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  • GannawarraShireCouncilOrdinaryMeetingMinutes

    OrdinaryMeetingMinutesCommunityMeetingRoom,CohunaWednesday17February,20167.00pm

  • GannawarraShireCouncilOrdinaryMeetingMinutes

    Wednesday17February,2016

    7.00pm

    1. OpeningPrayer 123482. Apologies 123483. ConfirmationofMinutes 123484. DeclarationofPecuniaryInterest 123485. QuestionTime 123486. AssemblyofCouncillors 123487. BusinessReportsforDecision 123497.1 CohunaCivicPlaceLandscapeDesignEndorsement 12349

    7.2 WellsBridgeReplacementGrantFunding 12351

    7.3 AcknowledgementofCountryStatementandReconciliationActionPlan 12352

    7.4 RoadConditionEvaluationReport2015 12353

    7.5 CouncilPlanProgressReport 12355

    7.6 CanonsgateAvenue,KerangFormalisationaspublichighway 12356

    7.7 SirJohnGortonLibraryHoursLateNightOpening 12356

    7.8 QuarterlyFinancialReportDecember2015 12357

    7.9 AuditCommitteeReportFebruary2016 12357

    7.10 CommunityCareScheduleofFeesandCharges2016/17 12359

    7.11 LocalGovernmentAct(ImprovedGovernance) 12360

    7.12 LocalGovernment:201415AuditSnapshotRecommendations 12361

    8. InformationReports 12362

    9. UrgentItems 1236210. NoticesofMotion 1236211. DelegatesReports 1236312. InCommitteeItems 1236512.1 WasteandRecyclingCollectionServiceCP212 12365

  • 1 OpeningPrayerCrAriansreadtheOpeningPrayer.

    Present:Cr Lorraine Learmonth (YarranWard),CrNevilleGoulding (YarranWard),CrMarkArians (PatchellWard),CrOscarAertssen(MurrayWard),CrNeilGannon(AvocaWard),CrKeithdenHouting(PatchellWard),Cr Brian Gibson (Patchell Ward), Eric Braslis Chief Executive Officer, Chris White Director StrategicDevelopment,MandyHutchinsonDirectorCommunityWellbeing,GeoffRollinsonDirector InfrastructureServices,MargAllanActingDirectorCorporateServicesandLisaClueManagerGovernance.

    Gallery:5Media:1.

    2 ApologiesNil.

    3 ConfirmationofMinutes

    MOVED: CRAERTSSENSECONDED: CRARIANS

    ThatCouncil:

    1. Adopt the minutes from the Ordinary Council Meeting and InCommitteeMeetingheldon20 January2016.

    CARRIED

    4 DeclarationofConflictofInterestNoconflictsofinterestweredeclared.

    5 QuestionTimeTherewerenoquestionsfrommembersofthepublic.

    6 AssemblyofCouncillorsContextIn accordance with Section 76A of the Local Government Act 1989 the definition of an Assembly ofCouncillorsis:

    Ameeting at which matters are considered that are intended or likely to be the subject of a Councildecision or the following exercise of a delegated authority andwhich is either of the following:

    1. AplannedorscheduledmeetingthatincludeshalftheCouncillorsandatleastoneOfficer,or2. AmeetingofanadvisorycommitteewhereatleastoneCouncillorispresent.3. IfameetingfitseitherofthesetypestheproceduresapplyingtoanAssemblyofCouncillors mustbe

    compliedwith, irrespectiveofanynameordescriptiongiven tothecommitteeor meeting.Not allgatherings ormeetings atwhich Councillors are presentwill constitute AssemblyofCouncillors.

    Gannawarra Shire Council - Ordinary Council Meeting Minutes 17 February 2016

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  • The requirement for reporting provides increased transparency and the opportunity for Councillors tochecktherecord,particularlythedeclarationofConflictofInterest.

    MOVED: CRGANNONSECONDED: CRDENHOUTING

    ThatCouncil:

    1. NotestherecordofAssembliesofCouncillorsasoutlinedinthisreport.

    CARRIED

    7.1 CohunaCivicPlaceLandscapeDesignEndorsement

    ContextFollowing the adoption of the Cohuna Future Vision Plan by Council in 2015, consultants Liesl Malan(LieslMalan LandscapeArchitects) and SallyHirst (Hirst Projects) have been engaged to producedetailedlandscapedesignsforthestageddevelopmentoftheproposedCivicPlacetothe frontoftheCouncilOfficesinCohuna.

    Thepurposeofthelandscapedesignproposalsistoinformaworkprogramwhichwillresultinthe creationofacivicspace/parkwhichwillperformavarietyoffunctions, includingthecreationofa fittingsettingformemorialstothoselocalpeoplewhomadetheultimatesacrificeintheserviceof theircountry.

    The proposal for the civic space identifies a staged approach to development which can beimplementedinlightofcommunityaspirationsandfunding availability.Keydesignelements identifiedinthePlanincludethefollowing:

    Stage1: SurfacedplazaareatoaccommodateWW1memorial,flagpoleandgrassededging. Twoquietseatingareastoprovideanopportunityforrestandreflection. Allexistingtreesretainedduringthisstage.

    Stage2: MemorialWalk incorporating planting and sculptural elements, to provide a setting for future

    memorials(alltobesubjecttodetaileddesign). ExistingMelaleucatreesreplacedwithnewtreestocomplementtheMemorialWalk.

    Stage3: NewsurfacingtoforecourtofMemorialHallandareaaroundtoilets. Externalfaadetreatmenttotoiletbuildingtoenhancelegibility,improvepresentationand clearly

    differentiateitfromthehallbuilding.

    Stage4(OptionA): Proposed design incorporates provision for new Art Gallery (dependent upon feasibility and

    funding). Centralpathtolibrary. Significant access improvement to existing Library and CouncilOfficesby raising verandah floor

    levelandconstructingnewrampstomeetUniversalAccessrequirements. Newlandscapeelementstoimprovepresentationofsouthwestsiteentry.

    Gannawarra Shire Council - Ordinary Council Meeting Minutes 17 February 2016

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  • Stage4(OptionB): Proposeddesigndoesnot incorporateprovisionfornewArtGallery,and insteadpromotes anewly

    landscapedareatoadjointhememorialplaza. CentralpathtoLibrary. Significant access improvement to existing Library and Council Offices by raising verandah floor

    levelandconstructingnewrampstomeetUniversalAccessrequirements. Newlandscapeelementstoimprovepresentationofsouthwestsiteentry.

    Stage5: Proposed street treeplanting toprovideadditionalshade for largeeventsandgatherings, suchas

    ANZACDayServiceswhichextendintoMarketandKingEdwardStreets. Proposed treeplanting inKingEdwardStreetwould significantly improve themicroclimate ofthis

    areabyprovidingshadeonthenorthernsideofthesiteinsummer.

    TheseproposalswillbeofdirectassistancetoCouncilas it identifiesspecificopportunitiesand prioritiesforinvestmentinthecivicprecinct. ItprovidesbothCouncilandthelocalcommunity withacoherentframeworkforfutureprojectdevelopmentatthissite.

    SUSPENSIONOFSTANDINGORDERS

    ThatStandingOrdersbesuspendedtoallowgeneraldiscussionwithCohunaRSLmembers.

    MOVED: CRGANNONSECONDED: CRAERTSSEN

    1. That Standing Orders be suspended to allow general discussion with Cohuna RSLmembers.

    CARRIED

    CouncillordiscussionwithCohunaRSLmembers.

    RESUMPTIONOFSTANDINGORDERS

    ThatStandingOrdersberesumed.

    MOVED: CRGOULDINGSECONDED: CRGANNON

    1. ThatStandingOrdersberesumed.

    CARRIED

    Gannawarra Shire Council - Ordinary Council Meeting Minutes 17 February 2016

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  • MOVED: CRGOULDINGSECONDED: CRDENHOUTING

    ThatCouncil:

    1. Endorsethedeveloped landscapeproposalsfortheproposedCohunacivicplace,andproceedwiththeStageOneworks.

    2. Display theplans for thestageddevelopmentof thecivicplaceandwork to identifyfuturefundingopportunitiestoimplementfuturestages.

    CARRIED

    7.2 WellsBridgeReplacementGrantFunding

    ContextCouncil has been successful under the Australian Governments Department of Infrastructure and RegionalDevelopmentBridgesRenewalProgrammeRound2forthereplacementofWellsBridgeinBenjeroop.

    The replacementbridgewillbebuilt towithstandhighermass limits (SM1600).Thiswill result inastrategicintrastate and interstate transport link, opening up at least 27 km of direct route access for highermassvehicles.

    As the only bridge in the area, if the bridge is closed, vehiclesmust detour approximately one hour viaKerang (around 74 km) to cross the Loddon River which adds significant costs and reduces thecompetitivenessoftheregionsbusinesses.

    Thenewbridgewillbedesignedtowithstandfreightloadsthatwouldbeanticipatedforthefulldesignlife ofthebridgebeing80to100years.

    The $1,676,000 bridge will replace the current single lane timber and steel structure with a twolaneconcrete bridge. The funding under the Bridges Renewal Program is offered on a 1:1 basis. As such,Councilisrequiredtocontribute$838,000cashtowardsthebridgereplacement.

    MOVED: CRGIBSONSECONDED: CRGANNON

    ThatCouncil:

    1. Refer a contribution of $838,000 towards the reconstruction of Wells Bridge inBenjerooptothe 2016/17CapitalWorksprogram.

    CARRIED

    Gannawarra Shire Council - Ordinary Council Meeting Minutes 17 February 2016

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  • 7.3 AcknowledgementofCountryStatementandReconciliationActionPlan

    ContextThis report provides an option toadopt an Acknowledgement of Country Statement for Council andcommunitymembers to refer to and use atGannawarra Shire Council events, officialmeetings, functionsand other special occasions. Further this report supports Council Officers to continue to work on aReconciliationActionPlaninpartnershipwithinterestedCouncillorsandtheKerangEldersGroup.

    1. Acknowledgement of Country the attached statement articulates how and when to do anAcknowledgement of country. For example the first speaker, the Chair or a Council Officerwould givetheAcknowledgmentofCountryinthefollowingway:

    Iwould like to take this time toAcknowledge theTraditionalCustodiansof the land,andpaymy respecttoeldersbothpastandpresent,

    ItisnotnecessaryforsubsequentspeakerstogiveanAcknowledgement.

    PleaseseeattacheddraftAcknowledgementofCountrystatement.

    2. Reconciliation Action Plan (RAP) this broad comprehensive plan reflects the currentrelationship with the local Aboriginal community, and set actions under the three platformsof relationships, respect and opportunities. The RAP would cover a variety of topics fromculturaleducationtoflag raising.

    MOVED: CRARIANSSECONDED: CRGIBSON

    ThatCouncil:

    1. AdopttheAcknowledgementofCountryStatement.2. OfficerscontinuetodevelopaReconciliationActionPlanandpresentthisbackto

    Councilwhena draftisreadyforconsideration.

    AmendmenttotheMotion:

    MOVED: CRGOULDINGSECONDED: CRDENHOUTING

    ThatCouncil:

    1. AdopttheAcknowledgementofCountryStatementwiththeadditionofthewordsandpioneersattheendofthestatement.

    2. Officers continue to develop a Reconciliation Action Plan and present this back toCouncilwhena draftisreadyforconsideration.

    LOST

    CouncillorsrequestedtheMayorputthemotionintwoseparateparts.

    TheMayorputthemotiontothevoteinseparateparts.

    Gannawarra Shire Council - Ordinary Council Meeting Minutes 17 February 2016

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  • ThatCouncil:1. AdopttheAcknowledgementofCountryStatement.

    Adivisionwascalled.

    VotingFortheMotion VotingAgainsttheMotion

    CrArians,CrGibson,CrAertssen,CrGannon,CrLearmonth

    CrdenHoutingandCrGoulding

    CARRIED

    2. OfficerscontinuetodevelopaReconciliationActionPlanandpresentthisbacktoCouncilwhena draftisreadyforconsideration.

    Adivisionwascalled.

    VotingFortheMotion VotingAgainsttheMotion

    CrArians,CrGibson,CrAertssen,CrGannon,CrLearmonthandCrdenHouting

    CrGoulding

    CARRIED

    7.4 RoadConditionEvaluationReport2015Update

    ContextCouncilmaintains an extensive road and footpath network across themunicipality. These assets requirecontinualmaintenanceand renewalworks toensure theyprovide for the communityat the required levelof service. To ensure this can occurover the longer term for theminimum of capital input, programmedworksmustbemadefrominformedmanagementpracticesandadetailedknowledgeofthenetwork.

    MoloneyAssetManagementSystems(MAMS)wasengagedtoconductacondition inspectionofallCouncilsroadandfootpathnetworkbeing:

    Asset Class QuantityFootpaths 78kmKerb 148.4kmSealedPavement 531.2kmSealedSurface 531.2kmUnsealedPavement 963.9km

    The prime purpose of a condition assessment survey is to develop a targetedworks program tomanagethese assets efficiently.AsMAMS has conducted a number of inspection over a very long period otherinformation canbeobtain that increases the accuracyof futuremodelling topredict the futurepatternofassetdegradationandrenewaldemandsbasedie.Longtermcapitalworksbudgets.

    Themajorfindingofthereportwere:

    1. GannawarraShirehasmanaged itsroadassetswellsincethe lastconditionsurvey in2003witha strongconditionimprovementinallroadclassesotherthantheresealsandkerbs.

    Gannawarra Shire Council - Ordinary Council Meeting Minutes 17 February 2016

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  • 2. The totalpresent renewal shortfallorbacklog inover intervention assets for thewhole roadsgroup isestimatedat$4,548,733 representing2.77%of the total roadassetvaluation.This isconsidered to be a reasonable figure by industry standards with the upper limit of theacceptable range consideredtobearound3.50%.

    3. The planned total renewal expenditure level of $2,323,000 pa is considered to be at anappropriate level for the next 10years, but there may need to be some redistributionbetween the asset classes.

    4. Gannawarra is one of only a hand full of councils thatMAMS have analysed in recent yearswhere theplannedaverage renewalexpenditureover thenext10years isconsidered tobeatan appropriatetotallevel.

    5. The sealed road pavement assets were found to be in very good overall condition and hadexperienced amodest overall improvement in condition since the time of the last survey in2003. This is considered to be an outstanding achievement and reflects very soundmanagement practicesontheseveryimportantassets.

    6. Thesealedsurfaceassets (reseals)were foundtobe inpooroverallconditionandhaddeclinedin conditionquitemeasurably since the last survey in2003. These are really important assetsand shouldalwaysbefullyfundedasthetoproadsgroupfundingpriority,asfailuretodosowillresult inadiminishedpavementlifeandhencehigherongoingoverallcosttomaintain.

    7. TheUnsealed roadpavementassetswere found tobe inverygood toexcellent conditionandhad improvedinconditionquitemeasurablysincethelastsurveyin1997.Thisresultisattributedtothe floodrecoveryworks.

    8. TheKerbassetswere found tobe inverypooroverallconditionandhaddeclined in conditionquite measurablysincethelastsurveyin2003.

    9. The footpath assets were found to be in fair overall condition and had experienced a quitedramatic conditionimprovementsincethelastsurveyin2003.

    10. Therecommendedfundingstrategycomingoutofthemodellingworkwithinthisreportshouldbe seen as delivering a total renewal expenditure profile for thewhole of the road network.There mustbe some flexibility forhow the total isdistributedannuallybetween the subassetclasses.But it isfeltthattheresealprogramshouldbefullyfundedasrecommendedandthereisalsoastrong case forhigherthanminimum levelsoffundingwithin theFootpatharea foratleast the first3 5 years.Thismaymean thatotherareasare fundedat lower levels than therecommendedminimum forthefirst5years.

    Overallthe report recommendsholding thecurrent levelof funding (subject toCPI increases)ataround thecurrent level for thenext35yearsandonlyadjustdistributionof fundingbetweenassetclasses tocorrectanimbalanceinthesealedsurfaceandkerbconditionsoverthelongerterm.

    AssetClass CurrentCapitalExpenditure

    RecommendedCapitalExpenditure

    SealedPavements $550,000 $516,000SealedSurfaces $832,000 $985,000UnsealedPavements $728,000 $604,000Kerbs $100,000 $140,000Footpaths $113,000* $80,000Totals $2,323,000 $2,355,000

    *includesaportionofoperatingexpenditureformodellingpurposesduetothewayfootpathsaremaintained/managed.

    Gannawarra Shire Council - Ordinary Council Meeting Minutes 17 February 2016

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  • It is important to note that in 2010 Council redirected a full year of Reseal funding to the expandedfootpathnetwork.Whileasthereportnotesthereisnowanimprovementintheoverallfootpath conditionit isnowshowingageneraldecline in theconditionof theSealedSurfaces thatcanbe linked tothis event.The reasoning at the timewas the Sealed Surfaceswere in good condition and couldwait, howeverthisobviously wasnt the case due to the way assets decline in particular how spray seals oxidises anddeteriorates.As a consequence it is now necessary to increase the funding to this asset class to preventmajorfailuresinthesealedpavementswhichcostupwardsoftentimesthatofspraysealcosts.

    Given the report finding it is imperative that Council continue to fully fund these important assets at therecommendedlevelstoensuretheyperformasrequiredforourcommunityandfuturegenerations.

    MOVED: CRGIBSONSECONDED: CRAERTSSEN

    ThatCouncil:

    1. ReceivetheMAMSRoadAssetSurveyReport,August2015.

    CARRIED

    7.5 CouncilPlanProgressReport

    ContextThis half yearly report outlines progress towards the outcomes listed in the Council Plan from July 1 toDecember31,2015.

    TheCouncilPlan20132017 incorporatestheMunicipalHealthandWellbeingPlanandsetsoutthe strategicpriorities for Council.The priority areaswithin this Council Plan: strong and diverse economy, sustainableenvironments, healthy liveable communities and effectivemanagement and leadership, respondpositivelytothecommunitysvisionforthefutureasdocumentedwithinthe15yearstrategicplan Gannawarra2025Takingupthechallenge.

    Council has completed a number of projects in the past sixmonthswhichmeet the priorities listed in theCouncilPlan.Manyother importantprojectsandactivitiesare inprogress.Keyachievements for thepastsixmonthsinclude:

    AttendanceattheRegionalVictoriaLivingExpo KerangExercisePoolreceivedafacelift GannawarraYouthCouncilattendedYouthParliament SolarTrackerswereinstalledattheSirJohnGortonLibraryprecinct StronglandsalesinboththeCohunaandKerangIndustrialEstates NBNworkscompletedinCohuna LightingtheRegionsProgramcompleted GreenwasteServicewasimplementedaftera12monthtrial Successfulrailingaheadpartnership.

    MOVED: CRAERTSSENSECONDED: CRGIBSON

    ThatCouncil:

    1. AcknowledgetheprogressmadebetweenJuly1,2015andDecember31,2015 inrelationtothe CouncilPlanactionsandobjectives.

    CARRIED

    Gannawarra Shire Council - Ordinary Council Meeting Minutes 17 February 2016

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  • 7.6 CanonsgateAvenue,KerangFormalisationaspublichighway

    ContextCanonsgateAvenueruns inaneasterlydirectionoffBoundaryStreetKerangand issealedtowhere itmeetsfreehold landownedbyCouncil (Refer to attachedmap). CanonsgateAvenue isonCouncils road registerand turns in a northerly direction. The unsealed section is maintained by Council as a gravel road andprovidesaccesstotwopropertiesaswellastheLowerMurrayWaterPumpStationNo.1atthefarend.

    Formalisation of the entire roadway would require the subdivision of approximately 20 metres off thefreehold landownedbyCouncilandtheprocessundertakentoproclaim thesectionoftheroadasapublichighwayinaccordancewithSec.204oftheLocalGovernmentAct1989.ThebenefittoCouncilto subdividethe landtocreatearoadreservewouldbe thatshouldCouncilwishtosellthe freehold land in thefuture,thesubdivisionwouldberequiredpriortoasaleproceeding.

    MOVED: CRDENHOUTINGSECONDED: CRGANNON

    ThatCouncil:

    1. Have the landsurveyedandproceed to lodgeaplanof subdivision tocreate the roadreserve.

    2. PrepareanoticeproclaimingapublichighwayintheGovernmentGazette.

    CARRIED

    7.7 SirJohnGortonLibraryHoursLateNightOpening

    ContextAspartofa reviewof theopeninghoursat theSir JohnGortonLibrary,patronsand thewidercommunityweresurveyedabouttheirpreferredeveningforlatenightopening.

    MOVED: CRGIBSONSECONDED: CRAERTSSEN

    ThatCouncil:

    1. ContinuetokeepFridayastheallocatedlatenightopeningfortheSirJohnGortonLibrary.

    CARRIED

    Gannawarra Shire Council - Ordinary Council Meeting Minutes 17 February 2016

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  • 7.8 QuarterlyFinancialReportDecember2015

    ContextCouncilundertakesareviewofthecurrentyearbudgetasat30September,31Decemberand31March eachyear toensure that the forecast results as at30 June are achievable.To keepCouncilbetter informed thecurrentyearbudgetisreviewedonaquarterlybasis.Thereviewtakestheformatofpreviousquarterly reportswithanemphasisbeingplacedonpermanentbudgetadjustments.

    Budgets and forecasts are required to be regularly reviewed to ensure that the basis for the estimate isreasonableandtakesintoaccountallvariables.Thisreviewhasbeencomprehensiveandwillassist staffinthepreparationoftheforthcomingbudget.Everyeffortismadetocontinuallyimprovethe degreeofprecisioninestimatingtheschedulingofworkandthetimingofactivities.Thisis straightforwardinsomeareasandnotinothers,hence adegreeofuncertaintywillalwaysbepresent both in scheduledworksandactivities and inemergencyorunplannedactivities.

    Thetablebelowhighlightsthekeychangesidentifiedasaresultofthecomprehensivequarterlybudget reviewbetweenthe20152016Budgetasadoptedandtherevisedoperatingresult:

    AdoptedBudget Adjustments RevisedBudget $000 $000 $000 OperatingIncome 26,156 (2,330) 23,826 OperatingExpenditure (24,591) 32 (24,559) Surplus/(deficit)fortheyear 1,566 (2,299) (733)

    AnanalysisofCapitalworkshasbeenincludedinthedetailedreportforinformationpurposes.

    MOVED: CRDENHOUTINGSECONDED: CRGIBSON

    ThatCouncil:

    1. Note that theDecemberQuarterly Financial reportwas presented and accepted bythe Internal AuditCommitteeatitsFebruary2016meeting.

    2. Receive the report outlining the 2015/2016 quarterly budget review as at 31December2015and notetherevisedforecastoperationresults.

    CARRIED

    7.9 AuditCommitteeReportFebruary2016

    ContextIn accordance with Section 139 of the Local Government Act 1989, Council has established an AuditCommittee as an Advisory Committee of Council. The Audit Committee Charter documents therequirementfortheDirectorCorporateServicestoprovideareportofeachAuditCommittee meetingtothenextordinarymeetingoftheCouncil.

    Gannawarra Shire Council - Ordinary Council Meeting Minutes 17 February 2016

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  • AmeetingoftheAuditCommitteewasheldon2February2016,attendedbythefollowingmembers:

    DeanneVanderDrift(Chairperson) AlanDarbyshire(IndependentMember) CrKeithdenHouting CrBrianGibson EricBraslis(ChiefExecutiveOfficer) SidHutchinson(ManagerFinance) LisaClue(ManagerofGovernance) GeorgeneBryant(AdministrationOfficer,CorporateServices)

    Apologies:BradEadfrom(AFS&AssociatesPtyLtd),LuiBasile(IndependentMember)

    ThefollowingitemswereconsideredbytheCommitteeattheNovembermeeting:

    Report Discussion Recommendation/outcomeAquaticFacilitiesReview

    AdraftreportfromAFShasbeenreceivedandiscurrentlybeingcirculated.CommentsfrommanagementwillthenbeprovidedforcommentfromAFS.

    Reporttobepresented toAprilInternalAuditCommitteeMeeting.

    QuarterlyBudgetReview

    Revisedoperatingresultwasexplainedoutliningmaterialchangesinrevenue,expenditureandcapitalprojects.

    Recommendedthatthereportbereceivedandthattherevisedforecastbenoted.(ReportpresentedtoFebruaryCouncilMeeting).

    FollowupofPreviousAuditRecommendations

    Theregisterforpreviousauditrecommendationswaspresented totheCommitteeanddiscussed.

    Nooutstandingitemswereremoved.

    Theremainingitemsontheregisterwerereviewed,discussedandheldover.

    Budget Deficit/Surplus Mitigation ofRisk was added seeking a procedurefor approval for amounts outside ofbudgetandcapitalgrants.

    MOVED: CRAERTSSENSECONDED: CRDENHOUTING

    ThatCouncil:

    1. Notetherecommendations/outcomesoftheAuditCommitteemeetingheldonTuesday2 February2016.

    CARRIED

    Gannawarra Shire Council - Ordinary Council Meeting Minutes 17 February 2016

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  • 7.10 CommunityCareScheduleofFeesandCharges2016/17.

    ContextOn 1 July 2016 Home and Community Care services will transition to the Commonwealth Home SupportProgram (CHSP). The Commonwealth has provided Council with the draft CHSP Client ContributionFramework outlining the recommended service fees for people over 65 years. It is anticipated that allserviceproviderswillendorsetheClientContributionFrameworkbefore1July2019.OutlinedbelowisasummaryoftheexistingfeesincomparisontotheCHSPrecommendedfees:

    Service

    HomeandCommunityCare

    Fees

    CHSPClientContributionFrameworkfull

    pensioner

    CHSPClientContributionFrameworkpart

    pensionerDomesticCare $6.05 $10.00 $15.00PersonalCare $4.65 $10.00 $12.00RespiteCare $3.20 $11.00 $12.00PropertyMaintenance $12.25 $12.00 $17.50DeliveredMeals3Course $7.70 $9.00 $10.00

    ClientScenario:MrsSmithcurrentlyreceives1.5hourshomecareperfortnightand0.5hourpersonalcare 3days per week. Mrs Smiths monthly account totals $46.05. If CHSP Client Contribution Framework isadoptedMrs Smithsmonthly accountwill total$90.00.ThismeansMrs Smithwillbepayinganextra$527.40peryearforhercurrentlevelofservice.

    Council Scenario: Community Care provided service to 708 separate individuals over the 14/15 financialyear.Annualtotalofserviceprovisionchargesfor14/15were$187,781.UndertheCHSPClient ContributionFramework the annual total of service provision charges for 708 separate individuals would have been$276,042.

    Fees are discussed with clients at assessment and reviews. The CHSP has retained the financial hardshipclauseforclientsthatareonverylowincome.

    Currently Community Care Services operate at a small cost to Council of approximately $70,000 per year.This includes allbusiness clients, staffwages and client serviceprovision.Working towards adoptionof thedraft CHSP Client Contribution Framework will ensure Community Care Services will continue operationfrom1 July2016atminimalexpense tocouncil. Withcontinued futureplanningandmanagementof targethoursCommunityCarewillendeavourtobeatnocosttocouncilat theconclusionofthe transition in2019.The16/17budgethasbeenamendedtoreflecttheadoptionoftheCHSPClientContributionFramework.

    MOVED: CRAERTSSENSECONDED: CRGANNON

    ThatCouncil:

    1. Adopt the finalCHSPClientContributionFramework into theCouncilScheduleofFeesandCharges 2016/17effectivefrom1July2016.

    2. Provide 90 days notice to all clients regarding the adoption of the CHSP ClientContribution Frameworkandtheimpactontheirfees.

    CARRIED

    Gannawarra Shire Council - Ordinary Council Meeting Minutes 17 February 2016

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  • 7.11 LocalGovernmentAct(ImprovedGovernance)

    ContextInresponsetoanumberofissueswithinthesector,inOctober2015theStateGovernmentadopted anumberof changes to the LocalGovernmentAct, as amean to improve the overall governance in relation to themanner in which local government Councillors operate. The reforms significantly strengthen governancearrangements for the sector and will reinforce the intercity of the 2016 Council general elections. Anumberofprovisionshavebeenproclaimed;

    BanningofCouncillorDiscretionaryFunds RequirementforCouncilstohaveinplaceanElectionPeriodPolicy DefinitionsoftheRolesofCouncillorsandtheFunctionsoftheMayorandCEOs

    ItisenvisionedthattheremainingprovisionswillbeproclaimedinMarch/April2016.

    The changes are fully detailed in the attached document Reforms arising from the Local GovernmentAmendment (Improved Governance) Act 2015 A Guide forCouncil. However, in summary,thechangesinclude;

    CouncillorswillberequiredtosignuptoCodesofConduct Councilswillneedtohaveproceduresinplacetodealwithallegedbrachesofthesecodes Allegationsofmisconduct and seriousmisconductwillbedealtwithby independent Councillor

    ConductPanels,whichwillhave the power to suspendCouncillors forup to6 months TheMinister for Local Governmentreceives newpowers, includingthe optionto recommend

    totheGovernorinCouncil,thataCouncillorbestooddownfromtheirroleas Councillorif:o The Councillor has been accused of serious or grossmisconduct and a panel or VCAT

    hearingispendingo The Councillors behaviour represents a threat to health and safety, is prevent Council

    fromperforming itsfunctionsor is inconsistentwiththeroleofCouncillor; ando AmunicipalmonitorrecommendstheMinisterstandtheCouncildown.

    The Minister is empowered to appoint municipal monitors who can recommend that theMinisterissuegovernancedirectionstoCouncils

    Discretionary/Wardfundsisprohibited

    MOVED: CRGIBSONSECONDED: CRAERTSSEN

    ThatCouncil:

    1. Note the changes to the LocalGovernment Act 1989 and that Councillors familiarisethemselves with the changes as detailed in the Reforms arising from the LocalGovernment Amendment(ImprovedGovernance)Act2015AGuideforCouncil.

    2. IncludethisGuideintheNewCouncillorsinductionpackage.

    CARRIED

    Gannawarra Shire Council - Ordinary Council Meeting Minutes 17 February 2016

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  • 7.12 LocalGovernment:201415AuditSnapshotRecommendations

    ContextThisreportcommentsontheoutcomesofthe201415financialreportandperformancestatement auditsofthe localgovernmentsector. TheAuditshows that the localgovernmentsectorgenerated anetsurplusofmore than $900million annually in the past five financial years and has low financial sustainability risks.However, some local councils continue to face the ongoing challenge of maintaining spendingoncapitalworksandexistingassetsatsufficientlevels.

    This was the first year that local councils were required to prepare performance statements inaccordance with the Local Government Performance Reporting Framework as set out by the LocalGovernment (Planning and Reporting) Regulations 2014. It is a significant deficiency of the newperformance reporting framework that targets are not included in performance statements forperformanceindicators.

    This audit also highlights that improvements can bemade to how local councils account for,monitor andreport on development contributions for local infrastructure. Local councils can also strengthen how theyidentifyandmanagerisksassociatedwithdevelopmentcontributionsforlocal infrastructure.

    Thisreportcommentsontheoutcomesofthe201415financialreportandperformancestatement auditsofthelocalgovernmentsector.Thesectorgeneratedanetsurplusofmorethan$900million annually ineachofthepastfivefinancialyears.Thesector'snetsurpluswas$1.5billionin201415 ($923.6million in 201314).The increase was partly driven by the advance payments of $269.8 millionofCommonwealthgrants in201415.

    The changed timing for financial assistance grants in 201415 also impacted several shortterm financialsustainability risk indicator results, leading to amore favourable outcome for the sector. Generally, localcouncils receiveda low financial sustainability riskassessment.Despite this, some localcouncilscontinuetofacetheongoingchallengeofmaintainingspendingoncapitalworksand existingassetsatsufficientlevels.

    Anewperformancereportingregimewasintroducedforthefirsttimethisyear.However,thereare stillareasfor improvementand challenges toovercome. Local councils face the challenge of meeting higher costsassociated with the maintenance and management of infrastructure assets over time yet not all localcouncils that received development contributions for local infrastructure had all the key elements of aneffective development contribution management framework in place. Improvements can be made tostrengthentheframeworkaroundriskidentificationand management,monitoringandreporting.

    Local Government Victoria seeks feedback from the sector on local council views on the effectivenessoftheLocalGovernmentModelFinancialReportand their suggestions for improvementaheadofthe201516financialyear.

    Auditrecommendations

    ThatLocalCouncils: Implement appropriate governance and monitoring mechanisms to ensure audit findings are

    addressedbymanagementonatimelybasis Activelymanage andmonitor their rate of capital and renewal spending to at leastmeet the

    consumptionoftheirassets Annuallyreviewtheirlandfillsitesforremediation andaftercarecostsandrecognise a liabilityin

    accordancewiththeaccountingstandards Enhance their performance reporting processes by developing performance statement

    preparationplansandsettingperformanceindicatortargets. Acquit each development contribution plan by reporting publicly on the development

    contributionsreceived/unspentandremaininginfrastructurerequired Include risks associated with development contributions and infrastructure asset delivery in

    councils'riskregistertheserisksneedtobeactivelyassessedandmanaged Prepare a cash flow forecast of at least five years to better manage financial impacts of

    developmentcontributions Conductaninternalauditreviewofdevelopmentcontributionsonaperiodicbasis.

    Gannawarra Shire Council - Ordinary Council Meeting Minutes 17 February 2016

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  • ThatLocalGovernmentVictoria: Seeks feedback from the sector on local council views on the effectiveness of the Local

    GovernmentModel Financial Report and their suggestions for improvements ahead of the201516financialyear.

    Refines and updates the definitions in the Local Government Better Practice Guide 20142015: Performance Reporting Framework Indicator Workbook to demonstrate a clearerlinkagebetweentheperformanceobjectiveandtheresult.

    MOVED: CRGIBSONSECONDED: CRAERTSSEN

    ThatCouncil:

    1. Note the Auditor Generals Local Government 201415 Audit SnapshotRecommendations.

    CARRIED

    8 InformationReportsNil

    9 UrgentItemsNil

    10 NoticesofMotionNil

    Gannawarra Shire Council - Ordinary Council Meeting Minutes 17 February 2016

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  • 11 DelegatesReports

    CrLorraineLearmonth21January 3SHinterview,AustraliaDayannouncementsandpresentations23January GatewayVolunteer24January OpenQuambatookHeritageMachineryHarvestDay25January ABCInterview,DinnerwithAustraliaDayAmbassadorsin Koondrook26January AustraliaDayCeremonyCohunaandLeitchville,CohunaWomens

    AustraliaDayLunch28January CEOPerformanceReview30January SmallTransformationProjectMeeting1February ABCInterview2February CEOMeeting,interviewwithGannawarraTimes,CouncilBudget

    Meeting3February RegionalPartnershipStakeholdersForuminMildura,Leitchville

    ProgressAssociationMeeting4February RDVPresentationinSwanHill,farewelldinnerforRobJardine5February CLLM2016LaunchNewbridge8February ABCinterview,LoddonCampaspeCouncilsmeetinginBendigo,

    MAVRegionalStrategicPlanningmeetinginBendigo9February CouncilBriefing,KoondrookDevelopmentAssociationmeeting10February OpenLoddonValleyCWAconferenceinKerang,meetingregarding

    RuleChangesGunbowerCreek,EldersMeetinginKerang,Early YearsBoardmeetinginKerang11February SeniorsAdvisoryGroupmeetinginKerang15February BigDrymeetinginKerang,CohunaProgressAssociationMeeting16February CouncilBudgetmeetinginKerang

    CrNevilleGoulding21January WaterForumTatura,AustraliaDayCivicReceptioninKoondrook24January VolunteeratGatewayCentre,Cohuna26January PickedupAmbassadoratKoondrookandtookhimtoLalbertfor AustraliaDayBreakfast28January CouncilDiscussion,Kerang2February BudgetDiscussion3February MeetingwithScientistworkinginGunbowerForest,Leitchville ProgressAssociationMeeting4February FarwelldinnerforRobJardine5February LoddonMurrayWasteandResourceRecoveryBoardMeeting, Bendigo9February CouncilBriefing15February CohunaProgressAssociationMeeting16February BudgetDiscussion17February CouncilMeeting

    Gannawarra Shire Council - Ordinary Council Meeting Minutes 17 February 2016

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  • CrNeilGannon20January CouncilMeeting,Kerang22January QuambatookVintageTractors26January MysticParkAustraliaDay28January BudgetmeetinginKerang8February LalbertProgressMeeting9February CouncilBriefing,Kerang

    CrKeithdenHouting21January AustraliaDayawardwinnersannouncementfunctioninKerang25January AustraliaDayambassadorsdinnerinKoondrook26January AustraliaDaycelebrationatLeitchville.28January BudgetmeetinginKerang2February AuditcommitteemeetinginKerang,budgetmeetinginKerang9February CouncilBriefing,Kerang16February Budgetmeeting,Kerang17February OrdinaryCouncilMeeting,CohunaCrOscarAertssen6January Murrabitspecialprojectscommitteemeeting21January AustraliaDayawardscivicreception,Kerang25January AustraliaDayambassadordinnerinKoondrook26January AustraliaDaybreakfastinBarham27January MeetingwithKoondrookSwimmingPoolCommittee31January MeetingwithKoondrookRecreationReserveChairregarding fundingapplication4February MeetingwithcouncilyouthofficerregardingYouthCouncil8February MMLLENmeetinginSwanHill11February MeetingwithKoondrookHistoricalSocietySecretaryregarding fundingopportunities17February MeetingwithYouthCouncilmayorregardingYouthCouncil2016CrBrianGibsonNoreportpresentedCrMarkArians20January CouncilMeeting21January AustraliaDayCivicCeremony25January AustraliaDayMurrabit27January KerangProgressAssociation1February KerangAgSocietyShowandShineMeeting4February KerangRotaryClue9February CouncilBriefing10February TreeTopsCommitteeMeeting16February KerangVintageCarClub17February CouncilMeeting

    Gannawarra Shire Council - Ordinary Council Meeting Minutes 17 February 2016

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  • 12 InCommitteeItems

    MOVED: CRGIBSONSECONDED: CRARIANS

    That the following item be considered in Closed Council as it deals with a contractualmatterspecifiedin Section89(2)(d)oftheLocalGovernmentAct1989:

    12.1WasteandRecyclingCollectionServiceCP212

    CARRIED

    MOVED: CRAERTSSENSECONDED: CRDENHOUTING

    ThatOpenCouncilresume.

    CARRIED

    MeetingClosedat8.02pmConfirmedthisSixteenthDayofMarch,2016

    _____________________________________________________CrLorraineLearmonthMayor

    Gannawarra Shire Council - Ordinary Council Meeting Minutes 17 February 2016

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    Opening PrayerApologiesConfirmation of MinutesDeclaration of Conflict of InterestQuestion TimeAssembly of CouncillorsCohuna Civic Place Landscape Design EndorsementWells Bridge Replacement Grant FundingAcknowledgement of Country Statement and Reconciliation Action PlanRoad Condition Evaluation Report 2015 UpdateCouncil Plan Progress ReportCanonsgate Avenue, Kerang Formalisation as public highwaySir John Gorton Library Hours Late Night OpeningQuarterly Financial Report December 2015Audit Committee Report February 2016Community Care Schedule of Fees and Charges 2016/17Local Government Act (Improved Governance)Local Government: 201415 Audit Snapshot RecommendationsInformation ReportsUrgent ItemsNotices of MotionDelegates ReportsIn Committee Items