notice of meeting - district council of elliston draft annual business plan and budget for the...

Notice of Meeting

Notice is hereby given that the next meeting of Council will be held in the Elliston Council Chamber, 21 Beach Terrace on

Tuesday 20 May 2014 commencing at 9:30am.

.................................................... Rob Foster

Chief Executive Officer 14 May 2014

Indicative Times:

9.30am Opening of Council Meeting & Commencement of Agenda

10.30am Public Open Forum

12.30pm Lunch

1.30pm Re-commence Agenda

Ordinary Council Meeting Agenda - 20 May 2014

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AGENDA

For the Elliston Council Meeting to be held on Tuesday, 20 May 2014 at 9.30am in the Council Chambers at Elliston.

1. Opening of Meeting Page 3 2. Apologies Page 3 3. Questions from Members of the Public Page 3 4. Confirmation of Minutes – Previous Meeting Page 3

4.1 Minutes from Ordinary Meeting 15 April 2014 Page 3 5. Business Adjourned Page 3 6. Report by Members Page 3 7. Questions With and Without Notice Page 3 8. Petitions Page 3 9. Deputations Page 3 10. Motions on Notice Page 3

10.1 Motion on Notice – Cr Peter Hitchcock Page3 10.1.1 – Motion on Notice – Email from Cr P Hitchcock Page17

11. Recommendations from Committees Page 4 12. Reports from Officers Page 4

12.1 Draft Annual Business Plan and Budget for 2014-2015 Page5 12.2 Elliston Speed Limit Review Request Page7

12.2.1 – Map showing section of highway, Elliston Page 18 12.3 Lock Football Club – Development Application Page 8

12.3.1 – Letter from Lock Football Club re Timekeeper Box Request Page19 12.4 Recreational Vehicle Friendly Town or Destination Page 9

12.4.1 – Letter from Elliston Caravan Park 3 12.4.2 – Letter from Waterloo Bay Caravan Park Page 24

12.5 Route Assessment Request Page 12 12.6 Third Quarter Budget Review Page 14

12.6.1 – Third Quarter Budget Review Financials Page 26 13. Next Meeting Page 16 14. Close of Meeting Page 16

Report & Agenda

For the Council Meeting to be held on 20 May 2014 in the Council Chambers commencing at 9:30am.

1. Opening of Meeting

2. Apologies

3. Questions from Members of the Public

4. Confirmation of Minutes – Previous Meeting

4.1 Minutes of Ordinary Council Meeting held 15 April 2014

Recommendation: That the minutes of the District Council of Elliston Meeting held on Tuesday 15 April 2014 as previously circulated to Councillors, be taken as read and confirmed as a true and accurate record.

5. Business AdjournedNil

6. Report by Members

7. Questions With and Without NoticeSub-clause 9(5) of the Local Government (Procedures at Meetings) Regulations 2013provides that a question without notice and the reply will not be entered in the minutes ofthe relevant meeting unless the members present at the meeting resolve that an entryshould be made.

8. PetitionsNil

9. DeputationsNil

10. Motions on Notice

10.1 MOTION ON NOTICEIn accordance with Regulation 12(1) of the Local Government (Procedures at Meetings) Regulations 2013, Cr Hitchcock has submitted the following business in the form of a motion on notice.

That questions without notice be recorded in the minutes of the Council meeting.

A copy of the notice is attached (Attachment 10.1.1).

REPORT File Reference: 9:24:1.14 Report Author: Chief Executive Officer

PURPOSE This report advises the Council of the implications of the motion proposed by Cr Hitchcock.


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BACKGROUND On 12 May 2014, Cr Hitchcock submitted a motion on notice for inclusion in the agenda of this meeting.

REPORT Sub-section 9(5) of the Local Government (Procedure at Meetings) Regulations 2013 provides that a question without notice and the reply will not be entered in the minutes of the relevant meeting unless the members present at the meeting resolve that an entry should be made.

In other words, the Council needs to resolve at each meeting that any questions and any reply given at that meeting be entered in the minutes.

SUMMARY Council will need to resolve at each meeting if it wants questions without notice and any reply thereto entered in the minutes of that particular meeting.

OFFICER RECOMMENDATION That Council note the report.

11. Recommendations from CommitteesNil

12. Reports from OfficersSee next page


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12.1 DRAFT ANNUAL BUSINESS PLAN AND BUDGET FOR THE 2014-2015 FINANCIAL YEAR

File Reference: 7.11.1.5 Report Author: Chief Executive Officer

PURPOSE The purposes of this report are to: • provide Council with a Draft Annual Business Plan and a Draft Annual Budget;

and • recommend that the Draft Annual Business Plan and Draft Annual Budget be

approved for public consultation.

BACKGROUND Provisions of the Local Government Act 1999 (the Act) require councils to prepare each financial year an annual business plan (ABP) and an annual budget (AB).

The ABP must include: • a summary of the council's long-term objectives (as set out in its strategic

management plans); and • an outline of the council's objectives for the financial year, the activities that the

council intends to undertake to achieve those objectives and the measures (financial and non-financial) that the council intends to use to assess the performance of the council against its objectives over the financial year.

A council must assess its financial requirements for the financial year and, taking those requirements into account:

• set out a summary of its proposed operating expenditure, capital expenditureand sources of revenue; and

• set out the rates structure and policies for the financial year and assess theimpact of the rates structure and policies on the community based on modellingthat has been undertaken or obtained by the council.

A council must take into account its long-term financial plan and relevant issues relating to the management and development of infrastructure and major assets by the council, and address or include any other matter prescribed by the regulations.

Before a council adopts an annual business plan, the council must prepare a draft annual business plan and follow the relevant steps set out in its public consultation policy, taking into account the requirements of subsection 123(4) of the Act. REPORT A copy of the following reports is attached: Attachment 12.1.1 - Draft Annual Business Plan 2014-2015 Attachment 12.1.2 – Proposed Rating Structure 2014-2015 Attachment 12.1.3 – Summary of New Initiatives 2014-2015 Attachment 12.1.4 – Draft Budget Summary 2014-2015

Copies of these documents will be delivered by late Friday, 16 May 2014.


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SUMMARY In accordance with Section 123(3) of the Act, a Draft Annual Business Plan and Draft Annual Budget for the 2014 – 2015 financial year has been prepared, to be approved for public consultation.

OFFICER RECOMMENDATION That Council approve the Draft Annual Business Plan and Draft Annual Budget for public consultation.


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12.2 ELLISTON SPEED LIMIT REVIEW REQUEST

File Reference: 2.36.1.1 Report Author: Manager Infrastructure and Environmental Services

PURPOSE This report advises the Council that administration have been contacted by the Elliston Community Visitor Information Centre (ECVIC) via e-mail correspondence in regards to extending the current 60km/ph speed limit on the Flinders Highway just North of Rally’s Roadhouse to a position further North past the Flinders Highway Silo Road intersection.

BACKGROUND At a recent ECVIC committee meeting a concern was raised regarding the current 80kmph speed limit currently in force traveling North out of the Elliston Township past the Elliston Caravan Park and Jetty prescient.

As a result of this concern the ECVIC e-mailed Council administration for assistance in lobbying the Department for Transport, Energy and Infrastructure (DTEI) to review the current speed limit with the intension of extending the current 60km/ph further North past the Caravan Park and Jetty prescient.

REPORT The ECVIC have received numerous reports of cars and trucks speeding through this area, which has a high level of pedestrian traffic (including school-kids), cycle traffic and slow turning vehicle/caravan movements turning into the Elliston Caravan Park and Jetty areas. This stretch of the Highway passes several entrances to private homes, the Elliston Caravan Park, the Elliston Jetty, the Silos, the new Waterloo Bay Land Division and the turn off to Anxious Bay/Salmon Point. There are also informal pedestrian movements crossing the Highway from the Caravan Park and Jetty along with road trains entering and exiting this area into Silo Road along this stretch of road (Location map is attached for your information – Attachment 12.2.1)

SUMMARY This issue has been raised with Council in the past but has not been resolved as yet, with the expected increase in pedestrian, cycle and Caravan traffic in the area. It would be prudent to resolve this matter as soon as practical .

OFFICER RECOMMENDATION That Council write to Department for Transport, Energy

Infrastructure to

formally request a review of the current 80km/ph speed limit in place along the stretch of Flinders Highway North of the Elliston township with the intent of reducing the limit to a 60km/ph zone for safety associated concerns.


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12.3 LOCK FOOTBALL CLUB - DEVELOPMENT APPLICATION

File Reference: 2.36.1.1 Report Author: Manager Infrastructure and Environmental Services

PURPOSE This report advises the Council on a current request for approval from the Lock Football Club to erect an elevated Time Keepers Box with underneath storage at the Lock Football Oval.

BACKGROUND The Lock Football Club have lodged a Development Application with Council requesting approval to install a new elevated Time Keepers Box at the Lock football oval.

This Development is on council Land and therefore requires the approval of Council before it can be forwarded onto Councils Planning & Development Contractors for a formal assessment process.

REPORT Attached is a copy of the letter of request, drawing and measurements of the proposed structure and site location details for Council's information (Attachment 12.3.1)

SUMMARY The Lock Football Club have submitted all of the required information to Council administration that will be required in order to undertake the Development Application process and seek final approval for the project, subject to the initial approval from Council for the project to proceed.

OFFICER RECOMMENDATION That Council grant the initial approval to the Lock Football Club to install the new Time Keepers Box on Council owned land in accordance with the plans, specifications and drawings submitted and subject to a formal building and development approval being granted from Council's planning contractors.


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12.4 RECREATIONAL VEHICLE FRIENDLY TOWN OR DESTINATION

File Reference: 2:67:2.1 Report Author: Chief Executive Officer

PURPOSE This report advises the Council on the results of investigations to obtain further information from surrounding councils that have trialled the Recreational Vehicle Friendly (RV Friendly) scheme.

BACKGROUND In late 2012 recreational vehicle (RV) dump points were installed in Elliston and Lock townships. These two projects were funded by grants provided by the Campervan and Motorhome Club of Australia (CMCA).

The Elliston dump point was installed behind the Elliston Community and Visitor Information Centre. The Lock dump point was installed in the Lock caravan park. It is understood that these dump points were installed on a twelve month trial basis.

The installation of the dump points meant that both towns had sufficient basic facilities to qualify for recognition by the CMCA in the category of a RV Friendly Destination (RVFD). Council has not yet sought that recognition.

On 19 November 2013, a report was submitted to Council on the process required for Elliston township to be categorised by the CMCA as a Recreational Vehicle Friendly Town (RVFT). At that meeting, Council resolved to obtain further information from surrounding councils that have trialled the RV Friendly scheme. As part of these investigations, letters were sent to the owners of both caravan parks in Elliston seeking their views about Elliston seeking RVFT status.

On 16 April 2014, a councillor update was sent to all councillors, which contained copies of the responses from the caravan park owners.

REPORT There are two issues that Council needs to address: • whether or not to seek listing with the CMCA of Lock as a RVFD; and• whether or not to seek listing with the CMCA of Elliston as a RVFT.

The following criteria apply to the two RV Friendly categories.

RV Friendly Destination (RVFD) The RVFD category caters for small towns with an area such as an oval, reserve or rest area. RVFDs also include businesses such as wineries, cheese factories, specialist farms, hotels, homesteads or country pubs that are friendly towards all mobile travellers. The destination will have an area for overnight or longer stays for travellers in recreational vehicles.

RV Friendly Town (RVFT) Essential criteria for a town to qualify as RV Friendly: • Provision of appropriate parking within the town centre, including access to a

general shopping area with groceries or fresh produce. • Provision of short term (24/48 hour) parking for self-contained vehicles within the

town precinct. • Access to potable water.• Access to a free dump point within the town precinct.


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Desirable criteria for a town to qualify as RV Friendly: • Provision of long term parking for self-contained vehicles.• Access to medical facilities or an applicable evacuation plan.• Access to a pharmacy or a procedure to obtain pharmaceutical products.• Visitor Information Centre (VIC) with appropriate parking facilities within a

reasonable distance.• VIC to provide a town map showing essential facilities such as hospital, medical

services, fuel, shopping area, dump point, fresh water, etc.• RV Friendly Town signs to be erected within the town precinct.

The first issue is to determine is whether or not Council wants to seek recognition of Lock as a RVFD. Lock does not qualify, due to its current facilities and service levels, as a RVFD.

Secondly, Council needs to determine whether or not to seek recognition of Elliston as a RVFT.

Investigations undertaken with the assistance of Cr Callaghan indicate that Kimba, Tumby Bay, Cummins and Port Lincoln have trialled the RV Friendly scheme. The RV Friendly facilities at Kimba, Tumby Bay and Cummins are operated by community groups. Only Port Lincoln is operated by the Council. All five (5) operators have reported successful trials and have acted to consolidate their RV Friendly schemes.

Streaky Bay is currently considering whether or not to move from the RVFD to RVFT category.

The reported benefits of the RV Friendly scheme to the community include: • increased exposure of the area due to CMCA publicity;• increased visitor numbers; and• increased trade for local businesses.

The operators of the five (5) sites have indicated that the schemes have not adversely impacted on caravan parks in their areas.

The two Elliston caravan park operators have expressed opposition to the RV Friendly scheme (see Attachments 12.4.1 and 12.4.2). One operator also refers to the opposition to the RV Friendly scheme by the ‘industry’, which, apparently, claims that such schemes provide no benefit to the local community. The responses from the five (5) sites mentioned do not support this view.

RV owners with full, self-contained units claim to need only basic facilities – a place to park and access to a dump point. They are prepared to pay for these services, but clearly believe that the fees charged by caravan park operators include contributions to facilities that they do not use.

Logically and objectively, if RV owners will not pay caravan park prices, presumably they park elsewhere and either use only RV dump points, or stay in a RVFD or a RVFT. If that is the case, this would potentially deprive the businesses in non-participating areas of potential trade. Whilst the spending pattern of RV owners is, apparently, different to other travellers, provision of RV facilities in towns is most likely to provide, at least, some extra trade for local businesses. That appears to be the experience of the five (5) sites from which information was obtained.


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As the costs of the RV dumps points was funded by the CMCA, and if the scheme is operated by a local community group, net costs to the Council and the community (after deducting income from RV owners) would be low. Both the Elliston Golf Club and the Elliston Community Sports Centre have offered to operate the scheme.

SUMMARY Council will need to indicate whether or not it wants to: • seek listing with the CMCA of Lock as a RVFD; and• seek listing with the CMCA of Elliston as a RVFT.

Whilst there are directly opposing views about the RV Friendly scheme, an impartial, balanced, and objective view suggests that there are more economic benefits to the community (rather than individuals) than disadvantages.

OFFICER RECOMMENDATION That Council: • seek listing with the Campervan and Motorhome Club of Australia of Lock as a

Recreational Vehicle Friendly Destination• seek listing with the Campervan and Motorhome Club of Australia of Elliston as a

Recreational Vehicle Friendly Town• Negotiate with the Elliston Community Sport Centre to determine if that

organisation will, due to its proximity to the RV dump points and an availableparking area, manage the Recreational Vehicle Friendly Destination Scheme;and

• Negotiate with the Elliston Golf Club to determine if that organisation will managethe Recreational Vehicle Friendly Destination Scheme in the event that theElliston Community Sport Centre declined management of this scheme.


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12.5 ROUTE ASSESSMENT REQUEST

File Reference:14.71.2 Report Author: Manager Infrastructure and Environmental Services

PURPOSE This report advises the Council of a outstanding Route Assessment Request from a road operator currently sitting with the Department for Transport, Energy and Infrastructure (DTEI). The request is for access to use roads under Council's management for Road Train combinations carting commodity product (grain and fertiliser) at General Mass Limits (GML).

BACKGROUND On 13 March 2014, Council received a request from DTEI advising that the Department is undertaking a review of outstanding route assessment requests received prior to the introduction of the National Heavy Vehicle Regulator (NHVR). As a result of this review DTEI advised that Council that one outstanding request from January 2011 remains unresolved.

Gross Mass Limits (GML) are: 16.5 tonne tandem drive axle 20 tonne tri axle

REPORT The Department of Transport, Energy and Infrastructure has received a request from a road operator (Beard Bros) to use roads under Council’s management for Road Train combinations carting commodity product (grain and fertiliser) at General Mass Limits. The routes which have been requested are as follows: • Holman Road, Lock• Pascoe road, Lock• Terre dam Road Lock• Buzacott Road, Lock• Argent Road, Lock• Hundred Line, from Birdseye Highway to Hetzel Road, Lock• Hetzel Road, Lock

Under the Department’s (DTEI) Route Assessment process, prior to the applicant engaging and paying for an Authorised Assessor to conduct an assessment of the route, DTEI will seek approval from the road owners. It should be noted that if Council provides approval for the gazetting of these roads it will be subject to Council satisfactorily passing an assessment as a commodity freight route. As the above roads are under the care of the District Council of Elliston DTEI seek Council approval to gazette these roads as part of the Road Train Commodity network.

SUMMARY Council needs to approve or decline this request from The Department of Transport, Energy and Infrastructure to undertake a route assessment process on the requested Council roads.


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OFFICER RECOMMENDATION 1That Council approve the request from road operator Beard Bros to use roads under Council’s management for Road Train combinations carting commodity product (grain and fertiliser) at General Mass Limits. The routes which have been requested are as follows: • Holman Road, Lock• Pascoe road, Lock• Terre dam Road Lock• Buzacott Road, Lock• Argent Road, Lock• Hundred Line, from Birdseye Highway to Hetzel Road, Lock• Hetzel Road, Lock

OFFICER RECOMMENDATION 2That Council notify the Department for Transport, Energy and Infrastructure that it declines this request.


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12.6 THIRD QUARTER BUDGET REVIEW

File Ref: 7.11.4.4 Report Author: Rob Foster, Chief Executive Officer

Purpose To present the budget update to Council.

Background Section 9 of the Local Government (Financial Management) Regulations 2011 requires councils to prepare and consider the following Budget Review reports:

1. Prior to Report Number 2 and between the 30th September and 31st May:A report showing a revised forecast of its operating and capital investmentactivities for the relevant financial year compared with the budget in the format ofthe Uniform Presentation of Finances.

2. Between 30th November and 15th March:A report showing a revised forecast of each item shown in its budgeted financialstatements compared to budget in the format of the Model Financial Statements.This report is to also show revised forecasts for the following ratios compared tobudgets.• Operating surplus ratio• Net Financial Liabilities ratio• Asset sustainability ratio

3. Before the 31st May after Report Number 2: the same report as Number 14. Before December 31st of the following financial year a report showing the audited

financial results compared to budget in the format of the Model FinancialStatements and including comparison of the financial ratios.

Report This is Report Number 3 and is in the format of the Uniform Presentation of Finances. This report is a relatively simple high level financial report.

Staff have added the percentage of Actual to Budget to the report to give the reader a bit more information about the results.

It is important to note that Capital Expenditure is not even throughout the year and due to timing of contractual arrangements and weather conditions, is often completed in the last half of the financial year.

At the Council meeting on 18 March 2014 Council resolved to make some budgetary changes being: 1. Minute number 2014.31

Include a provision of $2,440 as income to match survey costs of the CWA building at Port Kenny.

2. Minute number 2014.39Amend the budget to provide funding of $7,250 for the work required at theElliston Men’s Shed.

There is a $4,810 net effect on the operational budget in relation to these changes.

There have been no other changes to this budget review report forecasts.


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It should have been noted that after all the budget review information had been prepared, a media release advised that the 2014/2015 first payment of FAGS grant of approximately $619,000, which we normally receive in advance in June each year, will not be received until next financial year. Once formal notification has been received, the fourth budget review will need to be adjusted by decreasing the FAGS grant income for the 2013/2014 financial year.

OFFICER RECOMMENDATION 1: That Council note the Budget Update as at 31st March 2014.

OFFICER RECOMMENDATION 2: That Council consider the 3rd Budget Review for 2013/14.


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13. Next MeetingThe next meeting of the District Council of Elliston will be held on Tuesday 17 June2014 at 9:30am in the Council Chamber.

14. Close of Meeting


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From: HitchyTo: Rob FosterSubject: notice of motionDate: Monday, 12 May 2014 9:06:54 AM

Hello Rob, I wish to give notice that at the next meeting of Council I will move the following motion “That questions without notice be recorded in the minutes of the Council meeting”.

Attachment 10.1.1 Ordinary Council Meeting Agenda - 20 May 2014

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mailto:[email protected]

mailto:[email protected]


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notice of meeting - district council of elliston draft annual business plan and budget for the...

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