minutes of ordinary council meeting · 2018-04-27 · council meeting . tuesday, 20 december 2016 ....

COUNCIL MEETING

TUESDAY, 20 DECEMBER 2016

Minutes of meeting

held in the Council Chamber, 33 Highett Street, Mansfield

Commencing at 5.00pm

Our Aim

To work with our community to continue to build a Shire that is recognised for its balanced

economic, social, and environmental development that, in turn, acknowledges the diverse

needs and values of our communities.

Councillors: Mansfield Ward: Cr Paul Volkering (Mayor) Mansfield Ward: Cr Peter Olver (Deputy Mayor) Tolmie Ward: Cr Marg Attley Bonnie Doon Ward: Cr Paul Sladdin Jamieson Ward: Cr Harry Westendorp

Officers: Chief Executive Officer: Alex Green Community Services Manager: Melanie Hotton Development Services Manager: Michael Bismire Human Resources Manager: Sharon Scott Acting Engineering & Works Manager: Robert Graves/PaulValente Tourism & Economic Development Manager: Vacant Finance & Information Services Manager: Vacant

HH H

ii i gg ghh h

CC C oo ouu u nn n

tt t rr ryy y ,, ,

LL Laa a kk k

ee e ss s aa a

nn n dd d RR R

ii i vv vee e rr r

ss s

Mansfield Shire Council encourages its residents & ratepayers to participate in the local government of Mansfield. Accordingly, these notes have been developed to help residents and ratepayers better understand Council meetings. All meetings are conducted in accordance with Council’s Local Legislation on Governance.

MANSFIELD SHIRE COUNCIL Order of Business

1. OPENING OF THE MEETING The Mayor, who chairs the meeting, will formally open the meeting and welcome all present. 2. STATEMENT OF COMMITMENT The Council affirms its commitment to carry out its duties in the best interests of the community and

that its conduct shall maintain the standards of the Code of Good Governance by the following statement:

We, the Councillors of Mansfield Shire / declare that we will undertake on every occasion / to carry out our duties in the best interests of the community / and that our conduct shall maintain the standards of the Code of Good Governance / so that we may faithfully represent / and uphold the trust placed in the Council by the people of Mansfield Shire.

3. ACKNOWLEDGEMENT OF COUNTRY The Council affirms its recognition of the Indigenous people being custodians of this area by the

following statement: Mansfield Shire Council recognises that indigenous people have been custodians of this area for generations. We acknowledge the living culture and unique role of Taungurung people in our region.

4. APOLOGIES Where a Councillor is not present, his/her absence is noted in the Minutes of the meeting. 5. CONFIRMATION OF MINUTES The minutes of the previous meeting are placed before Council to confirm the accuracy and

completeness of the record. 6. DISCLOSURE OF CONFLICT OF INTERESTS

In accordance with the Local Government Act 1989, a Councillor must declare any Conflict of Interest or Personal Interests pursuant to Sections 77A, 77B, 78, 79 and 79B of the Act in any items on this Agenda. (Note that Section 79(2)(a)(i) of the Act requires Councillors to disclose the nature of a Conflict of Interest or a Personal Interest immediately before the relevant consideration or discussion). Section 79B also requires that the Councillor declaring a Personal Interest must seek consent from Council to be exempt from voting on the item. Council officers or contractors who have provided advice in relation to any items listed on this Agenda must declare a Conflict of Interest or Personal Interest regarding the specific item.

7. REPRESENTATIONS Council receives or presents acknowledgements to the general public. Council may also receive

petitions from residents & ratepayers on various issues. Any petitions received since the previous Council meeting are tabled at the meeting and the matter referred to the appropriate Council officer for consideration.

8. NOTICES OF MOTION A Motion is a request (Notice of Motion) that may be made by a Councillor for an issue not listed on

the Agenda to be discussed at a Council meeting and for a decision to be made. 9. MAYOR’S REPORT The Mayor provides a report on his/her activities.

Mansfield Shire Council – Ordinary Meeting of Council: 20 December 2016

Mansfield Shire Council encourages its residents & ratepayers to participate in the local government of Mansfield. Accordingly, these notes have been developed to help residents and ratepayers better understand Council meetings. All meetings are conducted in accordance with Council’s Community Local Law (Meeting Procedures).

10. OFFICER REPORTS

10.1 Departmental Reports Monthly Departmental reports will be presented to the Council as follows:

• Community Services • Development Services • Engineering and Works • Executive Services • Financial Services • Tourism and Economic Development

10.2 Development Services All planning and development applications and strategic planning items will be considered by

the Council. Reports also considered will be Building, Environment, Environmental Health and Local Laws. A Council position is adopted on the matters considered.

10.3 Executive Services including Finance & Information Services, Tourism & Economic

Development and Human Resources Detailed reports prepared by officers from Executive Services, Finance & Information Services,

Tourism & Economic Development and Human Resources will be considered by the Council. A Council position is adopted on the matters considered.

10.4 Engineering & Works Detailed reports prepared by officers from Engineering & Works Department are considered by

the Council. A Council position is adopted on the matters considered. 10.5 Community Services Detailed reports prepared by the Community Services Department and are considered by

Councillors. A Council position is adopted on the matters considered. No reports presented are being presented to the December meeting.

11. ASSEMBLIES OF COUNCILLORS In accordance with section 80A of the Local Government Act 1989, Council must keep a written record

of all assemblies of Councillors. An Assembly of Councillors is defined as a planned or scheduled meeting, comprising at least three Councillors and one member of Council staff, that consider matters that are intended or likely to be. All such meetings are recorded.

12. ADVISORY AND SPECIAL COMMITTEE REPORTS Council considers reports from Advisory Committees that Councillors represent Council on. 13. AUTHORISATION OF SEALING OF DOCUMENTS Any documents that are required to be endorsed by the Chief Executive Officer under delegated

authority and sealed by the Council are presented to the Council. 14. PUBLIC QUESTION TIME This is an opportunity (usually 30 minutes), for members of the Gallery to raise questions with

Councillors. Question Time generally takes place at around 6.30pm. 15. CLOSURE OF MEETING TO MEMBERS OF THE PUBLIC Whilst all Council meetings are open to members of the public, Council has the power under the Local

Government Act 1989 to close its meeting to the general public in certain circumstances which are noted where appropriate on the Council Agenda. Where this occurs, members of the public leave the Council Chamber while the matter is being discussed.

16. CLOSE OF MEETING The Mayor will formally close the meeting and thank all present for attending.


Mansfield Shire Council encourages its residents & ratepayers to participate in the local government of Mansfield. Accordingly, these notes have been developed to help residents and ratepayers better understand Council meetings. All meetings are conducted in accordance with Council’s Community Local Law (Meeting Procedures).

This page has intentionally been left blank.

1.

MANSFIELD SHIRE COUNCIL Ordinary Meeting of Council MANSFIELD SHIRE

MINUTES

TUESDAY, 20 DECEMBER 2016 MANSFIELD SHIRE OFFICE 33 Highett Street, Mansfield

5.00PM

CONTENTS 1. OPENING OF THE MEETING............................................................................................... 3

2. STATEMENT OF COMMITMENT ........................................................................................ 3

3. ACKNOWLEDGEMENT OF COUNTRY ............................................................................... 3

4. APOLOGIES.............................................................................................................................. 3

5. CONFIRMATION OF MINUTES ........................................................................................... 4

6. DISCLOSURE OF CONFLICT OF INTERESTS .................................................................. 4

7. REPRESENTATIONS .............................................................................................................. 4

7.1 Certificate of Appreciation – A Third Hand Volunteers Inc. ........................................ 4

8. NOTICES OF MOTION ........................................................................................................... 5

9. MAYOR’S REPORT .................................................................................................................. 5

10. OFFICER REPORTS ............................................................................................................... 5

10.1 DEPARTMENTAL REPORTS ...................................................................................... 5

Attachments 9 & 10.1 ....................................................................................................... 6

10.2 DEVELOPMENT SERVICES ..................................................................................... 27

10.2.1 Planning Application P137/16 – Construction of an Outbuilding: 76 Crosbys Lane, Mansfield ...................................................................... 27

10.3 EXECUTIVE SERVICES ............................................................................................. 35

10.3.1 Finance Report: 1 July 2016 to 30 November 2016 ....................................... 35

Attachment 10.3.1 ............................................................................................. 40

10.3.2 Mansfield Shire Councillor and Mayoral Allowances ................................... 48

Attachment 10.3.2 ............................................................................................. 51

10.3.3 Review of Mansfield Shire Procurement Policy 2016 .................................... 56

Attachment 10.3.3 ............................................................................................. 60

10.4 ENGINEERING & WORKS ........................................................................................ 93

10.4.1 Erril Street Precinct Rejuvenation - Detailed Design ..................................... 93

Attachment 10.4.1 ............................................................................................. 98


2.

11. ASSEMBLIES OF COUNCILLORS ................................................................................... 118

12. ADVISORY AND SPECIAL COMMITTEE REPORTS ..................................................... 120

12.1 Advisory Committees: Minutes of Meeting ................................................................ 120

Attachment 12.1 ............................................................................................................ 121

13. AUTHORISATION OF SEALING OF DOCUMENTS ...................................................... 148

14. PUBLIC QUESTION TIME ................................................................................................. 148

15. CLOSURE OF MEETING TO MEMBERS OF THE PUBLIC ......................................... 148

2

mw02

Text Box

16. CLOSE OF MEETING..........................................................................................................149


3.

MINUTES

TUESDAY, 20 DECEMBER 2016 MANSFIELD SHIRE OFFICE 33 Highett Street, Mansfield

5.00PM

1. OPENING OF THE MEETING The Mayor, Cr Volkering, opened the meeting at 5.01pm.

Councillors: Marg Attley Tolmie Ward Peter Olver Mansfield Ward Paul Sladdin Bonnie Doon Ward Paul Volkering Mansfield Ward Harry Westendorp Bonnie Doon Ward Chief Executive Officer: Alex Green Development Services Manager: Michael Bismire Community Services Manager: Melanie Hotton Senior Accountant: Belinda Langlands Senior Civil Engineer: Paul Valente Technical Officer: Michael Richards (part)

2. STATEMENT OF COMMITMENT

The Councillors affirmed the following Statement of Commitment:

“We the Councillors of Mansfield Shire / declare that we will undertake on every occasion / to carry out our duties in the best interests of the community / and that our conduct shall maintain the standards of the Code of Good Governance / so that we may faithfully represent / and uphold the trust placed in this Council by the people of Mansfield Shire.”

3. ACKNOWLEDGEMENT OF COUNTRY

The Councillors affirmed the following Statement of Commitment:

“We the Councillors of Mansfield Shire / declare that we will undertake on every occasion / to carry out our duties in the best interests of the community / and that our conduct shall maintain the standards of the Code of Good Governance / so that we may faithfully represent / and uphold the trust placed in this Council by the people of Mansfield Shire.”

4. APOLOGIES Nil.


4.

5. CONFIRMATION OF MINUTES

Councillors Westendorp/Attley: That the Minutes of the Mansfield Shire Council meeting, held on 22 November 2016, be confirmed as an accurate record.

Carried 6. DISCLOSURE OF CONFLICT OF INTERESTS

Cr Harry Westendorp declared a direct Conflict of Interest in relation to item 10.2.1 - Planning Application P137/16 – Construction of an Outbuilding: 76 Crosbys Lane, Mansfield

7. REPRESENTATIONS

7.1 Certificate of Appreciation – A Third Hand Volunteers Inc.

A Third Hand Volunteers Inc. presented Council with a certificate of appreciation thanking Council for its support of the Mansfield Half Marathon and Fun Run 2016, held on 30 October 2016. Council provided in-kind support in the form of supply and collection of waste bin and slashing of grass along the route of the Fun Run.

Councillors Sladdin/Westendorp: That Council accept the Certificate of Appreciation from A Third Hand Volunteers Inc. in relation to the Mansfield Half Marathon and Fun Run 2016.

Carried 7.2 150th Anniversary of the Proclamation of the Shire of Mansfield

The Mayor brought to the Council’s attention the upcoming 150th anniversary of the proclamation of the inaugural Shire of Mansfield that took place on 31 December 1866, acknowledging Mansfield’s forebears for their vision for the future Mansfield Shire. It was agreed by the Council that further acknowledgement of the 150th anniversary will take place during Mansfield’s Australia Day Celebrations on 26 January 2017.

Councillors Attley/Olver: That Council acknowledge the 150th anniversary of the inaugural Shire of Mansfield proclaimed on 31 December 1866.

Carried

4


5.

8. NOTICES OF MOTION

Nil. 9. MAYOR’S REPORT The Mayor, Councillor Paul Volkering, presented the monthly Mayor’s report to

the Council.

Councillors Sladdin/Westendorp: That the Mayor’s report be received.

Carried 10. OFFICER REPORTS 10.1 DEPARTMENTAL REPORTS

File Number: E103 Responsible Officer: Chief Executive Officer, Alex Green Introduction Departmental reporting allows a short briefing to be provided to the Council on the current operations, tasks and projects undertaken within each Department over the past month. The Chief Executive Officer will present the monthly Departmental reports to the Council, as follows: • Community Services • Development Services • Engineering and Works • Executive Services • Financial Services • Tourism and Economic Development

Councillors Westendorp/Olver: That the monthly Department reports be received.

Carried

5


6.

ATTACHMENTS 9 & 10.1

MAYOR’S REPORT AND DEPARTMENTAL REPORTS

(2 + 18 PAGES)

6

of 2

Mayor’s Report

DECEMBER 2016 If the first few weeks of my Mayoral role were busy, then the last month has been even busier with ongoing induction, training, support, meetings and the usual array of valuable time spent with constituents. Overwhelmingly, feedback continues to be positive and supportive, including lots of constructive comment. Significant training included the MAV Mayor and Deputy Mayor program held in Melbourne on 1 December followed by drinks with the Minister for Local government, the Hon. Natalie Hutchins, As well as the MAV Councillor Induction program at Darebin Arts Centre - all very worthwhile, providing an opportunity for further networking. Other forums attended included: 1. Goulburn Murray Water Board breakfast for key stakeholders in Shepparton. 2. Meeting with State Ministers in Benalla including the Minister for Regional Development, The

Hon. Jaala Pulford. 3. Regional Partnerships forum in Benalla with various State Ministers. The Regional Partnerships forum in Benalla included approximately 20 representatives from the Mansfield Shire representing a wide range of local organisations and interests from across the Shire. The quality of input from our community representatives was extremely insightful and constructive and speaks to the quality of motivated people we have within our community. The forum sought to identify the “big picture” items for North East Victoria that might significantly change the status quo for all of us in this Region of Victoria. It was a challenge for participants to extend their thinking beyond their own Shire, however, a long list of actions were developed and some common themes emerged. Four items were common across all discussion tables. These included: 1. Environment: including waste management, carbon footprint, land-fill, biodiversity and water

security. 2. Transport: including improvements to existing train services and the game changer: a very

fast rain from Wodonga to Melbourne. 3. Communications: including further improvements to current blackspots for mobile phone

services, improvement to current NBN rollout and reliability for current internet services in hard to access locations.

4. Tourism: including iconic sites in North East Victoria and the importance of a sustainable approach as well as the untapped opportunities, including a changing culture from traditional passive visitor based activities to more action based or eco-tourism activities.

The usefulness or otherwise of the Regional partnership event will be in the actions from State government in the coming months and year. (Note 2017, not beyond; as we need immediate action to stem the growing divide between regional/rural and metropolitan.) Recent announcements by the State government to extend the Melbourne ring road at a cost of $700m, right the way through to Greensborough are welcomed and will no doubt bring a sigh of relief to Melburnians clogged in traffic each day, but regional/rural Victoria continue to miss out.

7

Mayor’s Report: December 2016

The growing disparity of the tax spend should alarm all Victorian taxpayers, but more so those living in rural and regional areas. At some stage there must be a recognition that infrastructure investment in rural and regional towns and cities needs to be more equitable. Locally there has been a busy schedule of events as well including: 1. Beolite Christmas luncheon. 2. Mansfield Show. 3. White Ribbon Day. 4. Remembrance Day. 5. Gough’s Bay Boat Club sail past. 6. Lake Eildon Festival Fireworks (Gough’s Bay and Bonnie Doon) 7. Attendance at St Mary’s P.S for Assembly (Australia Day promotion) 8. Attendance at Steiner School for Assembly (Australia Day promotion) 9. Attendance at Merrijig P.S (Australia Day promotion) 10. Attendance at MPS for Assembly. (Australia Day promotion) 11. Lake Eildon Integrated Marketing. 12. Croquet club Christmas luncheon. I’m endeavouring to continue to meet with as many local business owners and operators as I can in the relatively small amount of time that is free and available. Meetings in the last month have included: • Ken McKenzie from O’Malley’s Pizza re: inequity of trading conditions for itinerant vendors. • Graeme from Mansfield Hot n Cold (additional) re: Timothy Lane. • Bill Lines from Betta Electrical re: local business conditions. • Guy Taylor from Mansfield Consulting. • Sue Crow from Mansfield District Racing club (very positive things happening at the race club

including improvements to the facility and plans for further development and further major events in 2017).

I’m also attempting to engage with as many individuals as possible and to talk and listen to their concerns. I’m particularly keen to get a community refence group or similar up and going so that we can have direct links into our community and to share issues that may be on our agenda. Other Shire meetings and Committees that I have attended during the past month include: • Mansfield Shire Council Ordinary Council meeting – 22 November • Mansfield Shire Audit and Risk Advisory Committee – 28 November • MAV Working Together to Deliver Program at Mt Buller day – 29 November • Councillor Briefing – 6 December • Mansfield Shire Parks and Precincts Advisory Committee – 7 December • Various discussions with fellow Councillors (on-going) I also want to remind Councillors of the impending Bushfire season and to continue to remind constituents that we are heading into the danger period of January/February, when we can have severe conditions. Please be alert and keep reminding communities to be safe and cautionary. With the Christmas season upon us, I wish my fellow Councillors and all Mansfield Shire staff a very happy, safe and not too stressful Christmas. A wise man once said of Christmas, “Christmas is not as much about opening our presents as opening our hearts. ~J.L.W. Brooks

8

Mansfield Shire Council – Community Services Departmental Report

Community Services - Page 1 of 3

COMMUNITY SERVICES DEPARTMENT REPORT December 2016

EMERGENCY MANAGEMENT RELIEF

AND RECOVERY The focus for the past month has been on readiness for the upcoming summer which usually brings heatwave and fires. Readiness messages have been distributed through media releases and social media. The ‘Red Bucket’ project is now well under way. The project is a partnership between Council, CFA and SES. The red bucket filled with emergency ready information is a symbol if the need for individuals to have and act on emergency plans as it times of crisis, emergency services may not be able to reach everyone. Council information including the Fire Season Advice and ‘Emergency’ flyers will go into the buckets. A CFA Summer Fire Safety Local Initiatives’ grant was awarded to Council to develop an ‘emergency ready’ trivia game. The game will be used to deliver key messages on how to prepare for, respond to and recover from emergencies. The game will be launched in early 2017.

COMMUNITY DEVELOPMENT A successful White Ribbon Day event was held on 25 November in the High Street median strip. A couple of hundred people attended including representatives from all four schools within the town of Mansfield. Guest speakers included Mansfield Football and Netball Club representative, Guy Taylor, Mansfield Hospital CEO, Cameron Butler, and Mansfield Shire Council Mayor, Cr Paul Volkering. Cr Volkering encourage all who attended to take the White Ribbon day oath, the Steiner School provided musical entertainment and the Third Hand Volunteers provided a BBQ.

Rebekah Corden, from Federation University, finished up her student placement with the Community Development Team recently. Rebekah undertook 390 hours of placement and worked across the Maternal & Child Health, Youth, and Community Development areas. In this time Rebekah reviewed the New Resident Kits, supported the development of the Better Communities for Children Leadership Network website, organised activities to discuss the prevention of violence against women and facilitated primary school visits to Café Connect. The Merton Hall renovation has been completed and a final report and funding acquittal is currently being developed to submit to Regional Development Victoria. A formal opening will be scheduled in March 2017. Also recently complete is the Goughs Bay Exercise Station project. This was launched at the recent Lake Eildon Festival. A project start-up meeting has been undertaken with the Jamieson Community Group in regards to a number of upgrades on the Jamieson Hall, scheduled to commence in early 2017 and project meetings are continuing with the Bonnie Doon community to plan the content for the interpretive signs as part of the Stroll Down Memory Lane project. Sport and Recreation The Mansfield Pool is now open for the 2016/2017 season. A number events have been planned for this season including Aquathons, a 60th birthday party for the swimming pool, night swimming, holiday programs, swimming lesson programs, Australia Day pool party.

9



Construction of the Mansfield Youth Hub is progressing as per the schedule and is expected to be open for the December school holidays. The working group were taken on a site inspection and able to see close-up the work that goes into this type of construction. A naming competition is also underway. The youth facility on Erril Street is also sometimes referred to as the Youth Hub and this was creating some confusion in the community, so a competition was launched to re-name the Youth Hub/skate Park. Over 25 names were submitted and these names will be presented to Councillors to select a preferred four, which will then be put to a community poll via Facebook. Mansfield Library Belinda Crawford, local science fiction author, gave an interesting and honest talk about the joys and hurdles of being a writer. Belinda has recently released ‘Riven’, the second book in The Hero Rebellion Trilogy. We were very pleased to have a few teenagers in attendance amongst the adults. The strange garden, a sculpture made out of cardboard and bamboo was on display in the foyer of the Library. It was created by Karen Pirie and many children from Mansfield Primary, Mansfield kindergarten as well as both children and adults attending a school holiday session held at the Library.

FAMILY, YOUTH AND CHILDREN’S SERVICES Financial Counselling Mansfield Shire Council’s financial Counsellor has been invited to participate (as part of a panel) in a professional development session in Melbourne in December, on the topic of Aged care and NDIS – this came out of the recent work on the Dignity and Debt project.

Integrated Family Services IFS A snapshot is provided of the clients who are currently engaged with IFS. Of the current open cases: • Fourteen families have under developed

parenting skills • Eight families have a parent with a mental

health issue • Eleven families have a history of family

violence • Twelve families have an issue with drugs

or alcohol • Fourteen families present due to

behavioural issues with a child. • Eighteen families present due to

relationship difficulties between adults • Six children and two youth presented due

to grief and loss. Most families present with multiple issues. Youth Café Connect is now regularly being visited by Grade 6 kids (over 12 years old) – they are tending to come in once or twice a week – their enthusiasm is invigorating (as well as exhausting!) It would appear that we are observing a change in clientele, the building of a new group – potentially as a direct flow-on from the recently held Grade 6 orientation BBQs – the final orientation is planned for 8 December, with Jamieson & Merrijig Primary Schools to attend. The Rock Out ‘Ground Control’ evaluation process has been completed - feedback from the committee and community in general was that it was another successful year, with the committee believing it was the best Rock Out yet.

10



The street art workshop - ‘Evolution of Film Street Art Style, was recently delivered over 2.5 days. Twelve talented young people attended the workshop and with the assistance of professional street artist AJ Tan, they created 12 amazing individual art pieces. These will be stored safely until February 2017 when they will be installed on the wall opposite Proactive Tax. A reveal celebration will follow on February 9th with assistance from the Mansfield Armchair Cinema for the artists, their family, friends and dignitaries. During the workshop, comments were made by several adults as to the great flexibility of the premises for special projects. The Phruntsyde Skate Park Jam and Opening of the revamped Skate Park has been set for 18 February 2017. The FReeZA committee will be working closely with the Community Services team to deliver this event. The Youth Development Worker attended Headspace School Support training at the Secondary College with the aim of gaining knowledge and enhancing the partnership between the school and Council’s youth team. From this training the school will be creating a suicide prevention response plan. Youth Engagement Programme (YEP) The planed partnership with Bindaree & YEP in a cross-generational program is moving closer – it is proposed that 2 YEP participants will play pool at Bindaree with some of the male residents. A young person who has been involved from the beginning of the YEP Program has, on their own accord, completed a welding course with MACE at Men’s Shed. This is a huge achievement for this young person, and is to be applauded.

Maternal Child Health 10 birth notifications were received for the month (including 5 births in the last week) – 2 families will be linked to the Enhanced Home Visiting stream. Aged and Disability Services This month we met the new Regional Assessment Coordinator for the North East Region Jodie Lyons who is based in Shepparton. Jodie works for the Department of Health and Human Services (DHHS) and her role is to support our assessment staff and Mansfield Shire through this time of transition. We need to demonstrate that the separation of aged care assessment functions has been achieved in line with the policy agreed to by the Victorian DHHS and the Commonwealth Department of Health by 31 December 2016. Mansfield Shire is placed to meet this deadline. Planned Activities Volunteers attended the luncheon, with special guests from High Country Angels and the Mansfield District Hospital. Volunteers Jack and Freda Pollard are retiring from Volunteering at the end of 2016 they were presented with a bunch of flowers as a token of our appreciation for over 30 years of dedicated service to Meals on Wheels. Karl Fritz was also acknowledged for his service to Meals on Wheels, retiring at the age of 80. On 2 December 2016 Community Connections Co-ordinator along with Community Services Manager attended the handover of the Friday Foundation bus to the Mansfield District Hospital. Mansfield District Hospital are the new owners of the bus and Mansfield Shire Council are no longer responsible for bus bookings.

11

Mansfield Shire Council – Ordinary Meeting of Council: Development Services Departmental Report

Development Services - Page 1 of 8

DEVELOPMENT SERVICES DEPARTMENTAL REPORT DECEMBER 2016

PLANNING

Ministerial Approval of C37 Advice has been received that the Minister for Planning has approved Amendment C37 to the Mansfield Planning Scheme with gazettal occurring on 8 December. The Amendment implements the recommendations of the Mansfield Planning Scheme Review Report, Mansfield Township Structure Plan and Merrijig Framework Plan. Communication of approval of Amendment C37 will be via a notice in Mansfield Matters, Council's website, Council's Facebook page and by letter and email to all submitters to the amendment and owners and occupiers whose properties have been rezoned through the amendment process. Grant Funding Opportunity The Strategic Planning Unit met with the Victorian Planning Authority to obtain information on grant funding opportunities under the Streamlining for Growth Program. Funding under this program would allow Councils to apply for project work around housing and employment growth. Government Review of Bushfire Overlay The State Government review of the Bushfire Management Overlay is underway with new mapping to be released early in the New Year. The Government in conjunction with the CFA is also putting together schedules for areas that may be appropriate for their application and these schedules will possibly be available in the second quarter of 2017.

ENVIRONMENT Site Environmental Management Plan (SEMP) Reviews Construction SEMPs have been submitted for Stage 2 of the Grange Subdivision development. The SEMP outlines how potential environmental impacts should be managed. Issues addressed includes: how retained native vegetation is to be protected; where soil stockpiles are to be located and hours of operation.

The SEMPs are submitted to both Council Engineering and Environmental teams. The SEMP must be approved by Council prior to works commencing on site. Stockmans Rise Stage 2 (Withers Lane) Landscape Plans submitted for review The engineering plans for Stage 2 of Stockmans Rise have been submitted to Engineering and Environment officers for review. The plans will be assessed against the Planning Permit Conditions for the site as well as best practice vegetation and stormwater management. A number of mature Red Gum trees are located on Stage 2 and will require protection from development activities. Stage 2 of this development also interfaces with public land such as the Mansfield Mullum wetlands. Roadside Weed Program A number of enquiries about Paterson’s Curse have been received. Paterson's Curse is classified as a ‘Weed of Regional Significance’ under the Catchment and Land Protection Act 1994 (VIC). This status means that ‘Land owners have the responsibility to take all reasonable steps to prevent the growth and spread of Regionally controlled weeds on their land.’ The Shire is funded to primarily control Blackberries and Gorse on its roadsides. Quotes are currently being received for the 2016-17 roadside program. A panel of contractors will be appointed for a two year period. Regions to be targeted for roadside weed control include Barjarg, Howes Creek Road to Gough’s Bay and follow up of previous treatments at Ancona, Merton, Booroolite and Rifle Butts Road/Old Tonga Road.

12



Climate Smart Agriculture Development (CSAD) Project The CSAD project is nearly complete and the close of the project will be celebrated on Friday 16 December 2016. Presentations to local government project partners of the spatial maps have been made. The spatial tool will incorporate modelling based on topography and climate data, soils and crop requirements for seventeen different commodities. These include a mixture of pastures, crops, timber, fruit and vegetables that are currently grown or potential commodity options for the Goulburn Broken region. The tool will produce maps of yield potential under two climate change scenarios for 2030 and 2050. The tool will identify areas of high inherent agricultural value based on yield potentials of a number of commodities and also identify shifts in production areas due to changes in climate (rainfall and temperature). This information will provide a platform to further investigate opportunities to enhance agricultural productivity in the region under a changing climate. Fords Creek Landcare Group Project The newly established Fords Creek Landcare Group has received external funding to implement works along Fords Creek around the Benalla Road bridge. The project will restore habitat for the Regent Honey Eater, Swift Parrot and Squirrel glider. As in-kind support to the project the Mansfield Shire Parks and Gardens team have committed two crew days towards brush cutting weeds along the creek. This will occur on Council-managed land. The Landcare group will brush-cut on private land. A specialist spray contractor will be used to target woody weeds along the creek. Community planting days are proposed to revegetate the area in autumn. Environment Advisory Committee The Mansfield Shire Environment Advisory Committee held its last meeting for the year on 6 December 2016. The committee consists of three community representatives, two secondary school student representatives as well as representatives from Mt Buller – Mt Stirling Alpine Resort, Up2Us Landcare

Alliance and the Victorian Farmers Federation. The advisory committee is chaired by Cr Attley. The committee was thanked for their contribution to Council’s environment program over the year.

WASTE MANAGEMENT DrumMUSTER Council staff worked closely with the local farmers group to determine Thursday December 1 as the most appropriate date for a drumMUSTER collection with this being deemed as post spraying season for major farming enterprises in the Shire. As a result, the collection was one of the most successful with 324 drums accepted and 89 drums rejected. The rejected drums were as a result of inappropriate rinsing with chemical remnants inside along with some drums not labelled with the drumMUSTER logo therefore not considered part of the free scheme. Council staff will continue to be guided by the local farmers group when setting future drumMUSTER collection dates. Clean Up Australia Day Council's Waste Management Officer has had preliminary conversations Up2Us Landcare in relation to a partnership approach to next year’s annual Clean Up Australia Day which will be held on Sunday 5 March 2017 . Work is underway to look at a slightly different approach to Clean Up with a focus on the collection and disposal of electronic waste, a stream that, if sent to landfill, has a toxic effect on the environment. Options for the placement of a large collection skip central to users is being explored and it’s envisaged that this would be promoted leading up to Clean Up Australia Day and available on the weekend of the annual date.

13



LOCAL LAWS Welfare of Animals The Domestic Animals Amendment (Puppy Farm and Pet Shops) Bill 2016 that was recently passed by Parliament has already been amended with extended compliance dates. The MAV are concerned that Local Government has not been adequately consulted. A Parliamentary Enquiry has commenced to investigate whether the proposed laws are realistically enforceable taking into account cost and workability. Fines Reform A wide range of reforms to the infringement system and collection and enforcement of infringements, fines and court fines will commence in July 2017 and will introduce social justice measures to make Victoria’s fines system fairer and more equitable for vulnerable and disadvantaged members of the community. Pound The Pound continues to be busy with a number of kittens being surrendered to Council. All puppies and kittens under 3 months of age are immediately fostered by a local vet until new homes are found for them. A further cat and 3 dogs were surrendered and have found new homes.

ENVIRONMENTAL HEALTH

Food & Other Premises Registrations 330 Premise registration renewals for 2017 have gone out and a third have already been returned and processed. They are due by 12 December. Food Labelling 8 food samples were collected from local manufacturers focused on labelling of which only 1 was satisfactory. Contact has made contact with those that were non-satisfactory and officers are working with the manufacturers to achieve full compliance. School Immunisations The final immunisation session was conducted at Mansfield Secondary College. Approximately 80 vaccines were administered to year 7s. This completes those students’ Human Papillomavirus (HPV) schedules.

14



DEVELOPMENT SERVICES STATISTICS – DECEMBER 2016

PLANNING Planning Applications

TYPE OF PLANNING APPLICATIONS LODGED NOVEMBER 2016

Type of Application Lodged

Dwelling ( with outbuildings 3) 8

Amendment to permit (dwelling/location) 2

Outbuilding 2

Extension to existing dwelling 1

Telecommunications Facility (Woods Point) 1

Two lot subdivision 1 TOTAL

(includes combined applications) 15

Applications Determined for the Month

TYPE OF APPLICATIONS DETERMINED NOVEMBER 2016

Type of Application Determined

Dwelling 2

Dwelling & outbuilding 2

Amendment to plans or site for dwelling 4

Withdrawn (5 lot sub & amend building envelope) 2

2 Lot subdivision 1

3 Lot subdivision 1

Amend common boundary 1

Use of land for music Festival (Notice of Decision) 1 Eleven lot subdivision & native vegetation removal (Notice of Decision) 1

Permit Refused VCAT – Motor Cycle Enduro Event 2

Total 17

15



Other Planning Consents & Enquiries

Extension of Time to permit 2

Secondary Consent (Minor alterations to plans) 3 Notification of NBN upgrade – The Paps, Old Dry Creek Road Bonnie Doon 2

Notification of Telecommunication upgrade Bunstons Rd Tolmie 1

Mountain Bay Section 173 Assessment 1

Certification 1

Statement of Compliance 1

Days Taken to Approve Planning Applications

Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec TOTAL

1-30 days 1 8 7 3 2 2 3 0 3 2 31

31-60 days 8 1 7 9 4 6 4 4 5 7 4 59

Over 60 days 7 10 6 2 6 7 8 3 16 13 9 87 Withdrawn /Permit not

required/lapsed /refused

2 1 3 3 4 13

Number of applications

finalised 16 19 20 14 12 15 17 8 27 25 17 0 190

Certification Applications Lodged for November

Application No

Date Lodged Type Location

Application Stage

S094866P/16 7/11/2016 Two lot subdivision 10 Kerry Court Mansfield Under Assessment

S095373E/16 15/11/2016 Two lot subdivision 2 Bellview Court Mansfield

Under Assessment

S096147P/16 30/11/2016 Eighteen lot subdivision

The Grange Mansfield Whitfield Road Mansfield

Under Assessment

16



Delegated Planning Approvals for November

File No Description Property Address

DA4367 Dwelling 416 Howes Creek Goughs Bay Road Goughs Bay

DA1426 Two lot subdivision 324 Wairere Road Boorolite

DA6624 Dwelling and outbuilding 90 Mansfield Woods Point Road Mansfield

DA6625 Dwelling Lot 2 Maroondah Hwy Merton

DA6063 Amendment to plans - dwelling 803 Tabletop Road Tolmie

DA6084 Amendment to plans – dwelling 320 Glen Creek Road Bonnie Doon

DA5977 Amendment to plans – dwelling 508 Old Tonga Road Mansfield

DA6599 Dwelling and outbuilding 284 Rifle Butts Road Mansfield

DA5825 Amendment to plans – dwelling 4594 Mansfield Woods Point Rd Kevington

DA6594 Two lot subdivision – consolidation Lot 116A Midland Hwy Maindample

DA6620 Three lot subdivision 36 Highett Street Mansfield

DA6632 Two lot subdivision 10 Bon Cres Bonnie Doon

DA1426 Two lot subdivision amend common boundary 324 Wairere Road Boorolite

BUILDING

Monthly Comparative Value of Building Permits Lodged

2016-17 2015-16 2014-15

JUL $1,239,521 $2,882,301 $3,231,337

AUG $3,028,490 $2,036,159 $2,454,594

SEP $3,283,640 $4,076,727 $3,995,450

OCT $3,087,059 $3,980,488 $3,914,969

NOV $2,840,190 $4,195,913 $3,765,124

DEC $2,340,597 $3,582,120

JAN $1,931,990 $2,585,484

FEB $3,256,275 $570,901

MAR $3,259,043 $3,447,852

APR $2,648,340 $1,690,699

MAY $4,056,281 $3,989,965

JUN $3,462,222 $2,480,751

TOTAL $13,478,900 $38,126,336 $35,709,246

17



Monthly Comparison of Permits Lodged for Dwellings

2016-17 2015-16 2014-15

JUL 3 3 10 10 9 9

AUG 11 14 5 15 8 17

SEP 9 23 12 27 13 30

OCT 10 33 12 39 9 39

NOV 6 39 9 48 12 51

DEC 6 54 12 63

JAN 5 59 6 69

FEB 11 70 2 71

MAR 9 79 5 76

APR 9 88 5 81

MAY 10 98 8 89

JUN 11 109 8 97

TOTAL 39 112 109 97

SEPTIC

Septic Applications Lodged, Approved and Issued Monthly

2016/17 APPLICATIONS LODGED

PERMITS ISSUED TO INSTALL

PERMITS ISSUED TO USE

JUL 5 3 5

AUG 8 8 8

SEP 4 4 6

OCT 8 6 6

NOV 7 9 5

DEC

JAN

FEB

MAR

APR

MAY

JUN

TOTAL 32 30 30

18



Septic Applications Lodged

2016/17 2016-2017 2015-2016 2014-2015

JUL 5 5 8 8 4 4

AUG 8 13 7 15 6 10

SEP 4 17 15 30 6 16

OCT 8 25 7 37 7 23

NOV 7 32 5 42 10 33

DEC 8 50 14 47

JAN 3 53 2 49

FEB 7 60 10 59

MAR 2 62 3 62

APR 5 67 8 70

MAY 3 70 3 73

JUN 5 75 5 78

TOTAL 32 75 78

19

Mansfield Shire Council – Ordinary Meeting of Council: Engineering and Works Department Report

Engineering and Works - Page 1 of 2

ENGINEERING AND WORKS DEPARTMENT REPORT December 2016

CAPITAL WORKS

Works on the Youth Hub are nearing completion with the final stages of concrete pouring underway and shelters being erected. Landscaping and asphalting works are anticipated to be completed early December.

Gravel road resheeting works are progressing well with Soldiers Road, Old Tonga Road and Pollards Road now complete. The Engineering Unit has produced tender specifications and documentation for the Ogilvies Road, Malcolm Street and Telemark Crt reconstruction works. Detailed designs for the Erril Street Rejuvenation project have been produced with minor elements of the project currently out for quotation. The design of the Mt Battery Road pavement widening project is currently underway and should be out for tender in January. Quotations have been obtained and are currently being evaluated for the Memorial Gates refurbishment, Council office building air conditioning and the supply and replacement of additional public picnic tables. A title re-establishment survey along Withers Lane and Dead Horse Lane is currently underway as well as the design review for the Withers Lane Culvert.

FIELD SERVICES The grading program was in full swing this month with favourable weather conditions. A total of 48 kilometres of unsealed roads were graded. Grading was completed primarily in Merton, Tolmie and Howqua Hills areas. Roadside spraying and vegetation maintenance was completed in the Merton and Bonnie Doon areas. Sealed road pot-holing and edging was carried out on roads that are scheduled for resealing in the next couple of months. Annual fire plug inspections and maintenance commence in November and is scheduled to be completed in December prior to the high fire danger period. Plant Hours: Combined, both backhoes operated for 60 hours and the three graders operated for 288 hours throughout the month of November.

PARKS & GARDENS The Parks and Gardens team have had an exceptionally busy spring with high rainfall over the past couple of months and more recently a high number of sunny days. A week long blitz was completed in Goughs Bay and the Bonnie Doon lakeside area to tame the long grass, control weeds and have a general clean up in preparation for the busy summer period.

20

Mansfield Shire Council – Ordinary Meeting of Council: Engineering and Works Department Report

Engineering and Works - Page 2 of 2

The Lords Oval and Recreation Reserve were fertilised in preparation for summer couch grass.

Both sides of the Rail Trail were sprayed for weeds by a local contractor between Merton and Mansfield.

Scheduled maintenance was completed in all areas with a focus on weed spraying, mowing and brush cutting. Irrigation systems were inspected and maintenance carried out as required in preparation for the dry season.

CUSTOMER REQUEST MANAGEMENT SYSTEM There are currently 69 outstanding requests in the CRM System for the Field Services unit. Throughout November 65 new requests were received and 86 were completed.

ASSET ASYST

We currently have 1304 defects outstanding in the system. No defects were recorded throughout the month of November and 14 defects where completed. The following is a summary of the total number of road defects reported, versus the total number of defects actioned over the last twelve months.

Total Number of Reported

Defects

Total Number of Defects

Completed %

Completed Area

1579 1131 72% Rural

312 174 56% Urban

GEOGRAPHIC INFORMATION SYSTEMS

New work is being undertaken to update the mobility map with additional footpaths. The current match rate between addresses and Council records is 98.3%, and ongoing efforts are being made to further remove discrepancies.

Additional climate and soil GIS data from the Climate Smart Agriculture Development project has been supplied by Deakin University. This is being added to the data available to Council officers.

CEMETERY During November, there were five burials at Mansfield and one at Jamieson Cemetery.

21

Mansfield Shire Council – Executive Services Department Report

Executive Services - Page 1 of 2

EXECUTIVE SERVICES DEPARTMENTAL REPORT December 2016

GOVERNANCE Councillor Induction A comprehensive training and transition program continues with all Councillors. Briefings continue to be held with officers and managers, and Councillors and managers recently attended an MAV Working Together to Deliver all day workshop, held at Mt Buller Stirling Alpine Resort. Councillor and Mayoral Allowances As reported last month, Council determined its Councillor and Mayoral allowances at its Special (Statutory) meeting on 26 October 2016. In accordance with sections 74(4) and 223 of the Local Government Act 1989 Council is required to give notice of its intention to set the allowances and must call for submissions from the general public. Adverts calling for submissions were placed in local media and on Council’s social media pages for a period of 28 days. At the closing date of 5.00pm on 5 December 2016, no submissions were received. During this time, the Minister for Local Government reviewed the limits and ranges of the Mayoral and Councillor allowances, and determined to increase the allowances by 2.5% effective 1 December 2016. A report is provided to the Council at this current meeting outlining the Councillor and Mayoral Allowances submission process together with the annual adjustment advice from the Minister. Delegations and Authorisations Council’s legal service provider, Maddocks, will be providing the December update to its Delegations and Authorisations Service. This update takes into account all legislative changes since June 2016 that affect the powers, duties and functions of councils. As a result, Council will review its current Delegations and Authorisations and will present them to a future meeting of Council for endorsement.

EXECUTIVE Citizen Awards 2017 Nominations for the following Awards, announced on Australia Day 2017, have now closed: • Citizen of the Year • Young Citizen of Year • Senior Citizen of the Year • Community Event of the Year All nominations will be assessed by Council’s Australia Day Committee before the winners are announced at Mansfield’s Australia Day celebrations on 26 January 2017. Australia Day Celebrations: Mansfield Planning for next year’s celebrations are well underway and it is anticipated that we will have confirmation of Mansfield Shire’s Australia Day Ambassador shortly. The Department of Immigration and Border Security have advised that two residents were approved for citizenship, and their ceremony will be included in the Australia Day celebrations. The format for the celebrations will be along the same lines as previous years, ie, free barbecue breakfast, entertainment, citizenship ceremonies and announcement of Citizen Awards. Christmas/New Year Shire offices and depot closure A reminder that the Council offices and depot will be closed for the period from 5.00pm on Friday, 23 December 2016 to return of business on Tuesday, 3 January 2017. Appropriate service delivery and emergency response during this time has been arranged.

22

Mansfield Shire Council – Executive Services Department Report

Executive Services - Page 2 of 2

HUMAN RESOURCES Resignation of Tourism and Economic Development Manager After 21 years of service, Tourism and Economic Development Manager, Ian Geer, has resigned from Council. Ian contributed to and was involved in a variety of projects and programs over many years, and we him well in his future endeavours. Engineering Manager Appointment Interviews for the Engineering Manager position have concluded. We are looking forward to Neil Ogilvie joining us in late January 2017 as Engineering Manager. Works Co-ordinator Appointment Interviews for the Works Co-ordinator role have concluded. Dale Young is the successful applicant and will be joining the organisation on 3rd January 2017.

CUSTOMER SERVICE AND RECORDS Records Information Management The Records Unit is working through various projects aimed at assisting and implementing processes throughout Council to reduce the amount of paper generated. Software to enable integration between Xpedite and TRIM for volunteers has been installed and is now live. IT and Records Units are in the final stages of testing before it is rolled out. This will streamline the process for record management, reducing double handling of documents. The IT and Records Units continue to liaise with other Units to improve efficiencies in Council’s workflow processes.

Customer Service Council’s Customer Service Officers continue to provide excellent service to our ratepayers and community. The last week has been busy with rate payments due by the end of November. Customer Service staff continue to promote a positive, helpful and friendly environment and ensure our customers leave with a great impression about the service they have received at Council. Customer Service staff continuously looks for ways to improve the level of customer service they deliver. Customer Requests Customer Request Management System statistics for the month show 122 customer requests registered with 91 (81%) closed during the month. The majority of requests were completed by Field Services Unit (81%).

23

Mansfield Shire Council – Ordinary Meeting of Council: Departmental Report

Financial Services Department - Page 1 of 1

FINANCIAL SERVICES DEPARTMENTAL REPORT DECEMBER 2016

FINANCE AND REVENUE SERVICES

Budget Preparation for the 2017-18 Budget has begun. As part of the budget process we will also be preparing a revised 2016-17 Forecast. Finance staff have commenced meeting with managers to assist with the preparation of their budget. Long Term Financial Plan Mark Davies has been contracted to assist with the preparation and presentation of a long term financial plan. As a result of this he will deliver a model which we will be able to use on an ongoing basis in future years. This model will help drive budget decisions. Mark will present his findings to Council once complete. Revenue • Customer Service staff have trained to

take telephone payments using National Australia Bank Transact Virtual Terminal.

• Valuation Objections have now closed with 56 objections lodged (43 Mansfield, 13 Mt Buller)

• Revenue Manager’s Association Training Day was held on 24 November and was attended by Revenue Co-ordinator, Bess Gillard

• Department of Human Services Centrelink Concession Confirmation Audit completed – Council was deemed compliant.

Rate Arrears

At 31 November 2016 $ Arrears Rates 124,626.57 Waste 72,301.77 Municipal 49,264.25 Sub Total 246,192.59 FSPL 32,328.24 TOTAL 278,520.83

DEBTORS 30 November 2016

No Type $ 12 Community 4,710.30 3 Local Laws 1,111.00 7 Waste 1,526.36

18 Street Scheme 49,950.60 1 Youth Work 142.20 1 Environment 680.00 1 Rent 11,197.31 TOTAL $69,317.77

24

Mansfield Shire Council – Ordinary Meeting of Council: Tourism & Economic Development Department Report

Tourism & Economic Development - Page 1 of 2

TOURISM & ECONOMIC DEVELOPMENT DEPARTMENT December 2016

EVENTS ACTIVITY

Lake Eildon Festival The festival was held over the weekend of 26-27 November at Bonnie Doon for the third time, and at Gough’s Bay for the second time. Bonnie Doon Hotel hosts the Boat Expo and co-ordinates the on-water demonstrations with international talent. The Boat Expo attracted 2,000+ patrons over the weekend The Gough’s Bay foreshore area opposite the caravan park worked really well for a range of community celebrations and attendance numbers were up on last year. As per usual practise, a series of debriefs will be held with stakeholders to discuss all things Lake Eildon Festival and how best to improve the event. The focus for this event moving forward, now that 2 lakeside towns are established on the program, is to re-visit interest for involvement from other lakeside communities and businesses including Jamieson and Macs Cove. Christmas Celebrations A visit by Santa Claus, Christmas Carols and lighting up of the Christmas tree occurred on 2 December in High Street, Mansfield. This event was a combined effort with Mansfield District Business Association (MDBA), Mansfield District Hospital and Council. The MDBA took on a the role of coordination for 2016 and Council supported with Christmas tree, permits, sound, chairs for the orchestra and general support. Rabbit Hole At the time of writing, the 4 day music event, being held on private property in Merton from 16-19 December, is expecting over 1,000 attendees.

The organisers contacted the Tourism and Economic Development Department over 12 months ago and have been working with Council support to ensure all the appropriate boxes are ticked. The T&ED team has co-ordinated this process that has seen excellent co-operation with Council’s Development Services and Engineering Departments and external stakeholders such as CFA, Ambulance, VicPolice, Goulburn-Murray Water, VicRoads, Environmental Protection Authority, etc. The planning permit is for five years in the expectation that the event will be annual.

LAKE EILDON AN ASSET OF STATE SIGNIFICANCE

The challenges around who maintains and improves recreational tourism facilities in a tough fiscal environment were the focus of a meeting hosted by Council with Goulburn Murray Water, Murrindindi Shire Council and representatives of State Government including Regional Development Victoria and Tourism Victoria. Lake Eildon is an asset of state significance and while its primary purpose is as a water storage for irrigation, it is also a key destination driver for tourism in the summer months. The meeting was a good start toward raising the profile of the importance of Lake Eildon as an economic driver in the region in its tourism capacity, the potential for the asset to develop and return increased yield and jobs and the risk to our communities and economy if recreational access is not maintained. Council will continue to advocate for improved access and facilities for the Lake based around the recommendations in the Lake Eildon Recreational Boating Facilities Improvement Plan.

25

Mansfield Shire Council – Ordinary Meeting of Council: Tourism & Economic Development Department Report

Tourism & Economic Development - Page 2 of 2

BUSINESS DEVELOPMENT Dates have been secured for our 2017 round of Small Business Victoria Industry development forums. These 2-3 hour sessions are professionally facilitated and held at Council so they’re close to home. The forums are suitable for businesses from a range of sectors and at $20 to $30 per session are incredibly good value – particularly when you consider we provide a hearty dinner to boot. The forums are promoted widely via our business database, on Council’s facebook page, via the MDBA and local media. Session topics include: • Your Business in a Digital World • Develop Your Online Strategy • Improve Your Time Management • Pricing for Maximum Profit • Employing People the Right Way • Financial Health Check • Marketing for Growth

NED KELLY TOURING ROUTE The new Ned Kelly Touring Route website has been launched and training for updates completed. www.nedkellytouringroute.com.au At the recent Steering Committee meeting, Amber Gardner, Chief Executive of Tourism North East was invited to discuss the The Ned Kelly Alive project. Funded by state government, the project will look at revitalising and reimagining the Kelly tourism experience offered across the region. This project will also involve the development of a business case that can be used to source funding for the implementation of its recommendations.

GREAT VICTORIAN RAIL TRAIL The trail recorded 16,433 users during the July - September quarter. This is a cumulative figure of the ten track counters so some ‘whole or large section of trail’ trips count more than once. 62 % of the user count is generated in Mansfield Shire with track counters located just out of Mansfield, at Bonnie Doon and Merton. The very wet winter is believed to be a key reason for reduced visitation to the Great Victorian Rail Trail website over July to September and track counter figures also reflected a drop in trail use. The website continues to perform well for online search, with 61.3% of users finding the site through search engines. Over the period, 6000 users accessed the site; over 70% are new users and the site features 41 businesses with an Australian Tourism Data Warehouse listing, ie, bookable online. 25 of those businesses are in Mansfield Shire. In the social media space, the Great Victorian Rail Trail has over 600 followers on Facebook and 400 on Instagram. Mansfield’s High Country Reservations and Visitor Information manage the visitor servicing on behalf of the three shires under a Professional Services Agreement. Their focus in the July - September quarter has been on renewing expired partnerships and talking to new operators. A rail trail ‘famil’ was undertaken in early October for staff and the observation is that the Mansfield operators are more mature in their bookability.

26

http://www.nedkellytouringroute.com.au/


27.

10.2 DEVELOPMENT SERVICES 10.2.1 Planning Application P137/16 – Construction of an Outbuilding: 76 Crosbys

Lane, Mansfield 5.24pm: Cr Harry Westendorp departed the Council meeting after declaring a direct

conflict of interest in this item File Number: DA4280 / P137/16 Responsible Officer: Statutory Planner, Alex Duncan Disclosure of Conflicts of Interest The author of this report does not have a Conflict of Interest in this matter. Introduction The purpose of the report is to seek Council’s determination of an application to develop land for the purposes of an outbuilding. The application has been referred to Council due to the applicant being a sitting Councillor. Current Council Policy requires that planning applications lodged by, or on behalf of, sitting Councillors cannot be decided by officer delegation. Application Details Application Details Applicant Harry Westendorp Proposal Construction of an Outbuilding Application lodged 18 November 2016 Notice and Submissions Application not advertised Property Details Property Address 76 Crosbys Lane, Mansfield Land Description Lot 4 on Plan of Subdivision 127466 Land Area 3.318 Hectares Existing Use Dwelling and associated developments Planning Provisions Zone Rural Living Zone (RLZ1) Overlays Land Subject to Inundation Overlay (LSIO) – this

applies to the north-east corner of the site. State Planning Policy Framework Clause 16.02-1 – Rural Residential Development Local Planning Policy Framework Clause 21.04 – Development of Rural Land Particular Provisions Nil Restrictive covenants No restrictive covenants on title Permit Triggers Clause 35.03-4 (Rural Living Zone) – A permit is

required to construct or carry out Buildings and Works:

- Within 5 metres of a boundary - Within 100 metres of a neighbouring dwelling

not in the same ownership

27


28.

10.2.1 Planning Application P137/16 – Construction of an Outbuilding: 76 Crosbys Lane, Mansfield cont.

Executive Summary

• The application seeks approval to construct a small colorbond garage on a rural living property. A planning permit is needed as the structure is proposed to be built less than 5 metres from a side boundary and is within 100 metres of a residence on adjoining property.

• Council Policy requires Council to make a decision in relation to a planning application made by a sitting Council member. Decision making is not delegated to officers.

• The proposal has been considered against the relevant planning provisions of the Mansfield Planning Scheme and an assessment of the proposal concludes that it is consistent with the planning requirements and is unlikely to cause material detriment to other properties.

• It is recommended that the proposal be supported and a Planning Permit be issued. Background Subject site and Surrounding Area The subject site is a rural living allotment with a site area of 3.18 hectares. The land is characterised by a slight fall to the north-east corner. There is a seasonal waterway running along the northern and western boundaries of the land leading to a dam in the north-east corner. Mature exotic and native vegetation are located along the waterway and visually screen the site from neighbouring properties. The existing dwelling and outbuilding (barn) are located within the south-east corner of the site and in a garden setting.

Figure 1: Aerial Image of Subject Site

28


29.


Surrounding Area The surrounding land is characterised by similar type rural-living properties. To the west, land is in a General Residential Zone and affected by a Development Plan Overlay. This will ultimately be subdivided for residential purposes in the future. The land to the north, south and east is in a Rural Living Zone and characterised by larger lots. The proposed garage is to be located along the southern boundary. The dwelling on this neighbouring property, to the south, is located approximately 70 metres from the proposed garage. Site Planning History Planning Permit P0005/05 was issued by Council in 2005 and allowed for the provision of accommodation facilities within the existing barn structure on the land. Proposal The proposal seeks approval to construct a colorbond garage on the subject site. This will be setback 6 metres from the rear of the existing barn and 3 metres from the southern boundary. The proposal comprises a two (2)-bay garage measuring 6 m (w) x 10 m (l) x 4 m (h) measured to the top of the gable roof. The external finishes are to use neutral colours and screen planting is to be planted along the southern boundary adjacent to the proposed garage.

29


30.


Figure 2: Proposed siting of new garage

Figure 3: Northern Elevation Plan

30


31.


Figure 4: Western Elevation Plan

Mansfield Planning Scheme Context State Planning Policy Framework (SPPF) As relevant: Clause 16.02-1 - Rural Residential Development Objective

“To identify land suitable for rural living and rural residential development” Strategies

“Manage development in rural areas to protect agriculture and avoid inappropriate rural residential development.”

Local Planning Policy Framework (LPPF) As relevant: Clause 21.04 – Development of Rural Land Objective

“Protect productive rural land as a valuable resource within the Shire from competing and inappropriate uses. Ensure that the development and use of land for the purpose of a dwelling is reasonably required to support the rural use of the land. Ensure that dwellings do not adversely impact on the rural activities carried out on the land and in the general area.

31


32.


Minimise the potential conflict between residential and rural land uses and protect primary producers from complaints based on perceived residential amenity rights.”

Strategies

“Further subdivisions and applications to develop existing rural land should be merit based, and in accordance with the decision guidelines. This will ensure the productive use land will occur with the use of sustainable land management practices with respect to maintaining and improving upon the resource based.”

Planning Scheme Requirements Zone Clause 35.03 Rural Living Zone, Schedule 1 The Rural Living Zone, Schedule 1, triggers the need for a planning permit for building and works proposed within 5 metres of a side boundary and within 100 metres of a dwelling on a neighbouring property that is not in the same ownership as the subject site. Overlay Clause 44.04 Land Subject to Inundation Overlay The proposal is located outside of the Overlay and therefore does not trigger the need for a planning permit. Particular Provisions Not applicable Council Policy At its meeting of 20 October 2015 Council adopted a policy titled ‘Statutory Planning Applications – Referral to Council’. The Policy, amongst other things, requires that any planning application lodged on or behalf of either a Council employee or a sitting Councillor is decided by Council in the interests of good governance and transparent decision making. Consultation Referrals and Responses The application was not required to be referred to external authorities or agencies.

32


33.


Notice Notice of the application was not required under Section 52 of the Planning and Environment Act 1987, as the Responsible Authority was satisfied that the granting of the permit would not cause material detriment to any person. The only neighbour that may have been affected by the proposal provided written consent indicating they have no objection to the proposal. Officer Assessment The proposal seeks approval to construct a small garage associated with the existing dwelling on the subject land. It proposes a 3 metres setback from the southern side boundary and would be within 100 metres of the neighbouring dwelling to the south. The proposal is considered to be low key in nature due to its size, neutral colours and visual screening. The reason that a Council decision is required is due to Council officers not having delegated powers to make a decision on a planning application made by a Councillor. The proposal is considered to be consistent with the State and Local Planning Policy provisions as it is associated with an existing rural living land use, would not impact on any rural activity on the land and would not result in any potential impact on the amenity of neighbouring properties (Clauses 16.02, 21.04). The submitted plans show that screen planting is to be provided along the southern boundary, adjacent to the proposed garage. Also, the colour palette of external finishes to be used are neutral, including Colorbond “Paperbark” and “Pale Eucalypt”, which means the building will sit well within its landscape setting. The relevant decision guidelines of Rural Living Zone at Clause 35.07-6 of the Mansfield Planning Scheme have been considered and the proposal would not cause material detriment to any other properties and would not impact upon existing land use. The neighbour to the south has provided written confirmation of agreement to the proposal. Conclusion Approval of the application is recommended subject to appropriate planning permit conditions.

33


34.


Councillors Sladdin/Olver: That Council resolve to issue a planning permit for the construction of a garage (buildings and works) on land at 76 Crosbys Lane Mansfield, being more particularly described as Lot 4 on Lodged Plan 127466 in accordance with the endorsed plans and subject to the following conditions: Endorsed Plans 1. The development as shown on the endorsed plans must not be altered without the

written consent of the responsible authority. External Building Materials 2. The external materials of the building(s) including the roof must be constructed of

materials of muted colours. No materials having a highly reflective surface shall be used.

Landscaping 3. On completion of the development and before the garage is used, the landscaping

works shown on the endorsed plans must be carried out, completed and maintained to the satisfaction of the Responsible Authority

No Human Habitation 4. The garage must not be used for habitation and must not be modified to include

bedrooms (or rooms that could be used as bedrooms) or any facilities with the potential to produce wastewater, including bathrooms, kitchens or food preparation facilities.

Time for Starting and Completion 5. This permit will expire if one of the following circumstances applies:

- The development is not started within two (2) years of the date of this permit. - The development is not completed within four (4) years of the date of this permit.

The responsible authority may extend the periods referred to above if a request is made in writing within six (6) months of expiry or in accordance with section 69 of the Planning and Environment Act 1987.

- End of Conditions -

Planning Notes This permit does not authorise the commencement of any building construction works. Before any such development may commence, the applicant must apply for and obtain the relevant building approvals.

Carried 5.30pm: Cr Westendorp returned to the Council meeting.

34


35.

10.3 EXECUTIVE SERVICES 10.3.1 Finance Report: 1 July 2016 to 30 November 2016 File Number: E24 Responsible Officer: Senior Accountant, Belinda Langlands Disclosure of Conflicts of Interest The author of this report does not have a Conflict of Interest in this matter. Introduction This finance report provides information on Council’s operating and capital performance against the 2016-17 Budget. Favourable variances are reported as positive values, while unfavourable variances are negative values. The following attachments form part of this month’s financial report: • Income and Expenditure Report • Operating Finance Report – Income and Expenditure • Capital Finance Report – Income and Expenditure • Balance Sheet • Statement of Cash Flows Background Council, at its Special meeting of 28 June 2016, adopted the budget for the 2016-2017 financial year. Variances have been reported against the original 2016-17 Budget. Statutory Requirements Under Section 138 of the Local Government Act 1989, at least quarterly a report comparing expenses and revenue to budget must be presented to the Council. Council Plan The financial report is in line with goals of the Council Plan Driving Organisational Performance and Resource Management and Good Governance. Financial The reports attached provide the opportunity for regular review of Council’s financial position to ensure compliance with budgets. Social Nil.

35


36.

10.3.1 Finance Report: 1 July 2016 to 30 November 2016 cont. Environmental Nil. Economic Nil. Risk Management Regular financial reporting is part of Council’s financial strategy to ensure budgets are complied with and ensure the short to medium term financial sustainability of Council. Community Engagement The report forms part of the Council meeting agenda and minutes which are public documents. Officer’s Comments Operating Finance Report: Operating Income & Expenditure Actual against Budget The year to date operating result is favourable against the 2016-17 Budget by $903k (10%). Major variances are summarised below. Unfavourable Variances • $55k Corporate Services –Additional costs incurred in relation to software to manage

Council Plan reporting. This is offset by Risk Management Software budget in Capital works area. Wages also over budget year to date. Legal fees over budget by $18k.

• $47k Community Development – Merton Hall project not completed in 2015-16, therefore budget is to be carried forward. Partly offset by community matching funds not yet distributed.

• $41k Emergency Management – budgeted to receive $120k grant, however no longer covering Strathbogie district, therefore grant is only $60k. Associated costs will also be reduced in line with grant. Timing issue only.

• $20k Local Laws – timing only in relation to registration fees.

• $29k Events – timing of events including High Country Festival.

• $27k Plant Operating – plant recovery income (internal charge) under budget, however is offset by reduced costs in Road Network Maintenance.

36


37.

10.3.1 Finance Report: 1 July 2016 to 30 November 2016 cont. Favourable Variances • $87k Aged & Disability Services – HACC grant income higher than budgeted year to

date, and expenditure below budget.

• $35k Arts, Culture & Library – library income higher than budgeted, and some timing issues.

• $34k Community Assets & Land Management – timing of system review and establishment.

• $20k Development Services – legal expenses and wages under budget YTD.

• $12k Emergency Management – timing of the fire management costs.

• $25k Environment – timing of roadside weed management program.

• $26k Health – timing of income received.

• $104k Waste Management – Income slightly over budget due to supplementary income and waste disposal costs under budget year to date.

• $56k Economic Development Operations – wages under budget due to staff leave.

• $52k Economic Development Programs – timing of projects.

• $17k Cemetery Trust – all amounts are cleared to trust account at the end of year.

• $26k Engineering Services – wages under budget due to staff vacancy.

• $145k Road Network Maintenance – plant hire and wages are currently under budget. Plant hire (internal charge) is offset by unfavourable variance in Plant Operating.

• $54k Financial Services – wages under budget YTD due to staff vacancy. Timing of loan interest repayments. Savings in wages are to be offset by cost of long term financial plan development.

• $54k Information Technology – wages under budget due to staff vacancy. Timing of software expenses.

• $200k Revenue Services – supplementary rates received. $48k Reimbursement of valuation costs associated with Fire Services Levy received, however paid for in 2015-16.

• $46k Risk Management – wages under budget due to current staff vacancy.

• $31k Finance Salaries & Wages Clearing – vacancies throughout the organisation resulting in less accrued leave.

• $26k Human Resources Salaries & Wages Clearing – work cover premiums under budget $22k.

Capital Works: Capital Income & Expenditure Actual against Forecast The net year to date capital works variance (net of capital income) is $574k favourable to the 2016-17 Budget. Major variances are explained below:

37


38.

10.3.1 Finance Report: 1 July 2016 to 30 November 2016 cont. Unfavourable Variances • $43k Mansfield Station Goods Shed Restumping – Carry forward budget from 2015-16

• $96k Plant Sales – Timing. Offset by underspend YTD in Plant Purchases

• $106k Roads to Recovery Income – timing of income

• $110k Skate Park Project – work ahead of schedule

• $135k Skate Park Project Income – timing of budgeted income. Invoiced in December.

Favourable Variances • $60k Bridge Expansion Joints – work delayed due to wet October. Works expected to

be undertaken in January 2017.

• $41k Jamieson Hall – work is scheduled for February 2017

• $95k Shire Office Refurbishment – foyer refurbishment to be undertaken late December. Currently reviewing quotes for air conditioning.

• $270k Plant Purchases – timing only. Offset by income from plant sales not received YTD.

• $118k Vehicle Purchases – Timing. One vehicle budgeted will not be replaced.

• $350k Additional Playing Field – design work currently underway, work to be tendered in February.

Variation of Budget Council’s pool has a solar heating system which is in very poor condition and has a high risk of failure. This project was not included in the original 2016-17 Budget. A suitable replacement system has been scoped and has been costed at $90k. It is recommended that the project proceed, even though this was not separately identified in the 2016-17 Budget. The cost of this project will be offset by savings in other areas within the capital works program. Overall Position: Operating Variance Favourable/(Unfavourable) $903,901 Capital Variance Favourable/(Unfavourable) $573,995 Total Variance Favourable/(Unfavourable) $1,477,896 Balance Sheet: Current Assets: Cash and investments total $7.3m and includes $4m general investments and $225k for the Cemetery Trusts.

38


39.

10.3.1 Finance Report: 1 July 2016 to 30 November 2016 cont. Net current receivables of $7.4m, includes rates debt of $7m, sundry debtors of $330k, and loan debtors of $77k. Loan debtors represent the principal not yet due for payment in relation to street schemes where residents have opted to repay over an agreed term and community group loans. Debtors are being monitored and regular follow up action taken to minimise any write offs. Council is generally owed money for the GST input tax credit and BASs are lodged monthly. All legislative requirements are being met. Current Liabilities: The major items here are provisions of $1.8m ($1.4m employee benefits & $0.4m Landfill) and trust funds of $970k. Trust funds include 225k Cemetery Trust and $492k Fire Services Levy. Fire Services Property Levy collections are held in trust until forwarded to the State Revenue Office. Current Ratio: 4.5 : 1 Non-Current Assets: These include all infrastructure assets and for the purpose of this report the net cost of current capital and major works has been treated as works in progress and added to the balance sheet here. Non-Current Liabilities: Major items here include loan liability $2.9m. This includes both bank loans and hire purchase agreements. Councillors Attley/Sladdin: That Council 1. Receive the Finance Report for the Period from 1 July 2016 to 30 November

2016. 2. Approve $90,000 for a new pool heating system.

Carried

39


40.

ATTACHMENT 10.3.1

FINANCE REPORT: 1 JULY 2016 TO 30 NOVEMBER 2016

(7 PAGES)

40

Mansfield Shire CouncilIncome & Expenditure SummaryFor Period Ending November 2016

2016–17 2016–17 2016–17 YTD YTDTotal YTD YTD Variance Percentage

Budgets Budgets Actuals Variance

Operating

IncomeCash Operating Contributions (55,000) (22,910) (1,088) (21,822) -95%Interest Income (144,500) (59,535) (67,431) 7,896 13%Operational Grants - Non Recurrent (376,320) (263,658) (277,388) 13,730 5%Operational Grants - Recurrent (3,835,771) (1,902,130) (2,035,108) 132,978 7%Other income (77,000) (28,330) (27,189) (1,141) -4%Rates & Charges (12,581,315) (12,542,084) (12,600,480) 58,396 0%Sale of Assets 0 0 (117) 117 100%Statutory Fees & Charges (236,200) (98,375) (99,722) 1,347 1%User Charges (665,237) (206,029) (254,962) 48,933 24%Income (17,971,343) (15,123,051) (15,363,487) 240,436 2%

Expenditure

Depreciation 3,100,000 0 0 0 0%Employee Costs 8,351,111 3,566,316 3,185,266 381,050 11%Finance costs 183,007 76,220 49,022 27,198 36%Materials & Contracts 6,654,221 2,766,617 2,516,902 249,715 9%Other 288,778 104,360 98,858 5,502 5%Expenditure 18,577,117 6,513,513 5,850,048 663,465 10%

Operating 605,774 (8,609,538) (9,513,439) 903,901 10%

Capital

IncomeCash Operating Contributions (90,000) 0 0 0 0%Operational Grants - Non Recurrent (1,224,926) (273,500) (93,125) (180,375) -66%Operational Grants - Recurrent (1,495,890) (150,000) (43,620) (106,380) -71%Sale of Assets (130,000) (130,000) (33,470) (96,530) -74%Income (2,940,816) (553,500) (170,215) (383,285) -69%

Expenditure

Materials & Contracts 5,510,918 1,488,705 531,425 957,280 64%Expenditure 5,510,918 1,488,705 531,425 957,280 64%

Capital 2,570,102 935,205 361,210 573,995 61%

Grand Total 3,175,876 (7,674,333) (9,152,229) 1,477,896 19%

41

Mansfield Shire CouncilUnit DetailsFor Period Ending November 2016



CEO

Chief Executive Office 450,588 135,549 136,613 (1,064) -1%

Corporate Services 362,449 258,423 314,137 (55,714) -22%

Council 347,370 101,925 107,525 (5,600) -5%

Total CEO 1,160,407 495,897 558,275 (62,378) -13%

Community Services

Aged & Disability Services 265,450 120,872 32,972 87,900 73%

Arts, Culture & Library 214,955 38,314 3,158 35,156 92%

Community Assets & Land Management 66,636 42,765 8,036 34,729 81%

Community Development 237,472 96,305 143,384 (47,079) -49%

Emergency Management Recovery 10,000 (61,998) (30,512) (31,486) -51%

Family Youth & Children's Services 305,649 113,469 108,535 4,934 4%

Operations & General Service Provision 273,655 96,678 95,046 1,632 2%

Sport & Recreation 250,686 70,866 69,380 1,486 2%

Total Community Services 1,624,503 517,271 429,999 87,272 17%

Development Services

Building 58,500 24,370 24,410 (40) 0%

Development Services Management 336,213 135,802 115,793 20,009 15%

Emergency Management 88,724 38,859 26,610 12,249 32%

Environment 90,900 25,241 43 25,198 100%

Health 58,982 59,524 32,888 26,636 45%

Local Laws 49,248 40,100 60,391 (20,291) -51%

Statutory Planning 231,602 98,551 94,807 3,744 4%

Strategic Planning 227,135 86,843 74,386 12,457 14%

Waste Management (983,028) (2,100,610) (2,205,500) 104,890 5%

Total Development Services 158,276 (1,591,320) (1,776,171) 184,851 12%

Economic Development

Events 193,575 81,133 110,466 (29,333) -36%

Operations 287,411 111,461 55,100 56,361 51%

Programs 361,096 129,653 76,914 52,739 41%

Total Economic Development 842,082 322,247 242,480 79,767 25%

Engineering & Works

Buildings 3,300 1,407 2,177 (770) -55%

Cemetery Trust 0 0 (17,840) 17,840 100%

Emergency Management 7,500 2,495 6,069 (3,574) -143%

Engineering Services 1,146,835 429,150 402,459 26,691 6%

Field Services 283,000 117,894 100,652 17,242 15%

Parks & Gardens 782,500 324,913 321,928 2,985 1%

Plant Operating (359,146) (120,896) (93,127) (27,769) -23%

Private Works (1,000) (390) (144) (246) -63%

Road Network Maintenance 1,313,343 486,921 341,540 145,381 30%

Total Engineering & Works 3,176,332 1,241,494 1,063,716 177,778 14%

Finance & Information Services

Customer Service & Records 388,305 157,312 160,719 (3,407) -2%

Depreciation 3,100,000 0 0 0 0%

Financial Services (1,364,550) (738,621) (792,755) 54,134 7%

Information Technology 399,341 238,285 183,462 54,823 23%

Revenue Services (9,446,505) (9,559,275) (9,759,559) 200,284 2%

Risk Management 123,429 49,542 3,020 46,522 94%

Salaries & Wages Clearing (169,103) (62,799) (94,021) 31,222 50%

Total Finance & Information Services (6,969,083) (9,915,556) (10,299,133) 383,577 4%

42


Human Resources

Human Resources 410,059 172,401 145,605 26,796 16%

Salaries & Wages Clearing 129,750 124,060 98,947 25,113 20%

School Crossing Supervisors 73,448 23,968 22,843 1,125 5%

Total Human Resources 613,257 320,429 267,395 53,034 17%

Grand Total 605,774 (8,609,538) (9,513,439) 903,901 10%

43

Mansfield Shire CouncilAccount DetailsFor Period Ending November 2016

RUNI 2016–17 2016–17 2016–17 YTD YTDTotal YTD YTD Variance Percentage


Arts, Culture & Library

851030. IT Works - Library N 0 0 2,650 (2,650) -100%

Total Arts, Culture & Library 0 0 2,650 (2,650) -100%

Bridges & Culverts

813079. Heavy Vehicle Bypass Route R 0 0 1,104 (1,104) -100%

813080. Fords Creek - Deadhorse Lane (West) - BridgeU 750,000 0 23,792 (23,792) -100%

813081. Fords Creek - Deadhorse Lane (West) Bridge - IncomeI (375,000) 0 0 0 0%

813082. Bridge Expansion Joints R 60,000 60,000 0 60,000 100%

813084. Withers Lane Culvert R 150,000 0 0 0 0%

813085. Withers Lane Culvert - Income I (75,000) 0 0 0 0%

Total Bridges & Culverts 510,000 60,000 24,896 35,104 59%

Buildings

831036. Erril St - Rejuvenation Activation N 219,030 0 0 0 0%

831037. Erril St - Rejuvenation Activation - Income I (81,522) 0 0 0 0%

841074. Jamieson Hall U 41,000 41,000 0 41,000 100%

841075. Jamieson Hall - Income I (36,000) (36,000) (18,125) (17,875) -50%

851006. Shire Office Refurbishment R 95,000 95,000 0 95,000 100%

851012. Toilet Block Refurbishment Program R 20,000 20,000 0 20,000 100%

851026. Mansfield Station - Goods Shed Restumping & Retaining WallU 0 0 43,250 (43,250) -100%

881145. Mansfield Community Centre R 20,000 20,000 0 20,000 100%

891015. Office Furniture & Equipment N 15,000 7,500 0 7,500 100%

Total Buildings 292,508 147,500 25,125 122,375 83%

Information Technology

891020. Computer Purchases N 42,000 17,495 13,669 3,826 22%

891021. Computer Purchased (Other Departments)N 0 0 27,189 (27,189) -100%

891024. Risk Management Software N 25,000 0 0 0 0%

891025. CT Management Software N 70,000 0 0 0 0%

Total Information Technology 137,000 17,495 40,858 (23,363) -134%

Land

891054. Heavy Bypass Land N 25,000 25,000 0 25,000 100%

891055. Jamieson Land N 20,000 20,000 0 20,000 100%

Total Land 45,000 45,000 0 45,000 100%

Plant

891010. Plant Purchases N 326,210 326,210 55,938 270,272 83%

891011. Plant/Vehicle Sales - Income I (130,000) (130,000) (33,470) (96,530) -74%

891012. Vehicle Purchases N 149,000 149,000 30,675 118,325 79%

891018. Weighbridge N 150,000 0 0 0 0%

Total Plant 495,210 345,210 53,143 292,067 85%

Roads

44

RUNI 2016–17 2016–17 2016–17 YTD YTDTotal YTD YTD Variance Percentage


811122. Rural Roads Reseal R 275,000 0 0 0 0%

811123. Urban Roads Reseal R 160,000 0 0 0 0%

812075. Resheets R 400,000 150,000 85,049 64,952 43%

814015. Ogilvies Road - Reconstruction R 550,000 0 5,015 (5,015) -100%

814016. Telemark Cr (Alpine Ride) Road ReconstructionR 60,000 0 2,689 (2,689) -100%

814017. Malcolm St (Chenery to Highett) Road ReocnstructionR 140,000 0 0 0 0%

814018. Mt Battery Rd - Pavement Widening U 70,000 0 6,996 (6,996) -100%

814019. Mt Buller / Greenvale Rd Intersection WideningU 40,000 0 0 0 0%

814044. Hutchinsons Rd - Safety Imrpovements U 9,500 9,500 0 9,500 100%

814045. Hutchinsons Rd - Safety Improvements - IncomeI (9,500) (9,500) 0 (9,500) -100%

814046. Sonnberg Drive - Safety Improvements U 28,000 28,000 0 28,000 100%

814047. Sonnberg Drive - Safety Improvements - IncomeI (28,000) (28,000) 0 (28,000) -100%

814048. Jamieson Eildon Rd - Safety ImrprovementsU 282,000 0 0 0 0%

814049. Jamieson Eildon Rd - Safety Improvements - IncomeI (282,000) 0 0 0 0%

814900. Roads to Recovery - Income I (1,495,890) (150,000) (43,620) (106,380) -71%

815254. New St (South)- Seal & Upgrade - Special Charge SchemeU 180,000 0 0 0 0%

815255. New St (South) - Seal & Uprgrade - Speical Charge Scheme IncomeI (90,000) 0 0 0 0%

822018. Footpath crossing High St (Kitchen to Appollo)N 10,000 10,000 0 10,000 100%

822021. High St (Elvins to Links) Footpath ReconstructionR 30,000 10,000 0 10,000 100%

822022. High St (Chenery to Highett) Footpath ReconstructionR 34,000 0 0 0 0%

822102. Highett St (Curia to Hunter) K & C ReconstructionR 70,000 0 0 0 0%

823011. Drainage Works - Upgrade U 0 0 16,795 (16,795) -100%

823038. Appollo St (High to Curia) Stormwater ReconstructionR 30,000 0 0 0 0%

Total Roads 463,110 20,000 72,924 (52,924) -265%

Sport & Recreation

800084. Skate Park Project U 385,000 100,000 210,573 (110,573) -111%

800085. Skate Park Project - Capital Income I (210,000) (210,000) (75,000) (135,000) -64%

841076. Mansfield Tennis - Hit up Wall and Hot ShotsN 160,559 0 0 0 0%

841077. Mansfield Tennis - HIt up Wall and Hot Shots - IncomeI (137,904) 0 0 0 0%

845152. Additional Playing Field N 350,000 350,000 0 350,000 100%

845153. Additional Playing Field - Income I 10,000 10,000 0 10,000 100%

845172. Mansfield Memorial Gates Restoration R 20,000 20,000 2,042 17,958 90%

881103. Rail Trail Overheads - Maindample to TallarookN 19,619 0 4,000 (4,000) -100%

881126. Car Park - Mansfield Rec Reserve EntranceU 20,000 20,000 0 20,000 100%

891017. Picnic Tables - High St & Botanic Park N 10,000 10,000 0 10,000 100%

Total Sport & Recreation 627,274 300,000 141,615 158,385 53%

Grand Total 2,570,102 935,205 361,210 573,995 61%

Represented by:

Renewal 2,114,000 375,000 95,898 279,102 74%

New 1,591,418 915,205 134,121 781,084 85%

Upgrade 1,805,500 198,500 301,406 (102,906) -52%

Total Expenses 5,510,918 1,488,705 531,425 957,280 1%

Income (2,940,816) (553,500) (170,215) (383,285) -69%

45

Mansfield Shire Council Current Month YearBalance Sheet March 2016For Period Ending Nov-16

2016-17 2015-16

Current Assets

Cash and Investments 7,362,638 4,991,455

Inventories 83,158 66,144

Other Assets 31,156 216,008

Receivables 7,478,436 1,172,428

Current Assets 14,955,388 6,446,035

Non-Current Assets

Receivables 127,592 160,045

Investment in Associates 163,160 163,160

Property 29,788,999 29,788,999

Infrastructure 77,948,735 77,948,735

Plant & Equipment 2,504,341 2,504,341

Work in Progress 107,407 107,407

WIP 2016-17 531,425

Non-Current Assets 111,171,659 110,672,687

Current Liabilities

Provisions 1,878,778 1,860,663

Interest-bearing liabilities 164,245 406,465

Payables 257,561 1,028,966

Trust Funds 970,420 650,239

Current Liabilities 3,271,004 3,946,333

Non-Current Liabilities

Interest-bearing liabilities 2,948,641 2,948,641

Provisions 336,155 336,155

Non-Current Liabilities 3,284,796 3,284,796

Net Assets 119,571,247 109,887,593

Equity

Accumulated Surplus brought forward 39,513,477 39,513,477

YTD Surplus (inc Capital Income) 9,683,654Reserves 70,374,116 70,374,116

Equity 119,571,247 109,887,593

46

2016-17Actual

Operating activitiesInflowsRates & Charges 6,326,925Statutory Fees & Charges 99,722User Charges 254,962Operational Grants 2,312,497Capital Grants 136,745Contributions - Operating 1,088Contributions - Capital 0Other Income 414,918OutflowsEmployee Costs (3,167,151)Materials & Contracts (3,120,469)Other (98,858)TOTAL 3,160,380

Investing activitiesInflowsProceeds from Sale of Assets 33,470OutflowsCapital Works Expenditure (531,425)TOTAL (497,955)

Financing activitiesInflowsProceeds from Interest Bearing Loans and Borrowings 0OtherOuflowsRepayment of Interest Bearing Loans and Borrowings (242,220)Finance Costs (49,022)Other 0

TOTAL (291,242)

Net change in cash 2,371,183

Cash at Beginning of Year (1/7/2016) 4,991,455

CASH AT END OF PERIOD 7,362,638

Statement of Cash FlowsMansfield Shire Council

For Period Ending November 2016

47


48.

10.3 EXECUTIVE SERVICES CONT. 10.3.2 Mansfield Shire Councillor and Mayoral Allowances File Number: E504 Responsible Officer: Chief Executive Officer, Alex Green Disclosure of Conflicts of Interest The author of this report has declared no conflict of interest in relation to this matter. Introduction At its Special (Statutory) meeting of 26 October 2016, Council considered the Councillor and Mayoral allowances for the current term of the Council based on the allowances set by a Ministerial review dated 1 December 2015. The 2015 Ministerial review set the limits and ranges for Councillor and Mayoral allowances, and in accordance with sections 74(4) and 223 of the Local Government Act 1989, the review of allowances must be open to a public notice and submission process. Subsequently, the Councillor and Mayoral allowances were placed on public exhibition for 28 days to enable any written submissions to be made. The submission process concluded on 5 December 2016 at 5.00pm. No submissions were received. This report now seeks to finalise and confirm the allowances payable to the Mayor and Councillors for the current Council term unless otherwise revised by an Order in Council from the Minister for Local Government. Background At its Special (Statutory) meeting of 26 October 2016, Council gave notice of its intention to set the Councillor and Mayoral allowances, representing no change to the allowances set at 1 December 2015. However, the Minister for Local Government, the Hon. Natalie Hutchins MP, reviewed the limits and ranges of the current Mayoral and Councillor allowances on 24 November 2016 and advised that an Order in Council will be effective from 1 December 2016 to increase the Mayoral and Councillor allowances by 2.5% in accordance with section 73B(5) of the Local Government Act 1989 – see attached. As a result, it is proposed that Councillor allowances be set at the following rates, effective 1 December 2016, taking into account the recent Order in Council to increase allowances by 2.5%, dated 24 November 2016: Allowances as at Allowances as at 1 December 2016 1 December 2015 Councillor Part A Allowance $19,834 pa $19,350 pa Councillor Part B Allowance $ 1,884 pa $ 1,838 pa --------------- --------------- $21,718 pa $21,188 pa

48


49.

10.3.2 Mansfield Shire Councillor and Mayoral Allowances cont. Allowances as at Allowances as at 1 December 2016 1 December 2015 Mayoral Part A Allowance $59,257 pa $57,812 pa Mayoral Part B Allowance (9.5%) $ 5,629 pa $ 5,492 pa --------------- --------------- $64,886 pa $63,304 pa Part A: Lower and upper range limits and levels of allowances for councils in specific categories. Mansfield Shire Council is categorised as level 1. The entry into level 1 category is based on the Council's population, size and its revenue. The Part A allowances for each category should be as follows: Councillor Mayor Min / Max Min / Max Category 1 Councillor: $8,324 - $19,834 Mayor: Up to $59,257 Part B: Council can resolve (it must be unanimously) to increase the Part A allowance if the Mayor and Councillors do not receive a Superannuation Guarantee Contribution under Sections 74B(1) and (2) of the Act. At present this represents the equivalent of 9.5% of the Part A allowance. It should be noted that the Part B allowance is not superannuation. Statutory Requirements Allowances must be set in accordance with the Order in Council, as set by the Minister for Local Government on 1 December 2016. Section 74A(1) of the Act also prescribes that "a Mayor is not entitled to receive an allowance as a Councillor if he or she is receiving an allowance as a Mayor". Under Section 74(4) of the Act, the review of allowances must be open to the Section 223 public notice and submission process. This means that notice of this review must be given for a minimum of 28 days and that any submissions received must be considered by Council prior to making a decision. Submitters can request to make a verbal presentation to Council before the matter is decided. The public submission period concluded on 23 November 2016, with no submissions being received. Council Plan Payment of Councillor and Mayoral allowances, whilst a requirement under the Local Government Act 1989, relates to Good Governance Key Strategic Area. Financial Councillor and Mayoral allowances have been budgeted for in Council’s 2016-17 Budget.

49


50.

10.3.2 Mansfield Shire Councillor and Mayoral Allowances cont. Social Nil. Environmental Nil. Risk Management Nil. Community Engagement In accordance with Section 223 of the Local Government Act 1989, the Councillor and Mayoral allowances were placed on public exhibition for a period of 28 days to enable any written submissions to be made. Advertising took place in the Mansfield Courier from 8 November to 5 December 2016. A notice was also placed on Council’s website from 4 November 2016 for the duration of the submission period. No submissions were received. Officer’s Comments With no submissions being received, it is recommended that Councillor and Mayoral allowances be set at the levels as determined by the Minister for Local Government’s Order in Council dated 24 November 2016, effective 1 December 2016. Councillors Olver/Westendorp: That Council gives notice in accordance with Sections 74 and 223 of the Local Government Act 1989 of its intention to set the Councillor and Mayoral allowances at the following levels: a. For the Councillors allowance a Part A payment of $19,834 and a Part B payment

of $1,884, equating to $21,718 per annum. b. For Mayoral allowance a Part A payment of $59,257 and a Part B payment of

$5,629, equating to $64,886 per annum. Carried

50


51.

ATTACHMENT 10.3.2

MANSFIELD SHIRE COUNCILLOR AND MAYORAL ALLOWANCES

(4 PAGES)

51

Victoria Government GazetteBy Authority of Victorian Government Printer

GENERAL

No. G 47 Thursday 24 November 2016

www.gazette.vic.gov.au

54

2968 G 47 24 November 2016 Victoria Government Gazette

Local Government Act 1989MAYORAL AND COUNCILLOR ALLOWANCES ADJUSTMENT

In accordance with section 73B(4)(a) of the Local Government Act 1989, notice is hereby given that an adjustment factor of 2.5% applies to Mayoral and Councillor allowances.

In accordance with section 73B(4)(b) of the Local Government Act 1989, the new limits and ranges of Mayoral and Councillor allowances, adjusted in accordance with the adjustment factor, are:Category 1 Councillors: $8,324 – $19,834 per annum Mayors: up to $59,257 per annumCategory 2 Councillors: $10,284 – $24,730 per annum Mayors: up to $76,521 per annumCategory 3 Councillors: $12,367 – $29,630 per annum Mayors: up to $94,641 per annum

This notice does not apply to the Lord Mayor, Deputy Lord Mayor and Councillors of the Melbourne City Council, and the Mayor and Deputy Mayor of the Greater Geelong City Council.

The new adjusted limits and ranges take effect on 1 December 2016.Dated 15 November 2016

NATALIE HUTCHINS MP Minister for Local Government

Flora and Fauna Guarantee Act 1988NOTICE OF DECISION UNDER SECTION 16

In accordance with section 16 of the Flora and Fauna Guarantee Act 1988, Lily D’Ambrosio, Minister for Energy, Environment and Climate Change, and Jaala Pulford, Minister for Agriculture have:(i) considered the recommendations of the Scientific Advisory Committee as advertised in the

Herald Sun, Weekly Times, Bairnsdale Advertiser, Bendigo Advertiser, Wimmera Mail Times and the Victoria Government Gazette during the week beginning 10 October 2016; and

(ii) considered the comments of the Victorian Catchment Management Council; and(iii) decided to recommend to the Governor in Council that the taxa described in Column 1 of the

Table 1 in the Schedule to this Notice be added to the Threatened List for the reasons that the items meet the criterion and sub-criterion shown in Column 2 of that Table; and

(iv) decided to recommend to the Governor in Council that the threatening process described in Column 1 of the Table 2 in the Schedule to this Notice be added to the Processes List for the reasons that the item meets the criterion and sub-criterion shown in Column 2 of that Table.

SCHEDULE

In this Schedule –1.2.1 means Sub-criterion 1.2.1 The taxon is very rare in terms of abundance or distribution;1.2.2 means Sub-criterion 1.2.2 The threat is currently operating and is expected to operate in the future at a level which is likely to result in the extinction of the taxon;1.2.3 means Sub-criterion 1.2.3 The reproduction of the taxon has seriously declined or is not occurring;5.1.1 means Sub-criterion 5.1.1 The potentially threatening process poses or has the potential to pose a significant threat to the survival of two or more taxa;5.1.2 means Sub-criterion 5.1.2 The potentially threatening process poses or has the potential to pose a threat to the survival of a community of flora or fauna; 5.2.2 means Sub-criterion 5.2.2 The potentially threatening process poses or has the potential to pose a significant threat to the evolutionary development of a community of flora or fauna;

55

mw02

Text Box


56.

10.3 EXECUTIVE SERVICES CONT. 10.3.3 Review of Mansfield Shire Procurement Policy 2016 File Number: E2121 Responsible Officer: Chief Executive Officer, Alex Green Declaration of Conflicts of Interest The author of this report has declared no conflicts of interest in relation to this item. Introduction In accordance with Section 186A of the Local Government Act 1989 (Act), Council must review its Procurement Policy annually. Council’s current Procurement Policy and Procedures was adopted by Council at its December 2015 meeting and has subsequently been reviewed in accordance with the Act. A copy of the reviewed Policy and associated procedures is attached for the Council’s consideration. Background Council’s Procurement Policy is made under Section 186A of the Local Government Act 1989. The Act is the key legislative framework that regulates the process of all local Government procurement in Victoria. Section 186a of the Act requires the Council to prepare, approve and comply with a Procurement Policy encompassing the principles, processes and procedures applied to all purchases of goods, services and works by the Council. Council’s Procurement Policy and Procedures is the primary reference point for how all procurement should be undertaken. A Procurement Policy must include any matter prescribed by the Act, and Council must have regard to ministerial guidelines when preparing its Policy. A Council must review its Procurement Policy annually and make it available for public inspection. A ‘best practice’ policy template created by the Municipal Association of Victoria has been referred to as part of the review process as a means of ensuring Council is operating in a manner that is consistent across the industry, while at the same time reflecting our specific local conditions and needs. Statutory Requirements The adoption of the Procurement Policy is a requirement of Section186A of the Local Government Act 1989. Its purpose is to set out the principles, processes and procedures that apply to all purchases of goods, services and works. Under section 186A(7), the policy must be reviewed at least once a year. The policy must be in keeping with any Guidelines approved by the Minister for Local Government. It must also be made available on Council’s website and at Council’s office for inspection.

56


57.

10.3.3 Review of Mansfield Shire Procurement Policy 2016 Cont. Council Plan Council is committed to ensuring that equal opportunity is offered to all suppliers when bidding for Council services, goods and works. This policy is in line with the following Strategic Objectives: • Driving Organisational Performance and Resource Management • Good Governance Financial The fundamental basis of the Procurement Policy and Procedures is achieving best value for money and maximising competition. At the same time, day to day procurement of basic goods and services needs to be undertaken in an efficient manner. To this end the limits for quotations are as follows: • Items with a value of up to $2,000 do not require a written quote, however items must

be purchased in accordance with appropriate financial delegation and within budget constraints.

• Items with a value between $2,001-$10,000 must have a minimum of one written quotation.

• Goods or services with a value between $10,001-150,000 or building and constructions works valued up to $200,000 must have three written quotations prior to raising a purchase order. Verbal quotations are not acceptable.

• Goods or services greater than $150,000 require a public tender process.

• Works of 200,001 and greater require a public tender process. A review of financial delegation limits has been undertaken to ensure consistency across the various staffing levels. The list of delegation limits is attached to the Policy. Social The Policy requires each tender or expression of interest process to include a weighting for local content in an effort to encourage local suppliers to tender for goods, services and works. In this way Council is seeking to maximise social and economic benefits for the local community. Environmental Where possible, purchases which have environmental benefits will assist in improving environmental outcomes.

57


58.

10.3.3 Review of Mansfield Shire Procurement Policy 2016 Cont. Risk Management Council’s Procurement Policy and Procedures outlines step by step processes on how procurement is to be undertaken. In this way, this Policy is a fundamental risk mitigation tool that clearly sets out roles, responsibilities, procurement options and spending limits. In accordance with Section 7 (Responsibilities) of the Procedures, the Risk Officer is required to undertake an internal audit of compliance with the Policy and Procedures. Community Engagement The review of the Procurement Policy and Procedures has been informed by researching policies of other councils and through reference to the MAV’s Procurement Policy template, which is seen to be industry ‘best practice’. Input from the Executive Management Team and the Finance department has been sought to inform this annual review to identify any procedures that require change. External consultation is not required under the Act and is not considered appropriate for this type of policy. Officer’s Comments A new Procurement Policy was adopted by Council in 2015, informed by substantial research into local government best practice and other examples from councils across the State. Given that such a substantial review of the policy was undertaken last year it was considered that the focus of this annual review should be on whether or not the policy and procedures were working from an operational point of view and whether or not process changes were required to make the policy clear and practical. Following consultation with the Executive Management and Finance teams, the following minor changes have been made to the 2015 policy: • The deletion of the need to create a purchase order for all purchases, as this would lead

to a significant increase in workload for the Finance team and creates unnecessary bureaucracy;

• A new mandatory requirement for at least one written quote when purchasing items of between $2001 – 10,000, whereas at the moment the policy states that either one written or verbal quote is required; and

• A review of the officer position titles listed in the financial delegations attachment has been undertaken to ensure the list is current.

By adopting the Mansfield Shire Procurement Policy and Procedures, the processes and procedures for the purchase of all goods, services and works will enhance achievement of Council objectives such as sustainable and social procurement, bottom-line cost savings, supporting local economies, achieving innovation, and better services for communities.

58


59.

10.3.3 Review of Mansfield Shire Procurement Policy 2016 Cont. The Procurement Policy addresses a legislative requirement and will provide both internal and external transparency of process. While the basis of the policy is value for money, a weight must be included in all tenders/expressions of interest to promote local content and, where applicable, minimum environmental standards are set (eg, an energy and/or water consumption rating of 4 or more stars). The Policy is in line with industry best practice and achieves a balance between procurement efficiency and transparency, while balancing the achievement of financial, social and environmental objectives through procurement activities. Councillors Westendorp/Sladdin: That Council adopt the Mansfield Shire Procurement Policy and Procedures 2016.

Carried

59


60.

ATTACHMENT 10.3.3

REVIEW OF MANSFIELD SHIRE PROCUREMENT POLICY 2016

(32 PAGES)

60

of 32

Council Policy and Procedures

Procurement Policy and Procedures

Department: Executive Services (Governance Unit)

First Implemented: 10 June 2010 Reviews: Yearly Effective From: 20 December 2016 Review Date: 31 December 2017 Version: 6 Trim Reference: E513

Origin: Initiated by: Chief Executive Officer Finalised by: Governance Co-ordinator

Governance Use Only Action / Status: • Draft to EMT for comment on: 14 November 2015 • Staff consultation required: No • Reviewed by Audit & Risk Advisory Committee: No (copy to be provided post endorsement) • Endorsed by Council: 20 December 2016

PURPOSE/OBJECTIVES This Policy aims to: • establish a legal and ethical policy framework to guide all decisions around the

procurement of goods, services and works; • achieve consistency in procurement activities across the organisation; • ensure compliance with Clause 186a of the Local Government Act 1989 and other

procurement related legislation; • improve public probity and accountability around procurement processes; • apply best practice purchasing principles and processes; • achieve value for money; • ensure sustainable procurement and consideration of environmental impacts; and, • promote continuous improvement in the efficiency of service delivery.

SCOPE This Procurement Policy is made in accordance with Section 186A of the Local Government Act 1989 (the Act). This Policy and its associated Procedures apply to all contracting and procurement activities. All tender processes must be conducted in accordance with this Policy and its Procedures, relevant Australian Standards and the Act. All Councillors, Mansfield Shire Council staff, contractors and any other person(s) engaged by Council with authority and delegation to undertake procurement are bound to act in accordance with this Policy and its Procedures. This includes any tendering agent appointed by Council under Section 186 of the Act to undertake the procurement process on its behalf.

61

POLICIES AND PROCEDURES: PROCUREMENT POLICY AND PROCEDURES: FOR ENDORSEMENT BY COUNCIL: 20 DECEMBER 2016

Page 2 of 32

DEFINITIONS Term Definition Act Local Government Act 1989 (as amended).

Commercial in Confidence Information that, if released, may prejudice the business dealings of a party (for example, discounts, rebates, profits, methodologies and process information).

Contract Management The process that ensures both parties to a contract meet their respective obligations as efficiently and effectively as possible to deliver the business and operational objectives required from the contract and, in particular, to provide value for money.

Contract Manager The person nominated by the Council to manage the day-to-day matters of the contract.

Council Staff Includes full time and part-time Council officers, and temporary employees, contractors and consultants while engaged by Council.

Corporate Social Taking positive action to demonstrate Council’s Responsibility (CSR) commitment to the local community and environment on

which it impacts.

EoI An Expression of Interest is an invitation for persons to submit an EOI for the provision of goods, services and/or works generally set out in the overview of requirements contained in the project brief/ specifications. The issue of an invitation to a party is not an offer or a contract.

e-Procurement Procurement is integral to the overall development of procurement processes and involves the use of an electronic system/s to acquire and pay for supplies, services and works.

GST Goods and Services Tax. All monetary values stated in this policy include GST except where specified otherwise.

Local Businesses based within Mansfield Shire.

Probity In the context of a procurement process probity is a clear and consistent process that meets legislative requirements. The ability for the procurement process to withstand internal and external scrutiny is essential, that is, a process that achieves both accountability and transparency and treats all potential suppliers equitably.

62


Page 3 of 32

Procurement Is the entire process of acquisition of external goods, services and works. This process spans the whole life cycle from initial concept through to the end of the useful life of an asset (including disposal) or the end of a service contract.

Quotation Process The process of inviting parties to submit a quotation for the provision of goods, services or works that is followed by an evaluation of submissions and selection of a successful bidder or tenderer.

Standing Offer Arrangements A contract that sets out rates for goods, services and works which are available for the term of the agreement. However, no commitment is made under the agreement to purchase a specified value or quantity of goods or services. Abbreviated as SOA.

Tender Process The process of inviting parties to submit a quotation or tender by public advertisement, followed by evaluation of submissions and selection of a successful bidder or tenderer.

Value for Money Ensuring the procurement process acquires goods, services and works in a manner which achieves the optimum combination of quality, quantity, risk, timeliness, on a whole-of-contract and whole-of-asset-life basis.

POLICY STATEMENT 1. Policy Principles Mansfield Shire Council recognises that: • Developing a procurement strategy and adopting appropriate best practice contracting

and procurement principles will support Council objectives such as bottom-line cost savings, supporting local economies, social procurement, achieving innovation and better services for communities.

• The elements of best practice procurement incorporate: o broad principles covering ethics, value for money, responsibilities and

accountabilities;

o guidelines giving effect to those principles;

o a system of delegations (i.e. the authorisation of officers to approve and undertake a range of functions in the procurement process);

o procurement processes, with appropriate procedures covering minor, simple procurement to high value, more complex procurement; and,

o a professional approach to all major procurements.

63


Page 4 of 32

• Council’s contracting, purchasing and contract management activities must:

o support the Council’s corporate strategies, aims and objectives including, but not limited to those related to sustainability, protection of the environment and corporate social responsibility;

o take a long term strategic view of its procurement needs by spanning the whole life cycle of an acquisition from initial concept to the end of the useful life of an asset, including its disposal, or the end of a service contract;

o provide a robust and transparent audit trail which ensures that procurement projects are delivered on time, within cost constraints and that the needs of end users are fully met;

o be conducted, and are seen to be conducted, in an impartial, fair and ethical manner;

o achieve value for money and quality in the acquisition of goods, services and works by the Council;

o ensure that risk is identified, assessed and managed at all stages of the procurement process;

o use strategic procurement practices and innovative procurement solutions to promote sustainability and best value, in particular making use of collaboration and partnership opportunities;

o use social procurement to enhance sustainable and strategic procurement to effectively contribute towards building stronger communities, supporting the local economy and meeting the wider social objectives of the Council;

o comply with legislation, corporate policies or other requirements, ensuring that all staff responsible for procurement and contract management are aware of and adhere to the legislative requirements, Council standards and best practice;

o be flexible enough to ensure procurement can be completed in a timely manner that reflects the diversity of goods, services and works required by the Council;

o ensure that prospective contractors and suppliers are afforded an equal opportunity to tender/quote;

o provide effective and efficient commercial arrangements for the acquisition of goods, services and works; and,

o encourage competition.

64


Page 5 of 32

2. ETHICS AND PROBITY Council’s procurement activities will be undertaken with integrity and in a manner that withstands internal and external scrutiny. 2.1 Conduct of Councillors and Council Staff Councillors and Council staff must, at all times, conduct themselves in ways that are, and are seen to be, ethical and of the highest integrity and will:

• treat potential and existing suppliers with equality and fairness; • not seek or receive personal gain;

• maintain confidentiality of Commercial in Confidence information such as contract prices and other sensitive information;

• present the highest standards of professionalism and probity;

• deal with suppliers in an honest and impartial manner that does not allow conflicts of interest;

• provide all suppliers and tenderers with the same information and equal opportunity; and,

• be able to account for all decisions and provide feedback on them. Council staff responsible for managing or supervising contracts are prohibited from performing any works under a contract they are supervising. 2.2 Members of Professional Bodies Councillors and Council staff belonging to professional organisations shall, in addition to the obligations detailed in this Policy, ensure that they adhere to any code of ethics or professional standards required by that body. 2.3 Conflict of Interest Councillors and Council staff must, at all times, avoid situations in which private interests conflict, or might reasonably be thought to conflict, or have the potential to conflict, with their Council duties. Councillors and Council staff are subject to the conflict of interest provisions in: • the Act: Division 1A – Conduct and Interests

• Mansfield Shire Councillor Code of Conduct, October 2013

• Mansfield Shire Employee Code of Conduct. More specifically, Councillors and Council staff involved in the procurement process, including writing tender specifications, tender opening, and tender evaluation panels, must: • avoid conflicts, whether actual, potential or perceived, arising between their official

duties and their private interests. Private interests include the financial and other interests of Councillors and Council staff, plus their relatives and close associates; and,

65


Page 6 of 32

• declare that there is no conflict of interest. Where future conflicts or relevant private interests arise Council Staff must make their manager, or the chairperson of the relevant tender assessment panel or board aware and allow them to decide whether the officer should continue to be involved in the specific procurement exercise.

2.4 Fair and Honest Dealing All prospective contractors and suppliers must be afforded an equal opportunity to tender or quote. Impartiality must be maintained throughout the procurement process so it can withstand public scrutiny. The commercial interests of existing and potential suppliers must be protected. Confidentiality of information provided by existing and prospective suppliers must be maintained at all times particularly commercially sensitive material such as prices, discounts, rebates, profit, manufacturing and product information. 2.5 Gifts and Hospitality All Councillors and Council staff are to adhere to the provisions of Council’s Gifts, Benefits and Hospitality Policy 2015. 2.6 Disclosure of Information Commercial in-confidence information received by the Council must not be disclosed and is to be stored in a secure location. Councillors and Council staff are to protect, by refusing to release or discuss, the following: • allocated Council budgets for proposed tenders;

• information disclosed by organisations in tenders, quotation or during tender negotiations;

• all Commercial in Confidence information; and,

• pre-contract information including information provided in quotes and tenders or subsequently provided in pre-contract negotiations.

Discussion with potential suppliers during tender evaluations should not go beyond the extent necessary to resolve doubt on what is being offered by that supplier. At no stage should any discussion be entered into that could have potential contractual implications prior to the contract approval process being finalised. Details of the winning price only may be released to improve the tender process and to achieve value for money objectives. The winning price will only be disclosed in writing to unsuccessful tenderers upon request and only upon the completion of the tender process.

66


Page 7 of 32

3. GOVERNANCE 3.1 Procurement Methods Council’s standard methods for purchasing goods, services and works must be undertaken by one or all of the following means: • corporate credit card;

• purchase order following a quotation/expression of interest process from suppliers for goods or services that represent best value for money under directed quotation thresholds;

• under contract following a tender process; or,

• using aggregated purchasing arrangements with other Councils, MAV Procurement, Victorian Government, or other bodies.

Other arrangements may be authorised in abnormal circumstances or in the case of an emergency by the Council or the Chief Executive Officer (CEO). The Council may, at the CEO’s discretion and based on the complexity and cost of the project, conduct one stage or multi-stage tenders. Typically a multi-stage tender process will commence with a registration of interest stage followed by a tender process involving the organisations selected as a consequence of the registration of interest stage. An Expression of Interest process may be appropriate where: • the requirement is complex, difficult to define, unknown or unclear;

• the requirement is capable of several technical solutions;

• Council wishes to consider issues, such as whether those tendering possess the necessary technical, managerial and financial resources to successfully complete the project, prior to the formal tender process commences;

• tendering costs are likely to be high and Council wishes to ensure that companies incapable of supplying the requirement do not incur unnecessary expense or effort;

• it is necessary to pre-qualify suppliers and goods to meet defined standards; or,

• the requirement is generally known but there is still considerable analysis, evaluation and clarification required (of both the objective and the solution).

In accordance with Section 186(2) of the Act, all expressions of interest must be registered on Council’s electronic document management system, TRIM. Some or all of those who registered their interest must then be invited to tender once Council is ready to proceed to enter into a contract.

67


Page 8 of 32

3.2 Responsible Financial Management The principle of responsible financial management shall be applied to all procurement activities. The availability of existing funds within an approved budget, or source of funds, must be established prior to the commencement of any procurement action for the supply of goods, services or works. Where a tender sum exceeds the budget allocation, Council must review the scope of the project and/or approve a variation to the allocated budget via a report to Council. Council funds must be used efficiently and effectively to procure goods, services and works and every attempt must be made to contain the costs of the procurement process without compromising any of the procurement principles set out in this Policy. 3.3 Procurement Thresholds and Competition Council will, via this Policy and its Procedures, provide clear guidelines around the minimum spend limits for which a competitive procurement process must be undertaken. The method for determining the value of procurement is set out under Section 1 of the Procedures attached to this Policy. Contracts must not be divided into smaller, separate procurements to avoid procurement thresholds under any circumstances. It should be noted that a contract for the procurement of legal services is exempt from the following thresholds as per Section 186(5)(d) of the Local Government Act Regulations 2015. 3.3.1 Minimum Spend Competition Thresholds A public tender process must be undertaken for the procurement of all goods, services and works for which the estimated expenditure totals the limits specified by the Act. That is: • $150,001 or more for all goods and services; and, • $200,001 or more for all building and construction works. Tenders may be called for purchases of goods, services and works where the estimated expenditure is below the aforementioned thresholds if the Chief Executive Officer, or his/her delegate, considers that the nature of the requirement and market conditions are such that a public tender process would lead to a better outcome for Council. Mansfield Shire utilises the Tenderlink process (www.tenderlink.com.au) to advertise all tenders within the aforementioned thresholds. Where an item is purchased on a frequent basis and the aggregate expenditure is estimated to exceed $150,001 per financial year, an Annual Supply Agreement should be used.

68


Page 9 of 32

It should be noted that Officers with Delegated Authority are able to use a competitive expression of interest/ tender process for the procurement of goods, services and works under these limits. 3.3.2 Quotations Where the estimated expenditure for goods and services is $150,000 or less, or where the building and construction works sought total less than $200,000 procurement via verbal and written quotations may be undertaken, subject to the provisions of Section 2 of the Procedures attached to this Policy. 3.3.3 Collaborative Procurement Section 186 of the Act allows the authorisation of procurement agencies to undertake collaborative procurement by way of public tender. There are two agencies that offer this service to Council, namely the Municipal Association of Victoria and Procurement Australia. When Collaborative Procurement is used, all contracts must be awarded in accordance with the Procurement Thresholds outlined in this Policy and delegated authority as outlined in Attachment 1. 3.4 Procedural Exceptions to this Policy There may be, from time to time, exceptional circumstances that arise where the provisions of this Policy cannot be satisfied. In these cases approval from the Chief Executive Officer is required prior to proceeding with the purchase. The requirements of Section 3 of the Procedures attached to this Policy are to be followed in such circumstances and Procedural Exceptions Memorandum template must be used to submit a request (refer to Attachment 2). Supporting evidence must accompany any request to utilise this provision that clearly demonstrates a procedural exception exists. 3.5 Delegation of Authority Mansfield Shire maintains a documented scheme of procurement delegations that define the limitations within which Council staff must operate. Delegation of procurement authority allows the specified Council staff to approve certain purchase, quotations, tenders and contractual processes without a resolution from Council. This enables Mansfield Shire to conduct procurement activities in an efficient and timely manner while maintaining transparency and integrity. Procurement delegations ensure accountability and provide confidence to Council and the community that purchasing activities are conducted at an appropriate level of authority. The delegated responsibilities outlined in Attachment 1 govern the following procurement activities:

69


Page 10 of 32

• Acceptance of tenders; • Acceptance of quotes; • Contract term extensions (within authorised budget limits); • Contract amendments (non-financial); and, • Credit card purchases. 3.5.1 Decisions Reserved for Council The following must be approved by way of a Council Resolution (ie the Chief Executive Officer’s delegations are exceeded):

• Tender recommendations and contract approvals for all expenditure exceeding $150,001 for goods and services, or $200,001 for building and construction works; and,

• Contract term extensions that necessitate an additional budget allocation. 3.6 Internal Controls Council will create and maintain a framework of internal controls over procurement processes that will ensure: • more than one person is involved in and responsible for a transaction end to end; • there is transparency in the procurement process; • a clearly documented audit trail exists for procurement activities; • appropriate authorisations are obtained and documented; and, • systems are in place for appropriate monitoring and performance measurement. 3.7 Commercial Information Procurement activities will be carried out in a way that supports Council staff in meeting their obligations, namely to ensure information of a commercially sensitive or confidential nature is obtained, stored, processed, published (where applicable) in an appropriate manner in accordance with Council’s Privacy and Data Protection Policy. 3.8 Risk Management 3.8.1 General Risk Management is to be appropriately applied at all stages of procurement activities which will be properly planned and carried out in a manner that will protect and enhance Council’s capability to prevent, withstand and recover from interruption to the supply of goods, services and works. 3.8.2 Occupational Health and Safety Health and safety requirements throughout the lifecycle of the good, service or works being purchased shall be assessed and addressed prior to the commencement of the procurement process in accordance with Council’s Occupational Health and Safety Policy and any relevant State or Federal policy. Lifecycle includes the usage of plant/equipment or goods/material, its maintenance and disposal.

70


Page 11 of 32

3.8.3 Supply by Contract The provision of goods, services and works by contract can potentially expose Council to risk, which will be mitigated as much as practicable through the following measures: • standardising contracts, ensuring they only contain current and relevant clauses; • requiring security deposits where appropriate; • seeking input into the development of technical specifications, scope of works and

other such matters from relevant experts; • requiring a signed contractual agreement to be in place prior to the commencement of

any supply of goods, services or works; • application and/or reference to relevant Australian Standards (or equivalent); • effectively managing the contract, including monitoring of performance and, where

necessary, active enforcement of performance standards; • undertaking relevant financial checks of companies prior to awarding a contract to

ensure they can viably undertake the contract; and, • obtaining copies of certificates of currency for relevant insurances. 3.9 Endorsement Council staff must not endorse any products or services. Individual requests received for endorsement must be referred to the Chief Executive Officer. 3.10 Contract Terms All contractual relationships must be documented in writing based on standard terms and conditions. To protect the best interests of Council, terms and conditions with a supplier must be settled in advance of any commitment being made with a supplier. Any exceptions to doing this must be authorised by the appropriate member of Council stall listed in Council Delegations and Authorisations. Further provisions relating to Contract and Contract Management are outlined in Sections 6 and 7 of the Procedures attached to this Policy. 3.11 Dispute Resolution All Council contracts shall incorporate dispute management and alternative dispute resolution provisions to minimise the risk to both parties of disputes escalating to the point that it results in legal action. 3.12 Contract Management All Council contracts are to include contract management requirements with Council’s Contract Management Policy.

71


Page 12 of 32

4. DEMONSTRATED SUSTAINED VALUE

4.1 Alignment with the Council Plan All procurement activities must support the implementation of the Council Plan’s aims and objectives, namely: • Driving organisational performance and resource management; • Good governance; • A growing economy; • Improving our built and natural environment; and, • Empowered and self-sufficient communities. 4.2 Achieving Value for Money Council’s procurement activities will be carried out on the basis of obtaining value for money. This means weighing up the benefits of the purchase against the cost of the purchase, with the guiding objective being to minimise the total cost of ownership over the lifetime of the procured item. Value for money factors need to be included in all tender, quote and expression of interest criteria and may include: • whether or not the item, service or works is fit for purpose;

• maintenance and running costs over the lifetime of the product;

• the advantages of buying locally in terms of: o shorter delivery times o local back up and servicing o availability of spare parts o the contribution to the achievement of broader objectives such as economic

development and employment creation o potential for creating strategic partnerships and cooperative product

development; • quality assurance;

• risks;

• the capacity of the supplier;

• environmental considerations;

• energy conservation;

• ability to meet specified timelines; and,

• disposal value. Obtaining value for money does not mean a Council is obliged to accept the lowest quoted price.

72


Page 13 of 32

4.3 Specifications The specifications contained in quotations, expressions of interest, tenders and contracts must support and contribute to Council’s commitment to achieving value for money. They must be written in a manner that: • ensures impartiality and objectivity; • encourages the use of standard products; • promotes environmental sustainability; • provides a clear understanding of the goods, service or works to be supplied; and, • eliminates unnecessarily stringent requirements. 4.4 Supporting Local Businesses Council is committed to buying local where such purchases may be justified on Value for Money grounds. A weighting shall be given in all contracts to suppliers who demonstrate how they intend to support local suppliers, contractors and services. This condition is mandatory for all contracts and must be considered as a criterion when assessing quotes and tenders.

73


Page 14 of 32

5. BUILDING AND MANAGING SUPPLIERS 5.1 Assessing Channels to Market Council recognises that a strategic assessment of the appropriate ‘channel to market’ should be undertaken to achieve value for money; that is whether to go to market on its own, or participate in regional/sector aggregated projects or panels, or whether to access State Government panel agreements and the like. 5.2 Fostering Positive Relationships with Suppliers An integral part of achieving value for money is fostering effective and open relationships with its suppliers. To this end Council is committed to: • managing existing suppliers through appropriate performance measures and

development programs; and, • developing new suppliers and, where appropriate, improving the capability of existing

suppliers. It is also important that council identifies it key suppliers as a means of focusing relationship management efforts, which can be determined by one or all of the following factors: • size of spend across Council; • whether the goods, works or service is critical to the delivery of Council services; • availability of substitutes; and, • market share and the strategic share of suppliers.

5.3 Diversity in Suppliers Council is committed to the promotion of diversity and equal opportunity through the procurement process. Diversity has the potential to improve competition, achieve value for money, improve the quality of services, increase user satisfaction and promote better community relationships. To this end Council will encourage a wide range of suppliers to compete for contracts, quotes and expressions of interest. This may include local businesses, green suppliers, small to medium sized enterprises, social enterprises or ethnic and minority businesses. The procurement process will also be aligned with the principles of the Victorian Charter of Human Rights by requesting all suppliers to demonstrate how they aim to comply with the Charter.

74


Page 15 of 32

6. CONTINUOUS IMPROVEMENT Council acknowledges that there must be a concerted effort by the Organisation to develop a robust and consistent contract management system over the next twelve months. Such efforts must focus on: • ensuring all procurement activities and contracts are fully documented, and that such

documentation is recorded on Council’s electronic document management system, TRIM; and,

• systems are in place to ensure the performance measures of contracts are regularly assessed.

This Policy and its Procedures will be reviewed on an annual basis, in line with the Act, and as a means of providing a vehicle for continuous improvement. 7. RESPONSIBILITIES The Chief Executive Officer is accountable for organisational procurement. The Engineering and Works Manager is the owner of this policy. Implementation of this Policy and Procedures within a department is the responsibility of the respective Manager. All delegated officers and Councillors are responsible for the application of this Policy and Procedures in their respective areas of responsibility. Adherence to the Procurement Policy and its Procedures will be overseen by the Departmental Manager. Internal audits of compliance with this Policy and Procedures will be undertaken from time to time by the Risk Officer, including monitoring cumulative procurement values. Any review of this Policy must be made in consultation with the Manager, Engineering and Works and the Governance Unit. 8. REFERENCES • Local Government Act 1989

• Local Government Act Regulations 2015

• Trade Practices Act 1974

• Competition and Consumer Act 2010

• Australian Standards • Local Government Procurement Best Practice Guidelines (August 2008) • Municipal Association of Victoria – Model Procurement Policy June 2009 • Victorian Government Purchasing Board Policies • Victorian Local Government Best Practice Procurement Guidelines 2013

75


Page 16 of 32

• Australian Government – Department of Environment, Guide for the sustainable procurement of services https://www.environment.gov.au/protection/national-waste-policy/publications/guide-sustainable-procurement-services

• Victorian Charter of Human Rights

• Public Records Act 1973

• Councillor Code of Conduct • Employee Code of Conduct • Gifts, Benefits and Hospitality Policy • Equal Opportunity and Human Rights Policy • Occupational Health and Safety Policy • Fraud Policy • Purchasing Card Policy • Contract Management Policy 9. IMPLEMENTATION This policy is effective from 20 December 2016. 10. REVIEW DATE This Policy is required to be reviewed at least once in each financial year (section 186A (7) of the Local Government Act 1989). Minor amendments to the policy may be authorised by the Chief Executive Officer at any time where such changes do not alter the substance of the policy eg: typographical efforts, a change to the names of a related policy or a change to the name of legislation. This Policy is scheduled for review by 31 December 2017, however it may be reviewed or varied at any time in consultation with Council. AUTHORISATION TO IMPLEMENT POLICY In accordance with the Local Government Act 1989, this Policy must be endorsed by the Mansfield Shire Council. Signed: ______________________ Witnessed: ______________________

Councillor Chief Executive Officer

Dated: 20 December 2016

76


Page 17 of 32

PROCUREMENT PROCEDURES 1. METHOD FOR DETERMINING THE VALUE OF PROCUREMENT The value of the good, service or works to be procured must be estimated to determine which procurement threshold specified by this Policy (and the Act) applies. When estimating the value of the procurement, the following must be included: • All forms of remuneration including any premiums, fees, commissions, interest and

other revenue streams that may be included in the final contract; • All taxes and charges, including GST; • The total maximum value of the goods, services or works procured, including the value

of any options or extensions that may be included in the final contract; and, • The total value of the proposed contracted over the term of the contract. If it is anticipated that a procurement will be close to the relevant threshold, or if it is likely that the final value of a procurement may exceed the relevant threshold, it should be treated as if the threshold is exceeded. Furthermore, if a procurement is undervalued it will be considered as being non-compliant with this Policy (and potentially the Act). 2. PROCUREMENT METHODS The following procurement methods apply unless a decision has been made to use a public tender process as per Section 3.3.1 of this Policy. 2.1 Items with a total value up to $2,000

Items purchased should be made in accordance with appropriate financial delegation and within budget constraints. All purchases must reflect best value for money.

2.2 Items with a total value $2,001 to $10,000

A minimum of one written quotation must be obtained..

The Officer undertaking the procurement must fully document the procurement process on Council’s electronic records database, TRIM. Minimum information which must be recorded includes details of the goods or service sought, the supplier from whom the quote was sought and the value of the quote. This minimum information must be stored for all quotations where more than one quotation has been sought.

2.3 Goods or services with a total value of $10,001 - $150,000 or building and

construction works valued up to $200,000 Three written quotations must be sought prior to raising a purchase order. Verbal quotations are not to be accepted. All quotations are to be saved on Council’s electronic records database, TRIM.

77


Page 18 of 32

Quotations submitted by the nominated due date must be evaluated and an order must be placed with the firm whose quotation offers the best value for money. However, if there is a difference of more than 20% between the lowest and highest quotation the relevant Departmental Manager’s approval must be sought prior to raising a purchase order.

The request for quotations may be publically advertised at the discretion of the delegated officer, Departmental Manager or Chief Executive Officer. This may occur when a field of potential suppliers/tenderers hasn’t been established, or an innovative approach is required, or the project has a broad appeal that may attract strong competition.

2.4 Goods and services with a total value of $150,001 or more, or building and construction works valued at $200,001 or more A full public tender process must be undertaken prior to raising a purchase order.

Public advertising of the works subject to the tender must be publically advertised in the Mansfield Courier and managed through the e-tender portal accessed via Council’s website.

2.5 Procurement Summary

A summary of the procurement method in relation to the value of the works, goods and services is listed below.

Value Requirement

$1 - $10,000 Minimum of one quotes / verbal estimate

$10,001 - $150,000 for goods and services or $200,000 for works *

Minimum of 3 written quotes *

Greater than $150,001 – Goods & Services

Public Tender

Greater than $200,001 - Works Public Tender

* Officers with Delegated Authority are able to use a competitive expression of interest/ tender

process for the procurement of goods, services and works under the value identified in Section 2.3 of these Procedures if it is considered that this will achieve the best outcome in terms of achieving best value and maximising competition.

3. PROCEDURAL EXCEPTIONS The following factors are to guide the identification and documentation of the limited circumstances where there are legitimate reasons to vary compliance the requirements of the Procurement Policy. Thorough documentation and evidence is required to substantiate the presence of one or more of the following circumstances prior to the submission of authorisation from the Chief Executive Officer to vary the requirements of the Procurement Policy. This includes evidence of recent market testing.

78


Page 19 of 32

1. Emergency – there is an extreme urgency resulting by events unforeseen by the organisation and the goods, services or works cannot be obtained in time through an open tender or quotation process.

2. Sole Supplier/Insufficient Quotes – it is beyond doubt that there are not sufficient suppliers within the market to provide the requisite number of quotes.

3. Scope Change – there is an unforeseen need to make minor alterations to the scope of the project and the cost of obtaining further quotations or undertaking another tender process outweigh potential benefits.

4. Advantageous Time-limited Conditions – such as unusual disposal by suppliers, unsolicited innovative proposals, liquidation, bankruptcy or receivership. Routine purchases from regular suppliers are excluded.

5. Intellectual Property – where the goods, service or works can only be supplied by a particular business and no other reasonable alternative or substitute can be identified (for example a particular piece of software, copyright, patent or exclusive right).

6. Absence of Competition – where, for technical reasons, products are limited by patents or licences.

7. Support from the Original Supplier – where a change from the original supplier would result in incompatibility with existing goods, services or works (for example spare parts for a vehicle or plant).

The following must not be used to justify a procedural exception: • completion of projects prior to the end of the financial year (projects must be well

planned to avoid end of year deadlines); • poor project planning which would necessitate the use of the ‘emergency’ category; • a desire to include suppliers because of previous procurement processes; • expending Council funds through a community group. 4. REQUESTS FOR EXPRESSIONS OF INTEREST OR TENDER 4.1 Expressions of Interest

An expression of interest is a two-step process. An expression of interest process does not replace the need to call tenders, it precedes the calling of tenders and generally seeks to constrain the number, and focus the quality and detail, of tenders received. An expression of interest process is to include the following components: • Specification of requirements; • Invitation to submit an expression of interest; • Criteria for evaluating expressions of interest; and, • Form of expression of interest submissions (respondents form).

4.2 Tender and Expression of Interest Process

Where a decision is made that a formal tender or expression of interest process is to be undertaken then Council needs to ensure it has in place the necessary documentation to support the technical specifications of the goods, service or works sought.

79


Page 20 of 32

Supporting documentation must include the following primary components: • Conditions of tendering (the rules for tendering, including evaluation criteria); • Form of tender and pricing schedules or tables; • Proposed contract; • Tender response proformas (including schedules); • Conditions of contract (and sometimes special conditions); and • Specification for the goods, services or work sought which may or may not

include drawings and technical definitions of need. The flowchart in Attachment 4 outlines the tender / expression of interest process.

4.3 Tender and Quotation Periods

Advertising relating to expressions of interest or tenders must be placed in the Mansfield Courier under Mansfield Matters and under the e-Tender portal on Council’s website for a minimum of twenty one (21) days.

Requests for quotations must be open for a minimum of seven (7) days.

4.4 Quotation, Expression of Interest and Tender Evaluation

The process for evaluating expressions of interest, quotations and tender bids will depend on the size, complexity and associated risk of each individual procurement. It may be in the form of a simple assessment of a number of quotations on a straightforward procurement through to a comprehensive evaluation involving pre-tender briefings, technical reports, auditors, detailed financial assessments, and possibly industrial relations negotiations. The proposed evaluation process must be clearly defined in writing for either Council or the Chief Executive Officer, whichever is being requested to approve the undertaking of a tender process prior to advertising. Attachments 4 and 5 outline processes for procurement via Tender or Quotations. This will ensure the process for determining the successful tenderer is clear prior to the process commencing.

4.5 Tender Evaluation Panel

Tender evaluation panels must be formed in order to evaluate all tenders and expressions of interest. The persons forming the evaluation panel must be involved in the assessment of all submissions. Under no circumstance should tenders or expressions of interest be considered by a single person panel. The number of persons on a panel is dependent on the value or risk of the tender. A benchmark size for a panel is three persons for tenders up to $1 million in value and a larger panel for higher values.

80


Page 21 of 32

4.6 Tender Selection Criteria The tender selection criteria will be determined as part of the preparation of the tender documentation including, to but not limited to: • capacity • capability • price • supporting local business (please note that Section 4.5 of the Policy requires a

weighting to local suppliers for all contracts).

The tender / quote / expression of interest form is to be used when assessing submissions, as per Attachment 3, to ensure the assessment process is well documented and transparent.

4.6 Evaluation & Selection Criteria

Evaluation, negotiation and selection of tenders shall be in conformance with the requirements of AS4120 Code of Tendering.

The tender assessment should be undertaken in two stages:

Stage 1 Assessment against minimum tender requirements

• Assessment of the evidence provided against the tender assessment criteria. • Assessment of capability to undertake and deliver the specified project

outcomes.

Only those tender submissions that satisfy these two points should proceed to Stage 2. This evaluation process must undertaken by the Tender Review Panel, be documented and saved in TRIM.

Stage 2 Best Value for Money

The tender criteria are evaluated and weighted by the Tender Review Panel. The evaluation sheet in Attachment 3 is provided to assist with this process.

An example as to what assessment criteria, minimum ratings and weighting is provided below:

Criteria Description

Example

Stage 1

Minimum Rating

Example

Stage 2

Weighting

Capability to Complete Contract

Work methods and projected timeframes, availability of resources

3/5 30%

Experience & Performance

Level of experience in the type of work tendered (qualifications, referee assignment, quality of previous work)

3/5 15%

81


Page 22 of 32

Criteria Description

Example

Stage 1

Minimum Rating

Example

Stage 2

Weighting

Local Economy Content

The following scoring will be adopted

Local Contractor 10%

Regional Contractor 6%

Interstate Contractor 2%

10%

Price Total Quoted Lump Sum of Works Consideration for rates for Day-works & Variation Purposes etc.

45%

4.7 No Tenders Received

In the event that Council undertakes a compliant public tender process and does not receive any tenders, or it rejects all tenders on the basis they did not meet Council’s specifications outlined in the tender document, the two options are: 1. Recall tenders either with or without amending the procurement requirements

and the tender documents; or, 2. Seek an alternative means of delivering the service or works required under the

tender without changing the requirements (including undertaking the service or works itself).

If the scope or intent of its requirements for goods, services or works is amended so that it is materially different a new public tender process must then commence.

4.8 Purchasing Standard Products

Commercial arrangements will be put into place to enable the Organisation to source and receive standard products and services in a timely and efficient manner. This will be achieve by: • Pricing options, where relevant; • Use of tools and business systems, such as e-tendering, e-evaluation, e-

catalogues or e-sourcing arrangements; • Application of standard contract terms and conditions.

5. ACHIEVING VALUE FOR MONEY Achieving value for money in all procurement activities will be facilitated by: • developing, implementing and managing procurement practices that support the

coordination and streamlining of activities throughout the product’s lifecycle;

• effective use of competition;

• the application of principles for procuring sustainably;

• using aggregated contracts and standing offer arrangements where appropriate;

• identifying and rectifying inefficiencies in procurement processes;

82


Page 23 of 32

• developing cost efficient tender processes, including the use of the e-Tender portal or alternative e-solution; and

• the availability of Council staff to provide procurement services and competent advice in terms of the available product options and agreements;

• collecting and analysing benchmarking data; and,

• working with suppliers to create relationships that are professional and productive and are commensurate with to the value and importance of the goods, services or works being acquired.

6. CONTRACT REQUIREMENTS All contractual relationships must be documented in writing. The contract must ensure that all contractors obey, and ensure that its employees, sub-contractors and agents obey any Acts, Council policies, regulations and local laws in any way applicable to the performance of a contract. There may be an exceptional circumstance when full documentation cannot be recorded prior to purchase in accordance with these Procedures, such as when purchasing goods, services or works in response to an immediate natural disaster or emergency. In these rare circumstances approval must be obtained from the appropriate member of Council staff listed in the relevant Delegations and Authorisations. A request for such an approval should be supported with procurement and legal advice as relevant. 6.1 Standard Contracts

The Officer with Delegated Authority must make an assessment as to whether or not to use an Australian Standard contract.

The following Australian Standards Contracts are relevant: AS 4949-2001 Work Order AS 4906-2002 Minor Works Contract AS 4000-1997 General conditions of contract AS 4902-2000 General conditions of contract for design and construct AS 4122-2010 General conditions of contract for consultants

The following two matrices are used by the Engineering and Works Department to identify the appropriate Australian Standard contract.

Simple Matrix Estimated Project Amount

$1-10,001

$10,001-150,000 for Goods and Services

$10,001 - $200,000 for Construction and Works

EoI & Tenders

$150,001+ goods and services,

$200,001 for buildings/works

Tenders Only Project Complexity

Low (1-4) AS4949 AS4949 AS4906 AS4906

Medium (5-8) AS4949 AS4906 AS4906 AS4000

High (9-10) AS4906 AS4906 AS4906 AS4000

83


Page 24 of 32

The list of works below is used to inform the matrix and should be edited to suit the individual contract scope.

Works Included Complexity Value

Earthworks 1 point

Drainage (including headwalls, pits etc) 1 point

Road pavement (including seal, asphalt) 1 point

Concrete (footpaths, kerb and channel) 1 point

Structural works (including building works) 1 point

Major service alterations 1 point

High level of Quality Assurance required 1 point

High level of OH & S implementation required 1 point

Frequent inspections required (ie more than two per week) 1 point

High level of contract administration and management required 1 point

7. CONTRACT MANAGEMENT Every contract must be actively managed by the relevant Officer to ensure that the goods, services or works provided to the required standards of quality and quantity as prescribed by the contract. To this end, each contract manager must: • establish a system monitoring and achieving the responsibilities and obligations of

both parties’ under the contract; and,

• provide a means for the early recognition of issues and performance problems and the identification of solutions.

8. ASSESSMENT OF ENVIRONMENTAL IMPACTS The environmental impact of all supply options shall be assessed by applying the following criteria within the principle of value for money kept in mind at all times:

• assessment of the whole of life cost (including costs of operation, maintenance and disposal at end of the product life);

• eco-friendly products are preferred to other alternatives;

• where relevant, products are to have an energy and/or water consumption rating of 4 stars or above. Vehicles are to have the highest Green Vehicle Guide rating;

• suppliers who use clean technology or are less polluting than other suppliers are to be preferred; and,

• recycled or part recycled products are preferred as they optimise consumption of, and demand for, recycled products while promoting the reprocessing of waste as a means of minimising landfill.

84


Page 25 of 32

9. RECORD KEEPING

A contract number (CMXX.XXXX) will be allocated to each individual job. This contract number will also have an associated TRIM E-File number (working and operational file), to be used exclusively throughout the life of the job. All documents associated with the job must be filed electronically and in hard-copy to the appropriate E-File number. All tender documents, whether successful or not, are held in accordance with the Public Records Act 1973.

85


Page 26 of 32

ATTACHMENT 1 DELEGATED OFFICER AUTHORISED PURCHASING LIMITS

Position **Payment

Authorisation Limit

Authority to Accept Tenders

Authority to Accept Quotes

Authority to Extend Contract Term and other Non Financial Amendments

Authority to Approve Contract

Variations Within Allocated Budget

Authority to Approve Procedural Exceptions

Corporate Credit Card Limit

Chief Executive Officer

$150,000 for services, $200,000 for buildings &

works

Yes

Yes No limit subject to budget and purchasing delegations

Yes $5,000

Executive Assistant - CEO $2,000 No Yes No No No $2,000

Governance Co-ordinator $10,000 No Yes No No No

Governance & Council Support Admin Assistant $2,000 No Yes No No No

Human Resources Manager $50,000 Yes Yes Yes No No

Human Resources Co-ordinator $2,000 No Yes No No No

Tourism & Econ Development Manager $50,000 Yes Yes Yes 10% No $5,000

Tourism & Economic Development Officer $2,000 No Yes No No No

Destination Development Officer $2,000 No No No No No $2,000

Finance and Information Services Manager $50,000 Yes Yes No Up to 10% No $5,000

Senior Accountant $5,000 No Yes No No No

Revenue Co-ordinator $5,000 No Yes No No No

IT Co-Ordinator $25,000 No Yes No No No $2,000

Customer Services Co-ordinator $2,000 No Yes No No No

Records Administrator $2,000 No Yes No No No

Engineering & Works Manager $50,000 Yes Yes Yes Up to 10% No $5,000

Senior Civil Engineer $25,000 Yes Yes No Up to 10% No

Civil Engineer $5,000 No Yes No No No

Senior Technical Officer $2,000 No Yes No No No

86


Page 27 of 32

Position **Payment

Authorisation Limit



Authority to Extend Contract Term and other Non-Financial Amendments





Senior Civil Designer $5,000

No No No

Waste Management Officer $2,000 No No No No No

Works Programming Officer $10,000 No Yes No No No $15,000

Asset and Maintenance Liaison Officer $2,000 No No No No No

Risk Management Officer $2,000 No No No No No

Engineering & Works Administration Assistant $5,000 No Yes No No No $5,000

Mechanic $2,000 No No No No No

Parks & Gardens Supervisor $2,000 No Yes No No No

Roads Supervisor $5,000 No Yes No No No

Assets & GIS Co-ordinator $10,000 No Yes No No No

Development Services Manager $50,000 Yes Yes Yes Up to 10% No $5,000

Senior Environmental Health Officer $10,000 No Yes No Up to 10% No $2,000

Statutory Planning Team Leader $10,000 No Yes No Up to 10% No

Senior Strategic Planner $10,000 No Yes No Up to 10% No

Planning Administration Support Officer $2,000 No No No No No

Development Services Admin. Support Officer $2,000 No No No No No

Development Services Admin. Assistant $2,000 No No No No No

Environment Officer $5,000 No No No No No

Community Services Manager $50,000 Yes Yes Yes Up to 10% No

Family Youth and Children’s Services Team Leader

$5,000 No Yes No No No $2,000

Aged & Disability Team Leader $5,000 No No No No No $1,000

MERP - Project Officer $5,000 No Yes No No No $2,000

Assessment Officer $2,000

No No No

Financial Counsellor/ Volunteer Co-Ordinator $2,000 No Yes No No No $2,000

87


Page 28 of 32

Position **Payment

Authorisation Limit



Authority to Extend Contract Term and other Non-Financial Amendments





Maternal & Child Health Nurse $2,000 No No No No No

Family Youth & Children’s Services Admin Assist.

$2,000 No No No No No

Community Development Officer $2,000 No No No No No

Community Development Team Leader $5,000 No Yes No No No

Youth Development Co-ordinator $2,000 No Yes No No No

Planned Activities Co-ordinator $2,000 No Yes No No No $2,000

Planned Activities Officer No No No No No No $1,000

Sport and Recreation Officer $2,000 No No No No No

Client Liaison & Business Services Officer $2,000 No No No No No

Business Support Co-ordinator $2,000 No No No No No $2,000

Youth Development Officer $2,000 No No No No No $1,000

Cafe Connect Co-ordinator $2,000 No No No No No $2,000

Library Services Co-ordinator $2,000 No No No No No

Library Services Officer $2,000 No No No No No

Library Support Services Officer $500 No No No No No

88


Page 29 of 32

ATTACHMENT 2 PROCEDURAL EXCEPTIONS MEMORANDUM

To: Chief Executive Officer

From: (Relevant Departmental manager)

Prepared by:

Date:

Item to be procured:

Contract File Reference:

An exemption from the provisions of the Procurement Policy is sought on the following grounds: � Emergency � Sole supplier or insufficient quotes � Minor amendment to scope � Advantageous time-limited conditions � Intellectual property � Absence of competition � Support from the original supplier Proposed supplier: Total value of item to be procured: Background: Justification for variance of Policy: Recommendation: List of attached proof of exceptional circumstance(s): Chief Executive Officer Approval: � Yes � No Comments (optional):

89

POLICIES AND PROCEDURES: DRAFT PROCUREMENT POLICY: FOR ENDORSEMENT BY COUNCIL: 20 DECEMBER 2016

Page 30 of 32

ATTACHMENT 3 TENDER / QUOTE / EXPRESSION OF INTEREST EVALUATION FORM

90


Page 31 of 32

ATTACHMENT 4 TENDER PROCEDURE

APPROVAL TO GO TO TENDER / CONFIRMATION OF BUDGET • must be documented on TRIM

ASSEMBLE TENDER DOCUMENTS • raise e-file and paper contract file • determine Australian Standard contract type • form tender evaluation panel • engineering to advise

POST TENDER DOCUMENTS ON TENDERLINK • determine tender type (open / select / request for quote) • advertise

TENDER PRICE NOT WITHIN COUNCIL BUDGET

• revise or reissue tender • defer or cancel

EVALUTE TENDERS • panel to use tender evaluation template • check referees • engineering to advise

APRROVAL as per level of delegation

NOTIFICATON • notify successful tenderer using standard

template • notify unsuccessful tenderer using

standard template

ISSUE CONTRACT • contractor to sign • CEO to sign contract • TRIM and file

CONTRACT DOCUMENTATION • raise purchase order • engineering to advise

Actively manage contract and ensure performance provisions are being met

91


Page 32 of 32

ATTACHMENT 4 QUOTATION PROCEDURE

APPROVAL TO CONDUCT WORKS / CONFIRMATION OF BUDGET

• must be documented on TRIM

FORM CONTRACT DOCUMENTS • raise purchase order

NOTIFICATON • notify successful contractor using

standard template • notify unsuccessful contractor using

standard template

ASSEMBLE CONTRACT DOCUMENTS • raise e-file and paper contract file. • determine Australian Standard contract type • form tender evaluation panel (if required)

APRROVAL as per level of delegation

EVALUTE QUOTES • use evaluation template • check referees

REQUEST QUOTES FROM CONTRACTORS

QUOTED PRICE NOT WITHIN COUNCIL BUDGET

• revise or re scope • defer or cancel

ISSUE CONTRACT • CEO / delegate to sign contract • contractor to sign • TRIM and file

CONTRACT DOCUMENTATION • raise purchase order • engineering to advise

Actively manage contract and ensure performance provisions are being met

92


93.

10.4 ENGINEERING & WORKS 10.4.1 Erril Street Precinct Rejuvenation - Detailed Design File Number: E3571 Responsible Officer: Senior Civil Engineer, Paul Valente Disclosure of Conflicts of Interest The author of this report has no conflict of interest to declare in relation to this item. Introduction This report outlines the elements incorporated in the detailed design for the rejuvenation of the Erril Street precinct, and seeks the endorsement of Council to proceed with the procurement and construction of the project. Stakeholder and community consultation has been undertaken for this project with feedback on the concept design being extremely supportive. Minimal changes to the concept design have been incorporated into the detailed design. Background In late 2015 Mansfield Shire Council was successful in an application to the Department of Justice, Public Safety Infrastructure Fund for a grant of $203,805 to undertake urban design improvements within the Erril St precinct in Mansfield. Works proposed included improved lighting, footpaths, landscaping, car parking, street furniture, public art installations, signage and recreational infrastructure to improve natural surveillance and connectivity with the purpose of deterring offending and improving public perceptions of safety. In submitting the application for funding to the Public Safety Infrastructure Fund a concept design was developed. The concept design formed the basis of internal and external consultation to develop a shared vision for the site and provide refinements for inclusion in the final design. A project working group was established and a Communications and Community Engagement Plan was developed. The project working group consists of key stakeholders including representatives from Mansfield Police, Mansfield Bowls Club, MACE, MDBA, Café Connect, Youth, The Arts Council, Senior Citizens, The Mansfield Men’s Shed and Planned Activities Group. The working group is being facilitated by Council’s Community Development Team together with representatives from Council’s Engineering and Works Team and Strategic Planning. Stakeholder and community consultation has been undertaken for this project with feedback on the concept design being extremely supportive. Minimal changes to the concept design have been incorporated into the detailed design (please refer to Attachment 2 for the detailed design and Attachment 3 for the concept design).

93


94.

10.4.1 Erril Street Precinct Rejuvenation - Detailed Design Cont. Key elements of the detailed design include: • Reconstruct the High Street crossover to improve vehicle access/egress and to provide

a more defined entrance. Landscaping and artworks will invite people to travel into and explore the precinct

• Refresh line marking throughout the site to assist traffic movement and parking

• Provide traffic islands to provide greater separation between parked cars, through traffic and pedestrians and to improve traffic movement and driver discipline. Traffic islands will be planted with vegetation to provide green space and to ‘soften’ the area.

• Provide raised pedestrian crossings to formalise pedestrian movements, provide safe crossing points and to slow through traffic down.

• Provide bollard lighting to separate vehicles and pedestrians and to provide a lit walkway from Ailsa St to High St.

• Seal roadside areas adjacent to bowls club to formalise parking and improve amenity.

• Provide pedestrian connectivity to the Community Centre and create landscaped areas for passive recreation

• Provide an new accessible car space in the vicinity of Mansfield Quilters/Mens Shed The majority of local traders and community groups within the precinct have been interviewed with regards to the concept design and any construction impacts or constraints that Council should be aware of. Feedback from stakeholders in regards to timing of works varied. The retail sector flagged its busiest time was during January, whereas this is the quietest time for the community organisations within the precinct. The avoidance of major events such as Targa and the Bowls Club Pennant season was also flagged. As the project delivery schedule is constrained by milestone dates as determined by the funding agreement, it is proposed to commence construction of the minor elements in January, complete the major civil works in February (lighting, concrete, electrical to take advantage of favourable weather) and complete the landscaping aspects late March (again to ensure favourable weather for planting). The project must be acquitted in April. The major civil works will be constructed in stages to ensure works are completed in a timely manner and that disturbance to parking and traffic flow is minimised. Statutory Requirements Council’s Procurement Policy is made under Section 186a of the Local Government Act 1989. As per the thresholds contained in the Local Government Act 1989, the policy states that the purchase of all goods and services for which the estimated expenditure exceeds $200,000 for building and construction works must be undertaken by public tender. No planning or building permits are required to be obtained prior to commencing works. The detailed design complies with Austroads requirements for off street parking.

94


95.

10.4.1 Erril Street Precinct Rejuvenation - Detailed Design Cont. Council Plan The Mansfield Structure Plan identifies Erril Street as a community precinct. As well as connecting key community infrastructure on Ailsa Street to High Street, Erril Street is also the location of a number of community facilities including, the Mansfield Community Centre, Mansfield Community Radio, Mansfield Bowls Club, The Mansfield Men’s Shed and the High Country Quilters. The project is supported by the following goals in the Mansfield Municipal Health and Wellbeing Plan; • Priority 1.1: Strong and effective partnerships and networks

• Priority 1.3: Collaboratively plan & deliver integrated, high quality community facilities that meet a range of health, cultural & community needs

• Priority 3.1: Enhance the built environment to contribute to liveability and opportunities for social interaction

• Priority 3.2: Improve the amenity of open spaces and streetscapes

• Priority 4.1: Promote healthy living and lifestyle choices

• Priority 4.2: Promote and support a safe and inclusive community

• Priority 4.3: Plan for the needs of an ageing community

• Priority 4.4: To enhance mental health Financial The total project budget is $232,100. This includes a grant of $203,805 obtained via the Public Safety Infrastructure Fund, a cash contribution of $15,225 from Council and an in-kind contribution of $13,000 from Council. No expenditure has occurred to date. Social The project objectives include: • Increased usage of Erril Street • Increased perception of public safety • Positive interactions between all sectors of the community using Erril Street • A sense of pride and community ownership of Erril Street • Decrease in number of incidents reported (anecdotal and formally) Environmental The work specifications will contain requirements for contractors to provide suitable mitigation measures to address potential environmental impacts during construction. Environmental issues that must be managed throughout construction include excessive noise, vibration, dust, and sediment transportation.

95


96.

10.4.1 Erril Street Precinct Rejuvenation - Detailed Design Cont. Economic Community consultation has confirmed that patrons and users of community facilities within the Erril Street precinct feel unsafe with the result being detrimental to operating a business. Improvements to the amenity of the area by making it feel safer, more functional and more attractive through the use of art, landscaping, and lighting will have a positive effect on retail patronage. The contract works will provide short term benefit to contractors and local suppliers. Risk Management The total project cost is based on engineering estimates undertaken prior to Council receiving the grant funds. Formal quotes will be requested following Council’s endorsement to proceed. The design drawings will be accompanied by detailed specifications suitable for quotation and construction. The project will be managed by Council’s Engineering and Works department with support from Council’s Community Development team to undertake further consultation and assist funding reporting requirements. As per Council’s procurement policy, where appropriate only suitably qualified and experienced contractors will be engaged. Community Engagement Please refer to the attached Communications and Community Engagement Plan. Officer’s Comments The aforementioned improved pedestrian pathways, public garden areas and lighting will encourage walking, passive and active recreation, social interaction and natural surveillance. It was noted through the community consultation for this project that recent improvements by Mansfield Shire Council in 2014 to install a sealed car park surface outside of the community centre made people feel comfortable and safe resulting in an increased usage of the parking space in this area. This project will increase the extent of formalised parking and ensure there is a surface consistent with that outside the community centre throughout the whole precinct. In addition the project elements will make the area more attractive so that people feel comfortable to shop, commute and recreate.

96


97.

10.4.1 Erril Street Precinct Rejuvenation - Detailed Design Cont. The project delivery will be managed by Mansfield Shire Council’s Engineering and Works Team and various contractors will be engaged to undertake the work. Mansfield Shire Councils procurement framework ensures that the project will deliver sustainable and value for money outcomes through a competitive quotation process with financial and in-kind contributions from Council. Once completed, the project will form part of Councils asset portfolio and be supported through ongoing maintenance programs. Council’s community development team will continue to work closely with the community with consultation informing them of the progress. The team will also undertake the project evaluation and acquittal at the completion of the project. Councillors Sladdin/Olver: That Council: 1. Accept the detailed design for the rejuvenation of Erril Street as shown on the

following plans as provided:

• Proposed Rejuvenation Works, Erril Street, Mansfield, Overall Plan Sheet 1 of 2, Work File No. E3571, Version 01, dated 14.11.16

• Proposed Rejuvenation Works, Erril Street, Mansfield, Overall Plan Sheet 2 of 2, Work File No. E3571, Version 01, dated 14.11.16

• Proposed Entrance Works, Erril Street, Mansfield, Detailed Plan and Typical Sections – Work File No. E3571, Version 01, dated 25.11.16

• Proposed Landscape Works & Infrastructure Upgrades for Erril St, Mansfield, dated 16.8.15 2. Endorse Council officers to proceed with procurement and construction of the

project. Carried

97


98.

ATTACHMENT 10.4.1

ERRIL STREET PRECINCT REJUVENATION - DETAILED DESIGN

(19 PAGES)

98

Stakeholder Engagement and External Communications Plan

Erril Street Reactivation Project

99

Document Status

Approval Record (This Revision)

Function Position Name Signature Date

Prepared by Community Development Team

Leader

Kirsten Lingard

Checked by Manger Community Services

Melanie Hotton

Approved by

Amendment Record

Rev No. Amendment Description By Date

1 Initial plan

2 Amended following initial consultation Kirsten Lingard 29/08/16

100

Contents

1 Background .................................................................................................................................... 4 2 Stakeholder identification ............................................................................................................... 6 3 Issues identification and analysis ................................................................................................ 11 4 Objectives .................................................................................................................................... 12 5 Key messages ............................................................................................................................. 12 6 Communications tools .................................................................................................................. 12 7 Communications action plan ........................................................................................................ 13

101

1 Background Erril Street runs between the main retail street (High Street) in Mansfield and a suburban street (Ailsa Street) – which houses a medical clinic, the kindergarten and the Family and Children’s Centre. The Mansfield Structure Plan identifies Erril Street as a community precinct. As well as connecting key community infrastructure on Ailsa Street to High Street, Erril Street is also the location of the Mansfield Community Centre, Café Connect (a youth facility), Mansfield Community Radio, Mansfield Bowls Club, The Mansfield Men’s Shed and the High Country Quilters. In addition to the community facilities in this location there are a number of unoccupied shops. The Erril Street precinct is poorly lit, has poor pedestrian connectivity and is generally unattractive. Anecdotally, businesses and community facilities have reported concerns about vandalism and minor incidents, ranging from attempted break-ins to damage of property and graffiti. Businesses and community facilities have indicated that the space feels unsafe and raised concerns that the youth facility being located in this precinct will contribute youth loitering in the area and an increased level of vandalism and minor incidents. Youth workers have also raised concerns about the safety of children traveling to and from the facility. In late 2015 Mansfield Shire Council was successful in an application to the Department of Justice, Public Safety Infrastructure Fund for a grant of $203,805 to undertake urban design improvements within the Erril St precinct in Mansfield including improved lighting, footpaths, landscaping, street furniture, public art installations, signage and recreational infrastructure to improve natural surveillance and connectivity to deter offending and improve perceptions of safety. The objectives of this project are to;

• Deter anti-social and criminal behaviour in Erril street by implementing a combination of environmental design improvements that address all five principles for safer design (Safer Design guidelines for Victoria)

• Increase the usage and natural surveillance of Erril Street through creating a community precinct/activity centre with improved pedestrian connectivity and passive and active recreation opportunities

• Create a space where people feel comfortable and safe, with an increased perception of public safety and positive interactions between all sectors of the community

The project will be managed by Mansfield Shire Council’s Engineering and Works Team and a contractor will be engaged to undertake the works as per the Mansfield Shire Council procurement policy.

102

Council’s community development team will continue to work closely with the community completing extensive consultation to inform the project as well as undertaking the project evaluation at the completion of the project.

103

2 Stakeholder identification External

104

Name/ Organisation/ Group Level of Engagement Involvement/interest

Contact Notes

Local traders/adjacent shops on Highett Street

• Red Ochra • Delatite Dental • Mansfield Shoe Store • Loyola Jewels • Ultratechnics • Mansfield Real Estate • Davons Hairroom & Reloved

Involve Michelle Aitken: 5779 1426 Mark Knapp: 5775 2277 Jan Hughs: 5775 2147 Gayle Butler: 0409 535 659 Steven: 57791333 Ryan Daykin: 5775 1188 Tim Skinner: 5775 1646

Meetings with all in regards to initial concept plan have been undertaken

Vacant Shops on Erril Street • Paul Nolan (owner) • Real estate agent (Noble Knight)

Involve Real Estate Agent: 5775 3033 0418 330 750 [email protected]

All correspondence with owners is via agent. Met with agent in regards to initial concept plan

Café Connect Involve John or Jodie Met with in regards to initial concept plan

Mansfield Mens Shed Involve Scott Lamont e: Men’s Shed open: 10am, Mon, Wed, Fri

Met with in regards to initial concept plan

High Country Quilters Involve Quilters meet on Tues 11am Met with in regards to initial concept plan

MACE (owner of the Mens Shed and Quilting buildings)

Involve Kevin Vivan: [email protected] 5775 2077

Met with in regards to initial concept plan

Mansfield Community Centre user groups • Mansfield Radio • Senior Citizens

Involve E: [email protected] p 5775 2333: Heather Clayton: 5775 2428

Email and phone call not replied to Met with in regards to initial concept plan

105

mailto:[email protected]


• Mansfield Parkinson’s Group

• Line Dancing Group • Table Tennis Group • Mansfield Support Group for

Parents of Children with Special Needs

• Benalla Seventh Day Adventist Church

• Mansfield Shire Council - Planned Activities Group

Deb Smith: 5775 8800 Email: [email protected] Cheryl Bartlett P: 0428 410 883 E: [email protected] Rhonda Bennetts P: 5727 6297 E: [email protected] Carolyn Garlicl

Met with in regards to initial concept plan Email and phone call not replied to Email and phone call not replied to Met with in regards to initial concept plan Phone call in regards to initial concept plan Met with in regards to initial concept plan

Mansfield Bowls Club Involve Julie: 5779 1707 Met with in regards to initial concept plan

Residential properties in Ailsa Street adjacent to Erril Street

• 41 Ailsa Street • 43 Ailsa Street • 45 Ailsa Street

Involve

Businesses accessed via Erril Street and Bank Place

• TBC

Involve

Mansfield Police Involve Met with in regards to initial concept plan

Mansfield and District Business Association

Consult Met with in regards to initial concept plan

Arts Council of Mansfield Involve Met with in regards to initial concept plan

106



Department of Justice - Public Safety Infrastructure Fund

Involve

State Government ministers • Cindy Mcleish MP, state Liberal

member for Eildon • Hon Lisa Neville MP, Minister for

Police

Inform

General public Consult Mansfield Courier Inform

107

Internal Name/ Organisation/ Group Involvement/interest Councillors Involve/collaborate Community Development Collaborate Engineering and Works Collaborate All staff Inform

108

3 Issues identification and analysis Issue Description Impact

(H/M/L) Stakeholder/s affected

Controls

Project budget

Project has a finite budget

H Department of Justice Council

Development of detailed design within associated budget Councils procurement policy and contract management On-going monitoring of project budget by Councils Engineering and Works area

Community expectations for project

Community expectations that all suggestions will be included in the project

M All Community feedback/suggestions for inclusion in project to demonstrate and be prioritised in relation to deterring anti-social and criminal behaviour and increasing the usage (natural surveillance) of Erril Street. Provide community on-going feedback about what is and isn’t included in final design and why.

Traffic conditions on near-by Ailsa Street

Community using this project to advocate for changes in traffic conditions in near-by Ailsa Street

L All, in particular Mansfield Bowls Club

Clearly communicate that traffic conditions on near-by Ailsa Street considered separate to this project.

Loss of parking

Reduced number of parking spaces in precinct as a result of works

H All Analysis of number of parking spots and usage in current conditions and final design to incorporate feedback on this issue

Construction impacts – access and noise

During works there will be additional noise and activity. Access to community facilities, parking and vacant shops could be impacted.

H All Construction impacts will be temporary. Works will occur within EPA guidelines for construction noise. Seek feedback from stakeholders in regards to access requirements and work with Engineering and Works and contractors to minimise impacts and maintain safe access

109

Objectives To involve stakeholders in the final design for works to increase the usage and natural surveillance of Erril Street, creating a space where people feel comfortable and safe. To inform stakeholders of construction time-lines and any construction impacts of works on Erril Street.

4 Key messages The total project cost will be approximately $232,100. This includes a grant of $203,805 from the Public Safety Infrastructure Fund, a cash contribution of $15,225 from Council and an in-kind contribution of $13,000 from Council. The objectives of the project are to; deter anti-social and criminal behaviour, increase the usage and natural surveillance and create a space where people feel comfortable and safe. The project will include elements such as; improved lighting, footpaths, landscaping, street furniture, public art installations, signage and recreational infrastructure to improve natural surveillance and connectivity. In submitting an application for funding to the Public Safety Infrastructure Fund a concept design was developed. The concept design is a starting point and Council is committed to consulting with the community to develop a shared vision for the site and a final design. Traffic conditions on near-by Ailsa Street considered separate to this project. Community concerns in regards to traffic conditions on Ailsa Street should be directed to Councils Engineering and Works Unit. It is anticipated that construction will commence in November 2016 with works completed by March 2017.

5 Communications tools Council’s website Interviews/meetings with key stakeholders Community forums Surveys Media releases Councils Facebook Page Mansfield and District Community Notice Board – Facebook Community bulletin/newsletters Councillor briefings Progress reports to Department of Justice

110

6 Communications action plan Action Lead By when Status Update Councils website with project information

Community Development Team

8 July 2016 Complete

Interview all local traders and community groups in the precinct to gather their stories and evidence of anti-social and criminal behaviour in the Erril Street precinct Meet with all local traders and community groups in the precinct to gather their feedback and further ideas on the concept design


25 August 2016 Complete

Working group to review all feedback



Provide project update to Councillors



Develop survey to collect further stories and evidence of anti-social and criminal behaviour in the Erril Street precinct


30 September 2016

Underway

Collect information on public space patronage levels and facility bookings


30 September 2016

Underway

Meet with Mansfield Arts Council in regards to public art component


30 September 2016

Complete

Progress report to Department of Justice (Confirm completion of tender/procurement process and commencement of project works)


30 November 2016 (funding agreement)

Present final design to working group and Councillors for endorsement


20 December 2016

Media release outlining final design


23 December

Post on Councils Facebook page outlining


23 December

111

final design Information on Councils website


23 December

Community workshops on public art components (and potential project for the vacant shops - TBC)

Community Development Team / Mansfield Arts Council

January 2017

Media release construction commencing


January 2017

Notification (letter/bulletin) to local traders and community groups in the precinct of construction commencing and expected construction impacts


January 2017

Construction commences Engineering and works unit

1 February 2016

Ongoing consultation with stakeholders on specific elements i.e. public art


1 February 2016 – 31 March 2017

Construction completed Engineering and works unit

31 March 2017 (funding agreement)

Media release construction completed


31 March 2017

Laneway festival/launch event


15 April 2017

Final report to Department of Justice


30 April 2017

Post completion evaluation Testimonials Public space patronage levels Facility bookings


April 2018

112

Appendix A - IAP2 Spectrum of Public Participation

113

MANSFIELD SHIRE114

AutoCAD SHX Text

HIGH STREET

AutoCAD SHX Text

ERRIL STREET

AutoCAD SHX Text

CONSTRUCT NEW TRAFFIC ISLANDS WITH PAVED FOOTPATH AND LOW LYING NATIVE PLANTING AREAS.

AutoCAD SHX Text

CONSTRUCT TRAFFIC ISLAND WITH LOW LYING NATIVE PLANTINGS

AutoCAD SHX Text

CONSTRUCT PAVED SEATING AREA

AutoCAD SHX Text

REMOVE EXISTING SPEED HUMP

AutoCAD SHX Text

CUT CENTRES FROM EXISTING CONCRETE ISLANDS (approx. 300mm from outside edge), INSTALL MULCH GARDEN BEDS AND LOW LYING NATIVE PLANTING.

AutoCAD SHX Text

CONSTRUCT NEW TRAFFIC ISLANDS WITH PAVED FOOTPATH AND LOW LYING NATIVE PLANTING AREAS.

AutoCAD SHX Text

REMARK PARKING SPACES AT 2.6m INTERVALS

AutoCAD SHX Text

CONSTRUCT 1.5m WIDE CONCRETE FOOTPATH

AutoCAD SHX Text

EXISTING "NO PARKING" AREA TO BE REMARKED "ACCESSIBLE PARKING" BAYS AS PER AS.2890.6 - 2009

AutoCAD SHX Text

EXISTING LIGHT POLE

AutoCAD SHX Text

ENTRY TO BE REGRADED WITH CONCRETE RAMP (EXISTING WATER VALVE COVER AND DRAINAGE PIT TO BE RELEVELLED).

AutoCAD SHX Text

OPTIONAL ADDITIONAL LANDSCAPED AREA

AutoCAD SHX Text

EXISTING BIN ENCLOSURES

AutoCAD SHX Text

OPTIONAL ADDITIONAL LANDSCAPED AREA (SEATS ETC NOT SHOWN)

AutoCAD SHX Text

CONSTRUCT RAISED CONCRETE PEDESTRIAN CROSSING WITH COLOURED CONCRETE FINISH AND CONCRETE RAMPS

AutoCAD SHX Text

PROVIDE ILLUMINATED BOLLARDS AT APPROX. 8m INTERVALS

AutoCAD SHX Text

PROVIDE CENTRELINE LINEMARKING AS SHOWN

AutoCAD SHX Text

PROVIDE WHEEL STOPS FOR PARKING BAYS ALONG "CAFE CONNECT" FRONTAGE

AutoCAD SHX Text

MOVE EXISTING FENCE & GATE BACK 1.2 METRES & PROVIDE GARDEN NOOK

AutoCAD SHX Text

PROVIDE STEPPING STONES IN GRAVEL PATH CONNECTION

AutoCAD SHX Text

RE-LINEMARK PARKING BAYS

AutoCAD SHX Text

EXISTING KERB & CHANNEL

AutoCAD SHX Text

EXISTING FOOTPATH

AutoCAD SHX Text

EXISTING EDGE OF SEAL

AutoCAD SHX Text

EXISTING EDGE OF GRAVEL

AutoCAD SHX Text

EXISTING FENCE LINE

AutoCAD SHX Text

EXISTING DRAINAGE PIPE & PIT

AutoCAD SHX Text

Ex.300%%C

AutoCAD SHX Text

EXISTING LINEMARKING

AutoCAD SHX Text

EXISTING BUILDING, VERANDAH & POSTS

AutoCAD SHX Text

EXISTING LIGHT POLE

AutoCAD SHX Text

PROPOSED KERB

AutoCAD SHX Text

PROPOSED COLOURED CONCRETE FOOTPATH

AutoCAD SHX Text

PROPOSED GRAVEL FOOTPATH

AutoCAD SHX Text

PROPOSED LANDSCAPE AREAS

AutoCAD SHX Text

PROPOSED DRAINAGE PIPE & PIT

AutoCAD SHX Text

PROPOSED LINEMARKING

AutoCAD SHX Text

PROPOSED SEAT ON CONCRETE BASE

AutoCAD SHX Text

PROPOSED BIN ENCLOSURES ON CONCRETE BASE

AutoCAD SHX Text

PROPOSED SEALED PAVEMENT

AutoCAD SHX Text

PROPOSED BOLLARD, BOLLARD LIGHT

AutoCAD SHX Text

PROPOSED RAMP TO FOOTPATH CROSSING

AutoCAD SHX Text

300%%C

AutoCAD SHX Text

PROPOSED CONCRETE FOOTPATH

AutoCAD SHX Text

EXISTING TREE

AutoCAD SHX Text

LEGEND

AutoCAD SHX Text

ENGINEERING & WORKS DEPARTMENT MANSFIELD SHIRE COUNCIL MANSFIELD, Vic 3722 LOCKED BAG 1000

AutoCAD SHX Text

VER

AutoCAD SHX Text

DATE

AutoCAD SHX Text

DETAILS

AutoCAD SHX Text

0

AutoCAD SHX Text

10

AutoCAD SHX Text

5

AutoCAD SHX Text

20

AutoCAD SHX Text

10

AutoCAD SHX Text

SCALE OF METRES

AutoCAD SHX Text

SHEET SIZE:

AutoCAD SHX Text

VERSION:

AutoCAD SHX Text

SHEET No:

AutoCAD SHX Text

OF

AutoCAD SHX Text

1

AutoCAD SHX Text

7

AutoCAD SHX Text

01

AutoCAD SHX Text

A3

AutoCAD SHX Text

ORIGINAL

AutoCAD SHX Text

PROPOSED REJUVENATION WORKS ERRIL STREET, MANSFIELD MANSFIELD SHIRE COUNCIL OVERALL PLAN - SHEET 1

AutoCAD SHX Text

Cad File:

AutoCAD SHX Text

WORK FILE No:

AutoCAD SHX Text

E3571

AutoCAD SHX Text

CONTRACT FILE No:

AutoCAD SHX Text

Erril Street two way design.dwg

AutoCAD SHX Text

01

AutoCAD SHX Text

14.11.16

AutoCAD SHX Text

ORIGINAL ISSUE

AutoCAD SHX Text

Landscape Design: Elegant Earth

AutoCAD SHX Text

Engineering Drawing: G.Downes

AutoCAD SHX Text

Checked: P.Valente

AutoCAD SHX Text

Level Datum: NA

MANSFIELD SHIRE115

AutoCAD SHX Text

300%%C

AutoCAD SHX Text

AILSA STREET

AutoCAD SHX Text

EXISTING LIGHT POLE

AutoCAD SHX Text


AutoCAD SHX Text

PROVIDE SEALED PAVEMENT IN PARKING AREA & FORM INVERT APPROX. 3.0m FROM FENCE LINE

AutoCAD SHX Text

CONSTRUCT NEW RAISED GARDEN BEDS WITH PAVED FOOTPATH AND LOW LYING NATIVE PLANTING AREAS.

AutoCAD SHX Text

CONSTRUCT RAISED CONCRETE PEDESTRIAN CROSSING WITH COLOURED CONCRETE FINISH AND CONCRETE RAMPS

AutoCAD SHX Text

CONSTRUCT NEW RAISED GARDEN BEDS WITH LOW LYING NATIVE PLANTING AREAS.

AutoCAD SHX Text

CONSTRUCT NEW GRATED PIT AND 300mm dia PIPE TO EXISTING SIDE ENTRY PIT IN AILSA ST.

AutoCAD SHX Text

REMOVE EXISTING PIT AND PIPE.

AutoCAD SHX Text

EXISTING LIGHT POLE

AutoCAD SHX Text

PROVIDE BIN ENCLOSURES

AutoCAD SHX Text


AutoCAD SHX Text

PROVIDE SEALED PAVEMENT IN PARKING AREA & FORM INVERT APPROX. 0.9m FROM EDGE OF FOOTPATH

AutoCAD SHX Text

EXISTING BOWLS CLUB ENTRY & GATE

AutoCAD SHX Text

PROVIDE SEATS ON CONCRETE SLABS

AutoCAD SHX Text

CONSTRUCT NEW GARDEN BED

AutoCAD SHX Text


AutoCAD SHX Text


AutoCAD SHX Text

PROVIDE SEALED PAVEMENT IN PARKING AREA & FORM INVERT APPROX. 0.9m FROM EDGE OF FOOTPATH

AutoCAD SHX Text

PROVIDE PLAIN BOLLARDS AT 1.2m INTERVALS AS SHOWN AND ILLUMINATED BOLLARDS AT APPROX. 8m INTERVALS AS SHOWN

AutoCAD SHX Text

EXISTING KERB & CHANNEL

AutoCAD SHX Text

EXISTING FOOTPATH

AutoCAD SHX Text

EXISTING EDGE OF SEAL

AutoCAD SHX Text

EXISTING EDGE OF GRAVEL

AutoCAD SHX Text

EXISTING FENCE LINE

AutoCAD SHX Text

EXISTING DRAINAGE PIPE & PIT

AutoCAD SHX Text

Ex.300%%C

AutoCAD SHX Text

EXISTING LINEMARKING

AutoCAD SHX Text

EXISTING BUILDING, VERANDAH & POSTS

AutoCAD SHX Text

EXISTING LIGHT POLE

AutoCAD SHX Text

PROPOSED KERB

AutoCAD SHX Text

PROPOSED COLOURED CONCRETE FOOTPATH

AutoCAD SHX Text

PROPOSED GRAVEL FOOTPATH

AutoCAD SHX Text

PROPOSED LANDSCAPE AREAS

AutoCAD SHX Text

PROPOSED DRAINAGE PIPE & PIT

AutoCAD SHX Text

PROPOSED LINEMARKING

AutoCAD SHX Text

PROPOSED SEAT ON CONCRETE BASE

AutoCAD SHX Text

PROPOSED BIN ENCLOSURES ON CONCRETE BASE

AutoCAD SHX Text

PROPOSED SEALED PAVEMENT

AutoCAD SHX Text

PROPOSED BOLLARD, BOLLARD LIGHT

AutoCAD SHX Text

PROPOSED RAMP TO FOOTPATH CROSSING

AutoCAD SHX Text

300%%C

AutoCAD SHX Text

PROPOSED CONCRETE FOOTPATH

AutoCAD SHX Text

EXISTING TREE

AutoCAD SHX Text

LEGEND

AutoCAD SHX Text


AutoCAD SHX Text

SHEET SIZE:

AutoCAD SHX Text

VERSION:

AutoCAD SHX Text

SHEET No:

AutoCAD SHX Text

OF

AutoCAD SHX Text

2

AutoCAD SHX Text

7

AutoCAD SHX Text

01

AutoCAD SHX Text

A3

AutoCAD SHX Text

ORIGINAL

AutoCAD SHX Text

PROPOSED REJUVENATION WORKS ERRIL STREET, MANSFIELD MANSFIELD SHIRE COUNCIL OVERALL PLAN - SHEET 2

AutoCAD SHX Text

VER

AutoCAD SHX Text

DATE

AutoCAD SHX Text

DETAILS

AutoCAD SHX Text

WORK FILE No:

AutoCAD SHX Text

E3571

AutoCAD SHX Text

CONTRACT FILE No:

AutoCAD SHX Text

0

AutoCAD SHX Text

10

AutoCAD SHX Text

5

AutoCAD SHX Text

20

AutoCAD SHX Text

10

AutoCAD SHX Text

SCALE OF METRES

AutoCAD SHX Text

01

AutoCAD SHX Text

14.11.16

AutoCAD SHX Text

ORIGINAL ISSUE

AutoCAD SHX Text

-

AutoCAD SHX Text

Cad File:

AutoCAD SHX Text

Erril Street two way design.dwg

AutoCAD SHX Text

Landscape Design: Elegant Earth

AutoCAD SHX Text

Engineering Drawing: G.Downes

AutoCAD SHX Text

Checked: P.Valente

AutoCAD SHX Text

Level Datum: NA

MANSFIELD SHIRE116

AutoCAD SHX Text

HIGH STREET

AutoCAD SHX Text

ERRIL STREET

AutoCAD SHX Text

SAWCUT EXISTING PAVEMENT AND CONSTRUCT 150mm THICK REINFORCED CONCRETE RAMP (SL72 MESH PLACED CENTRALLY) GRADED TO CENTRAL INVERT

AutoCAD SHX Text

EXISTING PAVERS ON CONCRETE

AutoCAD SHX Text

EXISTING GRATED PIT TO BE RAISED

AutoCAD SHX Text

EXISTING WATER VALVE COVERS TO BE RAISED

AutoCAD SHX Text

EXISTING DRAIN

AutoCAD SHX Text

1in60

AutoCAD SHX Text

FORM INVERT

AutoCAD SHX Text

1 in 100 min

AutoCAD SHX Text

A

AutoCAD SHX Text

A

AutoCAD SHX Text

B

AutoCAD SHX Text

B

AutoCAD SHX Text

SAWCUT & REMOVE TRAY OF EXISTING KERB & DOWEL NEW SLAB TO EXISTING KERB @ 600 cts min

AutoCAD SHX Text

1in50

AutoCAD SHX Text

SAWCUT & REMOVE TRAY OF EXISTING KERB & DOWEL NEW SLAB TO EXISTING KERB @ 600 cts min

AutoCAD SHX Text

1in25

AutoCAD SHX Text

1in20

AutoCAD SHX Text

SAWCUT EXISTING CONCRETE & DOWEL NEW SLAB TO EXISTING @ 600 cts min

AutoCAD SHX Text

1in25 approx.

AutoCAD SHX Text

1in20 approx.

AutoCAD SHX Text

Relevel existing grated pit by extending concrete surround to suit new concrete levels

AutoCAD SHX Text

150mm depth of 32MPA reinforced 32MPA reinforced reinforced concrete (SL72 mesh with minimum 50mm cover) on 75mm Class 3 20mm FCR bedding

AutoCAD SHX Text

Sawcut existing pavement and kerbs to provide clean edge for concrete

AutoCAD SHX Text

Sawcut existing concrete if required

AutoCAD SHX Text

Dowel to existing concrete at 600 cts maximum

AutoCAD SHX Text

Existing sealed pavement

AutoCAD SHX Text

Existing pavers on concrete bed

AutoCAD SHX Text

Existing 300 dia pipe

AutoCAD SHX Text

Existing grated pit

AutoCAD SHX Text

Ex 150 pipe

AutoCAD SHX Text

Existing water main

AutoCAD SHX Text

1in60 approx.

AutoCAD SHX Text

1in50 approx.

AutoCAD SHX Text

Dowel to existing concrete at 600 cts maximum

AutoCAD SHX Text

Backfill with Class 3 FCR where required

AutoCAD SHX Text

150mm depth of 32MPA reinforced 32MPA reinforced reinforced concrete (SL72 mesh with minimum 50mm cover) on 75mm Class 3 20mm FCR bedding

AutoCAD SHX Text

Sawcut existing concrete if required

AutoCAD SHX Text

Sawcut existing pavement and kerbs to provide clean edge for concrete

AutoCAD SHX Text

Existing sealed pavement

AutoCAD SHX Text

Existing pavers on concrete bed

AutoCAD SHX Text

Existing water main

AutoCAD SHX Text


AutoCAD SHX Text

SHEET SIZE:

AutoCAD SHX Text

VERSION:

AutoCAD SHX Text

SHEET No:

AutoCAD SHX Text

OF

AutoCAD SHX Text

1

AutoCAD SHX Text

1

AutoCAD SHX Text

01

AutoCAD SHX Text

A3

AutoCAD SHX Text

ORIGINAL

AutoCAD SHX Text

PROPOSED ENTRANCE WORKS ERRIL STREET, MANSFIELD MANSFIELD SHIRE COUNCIL DETAIL PLAN AND TYPICAL SECTIONS

AutoCAD SHX Text

CAD FILE:

AutoCAD SHX Text

LEVEL DATUM:

AutoCAD SHX Text

DRAWN:

AutoCAD SHX Text

DESIGNED:

AutoCAD SHX Text

CHECKED:

AutoCAD SHX Text

DATE:

AutoCAD SHX Text

NA

AutoCAD SHX Text

25.11.2016

AutoCAD SHX Text

G.Downes

AutoCAD SHX Text

G.Downes

AutoCAD SHX Text

P.Valente

AutoCAD SHX Text

VER

AutoCAD SHX Text

DATE

AutoCAD SHX Text

DETAILS

AutoCAD SHX Text

WORK FILE No:

AutoCAD SHX Text

E3571

AutoCAD SHX Text

CONTRACT FILE No:

AutoCAD SHX Text

SECTION AA

AutoCAD SHX Text

SECTION BB

AutoCAD SHX Text

Erril Street Entry.dwg

AutoCAD SHX Text

01

AutoCAD SHX Text

25.11.16

AutoCAD SHX Text

Original Issue

AutoCAD SHX Text

2

AutoCAD SHX Text

1

AutoCAD SHX Text

0

AutoCAD SHX Text

2

AutoCAD SHX Text

4

AutoCAD SHX Text

SCALE OF METRES

AutoCAD SHX Text

1:100

AutoCAD SHX Text

SCALE - 1:25

AutoCAD SHX Text

SCALE - 1:25


118.

11. ASSEMBLIES OF COUNCILLORS Under section 76AA of the Local Government Act 1989 an Assembly of Councillors (however titled) is defined as a planned or scheduled meeting, comprising at least three Councillors and one member of Council staff, that consider matters that are intended or likely to be: • The subject of a decision of the Council; or • Subject to the exercise of a function; duty or power of a Council that has been delegated

to a person or committee [s.76AA]. An assembly of Councillors does not include a meeting of the Council, a special committee of the Council, or any club, association, peak body, political party of other organisation. A written record of each assembly is held by Council and is available for public inspection. The following is a list for the past month of assemblies held and the issues discussed.

Date Type of Assembly Issues Discussed 22 November 2016 Councillors’ Briefing

Session Councillors: • Paul Volkering • Paul Sladdin • Marg Attley • Harry Westendorp • Peter Olver Apologies: Officers: • Alex Green, Chief Executive

Officer • Melanie Hotton, Community

Services Manager • Robert Graves, A/Engineering

and Works Manager • Judy Dixon, A/ Tourism and

Economic Development Manager • Michael Bismire, Development

Services Manager External Presenters: • Mark Bailey, Water Resources

Manager GMW • David Jackson, Manager,

Recreation and Land, GMW

Conflict of Interest: Nil Issues Discussed: • Options for 31 Highett Street – Old Maternal and Child Health

Centre • Statutory Planning Session • GMW Presentation • Councillor Bus Tour • Ovens Murray Regional Partnerships • Community Consultation processes • MMBTA • Landfill rehabilitation • Rabbit Hole Licence Conditions • Grass – Glen Creek Rd/Dry Creek Rd intersection and grass on

Rail Trail. • Delegations • Wifi digitalisation in Main Street • Australian Four Day Enduro Event • Fireworks at Buttercup Road • Event Briefing • Confirmation of allocation of funding for provision of seating in

High Street. • Update on Pedestrian Crossing • High Street cigarette butt bins • Congratulated staff on cleaning up at Bonnie Doon • Fire Hazard Notices • Shipping containers at property in Chenery Street • Station Precinct

29 November 2016 MAV – Working Together to Deliver Program Councillors: • Paul Volkering • Paul Sladdin • Marg Attley • Harry Westendorp • Peter Olver Officers: • Alex Green, Chief Executive

Officer • Melanie Hotton, Community

Services Manager • Judy Dixon, A/ Tourism and

Economic Development Manager

Conflict of Interest: Nil

118


119.

11. ASSEMBLIES OF COUNCILLORS CONT. Date Type of Assembly Issues Discussed 6 December 2016 Councillors’ Briefing

Session Councillors: • Paul Volkering • Paul Sladdin • Marg Attley • Harry Westendorp • Peter Olver Officers: • Alex Green, Chief Executive Officer • Mandy Kynnersley - Accountant • Belinda Langlands, Senior

Accountant • Bess Gillard, Revenue Co-ordinator

Conflict of Interest: Nil Issues Discussed: • Budget process, assumptions and timelines • Review of Rating Strategy • Property Leasing and Licencing Policy • Procurement Policy • Know Your Council 2015-2016 • Organisational restructure • Ovens Murray Regional Assembly Update • Timothy Lane • SES building improvements • Sport and Recreation meeting • Netball courts • Additional Playing Fields • New Street sealing - pool heating • Bus Stops • Beautification of roundabouts • Trucks coming through town • Appreciation of works done by Parks and Gardens crew

13 December 2016

Councillors’ Briefing Session Councillors: • Paul Volkering • Paul Sladdin • Marg Attley • Harry Westendorp • Peter Olver Officers: • Alex Green, Chief Executive Officer • Mandy Kynnersley - Accountant • Belinda Langlands, Senior

Accountant • Kathy Richardson, SSP • Victoria Brown, SP • Michael Bismire, DSM • Judy Dixon, A/TEDM • Melanie Hotton, CSM • Paul Valente, A/EWM Others: Rural Australia for Refugee reps: • Janina Papas • Gilli Bruce • Tony Tehan • Marie Sellstrom • Mary Dunn • Kristine Zerbst • Beryl Howie • Jakob Meiser

Conflict of Interest: Cr Westendorp declared a Conflict of Interest in the Crosbys Lane Planning Permit item. Issues Discussed: • Council Finance Reporting 101 • Strategic Planning 101 • MMBRTA • Rural Australia for Refugees • 10 Hunter Street • Councillor Code of Conduct complaint • Changes to Planning Application rights of telecommunication

towers funded under Black Spot Program • Skate Park • Stockmans Rise • Tables and Chairs in High Street • Christmas decorations for township

Cr Westendorp departed the chamber at 3.33 pm after declaring a Conflict of Interest in: • Crosbys Lane Planning Permit

and returned to the Chamber at 3.34 pm following discussions.

Councillors Westendorp/Attley: That the Council note the Assemblies of Councillors as provided.

Carried

119


120.

12. ADVISORY AND SPECIAL COMMITTEE REPORTS 12.1 Advisory Committees: Minutes of Meeting The Minutes of the following Advisory Committee meetings are attached for the Council’s information: • Mansfield Shire Audit and Risk Advisory Committee – 28 November 2016 • Mansfield Shire Environment Advisory Committee – 6 December 2016 Councillors Attley/Westendorp: That the Council receive the Minutes of the following Advisory Committee meetings as presented: • Mansfield Shire Audit and Risk Advisory Committee – 28 November 2016 • Mansfield Shire Environment Advisory Committee – 6 December 2016

Carried

120


121.

ATTACHMENT 12.1

ADVISORY COMMITTEES: MINUTES OF MEETING

(23 + 3 PAGES)

121

1

MANSFIELD SHIRE COUNCIL Audit and Risk Advisory Committee

The Audit Advisory Committee shall meet quarterly to discuss matters including the following: August: Review draft annual financial accounts and performance statements.

Consider the initial findings of the external auditor.

November: Review the final results of the Annual Audit and any reports from the external auditor. Annual review of Procurement Policy.

February: Review the progress of the internal audit program. Review of Management Letter and Review of Progress Report on Policy Review Project. Review of 6 monthly Performance Indicators.

May: Review the current year and determine the next financial year annual internal audit program.

Please note that the Agenda will be projected onto

the data screen in the Chambers.

MINUTES

28 November 2016 MANSFIELD SHIRE OFFICE 33 Highett Street, Mansfield

4.30 pm meeting for Committee. Council Officers will be attending

from 5.00 pm CONTENTS

1. OPENING OF THE MEETING............................................................................................... 3

2. APOLOGIES.............................................................................................................................. 3

3. CONFIRMATION OF MINUTES ........................................................................................... 3

4. DISCLOSURE OF CONFLICT OF INTEREST .................................................................... 3

5. OUTSTANDING ACTIONS ..................................................................................................... 4

7. INTERNAL AUDIT AND CONTROL ..................................................................................... 4

7.1 Risk Assessment and Internal Audit Program .............................................................. 4

Attachment Item 7.1 ........................................................................................................ 6

6. RISK MANAGEMENT ........................................................................................................... 29

6.1 Risk Management Procedures and Top Five (5) Risks............................................... 29

Attachment Item 6.1 ...................................................................................................... 31

6.2 Investment Schedule..................................................................................................... 36

Attachment Item 6.2 ...................................................................................................... 38

1122

Mansfield Shire Council – Audit Advisory Committee Meeting: 28 November 2016: Minutes

2

6.3 Risk Management: Insurance and Potential Litigation ............................................. 40

8. FINANCIAL AND PERFORMANCE REPORTS ................................................................ 42

8.1 Management letter issues for Year Ended 30 June 2016 ........................................... 42

Attachment Item 8.1 ...................................................................................................... 44

8.2 Finance Report: 1 July – 30 September 2016 ............................................................. 46

Attachment Item 8.2 ...................................................................................................... 50

9. OTHER BUSINESS ................................................................................................................ 58

10. GENERAL ............................................................................................................................... 58

10.1 Next Meeting................................................................................................................. 58

11. CLOSURE OF MEETING...................................................................................................... 58

2123

3

MANSFIELD SHIRE COUNCIL Audit and Risk Advisory Committee

MINUTES

28 November 2016 MANSFIELD SHIRE OFFICE 33 Highett Street, Mansfield

4.30PM

4.30 pm meeting of the Committee. Council Officers will be attending from

5.00 pm

1. OPENING OF THE MEETING Janene Ridley opened the meeting at 5.05 pm.

PRESENT External Members: Ms Dannielle MacKenzie (part) Ms Janene Ridley Mr Richard Merton Councillors: Cr Paul Volkering Cr Harry Westendorp IN ATTENDANCE Chief Executive Officer: Alex Green Acting Finance Manager: Belinda Langlands Acting Engineering and Works Manager: Robert Graves Internal Auditor: Brad Ead

2. APOLOGIES Nil 3. CONFIRMATION OF MINUTES

J. Ridley/R. Merton: That the Minutes of the Audit and Risk Advisory Committee Meeting held on 29 August 2016 be confirmed as an accurate record.

Carried 4. DISCLOSURE OF CONFLICT OF INTEREST Nil

3124


4

5. OUTSTANDING ACTIONS NIL 7. INTERNAL AUDIT AND CONTROL Duties and responsibilities of the Committee:

• Review the scope of the internal audit plan and program and the effectiveness of this

function taking into consideration whether the program systematically addresses: o internal controls over significant areas of risk, including non-financial

management control systems; o internal controls over revenue, expenditure, assets and liability processes, o the efficiency, effectiveness and economy of significant Council programs;

and o Compliance with regulations, policies, best practice guidelines, and

contractual arrangements. • Review the appropriateness of special internal audit assignments. • Review the level of resources allocated to internal audit and the scope of its authority,

including the independence of Internal Audit function. • Review reports of internal audit, the response of Council and management to matters

raised, and monitor the implementation of recommendation made by internal audit. • Critically analyse and follow up any internal or external audit report recommendation

which raises significant issues relating to risk management, internal control, financial reporting and other accountability or governance issues.

7.1 Risk Assessment and Internal Audit Program File Number: E3627 Responsible Officer: Internal Auditor Disclosure of Conflicts of Interest The author of this report does not have a Conflict of Interest in this matter. An update was provided by Council’s Internal Auditor, Brad Ead, AFS and Associates Pty. Ltd in relation to the attached Report. H. Westendorp/P. Volkering: That the Audit and Risk Advisory Committee receive this report. Carried Janene Ridley expressed concern that the CEO and not a Risk Officer was responsible for the Risk Register. Concern was also expressed that lease and property management was flagged as a risk on this report, but are not recorded on the Risk Register.

4125


5

7.1 Risk Assessment and Internal Audit Program cont. The Audit and Risk Advisory Committee noted that the initial ratings of risk management maturity is rated as immature and after discussions with the CEO, the Committee is concerned the organisation does not have the adequate or appropriate resources to address the issues in this report. As a result, the Audit and Risk Advisory Committee requested that the following motion be put to the next Council meeting. J. Ridley/R. Merton: That the Committee request Council progress the organisational review and consider a possible restructure as soon as possible. Carried Danielle McKenzie attended the meeting from 5.20 pm.

5126


6

ATTACHMENT ITEM 7.1

RISK ASSESSMENT AND INTERNAL AUDIT

PROGRAM REPORT (22 PAGES)

6127

mw02

Text Box

A copy of the attachment may be obtained by contacting Council.

Mansfield Shire Council – Audit and Risk Advisory Committee Meeting: 28 November 2016: Minutes

29

6. RISK MANAGEMENT Duties and responsibilities of the Committee: • Review the operations and implementation of the identification and assessment of

risks, management of the identified risks, monitoring of the risk management process and referring risk matters to the Council as appropriate.

• Review key policies impacting on Council’s governance framework, such as Code of Ethics, Fraud Policy, Whistleblower Policy, Procurement Policy, Investment Policy.

• Monitor processes and practices of Council to ensure effective business continuity, including a disaster recovery plan which is periodically tested.

• Note the progress of any major litigation, including potential VCAT cases. • Note any investigation of any suspected cases of fraud. 6.1 Risk Management Procedures and Top Five (5) Risks File Number: E3937 Responsible Officer: Acting Engineering & Works Manager Disclosure of Conflicts of Interest The author of this report does not have a Conflict of Interest in this matter. Introduction

This report provides an update on Council’s Top 5 risks and on the progress of Council’s Risk Register review.

Background

The Council’s Risk Register has been reviewed and transferred into an Excel spreadsheet. This sheet is stored within RM8 – Council’s records management software.

The 2016-17 budget includes $25k for the purchase of suitable Risk Management

software. The top 5 risks are identified in the Council’s Risk Register.

Statutory Requirements There are no statutory requirements, however monitoring of Council’s Risk Management Strategy is a key responsibility of the Audit and Risk Advisory Committee.

29128


30

6.1 Risk Management Procedures and Top Five (5) Risks cont. Council Plan

The Council Plan commitment to ‘establish a risk management framework and monitoring system, including the development of an annual risk management work plan’ is supported by the initiatives within this report. Financial

The expenditure of money on suitable risk management software is budgeted in the 2016/17 adopted budget. This expenditure will help council better understand and manage its risks.

Risk Management

Council’s Risk Register forms part of Council’s Risk Management Framework.

Communication

No communication is required at present.

Officer’s Comments

The Top 5 Risks status report is attached for the Committee’s information. Ongoing progress has been made in ensuring controls and actions have taken place for all 5 risks. The Internal Audit risk has been closed as an internal auditor has been appointed. OH&S risk has been added.

H. Westendorp/R. Merton:

That the Audit and Risk Advisory Committee receive this report Carried J. Ridley suggested that a copy of the Mansfield District Hospital’s OH&S Plan be obtained to use as a guide. A copy of the Grants Audit to be distributed to the Committee.

30129


31

ATTACHMENT ITEM 6.1

TOP 5 RISK TABLE (4 PAGES)

31130

mw02

Text Box



36

6.2 Investment Schedule File Number: E2887 Responsible Officer: Senior Accountant Disclosure of Conflicts of Interest The author of this report does not have a Conflict of Interest in this matter. Introduction A report on the status of Council’s investments is to be reported on at each Committee meeting. A schedule of Council’s investments has been attached showing details of investments as at the 31 October 2016. Background Regular reporting to the Audit and Risk Advisory Committee in relation to investments is required in accordance with the Investment Policy adopted by Council. Council Plan Reviewing Council’s investments is in line with the strategy contained within the Council Plan to “prudently and successfully improve its financial position”. Financial Excess cash is invested in order to attract greater interest income than that achievable through our operating bank account. Statutory Requirements Council’s Investment Policy is set up to adhere to the requirements contained within section 143 of the Local Government Act 1989. Risk Management Regular review of investments is seen as an integral part of Council’s risk management process. Officers Comments Council’s current investments are all term deposits and approximately 3 months in term. Interest rates currently being received range between 2.5% and 2.85%. The RBA cash rate remained unchanged over the previous quarter. Council is compliant with Council Investment Policy. As at 31 October 2016 the NAB operating account balance was $2.43million.

36131


37

6.2 Investment Schedule cont. H. Westendorp/D. McKenzie: That the report be received and noted. Carried

37132


38

ATTACHMENT ITEM 6.2

INVESTMENT PORTFOLIO REPORT (1 PAGE)

38133

mw02

Text Box



40

6.3 Risk Management: Insurance and Potential Litigation File Number: E3480 Responsible Officer: Acting Engineering and Works Manager Disclosure of Conflicts of Interest The author of this report does not have a Conflict of Interest in this matter. Introduction

This report outlines any potential and actual insurance or litigation claims against Council.

Background

Council’s Risk Management Strategy requires the management of risk in accordance with best practice and compliance with Joint Standard AS/NZS 4360:1999. Under the Standard, a risk management process follows a systematic application of policy, procedures and practices to the tasks of context identification, analysis, evaluation, treatment, monitoring and communication.

Statutory Requirements

There are no statutory requirements though monitoring of Council’s Risk Management Strategy is a key responsibility of the Audit and Risk Advisory Committee.

Council Plan

The Council Plan commitment to ‘establish a risk management framework and monitoring system, including the development of an annual risk management work plan’ will be supported significantly by the initiatives within this report.

Financial

Any adverse finding against Council would have the potential to impact on future MAV Public Liability/Professional Liability and other insurance premiums. At least one of the active claims has the potential to affect Council directly.

Social

There are no social implications.

Environmental

There are no direct environmental impacts.

Risk Management

This process is part of Council’s Risk Management Strategy.

40134


41

6.3 Risk Management: Insurance and Potential Litigation cont. Community Engagement

No community engagement has taken place. Communication There are no communication issues at this stage.

Officer’s Comments

Council is represented at all hearings by the appropriate Officer or by Council’s legal representatives. Any insurance claims are conducted together with the assistance of the insurer and Council Officers.

The current summary of items of insurance and potential litigation will be tabled for the Committee’s information. A verbal update will be provided regarding potential litigation claims:

• Friday’s Bridge – Damage Claim (Council as plaintiff)

A verbal update will be provided in relation to potential litigation cases

• Friday’s Bridge – Writ of Mandamus (Council as defendant) • Knapman – Damages Claim (Council as co-defendant with VicRoads)

D. McKenzie/R. Merton: That the Audit and Risk Advisory Committee receive this report.

Carried

41135


42

8. FINANCIAL AND PERFORMANCE REPORTS Duties and responsibilities of the Committee: • To review the draft annual financial report with management and external auditors

prior to the approval by Council, focusing on: o Significant changes in accounting policies and practices o Significant audit adjustments o Compliance with accounting standards and other reporting requirements o Significant variances from previous years

• Discuss with the external auditor issues arising from the audit, including any management letter issued by the auditor.

• To review the draft annual performance statement prior to presentation to Council and recommendation for adoption

• Review the information included in Council’s annual report to ensure it is consistent with the signed financial statements.

8.1 Management letter issues for Year Ended 30 June 2016 File Number: E3431 Responsible Officer: Senior Accountant Disclosure of Conflicts of Interest The author of this report does not have a Conflict of Interest in this matter. Introduction A progress report is attached which summarises the management letter issues raised by the Auditors from the 2016 final audit and provides an update on the status of management resolutions. Background Management letters are prepared by the external auditor during an interim audit and after the financial audit and a management response prepared. Statutory Requirements There are no policy implications or legal ramifications. Council Plan Council’s response to the management letter is in line with the key strategic area “Driving Organisational Performance and Resource Management”. Financial There are no specific financial implications.

42136


43

8.1 Final Management letter issues for Year Ended 30 June 2016 cont. Social There are no social implications in relation to this matter. Economic There are no economic implications in relation to this matter. Environmental There are no environmental implications in relation to this matter. Risk Management It is considered that the management responses adequately address the risks raised. Community Engagement The issues raised are operational and do not require a community engagement plan however the management letter and responses will form part of the Council Agenda and Minutes that are open to media and public scrutiny. Officer’s Comments All items listed in the Final Management Letters are considered to be ongoing in nature. Process is in place to ensure compliance. Officer’s comments in relation to progress are included in the attached progress report. H. Westendorp/P. Volkering: That the Audit Management Letter Progress Report be received and noted. Carried

43137


44

ATTACHMENT ITEM 8.1

PROGRESS REPORT ON MANAGEMENT LETTER

ISSUES

(1 PAGE)

44138

mw02

Text Box



46

8.2 Finance Report: 1 July – 30 September 2016 File Number: E24 Responsible Officer: Senior Accountant Disclosure of Conflicts of Interest The author of this report does not have a Conflict of Interest in this matter. Introduction This finance report provides information on Council’s operating and capital performance against the 2016-17 Budget. Favourable variances are reported as positive values, while unfavourable variances are negative values. The following attachments form part of this quarter’s financial report: • Income and Expenditure Report • Operating Finance Report – Income and Expenditure • Capital Finance Report – Income and Expenditure • Balance Sheet • Statement of Cash Flows Background Council, at its Special meeting of 28 June 2016, adopted the budget for the 2016-2017 financial year. Variances have been reported against the original 2016-17 Budget. Statutory Requirements Under Section 138 of the Local Government Act 1989, at least quarterly a report comparing expenses and revenue to budget must be presented to the Council. Council Plan The financial report is in line with goals of the Council Plan Driving Organisational Performance and Resource Management and Good Governance. Financial The reports attached provide the opportunity for regular review of Council’s financial position to ensure compliance with budgets. Social Nil. Environmental Nil.

46139


47

8.2 Finance Report: 1 July – 30 September 2016 cont. Economic Nil. Risk Management Regular financial reporting is part of Council’s financial strategy to ensure budgets are complied with and to ensure the short to medium term financial sustainability of Council. Community Engagement The report forms part of the Council meeting Agenda and Minutes which are public documents. Officer’s Comments Operating Finance Report: Operating Income and Expenditure Actual against Budget. The year to date operating result is favourable against the 2016-17 Forecast by $350k (4%). Major variances are summarised below. Unfavourable Variances

• $42k Corporate Services –Additional costs incurred in relation to software to manage Council Plan reporting. This is offset by Risk Management Software budget in Capital works area. Wages also over budget year to date.

• $72k Community Development – Merton Hall project not completed in 2015-16, carry forward funds.

• $41k Emergency Management – budgeted to receive $120k grant, however no longer covering Strathbogie district, therefore grant is only $60k. Associated costs will also be reduced in line with grant.

• $22k Family Youth & Children Services – timing of L2P funding, not yet received. • $22k Local Laws – timing only in relation to registration fees. • $47k Plant Operating – plant recovery income (internal charge) under budget,

however is offset by reduced costs in Road Network Maintenance. • $22K Customer Service & Records – RM8 implementation unbudgeted. Carry

forward funds from 2015-16. Favourable Variances

• $65k Aged & Disability Services – HACC grant income higher than budgeted year to date.

• $21k Arts, Culture & Library – income higher than budgeted, and some timing issues.

• $18k Environment – timing of weed management income. • $69k Waste Management – Income slightly over budget due to supplementary

income and waste disposal costs under budget year to date. • $41k Economic Development Operations – wages under budget due to staff leave.

47140


48

8.2 Finance Report: 1 July – 30 September 2016 cont.

• $31k Economic Development Programs – timing of projects. • $20k Engineering Services – wages under budget due to staff vacancy. • $101k Road Network Maintenance – plant hire and wages are currently under

budget. Plant hire (internal charge) is offset by unfavourable variance in Plant Operating.

• $23k Financial Services – wages under budget due to staff vacancy. • $44k Information Technology – wages under budget due to staff vacancy. • $23k Revenue Services – supplementary rates received. • $23k Risk Management – wages under budget due to current staff vacancy. • $24k Human Resources Salaries & Wages Clearing – work cover premiums under

budget. Capital Works: Capital Income & Expenditure Actual against Forecast The net year to date capital works variance (net of capital income) is $39k favourable to the 2016-17 Budget. Major variances are timing issues only and include the following areas. Favourable Variances

• $75k Shire Office Refurbishment • $169k Plant Purchases • $81k Vehicle Purchases

Unfavourable Variances

• $210k Skate Park Project Income

Overall Position: Operating Variance Favourable/(Unfavourable) $350,387 Capital Variance Favourable/(Unfavourable) $39,284 Total Variance Favourable/(Unfavourable) $389,671 Balance Sheet: Current Assets: Cash and investments total $5.8m and includes $2m general investments and $206k for the Cemetery Trusts. Net current receivables of $10.5m, includes rates debt of $10.3, sundry debtors of $133k, and loan debtors of $41k. Loan debtors represent the principal not yet due for payment in relation to street schemes where residents have opted to repay over an agreed term and community group loans.

48141


49

8.2 Finance Report: 1 July – 30 September 2016 cont. Debtors are being monitored and regular follow up action taken to minimise any write offs. Council is generally owed money for the GST input tax credit and BASs are lodged monthly. All legislative requirements are being met. Current Liabilities: The major items here are provisions of $1.8m ($1.4m employee benefits & $0.4m Landfill) and trust funds of $1.1m. Trust funds include 225k Cemetery Trust and $638k Fire Services Levy. Fire Services Property Levy collections are held in trust until forwarded to the State Revenue Office. Current Ratio: 4.3:1 The high working capital ratio is reflective of the full year rates income being raised in September and reported as a current asset (debtors). Only one instalment has fallen due year to date. Non-Current Assets: These include all infrastructure assets and for the purpose of this report the net cost of current capital and major works has been treated as works in progress and added to the balance sheet here. Non-Current Liabilities: Major items here include loan liability $2.9m. This includes both bank loans and hire purchase agreements. D. McKenzie/H. Westendorp: That the quarterly finance report for the period from 1 July 2016 to 30 September 2016 be noted. Carried

49142


50

ATTACHMENT ITEM 8.2

FINANCE REPORT

(7 PAGES)

50143

mw02

Text Box



58

9. OTHER BUSINESS 10. GENERAL 10.1 Next Meeting The next meeting of the Audit and Risk Advisory Committee will be held on Monday 20 February 2017 commencing at 5.00 pm in the Council Chamber. 11. CLOSURE OF MEETING There being no further business the meeting concluded at 6.20 pm.

CONFIRMED this Twentieth day of February 2017.

________________________________Chair

58144

Meeting Date: Tuesday 6 December 2016 Chairperson: Cr Marg Attley File No. E4022

Time: 4.30pm Location: Council Chambers

Invitees: Cr Marg Attley (Chair) Councillor, Michael Bismire Development Services Manager, Damien Gerrans Environment Officer, Kerstie Lee Up2Us Landcare Alliance

Coordinator, Tandy Annuscheit Gadhaba Local Indigenous Network Representative, Don Howie Victorian Farmers Federation Mansfield Branch, Louise Perrin Mt Buller & Mt Stirling Alpine Resort Managements Environmental Services Manager, Millie Bell Mansfield Secondary College Representative, Pia Rankine Mansfield Secondary College Representative, Matt Mahoney Community Representative, Nicky Goudberg Community Representative, Robyn Rattray-Wood Community Representative, Rebecca Kirley Waste Management Officer, Sarah Rau Administration Assistant

Apologies: Matt Mahoney, Pia Rankine, Robyn Rattray-Wood, Sarah Rau, Michael Bismire

ITEM SUBJECT BUSINESS RESP. OFFICER

AFTERNOON TEA WITH COUNCILLORS

1. GENERAL BUSINESS:

1.1 Opening of Meeting 4.45pm

1.2 Attendance Cr Marg Attley, Don Howie, Kerstie Lee, Millie Bell, Rebecca Kirley, Damien Gerrans, Louise Perrin, Nicky Goudberg, Cr Paul Volkering

1.3 Apologies Matt Mahoney, Pia Rankine, Robyn Rattray-Wood, Sarah Rau, Michael Bismire

1.4 Declaration of Interest Nil

1.5 Minutes of Previous Meeting Minutes sent on 15 September 2016 - Accepted

1.6 Business Arising from Previous Meeting New Council – Welcome back Cr Attley.

1.7 Upcoming Council Budget

Opportunities to raise project ideas. A brief discussion was held about the timing for next year’s budget. Cr Attley informed the group that submission would be welcome from outside of the EAC

All

ANSFIELDM

Mansfield Shire Environment Advisory Committee Minutes

145


also.

1.8 Round table

Nicky – Nothing to report. Looking forward to more opportunities to participate the new year. Kerstie – Update provided on River Health meeting, Regional Weeds Forum, Wild dog baiting program. Kerstie will be writing a monthly Landcare column for the Mansfield Courier. The next column out will be on Paterson’s Curse. The Delatite Landcare Group and Upper Goulburn Landcare Group have held their Annual General Meetings. Pollinator Palaces we constructed as an activity at the Mansfield Show. This was a very successful day. Grants received recently by Up2Us include: Nectar for Fords Creek; Phascogale nest box grant; Landcare Learning Grant (schools program); and grant to support Ancona Landcare group. A program at the local Earth Kinder to find water bugs was held last week. Up2Us has been invited to the Regional Partnerships Forum. A regional solar program is being investigated with Up2Us keen to participate. Rail Trail – Kerstie has discussed the protection of native plants along the rail trail in areas where spraying generally occurs for maintenance. This was a great outcome. Nicky suggested that ‘Rapid Assessment of Key Environmental Sites’ tool could be used along the rail trail. Lou stated that school groups have also been used successfully to identify plants in targeted areas. Millie stated that she participated in a program to construct tiles at the Mullum Wetlands as a student and it was a good program. Don – Paterson’s Curse has been a problem this year. Some landholders not doing anything to manage this weed. Don was asked about when VFF meetings were held and whether there had been any discussions at the VFF about engaging absentee land holders. Lou – Mountain bike summit currently being held. Summer visitation growth at Mt Buller and Mt Stirling has been good. Summer pest program is occurring targeting foxes, cats and wild dogs.

All

146


Hawkweed program has been successful with only two plants found last year. Mountain pygmy possum population surveys have occurred. 111 Pygmy possums were found at ‘Federation’ site. Recovery plan to be written soon with consideration of transferring some possums to re-establish other populations. Micro Hydro plant being reinstalled at Mt Stirling this summer. Waste work continuing.

1.9 Environment and Waste Update

A brief report was discussed. Rebecca and Damien answered questions about the report.

Damien Gerrans Rebecca Kirley

1.10

2. NEW BUSINESS:

2.1 New Council business

A brief update was provided. Councillors are yet to receive a briefing on the advisory committees. New Council Plan will be developed in the new year.

Cr Attley

2.2 Climate Smart Agriculture Development Project Update

Council officers have received a briefing on the project. An invite was attached to the Agenda for members of the EAC. They were encouraged to attend the project close event in Benalla next Friday.

Damien Gerrans

2.3 Solar PV for Low Income Households Opportunity for Mansfield to participate – see attached project information. Damien Gerrans

2.4 Calendar of Events Activities for the new year A calendar of potential events for 2017 is attached to the minutes.

Kerstie Lee

2.5 Fords Creek Landcare Group An update on the Fords Creek project around the Benalla Road bridges was provided to the EAC.

Kerstie Lee

3. NEXT MEETING:

3.1 Next Meeting Damien to send an email requesting most suitable days and time for meetings next year.

Meeting Close 6.30pm

147


148.

13. AUTHORISATION OF SEALING OF DOCUMENTS The following documentation has been signed and sealed by Council: • S11A Instrument of Appointment and Authorisation (Planning and Environment Act

1987) – as presented to the November meeting of Council.

Councillors Sladdin/Attley: That Council note the above.

Carried SUSPENSION OF STANDING ORDERS Councillors Sladdin/Westendorp: That Council suspend standing orders to facilitate public question time.

Carried 14. PUBLIC QUESTION TIME There were no questions from the Gallery. RESUMPTION OF STANDING ORDERS Councillors Sladdin/Attley: That Council resume standing orders.

Carried

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

(a) personnel matters; (b) the personal hardship of any resident or ratepayer; (c) industrial matters; (d) contractual matters; (e) proposed developments; (f) legal advice; (g) matters affecting the security of Council property; (h) any other matter which the Council or special committee considers would prejudice

the Council or any person; (i) a resolution to close the meeting to members of the public. Councillors Attley/Westendorp: That the meeting be closed to members of the public under Section 89(2) of the Local Government Act 1989, specifically the following sub-section: (d) contractual matters; (h) any other matter which the Council or special committee considers would

prejudice the Council or any person. (i) a resolution to close the meeting to members of the public.

Carried

148


155.

Councillors Attley/Westendorp: That the meeting be reopened to members of the public.

Carried 16. CLOSE OF MEETING

There being no further business the meeting concluded at 6.18pm. CONFIRMED this seventeenth day of January 2017.

________________________________ Mayor

149

minutes of ordinary council meeting · 2018-04-27 · council meeting . tuesday, 20 december 2016 ....

Documents