gawler river floodplain management authority notice … · 17/10/2019 · management board was...

GRFMA Meeting Agenda 17/10/19

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GAWLER RIVER FLOODPLAIN MANAGEMENT AUTHORITY

NOTICE OF MEETING

Notice is hereby given pursuant to Clause 6.9 of the Charter that the Ordinary Meeting of the Gawler River Floodplain Management Authority Board has been called for:

DATE: Thursday, 17 October 2019

TIME: 9.45 AM

PLACE: Adelaide Plains Council - 2a Wasleys Road, Mallala SA

David Hitchcock

EXECUTIVE OFFICER


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GAWLER RIVER FLOODPLAIN MANAGEMENT AUTHORITY

ORDINARY MEETING

AGENDA

9.45 am Thursday 15 August 2019

Adelaide Plains Council - 2a Wasleys Road, Mallala SA

1. MEETING OF THE BOARD

1.1 Welcome by the GRFMA Chairperson 1.2 Present. (Please sign the Attendance Register). 1.3 Apologies. 1.4 Appointment of Observers. 1.5 Declarations of Interest.

2. CONFIRMATION OF MINUTES

2.1. GRFMA Ordinary Meeting minutes 15/8/19……………………….. Page 4

2.2. Actions on previous resolutions …………...…………………...……Page 11

2.3. Matters arising from Minutes.

3. QUESTIONS ON NOTICE

Nil

4. MOTIONS ON NOTICE

Nil

5. PRESENTATIONS

Nil

6. AUDIT COMMITTEE

Nil 7. TECHNICAL ASSESSMENT PANEL

Nil

8. REPORTS 8.1 Northern Floodway Project – Advocacy.……………………….Page 13

8.2 GRFMA Charter Review.…………………………..……’………...Page 15 8.3 Bruce Eastick North Para Flood Mitigation Dam – Dambreak and Consequence Assessment.………………......Page 18 8.4 GRFMA Strategic Plans…………………………………..……….1 8.5 GRUMP Progress Report……………..…………………..… ..….Page 23

8.6 Financial Report and Budget Review 1………………….… ….Page 26

9. CORRESPONDENCE

Nil


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10. CONFIDENTIAL

10.1 Liability Risk Management and the Bruce Eastick North Para Flood Mitigation Dam ………………………….………………………………………….Page 27 10.2 Executive Officer Review …………………………….……….Page 28

11. URGENT MATTERS WITHOUT NOTICE

12. NEXT MEETING

Date Host Council

Thursday 12 December 2019, City of Playford

Meeting to commence at 9.45am.

13 CLOSURE


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2.1 GRFMA Ordinary Meeting minutes 15/8/19

RECOMMENDATION

That the Minutes of the Gawler River Floodplain Management Authority Board Meeting held 15/8/19 be confirmed as a true and accurate record of that meeting.

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Refer to attachment.


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M E E T I N G M I N U T E S

Committee Gawler River Floodplain Management Authority

Held On Thursday 15 August 2019 at 9.45 am

Location Town of Gawler, Gawler

WELCOME

Mr Ian Baldwin formally welcomed Board Members, Deputy Board Members, Observers and the Executive Officer and opened the 113th meeting of the Board.

PRESENT

Mr Ian Baldwin, Independent Board Member, Chair Mr James Miller, Adelaide Plains Council, Board Member Cr Terry-Anne Keen, Adelaide Plains Council, Board Member Cr Pauline Gill, Adelaide Hills Council, Deputy Board Member Mr Marc Salver, Adelaide Hills Council,Board Member Mr Gary Mavrinac, The Barossa Council, Board Member Mr Sam Dilena, Town of Gawler, Board Member Cr Paul Koch, Town of Gawler, Board Member Cr William Close, Light Regional Council, Board Member Mr Greg Pattinson, City of Playford, Deputy Board Member Mr David Hitchcock, Executive Officer

GRB 19/45 Observers

Moved: Mr. J Miller Seconded: Cr. T Keen

That Cr. John Lush, Adelaide Plains Council, be appointed as Observer.

CARRIED

APOLOGIES

Mr Andrew Philpott, Light Regional Council, Deputy Board Member Cr Malcolm Herrmann, Adelaide Hills Council, Board Member Mayor Bim Lange, Barossa Council, Board member Cr Stephen Coppins, City of Playford, Board Member Mr. Ben DeGilio Town of Gawler, Deputy Board Member


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GRB 19/46 Minutes of the 13/06/19 GRFMA meeting

Moved: Cr. T Keen Seconded: Cr. M Herrmann

That the Minutes of the Gawler River Floodplain Management Authority Board meeting held 13/06/19 be confirmed as a true and accurate record of that meeting. CARRIED

GRB 19/47 Minutes of the 13/06/19 GRFMA Confidential meeting

Moved: Mr. J Miller Seconded: Cr. T Keen

That the Minutes of the Gawler River Floodplain Management Authority Board confidential meeting held 13/06/19 be confirmed as a true and accurate record of that meeting. CARRIED

GRB 19/48 Minutes of the 9/8/19 GRFMA Audit Committee Meeting

Moved: Mr. S Dilena Seconded Cr. W Close

That the Minutes of the 9/8/19 GRFMA Audit Committee Meeting be confirmed as a true and accurate record of that meeting. CARRIED

GRB 19/49 Bruce Eastick North Para Flood Mitigation Dam Risks

Moved: Cr. P Koch Seconded: Mr. J Miller

That the Executive Officer be requested to investigate the matter of liability and risks in

relation to the Authority and Board Members should the Bruce Eastick North Para Flood

Mitigation Dam breach or fail.

CARRIED

GRB 19/50 Audited Financial Statements for the year 2018 – 2019

Moved: Mr. M Salver Seconded Mr. G Pattinson

That the audited Financial Statements for the year 2018 – 2019 be adopted for the

purposes of Part 4 Financial Statements of the Local Government (Financial

Management) Regulations 2011 and the ‘Certification of Financial Statements’ be signed

by the Executive Officer and Board Chair.

CARRIED

GRB 19/51 Schedule of Constituent Council’s Interest in Net Assets 30 June 2019

Moved: Cr. P Gill Seconded Cr. W Close

That the Schedule of Constituent Council’s Interest in Net Assets as at the 30 June 2019

be adopted in accordance with Clause 15.5 of the Charter.

CARRIED


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For clarification to the document the wording Northern Adelaide Barossa Catchment Water

Management Board was amended to - the former Northern Adelaide Barossa Catchment Water

Management Board.

GRB 19/52 Annual Report 2018-19

Moved Mr. J Miller Seconded: Mr. M Salver

That the Annual Report 2018 – 2019 of the Gawler River Floodplain Management

Authority, as amended be adopted,

CARRIED

Amendments.

• Page 3. Rewording of information on the Northern Floodway Project to indicate the GRFMA position that capital cost to be met by Federal and State Government.

• Page 4. Add in Mr. M Hemmerling

• Page 8. Further definition required to reflect only the first stage of the Charter Review is expected to be completed by December 2019 with the governance and financial contributions review to then be initiated.

• Clarify the position of the Chairman as Independent Member and Chairperson.

• Clarify no six monthly fact sheets required as there have not been any Dam construction processes.

GRB 19/53 Review of the Confidential Items Register

Moved Mr. M Salver Seconded: Cr. T Keen

That the GRFMA: 1. Receives the report; and 2. Pursuant to Section 90(2) and Section 91(7) of the Local Government Act

1999, the GRFMA orders that the following aspects of item 10.1 Lower level outlet pipe and stilling basin repairs Bruce Eastick North Para Flood Mitigation Dam remain confidential in accordance with the GRFMA Boards reasons to deal with this item in confidence pursuant to section 90(3) (d) of the Local Government Act 1999:

• Report for Item 10.1.

• Attachments for item 10.1. This order shall operate until reviewed and determined as part of the 2020 annual review by the Authority in accordance with Section 91(9)(a) of the Local Government Act 1999.

CARRIED

GRB 19/54 Northern Floodway Project Advocacy

Moved Mr. J Miller Seconded: Mr. J Pattinson

That the GRFMA: 1. Endorse implementation of the Northern Floodway Project Advocacy Framework

and Action Plan as amended.

2. Support the preparation of an application to the Stormwater Management Authority being developed in consultation with the Advocacy Working Group and


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any other relevant support agencies and a draft application be brought back to a future meeting of the Authority for consideration.

3. In consideration of item 2, the Executive Officer be instructed to liaise with the RDA Barossa Light Gawler Adelaide Plains seeking its advocacy and support to facilitate the preparation of an application.

4. Allocate $10,000 from existing budgets, to undertake the necessary advocacy by the Chairperson and Executive Officer for the Northern Floodway Project, including travel expenses to Canberra if required.

CARRIED

The meeting adjourned at 11 am for a short break.

The meeting reconvened at 11. 18 am.

GRB 19/55 GRFMA Charter Review

Moved Mr. S Dilena Seconded: Cr. T Keen

That the GRFMA:

1. Note and endorse the GRFMA draft Charter Review responses from Adelaide Plains, Adelaide Hills, The Barossa, Town of Gawler and City of Playford councils;

2. Endorse addition of a new clause 4.3.1.3 to reflect the provision that a Deputy Member in attendance at a meeting, where the designated Board Member is also present, may speak without entitlement to vote.

3. Request the Executive Officer; a) Subject to receipt of response from Light Regional Council, to facilitate

appropriate amendment and legal review of the final draft GRFMA Charter Review document;

b) Then provide a copy of the final GRFMA Charter Review document, as amended, to GRFMA Board Members for information and approval; and subsequently

c) Following majority support indication from Board Members, provide a copy of the final new GRFMA Charter Review Document to constituent councils to accept and adopt as per clause 18.2 of the GRFMA Charter.

CARRIED

GRB 19/56 Bruce Eastick North Para Flood Mitigation Dam - Dambreak and Consequence

Assessment Report

Moved Mr. S Dilena Seconded: Cr. P Koch

That the GRFMA Bruce Eastick North Para Flood Mitigation Dam - Dambreak and

Consequence Assessment Report be taken from the table.

CARRIED


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GRB 19/57 Bruce Eastick North Para Flood Mitigation Dam - Dambreak and Consequence

Assessment Report

Moved Mr. S Dilena Seconded: Cr. T Keen

That the Executive Officer be requested to provide a report at the October 2019 meeting,

outlining actions and next steps that the Board might consider in responding to the

GRFMA Bruce Eastick North Para Flood Mitigation Dam - Dambreak and Consequence

Assessment Report.

CARRIED

GRB 19/58 Gawler East Link Road

Moved Mr. G Pattinson Seconded: Cr. W Close

That the report be noted, and a verbal update be received from the Town of Gawler representative.

CARRIED

GRB 19/59 Membership Floodplain Management Australia

Moved Cr. T Keen Seconded: Mr. M Salver

That the GRFMA apply for Associate Membership to Floodplain Management Australia and attendance at annual conferences be considered at a future time.

CARRIED

Mr. M Salver departed the meeting at 12.03pm

GRB 19/60 Storm Water Management Authority Submission

Moved Mr. G Mavrinac Seconded: Cr. P Koch

That the GRFMA endorse the submission to the Stormwater Management Authority priorities 2020-2025.

CARRIED

GRB 19/61 Financial report

Moved Mr. G Mavrinac Seconded: Mr. G Pattinson

That the GRFMA receive the financial report as at 31 July 2019 showing a balance of total

funds available $117,676.73.

CARRIED


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GRB 19/62 Safe Deposit envelope signature

Moved Cr. T Keen Seconded: Cr. P Gill

That the Executive Officer, Mr. David Hitchcock be authorised as signatory to the safe deposit envelope facility at Bank SA, Norwood Branch.

CARRIED

GRB 19/63 GRFMA records

Moved Mr. G Mavrinac Seconded: Cr. P Gill

That the Executive Officer be requested to seek quotations for scanning of GRFMA records currently held at the Barossa Council

CARRIED

Mr. Hitchcock vacated the meeting at 12.12 pm.

GRB 19/64 Executive Officer Performance Review

Moved Mr. G Pattinson Seconded: Mr. G Mavrinac

That:

1. A Review Panel comprising the Chairman, G. Pattinson and G. Mavrinac be requested to undertake a review of the Executive Officer’s performance from commencement to current date, and

2. The Chairman prepare a confidential report to the October 2019 Board meeting on the outcome of the Executive Officer’s review and options for continuing engagement, including the potential for administrative support for the position.

CARRIED

Mr. Hitchcock returned to the meeting at 12.26 pm.

Closure of meeting

The Chairperson thanked the Town of Gawler for its hospitality as host. The next Ordinary Board Meeting will be held 9.45 am, Thursday 17 October 2019 at the Adelaide Plains Council. Meeting closed 12.27pm Confirmed Chairperson ……………………………………….


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2.2 Actions on Previous Resolutions

Number Resolution Action

18/07 That the GRFMA: 1. Receive the report; 2. Supports proposed development of a Levee Bank

Management (Gawler River Floodplain) information and guideline document by the Adelaide & Mt Lofty Ranges Natural Resources Management Board (AMLRNRMB);

3. Requests the Executive Officer to initiate a meeting with Constituent Council planning and engineering staff and AMLRNRMB staff to facilitate adoption of: a. a suitable and consistent Development Consent

process (where appropriate) for applications for approval to undertake construction and maintenance of levee banks; and

b. approved Best Practice Operating Procedures under the relevant Natural Resources Management Plans.

Natural Resources AMLR are currently doing some preliminary investigations into a CRP for levee banks and other water affecting activities as part of the policy review. With the NRM Reform process it’s difficult to give a firm indication of timelines

19/13 That the GRFMA Board: 1. Instruct the Executive Officer to investigate the failures

identified in the SMEC report and seek a costing to commission the analysis of the design specification and execution of the works at the time of dam construction surrounding the lower level outlet pipe and stilling basin.

2. That a report be brought back to the Authority on the likelihood of seeking recompense under any warranty or insurance claim, or any other claim against the constructor(s) that constructed the dam.

Completed Verbal update

19/20 That the GRFMA 1. Receive the final Draft GRFMA Charter Review document;

and 2. Request a copy of the final draft GRFMA Charter Review

document, as amended, be provided to constituent councils for comment and support; and

3. Reinforces to all constituent councils that it will, amongst other aspects and as a priority, commit to a further review of the charter during the 2019/20 financial year that examines percentage rate contributions for each council.

Completed Refer Agenda item 8.2

19/49 That the Executive Officer be requested to investigate the matter of liability and risks in relation to the Authority and Board Members should the Bruce Eastick North Para Flood Mitigation Dam breach or fail.

Refer Agenda item 10.1

19/54 That the GRFMA: 1. Endorse implementation of the Northern Floodway Project

Advocacy Framework and Action Plan as amended.

2. Support the preparation of an application to the Stormwater Management Authority being developed in consultation with the Advocacy Working Group and any other relevant support agencies and a draft application be brought back to a future meeting of the Authority for consideration.

3. In consideration of item 2, the Executive Officer be instructed to liaise with the RDA Barossa Light Gawler

Initiated In progress with BLGAP RDA ,


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Adelaide Plains seeking its advocacy and support to facilitate the preparation of an application.


19/55 That the GRFMA: 1. Note and endorse the GRFMA draft Charter Review

responses from Adelaide Plains, Adelaide Hills, The Barossa, Town of Gawler and City of Playford councils;


3. Request the Executive Officer; d) Subject to receipt of response from Light Regional

Council, to facilitate appropriate amendment and legal review of the final draft GRFMA Charter Review document;

e) Then provide a copy of the final GRFMA Charter Review document, as amended, to GRFMA Board Members for information and approval; and subsequently

f) Following majority support indication from Board Members, provide a copy of the final new GRFMA Charter Review Document to constituent councils to accept and adopt as per clause 18.2 of the GRFMA Charter.


19/57 That the Executive Officer be requested to provide a report at the October 2019 meeting, outlining actions and next steps that the Board might consider in responding to the GRFMA Bruce Eastick North Para Flood Mitigation Dam - Dambreak and Consequence Assessment Report.


19/59 That the GRFMA apply for Associate Membership to Floodplain Management Australia and attendance at annual conferences be considered at a future time.

Completed - Granted Full Membership Category 2

19/63 That the Executive Officer be requested to seek quotations for scanning of GRFMA records currently held at the Barossa Council

In progress

19/64 That: 1. A Review Panel comprising the Chairman, G. Pattinson and

G. Mavrinac be requested to undertake a review of the Executive Officer’s performance from commencement to current date, and

2. The Chairman prepare a confidential report to the October 2019 Board meeting on the outcome of the Executive Officer’s review and options for continuing engagement, including the potential for administrative support for the position.



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8.1 Northern Floodway Project Advocacy

RECOMMENDATION

That the GRFMA receive the progress report.

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At the 15/8/19 GRFMA meeting the Board resolved:

That the GRFMA: 1. Endorse implementation of the Northern Floodway Project Advocacy Framework and Action

Plan as amended.

2. Support the preparation of an application to the Stormwater Management Authority being developed in consultation with the Advocacy Working Group and any other relevant support agencies and a draft application be brought back to a future meeting of the Authority for consideration.

3. In consideration of item 2, the Executive Officer be instructed to liaise with the RDA Barossa Light Gawler Adelaide Plains seeking its advocacy and support to facilitate the preparation of an application.


Action taken in relation to the resolution includes:

• Meetings have been undertaken with each of Rowan Ramsey MP, Tony Pasin MP and Nick Champion MP. ➢ All persons are supportive of a further 3 MPs catch up to all agree on strategy and

then set up some meetings with Minister Littleproud staff and other key members of

Parliament and staff.

➢ At this time, we are still awaiting further response for an agreed timeframe for the

collective meeting.

• Notwithstanding the 3 MP proposal the Chairman, Executive Officer and Mr P Harrison

(Advocacy team) have continued the advocacy approach with other key persons. See

the chart below for a summary of other politicians who have been seen to date and

when.

• Generally, all MPs and Senators have been interested and knowledgeable of the

flooding issue.

• Meeting briefings have included advice that all six councils and GRFMA are on board

and that the Minister for Environment and Water, David Speirs has confirmed State

funding support (50%) for the project and this includes $900,000 to commence stage 1

to firm up the proposal and costings.

• To date the Advocacy team have experienced some frustration that the meetings held

have not being able to identify a clear pathway forward in gaining Federal government

support for the project ( initially the other 900k for stage one then the other 50% of the

current $27 mill project) .

• The Executive Officer has separately met with Ms. Anne Maroney of BGLAP RDA regarding assistance to prepare and lodge an application with the Storm Water Management Authority for 50% of the project. Anne is very supportive and has scheduled in 26 September 2019 to commence the application build.


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• Correspondence seeking opportunity to meet and discuss the Northern Floodway Project has now been sent to identified stake holders.

Federal Previous letters Contacted Meeting date schedule

Rex Patrick (Senator) 24/4/19 + meeting Email 18/9/19 1 Nov

Anne Ruston (Minister) 24/4/19 Email 18/9/19

Simon Birmingham (Minister)

24/2/19 + 14/6/19 response

Email 18/9/19 1 Oct 3pm Linda Germain

Don Farrell (Senator) 24/4/19 Email 18/9/19

David Fawcett (Senator)

Email 18/9/19 1 Oct 2pm

Alex Antic (Senator) Email 18/9/19 26 Sept 10 am

State

Minister Stephan Knoll Email19/9/19

John Dawkins MP Email19/9/19 8 Oct 11am

Tony Picollo MP Email19/9/19

Jon Gee MP 2 Oct 10.30am

Walker Corp Meetings -Ben Moore

Email 19/9/19 14 Oct 2pm

Hortex Email19/9/19 Phil has briefed them

Ausveg Email19/9/19

PM

Premier


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8.2 GRFMA Charter Review

RECOMMENDATION

That the GRFMA:

1. Receive the report; and

2. Discusses next steps for action in the processes for adoption of the draft GRFMA

Charter in relation to;

➢ email responses received from Board Members.

➢ support and adoption resolutions being determined by constituent

councils.

➢ provision of a copy of the amended charter together with relevant council

resolutions to the Minister for Local Government.

➢ publication of the amended charter requirements.

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At the 15/8/19 GRFMA meeting the Board resolved:

That the GRFMA

1. Note and endorse the GRFMA draft Charter Review responses from Adelaide Plains, Adelaide Hills, The Barossa, Town of Gawler and City of Playford councils;


3. Request the Executive Officer;

• Subject to receipt of response from Light Regional Council, to facilitate appropriate amendment and legal review of the final draft GRFMA Charter Review document;

• Then provide a copy of the final GRFMA Charter Review document, as amended, to GRFMA Board Members for information and approval; and subsequently

• Following majority support indication from Board Members, provide a copy of the final new GRFMA Charter Review Document to constituent councils to accept and adopt as per clause 18.2 of the GRFMA Charter.

Actions undertaken regarding the resolution have included:

• The Light Regional Council subsequently advising “That Council support the adoption of the Gawler River Floodplain Management Authority 2019 - 2022 Charter. CARRIED”

• Amendment (as itemised in the GRFMA Minute 19/55) and legal review of the final draft GRFMA Charter Review document by Norman Waterhouse Lawyers.

• Provision of the final document to GRFMA Board Members with following responses.

Member Decision Comment

Mr Ian Baldwin, Independent Board Member, Chair

Cr Terry-Anne Keen, Adelaide Plains Council, Board Member

Yes

Mr James Miller, Adelaide Plains Council, Board Member

Yes


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Cr Malcolm Herrmann, Adelaide Hills Council, Board Member

Yes 1. 5.3 is absence from meetings. Say three considered to be grounds for termination? 2. 8.3 8.3.2 not sure I understand this clause 3, 9.4. Audit Cttee. Should we specify that one must be an elected member and one may be a staff member? 4.10.1 Not sure of inter use of words Authority and Board?? Should the Board make the appointment? 5. Add a responsibility to the EO requiring the preparation of a draft budget by......, financial statements....... Is it clear that the EO can be a contractor? 6. I think there should be a heading for DELEGATIONS TO THE EO. Could include expenditure levels, entering into small contracts etc.

Mr Marc Salver, Adelaide Hills Council, Board Member

Yes Minor grammatical additions and a comment regarding the inclusion of depreciation in the definition of operation costs on the last page of the draft Revised Charter. In essence the comment is that as depreciation is essentially the amortisation of capital expenditure divided by the useful life of an asset, it is not considered appropriate to include it in Operational Costs. Our recommendation is that depreciation be included in Capital Works and that that ‘Capital Works’ be renamed as ‘Asset Related Expenditure.’ If there is no consensus on this suggestion, then leave this out for now and we will include this in our comments back to the Board when the draft Charter is circulated for formal comment and adoption to all Constituent Councils. Let me know if anyone has a different view in this regard.

Mayor Bim Lange, Barossa Council, Board member

Mr Gary Mavrinac, The Barossa Council, Board Member

Yes Minor grammatical additions

Mr Sam Dilena, Town of Gawler, Board Member

Cr Paul Koch, Town of Gawler, Board Member

Mr Andrew Philpott, Light Regional Council, Deputy Board Member

Yes

Cr William Close, Light Regional Council, Board Member

Yes

Mr Greg Pattinson, City of Playford, Deputy Board Member

Yes I am happy with the Charter with minor edits. In regard to Marc’s comments, I think the Board


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needs to consider this post consultation with Councils. Since the Board does not fund depreciation, this becomes an issue of how the Constituent Council’s interests in the net assets of the Authority. This is in line with Clause 16.6 of the new Charter.

On the basis of the responses received (as above) it was considered appropriate that the Board further discuss next actions before any correspondence was provided to constituent councils seeking their support to accept and adopt the final draft charter document as per clause 18.2 of the GRFMA Charter. It is suggested the Board should now consider relevant options for the next steps in relation to either ;

1. Accepting the minor grammatical changes only;

• then seek formal constituent council adoption of the Charter and proceed to finalise the formal document with the Minister for Local Government; or

2. Revising the Charter with newly proposed amendments;

• recommence the process to firstly seek council support for new amendments.

• enact final Board support and then seek constituent council support to accept and adopt the final draft charter document as per clause 18.2 of the GRFMA Charter.

• proceed to finalise the formal document with the Minister for Local Government

Actions required by the GRFMA following unanimous support and adoption resolutions by constituent councils will be; A council, or constituent councils in the case of regional subsidiaries, must, if a charter is amended, provide a copy of the amended charter together with relevant council resolutions to the Minister, ensure the amended charter is published on a relevant website, and ensure that notice of the fact of the amendment and a website address at which the charter is available for inspection is published in the Government Gazette [clauses 3(5) and 19(5) of Schedule 2 to the LG Act, respectively] Guidance Paper— Subsidiaries—Ministerial approval Release Date: December 2018 Government of South Australia. Department of Planning Transport and Infrastructure


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8.3 Bruce Eastick North Para Flood Mitigation Dam - Dambreak and Consequence Assessment

RECOMMENDATION That the GRFMA:

1. Note the report; 2. Receive a verbal update on discussions with the SA SES to enable further

consideration of actions that might be considered in responding to the GRFMA Bruce Eastick North Para Flood Mitigation Dam.

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At the 15/8/19 GRFMA meeting the Board requested the Executive Officer provide a further

report outlining actions and next steps that might be considered in responding to the GRFMA

Bruce Eastick North Para Flood Mitigation Dam - Dambreak and Consequence Assessment

Report.

The Dambreak and Consequence Assessment Report has determined the following

consequence category.

(SDF = Sunny Day Failure)

Considerations for GRFMA, based on the Consequence Category, relate to Dam safety

management and improvement programs regarding spillway capacity and risk assessment

process and evacuation modelling.

Dam safety management and improvement programs

ANCOLD guidelines provide guidance of relevant inspection requirements for the designated

consequence category. This is helpful in that it assists in preparation of the Asset Management

Plan (Dam), Operational and Maintenance Manual (Dam) which in turn informs the GRFMA

Long Term Financial Plan.

The Dambreak and Consequence Assessment Report recommends the following inspection

regime.

Inspection

Personnel Purpose

Comprehensive Dam Engineer

and specialists

(where relevant) The identification of deficiencies by thorough onsite inspections; by

evaluating surveillance data and by applying current criteria and

prevailing knowledge.

Equipment should be test operated to identify deficiencies.


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Intermediate Dams Engineer The identification of deficiencies by visual examination of the dam

and review of recent surveillance data, with recommendations for

corrective actions.

Equipment is inspected and, preferably, test operated.

Routine/Visual Operations

Personnel

The identification and reporting of deficiencies by visual observation

of the dam by operating personnel as part of their duties at the dam.

Special/Emergency Dams Engineer

and specialists

The examination of a particular feature of a dam for some special

reason (e.g. After earthquakes, heavy floods, rapid drawdown,

emergency situation) to determine the need for pre-emptive or

corrective actions.

The Asset Management Plan and GRFMA Long-term Financial Plan are currently being

prepared. Refer Agenda item 8.4 Strategic Plans. The Operations and Maintenance Manual

(Dam) was prepared in 2008 and is scheduled for review in the 2019/20 financial year.

Spillway capacity and risk assessment process

Spillway capacity and risk assessment process refers to improving the capacity of the spillway

to accommodate extreme floods.

HARC has advised as the dam has been allocated a Consequence Category of High B, the

fallback flood capacity of the spillway required is a 1 in 10,000 Annual Exceedance Probability

(AEP) (ANCOLD 2000). As the current AEP of the Dam Crest Failure (DCF) is 1 in 2000 this

would indicate that the spillway should be upgraded.

However, before any work is done on consideration of upgrading the spillway (which of course

would be very expensive) it would be appropriate to undertake a risk assessment of the dam.

This will allocate likelihood of failure for a range of events and will give a greater picture of what

work, if any, needs to be undertaken.

A key input to the risk assessment is the potential loss of life (PLL). The method used in the

HARC assessment is empirical (recommend by ANCOLD) which is very sensitive to warning

time assumptions. If some evacuation modelling, such as HEC-LifeSim, was undertaken it

would give a better understanding of the PLL as the warning time.

Extract from ANCOLD website in Executive Officer researching what is HEC-LifeSim. The U.S. Army Corps of Engineers have recently releasedHEC-LifeSim1.0, a dynamic simulation model for estimating life loss from severe flooding (Fields, 2016). In contrast to the empirical models that are often used to estimate life loss from dam failure, HEC-LifeSim explicitly models the warning and mobilisation of the population at risk and predicts the spatial distribution of fatalities across the structures and transport networks expected to be inundated. This capability provides additional insights to dam owners that can be used to better understand and reduce the life safety risks posed by large dams. In this paper, we demonstrate the use of HEC-LifeSim to model the potential loss of life from failure of five large Australian dams. Particular attention is paid to how the predicted life loss varies with warning time, in a manner that depends on human response and the transport network’s capacity for mass evacuations,


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and the modelled severity of flooding. We also examine how the HEC-LifeSim estimates of life loss compare with those from the empirical Reclamation Consequence Estimating Methodology (RCEM). Chriselyn Kavanagh, Simon Lang, Andrew Northfield, Peter Hill Separately, on Friday 4 October 2019 the Executive Officer met with representatives from the

SA State Emergency Services (SES)to discuss the Dambreak and Consequence Assessment

Report and to explore issues regarding flood warning requirements and possible evacuation

scenarios should a Dam break situation be experienced.

The matter of HEC-LifeSim modelling was also raised.

Representatives advised the SES is the controlling authority for flood events and they would be

the responsible authority to undertake and effect any appropriate flood emergency management

and population evacuation requirements. This would include both seasonal flood events, dam

crest over topping and any possible dam break occurrence downstream of the dam.

A key outcome of the discussion was the suggestion for the GRFMA to establish an Emergency

Management Plan. Such a plan should be developed that amongst other things would include

identification of key risk events ( floods) against a risk matrix to indicate required action to be

undertaken. e.g monitoring of extreme weather events to identify possible flood risk levels and

process for timing notification and engagement of SES of perceived threat levels.

The SES have also developed draft warning time modelling that once finalised will assist with

warning time protocols to be developed. ‘

Regard to constituent council Emergency Management Plans should also be included as would

the required inspection regime to be identified in the GRFMA Asset Management Plan.

It is also suggested that as the GRFMA has recently undertaken membership(Full Membership

Category 2) to Floodplain Management Australia, further inquiries to that organisation seeking

assistance and advice on suitable processes in regard to spillway capacity and risk; and

development of suitable emergency management plans by flood plain management authorities

would be advantageous.


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8.4 GRFMA Strategic Plans

RECOMMENDATION That the Executive Officer be requested to organise a suitable workshop for Board Members to attend in order to establish GRFMA strategic management documents so as to enable finalisation and adoption of the plans for the period commencing 1 July 2020.

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The GRFMA currently utilises a rolling three-year Business Plan and annual budget to inform and direct strategic and annual operations of the Authority.

This process will be redundant upon adoption and formalistaion of the newly proposed Charter

document. Refer Agenda item 8.2.

The resultant Charter will require preparation of the following strategic management documents

by the GRFMA:

o The Authority must prepare a budget for each financial year. o The Authority shall have an Annual Business Plan in respect of the ensuing 12

months o The Authority must develop and adopt in consultation with the constituent

councils a Long Term Financial Plan covering a period of at least ten (10) years in a form and including such matters which, as relevant, is consistent with Section 122 of the Act and the Local Government (Financial Management) Regulations 2011 as if the Authority were a council.

o The Authority must prepare and adopt in consultation with the constituent councils a Strategic Plan for the conduct of its business which will identify the Authority's objectives over the period of the Strategic Plan and the principal activities that the Authority intends to undertake to achieve its objectives.

o The Authority must prepare and adopt in consultation with the constituent councils an Asset Management Plan in a form and including such matters which, as relevant, is consistent with Section 122 of the Act as if the Authority were a council.

Principally development of the Strategic Plan is undertaken first so that the vision of the Authority is identified. Then the Asset Management Plan and the Long -Term Financial Plan are established to inform management of all assets and ultimately to fund the organisations vision and operation requirements. Clearly, they are interactive, and considerations made within each separate plan are reflective in the other strategic plans. The Annual Business Plan and Annual Budget then identify the scheduled annual components that are to be undertaken and financed by the Authority. In anticipation of the new requirements a body of work has been commenced to reflect the format of what a GRFMA draft Long-Term Financial Plan and Asset Management Plan might look like.


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The draft documents have been formatted using current consideration of works and objectives previously indicated by the Board. Basically, they are formulative working drafts and the content is for example consideration at this stage. Noting it’s premature to finalise such plans prior to establishment of the Strategic Plan considerations.

Copies of the working documents are available on request should Board members be interested in what they might look like at this stage. It is recommended that the Board now consider suitable timing and process to establish strategic management documents to enable finalisation and adoption for the period commencing 1 July 2020. It is suggested an initial workshop process to establish the Strategic Management Plan should be established. This will then enable completion of the other relevant plans.


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8.5 GRUMP Progress Report

RECOMMENDATION That the Gawler River UNHaRMED Mitigation Project (GRUMP) progress report be received.

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Over the past four years the University of Adelaide, and the Research Institute for Knowledge Systems, commissioned, supported and funded by the Bushfire & Natural Hazard CRC, has been developing UNHaRMED.

UNHaRMED is a decision support tool designed to explore how to manage risk into the future in an integrated and dynamic approach considering different drivers and options impacting on future risk. Its development has been supported by the inputs of many stakeholders around Australia, including South Australian State Government officials (including DEW, SASES, DPTI), and LGA SA, shaping what the tool should be able to do and what it should look like. Following successful funding application (with GRFMA Board approval) from the National Disaster Resilience Program the Gawler River UNHaRMED Mitigation Project (GRUMP) was commenced in March 2019. The Gawler River UNHaRMED Mitigation Project (GRUMP) will support the exploration of the potential of UNHaRMED by considering specific pilot studies and analysis of risk treatments (such as the proposed Dam raise and Northern Floodway proposals) and developing a methodology for continued use of the program for integrated planning of flood mitigation actions by GRFMA. The project will also provide an example for other local government authorities and floodplain managers in integrated flood risk management supported by integrated risk modelling. Project Aims

- To provide a platform for GRFMA constituent councils to compare flood mitigation options over time in an integrated and transparent manner, as the basis for preparing a master plan incorporating existing mitigation structures and on-going maintenance and operation for constituent councils and the community.

- To enable this platform to be used to engage the community in decision making, improve risk awareness and resilience and willingness to pay for risk reduction, depending on risk appetite.

- To integrate social, economic, and environmental risk factors for a broad understanding of the Gawler River Catchment to inform a landscape masterplan for long-term strategic planning.

- To highlight the role of research and science in local government decision making and provide an example for similar councils and catchment management authorities across Australia.

- To develop a repeatable process to enable continued use of the project outputs and analysis frameworks for Local Government decision making across South Australia.

Below is the September 2019 Project progress report for information.


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PROGRESS REPORT

SOUTH AUSTRALIAN DISASTER RESILIENCE GRANT

Project Name: Integrated Decision Support Tool, Flood Risk in Gawler River Catchment

Number: NDRP1718-08

Year the project was funded: 2019

Organisation: Gawler River Floodplain Management Authority

Date: 30 September 2019

1. Project Status On-Schedule

2. Milestones

All milestones and deliverables are progressing on-schedule after a slightly delayed kick-off to the project

related to availability of key stakeholders for initial workshop. The below table of project milestones

highlights this.

Year Milestone / Deliverable Date # Status

18-19

Quarter 3 (Jan-Mar)

Establish project Steering Group and Project Team

31/03/2019 M.1 Complete

Project Initiation Workshop 31/03/2019 D.1 Complete (1/5/19)

18-19

Quarter 4 (Mar-Jun)

Initial project methodology overview report 30/06/2019 D.3 Complete

Quarterly Progress Report 30/06/2019 D.4 Complete

19-20

Quarter 1 (Jul-Sep)

Workshop on assessment results and pathway development

30/09/2019 D.5 Complete – held

Quarterly Progress Report 30/09/2019 D.6 Complete

19-20

Quarter 2 (Oct-Dec)


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Year Milestone / Deliverable Date # Status

Integrated assessment of flood mitigation options and adaptation pathways report

31/12/2019 D.7 On-schedule

Quarterly Progress Report 31/12/2019 D.8 On-schedule

19-20

Quarter 3 (Jan-Mar)

Pathway document for GRFMA constituent councils for integrated flood risk management


Evaluation document outlining use of UNHaRMED, data used, limitations and gaps in data and analysis and recommendations for future work.

31/03/2020 D.10

On-schedule

Final Report including Evaluation, Statement of Financial Expenditure, Finance report or Summary, and Certificate of Compliance.


Project Close 31/03/2020 M.2 On-schedule

Quarterly Progress Report 31/12/2019 D.12 On-schedule

Deliverable 3 was delayed in the last progress report – this has now been completed and all deliverables

are either complete or on-schedule.


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8.6 Financial Report and Budget Review 1

RECOMMENDATION

That the GRFMA:

1. Receive the financial report as at 30 September 2019 showing a balance of

total funds available $204,439.89.

2. Adopt the Budget Review 1 documents 30 September 2019 and for the

2019/20 financial year.

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Attachments:

• Reconciliation to 30/9/19.

• GRFMA Balance Sheet as at 30/9/19

• Budget Review 1 documents as at 30 September 2019.

• Budget Review 1 documents for the 2019/20 financial year.

Budget Review 1

To date there are some minor additional expenses not otherwise budgeted by the Board for the

2019/2020 financial year. Approximately $700 additional expenses in total.

Costs are principally in relation to external accounting assistance for preparation of financial

reports in model local government reporting format and drafting the Long-Term Financial Plan

framework and additional expenses for end of year External Auditing.

This is not considered material in the context of the overall budget and it is suggested that at

this time it is reasonable to undertake a wait and watch approach with adoption of the Budget

Review 1 as unchanged.

Tabled below Executive Officer Activities report.

Activity June July Aug Sept

To keep maintained the business office of the Authority 9 19 14 16

To prepare the Business Plan, Budgets and reports in a timely manner

6.5 3.5 9.5

To liaise with Councils, and Stakeholders to foster the outcomes of the Business Plan

6.5 5 12

To attend all meetings of the GRFMA, to prepare agendas, minutes and correspondence as required.

16 7.5 13

TOTAL 25 39.5 35.5 37.5


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CONFIDENTIAL 10.1 Liability Risk Management and the Bruce Eastick North Para Flood Mitigation Dam

RECOMMENDATION

Pursuant to Section 90(2) of the Local Government Act 1999, an Order is made that the public, excepting the following persons:

• Executive Officer; and

• Deputy Board Members. be excluded from attendance at the meeting, in order to consider in confidence agenda item 10.1, under Section 90(3)(e) of the Local Government Act 1999 on the basis that: matters affecting the security of the council (Authority) members or employees of the council, or council property, or the safety of any person. This matter is confidential because it includes advice in relation to liability risk management in relation to the Bruce Eastick North Para Flood Mitigation Dam. On the basis of this information, the principle that meetings of the GRFMA Board should be conducted in a place open to the public has been outweighed in this instance: the Board consider it necessary to consider this matter in confidence.

______________________________________________________________________

Refer Confidential attachment.


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CONFIDENTIAL 10.2 Executive Officer Review

RECOMMENDATION

Pursuant to Section 90(2) of the Local Government Act 1999, an Order is made that the public, excepting the following persons:

• Executive Officer; and

• Deputy Board Members. be excluded from attendance at the meeting, in order to consider in confidence agenda item 10.2, under Section 90(3)(a) of the Local Government Act 1999 on the basis that:

information the disclosure of which would involve the unreasonable disclosure of

information concerning the personal affairs of any person (living or dead);

This matter is confidential because it includes advice in relation to the Executive Officer Review. On the basis of this information, the principle that meetings of the GRFMA Board should be conducted in a place open to the public has been outweighed in this instance: the Board consider it necessary to consider this matter in confidence.

______________________________________________________________________

Refer Confidential attachment.

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