public process.

Should the CEO consider that the nature of the requirement and the characteristics of the market are such that the public tender process would lead to a better result for the Council, public tenders may be called for purchase of goods, services and works for which the estimated expenditure is below the thresholds set under this Policy. In circumstances considered appropriate by the CEO, the thresholds under this policy for expenditure on goods and services or construction works relating to a specific project or contract, may be varied to align with values fixed under the Local Government Act 1989 (i.e. $150,000 for goods and services and $200,000 for carrying out of works).

Procurement Policy


8 Determining the Procurement Process

8.1 Tenders Purchase of all goods and services for which the estimated expenditure exceeds $150,000 (inclusive of GST), and building and construction works for which the estimated expenditure exceeds $200,000 (inclusive of GST), must be undertaken by public tender as per the thresholds contained in the Local Government Act. Yarriambiack Shire Council requires all expenditure over $80,000 (inclusive of GST) to undergo the Public Tender process.

8.2 Expression of Interest An expression of interest is a two-step process. When the thresholds are met an Expression of Interest process does not replace the need to call tenders. It simply precedes the calling of tenders and generally seeks to constrain the number of, and focus the quality and detail of. tenders received.

An Expression of Interest process is generally structured with the following components:

Overview of requirements

Invitation to submit

Criteria for evaluating

Form of (respondents form)

An expression of interest should be used in circumstances where –

There is likely to be many tenderers, tendering will be costly or the procurement is complex

There is uncertainty as to the interest of suppliers or vendors to offer the potential products or services or to undertake the proposed work

8.3 Quotations Purchase of goods, services having a total $150,000 (inclusive of GST) and works having a total valuation of $200,000 (inclusive of GST) or less may be undertaken using the procurement by quotation method as described below: 8.3.1 Items of Value up to $5,000 To achieve value for money for Yarriambiack Shire Council the seeking of verbal and/or written quotations is encouraged. As a minimum one verbal quotation should be obtained. 8.3.2 Items with a value $5,000 to $15,000 A minimum of one emailed or written quotation must be obtained and the details recorded before placing an order (similar details must be recorded where more than one supplier has quoted) and documented in the Councils’ record system. 8.3.3 Items with a value $15,001 to $25,000 Council will receive a minimum of three emailed or written quotations. The quotation offering the best value for money must be confirmed by the supplier on company letterhead and the order placed with that firm.

Procurement Policy


Details of the suppliers contacted and their quotations must be recorded in the Councils’ records system.

8.3.4 Items with a value– $25,001 to $80,000 Council will receive up to three written quotations by issuing a Request for Quotation which may be accompanied by Public Notice. Details of the suppliers contacted and their quotations must be recorded in the Councils’ records system.

8.3.5 Items with a value above – $80,001 and above Council requires that items with a value above $80,001 are to be publicly advertised, via a public tender process. (Refer to the Contract Management Manual). Details pertaining to the Tender must be recorded in the Councils’ records system.

8.4 Public Advertising Quotations may be advertised at the Council staff member’s discretion in addition to the methods above. This may occur when a field of potential suppliers hasn’t been established, or an innovative approach is required, or the project has broad appeal that may attract keen prices, etc.

8.5 Insufficient Quotations The situation may arise where insufficient quotations are received to satisfy the above requirements. This may occasionally occur where there are few suppliers for the goods, services or works being sought or the work is highly specialised. In this case, the details of the contacted suppliers must be recorded on the spreadsheet (what spreadsheet) or recommendation and an appropriate comment recorded.

There may be occasions when only one quotation may be received. Such occasions would require approval of the Chief Executive Officer and would generally be considered under the following circumstances:

In the event of emergency works for safety reasons.

When there is only one known and reputable supplier.

9 Evaluation Criteria The evaluation criteria for the Tender and Request for Quotation process is outlined in the Contract Management Manual.

10 Delegation of Authority Delegations define the limitations within which Council staff are permitted to work. Delegation of procurement authority allows specified Council staff to approve certain purchases, quotation, tender and contractual processes without prior referral to the Council. This enables the Council to conduct procurement activities in an efficient and timely manner whilst maintaining transparency and integrity. Procurement delegations ensure accountability and provide confidence to Council and the public that purchasing activities are dealt with at the appropriate level.

Procurement Policy


As such, Council has delegated responsibilities as detailed below relating to the expenditure of funds for the purchase of goods, services and works, the acceptance of quotes and tenders and for contract management activities. Refer to Appendix A for a list of Delegations.

10.1 Delegations 10.1.1 Council Staff The Council shall maintain a documented scheme of procurement delegations, identifying the Council staff authorised to make such procurement commitments in respect of goods, services and works on behalf of the Council and their respective delegations contained in Financial Delegations Appendix A and Contract Management Manual: Acceptance of tenders

Acceptance of quotes

Contract term extensions (within authorised budget)

Contract amendment (non-financial)

Contract amendment (financial)

Appointment to register of pre-qualified suppliers

Credit Card purchases (is this the same as purchase card – consistency)

Procedural exceptions

Where the CEO has a declared Conflict of Interest, the Tender, Expression of Interest or Request for Quotation Recommendation is to be presented to Council for final approval.

10.1.2 Delegations Reserved for the Council Commitments and processes which exceed the CEO’s delegation and which must be approved by the Council are: Initial signing and sealing of contract documents. Tender recommendations and Contract approval for all expenditure over $150,000 (inclusive of

GST) for goods and services and Design and Construct works in value over $200,000. Variations and Contract term extensions requiring additional budget of more than 10%.

10.1.3 Internal Controls The Council will install and maintain a framework of internal controls over procurement processes that will ensure:

More than one person is involved in and responsible for a transaction end to end; Transparency in the procurement process; A clearly documented audit trail exists for procurement activities; Appropriate authorizations are obtained and documented; and Systems are in place for appropriate monitoring and performance measurement.

Procurement Policy


Council will develop and maintain a procurement manual to provide guidance to staff on all operational aspects of procurement. The manual will include all checklists and forms required in Council’s procurement process.

10.1.4 Commercial Information Procurement activities will be carried out in a way that supports Council staff in meeting their obligations - to ensure information of a commercially sensitive or confidential nature is obtained, stored, processed, published (where applicable) in an appropriate manner in accordance with the relevant Council guidelines.

11 Tender / Contract Management

11.1 Risk Management Risk Management is to be appropriately applied at all stages of procurement activities which will be properly planned and carried out in a manner that will protect and enhance the Council’s capability to prevent, withstand and recover from interruption to the supply of goods, services and works. Council will manage all aspects of its procurement processes in accordance with its adopted risk management policy and in such a way that all risks, including occupational health and safety, are identified, analysed, evaluated, treated, monitored and communicated to the standard required by the law, in accordance with Australian Standards and council policy.

11.2 Health and Safety To ensure the health and safety of our workers and visitors, procurement will be undertaken in accordance with requirements set out in the Yarriambiack Shire Council’s Health and Safety Management System and approved policies and as required by the law.

11.3 Supply by Contract The provision of goods, services and works by contract potentially exposes the council to risk.

The council will minimise its risk exposure by measures such as:

Standardizing contracts to include current, relevant clauses;

Requiring security deposits where appropriate;

Referring specifications to relevant experts;

Implementing a robust, systematic and unbiased tender evaluation and due diligence process;

Requiring contractual agreement before allowing the commencement of work;

Use of or reference to relevant Australian Standards (or equivalent); and

Effectively managing the contract including monitoring and enforcing performance.

11.4 Contract Terms All contractual relationships must be documented in writing based on standard terms and conditions.

Procurement Policy


Where this is not possible, approval must be obtained from the appropriate member of Council staff listed in the Council Delegations. To protect the best interests of the Council, terms and conditions must be settled in advance of any commitment being made with a supplier. Any exceptions to doing this expose the Council to risk and thus must be authorised by the appropriate member of Council staff listed in the Council Delegations.

11.5 Endorsement Council staff must not endorse any products or services. Individual requests received forendorsement must be referred to the CEO.

11.6 Dispute Resolution All Council contracts shall incorporate dispute management and alternative dispute resolution provisions to minimize the chance of disputes getting out of hand and leading to legal action.

11.7 Contract Management The purpose of contract management is to ensure that the Council, and where applicable its clients, receive the goods, services or works provided to the required standards of quality and quantity as intended by the contract by:

establishing a system monitoring and meeting the responsibilities and obligations of both parties’ under the contract;

providing a means for the early recognition of issues and performance problems and the identification of solutions.

adhering to Council’s Risk Management Framework and adhering to relevant Occupational Health and Safety Contractor Compliance Procedures.

All Council contracts are to include contract management requirements. Furthermore, contracts are to be proactively managed by the member of Council staff responsible for the delivery of the contracted goods, services or works to ensure the Council receives Value for Money.

11.8 Variances During the course of a contract there may be valid reason(s) when the contract needs to be varied; this variance to the contract normally comes with a cost. All claims for variances must be in writing and approved by the officer with delegated authority as set out in Clause 10. Any variance greater than ten percent (10%) of the original contract price must be authorised by Council..

12 Demonstrate Sustained Value and Integration with Council Strategy The Council procurement strategy shall support its corporate strategy, aims and objectives, including but not limited to those related to sustainability, protection of the environment, corporate social responsibility and meeting the needs of the local community such as:

Feeling safe,

Living in a clean and pleasant environment, and

Receiving good quality and well managed council services that are value for money

Procurement Policy


12.1 Achieving Best Value The Council’s procurement activities will be carried out on the basis of obtaining Best Value. This means minimising the total cost of ownership over the lifetime of the requirement consistent with acceptable quality, reliability and delivery considerations. Lowest price is not the sole determinate of Best Value for Money.

12.2 Approach This will be facilitated by:

Developing, implementing and managing procurement strategies that support the co-ordination and streamlining of activities throughout the lifecycle;

Effective use of competition;

Using aggregated/centralised contracts and Standing Offer Agreements where appropriate;

Identifying and rectifying inefficiencies in procurement processes;

Developing cost efficient tender processes including appropriate use of e-solutions;

Council staff responsible for providing procurement services or assistance within the Council providing competent advice in terms of available products and agreements; and

Working with suppliers to create relationships that are professional and productive, and are appropriate to the value and importance of the goods, services and works being acquired.

13 Role of Specifications Specifications used in quotations, tenders and contracts are to support and contribute to the Council’s Value for Money objectives through being written in a manner that:

Ensures impartiality and objectivity;

Encourages the use of standard products;

Encourages sustainability;

Eliminates unnecessarily stringent requirements; and

Wherever possible specifies technical standards and requirements that are within the capabilities of local and other suppliers.

14 Performance Measure and Continuous Improvement Appropriate performance measures are to be established and reporting systems will be used to monitor performance and compliance with procurement policies, procedures and controls. Procurement procedures, practices and costs will be benchmarked externally. Internal service standards will be agreed within the Council and performance against these targets will be measured and reviewed regularly to support continuous improvement. The performance measurements developed will be used to:

Procurement Policy


Highlight trend and exceptions where necessary to enhance performance.

Improve the internal efficiency of the procurement process and where relevant the performance of suppliers

Facilitate programmes to drive improvement in procurement to eliminate waste and inefficiencies across key spend categories.

14.1 Sustainability Council is committed to achieving sustainability and ensuring it monitors and reports on Council activities and programs that have an impact on or contribute to the environment including but not limited to:

Waste management,

Recycling,

Energy management,

Emission management,

Water conservation,

Green building design, and

Procurement.

14.2 Sustainable Procurement Sustainable procurement is the acquisition of necessary goods and services that have least impact on the environment and human health, within the purchaser’s capacity to do so. The Yarriambiack Shire Council recognises it has an implicit role in furthering sustainable development, through its procurement of goods, and services and works.

In addition, the Yarriambiack Shire Council recognises the potential impact this spend has on the environment and where applicable will integrate sustainability, environmental and social issues into the procurement process. The Council aims to achieve this by:

• Taking into account the need to minimise emissions and reducing the negative impacts of transportation when purchasing goods and services.

• Taking steps to minimise carbon dioxide and other greenhouse gas emissions through the detailed consideration of products and services procured.

• Considering the environmental performance of all suppliers and contractors, and encouraging them to conduct their operations in an environmentally sensitive manner.

• Considering the basic life cycle analysis of products to minimise the adverse effects on the environment resulting directly or indirectly from products.

• Selecting products / services that have minimal effect on the depletion of natural resources and biodiversity.

• Working more effectively with local suppliers to ensure they are encouraged to bid for the Council’s business in line with the Procurement Policy.

Procurement Policy


• Ensuring all relevant procurement contracts and tenders contain sustainability specifications as appropriate to the product or service being procured.

14.3 Environmental Purchasing Environmental purchasing is the inclusion of environmental factors in decisions on the purchase of products and/or services. It is sometimes called “green”, “sustainable” or “environmentally preferable” purchasing. The aim of considering environmental factors is to buy products or services that have less impact on the environment and human health than otherwise comparable products or services. Environmental purchasing can achieve a number of benefits:

• Reduce energy and water consumption (which can reduce costs)

• Improve resource use efficiency

• Reduce waste (which can reduce waste disposal costs)

• Reduce environmental health impacts of products and services

• Reduce pollution

• Provide markets for new environmentally preferable products

• “Close the loop” on recycling, improving the viability of recycling

• Provide leadership to the community

• Encourage industry to adopt cleaner technologies and produce products with lower environmental impacts

14.4 Corporate Social Responsibility Corporate Social Responsibility (CSR) is about taking positive action to demonstrate the Council’s commitment to the local community and environment on which it impacts. This means the Council maximising the benefits of the services they provide across the community and minimising the negative aspects of their activities. The Council integrates CSR into its organisational policies and practices through social procurement, sustainability and diversity.

14.5 Social Procurement Social procurement involves using procurement processes and purchasing power to generate positive social outcomes in addition to the delivery of efficient goods, services and works. For Local Government, social procurement builds on initiatives already undertaken by the sector in enhancing sustainable and strategic procurement practice, enabling procurement to effectively contribute to building stronger communities. Social procurement is a key mechanism by which to generate wider social benefits by providing a mechanism for linking and integrating social and economic agendas.

Yarriambiack Shire Council supports social procurement when engaging local suppliers, contractors and/or service providers and would seek Ministerial Exemption when the required works provide value for money to Council and would be advantageous to any of the following:

Employment of disadvantage groups

Employment of Apprentices

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Employment of recognised Youth Traineeships

Employment of Youth labour

Benefits to local community

15 Support of Local Business Council is committed to buying from local businesses where such purchases may be justified on Best Value for Money grounds. Wherever practicable, Council will fully examine the benefits available through purchasing goods, services or works from suppliers/contractors within the Yarriambiack Shire Council Region. Council will also seek from prospective suppliers/contractors where applicable what economic contribution they will make to the Yarriambiack Shire Council region. All quotes should allow a ten percent (10%) evaluation allowance for local businesses.

15. 2 Purchases $15,000 and above Council will endeavour to obtain a minimum of one of the three quotes for purchases between $15,000 and $80,000 from a local supplier. In the event that this is not possible, the purchasing officer will advise the Corporate Services Department so that supply gaps can be tracked and matched with future business opportunities. A Local Supply weighting will be built into an evaluation criteria for all Tenders and Request for Quotation Evaluation Plans as outlined in the Contract Management Manual.

16 Diversity Promoting equality through procurement can improve competition, Value for Money, the quality of public services, satisfaction among users, and community relations. It should be a consideration in every procurement project and reflect corporate commitment to diversity and equal opportunities wherever possible.

19 Apply a Consistent and Standard Approach The Council will provide effective and efficient commercial arrangements for the acquisition of goods and services.

20 Standard Processes The Council will provide effective commercial arrangements covering standard products and provision of standard services across the Council to enable employees to source requirements in an efficient manner.

This will be achieved via establishing the following:

• Pricing where relevant

• Processes, procedures and techniques

• Tools and business systems (e.g. implementing appropriate e-tendering, e-evaluation; e-catalogue or e-sourcing arrangements).

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• Reporting requirements

• Application of standard contract terms and conditions.

21 Performance Indicators A list of performance indicators will be developed to measure procurement performance. They will include criteria such as:

• The proportion of spend against corporate contracts.

• User and supplier satisfaction levels.

• Knowledge and skill of Council staff in procurement process.

• Level of compliance and understanding of Council procurement policies.

• Measuring the success of procurement initiatives eg. procurement cards.

22 Management Information The Council seeks to improve its’ performance by capturing and analyzing procurement management information in a variety of areas, including:

• Volume of spend • Number of transactions per supplier • Compliance • Supplier performance • User satisfaction • Category management • Green spend

The council will also use external sources of management information to assist with the procurement decision making process including:

• Benchmarking data • Information from professional bodies such as the Chartered Institute of Purchasing and Supply

Australia • Supplier reports

23 Build and Maintain Supply Relationships Council recognises that in order to achieve sustainable value, a strategic assessment of the appropriate ‘channel to market’ should be undertaken – whether to go to market on its own, participate in regional or sector aggregated projects or panels, access State Government panel agreements or other means. Council will consider supply arrangements that deliver the best value outcomes in terms of time, expertise, cost, value and outcome.

23.1 Developing and Managing Suppliers Council recognise the importance of effective and open working relationships with its suppliers, and is committed to the following:

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Managing existing suppliers, via the appropriate development programs and performance measurements to ensure the benefits are delivered,

Maintaining approved supplier lists,

Developing new suppliers and improving the capability of existing suppliers where appropriate.

23.2 Supply Market Development A wide range of suppliers should be encouraged to compete for Council work. The focus for new work need not always be with the larger more familiar businesses. Other types of organisations, offering business diversity include:

Local businesses

Green suppliers

Small to medium sized enterprises

Social enterprises

Ethnic and minority business

Voluntary and community organisations.

Local Content.

23.3 Relationship Management Council is committed to developing constructive long-term relationships with suppliers. It is important that Council identifies its key suppliers so that its efforts are focused to best effect. Such areas may include:

Size of spend across Council;

Criticality of goods / services supplier, to the delivery of Council’s services;

Availability of substitutes;

Market share and strategic share of suppliers.

23.4 Communication External communication is very important in ensuring a healthy interest from potential suppliers and partners to Council. The external website will provide:

Information about Council and how to become an approved supplier,

A list of existing and forthcoming contract opportunities, projected over a number of years,

Guidelines for doing business with Council,

Standard documentation used in the procurement process,

Links to other relevant sites.

23.5 Continual Improvement Council is committed to continuous improvement and will review the procurement policy on an annual basis, to ensure that it continues to meet its wider strategic objectives.

Procurement Policy


23.6 Compliance Responsibility Council staff Councillors Special Committees Contractors

23.7 Charter of Human Rights Compliance Council will ensure that all of its procurement operations are fully consistent with the prescribed rights and responsibilities and that they respect the fundamental rights within the Victorian Charter of Human Rights and Responsibilities Act 2006 (Vic).

24 Review Process The Council endeavours to continually improve its procurement performance such that all relevant policies, guidance and training are continually reviewed and updated. The effectiveness of this approach will be measured and reported upon annually.

25 Policy Owner and Contact Details Jessie Holmes, Chief Executive Officer, Yarriambiack Shire Council is the designated owner of this policy.

26 References and Related Policies Acts Local Government Act 1989 Regulations Codes of Practice Victorian Government Procurement Board, July 2010

Victorian Audit-General, Report Tendering and Contracting in Local Government, tabled in Parliament, 24 February 2010.

Guidance notes

DPCD: Circular No. 06/2006, Local Government Procurement and Capacity to Appoint Agents. DPCD Local Government Best Practice Procurement Guidelines, 2013 Social Procurement: A Guide for Victorian Local Government

Australian Standards Related Policies Councillor Code of Conduct

27 Supporting Documents a) Yarriambiack Shire Council Delegations b) Contract Management Manual

Procurement Policy


APPENDIX A AUTHORISED PURCHASING LEVELS – 2019 – 2020

Position Limit Officer Signature Chief Executive Officer $150,000 JH ......................................... Executive Assistant $ 500 BP ......................................... General Manager Infrastructure & Planning $ 50,000 JM ......................................... Manager of Asset Services $ 25,000 BN ......................................... Economic Development & Land Use Co-ordinator $ 5,000 AM .........................................

Building & Planning Officer $ 1,000 KE .........................................

Building Services Support Officer $ 5,000 DW ......................................... Building Maintenance Officer $ 1,000 .........................................

Technical Officer $ 500 TB .........................................

Administrative Officer $ 500 HP .........................................

Senior Mechanic $ 1,000 GS .........................................

Mechanic $ 1,000 TC ......................................... Manager of Asset Operations $ 25,000 JT ......................................... Asset Engineer $ 5,000 PB ......................................... Northern Superintendant $ 5,000 AP ......................................... Southern Superintendant $ 5,000 WP .........................................

Technical Officer $ 500 NM ......................................... Environmental Project Officer $ 1,000 GH ......................................... (Gravel & Cartage) $ 25,000 WP/AP ......................................... (Emulsion or Premix) $ 5,000 WP/AP .........................................

General Manager Corporate Services $ 50,000 AM ......................................... Revenue Co-ordinator $ 5,000 CP ......................................... Finance & Reporting Officer $ 500 RC ......................................... Accounts Payable & Payroll Officer $ 1,000 SC .........................................

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Finance Assistant $500 TP ......................................... General Manager Community Development $ 50,000 GB ..........................................

Public Health & Regulatory Service Co-ordinator $ 5,000 TR .......................................... Aged & Disability Services Co-ordinator $ 5,000 LD .......................................... Early Years Co-ordinator $ 5,000 GH .......................................... Projects Officer $ 5,000 AS .......................................... Maternal Child Health Nurse $ 500 MS .......................................... Maternal Child Health Nurse $ 500 NF .......................................... Community Development and Tourism Officer $ 1,000 MF ........................................... Youth Engagement Officer $ 1,000 MM ...........................................

General Manager Organisational Performance $ 50,000 ME .......................................... HR, Governance and Service

Co-ordinator $ 5,000 BS .......................................... O H & S Officer $ 5,000 RT .......................................... Administrative Officer $ 500 KH .........................................

Subject to approved expenditure being within budget. …………………………………………..Approved Date .............................. Jessie Holmes Chief Executive Officer



A 22 05 2019.docx 88

13.8 Australia Local Government Association General Assembly - Prepared by Jessie Holmes

The Mayor and the CEO would like to represent Yarriambiack Shire Council at this year’s National General Assembly of Local Government to be held at the National Convention Centre Canberra, from 16 to 19 June 2019. The National General Assembly is held annually in Canberra and is the peak of Local Government conferencing for the year. Whilst in Canberra the Mayor and CEO would be following the agenda of the 2019 NGA program.

The Program consists of keynote addresses, and panel sessions that are designed to have input from attending Councils and influence on the challenges faced by all Councils. This is an opportune time to discuss Yarriambiack Shire Council’s ongoing challenges and other relevant issues Rural Councils are dealing with on a day to day basis.

In accordance with best practice Council should approve any interstate travel for Councillors and staff prior to it occurring.

Community Considerations There has been no community consideration of the attendance of the CEO and Mayor to the conference but the other Councils of the Mallee electorate are all represented and a meeting with the newly elected representative and the Councils is to be organised. Environmental Considerations There are no significant environmental considerations in relation to the attendance of the Mayor and Chief Executive Officer to the ALGA General Assembly. Financial and Risk Considerations The cost of attendance including flights, accommodation and conference fees is expected to be $4,000 in total for the Mayor and Chief Executive Officer which can be accommodated in the 18/19 Annual Budget. RECOMMENDATION: That Council approve the interstate travel for the Mayor and the CEO to attend the National General Assembly of Local Government in Canberra, 16 June to 19 June 2019.



A 22 05 2019.docx 89

14 OTHER BUSINESS

(including strategic direction and specific issues) 14.1 Returning Passenger Rail to Horsham

Horsham Rural City Council is seeking a Letter of Support for the provision of a rail shuttle service from Horsham to Ararat to connect with three weekday and two weekend services to and from Melbourne.

15 REPORTS FOR DECISION – CLOSED SESSION 15.1 Contract C243/2019 Bituminous Surfacing Program ATTACHMENTS / REPORTS

Draft 2019/2020 Council Budget with Draft Capital Works Program NEXT MEETING

The next meeting of Council will be held on Wednesday, 26 June 2019 at 9:30am at Warracknabeal.

CLOSE ___________________ Mayor