EPLGA BOARD MEETING

Telecentre, Eyre Highway,

WUDINNA

Friday 27th June 2014 10am start

PLEASE NOTE:

The EPLGA Board Meeting will be suspended at 11:30am for a LGA of SA Workshop titled:

‘Towards the Council of the Future’ - regarding the recommendations in the final Local

Excellence Expert Panel report. The following LGA personnel will be in attendance: LGA

President Mayor David O’Loughlin, CEO Wendy Campana, Pat Gerace and Gwyn

Rimmington. The meeting will resume following the workshop.

Included with this agenda are the workshop consultation papers which were also emailed to all Councils.

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EPLGA DELEGATES FOR 2013/14

MEMBER COUNCIL BOARD MEMBER DEPUTY BOARD MEMBER

Ceduna Allan Suter (Mayor) Lynton Brown (D/Mayor)

Cleve Roger Nield (Mayor) Jodie Jones (D/Mayor)

Elliston Pat Clark (Chairperson) Kym Callaghan (Dep Chair)

Franklin Harbour Eddie Elleway (Mayor) Gavin Jackson (D/Mayor)

Kimba John Schaefer (Mayor) Dean Johnson (D/Mayor)

Lower Eyre Peninsula Julie Low (Mayor) Paul Pedler (D/Mayor)

Port Lincoln Bruce Green (Mayor) Neville Starke (D/Mayor))

Streaky Bay Rob Stephens (Mayor) Dean Whitford (D/Mayor)

Tumby Bay Laurie Collins (Mayor) Murray Mason (D/Mayor)

Whyalla Jim Pollock (Mayor) Merton Hodge (Cr)

Wudinna Eleanor Scholz (Chair) Neville Scholz(D/Chair)

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CONTENTS EPLGA BOARD MEETING

1 INTRODUCTION 5

1.1 Welcome/Apologies 5

1.2 Minutes of Previous Meeting 5

2 BUSINESS ARISING FROM MINUTES 14

2.1 Motion #338/14 Assets & Long Term Financial Planning 14

2.2

2.3

Motion #351/14 Overtaking Speed Increase

Motion #353/14 Wallman’s Free Seminar

14

14

3 GENERAL REPORTS 14

3.1 Presidents Report - verbal 14

3.2 Executive Officer’s Reports 14

1-614 Management Plan 2013-16 (Revised) 15

2-614 Outstanding Meeting Actions 29

3-614 Outreach Services Update 31

4-614 EPLGA CWMS User Group

5-614 Emergency Management Plans

45

51

3.3 Local Government Association of SA 55

3.4 Office of State/ Local Govt Relations 55

3.5 RDA Whyalla and Eyre Peninsula Board 55

3.6 EP Natural Resources Management Board 55

3.7 Country Fire Service 55

3.8 SA Police 55

3.9

3.10

Other Regional or State Organisations Report

EPLGA Committee Reports

55

55

3.10.1 Chief Executive Officer’s Committee 55

4 FINANCIAL REPORTS 59

4.1 Financial Statements & Budget Comparisons 59

5 DEPUTATION AND PRESENTATION 66

5.1 Deputations – Nil 66

5.2 Petitions - nil 66

6 GENERAL BUSINESS – without notice 67

7 CORRESPONDENCE 67

7.1 For decision 67

7.3 Correspondence for information 80

4

8 MEETINGS ATTENDED BY EXECUTIVE OFFICER 83

9 NEXT MEETING 84

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1 INTRODUCTION

1.1 Welcome/Apologies Rob Donaldson – CEO City of Port Lincoln.

1.2 Minutes of Previous Meeting ENCLOSURE: Minutes of Board Meeting 23 February 2014.

RECOMMENDATION

That the minutes of the Board meeting of the Eyre Peninsula Local Government Association held on Sunday 23 February, 2014, be adopted as a true and correct record of proceedings.

EYRE PENINSULA LOCAL GOVERNMENT ASSOCIATION

Minutes of the Eyre Peninsula Local Government Association Board Meeting held at

Senior Citizens Club, Tumby Terrace, Tumby Bay on Sunday 23rd

February, commencing

at 2pm.

BOARD MEMBERS/DELEGATES PRESENT

Julie Low (Chair) President, EPLGA

Roger Nield Mayor, District Council of Cleve

Eddie Elleway Mayor, District Council of Franklin Harbour

Eleanor Scholz Chairperson, Wudinna District Council

Bruce Green Mayor, City of Port Lincoln

Laurie Collins Mayor, District Council of Tumby Bay

Patrick Clark Chairperson, District Council of Elliston

John Schaefer Mayor, District Council of Kimba

Allan Suter Mayor, District Council of Ceduna

Rob Stephens Mayor, District Council of Streaky Bay

Jim Pollock Mayor, City of Whyalla

GUESTS / OBSERVERS

Tony Irvine Exec Officer, EPLGA

Wendy Campana CEO, LGA

John Tillack CEO, District Council of Streaky Bay

Peter Arnold CEO, District Council of Cleve

Terry Barnes CEO, District Council of Franklin Harbour

Daryl Cearns CEO, District Council of Kimba

Trevor Smith CEO, District Council of Tumby Bay

Geoffrey Moffat CEO, District Council of Ceduna

Rod Pearson CEO, District Council of Lower Eyre Peninsula

Sue Henriksen Administration, RDAWEP

Annie Lane Regional Manager, EPNRM

Heather Baldock Presiding member, EPNRM Board

Jo Calliss Regional Risk Coordinator WEP, LGRS

6

Dion Dorward CEO, RDAWEP

Paul Yeomans EWLSA Commander, SAPOL

Pam Brougham Councillor, District Council of Tumby Bay

Ned Luscombe Councillor, Wudinna District Council

Travis Rogers Councillor, City of Port Lincoln

Graeme Baldock Councillor, District Council of Kimba

Deb Larwood Manager Corporate Services, District Council of Kimba

Brian Cant Councillor, District Council of Kimba

Sam Telfer Councillor, District Council of Tumby Bay

Robin Marlin Region 6 Commander, CFS

Fiona Ward Manager Corporate Services, District Council of Cleve

Bryan Trigg Councillor, District Council of Cleve

Murray Mason Deputy Mayor, District Council of Tumby Bay

Merton Hodge Councillor, City of Whyalla

1. INTRODUCTION

1.1 Welcome/Apologies

Julie Low welcomed Board Members, Council representatives and guests.

Special welcome to Wendy Campana, CEO, LGA and John Tillack, new CEO at District Council

of Streaky Bay.

Apologies were received from:

Rob Donaldson CEO, City of Port Lincoln

Peter Peppin CEO, City of Whyalla

Michael Barry Office for the State/Local Government Relations

Paul Pedler Deputy Mayor, District Council of Lower Eyre Peninsula

1.2 Minutes of Previous Meeting

332/14 Moved Mayor Nield seconded Mayor Green that the minutes of the Board

Meeting of the Eyre Peninsula Local Government Association held in Wudinna on Friday

6th

December, 2013 be adopted as a true and correct record of that meeting.

CARRIED

2. BUSINESS ARISING FROM THE MINUTES

2.1 EP Regional Roads Database & Action Plan (see EO Report #4-0214)

Deferred until the Executive Officers Report.

2.2 Public Health Plan (see EO Report #4-0214)

Deferred until the Executive Officers Report.

7

3. GENERAL REPORTS

333/14 Moved Mayor Elleway, seconded Mayor Suter that the reports from the

following be received:

3.1 President’s Report

3.2 Executive Officer’s Reports - Nos. 1-0214 to 6-0214

3.3 Local Government Association of SA

3.4 Office of State/Local Government Relations

3.5 RDA Whyalla and Eyre Peninsula Inc

3.6 EP Natural Resources Management Board

3.7 CFS Report

3.8 SAPOL

3.9 Other Reports

CARRIED

3.1 President’s Report – Mayor Julie Low

28/01 Deputy Prime Minister, the Hon Warren Truss visited and inspected the new Port

Lincoln airport terminal. A meeting was held with Minister Truss in Port Lincoln with

Member for Flinders Peter Treloar, Member for Grey Rowan Ramsey, Mayors and CEO’s from

Port Lincoln, Tumby Bay and Lower Eyre Peninsula Councils. DCLEP CEO, Tony Irvine and

RDAWEP CEO Dion Dorward also attended. Dion gave a brief overview of Eyre Peninsula.

29/01 Port Lincoln airport was officially opened. Minister Gago and Member for Grey Rowan

Ramsey spoke at the opening.

Mayor Elleway attended SAROC on Julie’s behalf.

30/01 Julie and Mayor Elleway attended the LGA Board meeting and Regional Development

Forum. Mike Smithson interviewed Professor Michael O’Neil, South Australian Centre of

Excellence. Minister Gago, the Hon Robert Brokenshire and Shadow Minister Steven Griffiths

were questioned about their future plans for regional development.

10/2 Attended the native vegetation meeting at Wudinna.

13,14/02 Attended the SA Climate Change Adaptation Showcase run by LGA and DEWNR.

Speakers included Dr Karl Braganza (Bureau Of Meteorology), Dr Peter Hayman (SARDI),

Professor Will Steffen (Climate Council), Dr Russell Wise CSIRO and Roger B. Street (Oxford

University). All SA regions gave an update. The Eyre Peninsula Regional Climate Change and

Adaptation Plan was ‘semi’ launched.

3.2 Executive Officers Report (included in the Agenda)

Report No’s 1-0214 to 6-0214 were tabled.

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Report No: 1/0214 Meeting Actions Report

334/14 Moved Mayor Pollock seconded Mayor Collins that the EPLGA Board notes the

Meeting Actions Report.

CARRIED

Report No: 2/0214 Outreach Services Update

335/14 Moved Mayor Suter seconded Mayor Schaefer that the EPLGA Board receives

and notes the Outreach Services Update Report.

CARRIED

Bob Ramsey from RDAWEP is putting together a regional statement that contains accurate

data from the region. It is anticipated that a template is developed that could be used by

relevant groups to support business cases.

336/14 Moved Mayor Nield seconded Chairperson Scholz that the EPLGA Board

endorses the Executive Officer’s initiative in seeking funding through the LGA to assist

the provision of secretarial support for the EP Mining Task Force to operate over the

next 12-18 months.

CARRIED

337/14 Moved Mayor Green, seconded Mayor Collins that the EPLGA Board

encourages all member Councils to supply their individual 2014/15 training plans to

the Executive Officer as soon as possible in the 2014/15 financial year to enable more

regional training to be held wherever possible to reduce costs to Eyre Peninsula

Councils.

CARRIED

338/14 Moved Mayor Pollock, seconded Mayor Nield

1. That the EPLGA Board receives the draft Review of EP Councils’ status in Asset

and Long Term Financial Planning report from John Comrie.

2. That EPLGA Councils advise the Executive Officer of the EPLGA of how their

Council wishes to proceed in relation to suggestions and recommendations

included in the report. Further, these responses be with the Executive Officer by

14th

April 2014 for collation and reporting back to the EPLGA Board and

individual Councils on the outcomes of the response.

CARRIED

Report No: 3/0214 Executive Officer’s Work Plan Progress Report

339/14 Moved Chairman Clark, seconded Chairperson Scholz that the EPLGA Board

notes the Executive Officer’s Work Plan progress report.

CARRIED

Report No: 4/0214 General Update – non action items

340/14 Moved Mayor Suter, seconded Mayor Schaefer

1. that the EPLGA Board notes the Executive Officer’s General Update report.

2. that the EPLGA approves the Executive Officer taking 20 working days annual

leave as from 17 March 2014.

3. that the EPLGA Board notes the process for the 2014 Special Local Roads

Funding application processing.

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4. that the EPLGA Board notes the progress of the Regional Roads Prioritisation

project.

5. that the EPLGA Board endorses the following persons to be its bank signatories:

Julie Low

Tony Irvine

Sue Henriksen

Vera Christian

Aina Danis

and further, that pursuant to Clause 16.1 of the EPLGA Charter, Mr Greg

Nicholls of Gill Penfold Kelly Pty Ltd be appointed as auditor for the next three

years.

CARRIED

Report No: 5/0214 New EPLGA Charter confirmations

341/14 Moved Mayor Collins, seconded Mayor Nield that the EPLGA Board:

1. Notes the reconfirmation of individual member council appointments to the

EPLGA Board pursuant to clause 6.4 of the new charter.

2. Appoints the President (Mayor Low), Deputy President (Mayor Elleway) and

Mayor Schaeffer, plus CEO Rob Donaldson (subject to his approval) to the EPLGA

Board Executive Committee pursuant to clause 4.9 of the new charter.

3. Adopts the terms of reference for the EPLGA Board Executive Committee.

4. Endorse the Executive Officer’s action in seeking approval from the Minister for

the EPLGA not to have an audit committee.

CARRIED

Report No: 6/0214 Work Health & Safety

342/14 Moved Chairman Clark, seconded Mayor Elleway that the EPLGA Board adopts

the Work Health Safety and Injury Management System as tabled by the Executive

Officer.

CARRIED

3.3 Local Government Association of South Australia – Wendy Campana

(Attachment 1- LGA Regional Topical Report)

(Attachment 2 – Emergency Support Requests to Councils from the Emergency Services)

3.4 Office of State/Local Government Relations (Nil)

3.5 RDA Whyalla and Eyre Peninsula Inc. – Dion Dorward – verbal report

3.6 EP Natural Resources Management Board - Heather Baldock/Annie Lane – verbal

report

3.7 CFS Report – Robin Marlin - verbal report

3.8 SA Police - Paul Yeomans – verbal report

3.9 Other Regional or State Organisations Report – (Nil)

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4. FINANCIAL REPORTS

4.1 Financial Statements for period ending/as at 11th

February 2014.

343/14 Moved Mayor Pollock, seconded Mayor Nield that the Eyre Peninsula Local

Government Association Board receives the financial reports:

1. Budget vs. Actual

2. Profit & Loss Statement

3. Balance Sheet

as at 11th

February 2014.

CARRIED

5. DEPUTATIONS AND PRESENTATIONS

5.1 Deputations/Presentations (Nil)

5.2 Petitions (Nil)

6. GENERAL BUSINESS - Without notice

344/14 Moved Mayor Pollock, seconded Mayor Collins that the President of the Eyre

Peninsula Local Government Association be authorised to attend the LGA delegation to

Canberra on 3rd

and 4th

March, 2014 to support the LGA’s endeavours to alert the

Government and political parties on the importance of issues relating to South

Australian Councils. (Associated costs of up to $3,000 be provided by the EPLGA.)

CARRIED

345/14 Moved Chairperson Scholz, seconded Chairman Clark that Ned Luscombe

represent Eyre Peninsula at the SAROC workshop to be held in Adelaide on 12th

March,

2014.

CARRIED

7. CORRESPONDENCE

7.1 Correspondence for decision

01-0214 PIRSA – Attendance at EPLGA Board meetings, Mr Tim Deer

346/14 Moved Mayor Suter, seconded Mayor Collins that the Executive Officer

continues to forward an EPLGA Board Agenda to PIRSA’s Mr Tim Deer to advise him of

meeting dates, time and venue.

CARRIED

02-0214 Hon Gail Gago MLC – Premier Food and Wine Policy

347/14 Moved Mayor Pollock, seconded Mayor Green that the Food and Wine policy

for the state be noted.

CARRIED

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03-0214 Dept of Environment, Water and Natural Resources – Regional Manager –

Response to Board Business Plan consultation

348/14 Moved Mayor Collins, seconded Mayor Nield that the EPLGA Board notes the

Department of Environment, Water and Natural Resources response to the EPLGA

submission in regards to their Business Plan. Further, the EPLGA Board endorses the

organisation of a joint EPLGA/Natural Resources Eyre Peninsula workshop to further

‘unpack’ the Business Plan to assist in more successful joint Council/Natural Resources

EP funded projects.

CARRIED

04-0214 RAA and CWA – State of Highways for election lobbying

349/14 Moved Chairperson Scholz, seconded Mayor Nield that the EPLGA Board notes

the RAA and SA CWA Inc correspondence (to the District Council of Tumby Bay and

others) in relation to the state of Eyre Peninsula’s highways and that the EPLGA Board

notes that RAA supported the 10 km/h reduction in the state-wide speed limit. Further,

the Executive Officer notify both organisations of its submission to the ITLUS planning

consultation and assures them that such matters are high on the EPLGA Board agenda

in regards to election lobbying.

CARRIED

05-0214 District Council of Cleve – Two vehicle matters (NHVR – farm machinery

exemption and increased speed for overtaking)

350/14 Moved Mayor Nield, seconded Mayor Schaefer that the EPLGA Board endorses

the Executive Officers actions in seeking from the National Heavy Vehicle Regulator the

changes in the new legislation/regulations that affect the agricultural industry in

comparison to pre 10 February 2014.

CARRIED

351/14 Moved Mayor Collins, seconded Mayor Nield that the EPLGA Board directs the

Executive Officer to pursue the request to allow vehicles whilst in the act of overtaking

to exceed the posted speed limit by up to 20 kph on highways and arterial roads.

CARRIED

06-0214 Leon Bignell MP – Working Together

352/14 Moved Mayor Green, seconded Mayor Schaefer that the EPLGA Board notes

the correspondence from Leon Bignell MP in relation to the LGA’s ‘Working Together’

documents.

CARRIED

07-0214 Wallmans – Eyre Peninsula Regional Seminar

353/14 Moved Mayor Pollock, seconded Mayor Nield that the EPLGA takes up

Wallmans offer and suggest the seminar be held at Wudinna in August or September

2014 and further, Councils are to supply the Executive Officer of the EPLGA three

topics as soon as possible.

CARRIED

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7.2 Late Correspondence

L01-0214 District Council of Tumby Bay – Native Vegetation

354/14 Moved Mayor Collins, seconded Mayor Nield that the EPLGA Executive Officer

provide input into a LGA submission relating to the Native Vegetation Council’s

consultation on increasing the significant environmental benefits payments.

CARRIED

7.3 Correspondence for Information

355/14 Moved Mayor Schaefer, seconded Mayor Elleway that the correspondence

brought to attention for information purposes be noted.

CARRIED

8 MEETINGS ATTENDED BY EXECUTIVE OFFICER

356/14 Moved Mayor Pollock, seconded Mayor Nield that the meetings attended by

the Executive Officer for the period 9th

December 2013 to 18th

February 2014 be noted.

CARRIED

9 NEXT MEETING

357/14 Moved Mayor Pollock, seconded Chairman Clark that the next meeting of the

Eyre Peninsula Local Government Association Board will be held in Wudinna on Friday

27th

June 2014.

CARRIED

Future Meeting dates

Friday 27 June 2014 – Wudinna

Friday 5th September 2014 – Cleve

Friday 5th December 2014 – Wudinna

Sunday 22nd

February 2015 – Whyalla (conference)

Friday 26th

June 2015 – Wudinna

Friday 4th

September 2015 – Streaky Bay

Friday 4th

December 2015 - Wudinna

13

Conference Location rotation

2015 Whyalla 2016 Ceduna 2017 Lower EP

2018 Port Lincoln 2019 Kimba 2020 Wudinna

2021 Cowell 2022 Cleve 2023 Streaky Bay

2024 Elliston

Meeting closed at 4:30pm

__________________________________

President

___________________

Date

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2 BUSINESS ARISING FROM MINUTES

2.1 Motion # 338/14 Asset & Long Term Financial Planning Review

At the Chief Executive Officer Committee meeting on 13 June 2014 the CEO’s indicated that each Council would individually manage the recommendations and suggestion from the John Comrie Review rather than seek further regional assistance. However it was recommended that a further” in-house” regional review be undertaken at a future CEO’s Committee meeting in approximately 12 months time to measure progress made.

2.2 Motion #351/14 Overtaking Speed Increase

See Correspondence received from Julie Holmes, Executive Director, Road Safety, Registration and Licensing, DPTI.

2.3 Motion #353/14 Wallman’s Free Seminar

Only three Councils responded – DC Lower EP submitted a list or priorities, City of Port Lincoln agreed with these and the DC Kimba put forth some priorities. These were sent to Wallman’s with a suggested date for the seminar of August of September.

3 GENERAL REPORTS RECOMMENDATION: That the reports from the following be received: 3.1 President’s Report

3.2 Executive Officer’s Reports - Nos.

3.3 Local Government Association of SA

3.4 Office of State/Local Government Relations

3.5 RDA Whyalla and Eyre Peninsula Inc

3.6 EP Natural Resources Management Board

3.7 CFS Report

3.8 SAPOL

3.9 Other Reports

3.1 Presidents Report – verbal

3.2 Executive Officer's Reports

15

3.2.1-614 Management Plan 2013 -16 (Revised)

To: President & EPLGA Board Members

Date: 27 June 2014

Topic: Management Plan 2013 – 16 (as revised)

Report No: 1-614

__________________________________________________________________________________

PROPOSAL:

That the EPLGA Board considers and adopts the revised EPLGA Management Plan 2013 -16 including

the 2014/15 Budget (including the Council subscriptions) and Executive Officer’s Work Plan for

2014/15.

BACKGROUND:

To avoid some confusion between the Business Plan prepared by a Council, the EPLGA uses the term

“Management Plan.” This "Management Plan" is for 2013 to 2016 (ie adopted 28 June 2013) but is

reviewed annually and has an updated annual work plan & budget included for the current year

(2014/15). It also includes the strategic directions the EPLGA wishes to take for the period 2013 - 16.

Pursuant to the Local Government Act 1999 Schedule 2 Clause 24 :-

24—Business plans

(1) A regional subsidiary must, in consultation with the constituent councils, prepare and adopt a business plan.

(2) A subsidiary and the constituent councils must ensure that the first business plan of the subsidiary is prepared within six months after the subsidiary is established.

(3) A business plan of a subsidiary continues in force for the period specified in the plan or until the earlier adoption by the subsidiary of a new business plan.

(4) A subsidiary must, in consultation with the constituent councils, review its business plan on an annual basis.

(5) A subsidiary may, after consultation with the constituent councils, amend its business plan at any time.

(6) A business plan must set out or include—

(a) the performance targets that the subsidiary is to pursue; and

(b) a statement of the financial and other resources, and internal processes, that will be required to achieve the subsidiary's performance targets; and

(c) the performance measures that are to be used to monitor and assess performance against targets.

16

DETAIL:

The revised Management Plan 2013 -16 is included for discussion and debate. You will note a

detailed work plan for the delivery period. The Budget papers also include the 2013/ 14 budget

comparison as at 17 June 2014, the 2014/15 budget plus forward estimates for the period of the

Management Plan. There is also a consolidated projects budget included which is outside the core

day to day business budget of the EPLGA. The format of the Management Plan continues in a similar

vein as has been presented previously and in my opinion is a simple document which is easily

understood and a good reference base to ensure it is a working document.

The Executive Officer’s work plan has been previously discussed with the Council CEO's Committee

at a recent meeting of the committee

STRATEGIC REFERENCE:

Critical to achieving all strategic goals and strategies.

LEGISLATIVE REFERENCE:

Local Government Act 1999 Schedule 2 Clauses 24 & 25.

BUDGET REFERENCE:

N.A.

REVIEW PERIOD:

Annually

RECOMMENDATION(S):

That the EPLGA Board adopts the revised 2013 - 16 Management Plan (subject to any amendments

made) including the following:-

1. Executive Officer’s Work Plan 2014/15

2. 2014/15 EPLGA Budget estimates

3. 2014/15 individual Council subscriptions to the EPLGA (as adopted at Dec 2013 Board

Meeting)

Enclosures: EPLGA Management Plan 2013 – 16 – reviewed 27 June 2014.

17

EYRE PENINSULA LOCAL GOVERNMENT

ASSOCIATION

MANAGEMENT PLAN 2013 - 2016

Adopted 28 June 2013

Reviewed 27 June 2014

INTRODUCTION

As a regional subsidiary under the Local Government Act 1999, the Eyre Peninsula Local Government Association is required to have a Business Plan and Budget each financial year. Under Clause 24 of

Schedule 2, the Business Plan continues in force for the period specified in the plan or until a new Plan is adopted. It must be reviewed annually. This draft is a result of a review undertaken by the Executive Officer which is now presented for further debate & discussion by member Councils.

The Business Plan of a subsidiary may be seen as similar in role to a Council’s Strategic Plan. As such

it is good practice to review it on an annual basis. To avoid some confusion between the Business

Plan prepared by a Council, the EPLGA uses the term “Management Plan.” This "Management Plan"

is for 2013 to 2016 but will be reviewed annually and have an updated annual work plan & budget

included for the current year.

The value of EPLGA has historically been mostly limited to providing a united voice for Member

Councils keen to advocate on legislation and policy changes made by other spheres of government

and to lobby collectively on such issues. This primary role has largely been unchanged since the

organization began in 1938.

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In more recent years, the pressures on member Councils arising from the need for a much higher

standard of governance, risk management, planning and reporting, community engagement and the

broadening of core duties has meant that EPLGA also has a growing role in assisting in coordinating a

range of activities seeking efficiencies for Councils at the operational level. Added to this is the

agreement with the LGA of SA to undertake the "Outreach Services" pilot program which concludes

on 30 June 2015. A case study is being prepared as the "Outreach Services" pilot program is rolled

out. At the conclusion of the pilot program the case study will allow the LGA of SA to assess the

suitability of the model and methodology used for the rolling out of "Outreach Services" across the

other local government regions. This pilot program is funded by the LGA of SA and takes 40% of the

Executive Officers time.

This Management Plan has been slightly modified from previous year’s presentations to better

reflect the business the EPLGA now undertakes. It is time to review this document as presented to

ensure it reflects the strategic directions (Management Plan) the EPLGA wishes to take and the

directions/ projects/ tasks (Annual Work Plan & Budget) it wishes to take for the next twelve months

2013/14.

VISION

"To be a strong voice and forum for the delivery of community services across Eyre Peninsula”

MANAGEMENT PLAN

1. ACTIVELY ASSIST MEMBERS BY REPRESENTING THEIR COMBINED INTERESTS

1.1 Seek invitation to provide responses to legislative and policy changes that materially

impact our region

1.2 Seek the mandated preparation of regional impact statements prior to any state

legislated changes likely to affect our region

1.3 Prepare coordinated submissions to relevant inquiries and proposals on behalf of

members and where possible jointly with the RDAWEP and/or other relevant regional

organisations.

1.4 Take an active interest in regional waste management, water planning, marine parks,

mining, food security, climate change, local workforce planning and any activities that

could impose changes to our region.

1.5 Continue to advocate for roads funding opportunities.

1.6 Develop a coordinated approach to the Commodity Freight Routes across the region,

being mindful of divergent needs between Councils.

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2 BUILDING STRONG PARTNERSHIPS FOR THE PROMOTION OF OUR SECTOR AND

OUR REGION

2.1 Ensure we are represented at SAROC, State Executive Committee meetings and the

General Meetings of the LGA.

2.2 Ensure regular information flows to our member Councils via Meeting summaries &

minutes, website updates, media announcements and personal contacts.

2.3 Seek reports from regional partners at EPLGA Board Meetings and forums

2.4 Actively seek direct engagement with state government partners in order to allow

bottom up, and more streamlined, planning and engagement.

2.5 Seek opportunities to partner with industry and community groups to promote the

economic and social prosperity of Eyre Peninsula, including the development of an EP

Regional Statement in partnership with the RDAWEP.

2.6 Work with member Councils to facilitate economic expansion by coordinating the

approach to structure planning, ensuring consistency with the principles contained in

the Eyre and Western Plan and investigating one regional development plan.

2.7 Work with state departments and regional partners to better coordinate Infrastructure

Planning consistent with the principles in the Eyre and Western Plan.

2.8 Investigate ways to encourage the state government to streamline its regional

consultation processes to avoid multiple meetings that duplicate effort.

3 RAISE THE PROFILE OF THE ASSOCIATION BY GREATER MEDIA PRESENCE.

3.1 Issue a media release after each Board meeting and at any occasion where deemed

appropriate.

3.2 Consider the nomination of media representatives to present a coordinated and

endorsed approach to all media.

4 ASSIST MEMBER COUNCILS BY COORDINATING REGIONAL INVESTIGATIONS OF

OPERATIONAL ISSUES

4.1 Actively participate in meetings that promote Continuous Improvement activities in

Councils.

4.2 Continue to promote regionally delivered training opportunities to assist Councils to up

skill workforce.

4.3 Facilitate Shared Services investigations and discussions at either the regional or sub

regional level, where appropriate.

20

4.4 Liaise with the LGA program managers to assist in linking funding opportunities to

Council activities.

4.6 Continue to coordinate a regional or sub regional approach to road upgrades required

for resource sector expansion and link this to relevant strategies.

4.7 Prepare the Eyre Peninsula Road Strategy & continue to have the Special Local Roads

Program applications individually assessed prior to submitting.

4.8 Prepare regional submissions to fund combined approaches to governance activities

required of Councils, where agreed by Members.

5 DEVELOP WAYS TO DIRECTLY ENGAGE WITH BOTH STATE AND FEDERAL

GOVERNMENTS TO ASSIST IN REGIONAL PROMOTION

5.1 Include funding in the Annual Business Plan to allow deputation to both State and

Federal Parliaments on key issues that arise.

5.2 Liaise with other regional LGA’s and RDAs where combined lobbying best represents our

interests.

5.3 Seek opportunities to strengthen working relationships with the senior levels of state

government.

6 PARTICIPATE IN THE “OUTREACH SERVICES" PILOT PROGRAM IN

PARTNERSHIP WITH THE LGA OF SA.

6.1 Continue the reparation of a case study of the pilot program for future reference.

MEASURING PERFORMANCE

While the measurement of performance is a key component of planning, the nature of the workload

for the Executive Officer has typically made KPI setting and measuring difficult. Much of the day-to-

day operational activity remains reactive and in response to legislated and policy changes that

routinely emerge. However, I believe the following measurement may be an indication of

performance for each year. A comment on the past years performance against the target score is

included. It is recommended that the same targets are kept for the 2014/15 year.

KPI MEASURED BY TARGET SCORE Member General Satisfaction

Number of formal complaints Target:- Zero complaints from members 2013/14 Results:- Zero complaints

Member attendance at meetings , workshops, training

Number of members who are represented

Target:- All relevant members, usually 11 2013/14 Results:- All attended and if not apologies were received.

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Competitive funding secured for projects

Dollars secured Target:- Equal to M’ship $145k 2013/14 Results:- $146.5k

Achieved annual work plan Target: - All items either achieved or timeframes for completion, and process, in place. 2013/14 Results: - Majority completed, those not subject to external funding or a change of priority by Board.

EPLGA is represented at LGA regions meetings (SAROC)

Number of meetings attended Target:- 100% 2013/14 Results:- President, Vice Presidents or Executive Officer present at all LGA SAROC meetings

Co-ordinate regional training activities on EP

Number of days training per year

Target:- At least 6 training days held in region. 2013/14 Results: - At least 10 regional days were held

Annual review of Executive Officer

Satisfactory report from panel Target:- Executive Officer attains satisfactory rating for performance at his annual review. 2013/14 Results:- Personal evaluation undertaken by EPLGA Executive and satisfactory outcomes to both parties achieved.

Greater media activity Number of interviews and media releases

Target:-At least one interview per month. Media releases at least every 2 months. 2013/14 Results: Target met but is dependent on media interest in topics or issues

WORKPLAN

A number of project items are scheduled for the 2014/15 financial year and the following schedule

details them. Some are related to operational governance requirements, periodic reviews of regional

strategic documents, current projects the EPLGA is pursuing and the "Outreach Services" pilot

program.

Functional Action Commence Completion Participants Priority Comments

Area Date Date

Council Visits Twice per year High

22

Work Plan Revise Regional Work Plan & sign off by LGA, EPLGA Board CEO's & EPLGA Board

1/07/2014 30/06/2015 EO, CEO's, EPLGA & LGA CEO

High

Committees & Working Groups

Establish Internal Control user group

1/08/2014 Ongoing EO & CEO's High

Maintain Roads Working group for Regional Plan.

1/07/2014 30/06/2015 EO Medium

Establish other Working Groups as needed.

Sept EPLGA Board Meeting

Ongoing EO & CEO's Low

Board Meetings Agendas, Minutes etc. 4 times pa

Mar, June, Sept & Dec

Ongoing EO & President High

Regional Planning

Regional Roads priorities & review ranking & prioritisation criteria for SLR Program annually & have a regional plan for all roads in hierarchy order.

1/07/2014 Annually EPLGA Board, Roads Working Group, Consultant

High Meeting of Roads Working Group 14 Oct 2013. Council data going into SMEC. 2014/15 SLRP application submitted (May 2014).

Regional Infrastructure Plan - review regional priorities - review other plans with RDAWEP

1/07/2014 30/06/2015 EO/ RDA/EPLGA Board

Medium Joint submissions & input into RDAWEP Planning.

Continued involvement with Regional Climate Change Adaptation Plan development with EPNRM

1/07/2014 30/06/2015 EO/EPICCA/EPLGA Board

Medium Attending workshops in development of plan. Plan now released.

Regional Development Plans & CDAPs - establishment/ investigation of sub- regional plans in place of individual Council plans & CDAPs

1/07/2014 30/06/2015 EO, CEO's Committee, Consultant , EPLGA Board

Low On hold due to boundary adjustment submission in Lower EP.

Asset Management Plans

Regional Audit & Action plan for compliance - follow up

1/01/2015 30/06/2015 EO, CEO's, Governance & Finance & Technical Services Working Groups & Consultant

Low J Comrie report delivered. CEO Mtg discussion on future actions. Internal audit required by CEO group on progress.

23

Emergency Planning

Individual Council plans - develop/ review

1/10/2014 30/06/2015 Individual Council, EO & Consultant

High Tenders called

Assist in Zone Emergency Planning

1/07/2014 30/06/2015 EO, EPLGA Board & State Agencies

Low ZEMC up and going again. Regional Risk Assessments & Treatments being undertaken.

Economic Development

Regional Skills Initiative -EO advisory role to RDAWEP

1/07/2014 30/06/2015 EO & CEO RDAWEP

Low Extension of Agrifoods project

Tourism - seek review into regional delivery of tourism assistance & development. Include Tourism Funding as part of EPLGA subs from each Council.

1/07/2014 30/06/2015 RDA & EPLGA Board

High RDAWEP to lead discussion with Councils. Addressing Industry matching LG Funding & reporting against KPI's.

Environment Coastal RV & Caravan Camping & management strategy

1/07/2014 30/06/2015 EO, CEO's Committee, RDAWEP (Tourism) & EPNRM

High

Conferences & Forums

Planning assistance to EPLGA Conference

1/08/2013 1/02/2014 EO & City of Whyalla

Low

EPLGA Board Executive

Meetings as required. Meet regularly with President

Monthly Ongoing EO, President & Vice Presidents

Medium

Finance Long Term Financial Planning - Regional Audit & Action plan for compliance - follow up

1/01/2015 30/06/2015 EO, CEO's & Consultant

Low J Comrie report delivered. CEO Mtg discussion on future actions. Internal audit required by CEO group on progress.

Governance Exec Officer to develop regional submissions where possible to assist Councils - majority position taken.

Ongoing EO, CEO Group & EPLGA Board

Low Undertaken on a needs basis. E.g. Emergency Management Legislative review. RDAWEP & EPLGA undertake joint submissions as needed.

Review EPLGA Board Policies & Procedures

1/07/2014 Ongoing EO, EPLGA Board Medium

24

Human Resource Management

Consolidate all Councils training plans to identify opportunities to attract cost effective training to the region. e.g. LGA programming, Legal Firms free training offers, cooperative arrangements including inviting other organisations to relevant training to ensure training occurs

1/07/2014 Ongoing EO, CEO Group & EPLGA Board

High Difficulty encountered not all Councils have training plans. EO coordinating training with LGA - seen increase in numbers attending e.g. Code of Conduct, ICAC etc. Held regionally. Working well. More regional training occurring. LGA training & EPLGA planning a Regional Training program based on Council's needs.

Develop a Regional Training Program with LGA

1/07/2014 Ongoing EO, LGA High

Lobbying/ Advocacy

Australian, State Governments as needed.

Ongoing President & EO High

Management Plan

Revise Management Plan 2013 - 2016 - annually

1/07/2014 Ongoing EO, CEO Group, EPLGA Board

High

EPLGA Meeting Outcomes

After each meeting distribute a wrap on the meeting outcomes - to Councils & media

1/07/2014 Ongoing EO High Send out Meeting Wraps after each meeting - to replace newsletters. More suitable & effective. ONGOING

Office Accommodation

Undertake a future needs assessment

1/03/2015 30/06/2015 EO & EPLGA Board

Low RDAWEP Signed extension to lease for 12 months only

Outreach Services

Report to LGA on pilot & case study progress

Quarterly 30/06/2015 EO, LGA CEO & EPLGA Board

High Ongoing

Meet with LGA on future of Outreach Services - extension?

1/01/2015 30/06/2015 EO, CEO of LGA, President EPLGA

High

Procurement Regional procurement model implementation

1/07/2014 30/06/2015 EO, CEO's Committee

LG Procurement developed model for region.

25

Regional Statement

Prepare a regional profile & statement including demographics, economic value to the economy of State with view to leveraging more funding, better service delivery outcomes & getting State Agencies to deal cooperatively with Councils of the region on a more collaborative basis.

1/07/2014 31/08/2014 EO, RDAWEP Low RDAWEP have major component completed.

Risk Management

In partnership with MLS - develop improved risk management policies, plans & practices.

1/07/2014 Ongoing EO, CEO Group, RRC's

Low Working with RRC's. Sharing information - risk frameworks & policies

Shared Services/ Regional Alliances

Encourage Councils to investigate opportunities

Ongoing EO & Individual Councils

High

Collaborate with other Regional EO's on a monthly basis through SAROC

1/07/2014 Ongoing EO, EPLGA Board & Central Region

High Regions Matter - Regional Exec Officers meet bi-monthly prior to SAROC meetings.

Sport & Recreation

Review regional strategy

1/07/2014 30/06/2016 EO, CEO Group, EPLGA Board & Consultant

Low

Waste Management

Review regional strategy

1/07/2014 30/06/2015 EO, CEO Group, EPLGA Board & Consultant

Medium LGA - Frank Brenan - undertaking an investigation on progress made in waste management for future strategy.

Mining Establish a Mining Taskforce & have it resourced.

1/07/2014 Ongoing EO & CEO Group High

ANNUAL BUDGET 2013- 2014 AND FORWARD ESTIMATES

BUDGET COMPARISONS

2013/14 2013/14 2014/15 2015/16

as 17 June 2014 Budget Actuals

YTD Estimate Estimate

Income

Estimated Surplus/Deficit c/f

72633 0 0

26

Grants LGA of SA Regional Capacity 37225 37225 38000 38250

Outreach Service 70000 70000 70000 0

LGA of SA Project Funding Assets Management Plans & LTFP 12500 12500 0 0

Shared Services - Lower EP 14000 14000 0 0

One Regional Development Plan 0 0 30000 0

Mining Taskforce 0 0 10000

CWMS Users Group 30000 0 15000 15000

Human Resource Shared Service 0 0 67500 63800

Joint Project Income - EP Councils Shared Services - Lower EP 15000 15000 0 0

Procurement Road Map 35000 35000 0 0

Cert IV Group 9776 9776 0 0

CWMS Users Group 0 0 15000 15000

Grants - Other Emergency Management Plans 0 0 73334 0

Interest Received

10000 9768 9000 7500

Membership Subs

145600 145600 151424 157481

Other income 0 0 0 0

Reimbursements 0 1484 0 0

451734 350353 479258 297031

2013/14 2013/14 2014/15 2015/16

Budget Actuals

YTD Estimate Estimate

Expense

Exec Officer Employment Costs

Salary (including $15k for own Vehicle) 118132 113636 118132 82692

Work cover

2599 153 2599 1819

Employer Super

11813 11364 11813 8269

Admin & Office Expenses

Admin General

4100 705 4150 4200

Audit

2200 1530 2400 2800 Bank Charges

800 468 825 850

Insurance

5545 0 5878 6172 IT

2000 707 5000 1500

Meeting Expenses - Board

6500 2860 7000 7500 Office Rental & Other costs- RDA

8755 8500 9105 9469

Reimbursable Expenses

0 644 0 0 President's Allowance

1750 1750 2000 2250

Projects - LGA Funded

26500 26547 55000 15000 Projects - Council Funds

59776 12600 50000 15000

Projects - EPLGA Regional Capacity

215000 72437 230500 143000 Projects - EPLGA Board Funded

8000 8000 0 0

Projects - Other

0 0 73334 0 Projects - not allocated

0 0 0 0

Secretarial Services - RDA

17000 17000 17680 18741

27

Telephone

850 730 950 1000 Training& Professional Development

1000 0 500 500

Travel other than Private Vehicle 8500 9604 10000 10700

500820 289235 474322 238682

Total Expenses

500820 289235 474322 238682

Total Income 451734 350353 479258 297031

-49087 61118 4936 58349

Equity:

Opening Balance 3895 3895 3895 Retained Earnings 246217 249347 249347 314360 319296

Net Income 3130 -49087 61118 4936 58349

Total Equity 253242 204155 314360 319296 377645

Project Funding (Regional Capacity etc.) 2013/14 2013/14 2014/15 2015/16

Income Budget Actuals

YTD Estimate Estimate

Carried Forward 14963 14963 18880 -141120 LGA of SA - Project funds* 56500 26500 122500 78800 EPLGA Project Funds ** 59776 59776 15000 15000 LG Research & Development (Regional Capacity) *** 37225 37225 38000 39000

Grants - Other 0 0 73334 0

168464 138464 267714 -8320 Expenses LGA of SA - Project funds* Assets Management Plans & LTFP 12500 12500 0 0 Shared Services - Lower EP 14000 14000 0 0 One Regional Development Plan 0 0 30000 0 Mining Taskforce 0 0 10000 CWMS Users Group 0 47 15000 15000 EPLGA - Joint Project Funds ** Shared Services - Lower EP 15000 12000 0 0 (Individual Councils Funding) Procurement Road Map 35000 0 35000 0 Cert IV Group 9776 600 0 0 CWMS Users Group 0 0 15000 15000 EPLGA Board Funded projects Assets Management Plans & LTFP 12500 11454 0 0 (Regional Capacity Building) Mining Taskforce 10000 0 50000 50000 Lobbying 5000 0 5000 5000 Emergency Management Planning 10000 110 15000 0 Special Local Roads Prioritisation 10000 7300 10000 10000 Regional Roads Strategy/ Hierarchy 47500 9886 38000 10000 EPLGA Committees & Groups Mtgs 5000 0 7500 8000 One Regional Development Plan 20000 0 10000 0 Charter Review 5000 7901 0 0 Regional Waste Strategy Review 20000 0 50000 0

28

Regional Sport & Rec Strategy Review 0 0 0 50000 RDAWEP Organisational Review 15000 15000 0 0 Regional Statement Development 20000 20000 10000 10000 Procurement Road Map 35000 786 35000 EPLGA Board Funded projects Birdseye Memorial 8000 8000 0 0

(NOT Capacity Building) 0 0 0 0

Projects - Others Emergency Management Planning 0 0 73334 0

Unallocated Project Funding Board decision 0 0 0 0

309276 119584 408834 173000 Balance to c/f -140812 18880 -141120 -181320 Project Funding Summary 2013/14 2013/14 2014/15 2015/16

Budget Actuals

YTD Estimate Estimate

Summary of Expenses per Funding Income Line

LGA of SA - Project funds* 26500 26547 55000 15000 EPLGA - Joint Project Funds ** 59776 12600 50000 15000 (Individual Councils Funding) EPLGA Board Funded projects 215000 72437 230500 143000 (Regional Capacity Building)

EPLGA Board Funded projects ( NOT Cap Build) 8000 8000 0 0

Projects - Others 0 0 73334 0

Unallocated Project Funds 0 0 0 0

309276 119584 408834 173000

INDIVIDUAL COINCIL CONTRIBUTIONS

Council Name 2013 - 14 2014 - 15 2015 - 16

DC Ceduna $ 14,144 9.7% $ 14,710 9.7% $ 15,298 9.7%

DC Cleve $ 10,589 7.3% $ 11,013 7.3% $ 11,453 7.3%

DC Elliston $ 8,972 6.2% $ 9,331 6.2% $ 9,704 6.2%

DC Franklin Harbour $ 9,280 6.4% $ 9,651 6.4% $ 10,037 6.4%

DC Kimba $ 8,939 6.1% $ 9,296 6.1% $ 9,668 6.1%

DC Lower EP $ 15,897 10.9% $ 16,533 10.9% $ 17,195 10.9%

DC Streaky Bay $ 10,863 7.5% $ 11,297 7.5% $ 11,749 7.5%

DC Tumby Bay $ 11,960 8.2% $ 12,438 8.2% $ 12,936 8.2%

Wudinna DC $ 9,360 6.4% $ 9,734 6.4% $ 10,124 6.4%

City of Pt Lincoln $ 19,180 13.2% $ 19,947 13.2% $ 20,745 13.2%

City of Whyalla $ 26,416 18.1% $ 27,473 18.1% $ 28,572 18.1%

$ 145,600

$ 151,424

$ 157,481

29

3.2.2-614 Meeting Actions Report

To: President & EPLGA Board Members

Date: 27th June 2014

Topic: Meeting Actions Report

Report No: 2-0614

__________________________________________________________________________________

PROPOSAL:

That the EPLGA Board notes the Meeting Actions Report.

BACKGROUND:

As good governance practice a meeting action report will be maintained and presented at each

EPLGA Board Meeting to allow the status tracking of all action based resolutions made by the EPLGA

Board. Once completed the resolution/ task will be deleted from the report but will be maintained in

the file for any future reference.

DETAIL:

The report is relatively self explanatory.

STRATEGIC REFERENCE:

N.A.

LEGISLATIVE REFERENCE:

N.A.

BUDGET REFERENCE:

N.A.

REVIEW PERIOD:

Each EPLGA Board Meeting on a quarterly basis.

RECOMENDATION(S):

That the EPLGA Board notes the Meeting Actions Report.

Enclosures:

Meeting Action Report

30

Meeting Date

Motion No.

Task Responsibility Comment EPLGA Status

6th Sept 2013

299/13 EP Regional Roads Database & Action Plan

Roads Working Group

Met at Wudinna on 14 Oct 2013. SMEC sent out work to be completed by Councils.

Further work to be undertaken & report prepared.

6th Sept 2013

301/13 RDAWEP Organisational review RDAWEP - CEO & EPLGA - EO

With RDA Board & CEO RDAWEP for further action.

In progress - Expecting RDA report to EPLGA

6th Dec 2013 312/13 Outreach Services - Procurement Road Map Project

EO Business Plan & Risk Analysis to be completed & Councils signed up. 50% Subsidy by EPLGA

In Progress

23-Feb-14 336/14 LGA Funding request for Mining Taskforce

EO $10k Approved R &D Fund seeking LGA Board approval

Request sent in Feb 2013 - awaiting outcome

23-Feb-14 336/14 DIMTRE seek funding for Mining Taskforce

EO Correspondence sent Feb 2014 seeking $10k - still no response

Request sent in Feb 2013 - awaiting outcome

23-Feb-14 337/14 Seek Council Training Plans for 14/15 to co-ordinate regional training

EO Email sent 3/3/14 to Councils - responses by Aug 2014

LGA Staff & EO preparing a Regional Training Program

23-Feb-14 338/14 Review of EP Councils status in Asset & LTF Planning

EO Councils to respond by 14 April for collaborative approach. 13/6/14 Council CEO's resolved that individual Councils will manage the recommendations individually. Further in-house review required in approx. 12 months by CEO Committee.

COMPLETE

23-Feb-14 341/14 EPLGA Executive Committee - seeking Rob Donaldson's acceptance of position on committee

EO Emailed Rob Donaldson on 3/3/14

COMPLETE

23-Feb-14 341/14 Ministerial exemption from EPLGA having an Audit Committee

EO Correspondence sent in Jan 2014 awaiting response

Exempted - COMPLETE

23-Feb-14 344/14 LGA Canberra Delegation - President to join delegation & arrangements to be made by EO

EO President attended the delegation

COMPLETE

23-Feb-14 345/14 SAROC Workshop - Future Council Report

EO Arrangements made for Cr. Ned Luscomb DC Wudinna to attend with EO

COMPLETE

31

23-Feb-14 348/14 DEWNR - Business Plan Workshop with Councils

EO Joint LG/ EPNRM Workshop planned for 25/3/14 Wudinna

COMPLETE

23-Feb-14 349/14 RAA & CWA - State of Highways on EP

EO Response sent 3/3/14 COMPLETE

23-Feb-14 350/14 NHV Regulator - seeking explanation of differences between old & new legislation in regards to Agriculture Industry

EO Emailed NHV Regulator 11 Feb 2014. LGA undertaking a session at CEO GROUP MEETING 13 June 2014

No response received

23-Feb-14 351/14 Overtaking Speed - seeking 20kph above posted limit on Highways & Arterial roads

EO Correspondence to Minister Road Safety on 3/3/14

Response received 20/4/14

23-Feb-14 353/14 Wallmans - Free Aug - Sept seminar - seeking Council priorities

EO Emailed Councils on 3/3/14 seeking priorities

COMPLETED

3.2.3-614 Outreach Services Update

To: President & EPLGA Board Members

Date: 27th June 2014

Topic: Outreach Services Update

Report No: 3-0614

__________________________________________________________________________________

PROPOSAL:

That the EPLGA notes the Outreach Services update report.

BACKGROUND:

The Local Government Association of SA allocated $70,000 pa over the next two years to allow a 0.4

FTE commitment from the Executive Officer to undertake the “Outreach Services” pilot. This funding

also allows for a sharing of the other costs associated with the pilot outside of wages and on costs.

The funding will be paid in two installments pa over the two years of the agreement. This will occur

after the Executive Officer has met with the CEO of the LGA or a nominee to report on the progress

of the pilot.

The Executive Officer is under the direction of the EPLGA Board but is to collaborate & consult with

the LGA on the progress of the pilot study on a regular basis.

A work plan was established and approved by the EPLGA Board at the June 2013 meeting. The LGA

also signed off on this work plan which included Outreach Services tasks. Andrew Haste from the

32

LGA has been delegated the task of working with the Executive Officer on the Outreach Services Pilot

Study and work plan.

DETAIL:

Asset Management and Long term Financial Planning

John Comrie was engaged to undertake the regional review and report back to the EPLGA Board

with recommendations. The CEO’s Committee have resolved that each individual Council will

manage the recommendations and suggestions from the review as they apply to them. However the

CEO’s Committee also resolved that an in-house review be undertaken in approximately 12 months

time to measure the progress.

Mining Taskforce

Background:

The LGA and the EPLGA hosted a Mining Roundtable on Friday 8 November 2013, which provided an opportunity for delegates to discuss current issues and recommendations provided in the report "Impact of Mining and Resource Development: A Case Study for Eyre Peninsula Councils". From the round table it was decided that: 1. the State Government together with the Local Government Association of SA (LGA) should consider establishing an “Eyre Peninsula Mining and Community Development Taskforce” to: · provide a single and strengthened forum for information sharing as to the development of mine sites, infrastructure demand and community impacts; · to assist councils in preparatory planning for housing and support services; and · to provide a focus to all State agencies activity (e.g., education, health, police) as a result of mining proceeding and thereby provide support to the Eyre Peninsula Local Government Association (EPLGA) and Regional Development Australia (RDA) as they address local issues. 2. the “Eyre Peninsula Mining and Community Development Taskforce” would thereby play a similar role as the Olympic Dam Taskforce, enabling a single body to take a regional perspective in developing industry, on environmental matters and regional infrastructure and emerging issues that require joint local council/State government decision (i.e., “user pays” principle for road access; maintenance of local roads, etc). Such a body could also draw in planning assistance from State agencies where land use planning, re-zoning is necessary at a council level; and 3. representation is a matter for the State government but could include membership of the LGA (1), membership from the EPLGA (3), membership of the Whyalla and Eyre RDA (1) consideration be given to a representative from the South Australian Chamber of Mines and Energy (SACOME) (1). The Round Table delegates agreed to the above recommendations. The EPLGA Board directed that further work was required to address the membership requirements, objectives of the Taskforce and its Terms of Reference. It further supported the Executive Officer at its February 2014 Board meeting to pursue external funding to assist in establishing secretariat support for the taskforce. (Refer Motion # 336/14)

33

The LGA prepared a strategy paper to outline the next steps needed to continue to progress the recommendations, including timeframes and proposed objectives. As a result of the above directions & EPLGA Board support for a Mining Taskforce, the Executive

Officer met with Shane Sody, LGA of SA to seek funding for such to occur. The RDAWEP has offered

in-kind support by way of office accommodation and office expenses to support such secretariat

office. DMITRE was also approached for funding assistance.

In the mean time the Executive Officer with varied and wide assistance from many people has

developed a terms of reference and associated documentation for the establishment of the Mining

Taskforce. See the following:-

34

EYRE PENINSULA MINING, OIL & GAS

&

COMMUNITY DEVELOPMENT

TASKFORCE

Terms of Reference

Background:

The Local Government Association together with the Eyre Peninsula Local Government Association,

held the Mining Round Table Forum in November 2013 to discuss the proposed recommendations

from the South Australian Centre for Economic Studies (SACES) titled:

"Impact of Mining and Resource Development: A Case Study for Eyre Peninsula Councils"

The Round Table focused on the following recommendations from the SACES Report:

The importance of the social aspirations of communities which is directly linked to the

economic development of regions.

The role of the three tiers of investment including 1) private sector capital investment ( e.g.

infrastructure investment – ports, rail, power etc.), 2) three spheres of government

investment to improve public services and community facilities and 3) government

investment to respond to structural shifts in the economy, principally by facilitating

investment in human capital, upgrading education, training and skills formation . People will

invest in themselves if the support systems are there for them.

The importance or issues such as population growth and responding to what this brings e.g.

accommodation and the attraction of skilled workers and their families.

That individual Councils and mining companies share a common goal.

Regions that have prospered over the years have focused on raising the skill level of the

people at the bottom of the skills ladder rather than the top.

If community engagement is not undertaken appropriately there are risks that the

opportunities of mining activity will be viewed negatively by local and regional communities.

35

In essence:

Individual councils and mining companies share a common strategic goal and how to exploit this

common goal is a job for the task force.

They both want to:-

obtain and attract skilled workforce

attract families to the region.

minimise cost

maximise productivity

a high quality of life

low cost housing

social amenities that accompany the quality of life

strategically plan for the future to capture and obtain these benefits for the future of the

region.

Economic development advisors in regions highlight the importance of strategic leadership coming

from local and regional levels. Success is achieved with a bottom up approach.

Objectives:

The taskforce’s main objectives are to:

Provide a single and strengthened strategic forum for information sharing as to the

development of mine sites, infrastructure and community impacts;

Assist Local Government in preparatory strategic planning for housing and support services;

Provide a focus to all State agencies activity (e.g., education, healthy, police) as a result of

mining proceeding and thereby provide support to the Eyre Peninsula Local Government

Association (EPLGA) and Regional Development Australia Whyalla & Eyre Peninsula

(RDAWEP) as they address local strategic issues.

Ensure strategic actions are being undertaken to address the recommendations and issues

raised at the taskforce table.

Propose strategic ways to build on stakeholder & community engagement with a view to

meeting regional long term needs

Determine clear strategic roles and responsibilities of stakeholders in relation to a developing

regional mining industry

Develop strategic recommendations where required – to be considered by the mining

industry, RDAWEP, EPLGA, State & Local Government to encourage sustainable regional

economical growth.

Assist in the regional coordination of State & Local Government and agencies to avoid

duplication and unnecessary “red tape” to optimise a quality return for the region.

Membership:

The Taskforce membership is at the pleasure of the EPLGA and will comprise representatives from

CHAIR – high level independent

36

STATE GOVERNMENT – Deputy Premier / Treasurer or nominee, Minister for Regional

Development or nominee, Member for Giles, Member for Flinders, Senior Officers Dept.

State Development (non-voting) & Dept. Planning, Transport & Infrastructure (non-voting)

SACOME – Chief Executive Officer

LGA of SA – CEO or nominee

EPLGA – President and Executive Officer (non – voting)

LOCAL COUNCILS – A Mayor and CEO from a Council directly affected by mining or

exploration

RDAWEP – Chairperson and Chief Executive Officer (Non-voting)

Coordinator (non-voting)

Other members as required for specific purposes (non-voting)

Removal of a Member from Office This Taskforce may terminate a person’s membership for misconduct by a vote of two-thirds of those present at a Taskforce meeting called in accordance with these Terms of Reference and for which due notice of the motion to terminate the person’s membership has been given. Where a member or their nominee does not attend three consecutive meetings of the Taskforce

without adequate cause, that person’s membership may be terminated. A person who has had their

membership terminated may apply to the Taskforce to have their membership reinstated.

Chair [and Deputy Chair]

The Chair shall serve for the duration of their appointment to the Taskforce and will be appointed by the EPLGA in consultation with other Taskforce members. Deputy Chair will be the President of the Eyre Peninsula Local Government Association. Taskforce Coordinator

The Eyre Peninsula Local Government Association will be responsible for the appointment of the Taskforce Coordinator. The Coordinator position will be a contract position with a defined role. (See separate role statement) Executive Committee The Taskforce shall have an Executive Committee, empowered to act executively between meetings where urgent business requires such action. Executive Committee actions will be reported back to the Taskforce at the next scheduled meeting. The Executive Committee shall comprise:

Chairperson

Deputy Chairperson

A State Government representative from the membership of the Taskforce

EPLGA Executive Officer

Taskforce Coordinator

37

Casual Vacancies on Taskforce A casual vacancy shall be filled as soon as possible by the member organization. The member organization nomination must be made in writing to the Taskforce and resolved or otherwise at the next Taskforce Meeting after the written nomination is received by the Coordinator. Conflict of Interest

Taskforce members are required to bring to the attention of the Chair any conflict of interest or potential conflict they may have with any item on the Taskforce’s agenda. If a Taskforce member is deemed to have a real or perceived conflict of interest in a matter that is being considered at a meeting, he/she will be excused from discussions and deliberations on the issue where a conflict of interest exists OR must not be present for consideration of that matter. Resourcing Arrangements:

Operationally: - The Taskforce will be supported by the EPLGA with a dedicated Secretary/

Coordinator to manage the taskforce.

Financially: - All members represented on the Taskforce shall collectively provide adequate funding

for the Taskforce’s operations. At the first meeting of the taskforce a 12 month budget shall be

developed. The member organization shall be responsible for funding the attendance of the task

force member to meetings.

Reporting Arrangements

All members on the Taskforce are expected to consider reports & minutes from the Taskforce.

The LGA is to maintain the operations & outcomes of the Taskforce as an agenda item at the

Premier’s Forum.

At the first meeting or as subsequently resolved the Taskforce shall decide on any other reporting

requirements that may be needed. E.g. to State Government Cabinet, State Government Economic

Development Board etc.

Meeting arrangements:

Location: - Port Lincoln or as decided by the Taskforce

Frequency: - As determined by the Chairperson & Taskforce Coordinator in consultation with the

Taskforce members

Time & Duration: - As determined by the Chairperson & taskforce Coordinator

Agenda: - Notice & Agenda to be distributed by the Coordinator at least 5 working days prior to the

meeting. The Taskforce will also consider papers out of session.

38

Minutes & Action List: - Distribution by Coordinator within 5 working days after the meeting. The

Taskforce must ensure that accurate written minutes of its proceedings are kept and are presented

for verification at the subsequent meeting of the Taskforce.

Telecommunications meetings: - For the purpose of efficiency & effectiveness the contemporary linking together by telephone, audio-visual or other instantaneous means of a number of the Taskforce members is deemed to constitute a meeting of the Taskforce. Quorum: - Is half plus one Voting: - All members will have a deliberative vote. In the event of equality of votes, the chairperson

will have a casting vote. From time to time others will be invited to attend the meetings dependent

on agenda items – these people will be non-voting.

Confidentiality: - All members must keep confidential all documents and any information provided to

them in confidence for their consideration prior to a meeting and until confidentiality is lifted by

Taskforce resolution.( LGA to check legality)

Work Plan: The first meeting of the Taskforce will settle a work plan for the first 12 months and will

do likewise for every 12 months thereafter the Taskforce is in operation.

Observers and Visitors Observers and visitors must have received the prior permission of the Chair to attend meetings. Observers and visitors must leave the meeting if any matters are to be considered in camera.

Propriety of Members of the Taskforce

Taskforce is committed to the ethical conduct in all areas of its responsibilities and authority, and all Taskforce members shall:-

i) act honestly and in good faith at all times

ii) carry out their duties in a lawful manner

iii) avoid conflicts of interest in as far as is possible

iv) be diligent

v) observe the confidentiality of non public information acquired by them in their

role as a Taskforce member and not disclose to any other person such

information except in the proper performance of the duties of the

Taskforce

vi) not divulge to any other person who is not a Taskforce member, confidential

discussions of the Taskforce, including opinions expressed by individuals in

the course of Taskforce meetings

vii) not make unauthorised comments about any activities of the Taskforce

viii) act in recognition of the legal and moral duties of the role

ix) work in a positive and constructive manner

x) be loyal and supportive

xi) not harm the public image or denigrate the Taskforce

xii) meet regularly to monitor the performance of the taskforce

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Access to Resources Members will be provided with access to any resources reasonably required to fulfil their duties as a Taskforce member. Media and Public Communications All media and public communications from the Taskforce or Taskforce representatives will be

coordinated with the Chair.

Sub - Committees

This Taskforce may establish such sub-committees of a standing or ad hoc nature as it deems appropriate. The Terms of Reference of each sub-committee shall be approved by the Taskforce. The Taskforce shall receive reports as required from such sub-committees and have responsibility to monitor and evaluate activities in respect of each sub-committee’s functional responsibilities. It is envisaged such sub-committees will be formed to focus on individual mining projects rather than taking a holistic strategic functionality like the Taskforce or for regional issues affecting mining, oil & gas projects e.g. regional water issues, regional planning, regional infrastructure etc.

40

EYRE PENINSULA MINING, OIL & GAS

&

COMMUNITY DEVELOPMENT

TASKFORCE

TASKFORCE COORDINATOR

ROLE STATEMENT

Role Purpose

The Coordinator is responsible for ensuring the smooth operation of the Taskforce functions, as well

as providing administrative support to the Executive Committee. The Coordinator is a non voting

member of the Taskforce and Executive Committee.

Organizational Support

Present a professional, welcoming first contact for the Taskforce – by phone, in person, and

email.

Responsible for Taskforce functions and general meeting support: including agenda

preparation & distribution, meeting arrangements & catering, follow up calls/ actions,

minute distribution & management of actions from such etc.

Responsible for incoming and outgoing correspondence

Assist with Taskforce internal communications

Provide support for the Executive Committee as requested

Track expenditure against budget

Undertake research as directed

Monitor media in relation to Taskforce activities and prepare media releases.

Assist in the establishment of sub-committees as required – including preparation of their

terms of reference

Support the sub-committees with administrative requirements (e.g. meeting preparation &

reporting)

Evaluation of Taskforce’s effectiveness

Provide strategic advice

Assist with preparation of strategic documents

Prepare updates, briefing notes, memos, written updates on the Taskforce’s activities

Maintain a program of work for the taskforce

collate information from the councils (and others) annually such as:-

1) housing approvals by council,

2) change in number of school attending students

(these two indicators tell about inflow of people)

41

and

3) any change in house sales or rental prices (indicates inflow or pressure on housing

stock).

Reporting

Prepare reports for Taskforce meetings

Prepare an annual report on Taskforce achievements against its objectives

Seek sub-committee reports/ recommendations/ minutes for the Taskforce

Report as required by the conditions of the services contract with the EPLGA.

Qualifications / Skills/ Requirements

Equivalent previous work experience

Proactive, helpful, can-do attitude

Flexibility to adjust to needs of the Taskforce

Good oral & writing skills – reporting

Strong relationship building skills

Neat, organized, able to work independently and interdependently, welcoming to the public

Computer literate including spreadsheets, word processing, e-mail etc.

Strategic planning experience

Familiarity & good knowledge of the Eyre Peninsula region & the mining potential

Must be willing to travel

Contract Conditions

The position will be contracted out for a period as determined by the EPLGA and at a negotiated

hourly rate.

The position will not have set times of work nor set hours of work but will be guided by a program of

work as established by the Coordinator in consultation with the Taskforce and/ or EPLGA Executive

Officer and noted in the conditions of the service contract. The EPLGA Executive Officer will advise of

the budget for the services on an annual basis and the Coordinator will monitor such and determine

work program priorities in consultation with the Taskforce and Executive Officer of the EPLGA.

-----------------------------------------------------------------------------------------------------------------------------------

The Executive Officer has approached Geoff Dodd, ex- CEO City of Port Lincoln as to whether he is

interested or not in the Mining Taskforce Secretariat/ Coordinator role. Geoff indicated his

willingness to undertake the role. The fact that Geoff has first hand knowledge and experience in the

region; it is the strong opinion of the Executive Officer that Geoff is more than a suitable person for

the position. He also has the advantage of Local Government experience and knowledge plus

through his role as a CEO had experience in working with the machinery of State and Federal

Government. With this in mind, I believe it would be time wasting to have an open call for the

Coordinator/ Secretariat role. As time is of the essence in getting the Taskforce up and operating due

42

to the progress being made with some of the regional mining prospects it is my recommendation

that the EPLGA Board delegates authority to the EPLGA Executive Officer and the RDAWEP Chief

Executive Officer to negotiate a two year agreement with Geoff Dodd to undertake the role on an

hourly paid basis and that he be located in the RDAWEP Office Port Lincoln. This recommendation is

based on the EPLGA knowing Geoff Dodd’s regional experience and capabilities and his

preparedness to work on an hourly paid basis to meet the needs of the Taskforce. The needs are not

known at this point in time and thus very difficult to estimate future costs of the taskforce.

It is also envisaged a high profile chair be sought for the Taskforce with great understanding of local

government on Eyre Peninsula and the regional development as a whole, including the mining

projects “in the pipeline”. I believe that Wendy Campana, Chief Executive Officer of the LGA of SA,

who is present today, may wish to add to the discussion on the taskforce, in particular how serious

the State Government is taking this Taskforce.

Regional Training

The Executive Officer has been working closely with the LGA’s Training arm and to date some

successful regional training has taken place with good attendance. The LGA and Executive Officer

have been liaising on the development of an EP Regional Training Program. This will be available

shortly and hopefully will be suitable to the constituent Councils. To assist this process in the future

it would be fantastic to receive all Councils’ training plans after their budgets have been approved.

Procurement Road Map

I am pleased to advise that LG Procurement and ArcBlue and have now completed each of the

individual Council Roadmap workshops which are a key milestone in the Procurement Roadmap

program. The ArcBlue guys really enjoyed this opportunity to spend time at each location and with

each group. They would like to thank the Council’s for your hospitality and for the great

contributions in the data gathering and workshop discussions. They recognise that this has been

conducted in the context of numerous other pressing demands so it was very much appreciated for

the amount of time and commitment given to this important program which they are confident will

make a significant positive impact.

Councils as key stakeholders in this program are invited to attend the key Regional Workshop

scheduled for 24 June. As they anticipated there are many common themes and opportunities

emerging from the individual council workshops and recognition that collaboration across the region

and / or district groups of councils provides the best approach in terms of time, resources and

overall impact. This workshop will enable focus and discussion on the high potential opportunities

The ArcBlue guys would greatly appreciate your attendance and contribution to these discussions at

the workshop.

Workshop Venue – tentative scheduled for Wudinna – to be confirmed next week.

43

STRATEGIC REFERENCE:

OBJECTIVE 6:-

UNDERTAKE A TWO YEAR "OUTREACH SERVICES" PILOT PROGRAM IN PARTNERSHIP WITH THE

LGA OF SA.

LEGISLATIVE REFERENCE:

Assets Management & Long Term Financial Planning are legislative requirements.

BUDGET REFERENCE:

Asset Management & Long Term Financial Planning Project:-

The LGA contributed financial assistance of $14,000 towards the project.

Mining Roundtable:-

LGA funded the majority of this forum. Funding has been sought from the LGA for secretariat

support for the Mining Task Force with EPLGA to commit $10,000 (included in current budget) plus

the RDAWEP to give in-kind support of office space and office requirements. The EPLGA 2014/15

Budget allows $50,000 for this project plus the RDAWEP & EPLGA have submitted a funding

application to Minister Brock for $50,000 matching funding from the Regional Development Fund

recently announced.

Procurement Road Map:-

Procurement Road Map: Participating Councils Cost = $8,000

Less:

$1,000 rebate from LG Procurement

$3,500 rebate from EPLGA (and payment in 2014/15 for those Councils with budgetary constraints

for current financial year).

REVIEW PERIOD:

Ongoing

RECOMENDATION(S):

1. That the EPLGA Board receives & notes the Outreach Services update Report.

2. That the EPLGA Board endorses the Eyre Peninsula Mining, Oil & Gas & Community

Development Taskforce terms of reference and the Taskforce’s Coordinator

Role Statement.

3. That the EPLGA Board delegates to the Executive Officer & the RDAWEP Chief Executive

Officer the power to negotiate an agreement with Mr Geoff Dodd (or his consulting

44

company) for the position of Coordinator of the Eyre Peninsula Mining, Oil & Gas &

Community Development Taskforce, commencing as soon as possible for a term of two

years. Further Geoff Dodd has been approached due to his past experience &knowledge of

the region and in particular in relation to Local Government needs and the mining projects

that are in various stages of approvals from the State & Australian Government.

4. That the Procurement Roadmap project progress be noted.

45

3.2.4-614 EPLGA CWMS Users Group

REPORT TO: EPLGA Board

FROM: EPLGA Works Managers

AUTHORISED by: Executive Officer

DATE: 8th May 2014

REPORT REF: 4-614

SUBJECT: EPLGA CWMS User Group

1.0 PROPOSAL Seeking EPLGA Board approval to enter into a contract with Rashlee Pty Ltd for the provision

of services to facilitate the creation of a CWMS User Group for Eyre Peninsula Councils.

2.0 BACKGROUND DISCUSSION The LGA CWMS Management Committee has approved application from the EPLGA for

funding assistance to establish a CWMS User Group on Eyre Peninsula.

The Committee has indicated a contribution of $30,000 towards the engagement of an

external facilitator to assist with establishing the group, in accordance with the specification

attached with this report. This funding is made available on the basis of a cost sharing

agreement with Council’s to contribute in-kind support to the operation of the group.

The following Councils have indicated their commitment to the project at a staff level to

allow for the application to be made:

District Council of Tumby Bay

District Council of Lower Eyre Peninsula

District Council of Ceduna

District Council of Franklin Harbour

District Council of Streaky Bay

District Council of Cleve

District Council of Wudinna

District Council of Elliston

District Council of Kimba

The scope of works for the facilitator is based on the experience of the successful South

Eastern Local Government Association experience, which has seen a functional user group

operating since 2010 with benefit to the compliance and efficiency of the CWMS operations

of all involved Councils.

46

3.0 RELEVANCE TO STRATEGIC PLAN AND BUDGET The EPLGA Executive Officer will manage the funding received from the LGA CWMS

Management Committee and any funds that the individual Councils may contribute to the

user group operations.

4.0 RISK ASSESSMENT The scope of works proposed for this project will assist in identifying any compliance gaps in

existing operations and allow member Council’s to identify opportunities to identify and

manage operational and financial risks associated with CWMS’.

5.0 DISCUSSION DETAIL Following confirmation of funding availability an open expression of interest call was made

for persons interest in providing the facilitation services, with seven submissions received.

Evaluation of the EOI’s was undertaken by a panel selected from Council Works Managers,

with the recommendation provided that Rashlee Pty Ltd be engaged for this contract. The

recommendation of the panel has been endorsed by the LGA CWMS Management

Committees representative.

The submission from Rashlee Pty Ltd provides for the consultancy fees inclusive of

disbursements to be met by the available funding for the defined scope of works.

Acceptance of the funding from the LGA CWMS Management Committee and the

engagement of Rashlee Pty Ltd to provide these services indicates a commitment from each

participating Council to provide the necessary resources to contribute effectively to the

project.

In anticipation of Board acceptance of this funding, a start-up meeting with Mike

Stephenson from Rashlee Pty Ltd has been arranged to occur in conjunction with a CEO’s

meeting on June 13th.

6.0 REVIEW PROVISIONS N/A

7.0 RECOMMENDATION: That the EPLGA Board endorse the actions taken in seeking and accepting funding from the

LGA CWMS Management Committee for the establishment of a regional CWMS User

Group, and that the Executive Officer be authorised to enter into a contractual

arrangement with Rashlee Pty Ltd for the provision of the facilitation services for the

group.

Enclosure:- CWMS Regional Joint Services Facilitation Brief

47

CWMS REGIONAL JOINT SERVICES

EYRE PENINSULA

The Eyre Peninsula Local Government Association (EPLGA) invites expressions of interest from

persons to provide a facilitation service for the establishment of a regional community wastewater

management scheme (CWMS) user group for member Councils of the EPGLA.

The EPLGA is seeking a suitably qualified person to fulfil the role of facilitator in accordance with the

following person and position specification.

PROJECT BACKGROUND

The LGA manages and administers State Government subsidy funding for the construction of new

CWMS schemes in South Australia.

The CWMS Funding Agreement between the State Government and the LGA;

requires the LGA to foster aggregated Management Options for the CWMS sector; and

enables assistance to be provided to Councils through the CWMS Management Committee

where Councils seek to work together collaboratively to improve CWMS Services.

The adopted LGA model of aggregation at this time is for the willing group of Councils to form a

CWMS Joint Services “User Group” with LGA-funded assistance (financial, administrative and

technical) in the first year of operation.

The first User Group (south east region) came about through the following investigatory process,

conducted by the LGA and an external co-ordinator;

Meeting with all CEOs on a number of occasions to determine what they considered to be

their aims and objectives and the potential ultimate structure of any cooperative

arrangements.

The CEOs agreed that the Councils preferred a well-structured and well managed informal

joint user group arrangement and did not wish to establish a formal management

authority under the Local Government Act.

The CEOs agreed to nominate their most senior officer responsible for CWMS to the User

Group Committee and to ensure that reports of progress were submitted to the CEOs

monthly. The CEOs would meet Quarterly to review progress

The CEOs agreed that if a joint services agreement was to be developed there was a need to

employ external assistance to become the driver, co-ordinator, facilitator and data

collector for the group because existing Council staff was fully committed to their own

workloads and without a facilitator the program if not well managed would be likely to fail.

48

EPLGA CWMS USER GROUP

The following member Council’s of the EPLGA have expressed their interest in forming a joint user

group, modelled on the south eastern region experience:

District Council of Tumby Bay

District Council of Lower Eyre Peninsula

District Council of Ceduna

District Council of Franklin Harbour

District Council of Streaky Bay

District Council of Cleve

District Council of Wudinna

District Council of Elliston

District Council of Kimba

SCOPE OF WORKS FOR THE FACILITATOR

The following Scope of Works applies for the position of Facilitator- EPLGA CWMS User Group

derives from the above process.

The facilitator is required to champion the establishment of the users group to facilitate knowledge

sharing across Council’s operating CWMS’ by:

Meeting with CEOs and LGA CWMS Committee representative to establish a works program

and a schedule of deliverables

Meeting with the nominated senior CWMS officers to define and refine tasks, and to

establish contact arrangements with the personnel nominated by them to assist the data

gathering and assessment process, i.e.

o Finance officers

o Engineers

o Works Managers

o Environmental Health Officers

o CWMS Field Workers

o Mapping officers or IT personnel

Establishing a meeting schedule and program and to act as secretary, meeting arranger,

minute taker and meeting facilitator (including venues) for all meetings.

Holding a workshop or workshops with all CWMS field workers to identify areas of common

issues, lines of communication, particular skills availability/shortages, an assessment of the

condition of each scheme, barriers to improvement etc.

Promoting regional training to maintain or establish skill sets required to ensure

sustainability

Working with finance officers to develop a common chart of accounts for CWMSs to enable

like for like comparisons across the group and to improve recording of expenditures.

Working with the relevant officers to develop working spread sheets to enable production of

a flow diagram for every system to assist with understanding of catchment capacities and

constraints

49

Reviewing each Councils current position in respect to GIS Mapping of systems and the

availability of as constructed hard copy drawings

Preparing and implement pump station and systems maintenance and log book reporting

and recording systems

Facilitating development of up-to-date, user friendly operation, maintenance,

monitoring and contingency plans

Investigating and reporting on areas of operations where the group of Councils or sub

groups of Councils may improve services or reduce costs by working together, i.e.

Mechanical Wastewater treatment plant maintenance, remote access platforms for

treatment plants and pump stations, periodic septic tank pump out contracts, joint line

flushing or CCTV investigation contracts etc.

Identifying other areas of common concern/interest for investigation

COMPETENCIES/PERSON SPECIFICATION

The Facilitator does not need to be expert in all aspects of the above activities, but needs to be

familiar with them.

Significant proportions of the work can be undertaken by existing expertise within Councils’ current

employees, coordinated and supported by the Facilitator. A major part of the Facilitator’s role is to

provide expert advice from their own skillsets, and to assist the User Group to source other expert

external advice, as needed.

The person engaged by the User Group will be required to have a broad range of skills and

competencies, including:

A strong working knowledge and understanding of CWMS systems, componentry and design

criteria;

A strong working knowledge and understanding of CWMS maintenance issues and

requirements;

A working knowledge of legislative requirements associated with CWMS Systems, including

On-Block and Environmental Health aspects;

Strong interpersonal and communication skills to be able to communicate well with the full

range of participants i.e. CEOs, Works Manager’s, Accountants and Field Worker operatives;

A good understanding of preparing for and managing meetings, including agendas, minutes,

meeting procedures etc;

Data compilation, presentation and workshop skills etc;

Competency in the use of computerised and electronic formats;

Competency in MS Office, Word, Excel etc. and a good working knowledge of GIS mapping

systems;

An understanding of Council accounting, budgeting and funding particularly in respect to

CWMS.

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WORKLOAD AND LIKELY TIME DEMAND

The south east experience suggests that;

For the first six months, about one full day per week of coordination will be needed;

Thereafter the load should diminish to about one day per month.

51

3.2.5-614 Emergency Management Plans

To: President & EPLGA Board Members

Date: 27 June 2014

Topic: Emergency Management Plans

Report No: 5-614

__________________________________________________________________________________

PROPOSAL:

That the EPLGA Board endorses the actions of the Executive Office in this area & delegate authority

to the Executive Officer to appoint the successful tenderer and sign all documentation in relation to

the project.

BACKGROUND:

In February 2012 the EPLGA was successful in receiving a grant of $73,334 which has to be matched

with $36,666 from Local Government (being $10,000 from the EPLGA & $26,666 from the eleven

Councils) Diana Laube had sign off from the Councils on this prior to the grant being won. A

condition of the grant was that the Councils also participate in the LGA MLS Regional Disaster

Resilience Program. (This has occurred). The LGA MLS program identified gaps and complementary

tasks that needed addressing to further enhance Council Emergency Management Planning. The

grant conditions were varies to allow the Zone Emergency Management Committee (ZEMC) to

undertake some regional risk assessments from which Local Government responsibilities can be

used to develop and/or improve Council Emergency Management Plans. The ZEMC has completed

regional risk assessments for heat, extreme storm events, bushfires and some plant & animal disease

(e.g. Oysters). There is more to be undertaken in the areas of plant & animal disease, human disease

and flood.

DETAIL:

The President, CEO DC Lower EP, Director Works DC Ceduna and Executive Officer, Works Manager

DC Cleve and Manager City Services, City of Whyalla sits at the ZEMC table representing Local

Government. The ZEMC is in agreement that the regional risk assessment work undertaken can be

used to develop the Local Government Emergency Management Plans.

I will be involving the LGA MLS in the project once the successful tenderer has been appointed to

ensure they are fully across the project and can assist in the future sharing of the outcomes &

experiences for other LGA regions to develop their Council Emergency management Plans.

Initially a registration of interest was called to assess suitable companies that may be able to deliver

the provision of risk management services for the EPLGA and individual Councils (i.e. Emergency

Management Plans inline with conditions of the grant received). From this two companies have been

selected to tender. Neville Hyatt (LGA) and Grant Drummond (Director of Works, DC Ceduna) along

with two SAFECOM staff will assess the tenders and give a recommendation to the Executive Officer

52

of the EPLGA. The following is an extract from the request for tender document which gives a further

detail around the tender.

1. Section A – Background & General Information

1.1 Eyre Peninsula Local Government Association (EPLGA) (the Association) invites Tenders from Tenderers for the provision of Provision of Risk Management Services (the Services). The Association will enter into a Contract for Services with the successful Tenderer.

Following on from work undertaken by the Eyre Peninsula Zone Emergency Planning Committee (ZEMC) the Eyre Peninsula Local Government Association (EPLGA) undertook a Registration of Expression of Interest (REOI) process to acquire risk assessment software and engage an experienced consultant to work with member Councils to undertake emergency planning risk assessments for the region.

Shortlisted consultants were then invited to provide a demonstration of their capacity

to undertake the Services at the SAFCOM premises in Adelaide on 11th March 2014.

During this time it was identified that changes to the NERAG guidelines were probable

and that this work needed take this into account. A draft copy of the NERAG

guidelines has been released with approval to be used as the guiding document for this

work.

It was also decided that completed risk assessments from other ZEMC zones would be

used to populate the risk assessment software to ensure that we started with a

comprehensive suite of potential risks. The available ZEMC risk assessments are

provided with this request for tender.

The services are to;

2. Provide risk management software for use by the EPLGA and each of its 11 member Councils,

3. To populate a risk assessment software with risks identified by the ZEMCs and work with the EPGLA, SAFECOM, and the Eyre Peninsula ZEMC to refine the data,

4. Once approved by the EP ZEMC, work with each of the 11 member Councils to complete a comprehensive risk assessment for their Council area and identify, list and assess local risk treatment strategies,

5. Roll these assessments up into a master document that provides an overview of the risks for the region.

Schedule 14 of the RFT highlights the work required of the successful tender and gives an overview

of the process involving Councils.

They are to provide a breakdown of the costs for the Services and/or each type of Service (if

applicable) and/or breakdown of fixed and variable costs (if applicable).

53

1. Provide risk management software for use by the EPLGA and each of its 11 member Councils, 2. Populate a risk assessment software with risks identified by the ZEMCs and provided with this

RFT and work with the EPGLA, SAFCOM, and the Eyre Peninsula ZEMC to refine the data, 3. Travel to Port Lincoln on 23rd September 2104 and present software and template to Zone

Emergency Management Committee (2 to 3 hour presentation envisaged). Provide any updates to the template resulting from resolutions at this meeting

4. Travel to Eyre Peninsula during October 2104 and facilitate a workshop with invited representatives from each 11 member Councils to present software and template and to provide initial training on use of software and editing data, (4 to 6 hour workshop envisaged).

5. Travel to Eyre Peninsula and facilitate a one day workshop/training/data input session with invited representatives from each 11 member Councils, (envisage a full day with each Council and travel on to next Council for next session).

6. Provide offsite support to all Councils, assisting them to complete a comprehensive risk assessment for their Council area and identify, list and assess local risk treatment strategies,

7. Roll assessment up into a master document that provides an overview of the risks for the region. 8. Travel to Port Lincoln and present completed risk assessments, (all Councils and master

document) to Zone Emergency Management Committee, 2 to 4 hour presentation envisaged. Provide any updates to the document resulting from resolutions at this meeting

To make the appointment of the successful tenderer more streamlined and to assist the project in

getting started as soon as possible it is recommended that the Executive Officer be delegated

authority to appoint the successful tenderer and complete all the necessary documentation (e.g.

Agreement etc.).

I must thank Grand Drummond for his assistance in this project as he has undertaken most of the

“leg work”.

I am also looking forward to the project commencing and then eventually acquitting the funding

which has been around for some time and I have had to put in many amended program deadlines.

STRATEGIC REFERENCE:

4 ASSIST MEMBER COUNCILS BY COORDINATING REGIONAL INVESTIGATIONS OF

OPERATIONAL ISSUES

LEGISLATIVE REFERENCE:

Emergency Management Act 2004

Local Government Act 1999

BUDGET REFERENCE:

National Disaster Resilience Program $73,334

EPLGA $10,000

11 Councils $26,666

Total $110,000

54

REVIEW PERIOD:

Ongoing during the life of the project.

RECOMENDATION(S):

1. That the EPLGA Board delegates authority to the Executive Officer to appoint the

successful tenderer for the National Disaster Resilience Program (Approved Project No.

NDR2-1112-24) – Eyre Peninsula Council Emergency Management Plans project and to

complete all the necessary documentation on behalf of the EPLGA Board.

2. That the Executive Officer ensures the LGA MLS are invited to participate in the project for

the possible benefit of other LGA regions.

3. That Grant Drummond is thanked for his above and beyond effort in assisting the project

to proceed.

55

3.3 Local Government Association of SA

3.4 Office of State/Local Govt Relations

3.5 RDA Whyalla and Eyre Peninsula Board

3.6 EP Natural Resources Management Board

20 min Presentation – RV & Caravan Camping Strategy

3.7 Country Fire Service

3.8 SA Police

3.9 Other Regional or State Organisations Report

3.10 EPLGA Committees

3.10.1 Chief Executive Officer’s Committee – notes of a recent meeting

CEO Committee Meeting Brief Notes

13 June 2014

Present:

Council CEO’s from:

Ceduna, Streaky Bay, Wudinna, Lower EP, City of Port Lincoln, City of Whyalla (Proxy), Franklin

Harbor, Cleve, Kimba, Tumby Bay,

Regional Risk Coordinators: - Jo Calliss & Julie Beaton

LGA of SA: - David Hitchcock & Neville Hyatt

CWMS Users Group:- Damian Windsor & Michael Stephenson

RDAWEP:- Brad Riddle

EPNRM/ DENR:- Seb Drewer

EPLGA Executive Officer

56

AGENDA

1. Welcome

2. EPLGA Executive Officer – Tony Irvine

2.1 Executive Officer Work Plan for next 12 months

Comments: CEO’s went through the plan and made amendments including

prioritisation of tasks included.

2.2 2014/15 EPLGA Budget – draft

Comments: Tabled for discussion and comment prior to tabling at the EPLGA Board

meeting

2.3 HR Funding Proposal – a regional shared service with LGA assistance

Comments: CEO’s deemed the proposal as not warranted and that individual

Councils were responsible for their own compliance. Some clusters may choose to

work together min a shared service arrangement. Proposal will not be presented to

the EPLGA Board.

2.4 Zone Emergency Management Committee – Emergency Management Plans

Comments: A verbal update was given of the progress with the acquitting of the

$73k won by the EPLGA in February 2013 to develop Council Emergency

management Plans. A report will be presented to the EPLGA Board outlining the

project.

2.5 Mining Taskforce – Terms of reference & Coordinator Role Statement

Comments: Taskforce terms of reference & Coordinator Role Statement were tabled

and some discussion took place on why the EPLGA was driving the taskforce. The LGA

& EPLGA Roundtable gave a clear direction this way & that was endorsed by the

EPLGA Board. As a result the EO has been pursuing external funding & developing

the documents. He has also been pursuing a coordinator with excellent Local

Government and regional knowledge to allow the taskforce to hit the ground running

as time is of an essence with several mining projects at various approval stages.

2.6 Long Term Financial and Integrated Asset Management Planning – John Comrie

Report

Comments: The CEO resolved that individual Councils were now responsible for

acting on the JC Report suggestions and recommendations. However this group

should assess progress against that report in approx. 12 months.

57

3. LGA of SA - David Hitchcock & Neville Hyatt

3.1 Disaster Funding – scheme changes

Comments: Davis & Neville delivered the new Disaster Recovery Assistance

Guidelines giving examples and stepping the CEO’s through the process which seems

much fairer and equitable for those applying.

3.2 National Heavy Vehicle Regulator

Comments: David gave an update on where this is at. Still need to watch this space

3.3 Any other LGA matters

Comments: David also brief the meeting on the SLR Program & the loss of funding in

this too which means EP will probably only have 2 projects funded – existing projects.

4. Regional Risk Co-Ordinator (Jo Calliss & Julie Beaton) Report – progress & issues update

Comments: Jo & Julie updated Councils on their progress and new focus on risk management.

5. CWMS – Regional Project – Damian Windsor & Michael Stephenson (Rashlee) – (EPLGA

Report attached)

Comments: Damian & Michael addressed the meeting on the user group. The CEO’s decided

on the funding model for the project. A report will be tabled at the EPLGA Board meeting.

6. Seb Drewer – EPNRM/ DENR & Brad Riddle – RDAWEP

Comments: Discuss the prospect of developing a regional coastal offroad/ RV/ Caravan

vehicle/ camping strategy . Seb wished to speak at a CEO’s meeting prior to presenting at

the EPLGA meeting.

6. Any Other Matters

6.1 Towards the Council of the Future Workshop for the June EPLGA Board Meeting

Comments: This along with the reduced Road Supplementary Funding and FAGs Grant freeze

also was discussed & possible ramifications.

6.2 EPNRM Water Reference Group Meeting

Comments: many were not happy with the timing of this meeting in the midst of the busiest

time of the year for CEO’s – budgets, ABP Consultation etc. The EO was asked to raise this

with the Regional Manager of DENR seeking better consultation.

6.3 Procurement Roadmap

Comments: Some CEO’s did not understand the content of the program eg probity training

etc. Others doubted the value of the program. Others were impressed with the work

undertaken in the probity area and felt this as worth the money alone. Further work to be

undertaken & probably too early to evaluate the worth of the program.

58

6.4 Council Internal Controls legislative requirement – due by June 2015

Comments: After some discussion and past work undertaken by Alan McGuire it was resolved

& recommended that the Executive Officer arrange a meeting of all Councils relevant staff to

advance a regional approach to developing suitable internal control policies and procedures

using the LGA work undertaken by Deloitte.

59

4 FINANCIAL REPORTS

4.1 Financial Statements for period ending as at 18th June 2014.

BUDGET COMPARISONS

2013/14 2013/14

as 17 June 2014 Budget Actuals

YTD

Income

Estimated Surplus/Deficit c/f

72633

Grants LGA of SA Regional Capacity 37225 37225

Outreach Service 70000 70000

LGAof SA Project Funding Assets Management Plans & LTFP 12500 12500

Shared Services - Lower EP 14000 14000

One Regional Development Plan 0 0

Mining Taskforce 0 0

CWMS Users Group 30000 0

Human Resource Shared Service 0 0

Joint Project Income - EP Councils Shared Services - Lower EP 15000 15000

Procurement Road Map 35000 35000

Cert IV Group 9776 9776

CWMS Users Group 0 0

Grants - Other Emergency Management Plans 0 0

Interest Received

10000 9768

Membership Subs

145600 145600

Other income 0 0

Reimbursements 0 1484

451734 350353

Expense

Exec Officer Employment Costs

Salary (including $15k for own Vehicle) 118132 113636

Workcover

2599 153

Employer Super

11813 11364

Admin & Office Expenses

Admin General

4100 705

Audit

2200 1530 Bank Charges

800 468

Insurance

5545 0 IT

2000 707

Meeting Expenses - Board

6500 2860 Office Rental & Other costs- RDA

8755 8500

Reimbursable Expenses

0 644 President's Allowance

1750 1750

Projects - LGA Funded

26500 26547 Projects - Council Funds

59776 12600

Projects - EPLGA Regional Capacity

215000 72437

60

Projects - EPLGA Board Funded

8000 8000 Projects - Other

0 0

Projects - not allocated

0 0 Secretarial Services - RDA

17000 17000

Telephone

850 730 Training& Professional Development

1000 0

Travel other than Private Vehicle 8500 9604

500820 289235

Total Expenses

500820 289235

Total Income 451734 350353

-49087 61118

Equity:

Opening Balance 3895 3895 3895 Retained Earnings 246217 249347 249347

Net Income 3130 -49087 61118

Total Equity 253242 204155 314360

Project Funding (Regional Capacity etc) 2013/14 2013/14

Income Budget Actuals

YTD

Carried Forward 14963 14963 LGA of SA - Project funds* 56500 26500 EPLGA Project Funds ** 59776 59776 LG Research & Development (Regional Capacity) *** 37225 37225

Grants - Other 0 0

168464 138464

Expenses

LGA of SA - Project funds* Assets Management Plans & LTFP 12500 12500

Shared Services - Lower EP 14000 14000

One Regional Development Plan 0 0

Mining Taskforce 0 0

CWMS Users Group 0 47

EPLGA - Joint Project Funds ** Shared Services - Lower EP 15000 12000

(Individual Councils Funding) Procurement Road Map 35000 0

Cert IV Group 9776 600

CWMS Users Group 0 0

EPLGA Board Funded projects Assets Management Plans & LTFP 12500 11454

(Regional Capacity Building) Mining Taskforce 10000 0

Lobbying 5000 0

Emergency Management Planning 10000 110

Special Local Roads Prioritisation 10000 7300

Regional Roads Strategy/ Heirarchy 47500 9886

EPLGA Committees & Groups Mtgs 5000 0

61

One Regional Development Plan 20000 0 Charter Review 5000 7901 Regional Waste Strategy Review 20000 0 Regional Sport & Rec Strategy Review 0 0 RDAWEP Organisational Review 15000 15000 Regional Statement Development 20000 20000 Procurement Road Map 35000 786 EPLGA Board Funded projects Birdseye Memorial 8000 8000

(NOT Capacity Building) 0 0

Projects - Others Emergency Management Planning 0 0

Unallocated Project Funding Board decision 0 0

309276 119584 Balance to c/f -140812 18880

Summary of Expenses per Funding Income Line

LGA of SA - Project funds* 26500 26547 EPLGA - Joint Project Funds ** 59776 12600 (Individual Councils Funding) EPLGA Board Funded projects 215000 72437 (Regional Capacity Building)

EPLGA Board Funded projects 8000 8000

(NOT Capacity Building) Projects - Others 0 0

Unallocated Project Funds 0 0

309276 119584

62

Profit and Loss Statement As at 18 June 2014

Jul 13 - Jun 14

Ordinary Income/Expense

Income

GRANTS

LGA of SA

Outreach Service 70,000.00

Regional Capacity 37,225.00

Total LGA of SA 107,225.00

Total GRANTS 107,225.00

Interest Received

Bank SA 215.86

Bendigo 6 Month Term 5,437.37

CORES EP 3 month Term 150.88

LGFA - General 3,121.50

LGFA 01 - HR Project 842.24

Total Interest Received 9,767.85

Membership Subscriptions 145,600.00

Project Income

Assets Management 12,500.00

Cert IV Training 9,776.00

Procurement Roadmap 35,000.00

Shared Services EBACC Project 29,000.00

Total Project Income 86,276.00

Reimbursable Income

Meeting Expenses 644.49

Reimbursable Income - Other 840.00

Total Reimbursable Income 1,484.49

Total Income

350,353.34

Gross Profit

350,353.34

Expense

Administration Expenses

Office Furniture/Equipment 179.52

Postage 267.23

Stationery 257.82

Total Administration Expenses 704.57

63

Audit Fees 1,530.00

Bank Charges 467.91

Information Technology 707.00

Meeting Expenses 2,860.35

Payroll

Superannuation (Employer)

T.Irvine 11,363.75

Total Superannuation (Employer) 11,363.75

Wages

Annual Leave

T.Irvine 9,090.92

Total Annual Leave 9,090.92

Salary

T.Irvine 104,545.58

Total Salary 104,545.58

Total Wages 113,636.50

Workcover 152.85

Total Payroll 125,153.10

President's Allowance 1,750.00

Projects - EPLGA Funded

Birdseye Memorial 8,000.00

Cert IV Group 600.00

Total Projects - EPLGA Funded 8,600.00

Projects - LGA Funded

CWMS Users Group 47.00

Shared Services EBACC Project 26,000.00

Total Projects - LGA Funded 26,047.00

Projects - Reg Capacity Funded

Asset & Long term Financ Plan 23,953.58

Charter Review 7,901.25

Emergency Planning 109.82

EP Regional Statements 20,000.00

Procurement Roadmap 786.36

RDAWEP Internal Review-301/13 15,000.00

Regional Roads Strategy 9,885.66

Special Local Roads Pri (LGTAP) 7,300.00

Total Projects - Reg Capacity Funded 84,936.67

64

RDA WEP Expenses

Rental

8,500.00

Secretarial Service 17,000.00

Total RDA WEP Expenses 25,500.00

Reimbursable Expenses 644.49

Telephone

Mobile

366.16

Telephone - Other 363.11

Total Telephone 729.27

Travel Expenses

Other

3,694.46

SAROC 901.11

Travel Expenses - Other 5,008.50

Total Travel Expenses 9,604.07

Total Expense

289,234.43

Net Ordinary Income

61,118.91

Net Income

61,118.91

65

Balance Sheet As at 18 June 2014

BALANCE SHEET as of Jun 18, 14

ASSETS

Current Assets

Chequing/Savings

Bank SA Society 16,244.19

Bendigo 6 Mth Term 142,691.46

CORES EP - 3 month term 8,252.65

LGFA - EPLGA 1 HR Project 42,755.51

LGFA (at call) 119,112.55

Total Chequing/Savings 329,056.36

Accounts Receivable

Sundry Debtors 3,850.00

Total Accounts Receivable 3,850.00

Total Current Assets 332,906.36

Fixed Assets

Computer & Office Equip 136.27

Total Fixed Assets 136.27

TOTAL ASSETS

333,042.63

LIABILITIES

Current Liabilities

Accounts Payable

Trade Creditors 437.50

Total Accounts Payable 437.50

Other Current Liabilities

Accrued Annual Leave Provision 3,002.67

Payroll Liabilities

PAYG Liabilities 7,416.00

PAYG Paid -32,930.40

Payroll Tax 32,931.33

Statewide Super

Employer Super T.Irvine 454.55

Salary Sacrifice T.Irvine 136.36

Total Statewide Super 590.91

66

Total Payroll Liabilities 8,007.84

Reserves

CORES EP 8,101.77

T Irvine Long Service Leave 6,561.94

Total Reserves 14,663.71

Tax Payable -7,430.05

Total Other Current Liabilities 18,244.17

Total Current Liabilities 18,681.67

TOTAL LIABILITIES 18,681.67

NET ASSETS

314,360.96

EQUITY

Opening Bal Equity 3,894.61

Retained Earnings 249,347.44

Net Income 61,118.91

TOTAL EQUITY

314,360.96

RECOMMENDATION:

That the Eyre Peninsula Local Government Association Board receives the financial reports:

1. Budget Comparison

2. Profit & Loss Statement

3. Balance Sheet

as at 18/06/2014.

5 DEPUTATION AND PRESENTATION

5.1 Deputation / Presentation (Nil)

5.2 Petitions (Nil)

67

6 GENERAL BUSINESS – without notice

7 CORRESPONDENCE

7.1 For Decision

1-0614 Eyre Peninsula Water Security Reference Group

Comment

For noting – see CEO meeting notes comments on meeting timing.

RECOMMENDATION:

That the Eyre Peninsula Water Security Reference Group meeting arrangements be noted and that the Executive Officer attends.

Enc: Correspondence from Heather Baldock, Chair, Eyre Peninsula Water Security Reference Group/Presiding Member, EPNRM Board

68

69

2-0614 Native Vegetation Council

Comments

Various correspondence related to SEB Review

RECOMMENDATION:

That the correspondence be noted and received.

Enc: Correspondence from Caroline Schaeffer, Presiding Member, Native Vegetation Council Adam Gray, Director-Environment, LGA of SA Mayor Lorraine Rosenberg, Acting President, LGA of SA

70

71

72

73

74

3-0614 Speed Limits on Rural Roads

Comment

In response to motion #351/14 from February 2014 EPLGA Board meeting.

RECOMMENDATION:

That the correspondence be noted and received.

Enc: Correspondence from Julie Holmes, Executive Director, Road Safety, Registration and Licensing, DPTI

75

76

4-0614 Reduction to Rail Services

Comment

As can be seen from the attached emails, the Executive Officer has been attempting to meet Viterra representatives as they are the only users of Genesee & Wyoming Australia rail services on these lines (excepting the gypsum mine west of Ceduna). RDAWEP has sought meetings with Genesee & Wyoming Aust.

RECOMMENDATION:

That the Executive Officer continues to seek meetings with Viterra and Genesee & Wyoming Australia Pty Ltd on the concerns raised in relation to reduced rail services on Eyre Peninsula and advises the EPLGA Board of any outcomes.\

Enc: Correspondence from Peter Arnold, CEO, DC of Cleve Emails between Tony Irvine, EO, EPLGA and Viterra

77

78

79

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7.3 Correspondence for Information

INWARDS 58

1. Training Places Funding Agreement 19/02/14[TI]

Letter from Christopher Pyne, Manager, Contract Management to EO informing him that the Training

Places (OH&S Cert lV training) contract has completed and the acquittal report has been received and

accepted.

2. EPLGA Charter 03/03/14[TI]

Letter from John Rau, Deputy Premier, Minister for Planning to Tony Irvine advising that the publication

of the ‘notice to provide an exemption from the requirement to establish an audit committee’ was

overlooked in the Government Gazette. He has organized for a formal approval to be published in the

Gazette.

3. Councis support for RDAWEP funding model 05/03/14[JL]

Letter from Martin Hamilton-Smith MP, Shadow Minister for Economic & Regional Development to Julie

Low thanking her for her email regarding Council’s support for the continuation of Regional

Development Australia and the current tripartite funding model and agreeing in principal with the

current model.

4. EPLGA Conference 06/03/14[TI]

Letter from Jain Mentieth, Manager Governance, DC of Tumby Bay to Tony Irvine thanking him for

speaking at the conference and advising that the conference was a huge success.

5. 2015 EPLGA Conference 11/03/14[TI]

Letter from Tim Mellor, Partner, Mellor Olsson Lawyers to Tony Irvine advising that they were glad of

the opportunity to contribute to the conference in Tumby Bay and would be keen to consider the

possibilities of supporting the event next year in Whyalla.

6. Overtaking speed limits 12/03/14[TI]

Letter from Kylie Potts, Office Manager to the Minister for Road Safety to Tony Irvine referring to his

correspondence to the Hon Ian Hunter MLC concerning overtaking speed limits on EP and advising that

with the State Election and the Govt being subject to the conventions of caretaker govt, Tony’s letter

has been referred to the Chief Executive of the Dept of Transport, Planning and Infrastructure.

7. Southern EP Councils Regional Public Health Plan 21/03/14[TI]

Copy of letter from Rob Donaldson, CEO, City of Port Lincoln to Hon Jack Snelling MP advising that the

Local Government Councils of Port Lincoln, Lower EP and Tumby Bay have agreed to jointly prepare a

Regional Public Health Plan (PHP) and seeking approval for the preparation of the plan.

8. Reduced terms of office for elected members Council 31/03/14[TI]

Letter from John Tillack, CEO, DC of Streaky Bay to Tony Irvine advising that as a result of discussions

between DC of Streaky Bay councilors and other elected members at the EPLGA Conference, Streaky

Bay Council intends to submit a Motion on Notice to the LGA seeking a reduction in the term of office

for local government elected members. He requests that this matter is listed on the agenda for the

next EPLGA meeting.

9. Review of EP Councils’ Management and Long Term Financial Planning 03/04/14[TI]

Letter from Troy Smith, Accountant, DCLEP to Tony Irvine advising that DCLEP is satisfied with the

current status of the adopted Long Term Financial Plan and Infrastructure and Asset Management Plan

however the Council would be prepared to consider the purchase of minimal assistance from an EPLGA

appointed consultant or from an independent consultant to aid with improvement of the plans.

10. Green Freight – March 2014 09/04/14[TI]

Letter to EO from Tony Grant, Chairman, SA Freight Council Inc introducing the new environmental

sustainability document: Green Freight. Enc: Green Freight document

11. Invitation – Planning Law Seminar 11/04/14[TI]

Invitation to Tony Irvine from Anthony Kelly, Partner, Mellor Olsson Lawyers to attend a Planning and

Development Law seminar, aimed at Local Government – “Cases You Need To Know & Planning

Update”. Att: invitation

81

12. Local Govt boundaries 11/04/14[TI]

Copy of letter from John Hyde to CEO’s DCLEP, PLCC and Facilitation Panel with enclosed additional

signatures, submission and map of area involved.

13. Speed Limits on Rural Roads 22/04/14[TI]

Letter from Julie Holmes, Executive Director, Road Safety, Registration and Licensing, DPTI to Tony

Irvine advising that the proposal to increase speed limits whilst overtaking on rural roads is not in

accordance with the Australian Road Rules therefore the department cannot support it as it is currently

outlined.

14. Heavy Vehicle Industry Forum Invitation 26/05/14[TI]

Invitation from Mark Elford, Chairperson, Heavy Vehicle Industry Forum to Tony Irvine to attend the

18th

Heavy Vehicle Industry Forum to update industry on the progress of transport reforms. The forum

will be attended by the new Minister for Transport and Infrastructure, the Hon. Stephen Mulligan MP.

Enc: proposed agenda, draft minutes of October 2013 forum

15. Federal Identified Local Government road funding for SA Councils 28/05/14[TI]

Letter from Premier’s Correspondence Unit, Officer of the Premier advising that Tony Irvine’s letter to

the Hon Jay Weatherill MP about Federal Identified Local Government road funding for South Australian

Councils has been forwarded to the Minister for Local Government, the Hon Geoff Brock MP.

16. Identified Local Government road funding for SA Councils 29/05/14[TI]

Letter from Peter Treloar MP, Member for Flinders advising that the State Liberals do not support the

Federal Government’s decision to end the Local Roads Supplementary Funding Program and that he

will continue to speak with Opposition Leader, Steven Marshall MP, Shadow Minister Steven Griffiths

MP and Federal Member for Grey, Rowan Ramsay MP regarding the issue.

17. Reduction to rail services on EP 02/06/14[TI]

Letter from Peter Arnold, CEO, DC of Cleve advising that Genesee Wyoming have released a statement

that their plan to reduce rail services on EP should not result in a decrease in the amount of grain

transported to port by rail, however this still may be a relevant issue to be raised for discussion at the

next EPLGA meeting.

18. Regional Consultation visit of the Training and Skills Commission 02/06/14[TI]

Letter from Joshua Rayner, Director, Office of Training and Skills Commission thanking Tony for his

participation in the regional consultation visit of the Training and Skills Commission to Port Lincoln

and advising that the visit was tremendously valuable for the Commission.

19. Response to budget concerns 06/06/14

Copy of letter from Robert Stephens, Mayor and John Tillack, CEO, DC of Streaky Bay sent to The Hon

Jamie Briggs MP, Assistant Minister for Infrastructure and Regional Development addressing the

Ministers response to Councils concerns regarding the adverse effects of the federal budget on their

community and requesting the government’s reconsideration of the supplementary road funding and

the freeze on indexation of the Financial Assistance Grants with a view to reinstatement.

20. EP Water Security Reference Group 13/06/14[TI]

Letter from Heather Baldock, Chair, Eyre Peninsula Water Security Reference Group to Tony Irvine

inviting him to attend and report at the annual EPWSRG being convened in Wudinna by the Eyre

Peninsula Natural Resources Management Board.

21. Local Government Road Funding for SA Councils 16/06/14[TI]

Letter from Janet Lever, Director, Parliamentary Liaison and Coordination, Communications and

Coordination Branch, Dept of Finance to Tony Irvine advising that Tony’s letter has been forwarded to

the Dept of Infrastructure and Regional Development for consideration.

22. Native Veg 24/04/14[TI]

Email from Adam Gray, Director-Environment, LGA of SA to Tony Irvine and others advising that

Caroline Schaefer, Presiding Member of the Native Vegetation Council and the DEWNR Native Veg Unit

have been invited to attend the 14 May SAROC meeting in Whyalla to discuss the findings and progress

of the SEB review.

23. SEB Review Workshop 06/06/14

Letter from Caroline Schaeffer, Presiding Member, Native Vegetation Council to SEB Review Participants

updating the progress that has been made since the SEB Review workshop earlier this year and

advising that the NVC will meet to deliberate the outcome and arrive at a position.

82

OUTWARDS 58

1. EP Mining and Community Development Taskforce 28/02/14[TI]

Letter to Dr Paul Heithersay, Deputy Chief Executive Resources and Energy, DMITRE from Tony Irvine

thanking him for presenting at the EPLGA conference and seeking funding to establish an Eyre

Peninsula Mining and Community Development taskforce.

2. Exceeding the speed limit when overtaking 03/03/14[TI]

Letter to The Hon Ian Hunter MLC, Minister for Road Safety from Tony Irvine requesting feedback on

the proposal that whilst in the act of overtaking, the speed limit may be exceeded by up to 20kph. cc.

Supt. Paul Yeomans

3. State of Eyre Peninsula’s highways 03/03/14[TI]

Letters to Ian Stone, Group Managing Director, RAA and Julia Materne, State President, SA CWA from

Tony Irvine advising that the EPLGA Board agrees with their identified priorities in relation to the state

of EP’s highways and that these highway issues remain high on the EPLGA Board’s agenda.

4. Regional Procurement Project 03/03/14[TI]

Letter to member Councils (except Ceduna) from Tony Irvine advising of cost and introductory

workshop of the Regional Procurement Project.

5. Identified Local Government Road Funding for SA Councils 20/05/14[TI]

Letters to Hon Warren Truss MP, Hon Jamie Briggs MP, Senator Mathias Cormann, Hon Joe Hockey MP,

Hon Anthony Albanese MP, Hon Rowan Ramsey, Hon Jay Weatherill MP, Steven Marshall MP and Hon

Peter Treloar from Tony Irvine seeking their support and commitment to ensure that SA will continue

to receive current (and appropriately indexed) road funding allocations beyond 1 July 2014 and that a

permanent methodology for a fairer distribution of these funds will be established.

RECOMMENDATION:

That the correspondence brought to attention for information purposes be noted.

83

8 MEETINGS ATTENDED BY EXECUTIVE OFFICER

Date Meeting/ Event Location

19/02/2014 SAROC Exec Officers Bi-monthly meeting Phone Link

21/02/2014 Work Inspirations meeting - Samara Miller & Tim Coote Pt Lincoln

27/02/2014 Fourier - IT Soluntions & Management for shared services Pt Lincoln

3/03/1900 Member for Flinders - catch up Pt Lincoln

4/03/2014 Eyre & Western Emergency Zone - Risk Treatment Workshop - Heat & Storm Pt Lincoln

6/03/2014 Sourthern Cross TV - Regions Matter Campaign Pt Lincoln

11/03/2014 Risk Management Software - Emergency Management demo Pt Lincoln

12/03/2014 Local Excellence Panel - Council of Future SAROC Mtg Adelaide

12/03/2014 Outreach Services meeting Andrew Haste & Liz O'Flynn - training & updates Adelaide

12/03/2014 EPICCA Meeting - climate change adaptation project Adelaide

12/03/2014 LGA & RDAWEP - funding & relationship meeting - Wendy Campana & Dion Dorwood Adelaide

13/03/2014 Jo Calliss - Regional Risk Co-ordinator - catch up & update on progress Pt Lincoln

14/03/2014 Eyre Futures meeting - Samara Miller - workforce development & opportunities Pt Lincoln

17/3/14 - 14/4/14 Annual Leave

15/04/2014 Minister Local Govt & Regional Development Meetings Pt Lincoln

15/04/2014 Tim Warren SMEC - follow up to Road Priorities Planning & SLR Submissions Phone Link

23/04/2014 TGS & BNJ Consulting - Seismic Survey - Great Aust Bight project - update Pt Lincoln

28/04/2014 EPNRM Luncheon guest Pt Lincoln

29/04/2014 Seafood Jobs Website lauch & Graduation Pt Lincoln

6/05/2014 Central Eyre iron project meeting DIMTRE, DC Wudinna,Cleve, Tumby, RDA Adelaide

8/05/2014 Mellor Olsson - Planning Seminar Pt Lincoln

8/05/2014 EPA, DMITRE & CPL re: waste water Pt Lincoln

14/05/2014 SAROC Meeting Whyalla

15/05/2014 RDAWEP Organisational Review Steering Group Meeting Pt Lincoln

15/05/2014 Training and Skills Commission Pt Lincoln

20/05/2014 Stock Journal - Interview on Road Funding cuts Port Lincoln

23/05/2014 Mellor Olsson - rating issues & training for Councils Port Lincoln

26/05/2014 Procurement Roadmap meeting - City of port Lincoln Port Lincoln

26/05/2014 Minister Local Govt & Regional Development - RDA Funding & LG briefing Whyalla

28/05/2014 Supt Paul Yoeman - SA Police - Emergency Planning etc. Port Lincoln

3/06/2014 Port Lincoln Fishing Industry waste disposal issues Port Lincoln

4/06/2014 Geoff Dodd - re: Mining Taskforce Coordinator role Port Lincoln

11/06/2014 Valence Industries Ltd - presentation Port Lincoln

11/06/2014 Pt Lincoln Football League - re: FWFL Model for Commission & LG role Port Lincoln

12/06/2014 Zone Emergency Management Committee meeting Wudinna

13/06/2014 CEO Committee Meeting Wudinna

16/06/2014 SAROC Exec Officers Bi-monthly meeting Phone Link

18/06/2014 Agrifoods Advisory Committee meeting Port lincoln

19/06/2014 BP Bight Exploration presentation Port Lincoln

19/06/2014 Aquatic Community Consultation Group presentation Port Lincoln

RECOMMENDATION:

That the meetings attended by the Executive Officer be noted.

84

9 NEXT MEETING

RECOMMENDATION:

The next meeting of the Eyre Peninsula Local Government Association Board will be held at Cleve on Friday 5th September commencing at 11am.

Friday 5th September 2014 - Cleve

Friday 7th December 2014 – Wudinna

Sunday 22nd February 2015 – Whyalla (Conference)

Friday 26th June 2015 – Wudinna

Friday 4th September 2015 – Streaky Bay

Friday 4th December 2015 – Wudinna

Conference Location rotation

2014 Tumby Bay 2015 Whyalla 2016 Ceduna

2017 Lower EP 2018 Port Lincoln 2019 Kimba

2020 Wudinna 2021 Cowell 2022 Cleve

2023 Streaky Bay 2024 Elliston

Council Meeting Dates Ceduna: 3rd Wednesday Cleve: 2nd Wednesday Elliston: 3rd Tuesday Franklin Harbour: 2nd Wednesday Kimba: 2nd Wednesday Lower Eyre Peninsula: 3rd Friday Port Lincoln: 1st/3rd Monday Streaky Bay: 3rd Thursday Tumby Bay: 2nd Tuesday Whyalla: 3rd Monday Wudinna: 3rd Tuesday MEETING CLOSED: