MINUTES OF THE ORDINARY MEETING OF COUNCIL · PDF fileCUSTOMER ACTION REQUESTS – MAY...

MINUTES OF THE ORDINARY MEETING OF COUNCIL HELD TUESDAY 13TH JUNE 2017 AT 6.00PM IN THE COUNCIL CHAMBER BEAUFORT

Present: Mayor: Cr. Ron Eason Councillors: D. Clark, R. Vance, T. Kehoe, M. O’Connor

In Attendance: Chief Executive Officer– Jim Nolan Director Corporate and Community Services – Evan King Director Asset and Development Services – Douglas Gowans Minute Taker – Pam Burns

Apologies: Nil

Mayor Cr. Ron Eason welcomed the gallery and press, read the opening prayer and indigenous acknowledgement. MINUTES:

CRS O’CONNOR / KEHOE

That the Minutes of the Ordinary Minutes of Council held on May 16th 2017 be confirmed.

CARRIED Notice of Disclosure of Interest by Councillors and Officers: Nil Public Question Time and Submissions on Agenda Items: Trevor Davey Passed on congratulations to the works crew for the amount of excellent work the shire has done in drainage. The drains have never been so good and this includes the channelling, shire wide. Question Time: Nil

Business Arising: 1. REGULATORY SERVICES REPORT, Page 3 Cr Clark Queried the decline in registration of cats in the shire. Director Asset and Development, Douglas Gowans, advised that there would be an audit done this year to ascertain whether the number of registrations is in line with the actual number of cats in the shire.

ITEMS FOR NOTING 3 ASSET AND DEVELOPMENT SERVICES 3 1. REGULATORY SERVICES REPORT 3 CORPORATE AND COMMUNITY SERVICES 11 2. CUSTOMER ACTION REQUESTS – MAY 2017 11 3. MINUTES OF THE AUDIT COMMITTEE – MAY 23 2017 14 4. COUNCILLOR ACTIVITY REPORTS 16 5. ASSEMBLY OF COUNCILLORS 17 CRS CLARK / VANCE 18 REPORTS FOR DECISION 19 ASSET AND DEVELOPMENT SERVICES 19 6. ADOPTION OF ROAD MANAGEMENT PLAN (MAY 2017 REVIEW) 19 7. REQUEST TO CLOSE MODESTY LANE RAIL CROSSING BY V/LINE 20 8. REQUEST FROM DAVID & JACINTA JOLLY TO CANCEL A GRAZING LEASE 23 9. NP25: PROPOSAL TO RENAME SAND PIT LANE, ERCILDOUNE TO MCINTYRE

LANE, ERCILDOUNE. 25 CORPORATE AND COMMUNITY SERVICES 27 10. ADOPTION OF THE PROPOSED BUDGET 2017/18 AND DECLARATION OF RATES

AND CHARGES 27 11. LONG TERM FINANCIAL PLAN 2017/18 TO 2026/27 INCLUDING THE STRATEGIC

RESOURCE PLAN 31 12. REVIEW OF THE LEXTON COMMUNITY CENTRE INSTRUMENT OF DELEGATION 33 13. 2017 COMMUNITY SATISFACTION SURVEY 35 14. RISK MANAGEMENT REPORT 39 CHIEF EXECUTIVE OFFICER 41 15. DRAFT COUNCIL PLAN 2017-2021 41 16. MAV ACT REVIEW 44 17. AUSTRALIAN LOCAL GOVERNMENT ASSOCIATION – NATIONAL GENERAL

ASSEMBLY 46 18. COUNCILLOR REPORTS AND GENERAL BUSINESS 48 CONFIDENTIAL ITEMS 50 19. CLOSURE OF MEETING TO MEMBERS OF THE PUBLIC 50 ASSETS AND DEVELOPMENT SERVICES 51 20. EXTENSION OF PRE-QUALIFICATION AS PREFERRED SUPPLIERS 51 CORPORATE AND COMMUNITY SERVICES 54 21. INTERNAL AUDIT SERVICES 2017-20 54 22. RE-OPENING OF MEETING TO PUBLIC 56 EXTENSION OF PRE-QUALIFICATION AS PREFERRED SUPPLIERS 56 INTERNAL AUDIT SERVICES 2017-20 56 23. CLOSE OF MEETING 56

13TH JUNE 2017 – PYRENEES SHIRE COUNCIL – ORDINARY MEETING OF COUNCIL MINUTES – ITEMS FOR NOTING

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ITEMS FOR NOTING ASSET AND DEVELOPMENT SERVICES 2. REGULATORY SERVICES REPORT

Shannon Meadows, Manager Regulatory Services File No: 66/02/02 – 08/02/02 – 50/24/02 Declaration of Interest: As author of this report I have no disclosable interest in this item.

PURPOSE The purpose of this report is to update Council on activities, project and compliance issues in Regulatory Services during May 2017. This report includes four parts:

- Part A: Planning - Part B: Building - Part C: Environmental Health - Part D: Local Laws

PART A: PLANNING ACTIVITY The planning activity statistics for April and May are summarized in the table below:-

Month Applications received Applications determined

April 2017 8 3

May 2017 5 7

The following charts identify the total number and phase of permit applications within Council’s planning system, including applications received in May 2017, and where in the planning system each application sits:

0 2 4 6 8

Issued 7

Ready to Issue 6

Referred 3

Further Information 3

Submissions - mediation organised 3

App to be assessed 1

STATUS OF PLANNING PERMITS


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KEY PROJECTS Council’s Planning Unit has started the Pyrenees Futures project, with a range of community engagement activities run in Beaufort as part of the Beaufort Framework Plan. The program of workshops, drop-in sessions, surveys and targeted sessions has been well received among community groups and agencies. Planning staff and Council’s consultants will shortly be summarising this information, before it is presented back to the community for validation. A separate stream of technical investigations is also expected to be completed during June. Community engagement will shortly begin in Snake Valley as part of the development of the Snake Valley Township Framework Plan. Council has also submitted an application with the Victorian Planning Authority to support framework planning in Avoca. Two significant planning applications were placed on public exhibition during May: a proposed Independent Living Community (Retirement Village) in Avoca, and a proposed mobile phone tower in Beaufort. Objections have been received against both proposals, and Council’s Planning team will facilitate mediation meetings in June prior to each matter being presented to Council to determination. STRATEGIC ISSUES In addition to Pyrenees Futures, Council has been working with VicRoads regarding land use planning investigations around the Beaufort Bypass Investigation Area. A project, separate to the Beaufort Township Framework Plan, is now being developed to provide advice on potential land use and issues such as connectivity into the existing township. Further updates will be provided as this project progresses. COMPLIANCE Council continues to work through a number of complex compliance issues. A site visit to a property in Snake Valley has confirmed a number of planning, environmental health and building issues that need to be addressed. Council is furthering its investigations into illegal industrial storage on a property on Beaufort’s outskirts. A VCAT hearing is being held on 5 July 2017 to review Council’s decision to issue a planning permit for a game-bird hunting operation south of Beaufort. The application for review has been made by an objector to the proposal, and the Planning team will represent Council at the hearing. COUNCIL PLAN / LEGISLATIVE COMPLIANCE

• Council Plan 2013-2017 • Planning and Environment Act 1987 • Pyrenees Planning Scheme


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PLANNING SUMMARY

1. Council continues to outperform the state regional Council average for days taken to determine planning applications. The Council Plan target is for 90% of permits to be determined within 60 days of receipt.

2. Council continues to receive and resolve increasingly complex planning applications.

3. First stage engagement for the Beaufort Township Framework Plan has been conducted, receiving a strong and constructive community response.

4. Council will shortly begin community engagement work to develop the Snake Valley Township Framework Plan, with timelines to be confirmed for framework plans in seven other major townships.

PART B: BUILDING ACTIVITY The building activity statistics for May, 2017 are summarised in the table below: CATEGORY

NUMBER

COMMENT

Permits issued by Council

7

Total value $496,537.00

Permits issued by private Building Surveyor

10

Total value $1,071,757.00

New applications made to Council

4

Total value $485,400.00

In process

22

These applications (inclusive of new May applications) are pending receipt of further information requested from the applicants to achieve a NCC compliant application for full assessment by the Municipal Building Surveyor.

The following graph represents monthly building activity (applications received by and issued by Council) over the last 12 months.


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KEY PROJECTS & COMPLIANCE ISSUES • A building permit application for the Extension and Alteration to a local supermarket has

been received and is currently undergoing an assessment.

• Council has successfully negotiated important upgrade and repair works to a business premise in Avoca.

• Investigations have been undertaken into flooding at a local Kindergarten. Further investigation and remedial works are underway.

• Council’s Municipal Building Surveyor, working in conjunction with other Government agencies and local Police, has been involved in inspections and compliance/welfare issues on three premises within the Shire. Negotiations are proceeding, with Orders issued in some instances.

COUNCIL PLAN / LEGISLATIVE REQUIREMENTS

- Council Plan 2013-2017 - Building Act 1993

FINANCIAL / RISK IMPLICATIONS The Municipal Building Surveyor must have regard to any relevant guidelines under the Building Act 1993 or subordinate regulations. The building services department must ensure that a responsive service is provided that meets the demand of the building industry within the municipality. BUILDING SUMMARY • In May 2017 Council received four applications and issued seven permits.

• Council continues to take a proactive stance towards compliance due to changes in resourcing and service delivery.

• Those same changes continue to enable Council to clear a backlog of long-term, complex administrative matters.

0

2

4

6

8

10

12

May

, 201

6Ju

ne, 2

016

July

, 201

6A

ugus

t, 20

16S

epte

mbe

r, 20

16O

ctob

er, 2

016

Nov

embe

r, 20

16D

ecem

ber,

2016

Janu

ary,

201

7Fe

brua

ry, 2

017

Mar

ch, 2

017

Apr

il, 2

017

May

, 201

7

Pyrenees Shire CouncilPermit applicationsreceivedPyrenees Shire CouncilPermits issued


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PART C: ENVIRONMENTAL HEALTH ACTIVITY: WASTEWATER Wastewater activity statistics for May 2017 are summarised in the tables below:

Period Applications to Install New or Alter Existing Septic Tanks Received

Permits to Install Issued Fees Paid

1st – 31st May 2017 3 2 $1020

The below graph represents monthly Wastewater activity (applications received, permits to install and approval to use issued) over the last 12 months (June 2016 to May 2017).

The following table shows inspection data for Wastewater related Inspections conducted by the Environmental Health Officer in May 2017.

Period Septic Tank Inspections

1st – 31st May 2017 8 Domestic Wastewater Service Agent’s Reports received (below)

Period Inspection Reports Received

1st – 31st May 2017 18 Of the Domestic Wastewater Service Agent’s Reports received (tabled above) - 8 of the reports received are for service conducted in May 2017. The remaining 10 reports relate to servicing in April 2017.

0

1

2

3

4

5

6

7

8

9

Jun

2016

Jul 2

016

Aug

201

6

Sep

201

6

Oct

-201

6

Nov

-201

6

Dec

-201

6

Jan-

2017

Feb-

2017

Mar

-201

7

Apr

-201

7

May

-201

7

Permit ApplicationsReceived

Permit To InstallIssued

Approval to UseIssued


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ACTIVITY: FOOD & HEALTH PREMISES Food Act and Public Health and Wellbeing Act Premises Registration activity statistics for May 2017 are summarised in the table below:

Period

New Premises Registered /Upgraded

Routine/Transfer Inspections Conducted

Complaints Received

Food Recalls Applicable

Registration / Renewal / Transfer Fees Paid

1st – 31st May 2017 0 7 0 0 $0

Tobacco Premises Inspections There was 1 (one) Routine Tobacco Inspections and 0 (zero) Test Tobacco Purchase Inspections recorded in May. Temporary Food Premises in the Shire (Streatrader) As at 31st May 2017 Pyrenees Shire had 55 premises registered and 51 low risk notifications. There are 80 current Statements of Trade (SOT) for the Shire. ACTIVITY: IMMUNISATIONS Immunisation activity statistics for May 2017 are summarised in the tables below: Number of clients immunised:

Period Infant to Preschool

Primary /Secondary School

Adult

1st – 31st May 2017 14 23 38

Number of Vaccinations administered:

Period Infant to Preschool

Secondary School Adult

1st – 31st May 2017 33 45 39

KEY PROJECTS • A review of the Domestic Wastewater Management Plan continues with an aim to

determine how effectively the plan has been implemented and whether any changes should be recommended. Recommendations will be presented to management in June.

COMPLIANCE ISSUES Council continues to focus on a small number of registered Food Premises to ensure they are meeting their compliance requirements. Current issues that are the subject of discussions with these premises are in regard to keeping regular temperature records, cleaning and accredited Food Safety Supervisors.


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COUNCIL PLAN / LEGISLATIVE REQUIREMENTS - Council Plan 2013-2017 - Domestic Wastewater Management Plan 2015-2018 - Food Act 1984 - Public Health & Wellbeing Act 2008 - Environment Protection Act 1970 - Code of Practice for Septic Tanks

FINANCIAL / RISK IMPLICATIONS The Environmental Health Officer (EHO) must work with regard to various legislative requirements with respect to Food Safety (Food Act 1984), Public Health (Public Health & Wellbeing Act 2008, Environment Protection Act 1970) and Wastewater (Environment Protection Act 1970, Domestic Wastewater Management Plan, Code of Practice for Septic Tanks). It is necessary for the EHO to adapt to any changes in regulations whilst still providing a service that both meets the demands of residents within the municipality and complies with legislation. ENVIRONMENTAL HEALTH SUMMARY • Vaccine and promotional material is now available to Meningococcal W Immunisation

Campaign for Years 10, 11 and 12 secondary school students as well as non-school children in the same age group.

• Council’s EHO has recently participated in an Emergency Management exercise relating to a hypothetical outbreak of Avian Influenza, attended a regional EHO meeting with the Department of Health and Human Services, and attended a Grampians Regional Immunisation meeting.

PART D: LOCAL LAWS AND ANIMAL CONTROL KEY PROJECTS • The review of Local Laws No. 2 and 3 is continuing, with a detailed Background Report

being prepared for review by Council.

• The Background Report includes a detailed analysis of the intent, clarity and utility of the existing suite of local laws, and is also identifying emerging issues and trends – from across the Shire, but also across regional Victoria – that may be appropriately included in newly drafted local laws.

• A key step in the review process is engagement with internal and external stakeholders, to both ensure Council’s laws address the full range of contemporary, community-based issues, and to ensure the ‘posture’ of each local law is attuned to Council and community expectations and meets its intended purpose.


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ANIMAL REGISTRATIONS Council is required under the Domestic Animals Act to ensure that all domestic animals (cats and dogs) over the age of 3 months and located within the Shire boundary are micro-chipped and registered by 10 April each year. Registration data across a 5-year period indicates that registrations within the Shire have declined by approximately 10% per annum. To address this decline, Council is currently implementing a proactive program to inform the community of animal registration responsibilities. This has had immediate effect, and has lifted registration numbers to a level now consistent with the long-term average. Despite this, data indicates that there remain approximately 230 domestic animals in the Shire that have not had their registration renewed by April 2017. These animals are currently the focus of follow-up work by Council’s Revenue and Local Laws and Animal Control teams. The latest animal registration figures are contained in the table below. Animal Type

Registered in the 2016/17 Animal Year (10 April 2016 to 9 April 2017)

Registered to date in the 2017/18 Animal Year (10 April 2017 to 9 April 2018)

Dogs 2179 2277 Cats 521 553 COMPLIANCE ISSUES Council officers are currently investigating a range of complaints and reports relating to poor amenity within the industrial estate in Beaufort and across the Shire. Council is seeking to work proactively with landowners to address these concerns, while also considering various compliance options including notices to comply issues under an appropriate Local Law, and/or compliance action under the Planning and Environment Act. Council officers are investigating a recent dog attack on stock in the Shire, and are working closely with Victoria Police. Council continues to engage an Acting Authorised Officer to provide business continuity and services across Local Laws and Animal Control. COUNCIL PLAN / LEGISLATIVE REQUIREMENTS • Council Plan 2013-2017 • Domestic Animals Act 1994 • Domestic Animal Management Plan 2012-2016 • Council Local Laws No. 2, No. 3 and No. 4 Council to note this report.


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CORPORATE AND COMMUNITY SERVICES 3. CUSTOMER ACTION REQUESTS – MAY 2017

Evan King, Director Corporate and Community Services File No: 16/08/04 Declaration of Interest: As author of this report I have no disclosable interest in this item.

PURPOSE The purpose of this report is to update Council on our Customer Action Request System (CARS) for the month of May 2017. BACKGROUND Council has operated an electronic Customer Action Service Request system (CARS) for a number of years enabling residents to lodge service requests. Requests can be lodged in person, via telephone, via Council’s website or by using a smartphone “Snap Send Solve” application. Since December 2012, CARS has been promoted on a regular basis in Council’s Public Notices published in the Pyrenees Advocate. Predominantly, service requests have been for maintenance issues – potholes, road condition, drainage, signage, slashing and overhanging branches. Council receives between 400 and 700 service requests per annum. ISSUE / DISCUSSION

Open Requests - Type

Roads 15

Drainage 10

Footpaths/K&C/PL(VR) 2

Roadside Vegetation 17

Building Maintenance 14

Local Laws 5

Building Compliance 1

Road Maintenance 12

Roads - Unsealed 3

Road Maintenance - Unsealed 13

Natural Disasters 81

Pools 1

Design & Assets 1

Total 175


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Total Outstanding Cars Requests

Year Jun-16 Jul-16 Aug-16 Sep-16 Oct-16 Nov-16 Dec-16 Jan-17 Feb-17 Mar-17 Apr-17 May-17 % Change 2015 13 10 4 3 3 3 3 - - - - - 0% 2016 61 73 58 138 189 203 189 151 114 98 86 78 -9% 2017

- 37 44 60 91 97 7%

Total 74 83 62 141 192 206 192 188 158 158 177 175 -1%

Total Received 78 97 78 184 155 89 64 73 56 71 78 62 -21%

-

50

100

150

200

250

Jun-16 Jul-16 Aug-16 Sep-16 Oct-16 Nov-16 Dec-16 Jan-17 Feb-17 Mar-17 Apr-17 May-17

Num

ber o

f Req

uest

s

Jun-16 Jul-16 Aug-16 Sep-16 Oct-16 Nov-16 Dec-16 Jan-17 Feb-17 Mar-17 Apr-17 May-17Outstanding CARS 74 83 62 141 192 206 192 188 158 158 177 175CARS Received 78 97 78 184 155 89 64 73 56 71 78 62

Outstanding Customer Requests


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COUNCIL PLAN / LEGISLATIVE COMPLIANCE Strategic Objective 1 - Leadership 1.1 - Communicate the Council's decisions, policies and activities and the reasons behind them, in a form relevant to ratepayer needs and expectations in accordance to Council's communication strategy. ATTACHMENTS 2.1 CARS Analysis – May 2017 FINANCIAL / RISK IMPLICATIONS There are no financial implications associated with this report. CONCLUSION There has been continued improvement demonstrated in resolution, inspection and acknowledgement of customer requests. Further focus and effort is required to reduce the level of outstanding requests. Council to note this report.


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4. MINUTES OF THE AUDIT COMMITTEE – MAY 23 2017 Evan King, Director Corporate and Community Services File No: 16/30/02 Declaration of Interest: As author of this report I have no disclosable interest in this item.

PURPOSE The purpose of this report is to provide Council with an update of the Audit Committee meeting held on the 23rd May 2017. BACKGROUND In accordance with Section 139 of the Local Government Act 1989 Council is required to establish an Audit Committee. The Committee meets three times a year and the attached report is an update of the meeting held on the 24th November 2015. Section 139 of the Local Government Act requires the following:

1. A Council must establish an audit committee.

2. An audit committee is an advisory committee.

3. An audit committee must be constituted in the prescribed manner.

4. An audit committee has the functions and responsibilities prescribed for the purposes of this section.

5. (4A) Section 76D and 79 apply to all members of an audit committee as if they were members of a special committee of the Council.

6. The Minister may make guidelines for the purpose of this section.

7. Guidelines made under subsection (5) must be published in the Government Gazette.

8. A Council may pay a fee to a member of an audit committee who is not a Councillors or member of Council staff.

ISSUE / DISCUSSION A brief overview of the issues considered by the audit committee is now provided for Councils Information. Internal Audit Reports:

1. Election of chair for the next twelve months

2. Review of Council’s Road Management Act Compliance:

The key objectives of this audit were to: • Assess Council’s compliance with the Road Management Act and related

Codes of Practice and the appropriateness of associated systems, policies, procedures and processes.

• Undertake a review of Council’s Road Management Plan and consideration of its appropriateness in the context of industry standards and the National Asset Management Framework Better Practice Guide 2015.

3. Review of Council’s Occupational Health and Safety Processes:


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4. The key objectives of this audit were to:

• Review Council’s OH&S processes and procedures to meet its significant obligations to provide a safe and healthy workplace and to comply with its legislative obligations and responsibilities

• Review its associated performance, workplace incident instances and OHS risk mitigation measures such as staff training and workplace hazard identification and risk mitigation.

5. External Audit Strategy

6. Interim Management Letter

7. External Audit Service Provider

8. Tender for Internal Audit Services

9. Higher Rate Cap Application and 2017/18 Proposed Budget

10. Review of the Road Management Plan

11. Compliance Audit Rates Concession

12. Governance, Culture and Risk Report

13. Compliance Update

14. CEO report – Current issues for Pyrenees Shire Council

COUNCIL PLAN / LEGISLATIVE COMPLIANCE Objective: We will provide community leadership and advocacy to ensure financially

sustainability and improve the economic, social and environmental wellbeing of the Pyrenees Shire.

Strategy: Communicate the Council’s decisions, policies and activities and the reasons

behind them, in a form relevant to ratepayer needs and expectations in accordance to Council’s Communication Strategy.

ATTACHMENTS 3.1 Audit Committee Minutes 23rd May 2017 – circulated separately FINANCIAL / RISK IMPLICATIONS All financial issues have been addressed in the Issue/Discussion section. CONCLUSION In accordance with the Local Government Act 1989 the Pyrenees Shire Audit Committee met on the 23nd May 2017. This report summarises the items considered by the Committee. Council to note this report.

13TH JUNE 2017 – PYRENEES SHIRE COUNCIL – ORDINARY MEETING OF COUNCIL MINUTES – COUNICLLOR ACTIVITY REPORTS

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5. COUNCILLOR ACTIVITY REPORTS

Cr Ron Eason – Avoca Ward May 2017 1st Discussion Dan Tehan Lake Bolac 2nd Sunraysia Highway Meeting Birchip 5th Meeting with Federation Uni Avoca 8th Goldfields World Heritage Meeting Creswick 9th MDHS Meeting Avoca Councillor Briefing Beaufort 16th Council Meeting Beaufort 17th MDHS Meeting Avoca 24th Windfarm Meeting Avoca Cr Robert Vance – De Cameron Ward May 2017 11th RCV Melbourne 16th Council meeting Beaufort 18th Barkly Hall AGM Barkly 25th Landsborough Hall AGM Landsborough Bridge Inspection Barkly 29th Amphitheatre Recreation Reserve AGM Amphitheatre June 2017 1st Living Landsborough Official Opening Landsborough 6th Councillor Briefing Amphitheatre Cr David Clark – Ercildoune Ward May 2017 5th MAV Board Melbourne 11th MAV Strategic Planning Day Melbourne 12th MAV State Council Melbourne 15th MAV Audit Committee Melbourne CVGA Remuneration Committee Teleconference 16th Council Meeting Beaufort 18th CVGA Board Meeting Kyneton 26th Acciona meeting with Council Avoca June 2017 2nd MAV Board Melbourne Cr Tanya Kehoe – Mount Emu Ward April 2017 10th Council Briefing Raglan 18th Council Briefing and Meeting Avoca 25th Anzac Day Snake Valley Anzac Day Beaufort May 2017 16th Council Briefing and Meeting Beaufort 23rd Audit Committee Beaufort June 2017 1st Peals & Pleats meeting Crossroads 6th Council Briefing Amphitheatre 13th Council Briefing and Meeting Beaufort

13TH JUNE 2017 – PYRENEES SHIRE COUNCIL – ORDINARY MEETING OF COUNCIL MINUTES – ASSEMBLY OF COUNCILLORS

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6. ASSEMBLY OF COUNCILLORS

Meeting Information Meeting Name / Type

Councillor Briefing

Meeting Date 9th May 2017 commenced 2.00pm and closed at 6:20pm Meeting Location Council Chambers, 5 Lawrence Street, Beaufort Presentation Business

1. Review of Pyrenees Growth Strategy 2. Rainbow Serpent Festival 3. Road Management Plan Review 4. Planning Update 5. Draft 4 Year Capital Works Program 6. Flood Planning 7. Vacant Land discussion 8. Agenda Review

Attendees Councillors Mayor Cr Ron Eason

Cr Michael O’Connor Cr Robert Vance Cr David Clark from 3.20pm

Apologies Cr Tanya Kehoe Staff Mr Jim Nolan – Chief Executive Officer

Mr Evan King – Director Corporate and Community Services Mr Douglas Gowans – Director Asset and Development Services Mr Ray Davies – Manager Economic Development and Tourism (item 1 and 2) Mr Matthew Novacevski – Planning Coordinator (item 4) Mr Robert Rowe – Acting Manager Regulatory Services (item 4)

Visitors John Stevens, Dench McLean Carlson - Item 1

Conflict of Interest Disclosures

Matter No: Councillor making

disclosure

Particulars of disclosure Councillor left meeting

Nil.

13TH JUNE 2017 – PYRENEES SHIRE COUNCIL – ORDINARY MEETING OF COUNCIL MINUTES – REPORTS FOR DECISION

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Meeting Information Meeting Name / Type

Councillor Briefing

Meeting Date 16th May 2017 commenced 9.30am and closed at 11:30am Meeting Location Council Chambers, 5 Lawrence Street, Beaufort Business Presentation

1. Community Capital Grants Discussion 2. Agenda Review

3. Beaufort Township Framework Plan

4. Avoca Drainage Plan

Attendees Councillors Mayor Cr Ron Eason

Cr Michael O’Connor Cr Robert Vance

Apologies Cr Tanya Kehoe Cr David Clark Mr Jim Nolan – Chief Executive Officer

Staff Mr Evan King – Director Corporate and Community Services Mr Douglas Gowans – Director Asset and Development Services Mr Robert Ladd – Manager Municipal Engineering (item 4)

Visitors

Conflict of Interest Disclosures

Matter No: Councillor making

disclosure

Particulars of disclosure Councillor left meeting

Nil.

CRS CLARK / VANCE

That the items for noting be received.

CARRIED


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REPORTS FOR DECISION

ASSET AND DEVELOPMENT SERVICES 7. ADOPTION OF ROAD MANAGEMENT PLAN (MAY 2017 REVIEW)

Douglas Gowans, Director Assets and Development Services File No: 58/02/12 Declaration of Interest: As author of this report, I have no disclosable interest in this item.

PURPOSE The purpose of this report is for Council to consider the adoption of the reviewed Road Management Plan (May 2017 review). BACKGROUND Council is required to review its Road Management Plan within the first six months of an elected Council prior to June 30. Council officers have undertaken a review of Council’s Road Management Plan and are recommending that a number of changes be made including changes to the inspection periods, intervention levels and defects definitions. ISSUE / DISCUSSION The reviewed Road Management Plan was advertised for submissions on 5 May 2017 with submissions closing on Monday 5 June 2017. The reviewed Road Management Plan was presented to Council at its briefing held 9 May 2017. There were no submissions received on the plan. COUNCIL PLAN / LEGISLATIVE COMPLIANCE Strategic Objective 3 - Roads 3.1 – Maintain and enhance the road network in line with the Road Asset Management Plan level of service.

ATTACHMENTS 6.1 Road Management Plan – May 2017 Review – circulated separately CRS O’CONNOR / CLARK That Council: 1. That Council receives the May 2017 Road Management Plan review.

2. That Council adopts the reviewed Road Management Plan.

3. Ensures that a copy of the Road Management Plan 2017 is made available for inspection by the public at the Council offices, Resource Centres and on Council’s website.

CARRIED


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8. REQUEST TO CLOSE MODESTY LANE RAIL CROSSING BY V/LINE Philip Diprose, Acting Manager Municipal Engineering File No: 4040 Declaration of Interest: As author of this report I have no disclosable interest in this item.

PURPOSE The purpose of this report is for Council to consider a request that has been received from V/Line in relation to the closure of the Modesty Lane rail crossing on the Melbourne – Ararat rail line, north of the Western Highway in Ercildoune. BACKGROUND On 5 January 2017, Council received a letter from V/Line advising that Councils road crossing of the Melbourne Ararat railway alignment does not meet Australian Standards, in regards to visual approach distances required for both trains and traffic. V/Line are requesting consultation be undertaken for possible closure of the Modesty Lane crossing of the railway alignment. At the ordinary meeting of Council on 21 February 2017 Council resolved that:

1. That Council receives the report and request from V/Line in regards to Modesty Lane, Ercildoune.

2. That Council indicates that it will formally consider the closure of the rail crossing on Modesty Lane and that Council -

a) pursuant to s.223 of the Local Government Act 1989 give public notice and invite submissions for a period of not less than 28 days in regards to the possible closure of the Modesty Lane roadway north of the Western Highway

b) writes to the all landowners adjacent the Modesty Road laneway north of the Western Highway, inviting submissions for a period of not less than 28 days.

c) writes to the emergency services, inviting submissions for a period of not less than 28 days, in regards to the possible closure of Modesty Lane, north of the Western Highway.

3. That the matter be further reported to Council in consideration of the matter,

detailing the submissions received and the impacts the closure may generate. ISSUE / DISCUSSION Council officers have sent letters inviting comments from the six landowners adjacent to Modesty Lane and the Country Fire Authority and gave public notice pursuant to s.223 of the Local Government Act 1989. Council has received three submissions; all submissions were understanding of the need to close the rail crossing for safety reasons. All feedback received provided suggestions on how emergency access could be maintained. There were two early submissions from local brigades that raised issues relating to emergency access. Through discussion, the submission from the CFA region was considered to be the formal position which reflected the brigade positions and therefore the local brigade submissions were considered to be superseded.


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COUNCIL PLAN / LEGISLATIVE COMPLIANCE Strategic Objective 1 - Leadership 1.1- Manage risk effectively at all levels within the organisation. Strategic Objective 2 - Community 2.1 – Ensure Council assets and infrastructure support current and future service provision. Pursuant to s.12(2)(a) of the Road Management Act 2004, The coordinating road authority for the road or part of the road; may, by notice published in the Government Gazette, discontinue a road or part of a road. Pursuant to s.206(1) of the Local Government Act 1989, The powers of a Council in relation to roads in its municipal district include the powers set out in Schedule 10. Pursuant to s.207 of the Local Government Act 1989, Subject to the Road Safety Act 1986 and any regulations made under that Act, but without limiting any other powers of a Council as a road authority, the powers include the specific traffic management powers set out in Schedule 11. Pursuant to Schedule 10, Clause 3(a) of the Local Government Act 1989, A Council may, in addition to any power given to it by sections 43 and 44 of the Planning and Environment Act 1987 - discontinue a road, or part of a road, by a notice published in the Government Gazette. Pursuant to Schedule 11, Clause 9(1) of the Local Government Act 1989, A Council may block or restrict the passage or access of vehicles on a road by placing and maintaining any permanent barrier or other obstruction on the road. Pursuant to Schedule 11, Clause 10(1)(a) of the Local Government Act 1989, A Council may block or restrict the passage or access of vehicles on a road by placing and maintaining any temporary barrier or other obstruction on the road, for as long as is necessary to prevent any injury to any person or damage to any property (including damage to the road itself) ATTACHMENTS 7.1 Submissions FINANCIAL / RISK IMPLICATIONS A fatal train incident occurred along the rail alignment not far from the Modesty Lane crossing in 2006, when a V/Line train and a truck collided. Given the speed of trains at the locality of the road crossing, and the poor sight distance, Council officers hold the view that it is sensible to investigate the minimisation of risk by removing the rail crossing. CONCLUSION The request received by V/Line is not considered unreasonable given the configuration of the Modesty Lane roadway. With the community and adjacent landowners consultation undertaken, Council received two submissions with positive indication that Modesty Lane be closed with barriers that are accessible to emergency services. OFFICER RECOMMENDATION That Council:

1. Agrees to the closure of Modesty Lane rail crossing on the Melbourne – Ararat rail line, north of the Western Highway in Ercildoune subject to the installation of appropriate

2. Installs barriers to stop public access but allows emergency services access.


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AMENDED RESOLUTION CRS CLARK / KEHOE Agrees to the closure of the Modesty Lane rail crossing on the Melbourne – Ararat rail line, north of the Western Highway in Ercildoune subject to the installation of appropriate barriers to stop public access but allows emergency services access.

CARRIED


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9. REQUEST FROM DAVID & JACINTA JOLLY TO CANCEL A GRAZING LEASE Philip Diprose, Acting Manager Municipal Engineering File No: 317001500 Declaration of Interest: As author of this report I have no disclosable interest in this item.

PURPOSE The purpose of this report is to consider a request from David and Jacinta Jolly to open a section of Impeys Road that currently has a grazing licence. . BACKGROUND David and Jacinta Jolly have made a request to Council for the grazing licence owned by Pino Perrone to be cancelled to and open the unused road reserve to provide access to his property to allow the movement of his stock (refer attachments 9.1 and 9.2). Mr Jolly states that his family have had access through the unused road for three generations until recently when the property with the grazing licence was sold. Pino Perrone is the new owner and advises that access for the Jolly’s remains available to them as it did under the previous owners, he has taken no action to restrict their access. Currently David and Jacinta Jolly can access their property via the unused road reserve which currently has a cleared path. There are two gates across the unused road reserve which is not locked and easily accessed. The Jolly’s are fine wool producers and have advised their concerns regarding animal husbandry risks when shifting livestock along the unused government road due to the changes in farming practices by the new owner. ISSUE / DISCUSSION In considering a request to cancel an unused road lease, s.407(1) of the Land Act 1958 states it must be Council's opinion that opening the road is in the public interest to declare the road reserve as required. The unused road reserve in question is 1.3km long and is leased to Pion Perrone who owns the adjacent property. He has provided a letter indicating that he has no objection to the access for the Jolly’s to their property. Pino Perrone also indicates that no cost to be borne by him for the erection of a fence if the licence is to be cancelled as required under s.406(2)(a) of the Land Act 1958 The request by David and Jacinta Jolly is specific to their farm operations rather than being one of benefit to the broader community. The request therefore does not meet the public interest requirements of the s.407(1) of the Land Act 1958. COUNCIL PLAN / LEGISLATIVE COMPLIANCE Legislative Requirement Pursuant to s.407(1) of the Land Act 1958, if a municipal council considers that it is desirable in the public interest that a licence under Division 8 of Part I or section 138 of this Act in respect of any unused road in the municipal district of that municipal council should be varied or cancelled it shall so inform the Minister or any person authorized to grant licences and the Minister or that person, may, after three months' notice has been given to the licensee, vary or cancel the licence. ATTACHMENTS 8.1 Maps 8.2 Request 8.3 Photo of the Leased road


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FINANCIAL / RISK IMPLICATIONS The cancelling of the lease will require Pino Perrone, the landowner, to incur substantial costs in the erection of the fence along the road reserve s.406(2)(a) of the Land Act 1958. CONCLUSION The request to cancel the unused road lease would incur substantial cost due to the fence installation onto the lease holder. David and Jacinta Jolly still have access to their property irrespective of the change of ownership. Reopening of the road is not considered to be in the interest of the public in general and would be an added cost to Council. CRS VANCE / CLARK 1. That Council refuse the request to reopen the road pursuant to s.407(1) of the Land Act

1958.

CARRIED


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10. NP25: PROPOSAL TO RENAME SAND PIT LANE, ERCILDOUNE TO MCINTYRE LANE, ERCILDOUNE. Kim Whytcross (Consultant Engineer) File No: 58/02/08 Declaration of Interest: As author of this report, I have no disclosable interest in this item.

PURPOSE The purpose of this report is to finalise the renaming process for Sand Pit Lane, Ercildoune, the property access road that heads north form Ercildoun Road at Modesty Lane. BACKGROUND At the Ordinary Meeting of Council on 16th February 2016, Council resolved to commence the process for the renaming of Sand Pit Lane, that heads north from the Ercildoun Road, at Modesty Lane. In-principle support for the name McIntyre Road has been sought and given by Registrar of Geographic Names. The proposed name, McIntyre Lane was advertised in the Pyrenees Advocate and a letter was sent to adjoining property owners on 14th April 2016. The original submission from Sonia McIntyre that proposed the name McIntyre Lane is the only submission that has been received by Council. There were no further submissions received during the four week period over which submissions were sought. ISSUE / DISCUSSION In review of the submissions, the following points should be noted: 1. McIntyre Lane is a legitimate naming option. The name has a historical relationship to

the Brewster area, with a farm on ‘Sand Pit Lane’ having been in the McIntyre family for two generations and McIntyre being the surname of a returned soldier that received a plot at the intersection of Kayleys lane and Carngham Trawalla Road in 1946. The VicNames duplication search identified three similar names within a 30km radius, being Magnetic Drive, McIntoshs Lane and McIntosh Lane, therefore although these names are not considered to be duplicates for McIntyre Lane, Council was required to seek in principle support from the registrar of Geographic Names. In-principle support for the name McIntyre Lane has now been given by Registrar of Geographic Names. The name McIntyre passes all the tests set by the Registrar of Geographic Names.

2. The definition of a Lane for road type allows for either cul-de-sacs or open-ended roads and the road being named is a cul-de-sac.

COUNCIL PLAN / LEGISLATIVE COMPLIANCE Strategic Objective 3 - Roads 3.1 – Maintain and enhance the road network in line with the Road Asset Management Plan level of service. This proposal complies with:

• Pyrenees Shire Council – Principles on Road Naming policy.


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• Naming Rules for Places in Victoria – Statutory requirements for naming roads, features and localities 2016.

ATTACHMENTS 9.1 NP25 - McIntyre Lane Map 9.2 NP25 Submission 9.3 NP25 Trawalla Estate Subdivision 9.4 NP25 McIntyre Historical Evidence – Chepstowe PP FINANCIAL / RISK IMPLICATIONS Costs for the naming of the road are able to be accommodated within the limits of Council’s operating budget. The naming of new roads and accurate addressing is important to ensure that residents are able to be located by emergency services and to receive mail. To mitigate the risk of errors, Council needs to comply with the ‘Statutory requirements for naming roads, features and localities, 2016,’ and the Australian Standards for Signing and Rural and Urban Addressing. CONCLUSION To complete the naming process a name needs to be formally adopted by Council along with the recommendation to forward a report to the Registrar of Geographic Names for consideration of this name. CRS O’CONNOR / KEHOE

1. That Council adopts the name McIntyre Lane, which has historical ties to the area and

was proposed by an adjoining property owner.

2. That Council forwards a report to the Registrar of Geographic Names for consideration of the name McIntyre Lane.

CARRIED


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CORPORATE AND COMMUNITY SERVICES 11. ADOPTION OF THE PROPOSED BUDGET 2017/18 AND DECLARATION OF

RATES AND CHARGES Evan King, Director Corporate and Community Services File No: 32/08/28 Declaration of Interest: As author of this report I have no disclosable interest in this item.

PURPOSE The purpose of this report is for Council to consider the Proposed Budget for the 2017/18 financial year and to declare the rates and charges for that year. BACKGROUND Section 127 of the Local Government Act 1989 (the Act) requires Council to prepare a budget for each financial year and provide the opportunity for people to make a submission under section 223 of the Act on any proposal contained in the budget. The Proposed Budget for 2017/18 has been prepared by Councillors and Council Officers and guided by Community Action Plans and Strategies. Council at its Ordinary meeting held on the 18th April 2017 adopted the Proposed Budget 2017/18 for community consultation in accordance with section 223 of the Act. Council provided 28 days for submissions on the budget which were to be received by 5.00pm on Friday 19th May 2017. ISSUE / DISCUSSION Council’s application to the Essential Services Commission (ESC) for a higher rate cap of 3.5% (that is 1.5% above the cap set by the Minister for Local Government) for the 2017/18 and 2018/19 financial years has been successful. The additional funds generated from the higher rate cap will be quarantined into Road Infrastructure Renewal with an emphasis on gravel roads. Council has prepared a Budget for 2017/18 which is aligned to the vision in the Council Plan 2017/21. It seeks to maintain infrastructure as well as deliver projects and services that are valued by the community, and do this with a rate increase of 3.50%. Budget Overview

• The budget includes a rate increase of 3.50%, which is 1.5% above the maximum rate increase allowed under the rate cap set by the Minister for Local Government under the Fair Go Rates System.

• The Budget projects an operating deficit of $1.01 million for 2017/18 and the adjusted underlying result is a deficit of $1.197 million after adjusting for capital grants and contributions.

• The budget delivers a balanced cash budget. • This will not be a revaluation year. Valuations will be as per the General Revaluation

dated 1 January 2016 (as amended by supplementary valuations). • The waste service charge incorporating kerbside collection and recycling will increase

by an average of 5.2% per property in order to reflect full cost recovery for this service.


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• Total revenue $19 million • Total expenditure $20 million

Continued investment in Infrastructure Assets ($4.604 million) primarily for renewal works. This includes Roads ($3.604 million), Bridges ($101,000), Footpaths and Cycleways ($174,000), Drainage including major culverts ($513,000), and Recreational, Leisure and Community Facilities ($212,000).

Budget Highlights - Operating $6,000 - Small halls financial assistance $10,000 – Street tree replacement program $5,000 – Beaufort Lake beautification works $35,000 – Town entrance beautification works $35,000 – Town signage improvement program $10,000 – Solar lights for stone town entrance signs $6,000 – Maintenance for Beaufort Caravan Park $5,000 – Environmental sustainability projects $50,000 – Community Capital Projects $25,000 - Telecommunications blackspot program Budget Highlights – Capital $10,000 – Water bores refurbishment $298,000 – Increase in road infrastructure renewal $562,000 - Residential Property Development (multiyear projects)

• Purchase of land for stage 4 Correa Park - $213,000 • Development of stage 4 Correa Park - $349,000

$10,000 - Playground equipment replacement $45,00 - Hardcourt renewal $130,000 - Implementation of the recreation strategy $50,000 - Library book replacement

Highlights of the Road Infrastructure Program: • Reseals at various locations $835,000 • Raglan-Elmhurst Road 1.5km Reconstruction $508,000 • Trawalla Road 2km Reconstruction $497,000 • Moonambel-Natte Yallock Road 2km Reconstruction $670,000 • Additional Gravel Road Infrastructure Renewal - Extra Rate Cap $116,000 • Major Culvert Rehabilitation $513,000


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COUNCIL PLAN / LEGISLATIVE COMPLIANCE Strategic Objective 1 - Leadership 1.1 - Communicate the Council's decisions, policies and activities and the reasons behind them, in a form relevant to ratepayer needs and expectations in accordance to Council's communication strategy. Under Section 127 of the Local Government Act 1989, Council must prepare a Budget for each financial year. There are stipulations as to what must be included in the Budget. The Proposed Budget 2017/18 document meets these requirements.

ATTACHMENTS 10.1 Pyrenees Budget 2017-18 3.5% Council 13 June 2017 – circulated separately FINANCIAL / RISK IMPLICATIONS All financial implications associated with the Proposed Budget 2017/18 have been accounted for within the Budget. CONCLUSION The Proposed Budget 2017/18 has been developed in alignment with the Council Plan 2017/21. The 2017/18 budget as tabled provides guidance on how Council intends to deliver its strategic objectives over the next twelve months. CRS CLARK / O’CONNOR 1. That Council hereby determines that the budget for 2017/18 be adopted. 2. The Chief Executive Officer be authorised to give public notice of this decision to

adopt such Budget, in accordance with Section 130(2) of the Local Government Act 1989.

3. That the following details are provided in relation to the 2017/18 budget

The proposed Budget as prepared by Council: 1. Discloses that as at 30th June, 2017 the total amount borrowed by the Council

will be $Nil.

2. There are no new borrowings proposed for the 2017/18 financial year.

3. The total amount of borrowings projected to be redeemed during the financial year is $Nil.

4. The projected total amount of borrowings as at 30th June, 2018 is $nil.

5. The projected cost of servicing borrowings during the financial year is $Nil.


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6. The proposed rate in the dollar for each type of rate to be levied for the period 1st July, 2017 to 30th June, 2018 is as follows:

Type of Rate Cents in $ on CIV Vacant Land under 2 Ha 1.5937

Vacant Land – Other (except farmland) 1.1952

Houses, Flats etc. 0.4980

Commercial (including Shops, Offices and Factories) 0.4980

Farms (all types) 0.3984

Cultural and Recreational properties 0.4980

7. Proposes to apply a 50% rebate to all properties classified as Cultural and Recreational Land

8. Proposes NOT to raise a Municipal Charge.

9. Proposes to levy a Waste Facilities/Disposal Charge of $188.00 for the period 1st July, 2017 to 30th June, 2018 on improved properties, and a Waste Facilities Levy of $52.00 for the period 1st July, 2017 to 30th June, 2018 on unimproved properties. Owners of “farm rated” properties will pay a maximum of three “unimproved charges” for farm rate properties.

10. Proposes to levy a Kerbside Garbage, Recycling and Green Waste collection service of $326.00 on those properties receiving a service in the Beaufort and Avoca garbage districts for the period 1st July, 2017 to 30th June, 2018.

11. Proposes to levy a Kerbside Garbage and Recycling collection service and a Green Waste Voucher service of $326.00 in the other urban townships and rural areas for the period 1st July, 2017 to 30th June, 2018.

4. That the general rates and service charges referred to in this resolution shall be levied by the service of a notice on each person liable to pay such rate or charge in accordance with Section 158 of the Local Government Act 1989.

5. That in accordance with Section 167 of the Local Government Act 1989, the rates and

charges declared by the Council for the 2017/18 financial year must be paid as follows:

a) by four instalments made on or before the following dates:

Instalment 1 – 30 September 2017 Instalment 2 – 30 November 2017 Instalment 3 – 28 February 2018 Instalment 4 – 31 May 2018 or;

b) by a lump sum payment made on or before 15 February 2018. 6. That the Chief Executive Officer be authorised to levy and recover the general rates

and annual service charges in accordance with the Local Government Act 1989.

CARRIED


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12. LONG TERM FINANCIAL PLAN 2017/18 TO 2026/27 INCLUDING THE STRATEGIC RESOURCE PLAN Evan King, Director Corporate and Community Services File No: 32/02/10 Declaration of Interest: As author of this report I have no disclosable interest in this item.

PURPOSE The purpose of this report is for Council to consider the Long Term Financial Plan 2017/18 to 2026/27 incorporating the Strategic Resource Plan. BACKGROUND The Long Term Financial Plan 2017/18 to 2026/27 incorporating the Strategic Resource Plan (the Plan) is one of the key financial planning documents for Council. The Plan has a 10-year forward budget, which was first developed in 2007. The Plan is reviewed twice a year, in November during the Council Plan review and as part of the annual budget setting process. The financial data that is contained in the Plan has been provided to Council at briefing sessions and workshops as part of the November review and the Annual Budget preparation process. In line with best practice and open and transparent governance, the Plan was reviewed by Council during the budget process. The 2017/18 Annual Budget forms the first year of the Plan, the preceding three years 2018/19, 2019/20 and 2020/21 make up the Strategic Resource Plan and the remaining six years form the 10 year financial plan. Both the financial data and commentary as appropriate have been updated in the Long Term Financial Plan incorporating the Strategic Resource Plan. ISSUE / DISCUSSION The key objective, which underlies the development of the Plan, is financial sustainability in the medium to long term, whilst still achieving Council’s strategic objectives as specified in the Council Plan. The key financial objectives, which underpin the Long Term Financial Plan (LTFP), are:

1. Maintain existing service levels; 2. Control and reduce future operating deficits via grant funding for asset renewal; 3. Maintain a capital expenditure program that will sustain the Infrastructure asset

base; and Achieve a balanced budget on a cash basis.

In preparing the SRP, Council has also been mindful of the need to comply with the following Principles of Sound Financial Management as contained in the Act: • Prudently manage financial risks relating to debt, assets and liabilities; • Provide reasonable stability in the level of rate burden; • Consider the financial effects of Council decisions on future generations; and • Provide full, accurate and timely disclosure of financial information.


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Key Financial Outcomes • Working Capital improves from 145.5% in 2015/16 to greater than 150% by 2025/26

ensuring a low risk rating from VAGO. • Debt is fully repaid by the end of the 2017/18 financial year. • Balanced cash position is provided in all years of the 10 year financial plan. • Incremental improvement in underlying result over the life of the plan.

Key Capital Works Projects

• Continuation of the residential and industrial land development. • Inclusion of the Moonambel Water Supply project in 2017/18 & 2018/19. • Increase in Council’s investment into infrastructure. • Increased investment into recreational assets. • Inclusion of the Lexton Community Facility.

COUNCIL PLAN / LEGISLATIVE COMPLIANCE Strategic Objective 1 - Leadership 1.1 - Communicate the Council's decisions, policies and activities and the reasons behind them, in a form relevant to ratepayer needs and expectations in accordance to Council's communication strategy. Section 126 (3) of the Local Government Act (the Act) sates that a Council must review its Strategic Resource Plan and adopt it no later than 30 June each year. ATTACHMENTS 11.1 Long Term Financial Plan 2017-18 to 2026-27 incorporating the Strategic Resource

Plan – circulated separately FINANCIAL / RISK IMPLICATIONS All financial implications associated with this report have been accounted for in the Long Term Financial Plan. CONCLUSION The Long Term Financial Plan provides a high level view of Council’s financial position for the period 2017/18 to 2025/26. The plan demonstrates Council’s ability to fund the objectives of the Council Plan. CRS KEHOE / VANCE 1. That Council adopts the Long Term Financial Plan 2017/18 to 2025/26 incorporating

the Strategic Resource Plan.

CARRIED


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13. REVIEW OF THE LEXTON COMMUNITY CENTRE INSTRUMENT OF DELEGATION Martin Walmsley, Manager Governance and Risk and Culture File No: 16/16/24 Declaration of Interest: As author of this report I have no disclosable interest in this item.

PURPOSE The purpose of this report is for Council to consider signing and sealing the Instrument of Delegation for the Lexton Community Centre S86 Committee of Management. BACKGROUND The Lexton Community Centre S86 Committee of Management has successfully managed the operation of the Lexton Community Centre for many years under delegation from Council. The purpose of the Committee is to develop the strategic direction and direct operations of the Lexton Community Centre. The Committee comprises a minimum of six and maximum of eleven members. The composition of the Committee is:

• One nominated representative from Council – (Cr. David Clark) • Ten members representing the community with up to 50% being endorsed by the

Pyrenees Store Co-operative. The Committee currently meets four times per year. ISSUE / DISCUSSION A review of the Instrument of Delegation has been undertaken to ensure compliance with the Local Government Act (1989) and the Committees operations. Only minor changes have been made, for example - Officer titles. Under section 86 (6) of the Local Government Act (1989), Council is required to undertake a thorough review of the role of the Committee and the Instrument of Delegation within 12 months after a general election. COUNCIL PLAN / LEGISLATIVE COMPLIANCE Strategic Objective 2 - Community 2.4 - Support and promote the development of community hubs, where applicable, as a means of increasing the utilisation of community assets throughout the Shire. Local Government Act (1989) Section 86

Special committees of the Council (1) In addition to any advisory committees that a Council may establish, a Council may

establish one or more special committees of the following: (a) Councillors; (b) Council staff; (c) other persons; (d) any combination of persons referred to in paragraphs (a), (b) and (c).

18TH APRIL 2017– PYRENEES SHIRE COUNCIL – ORDINARY MEETING OF COUNCIL MINUTES – REPORTS FOR DECISION

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Under section 86 (6) of the Local Government Act (1989), Council is required to undertake a thorough review of the role of the Committee and the Instrument of Delegation within 12 months after a general election. ATTACHMENTS 12.1 Instrument of Delegation – circulated separately FINANCIAL / RISK IMPLICATIONS The Lexton Community Centre Committee of Management operates in accordance with Council’s Instrument of Delegation which set out the objectives, powers, function and duties of the Committee.

CRS CLARK / O’CONNOR 1. That Council approves, sign and seal the Instrument of Delegation for the Lexton

Community Centre S86 Committee of Management.

CARRIED


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14. 2017 COMMUNITY SATISFACTION SURVEY Evan King, Director Corporate and Community Services File No: 44/10/04 Declaration of Interest: As author of this report I have no disclosable interest in this item.

PURPOSE The purpose of this report is for Council to receive the 2017 Community Satisfaction Survey. BACKGROUND Each year Local Government Victoria (LGV) coordinates and auspices a State-wide Local Government Community Satisfaction Survey throughout Victorian local government areas. Participation in the State-wide Local Government Community Satisfaction Survey is optional and participating councils have a range of choices as to the content of the questionnaire and the sample size to be surveyed, depending on their individual strategic, financial and other considerations. The main objectives of the survey are to assess the performance of Pyrenees Shire Council across a range of measures and to seek insight into ways to provide improved or more effective service delivery. The survey also provides councils with a means to fulfil some of their statutory reporting requirements as well as acting as a feedback mechanism to LGV. The survey was conducted by Computer Assisted Telephone Interviewing (CATI) as a representative random probability survey of residents aged 18+ years in Pyrenees Shire Council. A total of 400 completed interviews were achieved in Pyrenees Shire Council. Survey fieldwork was conducted in the period of 1st February –30th March, 2017. The Local Government Community Satisfaction Survey has been carried out annually since 1998. The survey from 1998 to 2011 was carried out with the same format. For the 2012 survey and onwards the Department introduced significant changes to the methodology and content of the survey. The changes were introduced to provide Councils with more meaningful and reliable information. These changes meant in that instance, Council could not draw direct comparisons with previous year’s survey results. Pyrenees Shire is listed in the Small Rural Councils group which includes 16 Councils including the following shires: • Golden Plains • Buloke • Central Goldfields • Gannawarra

• Indigo • Loddon • Mansfield • Mount Alexander

• Queenscliff • Strathbogie • West Wimmera • Yarriambiack

• Hepburn • Hindmarsh • Murrindindi • Benalla

13TH JUNE 2017– PYRENEES SHIRE COUNCIL – ORDINARY MEETING OF COUNCIL MINUTES – REPORTS FOR DECISION

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ISSUE / DISCUSSION


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Result Area

Pyrenees Shire 2017

Small Rural Shires 2017

State-wide Average 2017

Pyrenees Shire 2016

Pyrenees Shire 2015

Overall Performance 64 58 59 61 62 Community Consultation (Consultation/Engagement)

60 55 55 56

58

Advocacy ( lobbying on behalf of the community)

59 55 54 55

57

Making Community Decisions (Decisions made in interest of the community)

62 55 54 56 57

Sealed Local Roads (Condition of sealed local roads)

55 50 53 54 55

Customer Service 74 69 69 72 72 Overall Council Direction 55 52 53 54 54 Highest Results 2017 – significantly higher result than 2016

• Consultation and engagement • Lobbying • Making community decisions • Waste Management • Elderly support services • Recreation facilities • Business/community development/tourism

Most favourably disposed towards Council

• Aged 18-34 years Least favourably disposed towards Council

• Aged 50-64 years • Mt. Emu residents

COUNCIL PLAN / LEGISLATIVE COMPLIANCE Strategic Objective 1 - Leadership 1.1 - Communicate the Council's decisions, policies and activities and the reasons behind them, in a form relevant to ratepayer needs and expectations in accordance to Council's communication strategy. ATTACHMENTS 13.1 Pyrenees Shire Council Community Satisfaction Survey Report 2017 – circulated

separately FINANCIAL / RISK IMPLICATIONS There are no financial implications associated with this report


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CONCLUSION The 2017 Community Satisfaction Survey provides an assessment of the performance of Pyrenees Shire Council across a range of measures and seeks to provide insights into ways to provide improved or more effective service delivery. The survey also provides council with a means to fulfil some of its statutory reporting requirements as well as acting as a feedback mechanism to Local Government Victoria. CRS VANCE / KEHOE 1. That Council receives the 2017 Community Satisfaction Survey and that the survey

results be referred to the review of the Council Plan 2017-21.

CARRIED


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15. RISK MANAGEMENT REPORT Kathy Bramwell, Risk Management Coordinator File No: 16/24/06 Declaration of Interest: As author of this report I have no disclosable interest in this item.

PURPOSE The purpose of this report is to provide progress updates on the review of Council’s Strategic Risk Register; reviews of operational risk registers and the impact of those reviews on risks faced by Council rated as Extreme or High. BACKGROUND Local Government Victoria’s Performance Reporting Framework requires councils to receive six-monthly reports of strategic risk to Council’s operations, their likelihood and consequences of occurring and minimisation strategies. Council developed a register of strategic risks in March 2017 which was subsequently reviewed by the management team, inputting current and proposed controls aimed at mitigating the risk to an acceptable level. Council requested a progress report in June providing the final draft Strategic Risk Register. RISK MANAGEMENT REPORT DETAIL 2017 strategic risk review: As part of continuous improvement of risk identification and control within Council, a review of Council’s Strategic Risk Register has been undertaken. The strategic risks for 2017 were identified by Councillors and the Executive Management Team at a workshop in March. Subsequently, existing and planned controls were determined by the management team and risk ratings reviewed to take existing controls into account. No strategic risks are currently rated as Extreme; and three are rated as High. The final draft of Council’s Strategic Risk Register is now attached for Council’s endorsement. Progress against proposed mitigating actions will be included within the next risk report in November 2017. 2017 operational risk review: A review of Council’s Operational Risk Register with individual managers and their staff is in progress and will be complete by July 2017. New Risk Management online solution – AltusERM A risk management online system is in the process of implementation. The system (AltusERM) is a module of SynergySoft and therefore aligned with systems already in use within Council operations. Altus ERM will achieve improvements in visibility and productivity with regard to the management and reporting of risk registers; the monitoring and completion of planned risk mitigation actions; and provides an improved flexibility in the reporting, management and resolution of hazard and incident reports.


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COUNCIL PLAN / LEGISLATIVE COMPLIANCE Strategic Objective 1 - Leadership 1.1- Manage risk effectively at all levels within the organisation. ATTACHMENTS 14.1 2017 Strategic Risk Register – final draft – circulated separately FINANCIAL / RISK IMPLICATIONS Risks are inherent in all business decisions and risk management therefore needs to be integral to good management practice. Councils risk management strategy sets out a methodology that facilitates sound risk management, including monitoring of strategic risks by Council and its Audit Committee. CRS CLARK / KEHOE

1. That Council approves the Strategic Risk Register and acknowledges the work currently

being undertaken on the Operational Risk Register.

CARRIED


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CHIEF EXECUTIVE OFFICER 16. DRAFT COUNCIL PLAN 2017-2021

Jim Nolan, Chief Executive Officer File No: 16/20/06 Declaration of Interest: As author of this report I have no disclosable interest in this item.

PURPOSE The purpose of this report is for Council to consider and adopt the Council Plan 2017-2011. BACKGROUND A draft four year Council plan has been prepared for the period commencing 1 July 2017. The draft plan contains strategic priorities of Council, measures, strategies and initiatives to achieve the Council priorities. Section 125 of the Local Government Act 1989 (the Act) requires that Council must “prepare and approve a Council Plan within the period of 6 months after each general election or by the next 30 June, whichever is later.” Furthermore Council must give public notice of the Council Plan for a period of no less than 28 days and invite submissions in accordance with section 223 of the Act. Council must ensure that a copy of the proposed Council Plan is available for inspection by the public at the Council offices and any district office and published on the Council’s website. Once adopted, a copy of the Council Plan must be submitted to the Minister by 30th June 2017 (unless a later date is approved by the Minister). The preparation of the plan involved a facilitated Council workshop, officer assistance in preparing the draft which was further workshopped at a Council briefing session. At the Ordinary Council Meeting on 18 April 2017, Council resolved to receive the draft Council Plan 2017-2021 and give public notice in accordance with section 125 of the Local Government Act 1989, and to invite submissions in accordance with section 223 of the Act. Public notice was given on 21 April 2017 in accordance with the Council resolution, and one submission has been received from Women’s Health Grampians. A copy of the submission has been circulated to Councillors. The submission is a positive submission supportive of the Council Plan. The submission states as follows: “This plan aligns with the Women’s Health Grampian’s Strategic Plan and we were pleased to see this plan highlight the importance of building partnerships to improve access to preventative services and health services. The Pyrenees Shire Council is a member of the CoRE alliance and this commitment to the CoRE Plan was highlighted in the Council Plan.” “The Council Plan identifies investigating opportunities to participate in the Act @ Work Program. The Act @ Work program was developed to address the underlying causes of violence against women in our community and challenge the community attitudes and culture that support violence against women in our society.


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Women’s Health Grampians can support the Pyrenees Shire Council to investigate and implement options for Act @Work.” Since giving public notice, minor administrative changes have also been made. ISSUE / DISCUSSION The draft plan contains the following strategic priorities. The order of the priorities however does not necessarily reflect the relative importance of one priority compared with another:

Roads and Townships We will plan, manage, maintain and renew infrastructure in a sustainable way that responds to the needs of the community.

Relationships and Advocacy We will build and maintain effective relationships with community, government and strategic partners, and advocate on key issues.

Community Connection and Wellbeing We will engage with communities to provide responsive, efficient services that enhance the quality of life of residents and promote connected, active and resilient communities.

Financially Sustainable, High-performing Organisation Our organisation will respond to community needs, attend to our core business, and strive for excellence in service delivery in an ethical and financially responsible manner.

Development and Environment We will undertake forward planning, and facilitate growth in our local economy while protecting key natural and built environmental values.

Section 125 (2) of the Act requires that a Council Plan must include: (a) the strategic objectives of the Council; (b) strategies for achieving the objectives for at least the next 4 years; (c) strategic indicators for monitoring the achievement of the objectives; (d) a Strategic Resource Plan containing the matters specified in section 126 ; (e) any other matters which are prescribed by the regulations.

The draft Council Plan has been prepared in a way that ensures the statutory requirements of the Act are met, while responding to the vision and strategic direction of Council for the four year period. COUNCIL PLAN / LEGISLATIVE COMPLIANCE Strategic Objective 1 - Leadership 1.9 - Continually demonstrate good governance and improve the transparency, quality and consistency of our decisions.

http://www.austlii.edu.au/au/legis/vic/consol_act/lga1989182/s3.html#council

http://www.austlii.edu.au/au/legis/vic/consol_act/lga1989182/s126.html


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Section 125 of the Local Government Act 1989 (the Act) requires that Council must “prepare and approve a Council Plan within the period of 6 months after each general election or by the next 30 June, whichever is later.”

ATTACHMENTS 15.1 Draft Council Plan 2017-2021 – circulated separately FINANCIAL / RISK IMPLICATIONS The preparation of the draft Council Plan has primarily been done internally, and the cost to implement the plan has been considered as part of the plan preparation and within the financial constraints of Council. Initiatives contained in the draft plan are also reflected in the draft 2017/18 Budget and Long Term Financial Plan. CONCLUSION Having prepared a draft a four year Council Plan containing the strategic priorities of Council, strategies, measures, and specific initiatives as required by the Local Government Act 1989, and having prepared a Strategic Resource plan, long term financial plan and budget in response to the draft Council Plan, it is recommended that Council now adopt the Council Plan. CRS KEHOE / CLARK That Council:

1. acknowledges the submission received on the draft Council Plan by Women’s Health Grampians, and

2. approves the draft Council Plan 2017-2021 in accordance with section 125 of the Local Government Act 1989,

3. submits a copy of the Council Plan to the Minister for Local Government by 30 June 2017

4. ensures that a copy of the Council Plan 2017-2021 is made available for inspection by the public at the Council offices, and Resource Centres, and

5. places a copy of the Council Plan 2017-2021 on Council’s website

CARRIED


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17. MAV ACT REVIEW Jim Nolan, Chief Executive Officer File No: 44/04/02 Declaration of Interest: As author of this report I have no disclosable interest in this item.

PURPOSE The purpose of this report is to inform Council about a Consultation Paper relating to the Municipal Association Act Review to enable Council to consider providing a response. BACKGROUND The Municipal Association Act 1907 (the MAAct) is currently under review. The aim of the review is to develop contemporary legislation for the Municipal Association of Victoria (MAV) to enable it to perform its functions and represent, promote and support the interests of Victorian councils. The review also seeks to address the recommendations set out in the Victorian Auditor-General’s review of the Effectiveness of support for Local Government. The MAV has a long history of supporting councils. This is the first comprehensive review of the MAAct since its enactment in 1907 and is a great opportunity to ensure contemporary standards of governance and accountability are embedded in the MA Act, and that the range of services and support provided to councils and councillors is properly reflected. A consultation paper setting out the proposed reforms to the MA Act is attached for Council consideration. The consultation paper is designed to elicit feedback from the local government sector and test levels of support (or otherwise) for the proposed reforms. Local Government Victoria now invites responses to the consultation paper. ISSUE / DISCUSSION The key objectives of the proposed reforms are to:

• provide a clear understanding of the MAV’s roles and responsibilities;

• embed contemporary processes to ensure integrity and good conduct;

• provide a framework of strategic planning and performance monitoring against desired outcomes;

• create an obligation to report and be accountable to member councils;

• provide for a comprehensive insurance regulatory framework.

COUNCIL PLAN / LEGISLATIVE COMPLIANCE Strategic Objective 1 - Leadership 1.3- Work with the state and federal governments and the Municipal Association of Victoria (MAV) on a new and sustainable funding model for local government.


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ATTACHMENTS 16.1 MAV Review Consultation Paper – circulated separately FINANCIAL / RISK IMPLICATIONS It is likely that the risks to Pyrenees Shire Council’s long term sustainability will increase if it does not have a strong peak sector body such as the MAV representing its interests and providing advice and support to small councils to operate effectively in an increasingly complex environment. The MAAct provides legislation for the MAV to perform its functions, and this review seeks to ensure it is enabled to do that in an effective and accountable way. CONCLUSION The MAV is a local government sector body which seeks to represent, promote and support the interests of Victorian councils. The MAAct provides legislation for the MAV to perform these functions, and this consultation paper provides an opportunity for Council to participate and provide feedback on elements of the review of the Act. CRS O’CONNOR / CLARK 1. That Council authorises the Chief Executive Officer to provide feedback to Local

Government Victoria on the Municipal Association Act Review Consultation Paper.

CARRIED


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18. AUSTRALIAN LOCAL GOVERNMENT ASSOCIATION – NATIONAL GENERAL ASSEMBLY Jim Nolan, Chief Executive Officer File No: 44/06/02 Declaration of Interest: As author of this report I have no disclosable interest in this item.

PURPOSE The purpose of this report is to formalise Council support for the attendance of the Mayor and Chief Executive Officer at the Australian Local Government Association National General Assembly BACKGROUND Australian Local Government Association (ALGA) has advised that the annual National General Assembly (NGA) is to be held in Canberra on 18-21 June 2017. ISSUE / DISCUSSION The theme for the 2017 Assembly is “Building Tomorrow’s Communities” This NGA provides an important opportunity for local government to debate issues and options for reform. In addition to providing for debate on a range of issues and motions submitted by Councils nationally, the NGA provides an opportunity to engage with federal politicians and to advocate on a range of matters important to local government, the region, and to Pyrenees Shire in particular. Speakers at the Assembly include the Prime Minister, the Leader of the Opposition, and leader of the Australian Greens. The location in Canberra is selected to enable contact between local and federal government members. In recent years (with the exception of 2016), Council has supported the attendance at the NGA by the Mayor and the Chief Executive Officer. COUNCIL PLAN / LEGISLATIVE COMPLIANCE Strategic Objective 1 - Leadership 1.4 - Work with the state and federal governments and the Municipal Association of Victoria (MAV) on a new and sustainable funding model for local government. ATTACHMENTS 17.1 ALGA – NGA Details – circulated separately FINANCIAL / RISK IMPLICATIONS The attendance of the Mayor and Chief Executive Officer the ALGA NGA is provided for in the 2016/2017 budget. CONCLUSION Council support is sought for the attendance of the Mayor and Chief Executive Officer at the Australian Local Government Association National General Assembly


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CRS VANCE / KEHOE 1. That Council supports the attendance of the Mayor and Chief Executive Officer at the

Australian Local Government Association National General Assembly on 18-21 June 2017.

CARRIED

13TH JUNE 2017– PYRENEES SHIRE COUNCIL – ORDINARY MEETING OF COUNCIL MINUTES – COUNCILLOR REPORTS AND GENERAL BUSINESS

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19. COUNCILLOR REPORTS AND GENERAL BUSINESS

Cr Kehoe It has been a quiet month at Snake Valley, roads all look to be holding well. The Snake Valley CFA sign which was originally planned for the main street has now been placed at the Football oval due to issues with heritage colours for the main area in town. It looks great at the football oval and the colours even match the Carngham Linton football club! Following the presentation from Langi Kal Kal on indigenous art and the proposed placement of art at the Beaufort lake the Snake Valley CFA would now like to investigate the placement of indigenous art in the Snake Valley township. It would be great to see the theme from Beaufort running through other towns. Attended Rural Womens evening at Cross Roads fire shed last week. There were representatives from all over the shire and beyond from Ararat to Skipton. It is great to see women coming together and discussing topics that affect all rural women. Cr Vance Attended three AGM’s of hall committees and rec reserves over the past month. Would like to recognise the community effort that often goes above and beyond the call of duty in keeping these clubs going in small communities. In particular, two brothers who have a commendable combined contribution of over 100 years of community service have resigned from the Landsborough Hall Committee. Many thanks to these people for their contribution. Launch of Living Landsborough was a great success with a good crowd in attendance. It is fantastic to see such a brilliant facelift to Landsborough. Moonambel tower went up very quickly, has been switched on and working. Attended the RCV meeting last Friday where:

• Mr Paul Roche from RDV advised that the State Government has put the revaluation decision on hold for a month possibly due to a backlash on the lack of consultation on the proposal.

• Approximately four months ago the RCV committed $10,000 for a study to be done on a rural living campaign being pushed by the Buloke Shire. Subsequently personnel behind this campaign have now left the Buloke Shire leaving the study in doubt. A way forward will be discussed at the next RCV meeting.

• Have been advised that the request to the State Government for $150m was realistic but did not have enough detail. RCV will now consider legitimate issues to detail in a further funding request.

Cr Clark

Have been very busy in the role of chair at the CVGA. Interviews will be held this Friday to select a new Executive Officer.

Also have been chairing the Human Services Committee which is a dynamic and interesting business area within the MAV.

13TH JUNE 2017– PYRENEES SHIRE COUNCIL – ORDINARY MEETING OF COUNCIL MINUTES – COUNCILLOR REPORTS AND GENERAL BUSINESS

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MAV has also been busy on the revaluation issue.

Also understand that the puppy farm ill-fated legislation will be coming back but in a much more acceptable form.

Would like to mention Charlie Buckland who is retiring after many years as chair of the Lexton Section 86 Committee and also as caretaker of the Community Centre. Cr O’Connor Attended the Living Landsborough opening, it was great to be able to chat one on one with Danielle Green MP. Danielle was representing the State Government in an official capacity.

Attended the opening of the new industry section and education block at Langi Kal Kal. Gayle Tierney MP who officiated was very impressed with the arrangement between the prison and council for the display of indigenous art at the Beaufort lake.

After reading in the local paper last week that Pam Weller is going to cut back on her volunteer work in Beaufort I would like to thank Pam and congratulate her on her work for the community over many years. Pam has been a great lobbyist for the town and has had many successes. Cr Eason With other Councillors attended the Living Landsborough opening. The work that has been done is wonderful and the new kitchen in the hall is a delight. Also enjoyed the opportunity to spend time with Danielle Green MP who was there to officially open the completion of the project. Recently attended a meeting with the CEO and representatives from Acciona owners of the Waubra wind farm. Acciona are a credit the way they run their projects and the ethics they display world-wide. Attended the Pyrenees Art Council’s Beaufort Art Show last weekend. It was a great show and the local artists who exhibited are to be commended.

13th JUNE 2017 – PYRENEES SHIRE COUNCIL – ORDINARY MEETING OF COUNCIL MINUTES – CONFIDENTIAL ITEMS

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CONFIDENTIAL ITEMS 20. CLOSURE OF MEETING TO MEMBERS OF THE PUBLIC That pursuant to the provisions of Section 89(2) of the Local Government Act 1989, the meeting be closed to the public in order to consider:

• Contractual matters;

CRS CLARK / KEHOE

That the meeting be closed to members of the public under Section 89(2) of the Local Government Act 1989, to consider contractual, and legal matters specifically the following:

20. Preferred Suppliers Professional – Contract 21. Appointment of Internal Auditor

CARRIED

13TH JUNE 2017– PYRENEES SHIRE COUNCIL – ORDINARY MEETING OF COUNCIL MINUTES

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23. RE-OPENING OF MEETING TO PUBLIC

CRS O’CONNOR / KEHOE That Council, having considered the confidential items, re-opens the meeting to members of the public.

CARRIED

As the gallery did not return to the Council meeting the mayor did not report on the matters discussed in Closed Council however the outcomes are noted below: EXTENSION OF PRE-QUALIFICATION AS PREFERRED SUPPLIERS That Council approves the 2 year contract extension period to the pre-qualified suppliers available within Contract C2014/001

INTERNAL AUDIT SERVICES 2017-20 Contract 2016/014 Internal Audit Services be awarded to AFS & Associates Pty Ltd for a three year period commencing on 1 July 2017 and concluding on 30 June 2020. CEO Jim Nolan advised that he would be on leave from Friday 23rd June until Tuesday 4th July. Jim also advised that Director Corporate and Community Services, Evan King, would be acting CEO during that time. 24. CLOSE OF MEETING Meeting closed at 7.12pm.

Minutes of the meeting confirmed ....... ................................................................. ……….

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