report for council meeting meeting date … · responsible manager group manager finance and...

REPORT FOR COUNCIL MEETING MEETING DATE 21/10/2013 FILE No. 5-8 ORIGINATING OFFICER SENIOR FINANCE OFFICER RESPONSIBLE MANAGER GROUP MANAGER FINANCE AND

CORPORATE SMP GOAL SOUND FINANCIAL AND ASSET

MANAGEMENT SMP KEY ISSUE 5.2 ITEM 18.3.3 UPDATE COUNCIL SIGNATORIES

AND CHANGE OF BANKING DETAILS

SUMMARY With the appointment of the Senior Finance Officer and staff restructure within Council, it is necessary to update the list of signatories in relation to Council’s Operating Accounts and Corporate Credit Cards for relevant staff. GOVERNANCE Strategic Management Plan

Goal 5 Sound Financial and Asset Management Desired Outcome 5.2: Council will be recognised for being financially responsible

Legislation Nil

Sustainability Economic Social Environmental Governance

Budget Nil

116

BACKGROUND Nil DISCUSSION Council holds its Operating Accounts with the National Australia Bank, Local Government Finance Authority, Beyond Bank (formerly Alliance One Credit Union) and Commonwealth Bank of Australia. To ensure that all banking requirements pertinent to Council operations are current, it is necessary to review and amend the register of signatories and Corporate Credit Card holders. RECOMMENDATION That Council: update its signatories on bank accounts and investments at all Financial

Institutions, to include:

Group Manager Finance and Corporate Senior Finance Officer Financial Services Officer Rates Officer and

that the recipients of Corporate Credit Cards are:

Chief Executive Officer four (4) Group Managers; and two (2) Procurement Officers.

ANNEXURES Nil REPORT AUTHOR Sandra Vigar Senior Finance Officer

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REPORT FOR COUNCIL MEETING MEETING DATE 21/10/2013 FILE No. 0-209, 0-159, 5-4 ORIGINATING OFFICER SENIOR FINANCE OFFICER RESPONSIBLE MANAGER GROUP MANAGER FINANCE AND

CORPORATE SMP GOAL SOUND FINANCIAL AND ASSET

MANAGEMENT SMP KEY ISSUE 5.2 ITEM 18.3.4 CASH FLOW REPORT

SUMMARY A summary of Council cash flows including cash at bank, investments and short-term draw-down loans. GOVERNANCE Strategic Management Plan

Goal 5: Sound Financial and Asset Management Desired Outcome 5.2: Council will be recognised for being financially responsible

Legislation

Nil


Budget

Nil

118

BACKGROUND A summary of Council cash flows including cash at bank, investments and loans is provided on a quarterly basis. DISCUSSION Council’s outgoings, investment deposits, debtor accounts and cash balances are monitored to ensure that inflows and outflows are occurring in a manner that reduces reliance on short-term loan funds. Bank Reconciliation Statement Balance as per bank statement $1,342,811.88 Plus: unlodged deposits $10,309.81 Less: unpresented cheques / EFT $277,294.65 deposit not yet processed $31,455.56

Balance as per account: $1,044,371.48

Council Investment of Funds In the past, Council has invested those funds required to be kept under deed or agreement. In addition to this, Council has also kept aside funds for future purposes. With the adoption of the Treasury Management Policy, Council has elected to move away from this practice. In future, funds not quarantined by deed or agreement will be applied against the cash advance facility to reduce the balance. The following is a summary of funds invested. As at 30.09.13 As at 30.06.13

Open Space Reserve $332,037.74 $332,037.74 Footpath Reserve $407,141.20 $407,141.20 Development Bond $8,000.00 $8,000.00 Other $20,782.10 $20,782.10 Untied Funds $956,173.87 $725,108.57

$1,724,134.91 $1,493,068.61

Council Borrowings Where Council has less cash available for short-term needs, funds will be obtained through the facility. It is anticipated that amounts relating to brought-forward projects will need to be redrawn as projects are completed. Throughout the year, all excess funds have been applied to the CAD reducing the balance and the interest charge for the first three quarters. Balance as at 30 June was nil. This is significantly below the expected level and was largely due to the timing of receipt of advance financial assistance grants of approximately three million dollars. Balance as at 30 September is currently nil. This is expected to increase as the capital program is completed.

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A summary of outstanding loans is attached at Annexure “A”. The summary highlights the current percentage of loan funds and compares the balances to target ranges contained in the Treasury Management Policy. Accounts Receivable Rates raised for the 2013/14 year total $17,596,784.63; amounts paid for the period to 30 September 2013 total $6,506,757.16 leaving an amount to be collected of $10,929,974.40 after adding arrears from the previous period and removing the effect of remissions and concessions (refer Annexure “B”). General Debtors The outstanding debtor balance is currently at $432,476.67, with those outstanding more than 90 days at $110,071.59. Of those in the 90 day category, approximately $51,548.39 are currently listed for debt collection. The balance of debtors 90 days and over are subject to payment arrangements. RECOMMENDATION That the report be received. ANNEXURE Annexure A – Outstanding Loans Annexure B – Rate Debtors Report REPORT AUTHOR Sandra Vigar Senior Finance Officer

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REPORT FOR COUNCIL MEETING MEETING DATE 21/10/2013 FILE No. 0-107 ORIGINATING OFFICER STARCLUB COMMUNITY AND

RECREATION FIELD OFFICER RESPONSIBLE MANAGER GROUP MANAGER COMMUNITY SMP GOAL COMMUNITY SOCIAL WELLBEING SMP KEY ISSUE 2.7 ITEM 18.4.1 AMENDMENT TO ORIGINAL SPORT

AND RECREATION MASTER PLAN TO INCLUDE THE WHYALLA FOOTBALL LEAGUE (BENNETT OVAL) IN POSSIBLE UPGRADES

SUMMARY

To amend the original Sport and Recreation Master Plan to include Bennett Oval in any possible future upgrades. GOVERNANCE

Strategic Management Plan

Goal 2 Community Social Wellbeing Desired Outcome 2.7: Community planning of Council’s services and infrastructure underpins a community that is inclusive and accessible Service and infrastructure gaps and deficiencies are recognised and solutions identified in Council’s overall plans (including Whyalla Sports Facilities Master Plan).

Legislation

Nil

Sustainability

Economic Social Environmental Governance

123

Budget

Nil

BACKGROUND The Whyalla Sport and Recreation Master Plan project began in April 2008 when One Eighty Sport and Leisure Solutions was chosen to carry out the project in conjunction with the Whyalla City Council. In May 2009, the final Master Plan was submitted to Council for adoption and approval was granted. DISCUSSION During the initial stages of the Master Plan, the Whyalla Football League asked not to be involved in this process as they were already undertaking plans to upgrade Bennett Oval. It was agreed that these plans would be included in the Master Plan once they were completed. This was noted in the adopted Master Plan (refer Annexure “A”). The Whyalla Football League Master Plan was never formally presented to Council, and as such, it has not been included in the current Sport and Recreation Master Plan. Recently, the Whyalla Football League has approached Council to discuss issues regarding Bennett Oval and has asked to be included in any future discussions regarding possible upgrades to facilities. The Master Plan was discussed and it was agreed to consider Bennett Oval in further Master Plan discussions. When adopted, the consultant will include an Addendum to the Plan highlighting the change in the document. As Council adopted the Master Plan in May 2009 and the Whyalla Football League have now requested inclusion in the Sport and Recreation Master Plan document, it is appropriate that approval be sought to include the Whyalla Football League in the updated Master Plan. RECOMMENDATION That: 1. Council resolve to include Bennett Oval in the overall Sport and

Recreation Master Plan for Whyalla and allow the STARCLUB Community and Recreation Field Officer to contact One Eighty Sport and Leisure Solutions to amend the Whyalla Sport and Recreation Master Plan to reflect the agreed changes; and

2. the amended Sport and Recreation Master Plan be submitted to a future

Council Meeting for further consideration and adoption.

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ANNEXURES Annexure A – Excerpts from the Whyalla Sport and Recreation Master Plan REPORT AUTHOR Alberto Salatino STARCLUB Community and Recreation Field Officer

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REPORT FOR COUNCIL MEETING MEETING DATE 21/10/2013 FILE No. 0-107, 5-160 ORIGINATING OFFICER STARCLUB COMMUNITY AND

RECREATION FIELD OFFICER RESPONSIBLE MANAGER GROUP MANAGER COMMUNITY SMP GOAL COMMUNITY SOCIAL WELLBEING SMP KEY ISSUE 2.7 ITEM 18.4.2 SELECTION OF ELECTED MEMBERS

FOR JUBILEE PARK REFERENCE GROUP

SUMMARY

To nominate two Elected Members to join the Jubilee Park Master Plan Reference Group to assist in driving the project through to the next stage GOVERNANCE

Strategic Management Plan

Goal 2 Community Social Wellbeing Desired Outcome 2.7: Community planning of Council’s services and infrastructure underpins a community that is inclusive and accessible Service and infrastructure gaps and deficiencies are recognised and solutions identified in Council’s overall plans (including Whyalla Sports Facilities Master Plan).

Legislation

Nil


129

Budget Nil

BACKGROUND The Whyalla Sport and Recreation Master Plan project began in April 2008 when One Eighty Sport and Leisure Solutions was chosen to carry out the project in conjunction with the Whyalla City Council. In May 2009, the final Master Plan was submitted to Council for adoption. The document outlined that the project be completed in stages with the next stage being site-specific Master Plans of the chosen precincts. In August 2012, Elected Members highlighted three precincts that were to be the next focus for the Plan – Memorial Oval, Jubilee Park and the Marina precinct. DISCUSSION After initial discussions with the Jubilee Park Stakeholders, it was agreed that a Reference Group be formed to implement the next stage of the Jubilee Park Master Plan and to facilitate the future direction of the precinct. The Reference Group will consist of representatives of organisations from Jubilee Park, the consultants, Council staff and two Elected Members. Expressions of interest have been received from the Jubilee Park Stakeholders and once the Reference Group is finalised, will meet with the consultants of the project 2-3 times over the course of the project to discuss and drive the plan. RECOMMENDATION That Council select two Elected Members to join the Jubilee Park Master Plan Reference Group. ANNEXURES Nil REPORT AUTHOR Alberto Salatino STARCLUB Community and Recreation Field Officer

130

REPORT FOR COUNCIL MEETING MEETING DATE 21/010/13 FILE NO. 1-0 ORIGINATING OFFICER EXECUTIVE OFFICER RESPONSIBLE MANAGER CHIEF EXECUTIVE OFFICER SMP GOAL CIVIC LEADERSHIP AND

ORGANISATIONAL DEVELOPMENT SMP KEY ISSUE 4.1 ITEM 18.5.1 COUNCIL MEETINGS – CHRISTMAS

AND NEW YEAR 2013/2014

SUMMARY Council meetings are ordinarily held the third Monday of every month. Occasionally, the time-frame for scheduled Council meetings does not fit into the Christmas / New Year period. Council is to determine the provision of its services during this period and it is recommended that the schedule for Council meetings provide for meetings on 16 December 2013 and 27 January 2014. GOVERNANCE Strategic Management Plan

Civic Leadership and Organisational Development - 4.2 Council’s operations are effective, efficient and customer-focused.

Legislation Nil

Sustainability

Economic

Social Environmental Governance

131

Budget

Nil impact on Council’s Budget.

BACKGROUND On previous occasions, timing of end of year and beginning of year Council Meetings has been arranged to ensure optimal attendance by Elected Members and Executive Management Team. DISCUSSION It would seem appropriate to hold the final meeting of Council for the year 2013 on MONDAY 16 DECEMBER 2013. The first meeting in the New Year would take place on MONDAY 27 JANUARY 2014. It is appropriate to remind members that under the Local Government Act, Council must conduct at least one meeting each month and it is hoped that a quorum will be reached for the January 2014 meeting. RECOMMENDATION That the final meeting of Council for the 2013 year be held on Monday 16 December 2013 and, following the annual Christmas break, recommence on Monday 27 January 2014. ANNEXURE Nil REPORT AUTHOR Jane Hayward Executive Officer

132


ORGANISATIONAL DEVELOPMENT SMP KEY ISSUE 4.1 ITEM 18.5.2 CLOSURE OF COUNCIL FACILITIES

OVER CHRISTMAS BREAK 2013

SUMMARY At its meeting held on Thursday 12 September 203, the Executive Management Team (EMT) considered the closure of Council facilities and provision of services over the Christmas and New Year Break 2013 / 2014 ensuring the community is not disadvantaged over this period of time. The EMT’s recommendations 1-7 are outlined in the following report. GOVERNANCE Strategic Management Plan


Legislation Nil

Sustainability

Economic


133

Budget


BACKGROUND On previous occasions, Council has organised the provision of Council services over the Christmas and New Year period, ensuring the community is not disadvantaged over this period of time. DISCUSSION Civic Building The closure of the Civic Building over the 2012 / 2013 Christmas / New Year holiday period was successful and no inconvenience to the public was reported. In view of this success, it is proposed to close the facilities again over the 2013 / 2014 holiday period, with the relevant staff members being required to take either annual leave or time in lieu for the days other than public holidays. It is proposed to close the Civic Building from Tuesday 24 December 2013 and re-open Thursday 2 January 2014, and as the December rate instalment is due on Friday 6 December 2013 Council’s ratepayers will not be disadvantaged by the proposed closure. Whyalla Library It is proposed to close the Whyalla Library from Tuesday 24 December 2013 at 5.00 pm and re-open Monday 30 December 2013 at 10.00 am with normal operating hours. Child Care Centre In order to comply with licensing requirements, the Child Care Centre normally closes for a two (2) week period during the Christmas/New Year break. Subject to endorsement by the Whyalla Child Care Advisory Committee, the Centre will be closed to the public from Monday 23 December 2013 at 5.45 pm and re-open Tuesday 7 January 2014 at 7.45 am. Visitor Centre/Maritime Museum As in the past, the Visitor Centre and Maritime Museum will only close on Christmas Day.

134

Other Services The usual emergency skeleton staff will apply in respect to Engineering and Infrastructure, Airport and Cemetery over the Christmas/New Year period and the Civic Building’s phone system will be diverted to the Works Depot and / or the After Hours Call Service in order that any incoming calls may be dealt with. Inspectorial services for dogs etc will also be available to the public during the holiday period, as is past practice. RECOMMENDATION That the following proposal for the provision of Council services during the 2013 / 2014 Christmas/New Year period be adopted:

1. that the Council Civic Building located at Darling Terrace, Whyalla be

closed to the public from Tuesday 24 December 2013 and re-open on Thursday 2 January 2014.

2. that the Whyalla Library be closed from Tuesday 24 December 2013 at

5.00 pm and re-open Monday 30 December at 10.00 am with normal operating hours.

3. that the Child Care Centre be closed to the public from Monday 23 December 2013 at 5.45 pm and re-open Tuesday 7 January 2014 at 7.45 am. 4. that the Visitor Centre /Maritime Museum be closed to the public on Christmas Day, 25 December 2013. 5. that adequate emergency skeleton staff for Engineering and

Infrastructure, Airport, Cemetery, and Inspectorial Services be programmed for the 2013 / 2014 Christmas / New Year period.

6. that all staff affected by the 2013 / 2014 Christmas/New Year's Eve closure be given the option of taking annual leave or time in lieu for days during the period which are not Gazetted Public Holidays.

7. that Council advertises and relays the above changes to the public. ANNEXURE Nil REPORT AUTHOR Jane Hayward Executive Officer

135


ORGANISATIONAL DEVELOPMENT SMP KEY ISSUE 4.1 ITEM 18.5.3 EYRE PENINSULA LOCAL

GOVERNMENT ASSOCIATION DRAFT CHARTER

SUMMARY At the Eyre Peninsula Local Government Association Board meeting held on Friday 6 September 2013 it was resolved, after discussion amongst attending Chief Executive Officers, that Mellor Olsson Lawyers would undertake a review of the Eyre Peninsula Local Government Association (EPLGA) Charter pursuant to Schedule 2 of the Local Government Act 1999 and the current EPLGA Charter clause 4.6. Mellor Olsson Lawyers have indicated that there needs to be individual Council acceptance of the Charter, and have suggested that the Draft Charter be submitted to each Member Council for endorsement. GOVERNANCE Strategic Management Plan


Legislation Nil

Sustainability

Economic


136

Budget


BACKGROUND It was resolved at the Eyre Peninsula Local Government Association Board meeting held on Friday 6 September 2013, after discussion amongst attending Chief Executive Officers, that Mellor Olsson Lawyers would undertake a review of the Eyre Peninsula Local Government Association (EPLGA) Charter pursuant to Schedule 2 of the Local Government Act 1999 and the current EPLGA Charter clause 4.6. DISCUSSION The EPLGA Draft Charter, refer Annexure ‘A’ has been forwarded to Council by Tony Irvine, Executive Officer, EPLGA for consideration by Council. The EPLGA have requested that the Draft Charter be considered by Council and if agreed upon, the Chief Executive Officer, Peter Peppin be given delegated authority to sign (execute) on behalf of Council. The draft document will then be signed by all Member Councils at the December EPLGA Board meeting. RECOMMENDATION That Council: endorse the Eyre Peninsula Local Government Association Draft Charter,

and

give the Chief Executive Officer, Peter Peppin, delegated authority to sign, on behalf of Council the Eyre Peninsula Local Government Association Charter.

ANNEXURE Annexure A – Copy of Draft Eyre Peninsula Local Government Association Charter REPORT AUTHOR Jane Hayward Executive Officer

137


ORGANISATIONAL DEVELOPMENT SMP KEY ISSUE 4.1 ITEM 19.1 CHIEF EXECUTIVE OFFICER’S

ACTION REPORT – OCTOBER 2013

SUMMARY This report details the specific actions taken in respect to all motions of Council at its last meeting. GOVERNANCE Strategic Management Plan

Civic Leadership and Organisational Development - 4.2 Council’s operations are effective, efficient and customer-focused. Ensure services and infrastructure are properly managed, legally compliant and accord with the customer’s expectations as per the Customer Service Charter.

Legislation Nil

Sustainability

Economic


152

Budget


BACKGROUND / DISCUSSION This report outlines the actions taken in relation to each resolution of Council. RECOMMENDATION That the October 2013 meeting Action Report, as submitted by the Chief Executive Officer, be received and noted. ANNEXURE Annexure A – Chief Executive Officer’s Action Report for October 2013 REPORT AUTHOR Jane Hayward Executive Officer

153

Chief Executive Officer’s Resolution Action Report – October 2013 Meeting ANNEXURE ‘A’

Motion Number & Council Meeting Date

Resolution Actioned by Completed/Ongoing Actions

Expected Completion Date

Comments

C284/201 20/09/10

Point Lowly Boat Ramp That: 1. Council Administration undertake discussions with

commercial users of the Point Lowly Boat Ramp in order to develop an agreement for rectification of the existing damage at the ramp and associated structures; and

2. Council Administration develop a proposal for future

leasing and use arrangements for commercial operations at the Point Lowly Boat Ramp based on a full user pays approach focusing on addressing any outstanding and ongoing future maintenance and repairs to damage of the infrastructure.

GMP&D Council resolved at its meeting on 20/08/12: ‘That Council agrees to the terms of the draft licence agreement attached to the Group Manager Development Services report to Council on 20 August 2012 and authorises the Mayor and Chief Executive Officer to sign and seal the licence agreement as presented, subject to the appropriate changes to Clauses 8.2 and 8.5 which are permitting repairs and maintenance to vessels to be carried out and to permit refuelling of vessels under the appropriate conditions to be approved by the Chief Executive Officer.’

Advice sent to Dept re desired changes to lease per Council resolution. September 2013

Response from DPTI received, they require further information and for Council to consult with Walter Ferrao from Navigation and Safety. Further contact made with Dept. No further action from them on this matter. They will review and provide response. DPTI has now given an undertaking to assist to resolve this matter as soon as possible. Matter has been passed to another officer within DPTI. Has committed to resolve asap. At this stage no response has been provided.

154

Chief Executive Officer’s Resolution Action Report – October 2013 Meeting




Comments

Response being sought.

C433/2011 21/02/11

Custodianship of Part Allotment 5295 CR 5754/324 That:

1. the process to revoke Allotment 5292 CR 5754/324 from

“Community Land” classification commence;

2. Council relinquish care, control and management of Part Allotment 5292 CR 5754/324; and

3. the Department for Environment and Natural Resources resume the land and rededicate care, control and management to Housing SA.

GMP&D Ms Sandy Hansen, Consultant engaged to undertake revocation, subject to SAHT agreement to meet costs. Permission sought from landowner to proceed with revocation process to enable rededication at the appropriate time Correspondence sent to Crown Lands in March seeking they rededicate the land. No response to date. Matter being followed up with relevant personnel who have recently been appointed.

Revocation to conclude in December 2012 Rededication to Trust to occur prior to March 2013. October 2013

C877-2012 18/06/12

Civic Library Sale That Council instruct Savills to place the Civic Library on the market subject to a satisfactory appraisal to the July 2012 Council meeting

GMP&D This matter deferred pending outcome of RDAF application for Middleback Upgrade.

C1071-2103

18/02/13

Toilet Facilities at Murninnie Beach At the June 2013 Council Meeting, the officers’ report on costings was noted, with the need for public toilets to be subjected to public consultation.

GMI&E Out for Public Consultation December 2013

C1074-2013 Update Whyalla Industrial Estate GMP&D Marketing of the Industrial Negotiations for

155





Comments

18/02/13 That a planning session to determine a suitable marketing

strategy for the Whyalla Industrial Estate be conducted to enable funds to be allocated for such in the 2013/14 budget and that in the meantime limited advertising of the Industrial Estate in the Whyalla News, Advertiser and on the internet be undertaken.

Estate is a responsibility of the new Economic and Social Committee. It was not given a high priority at the Committee’s meeting of 3 June 2013.

another sale concluded: now dependent on Council decision October meeting.

C1095-2013

18/03/2013

White Street Closure That Council retain closure of White Street and program works to enhance the open space area created due to the road closure during the 2013/14 financial year.

GMP&D & GME&I

Budget for works at White Street.

Budget process for 2013/14.

C1097-2013

18/03/13

Whyalla Art Gallery That Council:

adopt Country Arts SA’s confirmation of changes to the

Middleback Theatre upgrade plans;

enter into negotiations with TAFE SA and Country Arts SA for a lease agreement within the TAFE premises, including opening hours with Country

Arts SA, if successful with the grant;

note the recurrent costing structure for the Art Gallery

resolve to support the lodgement of a full application for Regional Development Fund Australia – Round 4 funding for the Middleback Theatre refurbishment; and

identify budget savings to offset potential additional costs associated with the gallery.

GMC Matter held over pending outcome of RDAF Round 5 application.

156





Comments

C1132-2013

15/04/13

Whyalla Foreshore Signage That a report be provided to the May 2013 Council meeting, incorporating initial designs, sizes and placement of signs along the foreshore outlining the ‘gentleman’s agreement’ between commercial and recreational fishing zones; jet ski areas; species of fish caught and usual locations; and native vegetation if applicable.

GME&I/MA&E December 2013

C1144-2013

20/05/13

Mount Laura Homestead Lease That Council: establish a Working Party to include Crs J Marshall, J

Velthuizen, T Breuer and S Minney, in conjunction with State and Local Branch;

identify the area to be occupied under the current lease and any budgetary changes required to ensure the viability of the Museum; and

that a recommendation from this Working Party be brought back to Council

GMF&C Report on required adjustments included in the December 2013 budget review.

January 2014

C1145-2013

20/05/13

National Trust – Mount Laura Homestead Museum That Council receive the report and conducts further investigation into the future operations of Mount Laura Homestead Museum in connection with the review of the Visitor Information Centre and environs currently underway.

GMF&C KPPM engaged to undertake study. A number of workshops have been held. A draft Strategy document is currently being prepared.

December 2013

C1164-2013

20/05/03

Lots 39 & 66 Patterson Street (Old Civic Library Site) That Agenda Item 24.3 “Lots 39 & 66 Patterson Street (Old Civic Library Site)” be deferred to the next Council meeting to seek further clarification on the previous resolution.

GMDS This matter deferred pending the outcome of the RDAF application for Middleback Theatre.

C1177-2013 Unsightly Condition of the Ex-Bevan Crescent Primary GMDS Tentative response has December Matter progressing

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Comments

17/6/13 School Site

That: Council note activity to date to determine the risk to

public health in relation to asbestos on the site and actions to ameliorate that risk.

Council continue to take appropriate action to mitigate risk associated with the Bevan Crescent site.

Council seek to purchase the Bevan Crescent site for a nominal figure, seek to have caveats concerning use of the land removed and then seek to sell the land at a fair market value requiring any purchaser to remediate the land within a defined timeframe.

Should Council fail to sell the land, a further report be provided on alternative options to address the unsightly condition of the land and ongoing risks associated with asbestos within buildings.

been received from ORIC concerning agreement to sell site subject to removal of encumbrance. Awaiting approval from relevant Department to remove encumbrance.

2013 towards agreement: dependent on decision at October meeting.

C1187-2013

17/6/13

Mullaquana Road – Road Safety Audit That Council, in line with the recommendations of the Desktop Road Safety Audit, Initial Road Review, Mullaquana Road as developed by SMEC and attached as Annexure ‘A’, approve the following actions in line with risks considered as medium to high: 1. Installation of appropriate signage in accordance with

relevant Australian Standards and Austroads Guidelines.

2. Conduct clearance of roadside vegetation and provide

GME&I Design is being undertaken December 2013

158





Comments

crossing points in areas to be determined by further investigation

3. Create paths with clear delineation separating proposed equestrian paths from general traffic.

4. That Council note the future actions following the discussion section of this report.

C1218-2013

15/07/13

Community Feedback – Arboretum Site That: Council, based on the strong level of community

support, approves the development of the Arboretum Site as a fenced Dog Park in accordance with community feedback, and

Council authorise the Engineering and Infrastructure Department to develop a proposed design to include the installation of additional seating, shade and drinking water facilities.

GME&I Work to commence in 2014

C1269-2013

16/09/13

YMCA Annual Business Plan and Budget 2013/14 That Council: Will respond in writing to the letter from the YMCA dated

22 July 2013

will negotiate appropriate compensation if any, based on actual results, and that a report be brought to Council outlining compensation prior to any being agreed to;

make provision if any compensation be required in its September and December 2013 Budget Update Report; and

GMF&C Response has been sent to YMCA

Proposed amount of $120,000 included in the September Review.

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Comments

endorse the 2013/14 Quality Assurance and Business

Plan and Budget as presented by YMCA.

C1270-2013

16/09/13

Funding Agreement between RDAWEP and Member Councils That Council, having considered the agreement, authorises the signing and sealing of the funding agreement between Regional Development Australia Whyalla and Eyre Peninsula by the Mayor and the Chief Executive Officer.

GMF&C Agreement signed, sealed and returned with cover letter requesting information to prepare administration for next round of funding discussions.

C1271-2013

16/09/13

Fees and Charges Register Amendments That Council adopts the minor changes to the Fees and Charges Register as outlined within this report.

GMF&C Register Updated

C1273-2013

16/09/13

Terms of Reference for Local Heritage Sub-committee That: 1. Council approve of the formation of the Local Heritage

Sub-committee. 2. Council approve the draft Terms of Reference for the Sub-

committee as shown in Annexure “A”. 3. Council authorise Administration to undertake an

appropriate call for registration of interest from members of the Whyalla community with particular skills or demonstrated interest in built heritage.

PM Registration of interest underway via notice in Whyalla News.

C1292-2013

23/09/13

Approve the Directional Signage Master Plan That Council adopts the Draft Directional Signage Master Plan; That Council approves action by the Engineering & Infrastructure department to provide information of Councils

CE

160





Comments

intention to implement the Plan to the public; That Council approves the implementation of a portion of the Plan with the available budget for this financial year; and That Council consider future funding requirements to implement signage contained within the Plan progressively over the following 2-3years.

Acronyms: CEO – Chief Executive Officer, GMF&C – Group Manager Finance &Corporate; GMP&D – Group Manager Planning & Development; GME&I – Group Manager Engineering & Infrastructure; GMC – Group Manager Corporate; PM – Planning Manager; MA&E – Manager Assets and Engineering; MPP&P – Manager People, Policy & Performance; MM&PR; Manager Marketing & Public Relations; TLRS; Team Leader Ranger Service; PE – Project Engineer; CE – Civil Engineer; TDO – Technical Design Officer; PO – Planning Officer; IAO – Internal Auditing Officer; LEO – Landscape Environment Officer

161

REPORT FOR COUNCIL MEETING MEETING DATE 21/10/20113 FILE No. 0-97 ORIGINATING OFFICER MAYOR POLLOCK SMP GOAL CIVIC LEADERSHIP AND

ORGANISATION DEVELOPMENT SMP KEY ISSUE 4.4 ITEM 20.1 MAYOR JN POLLOCK – LIST OF

ENGAGEMENTS

SUMMARY A list of engagements attended by Mayor JN Pollock. GOVERNANCE Strategic Management Plan

Civic Leadership and Organisation Development – 4.4 Council is innovative in its open and transparent engagement. As an accountable organisation, regularly inform communities of Council activities, decisions and actions.

Legislation

Nil

Sustainability

Economic Social Environmental Governance

Budget Nil impact on Council’s Budget

162

BACKGROUND A summary of engagements attended by Mayor JN Pollock is provided on a monthly basis. DISCUSSION Tuesday 17 September 2013 Meeting with Uniting Church Representatives, re: future operations of Point Lowly

Cottages Wednesday 18 September 2013 Media interview, re: Nicolson Avenue Medians Meeting with Tony Petruzzeli and Eddie Pearson from Logicamms 1x Australian Citizenship Attended Whyalla Combined Primary Schools Choir Friday 20 September 2013 Attended Graeme Jose Awards Monday 23 September 2013 Weekly meeting with Chief Executive Officer Attended presentation by Snowy Mountains Engineering Corporation (SMEC) on

the Signage Master Plan Special Council Meeting Tuesday 24 September 2013 Attended RDAWEP Staff Meeting 1x Australian Citizenship Wednesday 25 September 2013 Media interview Thursday 26 September 2013 Attended Story Time at Whyalla Public Library Friday 27 September 2013 Meeting with Chinese Delegation, re: Agribusiness Proposal Monday 30 September 2013 Weekly meeting with Chief Executive Officer 2x Australian Citizenships

163

Tuesday 1 October 2013 Community Grants Committee Meeting 2x Australian Citizenships Wednesday 2 October 2013 Attended staff meeting at RDAWEP Attended SA Regional Awards Thursday 3 October 2013 Meeting with Ms C Jones, re: the price of rental properties in Whyalla Meeting with Vijayakumar Krisnarajw, re: employment in Whyalla Friday 4 October 2013 Meeting with DMITRE, re: visualisation Port Bonython Tuesday 8 October 2013 RDA Meeting – Wudinna Economic and Social Committee Meeting Wednesday 9 October 2013 Staff meeting at RDA Meeting with George Huxley, re: Wetlands Teleconference with Leon Mills, re: Regional Development Australia Weekly meeting with Chief Executive Officer Thursday 10 October 2013 Meeting with Allan Kane, re: Chamber of Commerce Dinner Meeting with Bernadette Abraham, re: Relay for Life Friday 11 October 2013 Attended Chamber of Commerce Annual Awards Saturday 12 October 2013 Attended the launch of Whyalla Pride Week Attended Whyalla Norrie Probus Club 30th Anniversary Dinner Monday 14 October 2013 Weekly meeting with Chief Executive Officer

164

Tuesday 15 October 2013 Upper Spencer Gulf Common Purpose Group Meeting – Port Augusta 3x Australian Citizenships Environment Committee Meeting Wednesday 16 October 2013 2x Australian Citizenships Audit Committee Meeting Special Council Meeting Thursday 17 October 2013 1x Australian Citizenship Friday 19 October 2013 Attended Whyalla Art Prize Presentation Attended Circus Oz at Middleback Theatre Monday 21 October 2013 Weekly meeting with Chief Executive Officer RECOMMENDATION Nil ANNEXURES Nil REPORT AUTHOR Mayor JN Pollock

165

MINUTES OF THE COMMUNITY GRANTS COMMITTEE MEETING

HELD ON TUESDAY 1 OCTOBER 2013 AT 3.08 PM

IN THE MAYOR’S OFFICE

PRESENT: Mayor JN Pollock, MK Hodge and R Rajamani OBSERVERS: Mrs M Hiscock (Group Manager Community) Mrs M Armstrong (Executive Assistant) Mr A Salatino (STARCLUB Community and Recreation Field Officer)

1. Attendance Record

Apologies Moved Cr Hodge, seconded Cr Rajamani

CG426-2013 That the Community Grants Committee accept the apologies from Crs J Marshall and C Carter for the meeting held on Tuesday 1 October 2013 and a leave of absence be granted for this meeting Carried Unanimously Leave of Absence – Nil

2. Correspondence

Moved Cr Rajamani, seconded Cr Hodge

CG427-2013 That the correspondence, as listed below, be received and noted: Whyalla Norrie Probus Club Inc Carried Unanimously

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Minutes of the Community Grants Committee Meeting – 01.10.13 Page 2 3. Report Forms

Moved Cr Hodge, seconded Cr Rajamani

CG428-2013 That the report forms, as listed below, be received and noted: Whyalla Ballet School The Smith Family University of the Third Age Waratah Hockey Club Whyalla Go-kart Club Carried Unanimously

4. Funding Provided Outside of Grant Round – For Information

Advantage SA $1,000 Whyalla Chamber of Commerce and Industry $500 Events Whyalla City Council $500 Eyre Peninsula Community Foundation $1,000 Whyalla Community Playgroups $500 Nunyarra Elders $250 Whyalla Zombie Walk $250

6. Community Grant Applications Submitted for Consideration

Whyalla Academy of Gym Sports and Kindergym Moved Cr Hodge, seconded Cr Rajamani

CG429-2013 That $4,368.60 be granted towards the purchase of crash mats. Carried Unanimously Neighbourhood Watch Area 264 Moved Cr Hodge, seconded Cr Rajamani

CG430-2013 That $5,000 be granted towards the purchase of a community bbq at McGee Family Park. Carried Unanimously

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Minutes of the Community Grants Committee Meeting – 01.10.13 Page 3

Late Applications Moved Cr Rajamani, seconded Cr Hodge

CG431-2013 That the grant applications received after the closing date of the current round be accepted. Carried Unanimously South Asian Festive Alliance (SAFA) Moved Mayor Pollock, seconded Cr Hodge

CG432-2013 That $500 be granted towards the Festival of Lights (Deepavali) Celebration 2013. Carried Unanimously Whyalla Cricket Association Incorporated Moved Mayor Pollock, seconded Cr Hodge

CG433-2013 That $5,000 be granted towards the Bradford Street Oval shelters upgrade. Carried Unanimously

7. Donations for Consideration

Whyalla City Plaza Business Association Incorporated Moved Cr Hodge, seconded Cr Rajamani

CG434-2013 That $3,000 be granted towards the Annual Christmas Street Party and Fireworks display. Carried Unanimously

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Minutes of the Community Grants Committee Meeting – 01.10.13 Page 4 8. Financial Summary

Total Spent 2013/14 Balance

Community Grants $17,868.60 $20,941.66

9. Other Business

Community Grants Committee Guidelines Moved Mayor Pollock, seconded Cr Rajamani

CG435-2013 That Community Grant applications received after a rounds closing date may be accepted upon approval by the Community Grants Committee. Carried Unanimously

10. Next Meeting

The closing date for the next Community Grants round is 15 November 2013. The Chair declared the meeting closed at 3.34 pm.

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MINUTES OF THE ECONOMIC AND SOCIAL COMMITTEE MEETING

HELD ON TUESDAY 8 OCTOBER 2013 AT 5.33 PM IN THE COUNCIL CHAMBER

PRESENT: Mayor JN Pollock (Deputy Chair), Cr R McGinniss, Mr S Stuppos, Ms A Smyth and Mr A Todd

GUEST: Mr S Sathasilvam OBSERVERS: Chief Executive Officer (Mr P Peppin) Group Manager Community (Mrs M Hiscock)

1. Attendance Record

Apologies Moved Cr McGinniss, seconded Ms Smyth

ESC05-2013 That Council accept the apologies from Crs J Velthuizen, M Hodge and T Breuer for the meeting held on Tuesday 8 October 2013 and a leave of absence be granted for this meeting. Carried Unanimously Leave of Absence – Nil

1.1 Election of Deputy Chair

Moved Cr McGinniss, seconded Mr Stuppos

ESC06-2013 That: Mayor Pollock assume the Chair in the absence of Cr Velthuizen; and be appointed Deputy Chair of the Economic and Social Committee. Carried Unanimously

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Economic and Social Committee Meeting Minutes – 08.10.13 Page 2 2. Minutes of Previous Meeting 2.1 Economic and Social Committee Meeting held on Tuesday 6 August 2013

Moved Mr Stuppos, seconded Ms Smyth

ESC07-2013 That the Minutes of the Economic and Social Committee Meeting held on Tuesday 6 August 2013, as per copies supplied to Members, be adopted as a true and accurate record of that meeting. Carried Unanimously

3. Presentations 3.1 Ms Catherine McIntyre, City Librarian, and Ms Coral Dyason, Library Assistant, presented

to the Economic and Social Committee on the OneCard System

Ms McIntyre and Ms Dyason provided a short PowerPoint presentation on the roll-out of the new OneCard System for South Australia. A number of questions from the Committee were forwarded to the Library staff. Mr Sathasilvam suggested that discussion be held with UniSA regarding the design process for the new IT system.

4. Action List

Cr Breuer was not present at the meeting to provide an update on the Marketing Strategy currently being discussed by the RDA Target Team. Mr Peppin provided an update, via separate cover, on UniSA’s new internet system and the Sustainability Hub. Peter/Alex Todd to liaise now that Alex has returned from Leave, re: a Whyalla Economic Development Plan. Alex provided an update on the Eyre Peninsula Tourism Group – Whyalla is part of the Eastern Eyre Group – and the number of Whyalla representatives on the Committee. Migelle Hiscock to speak to Phill Stone with regard to him joining the Eyre Peninsula Tourism Group. The Council web-site is up and running. A Social Media Policy to be put in place to manage Facebook and Twitter – a good communication tool.

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Economic and Social Committee Meeting Minutes – 08.10.13 Page 3 5. Projects and Tasks

5.1 Economy

Migelle to send the draft Social Media Policy / Community Engagement Strategy to the Economic and Social Committee to review prior to the next Economic and Social Committee Meeting.

Peter to meet with Professor Guy Robinson to consider a Sustainability Hub at the Whyalla University. Mr Sathasilvam provided an update on future community engagement activities for the University to offer more courses and opportunities to provide alternative teaching processes.

Peter/Mayor Pollock to meet with Mr Alan Evans to discuss possible collaborative activities for the community.

The RDA Target Team (Aged Care) – attracting funds for project is unknown due to the recent change in Government. Aged Care Strategy – identify gaps including Iron Knob. The RDA Target Team Committee to provide a Briefing Paper to the Economic and Social Committee.

Development of a tourism area for the Northern Coastline – Alex provided an update on the proposed consultancy. PIRSA has developed an interactive visualisation presentation available for the public to view in the Library and Council office. Ensure that a constructive, unbiased consultation occurs.

Mr Todd advised that a Regional Economic Development Prospectus is being developed and then a Whyalla Economic Development Plan.

5.2 Community

Migelle provided an update on the Volunteer Program at Council. Staff have been trained in Volunteer Management and the legal requirements of managing such programs.

- Whyalla Volunteering Group to meet shortly.

Mr Mark Band from One Eighty Consultants has met with Stakeholders at Jubilee Park to outline the consultation process for a site-specific plan. A call for interested membership has gone out, with two Elected Members to be sought for this group as well.

Recommended that Peter meet with Mr Paul Sherlock to discuss access to the new internet system at UniSA.

Migelle provided an update on grant funding for the ANZAC Memorial Wall at Memorial Oval. A plaque donated by OneSteel has been re-housed on the wall. All brass plaques have been cleaned and the lettering on the cenotaph is nearing completion. All will be ready for the Remembrance Day ceremony,

6. Other Urgent Business

Mr Sathasilvam advised that the Science Engineering Challenge was held recently in Whyalla with approximately 250 students attending from schools as far away as Ceduna. Rotary was heavily involved in the project and will be thanked for their assistance.

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Economic and Social Committee Meeting Minutes – 08.10.13 Page 4

It is hoped this event will be become a regular activity to promote further education in Whyalla. The event costs approximately $20,000 to manage with most of the cost being the transport of equipment and the team from Newcastle. Would like to see Council involved in the event in the future.

Mr Sathasilvam advised that Engineers Australia representatives will be in Whyalla on Thursday 10 October 2013 to promote a Chapter in Whyalla and will be encouraging industry participation.

The AusIMM National President will be visiting Whyalla in November to promote the Professional body.

7. Closure

The Chair declared the meeting closed at 7.02 pm.

8. Date of Next Meeting

The next Economic and Social Committee Meeting is to be held on Monday 2 December 2013 at 5.30 pm in the David Knox Meeting Room.

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