agenda of the council meeting of the yarriambiack … · and the minister for roads to express our...

AGENDA OF ORDINARY MEETING OF YARRIAMBIACK SHIRE COUNCIL TO BE HELD ON WEDNESDAY 28 JUNE 2017 AT THE MUNICIPAL OFFICE 34 LYLE STREET WARRACKNABEAL AT 9:30AM

1 WELCOME

2 ACKNOWLEDGEMENT

Acknowledging Traditional Owners ‘I would like to acknowledge that this meeting is being held on the traditional lands of the Wotjobaluk, Jaadwa, Jadawadjali, Wergaia and Jupagulk people, and I pay respects to their Elders, both past and present”

3 PRAYER

Almighty God, without whom no Council can stand nor anything prosper we ask that you be present and guide us in our deliberations today. We pray that we will be fair in our judgements and wise in our actions and that decisions will be made with goodwill and a clear conscience for the betterment and welfare of the people of Yarriambiack Shire.

Amen

4 PRESENT

Crs G Massey, H Ballentine, T Hamilton, C Heintze, S Roberts, J Wise, Ray Campling (Chief Executive Officer), Bernie Naylor (Acting Director Infrastructure & Planning) and Bernardine Schilling (Executive Assistant)

5 APOLOGIES Cr K Zanker, James Magee

6 CONFIRMATION OF MINUTES

Ordinary Meeting of Council – 24 May 2017

YARRIAMBIACK SHIRE COUNCIL

COUNCIL MEETING AGENDA 28 JUNE 2017

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7 DECLARATION OF CONFLICT OF INTEREST

8 BUSINESS ARISING

8.1 Action List from last meeting

8.2 Ongoing and Pending Action List

9 PETITIONS

10 REPORTS Corporate Reports 10.1 Mayor’s Report 10.2 Councillor’s Reports 10.3 Chief Executive Officer – Activity Report 10.4 Director Infrastructure & Planning Report 10.5 Capital Works Program Report 10.6 Community Services Report 10.7 Infrastructure Services Report

11 REPORTS FOR DECISION 11.1 Finance Report 11.2 Revenue Report 11.3 Council Plan 2017/2021 11.4 Budget 2017/2018 11.5 Internal Audit Committee 11.6 Declaring the Rate and Differential Rate 2017/2018 11.7 Sponsorship Allocations Grants for 2017 11.8 2016 Amended Road Management Plan



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10.1 Mayor’s Report – Prepared by Graeme Massey 25 May Attended 150th Committee meeting 26 May Attended the North West Municipals Association AGM and

meeting in Warracknabeal 27 May Attended St Mary’s Warracknabeal celebration of their 5 Star

Resource Smart School Award 31 May Met with Artist, Rone at the Lascelles Hotel 01 June Attended 150th Committee meeting 02 June Attended Seasonal Conditions meeting in Horsham 08 June Attended 150th Committee meeting 09 June Attended 150th Civic Reception at the Yarriambiack Shire

Council. Acceptance of gift ‘painting’ from Ray Hinchcliff 10 June Attended several Warracknabeal 150 Celebration events on

Saturday – street parade, time capsule opening, plaque unveiling, Ailsa school sign unveiling and smoking ceremony

11 June Attended several Warracknabeal 150 Celebration events on

Sunday – Cemetery walk, Anzac Park activities and fireworks

13 June Attended the Wimmera Development Association meeting

Horsham 14 June Council Forum 14 June Conducted Citizenship Ceremony 19 June Attended the Brim Community Centre for the viewing of

Masterchef 22 June Attended the 150th Warracknabeal Committee debriefing 26 June Yarriambiack Tourism meeting at Patchewollock



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10.2 Councillor’s Reports

Cr H Ballentine

30 May

Met with Mildura Tourism to discuss tourism itineraries ( David Zacher)

07 June

Hosted Andrew Broad MP at Warracknabeal Council Chambers as Chair of Wimmera Mallee Tourism with representatives from Buloke, West Wimmera & Hindmarsh shires to discuss our situation and needs for funding

09 June Attended Opening of Warracknabeal 150th Celebrations 09 June

Discussions with Jane Osborne of Regional Development Victoria re project workers

13 June Met with Swan Hill Tourism ( Nathan & Jane) 14 June Attended Council forum 14 June Attended Citizenship Ceremony 18 - 21 June Attended ALGA Conference in Canberra 19 June Attended dinner as a guest of Andrew Broad at Parliament House 26 June Chaired Yarriambiack Tourism meeting at Patchewollock - AGM

Cr K Zanker

09 June

Attended the Warracknabeal 150th Civic Reception at the Yarriambiack Shire Council

10 June Attended the 150th Street Parade Celebrations 10 June Attended the Official Opening of the 150th Year Celebration Plaque 10 June

Attended the rising of the time capsule buried by former Shire President Cr Ron McIntyre

10 June Attended the Eagles Concert 11 June Attended the family fun day and fireworks at Anzac Park 14 June Attended Council Forum 22 June

Attended Rural Financial Counselling Services Project Board meeting, Governance Committee and Sunraysia Rural Counselling Service General meeting

26 June Attended WORDS meeting 26 June Attended Yarriambiack Shire Council Internal Audit Committee



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Cr T Hamilton

05 June

Attended, Rupanyup Consultative Committee meeting at Rupanyup

06 June

Attended the Wimmera Mallee Sustainability Alliance meeting in Horsham

09 June Attended Warracknabeal 150th Civic Reception at Warracknabeal 14 June Attended Council Forum 20 June Attended the Murtoa Progress meeting at Murtoa 21 June Attended E-Rup Meeting at Rupanup 21 June Attended the Murtoa Big Weekend meeting at Murtoa 28 June Council meeting

Cr C Heintze

27 May Attended St Mary's Resource Smart School Award presentation 28 May Attended Junior Golf Clinic at Minyip (also June 4, 18th and 25th) 05 June

Attended Minyip Primary School Golf program and the Rupanyup Consultative Committee

07 June Attended the Minyip Progress Association 09 June

Attended the Grampians Central West Waste and Resource Recovery Group meeting in Ballarat

10 June Attended Minyip Memorial Hall to discuss repairs 14 -15 June Attended GCWWRRC induction in Melbourne 16 June

Participated on the GWM Water Deliberative Panel in Horsham. Met with Andrea Stepney re Minyip Hall repairs needing grants

24 June Attended Minyip Memorial Hall Committee meeting.



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Cr J Wise

09 June Attended Civic Reception for Warracknabeal 150th Celebration 10 June Participated in 150th Celebration Street Parade 14 June Attended Council Forum 16 June Attended Library Board meeting in Horsham 19 June

Attended Wimmera Road Safety Committee meeting at Wheatlands Museum

26 June Attended Library staff meeting in Horsham 26 June Attended Internal Audit meeting

Cr S Roberts

31 May Attended the Hopetoun A&P Society Show meeting 07 June

Attended Sunraysia Highway Committee meeting and met with the Federal Member for Mallee, Andrew Broad MP

09 June

Attended the 150th Civic Reception at the Yarriambiack Shire Council at Warracknabeal

11 June Attended Warracknabeal 150th Years Celebration



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10.3 Chief Executive Officer, Activity Report – Prepared by Ray Campling

Attended Essential Services Commission Technical Engagement Work Group meeting

Attended Crime Prevention Reference Group meeting in Stawell

Attended North Western Municipalities Association meeting and AGM

Attended Youth Gaming Night at Warracknabeal Neighbourhood House

Attended WSMLLEN meeting in Horsham

Attended White Ribbon meeting in Horsham

Attended launch of the Lascelles Silo Art Trail with Mayor Massey, Gavin Blinman and Marianne Ferguson

Attended Wimmera Development Association (WDA) Audit and Review Committee meeting

Met with Kate Oliver, Maddocks in Melbourne

Met with David Brennan, CEO Wimmera Catchment Management Authority

Met with Anthony Schinck – Regional Development Victoria update

Met with Ralph Kenyon WDA – various matters

Attended Wimmera Regional CEO’s meeting in Horsham

Met with Geoff Lord – Federation University Program

Attended Wimmera Southern Mallee Regional Partnership meeting at Grains Innovation Park

Attended Wimmera Southern Mallee LLEN Finance Committee meeting

Attended Local Government Listen, Learn and Lead Gender Equity Program in Melbourne

Attended Career’s Expo meeting in Horsham

Met with Darren Chesterfield, Bendigo Bank – North West Municipals Association accounts

Attended various Warracknabeal 150th Anniversary celebrations including Civic Reception, Street Parade and Fireworks Display at Anzac Park

With Mayor attended WDA meeting in Horsham

Attended Council Internal Audit Committee meeting



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10.4 Director Infrastructure & Planning Report – Prepared by James Magee

Community Priority Projects for Vicroads Network 2016/2017 Vicroads have made significant progress within this program in the Yarriambiack Shire with a status report below:

Safety and drainage improvements at Murtoa, Glenorchy and Horsham Lubeck Road intersection (completed)

Removal of two redundant channel crossing structures just south of Murtoa on the Murtoa Glenorchy Road (removal completed with road reconstruction in next financial year)

Reconstruction of outer kerbing at the Minyip Roundabout and redesign and reconstruction of central portion with semi mountable annulus. Project formed part of streetscape project (completed)

Provision of guardrail to Two Mile Bridge on Henty Highway just south of Hopetoun where a fatality occurred in April last year(completed)

Drainage improvements on the Birchip Rainbow Road just east of rail line in Beulah (design commenced)

The Community Priority Projects initiative has been very well received and Council’s top 5 priorities have been funded in the first year. I recommend that Council write to the Premier and the Minister for Roads to express our appreciation and request that the program continue beyond June 2018.

Proposed Community Priority Projects for Vicroads Network 2017/2018 Vicroads have requested that Council forward a list of projects for consideration for the coming year. To date I have comprised the following:

Realignment of the Murtoa Glenorchy and Horsham Lubeck Road intersection

Application of a reseal through the curves of the Henty Highway at Goyura (323.1 - 325.2km)) The seal is quite slick in this area, the highway is deformed with rutting in the wheel tracks and holds water during and after rain due to lack of superelevation. There is a massive risk of aquaplaning in this section

Safety improvements including realignment of Warracknabeal Birchip Road and Warracknabeal Watchem Rd intersection

Safety improvements including realignment of Warracknabeal Rainbow Road and Jeparit Warracknabeal intersection

Tree canopy clearance and seal widening on curves of Hopetoun Walpeup Road

Widening of narrow sections of Murtoa Glenorchy Road

Safety improvements at the Rainbow Road Bridge, Warracknabeal

Removal of old disused footway and widening of trafficable portion of Borung Highway Bridge over the Yarriambiack Creek at Warracknabeal

Safety improvements including realignment of intersection of Stawell Warracknabeal Road and Boolite Sheep Hills Road

Additional projects are sought and Council will need to prioritise them prior to submission to Vicroads by 30 June 2017.



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Natural Disaster Financial Assistance (Storm Recovery) Cleanup works is well advanced for the recent windstorm in the Hopetoun to Yaapeet area. Considerable amounts of trees were brought down across roads and streets. The cost of the rectification is estimated to be $100,000.

Flood Restoration Works have commenced in the north and south of the Shire. Sealed roads are well advanced while earth and gravel works are continuing.

Environment – Prepared by Geoff Harvey

Helped prepare for and attend Yarrilinks tree planting weekend

Ordered trees for Warracknabeal streets

Arranged contractors for roadside trimming

Had discussion with Buloke Shire re dead birds in town

Inspected Hopetoun Depot trees

Held talks with Mallee Landcare re rabbit ripping

Attended Wimmera Mallee Sustainability Alliance meeting in Horsham

Organised contractors for roadside rabbit ripping

Organised contractors to spray weeds on roadside

Held talks with Co2 Australia re 20 Million Trees program aimed at improving habitat for regent parrot

Responded to resident complaints/requests



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Risk & Safety Report to Council Health & Safety Audits are nearing completion on all Kindergarten and Playgroup

centres. A final report will identify key health & safety risks and actions to address those risks

An Evacuation Plan is being developed for Gateway Beet in Hopetoun. The Evacuation Plan will align with the requirements set by the Department of Justice

A Risk Assessment is currently being conducted on Woomelang’s Historic Woolshed. Health & Safety risks will be identified prior to voluntary work starting on the building to restore the historic site

Health & Safety risk assessment have been conducted on both the Lascelles and Rosebery Graincorp silos prior to the artist commencing work. The risk assessment identified high risks applicable to such a project and actions by council and the artist to minimise the risk on site

Following an Internal Audit of Councils Business Continuity Plan recently developed by Jardine Lloyd Thompson P/L (JLT), JLT have offered to work with each staff member responsible for a critical function to further develop and improve the plan. Interviews between Council staff and JLT will commence in mid July

A Dealing with Difficult People course was attended by both key Council staff and Councillors who deal with difficult people in the course of their employment. The course assisted staff and Councillors to identify the behaviours and actions of difficult people and identified council procedures to address such issues

Investigating and addressing numerous incidents and recording the information on Councils Risk Register

Assisted in developing risk assessment for the Community Engagement Officer for numerous youth events and projects

Health & Safety Reps have been appointed for the areas of Corporate Services and Community Development. A Health & Safety manual has been developed to assist Reps in understanding their Health & Safety role. Training has been planned for all new Reps to attend a five day training course in Horsham combining Horsham, Hindmarsh and West Wimmera Councils at the one training session



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Building Activity Report – Prepared by Kathy Edwards

Planning Permit Activity Report for May 2017 (Tabled) – Prepared by David Young

Municipal District:

Council

register

Number

Name of

Relevant

Building

Surveyor

Type of permt,

temporary

approval or

amendement

Permit,

temporary

approval or

amendment

number*

Application

Date

Permit,

temporary

approval or

amendment

date*

Building Address

Description of

Building work or

Use of Building

Cost of

Building

Work*

BP11-17 W.Wilkie Building 1164/2017/11/0 22/02/2017 11/05/2017 18 Arnold St Warracknabeal Pergola $8,500

BP08-17 W.Wilkie Building 1164/2017/08/0 02/02/2017 04/05/2017 68 Anderson St Warracknabeal Dwelling $250,000

BP32-17 W.Wilkie Building 1164/2017/32/0 27/04/2017 04/05/2017 33 Church St Woomelang Storage Shed $15,990

BP35-17 W.Wilkie Building 1164/2017/35/0 09/05/2017 11/05/2017 1730 Sheephills Road Bangerang Restumping $25,244

BP30-17 W.Wilkie Building 1164/2017/30/0 24/04/2017 11/05/2017 5 Werrigar St Warracknabeal Shade Sails $26,258

BP12-17 W.Wilkie Building 1164/2017/12/0 06/03/2017 25/05/2017 20 Strachan St Hopetoun Storage Shed $52,415

BP18-17 W.Wilkie Building 1164/2017/18/0 16/03/2017 04/05/2017 192 Koschitzke Rd North W'Beal Machinery Shed $155,029

BP27-17 W.Wilkie Building 1164/2017/27/0 03/04/2017 22/05/2017 519 Johns Rd Warracknabeal Storage Shed $198,407

Total $731,843

Name of Council Officer supplying this register: Kathy Edwards


COUNCIL REPORTYarriambiack Shire Council Month of May 2017



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10.5 Capital Works Program 2016/2017 – Prepared by Chris Lehmann

Roads & Streets

Urban Streets

Project %

Completed Start Date

Completion Date

Comments

Breen Street (Lakeside)

Murtoa 100%

June 2017

June 2017

Hot Mix

Devereux Street Warracknabeal

100% April

2017 April

2017 Hot Mix

Golf Links Road Hopetoun

100% June 2017

June 2017

Hot Mix

Lascelles Street Beulah

100% April 2017

April 2017

Hot Mix

Market Street Minyip

100% June 2017

June 2017

Rural Roads

Antwerp Road R2R

100% October

2016 January

2017

Reconstruct seal width 4 metres

length 980 metres

Blue Ribbon Road R2R

100% April 2017

May 2017


length 965 metres

Burrum North Road R2R

70% May 2017

June 2017


length 1 km

Dimboola Minyip Road

(YSC & HRCC) 100%

March 2017

April 2017

HRCC to complete work

Construct, Widen & Seal to 6.6 metres

length 1.2 kms



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Rural Roads (continued)

Project %


Completion Date

Comments

Donald Laen Road

(YSC & BSC) 100%

January 2017

April 2017

Reconstruct seal to 6.6 metres

length 190 metres

Glenorchy Road (YSC & NGSC)

100% January

2017 February

2017

NGSC to complete work

Construct & Seal width 4 metres length 1.3 kms

(south of Warranooke Rd)

Hopetoun Aerodrome Road

R2R 100%

January 2017

January 2017

Widen & Seal 2 metres either side

length 900 metres

Lah West Road R2R

100% February

2017 March 2017

Reconstruct & Stabilise seal

width 4 metres length 1.3 kms

Longerenong Road R2R

100% January

2017 April 2017


length 2.2 kms

Patchewollock Tempy Road

R2R 100%

March 2017

April 2017

Construct 6.6 metre seal length 1.25 kms

(end of seal heading west)

Sea Lake Lascelles Road

R2R 100%

September 2016

October 2016


length 1.1 kms

Sheep Hills Bangerang Road

R2R 100%

October 2016

December 2016

Construct 4 metre seal length 1.4 kms

(end of seal heading north)



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Gravel Shoulders

Project %


Completion Date

Comments

Ashens Jackson Road 2R2

50% April 2017

May 2017

2 metres wide length 2.6 kms

Sandstone

Banyena Pimpinio Road 2R2

100% March 2017

April 2017


Sandstone

Centre Hill Road R2R

100% July 2016

July 2016


Limestone

Two Mile Road R2R

100% June 2017

June 2017

4 metres wide length 450 metres

Limestone

Gravel Re-Sheets

Project %


Completion Date

Comments

3LK Road 100% August 2016

September 2016


Great Western Gravel

A Matthews Road 100% February

2017 February

2017

4 metres wide length 920 metres Drums Sandstone

Appledores Road 100% October

2016 October

2016


Hewitts Sandstone

Batchica West Road

100% December

2016 December

2016


Murphys Sandstone

Binders Road 100% July 2016

July 2016


Alldays-Andersons Limestone

Boundary Road 2 100% April 2017

April 2017


Hofmaiers Limestone

Brennans Road 100% September

2016 October

2016

4 metres wide Length 2.1 kms

Murphys Sandstone



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Gravel Re-Sheets (continued)

Project %


Completion Date

Comments

Burroin Road 100% October

2016 October

2016


Hallams Limestone

Cannum Five Chain Road

100% August 2016

September 2016


Hewitts Sandstone

Cousins Road 100% February

2017 February

2017



Daveys Road 100% June 2017

June 2017

4.5 metres wide length 870 metres Drums Sandstone

Dyers Estate Road

100% February

2017 February

2017



Loats Road 100% April 2017

April 2017

McKenzies Pit

Gaalanungah North Road

100% July 2016

July 2016


Websters Limestone

Gama South Road

100% October

2016 October

2016

4 metres wide length 670 metres Hallams or Alldays

Limestone

Geodetic Road 100% May 2017

June 2017


Murphys Limestone

Goyura East School Bus Route

100% March 2017

April 2017


Hofmaiers Limestone

Healeys Road 100% October

2016 October

2016


Websters Limestone

Laen School Road 100% November

2016 November

2016


Reeves-McLeans Gravel

Lah Angle Road 100% April 2017

April 2017

4 metres wide length 1 km

Hewitts Sandstone

Lallat School Road

100% February

2017 February

2017

4 metres wide length 580 metres Drums Sandstone



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Project %


Completion Date

Comments

Lawler Road 100% January

2017 January

2017



Leith Road 100% January

2017 January

2017


Drums Sandstone

Liersch Road 100% October

2016 October

2016



Longerenong Warracknabeal

Road 100%

June 2017

June 2017


Drums Sandstone

Mellis Road 100% October

2016 October

2016



Morgans Road 100% February

2017 February

2017



Myall Road 100% October

2016 October

2016


Alldays-Andersons Limestone

Nyallo Road 100% March 2017

March 2017

4.3 metres wide length 660 metres Hallams Limestone

Old Walpeup Road

100% April 2017

April 2017


Moles Limestone

Ruwoldts Road 100% January

2017 January

2017


Drums Sandstone

Sullivans Road 100% April 2017

April 2017


Burns Limestone

Two Mile Road 100% July 2016

July 2016


Navvy Dam or Hallams Limestone

Waller Road 100% May 2017

May 2017


McKenzies/Chapmans Gravel

Yaapeet North Road

100% July 2016

July 2016

6 metres wide length 3 kms

Websters Limestone



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Project %


Completion Date

Comments

Zerbsts Road 100% May 2017

May 2017


McKenzies/Chapmans Gravel

Footpaths

Project %


Completion Date

Comments

Anderson Street Warracknabeal

100% June 2017

June 2017

Construct New Concrete Path – width 1.5 m, length 139 m east heading south Side from Woolcock Street

to Square Pavers

Campbell Street Warracknabeal

100% March 2017

April 2017

Construct Ramp – width 1.2 m, length 5 m – west Side Start of Concrete to

Lyle Street

Craig Avenue Warracknabeal

100% March 2017

March 2017

Construct New Concrete Path – width 1.5 m, length

134 m west Side Elizabeth Street to Gould

Street

Cromie Street Rupanyup

100% February

2017 February

2017

Upgrade of Path – width 1.5 m, length 225 m – east

Side Wemyss Street to end of Crushed Rock

Lascelles Street Hopetoun

100% March 2017

March 2017

Construct New Concrete Path east Side Strachan Street heading South(113

x 1.5)

Marma Street Murtoa

100% May 2017

June 2017

Construct New Quarry Dust Path south side Lake

Street to Duncan Street (99 x 1.5 )



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Footpaths (continued)

Project %


Completion Date

Comments Works part of contract

Molyneaux Street Warracknabeal

100% March 2017

April 2017

Construct New Crushed Rock Path on west side

between Arnold & Milbourne streets (100 x

1.5) (end of pavers at Anzac Park gates)

Wood Street Warracknabeal

100% March 2017

March 2017

Re-construct Sections on north side between

Hudgson & Andersons streets ( 50 x 1.2)

Woolcock Street Warracknabeal

100% June 2017

June 2017

South side heading east to Thomas street(45 metre x

1.2)

Kerb & Channel

Project %


Completion Date

Comments

Gladstone Street Beulah

100% April 2017

April 2017

South side heading west from Phillips street

51 metres

Swann Street Brim

100% June 2017

June 2017

South side of road

Toole Street Hopetoun

100% May 2017

May 2017

West side heading north from Austin street

36 metres

Wimmera Street Minyip

100% October

2016 October

2016 Renew Kerbing

Length 195 metres



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Bridges & Culverts and Drainage

Project %


Completion Date

Comments

Banyena Pimpinio Road

100% March 2017

March 2017

Culvert Renewal – Dunmunkle Creek

Cross Over Contractors

Arnold Street Warracknabeal

100% August 2016

September 2016

Drainage - Install Culverts

McIntyre Street Warracknabeal

100% August 2016

October 2016

Drainage - Install Culverts

Lloyd / Munro Streets Murtoa

50% May 2017

Drainage – Install New

System

Footpath repairs Warracknabeal/Hopetoun/Lascelles

Stabilisation Works finished (Fulton Hogan)

Storm damage Yaapeet area (contractor/shire staff)

flood works southern area

Warracknabeal 150th traffic control / town clean up / mowing etc

Cross-overs in Warracknabeal

Inspections and mowing of aerodromes

Spraying / drains / footpaths / lanes in townships



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10.6 Community Services Report – Prepared by Gavin Blinman

Kindergartens The recent assessment and rating review at Warracknabeal under the National Quality framework results have been received. While we met the standard in most areas several areas are rated as ’not met’ this will now be looked at by staff and myself to respond to the DET. The areas of concern will be addressed and I have asked our senior teachers to assist our new staff with the NQF issues.

Environmental Health / Local Laws – Prepared by Tim Rose, Craig Byron Food premises inspection compliance remains high, with inspections generally being undertaken in the North. Overall, proprietor levels of cooperation have also been good. One transfer inspection has also been requested and conducted for a premises in Warracknabeal. Council’s application to be exempt from producing a stand alone public health and well being plan has been accepted, subject to some minor changes to the draft approved by Council. These changes will be made and the amended copy to be presented to Council for final adoption. Council’s Mosquito Program is now completed as at 30 June 2017. As advised previously preparations have been made to allow short-term resources to mitigate potential risks, should mosquito numbers rise in the near future. Since the announcement of the funding, Council has spent $25,020.12 on mosquito related resources. This includes monitoring equipment, growth inhibitors, media releases and publications, staff time and travel. Following the announcement by the Minister of Health, Council will be delivering a free school based vaccination program for Meningococcal W to 15 – 19 year olds during term 2 of 2017. Council will liaise with all secondary schools in coming weeks and determine a suitable date to administer the vaccine to eligible children. Eight dogs impounded (two impoundments were for the same dog); owners were located and animals were released after pound fees were paid; four of these dogs were unregistered. Two dogs are currently in the pound whilst investigations are ongoing. Seven Kittens and one adult cat have been surrendered; all of these have been rehoused by Maryanne Conduit. Several barking dog complaints attended to and investigated. Two reports of sheep being mauled to death by stray dogs in the Dumbuoy Road area, no actual sighting of dogs, therefore, no action could be taken against dog owners. Council have recently received other reports of dog attacks on sheep, passed on by the police in the Beulah and Sheep Hills area. Have been following up on unpaid Animal Registration Renewals; Since the 30 April cut off date for registrations, council have received $2,000 in late payments for May and $655 to date in June. Ongoing Property Notices have been issued after following up complaints from neighbours etc.



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Aged and Disability – Prepared by Lisa Dunkley

Commonwealth Home Support Programme (CHSP) and VICHACCPYP Our community support workers had the opportunity of working with Chris Frazer, Facilitator, Alzheimer’s Australia. This course is designed to provide carers with an introduction in adapting the home into a dementia –friendly environment based on proven design principles. On completion of the session our support workers had ideas for ways to adapt the home for a person living with dementia and physical and sensory changes that can be made to enable independence for a person living with dementia. All community care workers have completed there medication updates and first aid, which is done yearly. Council will be participating with three other Shires to hold a xmas in July to be held at the cycling club rooms Horsham. This will be invites only to clients who attend Memory Lane cafes and Memory strategies group across the Shires. Buses will leave Hopetoun and Minyip to transport clients to Horsham on the day.

Assessment Officer Report (April 2017) – Prepared by Bronwen Clayton New referrals received for home assessments - 12

From My Aged Care (over 65): 11

clients under 65: 1

Home assessments completed: 9 (dependent on client and assessor availability for

appointment). Difficult to capture time spent by Assessors following up issues for

clients and service providers ‘outside of’ direct assessment. Separation of RAS and

CHSP continues to be a work in progress – specific RAS paperwork for clients to be

implemented when available (generic forms to be made YSC specific)

Staff attended training ‘Dealing with difficult people’

Staff completed ‘Medication Updates’ with CHSP Community Support Workers

across the Shire

Bronwen attended RAS forum 16/5/17 in Geelong with Jenny Taylor RAS WHCG – it was a

positive forum, facilitated by Nous group to gain feedback from RAS assessors. Discussed

issues from rural and metropolitan perspective and we found that many of the strengths and

challenges we are facing are similar. We were able to contribute to how the Victorian RAS

are transitioning to the MAC system, highlighting the strengths and outlining the challenges.

Additionally, acknowledging that it is vital to maintain the partnership between RAS and

CHSP. The Nous Group made comment that “RAS assessment is the most silent part of

MAC and often overlooked by organisations”.

Bronwen attended MAV/RAS meeting in Ararat 30/5/17 to discuss future options /viability for

council’s involvement in RAS post 2019. Bronwen discussed importance of keeping RAS in

our community with face to face assessments. Agreed, that Councils attending would like

MAV to explore “How do we stay in”. Manager of Community Services and Development to

contact Jocelyn Fuller, to follow up re Yarriambiack Shire Council involvement. Victorian RAS

are taking longer to do assessments than Commonwealth.



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Volunteer Meals and Transport – Prepared by Libby Wright Transport

For the month of May 2017 the Shire completed ten drives and had four cancellations. This month elderly were mainly accessing services in Horsham, and there were two to Ballarat. The table below is a comparison over the last two years.

Meals on Wheels

8 – 12 May was National Volunteer Week. On Tuesday, 9 May we held our Volunteer BBQ and training day at Neighbourhood House. This was in conjunction with the Neighbourhood House and the Centre for Participation. Fifteen volunteers attended the day and enjoyed a BBQ lunch and cuppa afterwards. Mayor Graeme Massey attended and spoke on behalf of the shire to thank the volunteers.

Maternal and Child Health (MCH) – Prepared by Nanette Freckleton and Michelle Schilling To the 31st of May:

Total Birth notifications 58

First time mothers 22 Total new enrolments 78

May – new babies

Warracknabeal x3

Murtoa x2

Rupanyup x2 Minyip x1

Both Nurses attended the 100 years of MCH Conference in Victoria, gained new information and networked with peers from across the state.

Youth Report – Prepared by Murray McKenzie

Meeting of Yarriambiack Youth Action Council on Wednesday, 17 May and 14 June

Updates given on Grant progress for AMP and youth shed grants

New grants submitted for Aussie Farmers Fund with partner Warracknabeal Neighbourhood House - looking at getting youth into local farming workshops (grant worth $25K)

Gaming Nights commenced at Warracknabeal 26 May with CEO Ray Campling in Attendance. Bus to Murtoa on Friday, 6 June 2017

Youth Summit and Battle of the Bands planning is well under way, posters out for Youth Summit with excellent line up of speakers. RUNK a young Warrnambool Band to play at both Summit and Battle of the Bands.

Youth Scoot Comp on Wednesday nights is going very well, expect around 12 there every Wednesday during June, free entry with the Werrigar sponsoring major prize of $10 food voucher

May 2017 10 drives, 4 cancellations

May 2016 11 drives, no cancellations

May 2017 754 Meals

May 2016 1073 Meals



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SHARE Program ‘Sustainable Healthy Adaptable Resilient Engaged’ – Prepared by Marianne Ferguson

Grants Database The Yarriambiack Grants Email Database is providing regular updates of current and upcoming funding opportunities. Community group representatives are encouraged to subscribe to the database.

Hopetoun Austin Street Streetscape Enhancement Plan Jenny Donovan from Inclusive Design has finalised the Streetscape Plan for Austin Street (fountain to Lake Lascelles). The aim of the project is to develop a plan that can detail items like tree plantings and footpath upgrades. The plan will assist the Hopetoun community to secure future funding to bring the project to life. The plan is available for viewing at Gateway BEET in Hopetoun and on the Yarriambiack Shire Council website.

Silo Art Trail Renowned street artist Rone has begun painting the Lascelles Silos. Silo Art Trail signage has been installed in Rupanyup and Lascelles. The Silo Art Trail Facebook Page currently has approximately 12,000 ‘Likes’.

Wimmera Mallee Tourism Wimmera Mallee Tourism is currently preparing to attend the upcoming Melbourne National 4x4 Outdoors Show, Fishing & Boating Expo from August 19 to 21, 2017. The Caravan & Camping Guide has been reprinted. The 4X4 brochure is currently under review. Woomelang Shopping Precinct Upgrade

The Woomelang Shopping Precinct Upgrade is almost complete. The Grand Opening of the precinct will take place on Friday July 28 at 11am. The site name will be unveiled during the opening.

Yarriambiack Tourism At the time of this report, the Yarriambiack Tourism Annual Meeting will be held on Monday June 26 at the Patchewollock Hotel. The Yarriambiack Tourism Facebook Page currently has 2095 ‘Likes’. The Brim and Patchewollock brochures have been reprinted. The Yarriambiack Touring Guide is also currently being reprinted.



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Community Projects Report – Prepared by Andrea Stepney

Country Football and Netball Program 2015/2016 The Anzac Park Female Facilities project is completed with the official opening planned for 22/7/2017

Community Sports Infrastructure Fund 2017/2018 – Minor Facilities The Warracknabeal Golf Club Irrigation Project is now preparing to go to Tender. Commencement is on target for September 2017.

Sustainable Water Fund – Community Sport & Recreation Program

Anzac Park – Potable Water Project is nearing commencement with completion on target for December 2017. Rupanyup Bowls Club – Synthetic Green Project is on target for completion by 23rd June 2017.

Drought Communities Program

Sheep Hills Hall Facilities Upgrade is nearing commencement with completion on target for early November 2017.



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A summary of all projects including pipeline

Project Description Status Stage Percentage complete

Anzac Park Female Facilities Project

Construction of new female change room facilities

Construction completed. Official opening 22/7/17

Construction

100

Rupanyup Bowls Club Synthetic Green Project

Install a synthetic surface at the Rupanyup Bowling Club

Sustainable Water Fund grant of $140,000 for a total project cost of $154,000.Completion expected by 23 June 2017.

Construction

75

Anzac Park Potable Water Project

An additional non-potable water supply for irrigation of Anzac Park sports oval.

Final designs imminent. Completion of project expected by December 2017. Sustainable Water Fund grant of $59,000 for a total project cost of $85,800.

Initiation

90

Sheep Hills Hall

Structural works, kitchen upgrade, disabled toilet, painting, water tank, air conditioning and electrical upgrade

The value of the project is $64,632. Finalising contractors schedules. The project will be finished by early November 2017.

Initiation

75

W/Beal Golf Club Irrigation Project

Fairways Irrigation

Agreements now in place for DCP & SRV with total funding value of $298K. Developing contractor schedule

Initiation

50

Hopetoun Memorial Hall Refurbishment Project

Internal & external paint, full window refurbishment

Awaiting amended quote from painting contractor. DCP application finalised for submission.

Quoting

90

W/Beal Aerodrome Transfer Station Upgrade Project

Major Refurbishment

RFQ process completed 26/5/17. Two submissions received with both well over budget. Specs to be revised and re-quoted by 23/6/17.

Quoting

75

Tempy Hall Stabilisation Project

Refurb of toilets, external wall stabilisation & roof/gutter/flashing works

Commencing Request for Quote (RFQ) process on 16/6/17 with submission closing 7/7/2017.

Quoting

75

Woomelang Hall Kitchen & Drainage Project

Kitchen Upgrade and drainage works

Scope meeting held. Awaiting final scope details from Committee.

Scoping

25

W’Beal Town Hall Upgrade Project

Major Refurbishment

Project Plan and full scope completed. Further funding still to be sourced for full project. Total estimated Project cost $440k.

Scoping

75



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Project Description Status Stage Percentage complete

W’Beal Saleyards Upgrade Project

Major Refurbishment

Project Plan in development.

Development

10

Pipeline

%

Hopetoun Bowls Club Synthetic Green 2 Project

Second Synthetic Surface

Potential for future SRV funding who have request a Schedule of Use to support second synthetic green. Project Plan in development.

Development

25

Beulah Netball Club Lighting Project

Light installations for two courts

Club is putting together quote and schematics. Project Plan and draft application being consolidated.

Development

25

Assistance Only

%

Sheep Hills Hall Appliances Upgrade

New fridge and pie warmer

Assisted with application to Foundation for Regional & Rural Renewal 31/3/2017. Awaiting outcome. Grant value requested $1858

W’Beal Croquet Club

Resurface green

Club have asked for assistance with sourcing a grant to repair the green. Need around $2500.

Rupanyup Junior Football

Helmets for junior players

Club has asked for assistance in finding a suitable grant. Suggested potential for YSC financial assistance grants and SRV has Sporting Club Grants up to $1k but not out until next year now. Asked them to get a quote to base grant on.

Minyip Memorial Hall & Emma's Café

Structural problems, windows are decaying - dry rot. Emma's Café has termite damage

Appointment to inspect both buildings. Recommended they get quotes. Possible grants through Restoring Community War Memorials and Avenues of Honour and/or Living Heritage Grant. Will continue to source a grant for Emma's Café

Hopetoun Courier Office

Repair to brick wall - deteriorating mortar & bricks

Have asked for assistance with finding a grant for $1,500



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10.7 Infrastructure Services Report – Prepared by Bernie Naylor

Murtoa Swimming Pool Change room Upgrade Council has now completed and submitted the application through the Community Sports Infrastructure fund in the 2018/2019 program for $200,000 to upgrade the Murtoa Swimming Pool Change rooms. The upgrade to the Swimming Pool change rooms which will also provide facilities for the Murtoa Tennis and Angling Clubs. The project has been raised by the Murtoa Progress Association as a priority project for the Murtoa Community. It is listed in Council's Community action Plan that co-ordinates the communities efforts to develop services, infrastructure and resources for their communities. The following Stakeholders have provided Council with letters of support for this project.

Murtoa Swimming Pool Murtoa Progress Association Murtoa Primary School Murtoa Secondary College Murtoa Tennis Club Murtoa Angling Club Sport and Recreation Victoria

It is anticipated the project will cost around $350k. Through the funding program a maximum grant of $200k is available with the balance of the project being funded through the $80k Drought Funding allocation, community funding of $50k and a Council allocation.

Lease – Former Rupanyup Works Depot The lease with Emmett Motors on the former Council works depot located at 18 Cromie Street, Rupanyup has expired. Council has now written to Emmett Motors regarding a new lease, which they have now indicated they would like to take up for a further three years. Council’s solicitors are now preparing the new lease agreement for this site.

Free Green Waste Day

Council has once again conducted our annual Free Green Waste disposal days. The program conducted over the period from 30 May 2017 to 4 June, 2017 at the Transfer Stations during normal hours of operation was extremely successful with nearly 200 loads disposed of at the Warracknabeal site.

Council will conduct another free green waste day in October, 2017 in conjunction with fire awareness week.



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Hopetoun Industrial Estate Council has engaged North West Real Estate to assist with the sale of the remaining three (3) industrial blocks at the Hopetoun Industrial Estate. Signage on the land will be displayed advising of the blocks that are for sale, as well as online media.

Supply of Electricity for Small Tariff Sites – Contract MAV EC8317-2017 Trans Tasman Energy Group for the MAV and member Councils, tendered for the Supply of Electricity for Small Tariff Sites, less than 160MWh p.a. for the period 1 July 2017 to 30 June 2020. Tenders were advertised in the Herald Sun on Wednesday, 17 May 2017 and closed on the 25 May 2017. Three tenders were received with the MAV evaluating those tenders received and making a recommendation that the tender from Origin Energy be accepted. Council has accepted this tender as per the MAV’s recommendation. The tender will provide council with a 40% discount on power usage at small tariff sites which offered great value to all participants.



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Asset Engineer – Prepared by Michael Evans

Assets

Continuing with the Road Management Plan review process

Continue to develop Councils Capital Works Program (CWP)

Started to develop the GIS mapping of the 2017-18 Capital Works program to be implemented into Pozi for public viewing

Assisted in the installation of the new asset software called Asset Finda onto Councils system and assist with the iPad application to be implemented. Council officers are to receive training on 10 July

Attended a software presentation on a system for Planning & Building departments

OH&S and Risk Management

Assisted in the set up and installation of security cameras

Organised a webinar hookup for a Local Government cyber risks information session by CHUBB, for management and the IT officer in the Council chambers

Emergency Management Continued to assist council officers with inputting flood damage into Crisisworks to be able to produce a detailed report for Council’s Flood claim Attend the Iris exercise in Melbourne based on the activation of the State Emergency Animal Welfare Plan. As Council has had its plan reviewed through the shared emergency management group and developed a new draft based on the state plan, it was great to see if the draft plan aligned with the state plan. The outcomes produced the need for some minor changes to the Councils Animal Welfare plan but overall the work completed meets all requirements. Another great outcome contributed to the work achieved through shared Wimmera Emergency Management group. Preparation for the Municipal Emergency Management Plan audit to be conducted on the 20 June by the SES.

OH&S Officer – Prepared by Bob Taylor

Audits – I have done safety audits on two council contractors Wilmore’s and Fulton

Hogan. In the audit I check all the paperwork, signage, operators licences and the

plant

Inspections – I have done inspections on all our roadwork’s. In the inspections I check

that the signage is the same as I have got on the traffic management plan, check that

the plant checklists have been filled in by the operators, check that staff have got all

tickets with them at all times, check the SWMS and the JSAs have been filled in

properly, check first aid kits and fire extinguishers are up to date

Ongoing – Traffic management plans, Dial Before You Dig, Security Cameras and

Audits are all ongoing jobs every month



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Design Engineer – Prepared by Joel Turner

Footpath works to be completed this week, currently on Anderson Street

Kerbing works completed

Burrum North Road rehabilitation is nearing completion

Technical Officer – Prepared by Nathan McLean Currently I am in the process of rolling out a review of the Yarriambiack Shire Council Footpath Hierarchy. The review will apply to all footpaths to which the Footpath Hierarchy applies. The Footpath Hierarchy is an essential tool in the management of all footpaths for which Council has responsibility. The hierarchy will determine a footprint of standards for the footpaths and will assist Council and its officers to plan for new, upgrade, renewal works and maintenance regimes, allowing Council to direct its limited footpath funding to where it will achieve best value. A copy of Council’s current Footpath Hierarchy is available at the Yarriambiack Shire Offices in Warracknabeal and/or Gateway BEET in Hopetoun or accessed online by viewing Council’s website www.yarriambiack.vic.gov.au/roads/. Following this link https://who.qualtrics.com/jfe/form/SV_a46j229FoHiT3gx will provide a survey to complete to assist Council during this process. Written submissions and completed surveys on the proposed review will be received until Friday 25th August 2017. Submissions should be addressed to Mr Ray Campling, Chief Executive Officer, Yarriambiack Shire Council, PO Box 243, Warracknabeal, Vic. 3393. Alternatively, Council’s Technical Officer, Nathan McLean will be available for community consultation and engagement as follows:-

Town Date Time Location

Warracknabeal 27/06/2017 9:00am – 2:00pm Post Office

Woomelang 28/06/2017 9:30am – 11:00am General Store

Hopetoun 28/06/2017 Midday – 4:00pm Gateway BEET

Beulah 29/06/2017 10:00am – 11:30am Business Centre

Brim 29/06/2017 1:00pm – 2:30pm Post Office

Rupanyup 05/07/2017 10:00am – Midday Post Office

Minyip 05/07/2017 1:00pm – 3:00pm Post Office

Murtoa 06/07/2017 10:00am – 2:00pm Post Office

http://www.yarriambiack.vic.gov.au/roads/

https://who.qualtrics.com/jfe/form/SV_a46j229FoHiT3gx



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Technical Officer – Tony Brennan

Carried out Aerodrome inspections twice weekly for the month of June Warracknabeal Town Hall heating upgrade/repairs have been completed and from all

reports is working very well Attended the Wimmera Mallee Branch of the Municipal Works Operations Association

combined General Meeting and AGM in Horsham Processed as required Dial Before You Dig enquiries (76) for May …June currently

(70) Organised for both test and tag units to be sent away for calibration Approved as required National Heavy Vehicle Route applications for consent to

operate within the Shire Advertised for temporary caretaker at Murtoa Caravan Park due to illness of Keith

Connor Attended Greenlight Software presentation for the Building/Planning Departments

Warracknabeal Regional Livestock Exchange

Due to illness Dave Moore is on leave and George Marshall has kindly agreed to fill in until Dave is well enough to return

Daily inspections required of canteen and office to check for mice which thankfully are

now under control

Sale held May 24th Total Sold = 8,100 Head Sale held June 7th Total Sold = 8,694 Head

Caravan Park Occupancy May 2017

State

Warracknabeal

Hopetoun

Murtoa

VIC 185 0 113

NSW 23 0 32

WA 0 0 8

QLD 9 0 45 SA 13 0 10

NT 4 0 0

ACT 1 0 1

TAS 5 0 0

International 0 0 0

Permanents (8 x 8) = 64 (9 x 11) = 99

(10 x 12) = 120 (31 x 0) = 0

(31 x 0) = 31

Monthly Occupancy

523 *65

*Receipts based 209



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11 REPORTS FOR DECISION

11.1 Finance Report – Prepared by Anita McFarlane Recommendation The Finance Report as at May 2017 be received.

11.2 Revenue Report – Prepared by Chantelle Pitt

Recommendation The Revenue Report as at June 2017 be received



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11.3 Council Plan 2017/2021 – Prepared by Anita McFarlane The 2017/2021 Council Plan is tabled. Following the Council elections in late 2016, the new Council met on a number of occasions to develop a Council Plan, and to establish new goals, outcomes and key priorities for the next four years of Council. Council at its meeting on Wednesday, 24 May 2017 resolved to endorse the draft Council Plan and issued a public notice inviting written submissions in accordance with section 223 and 125(3) of the Local Government Act (1989). Under Section 126(3) of the Local Government Act (1989), Council must adopt the Council Plan by 30 June each year.

Recommendation That Council adopt the Council Plan 2017-2021, in accordance with section 125(8) of the Local Government Act (1989), and advise the Minister accordingly.



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11.4 Budget 2017/2018 – Prepared by Anita McFarlane The 2017/2018 Budget is tabled. At the Council Meeting held on Wednesday, 24 th May 2017 Council resolved to advertise (Section 127 Local Government Act 1989) that the 2017/2018 Budget had been prepared. The 2017/2018 Budget has been advertised accordingly. No submissions were received.

Recommendation

That the 2017/2018 Budget as tabled be adopted.



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11.5 Internal Audit Committee – prepared by Anita McFarlane

Meetings of Council’s Internal Audit Committee were held on Tuesday, 13 th September 2016 and Monday, 19th December 2016. Recommendation

That the Minutes of the Internal Audit Committee held on Tuesday, 13 th September 2016 and Monday, 19th December 2016, as attached are ratified.



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11.6 Declaring the Rate and Differential Rate 2017/2018 – Prepared by Chantelle

Pitt

Amount Intended To Be Raised (A) That an amount of $11,867,735 be declared as the amount which Council intends to

raise by General Rates, Service Charges and Municipal Charge, which the amount is circulated as follows:

General Rate $10,435,942 Service Charge $ 1,073,082 Municipal Charge $ 358,711

General Rates (B) (1) A general rate be declared for the period commencing on the 1 July 2017

and concluding on the 30 June 2018.

(2) It be further declared that subject to paragraph 5 of this part, the general rate be raised by the application of a uniform rate.

(3) A percentage of .6550% be specified as the percentage of the uniform rate

(which percentage may be alternatively expressed as .006550 cents in the $)

(4) It be confirmed that the general rate for all rateable land within the municipal district be determined by multiplying the Capital Improved Value of each rateable property by that percentage (so that the amount payable be .006550 cents in the $ of the Capital Improved Value)

(5) (a) It be recorded that Council considers that a differential rate will

contribute to maintaining the existing rate burden between farm land and other land.

(b) A differential rate be declared for that rateable land having the

characteristics specified below, which characteristics will form the criteria for the differential rate so declared:

In accordance with:

(i) The definition of Farm Land in Section 2 of the Valuation of Land Act

1960.

(c) The differential rate be determined by multiplying the Capital Improved Value of the rateable land categorised in paragraph 5 (b) by the percentage indicated in the following table:

Category % cents in $ of CIV Farm Land .5325 .005325



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(d) It be further recorded that the objectives of the differential rate are

those objectives specified below:

(i) To allocate a lower rate in the dollar for Farm Land on the basis of maintaining the existing rate burden between farm and other land.

(6) In accordance with Section 4 (1) of the Cultural & Recreational Lands Act

1963, Council does not levy a rate on Cultural and Recreational Land within the Municipality.

Municipal Charge (C) (1) A Municipal Charge of $71.83 per rateable assessment be declared for the

period commencing 1 July 2017 and concluding on 30 June 2018.

(2) A person may apply to a Council for an exemption from the payment of a municipal charge on rateable land in accordance with Section 159 (3) of the Local Government Act 1989.

Service Charge (D) (1) An annual service charge be declared for the period commencing on 1 July

2017 and concluding on the 30 June 2018.

(2) The following annual service charges be declared for the collection and disposal of refuse and recycling within the Yarriambiack Shire:

Residential 80ltr service fee $133.54 Residential 120ltr service fee $185.37 Residential 240ltr service fee $360.79 Commercial 120ltr service fee $185.37 Commercial 240ltr service fee $360.79 Rural 80ltr service fee $133.54 Rural 120ltr service fee $185.37 Rural 240ltr service fee $360.79 Residential Kerbside Recycling $119.77 Commercial Kerbside Recycling $119.77 Rural Recycling $119.77

Rebates and Concessions (E) Subject to any further resolution of Council, the following rebates and concessions

have been granted for the period commencing 1 July 2017 and concluding 30 June 2018:

(i) Rate reduction for new housing developments, in accordance with the

Yarriambiack Shire Council Rate Relief – New Houses Policy. (ii) Council employee payroll deductions, for the purpose of paying rates on

properties within the Yarriambiack Shire Council, in accordance with the Yarriambiack Shire Council Enterprise Bargaining Agreement No. 7. Interest will be waived for employees using payroll deductions for payment of rates.



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Incentives (F) No incentives are declared for the payment of general rates (and annual service

charge described earlier in this resolution) before dates fixed or specified for their payment under Section 167 of the Local Government Act 1989.

Interest (G) (1) The rate of 10% per annum be specified as the rate of interest for the purpose

of Section 172 of the Local Government Act 1989.

(2) The rate so set be effective until a new rate is fixed by the Attorney-General in accordance with Section 2 of the Penalty Interest Rates Act 1983.

Consequential The Revenue Officer be authorised to levy and recover General Rates, Service Charges, Municipal Charge and Fire Services Property Levy in accordance with the Local Government Act 1989 and the Fire Services Property Levy Act 2012.

Pensioner Rate (H) That, in accordance with the provisions of the Local Government Act 1989 and Fire

Services Property Levy Act 2012, and with the consent of the minister, the Council in relation to recipients eligible for waivers in 2017/2018 as having made continuing application for waiver in respect of the same rateable land where a waiver was granted in 2016/2017, unless the person advises the Council that a waiver is no longer sought.

Recommendation Yarriambiack Shire Council declare the rates and charges for 2017/2018 as presented.



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11.7 Sponsorship Allocations Grants for 2017 – Prepared by Bernardine Schilling

Council advertised for expressions of interest to its Sponsorship Allocation Scheme in April 2017. The maximum amount to be paid to each organisation is $181-85 with the total budget allocation being $2,000. Council received 17 applications with 11 applicants meeting the funding criteria. A grant amount of $181.85 will be allocated to the following successful community groups.

Community Groups Event Amount

Requested Amount

Allocated

Woomelang Golf Club Annual Tournament – Sunday competition for men, ladies and juniors

$200 $181.85

Hopetoun Table Tennis Club

Spring Competition – social activity accessible to children through to

$200 $181.85

Murtoa Bowling Club

Fours Tournament $200 $181.85

Beulah Bowling & Croquet Club

Social Event $200 $181.85

Hopetoun Bowls Club Annual Carnival – Barefoot bowls competition for non-members

$200 $181.85

Murtoa Stick Shed Murtoa Big Weekend –Prizes for competitions

$200 $181.85

Patchewollock Progress Association

Prize money for Patchewollock Gift and running events

$200 $181.85

Brim Memorial Bowling Club

Brim Annual Bowling Club Tournament

$200 $181.85

Woomelang Group Flower Show Competition $200 $181.85

Warracknabeal & District Band

Band Sunday – Competitions held on the day

$200 $181.85

Warracknabeal Golf Club Hole-In-One 150TH Year Celebration

$200 $181.85

Total

$2,000 $2,000-35

Recommendation That Council approve Sponsorship Allocations of $181.85 to each of the above community groups for 2017.



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11.8 2016 Amended Road Management Plan – Michael Evans

In mid-November 2016, Council advertised its intention to review its Road Management Plan and invited submissions upon that review – no submissions were received. The Road Management Plan nominates standards for safety and inspections of Council roads. In consultation with Council’s Director of Infrastructure & Planning, Works Co-ordinator and Works Supervisors, the Plan has had a revamp and has been reduced in size with several inconsequential appendices removed, along with other changes, which are fairly significant.

Further advertising regarding the changes made to the Plan was carried out in mid-May 2017, and called for anyone who wished to make a submission on the amendments to do so by 9 June 2017. As no submissions were received, Council may now proceed to adopt the 2016 Road Management Plan (as tabled).

The changes made to the 2012 Plan are detailed below:-

Amendments

1.2 Description of Yarriambiack Shire Council

Population updated; updated number of kilometres of gravel roads; 2.1 Exceptional Circumstances

This paragraph moved from 7.2 in 2012 plan to here (considered to be a more relevant section for this paragraph); 5.1 Asset Management

All gravel and sealed roads are inspected yearly (previously a 20% minimum of roads as per previous auditors’ recommendations); 5.2 Capital Works Program Deleted this paragraph “The road program will be for five years, while the footpath program will be for a three year period.” 5.2.2 Maintenance Resealing of Sealed Roads

This paragraph altered to read, “Detailed condition inspections of all sealed roads are carried out by Council’s Assets Engineer, or nominated representative, for all sealed assets yearly” (was 20% of assets); Deleted “Additional inspections are carried out on selected segments of the network each year to ensure the program continues in an appropriate manner.” No longer relevant as all inspected yearly, as per above 5.2.3 Gravel Road Re-sheeting

Condition inspections of gravel roads carried out yearly originally read every three years; Supplementary inspections of selected segments of road including those that have been the subject of a request or complaint are carried out each year to ‘fine tune’ the program – now amended to read Supplementary inspections may occur on roads that have been the subject of a request or complaint.



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5.4 Budgeting Framework Council generally sets its financial budget by the end of August each year; amended to read Council generally adopts its financial budget by the end of August each year 5.9.1 Asset Condition Surveys

Sealed roads - All roads (was 20% minimum per year)

Gravel roads - All roads (was 20% minimum per year)

Footpaths - Category 1 footpaths every year, Category 2 footpaths every two years

& Category 3 footpaths upon request (was 20% minimum per year)

Bridges and culverts – Major culverts 5 yearly & Minor culverts yearly. Level 2

inspections are conducted by an external contractor every five years (was 20% minimum per year)

5.9.2 Regular Safety/Defect Inspections – Roads

Deleted “The Customer Request Management Form (Appendix G) can be used for this purpose, or an over the counter/phone call request will be lodged by council officers via the computerised CRM System.” No need to include here, as CRM’s are explained in 5.11 5.9.4 Regular Maintenance Inspection – Bridges & Major Culverts Updated details of inspection regime 5.9.6 Maintenance Standards – Roads

Removed reference to Section 138 of the Road Management Act 2004 in relation to the Duty of Road Users – no longer relevant 5.10 Traffic Data Collection Information re process for traffic data collection was included in 2012 Plan as an Appendix – process now explained in this section 5.11 Customer Request Management System (CRM’s) Deleted reference to Appendix G – Sample CRM, not considered necessary to include a sample form; “Council officers will endeavour to inspect requests/complaints as soon as practical, but generally up to a maximum of 28 days dependant on risk and available resources” - Number of days originally 10, changed to 28 to allow for realistic targets; “A response to the customer where required shall be given within the same period where practicable.” – this paragraph removed, not feasible to contact customers and advise them request has been completed 5.12 Maintenance Grading Works Wording of this section totally revised; reference to grading frequency programs removed; all gravel roads are now inspected annually – previously cyclical. NB – removal of grading frequency program from this plan will mean amending Council’s Road Hierarchy, mainly roads classified as “PM” – refer to Appendix D – Road Hierarchy of the Plan for full details of “PM” roads

5.15.1 Emergency Works (After Hours)

Deleted Appendix I Record of Emergency Phone Requests – not considered necessary to include a sample of this form



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5.16 Driveways

“Layback through the kerb (including the channel)” – amended from excluding to including, Council is not obligated to maintain the channel component of the layback

6 Works by others on Road Reserves This section was completely updated due to changes to/introduction of Council Permits 6.1 Road Reserve Works Permits This section updated, permits originally known as “Road Opening Permits” – updated to reflect change to Permit name 7 Process for Amendment and Review of Road Management Plan 7.1 Amendment of Road Management Plan 7.2 Statutory Review of the Plan

These sections updated – but no major amendments Appendix A - Standards for Footpath Inspection

Level Differences (Lips) – this has been altered to read:-

“These are recorded if they are greater than 20mm.”

Original wording:- These are recorded if they are greater than 10mm. They are recorded in two groups:

10mm – 20mm

And greater than 20mm Accordingly, table included further down in Appendix A has the row shown in red below deleted

CATEGORY 1 CATEGORY 2 CATEGORY 3

Level difference 10mm - 20mm

H M L

Level difference > 20mm VH H M

Central gap wider than 15mm and deeper than

20mm VH H M

Edge drop off greater than 20mm

H M L

Vegetation intruding into the CLEAR AREA ZONE –

width of path and height of 2 metres

H M L



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Appendix C – Road Standards and Response Times Table 2 - Road Risk Action Response

Control Mechanism and Response Times have been extended to reflect realistic Council’s Outdoor Works staff timeframes

Response Code

Control Mechanism Response Time

A Inspect and rectify if possible, or provide appropriate warning within 72 hours (was 8)

Within 72 hours of notification or inspection. (was 24)

B Inspect and rectify if possible, or provide appropriate warning

Within one week of inspection or notification. (was 72 hours)

Inclusions 6.2 Asset Protection Permit

This section explains the purpose of these permits that were introduced by Council in November 2014 Appendix B – Overhanging Vegetation Factsheet

Self-explanatory

Appendices Deleted Several Appendices were removed from that Plan – will minimise the length of the plan and also considered not necessary to include copies of policies, examples of forms etc. The Appendices deleted were:-

Appendix L - Asset Management Policy (originally referred to in 5.1 – wording now reads a copy of which can be obtained upon request);

Appendix G - Customer Request Management System form (originally referred to in 5.9.2, unnecessary to include an example of the form);

Appendix E - Inventory of Bridges & Major Culverts (not necessary to include referred to in 2012 Plan at 5.9.4);

Appendix D - Bridge & Major Culvert Inspection Check List (obsolete form - referred to in 2012 Plan at 5.9.4);

Appendix C - Traffic Data Collection (description of process now included in 5.10);

Appendix H - Record of Grading (not necessary to include a sample of this form – shown in section 5.12 of 2012 Plan);

Appendix I - Record of Emergency Phone Requests (not considered necessary to include a sample of this form – was referred to in 5.15.1 of 2012 Plan)

Appendix J - Road Opening Permit System (obsolete form)

Appendix K – Exemptions to Ministerial Code of Practice – Operational Responsibility for Public Roads (details of agreement now included in 8.1)

Appendix O – Condition Report (Relating to a Notice of Incident) (obsolete form)

Appendix P – Notice of Incident Checklist (obsolete form)



A 28 06 2017 .docx 44

Miscellaneous Change Asset Management Software, besides reference to Moloney Asset Management System, reference is now also made to AssetFinda (a new Asset Management Software Council is in the process of introducing).

Recommendation That the 2016 Road Management Plan (as tabled) be adopted by Council.



A 28 06 2017 .docx 45

12 GENERAL BUSINESS (including strategic direction and specific

issues)

13 CLOSED SESSION 14 MINUTES FROM MEETINGS 15 ATTACHMENTS / REPORTS

Income Statement by Resources for May 2017 Income Statement by Department for May 2017 Summary of major Income and Expenses by Resources for May Capital Expenditure for May 2017 Summary of Capital Works for May 2017 Balance Sheet as at 31 May 2017 Summary of Balance Sheet as at 31 May 2017 Rates Report – June 2017 Planning Permit Activity Report for May 2017

Minutes from the Internal Committee Meeting held on 13/09/2016 Minutes from the Internal Committee Meeting held on 19/12/2016 Project Management Report VAGO Final Management Letter

16 NEXT MEETING The next meeting of Council will be held on Wednesday, 26 July 2017 at 9:30am at Warracknabeal.

17 CLOSE ___________________ Mayor

2014/2015

Budget

2014/2015

Actuals

2015/2016

Budget

2015/2016

Actuals

May

Actuals

2016/2017

Budget YTD Actuals Forecast YTD Variance

YTD %

Variance

Income

Asset Disposal & Fair Value Adjustments (400,000)$ (375,190)$ (297,800)$ (348,592)$ -$ (290,000)$ (346,291)$ (360,000)$ 56,291$ (19%)

Contributions, Donations & Reimbursement (309,839)$ (264,320)$ (235,911)$ (265,609)$ (6,915)$ (189,667)$ (225,192)$ (271,257)$ 35,525$ (19%)

Government Grants & Charges (9,225,566)$ (11,155,366)$ (8,870,887)$ (8,259,366)$ (1,892,162)$ (10,391,348)$ (9,844,333)$ (10,600,762)$ (547,015)$ 5%

Interest Income (139,921)$ (138,836)$ (107,021)$ (127,453)$ (66,481)$ (78,797)$ (92,979)$ (78,797)$ 14,182$ (18%)

Other Revenues -$ -$ -$ -$ -$ -$ (12,050)$ (12,050)$ 12,050$ 0%

Rates & Charges (10,594,460)$ (10,827,963)$ (11,314,254)$ (11,347,394)$ 1,342$ (11,618,925)$ (11,699,954)$ (11,625,502)$ 81,029$ (1%)

Sale Proceeds - Contra Sales -$ -$ -$ (173)$ -$ -$ -$ -$ -$ 0%

User Charges, Fees & Fines (1,051,752)$ (1,163,322)$ (1,028,072)$ (1,179,719)$ (75,784)$ (1,325,330)$ (1,012,959)$ (1,154,528)$ (312,371)$ 24%

Income Total (21,721,538)$ (23,924,996)$ (21,853,945)$ (21,528,306)$ (2,040,000)$ (23,894,067)$ (23,233,758)$ (24,102,896)$ (660,309)$ 3%

Expenditure

Asset Disposal & Fair Value Adjustments 300,412$ 944,791$ 309,424$ 751,678$ -$ 318,707$ 99,614$ 318,707$ 219,093$ 0%

Bad & Doubtful Debts -$ 36,998$ -$ 16,552$ -$ -$ -$ -$ -$ 0%

Contributions & Donations 892,342$ 851,753$ 977,245$ 766,558$ 9,925$ 994,453$ 838,317$ 847,264$ 156,136$ 16%

Depreciation Amortisation & Impairment 6,251,313$ 6,568,314$ 6,438,426$ 6,454,896$ -$ 6,631,593$ 579$ 6,631,593$ 6,631,014$ 100%

Employee Costs 7,637,865$ 7,403,109$ 7,770,428$ 7,607,413$ 579,438$ 8,056,020$ 6,999,440$ 7,759,865$ 1,056,580$ 13%

Finance Costs 72,866$ 108,979$ 123,396$ 52,969$ 17$ 127,097$ 49,151$ 83,982$ 77,946$ 61%

Materials 5,215,260$ 4,955,062$ 4,633,460$ 5,105,602$ 374,466$ 4,701,554$ 4,811,996$ 5,658,342$ (110,442)$ (2%)

Other Expenses 1,357,868$ 1,333,339$ 1,299,629$ 1,289,459$ 79,123$ 1,325,239$ 1,294,952$ 1,405,461$ 30,287$ 2%

Expenditure Total 21,727,926$ 22,202,345$ 21,552,008$ 22,045,127$ 1,042,969$ 22,154,663$ 14,094,049$ 22,705,214$ 8,060,614$ 36%

Total 6,388$ (1,722,651)$ (301,937)$ 516,821$ (997,031)$ (1,739,404)$ (9,139,709)$ (1,397,682)$ 7,400,305$


INCOME STATEMENT BY RESOURCES

FOR MAY 2017

2014/2015

Budget

2014/2015

Actuals

2015/2016

Budget

2015/2016

Actuals

May

Actuals

2016/2017


YTD %

Variance

Income

Community Services (1,974,579)$ (2,215,881)$ (1,863,121)$ (2,402,532)$ (136,277)$ (2,038,586)$ (2,199,013)$ (2,744,992)$ 160,427$ (8%)

Corporate Services (14,552,348)$ (17,406,375)$ (15,348,378)$ (12,980,421)$ (1,308,390)$ (15,670,301)$ (15,720,718)$ (15,640,726)$ 50,417$ (0%)

Economic Development (988,531)$ (1,047,968)$ (268,264)$ (596,384)$ (10,329)$ (380,734)$ (366,364)$ (398,245)$ (14,370)$ 4%

Engineering (2,725,221)$ (1,476,163)$ (2,749,800)$ (3,632,577)$ (563,483)$ (4,393,033)$ (3,261,457)$ (3,315,580)$ (1,131,576)$ 26%

Recreation & Culture & Leisure (264,361)$ (486,460)$ (360,970)$ (615,234)$ (2,568)$ (127,293)$ (412,031)$ (521,045)$ 284,738$ (224%)

Regulatory Services (157,739)$ (160,509)$ (147,663)$ (196,837)$ (14,779)$ (129,543)$ (144,554)$ (312,106)$ 15,011$ 0%

Waste & Environment (1,058,759)$ (1,131,638)$ (1,115,749)$ (1,104,320)$ (4,175)$ (1,154,577)$ (1,129,621)$ (1,170,202)$ (24,956)$ 2%

Income Total (21,721,538)$ (23,924,996)$ (21,853,945)$ (21,528,305)$ (2,040,000)$ (23,894,067)$ (23,233,758)$ (24,102,896)$ (660,309)$ 3%

Expenditure

Community Services 2,750,681$ 2,653,577$ 2,784,790$ 2,787,769$ 203,182$ 2,963,344$ 2,414,038$ 2,850,289$ 549,306$ 19%

Corporate Services 1,928,109$ 1,652,233$ 1,971,414$ 1,831,897$ 79,284$ 1,922,415$ 1,337,099$ 1,722,627$ 585,316$ 0%

Economic Development 1,020,560$ 1,248,749$ 772,285$ 809,696$ 77,026$ 990,318$ 992,069$ 1,228,708$ (1,751)$ (0%)

Engineering 11,069,421$ 11,838,719$ 10,954,703$ 11,677,479$ 341,590$ 11,295,342$ 4,849,265$ 11,471,098$ 6,446,077$ 57%

Governance 1,012,911$ 865,027$ 1,080,027$ 917,035$ 73,638$ 1,140,638$ 934,959$ 1,112,250$ 205,679$ 18%

Recreation & Culture & Leisure 1,377,604$ 1,292,057$ 1,344,019$ 1,365,301$ 75,603$ 1,137,279$ 1,301,063$ 1,740,328$ (163,784)$ (14%)

Regulatory Services 663,416$ 663,719$ 662,004$ 611,057$ 36,324$ 662,815$ 505,965$ 594,536$ 156,850$ 24%

Waste & Environment 1,905,224$ 1,988,264$ 1,982,766$ 2,044,892$ 156,322$ 2,042,512$ 1,759,591$ 1,985,378$ 282,921$ 14%

Expenditure Total 21,727,926$ 22,202,345$ 21,552,008$ 22,045,126$ 1,042,969$ 22,154,663$ 14,094,049$ 22,705,214$ 8,060,614$ 36%

Total 6,388$ (1,722,651)$ (301,937)$ 516,821$ (997,031)$ (1,739,404)$ (9,139,709)$ (1,397,682)$ 7,400,305$

YARRIAMBIACK SHIRE COUNCILINCOME STATEMENT BY DEPARTMENT

FOR MAY 2017

Income protection staff contribution $ 3,750

Workcover reimbursements $ 1,613

Pipkorn Kelm Trusts - Minyip Tennis Court $ 1,552

DHHS - HACC grants $ 94,834

DHHS - Mosquito Funding $ 5,033

Victorian Grants Commission $ 1,199,051

Roads to Recovery $ 560,610

Yarriambiack Rural Health Alliance $ 32,633

Interest Income Interest on rates 66,481$

Caravan Park Fees $ 9,717

Animal Registrations & Permits $ 2,011

Planning Fees & Permits $ 6,880

Building Fees & Permits $ 5,423

Waste Disposal Fees $ 3,797

HACC & Brokerage Fees $ 2,469

Fire Service Levy Administration $ 41,049

Total Income for May $ (2,040,000)

Employee Costs Salaries & Wages & Oncosts (includes Annual Leave, Sick

Leave, Long Service Leave etc)

459,593$

Councillor Allowances 14,855$

Superannuation 44,297$

Travelling 5,866$

Fringe Benefits Tax 35,973$

Training & Conferences 8,258$

Materials Contracts - (includes Wimmera Mallee Waste, Civica, Skillinvest,

Simpson Personnel, Horsham Rural City Council etc) 263,120$

Materials 69,193$

Consultants 25,523$

Plant Hire (83,817)$

Power 11,327$

Telephone 7,042$

Cost of Meals 15,125$

Fuel 55,708$

Other Expenses Postage 2,669$

OH& S Supplies 863$

Advertising 6,259$

Audit Services 6,259$

Legal Services 3,274$

Lease Expenses 29,303$

Printing & Photocopying 6,062$

Water 6,640$

Publications 11,554$

Subscriptions 2,292$

Total Expenses for May $ 1,042,969

Government Grants & Charges

User Charges

Expenses

Yarriambiack Shire Council

Summary of major Income and Expenses by Resources for May

Income

Contribution & Donations

2014/2015

Budget

2014/2015

Actuals

2015/2016

Budget

2015/2016

Actuals

May

Actuals

2016/2017


YTD %

Variance

01929 - Administration - Capital

0900 - Building Capital Works 5,000$ 17,910$ 30,000$ 28,021$ -$ 5,000$ -$ 5,000$ 5,000$ 100%

0910 - Furniture & Equipment Capital Works 2,000$ -$ 2,060$ -$ -$ 2,000$ 1,451$ 1,450$ 549$ 27%

01939 - Asset Management - Capital

0920 - Computer / IT Capital Works -$ 6,528$ 39,500$ 77,065$ -$ 15,000$ -$ -$ 15,000$ 100%

01949 - Information Technology - Capital

0920 - Computer / IT Capital Works 20,000$ 6,258$ 20,000$ 1,636$ -$ 25,450$ 15,646$ 85,645$ 9,804$ 39%

02909 - Housing - Capital

0900 - Building Capital Works -$ -$ -$ -$ -$ -$ 6,424$ 6,424$ (6,424)$ 0%

02919 - HACC Administration - Capital

0910 - Furniture & Equipment Capital Works -$ 2,800$ -$ 3,450$ -$ -$ -$ -$ -$ 0%

0920 - Computer / IT Capital Works -$ -$ 11,800$ 11,800$ (11,800)$ 0%

02929 - MECC - Capital

0910 - Furniture & Equipment Capital Works 2,228$ -$ 2,000$ -$ -$ 2,000$ -$ -$ 2,000$ 100%

02939 - Senior Citizens - Capital

0900 - Building Capital Works 80,000$ 288$ 95,000$ 96,990$ 3,750$ 5,000$ 4,686$ 5,000$ 314$ 6%

02949 - Environmental Health - Capital

0910 - Furniture & Equipment Capital Works -$ 4,043$ -$ 2,000$ -$ -$ 2,000$ 0%

02959 - Animal Pound - Capital

0930 - Animal Pound - Capital Works -$ -$ -$ -$ -$ -$ -$ -$ -$ 0%

02969 - Maternal & Child Health - Capital

0900 - Building Capital Works 20,000$ 70,732$ 6,556$ 11,987$ -$ -$ -$ -$ -$ 0%

0920 - Computer / IT Capital Works 2,500$ -$ 6,500$ -$ -$ -$ -$ -$ -$ 0%

02979 - Fire Hydrants - Capital

0965 - Fire Hydrants - Capital -$ -$ 4,000$ -$ -$ -$ -$ -$ -$ 0%

02989 - Preschools - Capital

0900 - Building Capital Works 43,000$ 487$ 5,000$ 7,120$ -$ 5,000$ 2,370$ 2,370$ 2,631$ 53%

0920 - Computer / IT Capital Works -$ -$ -$ -$ -$ -$ 2,670$ 2,670$ (2,670)$ 0%

03909 - Industrial Estate - Capital

0905 - Industrial Estate Capital Works 35,000$ -$ 15,000$ 11,045$ -$ 28,000$ 30,055$ 30,055$ (2,055)$ -7%

03919 - Caravan Parks - Capital

0900 - Building Capital Works 76,000$ 57,525$ 10,000$ 34,562$ -$ 30,000$ 8,530$ 30,000$ 21,470$ 72%

0910 - Furniture & Equipment Capital Works 2,000$ -$ 2,000$ -$ -$ 500$ -$ 500$ 500$ 100%

03929 - Public Amenities - Capital

0900 - Building Capital Works 5,000$ -$ 70,000$ 77,848$ -$ 5,000$ 19,302$ 25,000$ (14,302)$ -286%

04929 - Library - Capital

0900 - Building Capital Works -$ -$ -$ -$ 769$ 185,000$ 4,292$ 35,000$ 180,708$ 98%

04939 - Hall - Capital

0900 - Building Capital Works 48,000$ 48,459$ 50,000$ 2,588$ -$ 70,000$ 7,196$ 6,000$ 62,804$ 90%

05909 - Parks & Playgrounds - Capital

0975 - Playground Capital Works 21,630$ 105,386$ 10,000$ 40,475$ 8,270$ 15,300$ 75,704$ 79,525$ (60,404)$ -395%

05919 - Recreation Reserve - Capital

0900 - Building Capital Works -$ -$ 348,000$ 360,120$ -$ -$ 44,709$ 44,709$ (44,709)$ 0%

05939 - Swimming Pool - Capital

0900 - Building Capital Works 20,000$ -$ 20,000$ 9,091$ -$ 5,000$ -$ 5,000$ 5,000$ 100%

05949 - Sporting Complex - Capital

0900 - Building Capital Works 5,000$ 37,330$ 5,000$ -$ -$ 28,625$ 9,273$ 10,000$ 19,352$ 68%

0910 - Furniture & Equipment Capital Works 4,000$ -$ 4,000$ -$ -$ 4,000$ -$ 4,000$ 4,000$ 100%

05959 - Gymnasium - Capital

0910 - Furniture & Equipment Capital Works 4,000$ -$ -$ -$ -$ -$ -$ -$ -$ 0%

05969 - Bowling Clubs - Capital

0900 - Building Capital Works -$ -$ -$ -$ -$ -$ 37,969$ 37,969$ (37,969)$ 0%

06909 - Local Roads - Capital

0935 - Urban Road Construction 186,000$ 255,868$ 191,120$ 148,838$ -$ 341,810$ 73,278$ 192,244$ 268,532$ 79%

0940 - Rural Road Construction 2,363,544$ 2,605,985$ 2,325,481$ 2,343,459$ 205,427$ 2,333,145$ 1,517,386$ 2,176,149$ 815,759$ 35%

0945 - Reseals 229,911$ 231,432$ 336,912$ 474,718$ 36,424$ 800,128$ 305,162$ 340,487$ 494,966$ 62%

0950 - Resheets 1,178,760$ 1,465,280$ 1,135,608$ 1,413,615$ 63,810$ 1,124,777$ 1,056,853$ 1,245,877$ 67,924$ 6%

0955 - Shoulder Resheets 378,721$ 489,651$ 376,840$ 976,387$ 51,565$ 362,937$ 209,861$ 362,937$ 153,076$ 42%

06919 - Footpath - Capital

0980 - Footpath Construction 201,337$ 136,014$ 211,992$ 144,166$ -$ 166,956$ 134,934$ 166,956$ 32,022$ 19%

06929 - Bridge - Capital

0990 - Bridge Construction 32,726$ -$ 33,764$ 11,990$ -$ 114,834$ 90,240$ 114,834$ 24,594$ 21%

06939 - Kerb & Channel - Capital

0985 - Kerb & Channel Construction 300,000$ 278,972$ 311,410$ 333,406$ 33,250$ 169,336$ 135,738$ 169,336$ 33,598$ 20%

06959 - Aerodrome - Capital

0900 - Building Capital Works -$ 22,542$ -$ -$ -$ -$ 121,880$ 121,880$ (121,880)$ 0%

0950 - Resheets 150,000$ 37,980$ 530,458$ 445,519$ -$ 120,000$ 3,425$ 1,650$ 116,575$ 97%

YARRIAMBIACK SHIRE COUNCILCAPITAL EXPENDITURE FOR MAY 2017

2014/2015

Budget

2014/2015

Actuals

2015/2016

Budget

2015/2016

Actuals

May

Actuals

2016/2017


YTD %

Variance

YARRIAMBIACK SHIRE COUNCILCAPITAL EXPENDITURE FOR MAY 2017

06979 - Depot - Capital

0900 - Building Capital Works 250,000$ 275,601$ 108,000$ 323,606$ 23,619$ 145,000$ 39,327$ 85,000$ 105,673$ 73%

07909 - Drainage - Capital

0995 - Drainage Construction 33,297$ 50,478$ 35,000$ -$ 13,040$ 71,399$ 18,040$ 71,399$ 53,359$ 75%

07929 - Transfer Stations & Landfills - Capital

0960 - Waste Site Capital Works 20,000$ 6,285$ 20,000$ 8,001$ 19,740$ 20,000$ 19,740$ 20,000$ 260$ 1%

08909 - Livestock Exchange - Capital

0900 - Building Capital Works 10,300$ 29,717$ 5,000$ -$ -$ 5,000$ 5,695$ 6,000$ (695)$ -14%

69760 - Staff Vehicle Purchases

6800 - Plant Purchases 320,000$ 282,970$ 320,000$ 290,716$ -$ 290,000$ 332,971$ 296,944$ (42,971)$ -15%

69860 - Works Plant Purchases

6800 - Plant Purchases 740,000$ 825,708$ 900,000$ 936,226$ -$ 890,000$ 653,853$ 890,000$ 236,147$ 27%

Total 6,789,954$ 7,348,186$ 7,586,201$ 8,616,688$ 459,665$ 7,388,197$ 5,000,458$ 6,689,810$ 2,387,739$ 32%

Senior Citizens Painting of the Minyip Senior Citizens building $ 3,750

Library Upgrade building works at the Warracknabeal Library

as part of the $185,000 grant.

$ 769

Parks & Playgrounds Supply and installation of playground equipment at

Apex Park Warracknabeal.

$ 8,270

Rural Road Construction Patchewollock Tempy Road 51,981$

Lascelles Sea Lake Road 701$

Lah West Road 2,557$

Blue Ribbon 2,831$

Sheep Hills Bangerang Road 1,942$

Antwerp Road 4,810$

Donald Laen Road 11,314$

Hopetoun Aerodrome Road 671$

Burrum North Road 16,916$

Longerenong Road 111,703$

Reseals Devereux Street Warracknabeal 23,583$

Gould Street Warracknabeal 6,536$

Thomas Street Warracknabeal 6,305$

Resheets Sullivans Road 21,819$

Myall Road 971$

Gama South Road 545$

Burroin Road 1,304$

Nyallo Road 1,899$

Healeys Road 1,751$

Ruwoldts Road 3,412$

Leith Road 1,340$

Geodetic Road 1,696$

Zerbsts Road 23,778$

Appledores Road 2,942$

Waller Road 2,353$

Shoulder Resheets Ashens Jackson Road 48,557$

Banyena Pimpinio Road 3,008$

Kerb & Channel Toole Street Hopetoun $ 15,100

Swann Street Brim $ 18,150

Depots Mechanics Depot - Truck wash $ 23,619

Drainage Lloyd Street Murtoa $ 13,040

Transfer Stations & Landfills Dozer works at Warracknabeal Tip $ 19,740

$459,665Total Capital Works for May


Summary of Capital Works for May

Capital Work

2014/2015

Budget

2014/2015

Actuals

2015/2016

Budget

2015/2016

Actuals

May

Actuals

2016/2017


YTD %

Variance

Current Assets

Cash & Cash Equivalents Investments 2,992,000$ 4,322,000$ 1,429,000$ 1,838,000$ 1,344,689$ 1,580,000$ 5,151,522$ 1,580,000$ (3,571,522)$ (226%)

Rate Debtors 900,000$ 1,185,000$ 850,000$ 1,406,000$ (474,042)$ 1,010,000$ 1,624,742$ 1,010,000$ (614,742)$ (61%)

Debtors 511,000$ 407,000$ 94,000$ 592,000$ (291,610)$ 555,000$ 356,487$ 555,000$ 198,513$ 36%

Other Current Accrued Assets 180,000$ 206,000$ 180,000$ 297,000$ 12,744$ 252,000$ 17,849$ 252,000$ 234,151$ 93%

Inventory On Hand 900,000$ 484,000$ 711,000$ 370,000$ 32,263$ 909,000$ 691,277$ 909,000$ 217,723$ 24%

Assets Held for Resale 84,000$ 31,000$ 15,000$ 42,000$ 50,000$ 42,365$ 50,000$ 7,635$ 15%

Current Assets Total 5,567,000$ 6,635,000$ 3,279,000$ 4,545,000$ 624,044$ 4,356,000$ 7,884,242$ 4,356,000$ (3,528,242)$

Non Current Assets

Non Current Debtors -$ 1,000$ -$ -$ -$ 653,000$ -$ 653,000$ 653,000$ 0%

Investments 350,000$ 481,000$ 357,000$ 469,000$ -$ 491,000$ 469,288$ 491,000$ 21,712$ 0%

Fixed Assets 149,645,000$ 154,054,000$ 159,177,000$ 157,547,000$ 459,665$ 158,216,000$ $ 162,444,062 158,216,000$ (4,228,062)$ (3%)

Non Current Assets Total 149,995,000$ 154,536,000$ 159,534,000$ 158,016,000$ 459,665$ 159,360,000$ 162,913,350$ 159,360,000$ (3,553,350)$

TOTAL ASSETS 155,562,000$ 161,171,000$ 162,813,000$ 162,561,000$ 1,083,709$ 163,716,000$ 170,797,592$ 163,716,000$ (7,081,592)$

Current Liabilities

Creditors 1,200,000$ 2,070,000$ 1,200,000$ 1,533,000$ (61,209)$ 909,000$ 1,027,943$ 909,000$ (118,943)$ (13%)

Current Loans 151,000$ 136,000$ 62,000$ 105,000$ 104,000$ 104,512$ 104,000$ (512)$ (0%)

Short Term Provisions 2,619,000$ 2,854,000$ 2,619,000$ 3,268,000$ (32,566)$ 2,982,000$ 3,297,794$ 2,982,000$ (315,794)$ (11%)

Trust & Deposits -$ 31,000$ -$ 157,000$ 330$ -$ 21,176$ -$ (21,176)$ 0%

Current Liabilities Total 3,970,000$ 5,091,000$ 3,881,000$ 5,063,000$ (93,445)$ 3,995,000$ 4,451,425$ 3,995,000$ (456,425)$

Non Current Liabilities

Long Term Provisions 404,000$ 519,000$ 404,000$ 474,000$ 556,000$ 473,830$ 556,000$ 82,170$ 15%

Non Current Loans 199,000$ 215,000$ 229,000$ 110,000$ 6,768$ 109,000$ (59,840)$ 109,000$ 168,840$ 155%

Non Current Liabilities Total 603,000$ 734,000$ 633,000$ 584,000$ 6,768$ 665,000$ 413,990$ 665,000$ 251,010$

TOTAL LIABILITIES 4,573,000$ 5,825,000$ 4,514,000$ 5,649,000$ (86,677)$ 4,660,000$ 4,865,415$ 4,660,000$ (205,415)$

NET ASSETS 150,989,000$ 155,346,000$ 158,299,000$ 156,912,000$ 997,032$ 159,056,000$ 165,932,178$ 159,056,000$ (6,876,178)$

Equity

Accumulated Surplus/Deficit 64,189,000$ 60,384,000$ 58,941,000$ 59,855,000$ 997,031$ 61,455,000$ 63,844,560$ 61,455,000$ (2,389,560)$ (4%)

Asset Revaluation Reserve 86,800,000$ 94,962,000$ 99,358,000$ 97,057,000$ -$ 97,601,000$ 102,087,618$ 97,601,000$ (4,486,618)$ (5%)

TOTAL EQUITY 150,989,000$ 155,346,000$ 158,299,000$ 156,912,000$ 997,031$ 159,056,000$ 165,932,178$ 159,056,000$ (6,876,178)$

Investments

Bendigo Bank 330,027.96$ 2.65% 01/09/2017

Commonwealth Bank 132,130.03$ 2.05% 19/06/2017

AMP (oncall) 480.39$ Oncall

462,638.38$

Loans Term & Rate Finish Date

National Australia Bank - Unfunded Superannuation 110,336$ Fixed at 5.21% 30/06/2018

110,336$


BALANCE SHEET

AS AT 31st MAY 2017

Current Assets YTD Actuals

The general bank account had a balance of $4.406 million at

the 31st May. Council is holding $281,252 in cash and

investments of Section 86 Committees. Council has

$462,638 invested with the CBA and Bendigo Banks.

5,151,522$

General Debtors have decreased by $291,610 due mainly to

Claim 3 for Rates Pensioner Concessions being processed

and we also received two ATO refunds (March & April) in

May for $228,000

$356,487

Non Current Assets

Fixed Assets Increased by $459,665 as per the Capital Works report. $162,444,062

Current Liabilities

Creditors All Mayl creditor payments were processed at the time of

preparing this report and as such are included. The May

cheque run was approximately $904,000

$1,027,943

$165,932,178

Debtors

Net Assets

Liabilities


Summary of Balance Sheet as at 31st May

Assets

Cash & Cash Equivalents

Rate Debtors For the month of May Rate Debtors decreased by $474,042.

Outstanding rates are still being pursued by debt collection

agencies. Final notices have been issued. The final

instalment of rates was due at the end of May.

$1,624,742

Rate Classification 2015/2016 Budget 2015/2016 Actuals 2016/2017 Budget Actual YTD Receipts Rebates Current Arrears & Legals Interest Total

Commercial 378,968.48$ 92,379.38$ 323,804.40$ (319,556.71)$ (2,103.21)$ 18,907.75$ 50,632.33$ 29,688.37$ 99,228.45$

Farmland 7,385,429.89$ 251,895.56$ 7,912,102.39$ (7,777,098.62)$ (4,441.17)$ 250,435.89$ 35,569.23$ 9,462.35$ 295,467.47$

Residential 2,207,400.64$ 621,353.01$ 1,998,604.94$ (1,836,163.70)$ (130,204.60)$ 200,502.64$ 339,238.41$ 138,791.00$ 678,532.05$

Total 9,971,799.01$ 965,627.95$ 10,234,511.73$ (9,932,819.03)$ (136,748.98)$ 469,846.28$ 425,439.97$ 177,941.72$ 1,073,227.97$

Rate Classification 2015/2016 Budget 2015/2016 Actuals 2016/2017 Budget Actual YTD Receipts Rebates Current Arrears & Legals Interest Total

Kerbside Garbage Charges 688,752.01$ 189,826.83$ 709,728.31$ (648,134.07)$ (37,281.65)$ 72,655.45$ 88,651.20$ 42,332.71$ 203,639.36$

Kerbside Recycling Charges 345,659.40$ 95,480.92$ 356,486.56$ (320,234.91)$ (25,357.74)$ 42,111.05$ 44,528.17$ 12,729.54$ 99,368.76$

Municipal Charge 342,950.40$ 147,495.54$ 351,536.64$ (312,764.70)$ (16,526.49)$ 45,292.97$ 89,841.51$ 30,883.20$ 166,017.68$

Fire Services Fixed Charge 717,312.00$ 151,459.11$ 723,981.00$ (634,703.82)$ -$ 77,246.59$ 88,887.58$ 17,972.57$ 184,106.74$

Fire Services Levy 472,741.30$ 22,716.63$ 511,470.05$ (501,696.12)$ (47,450.00)$ 19,507.57$ 7,308.57$ 1,435.23$ 28,251.37$

Credits -$ -$ -$ (5,871.29)$ -$ (100,206.30)$ -$ 6.68$ (100,199.62)$

Total 2,567,415.11$ 606,979.03$ 2,653,202.56$ (2,423,404.91)$ (126,615.88)$ 156,607.33$ 319,217.03$ 105,359.93$ 581,184.29$

Grand Total 12,539,214.12$ 1,572,606.98$ 12,887,714.29$ (12,356,223.94)$ (263,364.86)$ 626,453.61$ 744,657.00$ 283,301.65$ 1,654,412.26$

Dunmunkle Ward 2016/2017 Budget Actual YTD Receipts Rebates Current Arrears & Legals Interest Total

Commercial Rates 79,749.74$ (75,866.19)$ (646.70)$ 8,659.50$ 37,861.73$ 23,362.39$ 69,883.62$

Farmland Rates 2,459,077.11$ (2,421,390.06)$ (787.35)$ 56,877.62$ 12,153.58$ 2,626.13$ 71,657.33$

Residential Rates 594,206.64$ (544,302.96)$ (42,085.93)$ 63,304.96$ 109,355.98$ 36,358.06$ 209,019.00$

Kerbside Garbage Charges 194,668.77$ (172,393.68)$ (13,143.25)$ 22,517.32$ 27,763.56$ 14,100.68$ 64,381.56$

Kerbside Recycling Charges 106,734.62$ (93,447.70)$ (8,805.10)$ 12,712.50$ 14,220.89$ 4,797.48$ 31,730.87$

Municipal Charge 101,968.16$ (90,938.06)$ (5,767.48)$ 11,943.06$ 21,159.61$ 6,784.09$ 39,886.76$

Credits -$ 1,684.70$ -$ (32,690.25)$ -$ -$ (32,690.25)$

Fire Services Fixed Charge 204,396.00$ (177,528.70)$ (16,100.00)$ 20,292.20$ 19,769.50$ 3,877.97$ 43,939.67$

Fire Services Levy 152,722.89$ (149,614.49)$ -$ 5,520.50$ 3,111.07$ 605.04$ 9,236.61$

Total 3,893,523.93$ (3,723,797.14)$ (87,335.81)$ 169,137.41$ 245,395.92$ 92,511.84$ 507,045.17$

Hopetoun Ward 2016/2017 Budget Actual YTD Receipts Rebates Current Arrears & Legals Interest Total


Farmland Rates 2,690,644.87$ (2,667,192.57)$ (1,551.41)$ 95,770.87$ 6,302.10$ 2,484.55$ 104,557.52$

Residential Rates 370,279.53$ (326,245.26)$ (33,271.30)$ 39,141.12$ 81,107.29$ 45,021.85$ 165,270.26$




Credits -$ (8,191.63)$ -$ (33,845.83)$ -$ -$ (33,845.83)$



Total 3,887,641.35$ (3,752,481.16)$ (71,993.89)$ 186,059.50$ 214,266.38$ 96,841.80$ 497,167.68$

Warracknabeal Ward 2016/2017 Budget Actual YTD Receipts Rebates Current Arrears & Legals Interest Total


Farmland Rates 2,762,380.41$ (2,688,515.99)$ (2,102.41)$ 97,787.40$ 17,113.55$ 4,351.67$ 119,252.62$

Residential Rates 1,034,118.77$ (965,615.48)$ (54,847.37)$ 98,056.56$ 148,775.14$ 57,411.09$ 304,242.79$




Credits -$ 635.64$ -$ (33,670.22)$ -$ 2,163.29$ (31,506.93)$



Total 5,106,549.01$ (4,879,945.64)$ (104,035.16)$ 271,256.70$ 284,994.70$ 93,948.01$ 650,199.41$

Grand Total 12,887,714.29$ (12,356,223.94)$ (263,364.86)$ 626,453.61$ 744,657.00$ 283,301.65$ 1,654,412.26$

Breakdown of Outstanding Rates by Ward

Rates Report - June 2017Prepared by Chantelle Pitt

Outstanding Rates

Outstanding Rates

$1,654,412.26

$626,453.61 $722,570.26 $283,301.65 $22,086.74

$-

$2,000,000

$4,000,000

$6,000,000

$8,000,000

$10,000,000

$12,000,000

$14,000,000

Total Outstanding Current Arrears Interest Legal Costs

Breakdown of Rates Outstanding

$626,453.61

-$12,356,223.94

$744,657.00 $283,301.65

Breakdown of Rates Outstanding

Current 16/17 Outstanding

Receipts

Prior Years Arrears & Legals

Interest

-$207,230.65

-$47,450.00

-$5,166.51 -$3,517.70

2016/17 Rebates

DHHS Rebates

Fire Services Levy Rebates

New House Rebates

Council Rebates

$191,848.91

$128,214.51

$5,235.82

$68,870.22

$0

$50,000

$100,000

$150,000

$200,000

$250,000

Open Amount Total Payments Total Costs Balance

MCC Debt Collection Report Summary

$1,167,968.09

$479,058.22

$41,199.73

$730,109.60

$0.00

$200,000.00

$400,000.00

$600,000.00

$800,000.00

$1,000,000.00

$1,200,000.00

Open Amount Total Payments Total Costs Balance

ARL Debt Collection Report Summary

Planning Permit Activity Report Sample Return

Application Identifier Estimated Cost of Works Proposed Use or Development Date Application Received Responsible Authority Outcome Date of Responsible Authority Outcome

x Crown Description Name(ppr v0.04) Street Number, Name, Type Locality Postcode Allotment, Block, Section, and Parish/Township Lot Plan Street Number, Name, Type Locality

TP07-17 5431 Henty Highway Warracknabeal 3393 Lot 2 PS134235 45000 Construction of a Farm Shed Gordon Clyne PO Box 384 Warracknabeal 14/03/2017 Permit issued by a delegate of

the Responsible Authority

01/05/2017

TP08-17 277 Borung Highway Warracknabeal 3393 CA 38A, Parish of Werrigar 0 Subdivision David Thomas 277 Borung Highway Warracknabeal 03/04/2017 In progress

TP09-17 1701 Henty Highway Lah 3393 CA34, Parish of Warracknabeal TP487630H 0 Subdivision Hugh Keam 75 Lah East Rd Lah 06/04/2017 In progress

TP10-17 Brook St Woomelang 3485 Lot 2 Sec 1 PS004597 80000 Use and Development of land

for a service station (fuel cells)

James Golsworthy PO Box 1650 Mildura 24/04/2017 In progress

TP11-17 86 Devereux St Warracknabeal 3393 Lot 1 TP523847H 320000 Construction of a Dwelling Nicholas Tantanis 81 Newell Rd Bangerang 26/04/2017 In progress

TP12-17 36-38 McDonald St Murtoa 3390 Lot 1 TP230553K 400000 Alterations & Extensions to

existing building

Shared Learning &

Activities Murtoa

PO Box 26 Murtoa 26/04/2017 In progress

TP13-17 5 O'Callaghan St Warracknabeal 3393 Lot 1 TP587122V 145000 Construction of Dwelling Geoff Williamson 5 Callaghan St Warracknabeal 26/04/2017 In progress

TP14-17 2982 Horsham - Libeck Road Lubeck 3385 CA35,36&37 Parish of Marma Lots 1,2&3 TP839793T Construction of 2nd DwellingThree Bridges Rd

P/L

2745 Horsham Lubeck

Rd

St Helens Plains via

Horsham27/04/2017 In progress

TP 15-17 9 Lyle Street Warracknabeal 3393 Lot s2 PS413015K 600 Transportable classrooms KHLA 3 Victoria St Ballarat 02/05/2017 In progress

TP16-17 1465 Wimmera Highway Murtoa 3390 CA2019, Parish of Ashens 850,000.00 Use and Development of land

for a service station (fuel cells)

Viva Energy 315/33 Lexington Drive Bella Vista 09/05/2017

TP17-17 1622 Sunraysia Highway Lascelles 3487 Lot 1 TP841066P 850,000 Develop the land by building

and works for the construction

of 3 grain bunkers and 5 silos

AG Store 18 Frisken St Bacchus Marsh 25/01/2017 In progress

TP 18-17 72 Lascelles St Hopetoun 3396 Lots1,2&3 TP 537168C 50,000.00 Use of land for a Hotel, Liquor

Licence, food and drink

premises.

Robin Barber PO Box 669 Horsham 05/05/2017 In progress

Property Location Applicant Details

Street Address Lot on Plan

Council report Planning April.xlsx [PlanningPermitRegister] 19/06/2017 10:01 AM

Internal Audit Committee Minutes 13 11 2014

MINUTES OF MEETING OF THE YARRIAMBIACK SHIRE COUNCIL INTERNAL AUDIT COMMITTEE CONDUCTED AT THE MUNICIPAL OFFICE 34 LYLE STREET WARRACKNABEAL AT 1.00 PM TUESDAY 13th SEPTEMBER 2016

1. WELCOME – James Gregson 2. PRESENT – James Gregson (Chair), Jean Wise, Cr Kylie Zanker, Nathan Barber

(RSD Auditors via phone) Brad Ead (AFS via phone), Ray Campling and Anita McFarlane.

3. APOLOGIES – Leo Casey 4. CONFLICT OF INTEREST – Nil 5. MINUTES Moved J. Wise Seconded K. Zanker That the minutes of the previous audit committee meeting held on the 22nd June 2015 be adopted. Carried 6. BUSINESS ARISING FROM THE PREVIOUS MEETING

• Nil Nathan Barber from RSD Chartered Accountants joined the meeting via telephone 7. 2015/16 AUDIT (NATHAN BARBER)

• Audit Conclusion – financials are presented fairly.

• Fraud / Revenue – none

• Fair Valuation of Non Current Assets - no issues

• Local Government Election – no fraud

• IT & data integrity - the following was noted:

o Lack of segregation between IT and Finance;

o Passwords are rotated annually (recommended 90 days max);

o Network and user access is not periodically reviewed.

• Employee values & Landfill Quarries

• Performance Statement – no issues.

• Audit adjustments and unadjusted differences – the difference were not material and therefore adjustments were not made. All differences were in the provision accounts

• Internal control – stale cheques

• Sector wide audit focus area was Asset valuations. There was no recommendations

• Review of file currently with VAGO. May require more information. Nathan Barber telephone link ended. Moved J. Wise Seconded J. Gregson That the 2015/16 Financial Accounts and Performance Statement be signed off subject to satisfactory review from VAGO. Carried Brad Ead from AFS Accountants joined the meeting via telephone


8. INTERNAL AUDIT PROGRAM (BRAD EAD)

The audit program for the 2016/17 year are as follows:

Project Management

• Assess how project management incorporates risk management and integrates with the organisation's risk management framework.

• Compare the entity's project risk management framework against a best practice framework

• For selected projects, sight the application of the project risk management framework.

• For selected projects, test the application and effectiveness of controls and mitigates put in place to manage project risk.

• Assess the entity's project risk management communication of information, and risk monitoring.

• Evaluate the reporting and monitoring of completed projects versus budgeted projects.

• Identify how and if quality assurance over project management occurs. Contract Management

• Assess the contract management framework against a best practice guide

• Review and report on: o Contract variations. o Contract dispute management. o Contract monitoring and reporting. o Payment claims process and matching to original contract and

subsequent variations.

• Ensure quality assurance over contract management exists.

• Test a sample of contracts to ensure compliance with policies and procedures. Disaster and Business Continuity Plan

• Review of: o Management of Business Continuity and Disaster Plan and its on-going

testing. o Council’s crisis management plan. o Council’s Municipal Emergency Management Plan.

• Assessment of: o What awareness programs exist for staff for their roles and

responsibilities? o Council’s communication strategy.

Records Management

• Review and assess Council's information management.

• Identify: o Document management systems o Naming, indexing and archiving processes (to ensure documents are

logged, named, time-stamped for receipt, traceable. o Hard copy information flows and controls to ensure acknowledgement

of receipt and appropriate document management. o Soft copy information flows and controls to ensure capturing and

logging.


• Associated risks include: unacknowledged subpoenas, inability to source key documents for legal proceedings, false or community requests, contempt of court, heightened administration costs.

Project Management Audit will be done before the next Internal Audit Committee Meeting. Targeted and tailored attempts of fraud. There has been a spike in the number of scams where businesses are being requested to change supplier details eg bank accounts. Now seeing 2 to 3 of these types of scams per week. Ballarat business was defrauded of over $2 million.

9. INTERNAL AUDIT PROGRAM (BRAD EAD) Next Internal Audit to be discussed in consultation with Brad, Ray and Anita.

Brad Ead telephone link ended.

10. REGISTER OF EXTERNAL AND INTERNAL AUDIT RECOMMENDATIONS To be presented at the next meeting

11. GENERAL BUSINESS

Jean Wise notified the committee that she was standing down pending the outcome of the Council elections.

12. NEXT MEETING – Monday 19th December 2016

The meeting closed at 1:50pm ________________________________ Chairperson


MINUTES OF MEETING OF THE YARRIAMBIACK SHIRE COUNCIL INTERNAL AUDIT COMMITTEE CONDUCTED AT THE MUNICIPAL OFFICE 34 LYLE STREET WARRACKNABEAL AT 6.03PM MONDAY 19th DECEMBER 2016

1. WELCOME – Leo Casey 2. PRESENT – Leo Casey (Acting Chair), Cr Jean Wise, Cr Kylie Zanker, Brad Ead

(AFS), Ray Campling and Anita McFarlane. 3. APOLOGIES – James Gregson 4. CONFLICT OF INTEREST – Nil 5. MINUTES

Moved: J. Wise Seconded: K Zanker That the minutes of the previous audit committee meeting held on the 13th September June 2016 be adopted. Carried

6. BUSINESS ARISING FROM THE PREVIOUS MEETING

• Nil 7. INTERNAL AUDIT PROGRAM (BRAD EAD) Project Management Strengths:

• The status of building projects is reported to the Project Control Committee on a fortnightly basis.

• Out of scope project additions are approved by the Project Control Committee or appropriate manager.

• The status of completed projects and projects underway is reported to Council monthly.

• Projects' budgeted expenditure, year to date expenditure and forecast expenditure is reported to Council monthly.

Opportunities for improvement:

• implementation of a project management framework that is applied consistently to all projects

• development of a standardised project management methodology and project management templates which align the PMBOK guide or other such recognised project management methodology

• implement policies and procedure to support, guide and document the Project Management process

• upskilling Project Officers.


8. INTERNAL AUDIT PROGRAM STATUS (BRAD EAD)

• Contracts Management (12th – 13th January) • Disaster Recovery and Business Continuity (15th – 16th March) • Records Management (25th – 26th May)

9. NEXT INTERNAL AUDIT (BRAD EAD)

• Contracts Management – mid January

10. REGISTER OF EXTERNAL AND INTERNAL AUDIT RECOMMENDATIONS It was agreed that items 4, 39, 47, 95, 98, 99, 101, 103, 112, 118 and 120 be removed due to being completed.

11. COMMUNITY REPRESENTATIVE VACANCY

Jean Wise’s letter of resignation was tabled. It was agreed that the vacant Community representative position be advertised in the New Year.

12. GENERAL BUSINESS Recommended that audit committee members have a look at the following documents that have been circulated in a previous email: • Local Government: 2015-16 Audit Snapshot – document was circulated via

email • Audit Committee Governance – link was circulated via email

13. NEXT MEETING – will be held in either the first week or second week of March.

The meeting closed at 6:38pm ________________________________ Chairperson


Internal Audit Report

2016-02 Project Management November 2016

Confidential Prepared for: Yarriambiack Shire Council Prepared by: Brad Ead - AFS & Associates Pty Ltd

Table of contents

1. Objective ......................................................................................................................................... 1

2. Scope .............................................................................................................................................. 1

3. Internal audit approach ................................................................................................................... 1

4. Executive summary ......................................................................................................................... 1

5. Risk identification ............................................................................................................................ 2

6. Detailed findings ............................................................................................................................. 3

Appendix 1 – Results of testing ................................................................................................................. 5

Item 1 – Project management framework .............................................................................................. 5

Item 2 – Project risk management .......................................................................................................... 5

Item 3 – Project files ............................................................................................................................... 6

Item 4 – Project communication management ...................................................................................... 6

Item 5 – Reporting and monitoring of completed projects .................................................................... 6

Item 6 – Quality assurance ...................................................................................................................... 7

Item 7 – Project management training ................................................................................................... 7

Item 8 – Key person risk .......................................................................................................................... 7

Appendix 2 – Risk rating methodology ...................................................................................................... 8

Appendix 3 – Basis and use of report ......................................................................................................... 9

2016‐02 Project Management 1

1. Objective

The objective of the internal audit was to review the framework for project management at the Yarriambiack Shire Council as a risk management tool.

2. Scope

The scope of the internal audit was to: identify the framework for managing projects assess how project management incorporates risk management and integrates with the organisation's

risk management framework compare the entity's project risk management framework against a best practice framework (A Guide

to the Project Management Body of Knowledge (PMBOK Guide) 5th edition, issued by the Project Management Institute)

for selected projects, sight the application of the project risk management framework for selected projects, test the application and effectiveness of controls and mitigates put in place to

manage project risk assess the entity's project risk management communication of information, and risk monitoring evaluate the reporting and monitoring of completed projects versus budgeted projects identify how and if quality assurance over project management occurs.

3. Internal audit approach

The review was conducted primarily by applying discussion, observation and review techniques. The approach focused on: discussions on processes with relevant staff. review of:

- Council Plan - Risk Management Plan - Project Definition Procedure - Project Planning Procedure

review of a sample of projects to assess compliance with the policies and procedures relating to project management

examination of a sample of transactions posted to projects accounts to assess the controls surrounding posting, calculation and capture of capital expenditure.

4. Executive summary

We identified the following strengths: The status of building projects is reported to the Project Control Committee on a fortnightly basis. Out of scope project additions are approved by the Project Control Committee or appropriate manager. The status of completed projects and projects underway is reported to Council monthly. Projects' budgeted expenditure, year to date expenditure and forecast expenditure is reported to

Council monthly. Overall, however, there is an absence of a formal and documented approach to the management of projects resulting in project risks not being managed consistently from project to project or Project Officer to Project Officer. This was evident in the files of four building projects we examined.


It also precluded our planned comparison of the project management framework against a best practice framework (A Guide to the Project Management Body of Knowledge (PMBOK Guide) 5th edition, issued by the Project Management Institute). Opportunities for improvement include: implementation of a project management framework that is applied consistently to all projects development of a standardised project management methodology and project management templates

which align the PMBOK guide or other such recognised project management methodology implement policies and procedure to support, guide and document the Project Management process upskilling Project Officers. We also identified that YSC is exposed to key person risk given the absence of a documented project management framework and associated policies and procedures.

5. Risk identification

Risk identification is necessary to know which part of the process could create an exposure to the organisation. The assessment is based on historical audit findings, interviews with management and quantum of financial impact. The following key risks areas have been assessed as part of the audit process: Project management generally involves: Budget risk ‐ the risk a project will go over budget Schedule risk ‐ of a project exceeding the planned timeframe for completion Scope creep ‐ the risk a project will have additions incorporated that exceed the initial need and budget Quality risk ‐ the risk that the project will not satisfy the needs for which it was undertaken or does not

meet the project/product requirements. These risks should be assessed by Management and included in the risk register if deemed appropriate. Each risk event should be considered in terms of likelihood and impact. For the purposes of this report, each item raised is assigned a risk rating to indicate our assessment of the degree of exposure the item has the potential to present to Yarriambiack Shire Council and the urgency of the action required. Appendix 2 details our methodology for determining the risk ratings.

0

6

2

0 0

Major Moderate Minor Managed No issue/opportunity

No. of items raised and risk ratings


6. Detailed findings

Item no. and

risk rating

Observation Risk and recommendation Management action plan, responsibility and

action date

1

Project management framework YSC does not currently have a project management framework. We were therefore unable to perform our planned comparison to better practice.

We recommend YSC implement a project management framework, incorporating policies and procedures based on a best practice guideline for project management such as PMBOK.

Council will implement a project management framework including policies, procedures and best practice guidelines Responsible officer: Gavin Blinman & Project team Action date: August 2017

2

Project risk management There is no clear link between projects and project risks. We were unable to confirm the completion and documentation of a risk assessment in any of the four project files we examined.

We recommended all projects have a risk assessment completed and documented to mitigate key risks associated with project management.

All projects will have a risk assessment completed and documented. Responsible officer: Gavin Blinman & Project team Action date: June2017

3

Project files Project files are created on an ad hoc basis and there was inconsistency between the files prepared by the Community Project Officer and the Part‐time Project Officer.

We recommend YSC implement a standard checklist for each project as this will help achieve and maintain a consistent approach to the management of projects and the associated risks.

Council is agreeable to implement a standard checklist for each project Responsible officer: Project Officer Action date: June 2017

4

Project Control Committee The Project Control Committee is set up to govern the completion of projects and meets on a fortnightly basis. This Committee does not have a formal terms of reference.

We recommend YSC implement an agreed terms of reference or guidelines for the role, purpose and responsibilities of the Project Control Committee.

Project Control Committees will be set up with an agreed guidelines and to govern the completion of projects and will meet on a regular basis through the project Responsible officer: Project team Action date: June2017

5

Reporting and monitoring of completed projects The Corporate Services Officer reports monthly to the Council on project budgets vs YTD spending and forecasts.

We recommend monthly project reporting to Council be expanded to include the percentage of project completed, percentage of project budget expended, progress on key project milestones and expected project completion date.

Council will look to expand the monthly project report to Council Responsible officer: Gavin Blinman & Project team Action date: July 2017


Item no. and

risk rating

Observation Risk and recommendation Management action plan, responsibility and

action date

6

Quality assurance In the absence of a project management framework, there is also no formal approach to documenting the quality or standards for a project – such as, for example – the requirement for building inspections as part of the building permit.

We recommend YSC implement quality management plans for all projects that identify quality requirements and/or standards.

Council is agreeable to implement quality management plans for all projects. Responsible officer: Barry Sullivan Action date: July 2017

7

Project management training We identified opportunity exists to enhance the skills of Project Officers.

We recommend consideration be given to upskilling Project Officers to ensure knowledge and understanding of best practice.

Council will continue to look for opportunities to enhance skills of project officers when training opportunities present. Responsible officer: Gavin Blinman Action date: March 2017

8

Key person risk YSC is exposed to a key person risk with significant reliance placed on the corporate memory and project knowledge of one person.

We recommend YSC adopt a formal approach to project management that includes documented policies and procedures to mitigate the risk associated with the loss of key personnel.

All project officers will now be under the one manager so documented policies and procedures will be developed to mitigate the loss of key personnel. Responsible officer: Gavin Blinman Action date: June 2017

The matters raised in our report have been discussed with management and management comments have been provided. We thank your team for their assistance and co‐operation during our review. Please contact me if you have any questions. Yours sincerely

Brad Ead AFS & Associates Pty Ltd


Appendix 1 – Results of testing

Item 1 – Project management framework

A project management framework is a formal structure applied to the implementation and management of project to ensure the major risks associated with a project are identified and mitigated. Project management risks may include: cost/budget risk: the risk a project will go over allocated budget scope risks: the risk a project will have additions incorporated that exceed the initial need the project

seeks to satisfy quality risk: the risk that the project will not satisfy the needs for which it was undertaken or does not

meet the project/product requirements schedule risk: the risk of a project exceeding the planned timeframe for completion reputational risk lack of stakeholder engagement strategic risk: not achieving the full program of capital works promised/budgeted creating unnecessary

and unpopular carry forward key person risk: dependence on persons closely associated with the project. YSC does not have a project management framework in place to provide a consistent approach to project delivery and management, or that ensures all risks are identified and mitigated. This presents a risk that key steps in the initiating, planning, executing, controlling, monitoring and closing stages of a project are not adequately or consistently being performed. Implementing a framework, based on best practice would ensure a more consistent approach is applied across all projects at Council. A Guide to the Project Management Body of Knowledge (PMBOK Guide) 5th edition, published by the Project Management Institute is an example of a better practice methodology for project management. The framework seeks to ensure risks associated with a project are identified, managed and monitored. The PMBOK Guide is a well‐recognised standard for project management that describes established norms, methods, processes and practices.

Item 2 – Project risk management

Project Risk Management includes the processes of conducting risk management planning, identification, analysis, response planning, and controlling risk on a project. As YSC does not have a project management framework in place there is unclear link between project and risk. Through discussion with Project Officers, Risk Officer and review of a sample of four project files we were unable to confirm the completion and documentation of a risk assessment or development of project risk management plans.


Item 3 – Project files

We selected a sample of four projects to review their management, risk management and the documentation contained on file.

Project Number Project Name

7 104 601 806 136 Hopetown Recreation Reserve Community Centre

8 1083 706 802 136 Miynip Football and Netball facilities upgrade

8 1081 708 806 136 ANZAC Park Gates Upgrade

8 1081 706 806 136 ANZC Park Female Facilities

Table 1: Sampled Projects for Testing

Our testing confirmed that due to not having a Project Management Framework in place, the manner in which projects are managed varied from project to project and from Project Officer to Project Officer. Documentation for the sampled projects also varied as there is no checklist or template being used to base what should being included in a project file. Our testing did, however, identify the following strengths in the current project management processes: project expense tracking sheet for each project project general ledger agreeing to the project tracking sheet building permits for required projects documented Project Control Committee approve out of scope additional project costs Footing, Framing and Final building inspection certifications for required projects are signed by relevant

building surveyor and documented on file the Community Projects Officer meets with the Project Control Committee on a fortnightly basis to

review current projects and ensure projects are running on schedule, minutes are documented, however were in little detail

weekly site visits by the Part time Project Officer occurred.

Item 4 – Project communication management

As project communication management is important to the ultimate success of any project, we assessed YSC’s project risk management communication of information and risk monitoring process. We identified that the Community Projects Officers report monthly to funding bodies on the status of each project and possible funding for projects. Monthly reports as also presented to the Council listing completed works, work in progress and projects yet to be started.

Item 5 – Reporting and monitoring of completed projects

The Corporate Services Officer reports capital expenditure to the Council monthly including project budgets, year to date spending and project forecasts. In our review of the October 2016 report we noted that the report does not advise the Council of the percentage of project completed, percentage of project budget expanded, progress on key project millstones and expected project completion date and as such there is opportunity for improving the monthly capital expenditure report by incorporating the above mentioned points. It was identified project budgets are often exceeded. This is likely the result of minimal risk assessments completed at the beginning of the project and weakness in contractor management.


Item 6 – Quality assurance

We sought to identify the process of how and if quality assurance over project management occurs. The Community Project Officer completes an informal report that details set stages of completion for each project they manage – especially where a ‘stage’ requires completion or approval or permits before the project can progress – eg. footings due for completion 1st March, framing to be complete 1st of May etc. These stages can be different for every project. These reports are prepared to enable to the Community Project Officer to monitoring each project. However, there are no such reports prepared for those projects managed by the part time Project Officer. These reports are, as noted, informal, have no set structure or format nor is there any requirement that they be produced as a matter of practice. In the absence of a project management framework, there is also no formal approach to documenting the quality or standards for a project – such as, for example – the requirement for building inspections as part of the building permit. In our review of the selected building project files we noted that the mandatory inspection requirements as per the building permit were being met.

Item 7 – Project management training

We sought to assess the qualifications and ongoing professional development of YSC’s Project Officers. We identified that both Project Officers have not completed a specific course on project management and believe there is an opportunity to increase their skills in project management to ensure better practice is applied and associated risks are understood and effectively managed. The Australian Institute of Project Managers offers a certification program to be recognised as a Registered Project Manager. The benefits of becoming a registered include: identify any skills gaps improve knowledge, skills and capabilities in project management improve risk identification and management for projects enhance project management efficiency.

Item 8 – Key person risk

YSC is exposed to a significant key person risk. Due to the absence of a formal framework, and documented project management policy and procedures, the Community Project Officer’s extensive corporate knowledge and knowledge of YSC building projects could be lost in the event of an unplanned or extended absence of the Officer.


Appendix 2 – Risk rating methodology

Risk rating Definition of audit risk ratings

Major risk exposure

High likelihood and/or consequence. Required immediate attention.

Moderate risk exposure

Medium likelihood and/or consequence. Requires attention over time.

Minor risk exposure

Low likelihood and/or consequence. Attention at management discretion.

Risk is being managed

Controls are in place and effective in mitigating the risk.

Opportunity

An opportunity to gain an efficiency or saving exists.

Our ratings are designed for simple communication of our understanding of the matter and potential impact on your organisation. We consider your risk management framework in allocating a rating.


Appendix 3 – Basis and use of report

Our Internal Audit reports (the reports) are prepared on the basis of the limitations set out below: We are engaged by Yarriambiack Shire Council (the client) to provide internal audit services and the scope of our activities is determined by management and reviewed by the Audit Committee. The reports are prepared in accordance with the objectives and approach agreed in the engagement documents and subject to the following limitations: Our procedures are designed to provide limited assurance which recognises that absolute assurance is rarely attainable, due to such factors as the use of judgement in gathering and evaluating evidence and forming conclusions, and the use of selective testing, and because much of the evidence available for review is persuasive rather than conclusive in nature. Because of the inherent limitations in any internal control structure, it is possible that errors or irregularities may occur and not be detected. Our procedures are not designed to detect all weaknesses in control procedures as they are not performed continuously throughout a specific period and any tests performed will be on a sample basis. Any projection of the evaluation of the control procedures to future periods is subject to the risk that the systems may become inadequate because of changes in conditions, or that the degree of compliance with them may deteriorate. The matters raised in this report are only those which come to our attention during the course of performing our procedures and are not necessarily comprehensive statements of all the weaknesses that exist or improvements that might be made. We cannot, in practice, examine every activity or procedure, nor can we be a substitute for management’s responsibility to maintain adequate internal controls over all levels of operations and their responsibility to prevent and detect irregularities, including fraud. Accordingly, management should not rely on our reports to identify all weaknesses that may exist in the systems and procedures under examination, or potential instances of non‐compliance that may exist. Recommendations for improvement should be assessed by management for their full commercial impact, before they are implemented. The reports are prepared for distribution to Yarriambiack Shire Council for the purposes of review by the Audit Committee and management. The reports are not to be used by any other party for any purpose nor should any other party seek to rely on the opinion, advices, or any information contained within the reports. In this regard, we recommend that parties seek their own independent advice. AFS & Associates Pty Ltd disclaims all liability to any other party other than the client for which the reports are prepared in respect of or any consequence of anything done, or omitted to be done, by any party in reliance, whether whole or partial, upon any information contained in the reports. Any party, other than the client for which they are prepared, who chooses to rely in any way on the contents of the reports, does so at their own risk. The information in the reports and in any related oral presentation made by AFS & Associates Pty Ltd is confidential between AFS & Associates Pty Ltd and the client for which it was prepared and should not be disclosed, used or duplicated in whole or in part for any purpose except with the prior written consent of AFS & Associates Pty Ltd. An Electronic copy or print of this Document is an UNCONTROLLED COPY.

Liability Limited by a scheme approved under Professional Standards Legislations


Final management letter

Year ended 30 June 2016

2

Contents

1 Executive summary ..................................................................................................... 3

1.1 Purpose of the management letter ......................................................................................... 3

1.2 Scope of work performed........................................................................................................ 3

1.3 Summary of findings ............................................................................................................... 3

1.4 Management acceptance ....................................................................................................... 4

2 Detailed findings and recommendations ................................................................... 5

2.1 Aged unpresented cheques .................................................................................................... 5

3 Status of issues from interim management letter ..................................................... 6

3.1 Authorised leave forms ........................................................................................................... 6

3.2 Policies and procedures ......................................................................................................... 7

3.3 Audit committee meetings ...................................................................................................... 8

3.4 Manual invoicing (Caravan park and leisure centre) .............................................................. 9

3.5 Asset valuations .................................................................................................................... 10

4 Prior period issues .................................................................................................... 12

4.1 Transfers of WIP ................................................................................................................... 12

4.2 Revaluation of gravel pits and garbage tips ......................................................................... 13

4.3 Reassessment of gravel pit rehabilitation costs ................................................................... 14

4.4 Payroll masterfile changes report ......................................................................................... 15

Yarriambiack Shire Council Final management letter 2015–16

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1 Executive summary

1.1 Purpose of the management letter The purpose of this management letter is to bring to your attention matters arising from the final phase of the

financial report audit of the Yarriambiack Shire Council for the year ended 30 June 2016. This letter should be

read in conjunction with the interim management letter issued in June 2016 and the closing report issued in

September 2016. All three documents together satisfy our communication responsibilities with regards to

reporting significant control deficiencies identified during the audit and other significant matters relevant to the

financial reporting process.

As explained in the audit strategy issued in April 2016, the financial audit is designed to enable the Auditor-

General to express an opinion on the annual financial report and whilst the audit considered internal controls

relevant to the preparation of the financial report, the audit does not express an opinion on the effectiveness of

those controls.

1.2 Scope of work performed In accordance with our planned audit approach, the final audit included audit procedures relating to the

following material components and disclosures of the financial statements:

• Cash & Cash Equivalents

• Trade and Other Receivables

• Other Financial Assets

• Investments in Associates

• Property, Infrastructure, Plant & Equipment

• Trade and Other Payables

• Provisions

• Reserves

The work conducted was not a comprehensive audit of all systems and processes and was not designed to

uncover all deficiencies, breaches and irregularities in those systems and processes. Inherent limitations in

any management process and system of internal control may mean that errors or irregularities might occur and

not be detected.

1.3 Summary of findings We observed deficiencies in the design and implementation of controls <<and/or>> other significant matters

relevant to the financial reporting process during the final phase of the audit.

The ratings provided in this report reflect our assessment of the likelihood and degree of a misstatement

occurring due to the identified deficiency/matter relating to:

• financial reporting and

• effective and efficient operations, including issues of probity, waste and compliance with applicable laws.

Appendix A explains the basis for the criteria used to determine ratings and includes a timetable for corrective

action.


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1.3.1 Current year final findings The following table is a summary of the issues arising from the final phase of the financial report audit. For

further details of each issue, including management's responses, refer to Section 2.

Issue reference Description of finding

Rating

Extreme High Medium Low

2.1 Aged unpresented cheques X

Total - - - 1

1.3.2 Status of current year interim findings The following table is a summary of the status of issues raised in our interim management letter. For further

details of each issue refer to section 3.

Issue reference Description of finding Risk rating Issues raised Status

3.1 Authorised leave forms Medium Interim 2016 Closed

3.2 EFT policies and procedures Low Interim 2016 Open

3.3 Audit committee meetings Medium Interim 2016 Closed

3.4 Manual invoicing Medium Interim 2016

3.5 Asset valuations Low Interim 2016

1.3.3 Prior year findings The following table is a summary of issues arising from previous audits and the status of remediation activities.

For a detailed analysis of each issue refer to section 4.

Issue reference Description of finding Risk rating Issues raised Status

4.1 Transfers of Work in Progress (WIP) Medium Sept 2015 Open

4.2 Revaluation of gravel pits and garbage tips Low Sept 2014 Open

4.3 Reassessment of gravel pit rehabilitation costs

Medium Sept 2014 Closed

4.4 Payroll masterfile change report Medium April 2014 Open

1.4 Management acceptance All findings have been discussed with management. Action plans have been developed by management to

address each recommendation.


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2 Detailed findings and recommendations This section outlines the observation, implication, recommendation and management comments and action

plans for each audit finding.

2.1 Aged unpresented cheques

Rating: Low

2.1.1 Observation During our review of the bank reconciliations at 30 June 2016, we identified a number of unpresented cheques

that were over 12 months old.

2.1.2 Implication Although not a material amount (approx. $5,000), the cheques have become stale and there is a very low

possibility they will be presented.

2.1.3 Recommendation We recommend management review the unpresented cheques and reverse all cheques greater than 12

months old, then investigate options as to where the payment should be made. If management are unable to

locate the appropriate owner, management should consider transferring funds to the unclaimed monies

registrar.

2.1.4 Management comments and action plan

Recommendation accepted: Yes ☒ No ☐

Management comment/action plan:

Council will follow up on the outstanding cheques with the appropriate owner. In future long term outstanding

cheques will be followed up on a regular basis.

Responsible officer:

Anita McFarlane

Implementation date:

31 December 2016


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3 Status of issues from interim management letter This section outlines the current status of management actions to address the audit recommendation from the

interim management letter issued in June 2016.

3.1 Authorised leave forms

Rating: Moderate

3.1.1 Observation Based on RSD testing, it was identified that of the 15 instances of leave being taken, leave request forms could

not be located for 4 occurrences.

3.1.2 Implication Risk that leave is not being approved by appropriate staff, and staff being inappropriately paid.

3.1.3 Recommendation We recommend that management ensure pay is not processed for staff who do not have appropriately

authorised leave forms.




The management team were advised at the management meeting on the 9th May 2016 that all staff are

required to have appropriate leave forms authorised before payment is made to staff. This will be reinforced to

all staff.


Sam Callaby and Anita McFarlane


30 June 2016

3.1.5 Current status of management action plan As noted above, the management team have been reminded of the appropriate procedures regarding leave

forms.


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3.2 Policies and procedures

Rating: Low

3.2.1 Observation Based upon discussions with management, there is no formal policy or procedure specific to EFT transactions,

cash handling & banking, and invoicing.

3.2.2 Implication Risk that the policies and procedures designed by management are not being adhered to, particularly when

staff take leave, increasing the risk of error.

3.2.3 Recommendation We recommend that management review the current processes and ensure they are appropriately designed

and documented.




A review of the processes will be conducted and policies and procedures will be documented to cover EFT

transactions, cash handling & banking, and invoicing.


Anita McFarlane


30 December 2016

3.2.5 Current status of management action plan Review yet to be completed.


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3.3 Audit committee meetings

Rating: Moderate

3.3.1 Observation We noted that the audit committee has only met twice during the 2016 financial year (July & September 2015).

3.3.2 Implication The audit committee provides a key function of assisting the council fulfil its corporate governance

responsibilities, and oversee responsibilities in relation to an entity's financial reporting, internal control system,

risk management system and internal and external audit functions. Without regular meetings, the audit

committee is unable to perform its key objectives, particularly in regards to risk management.

3.3.3 Recommendation We recommend the audit committee ensure there are at least quarterly audit committee meetings to ensure

best practice.




This will be addressed at the next audit committee meeting. Quarterly meetings will be scheduled in

consultation with the internal audit committee chair.


James Gregson – Chair of the audit committee


30 September 2016

3.3.5 Current status of management action plan The audit committee has met in July and September 2016 and members have been reminded of the important

function of the audit committee provides.


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3.4 Manual invoicing (Caravan park and leisure centre)

Rating: Moderate

3.4.1 Observation Based on the testing perform on caravan park receipting, details required in the invoice/receipt book are not

being fully completed, with missing details.

3.4.2 Implication Risk that the invoices are being prepared inaccurately and cash being misappropriated.

3.4.3 Recommendation It is recommended that a review be undertaken to ensure all manual invoices used are completed fully and

accurately. Furthermore, we recommend that the invoice be signed by the customer to verify the details.




A review of all manual invoices will be undertaken and manual invoices will be fully completed. This will be

reinforced with the relevant staff.


Anita McFarlane


30 October 2016



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3.5 Asset valuations

Rating: Low

3.5.1 Observation During the completion of our asset revaluation questionnaire with Council, we noted the following issues:

1. it was noted that there is currently an out of date asset valuation policy that addresses the measurement and

subsequent valuation of non-current physical assets;

2. relevant policies do not include detail around the componentisation of assets. The financial reporting

standards require that major parts (significant components) of assets be separately identified and depreciated.

It is important therefore that the primary or subsidiary accounting records, and the policies that support these,

can distinguish between major parts;

3. the risk relating to the asset valuation process was not documented in the Council’s risk register;

4. the audit committee has not reviewed the valuation policy and does not monitor compliance with the policy to

review the valuation methodology, assess the reasonableness of fair values and conclude fair values are

reasonable; and

5. valuation reports are not required to confirm the methodology and assumption used in the valuation, the

inspections of property and confirmation of titles, and the justification of the split between level 2 and level 3

assets.

3.5.2 Implication Without an up-to-date policy in place to address the measurement and valuation of non-current physical

assets, there is an increased risk that staff members responsible for coordinating, monitoring and reporting on

the valuation process are not aware of their responsibilities and appropriate reporting requirements.

Furthermore, if the risk is not formally recognised in the risk register document there is a potential that regular

review to ensure mitigating controls are functioning correctly may not occur.

3.5.3 Recommendation We recommend that Council review the asset policies and ensure that information around the valuation

methodologies and reporting requirements, as well as the correct recording of asset components is included.

This should be reviewed annually by the audit committee along with the results of fair value assessments

performed by management. The risks and controls relating to the revaluation of assets are included in the

Council risk register and formally reviewed moving forward.




Council will review policies and update. The policies will then be reviewed annually by the audit committee.


Michael Evans - Asset Engineer


30 December 2016


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4 Prior period issues This section outlines the current status of management actions to address the audit recommendation from the

prior period audit.

4.1 Transfers of WIP

Rating: Medium

Status: Open

4.1.1 Observation WIP is only transferred to the appropriate asset classes at the end of the year. At times this is well after the

asset is in use.

It means a detailed examination of amounts capitalised is only undertaken at the end of the year. The process

also means year end accounts preparation activity is more resource consuming, delaying the preparation of the

accounts.

4.1.2 Implication Depreciation may be applied from an incorrect start date and also, the end of year accounts preparations may

be delayed.

4.1.3 Recommendation Plant, equipment, furniture and motor vehicle transactions should be properly classified as they occur.

Infrastructure asset transactions (including land and buildings) should be transferred from work in progress

accounts throughout the year, as soon as the project is completed.


Recommendation accepted: ☒ Yes ☐ No


Anita McFarlane


30 June 2016

Management comment and action plan:

Council will look at the option of using the WIP in 2015/16.

4.1.5 Current status of management action plan

Status: Open

Audit Comment:

It was noted that WIP was again transferred at 30 June 2016 rather than when the works were completed.

Management are yet to review options for quarterly, or semi-annual transfers.


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4.2 Revaluation of gravel pits and garbage tips

Rating: Low

Status: Open

4.2.1 Observation Gravel pits and garbage tips are valued using the depreciated replacement cost method. A recent assessment

has not been undertaken to ensure this carrying value accurately reflects fair value.

4.2.2 Implication Gravel pits and garbage tips are not carried at the appropriate fair value.

4.2.3 Recommendation An assessment of all gravel pits and landfill sites should be undertaken for the financial year ending 30 June

2016 to ensure that the carrying amount accurately reflects fair value.




James Magee


30 June 2016


Council will arrange for an assessment to be undertaken of all gravel pits and landfill sites prior to 30 June

2016.


Status: Open

Audit Comment:

During FY16, management have performed an assessment of the value of the gravel pits, however based on

our review, the basis for the valuation was incorrect, thus management have not revalued their gravel pits. It is

noted Council owns only the one gravel pit, and hold mining rights to several other pits. Management are as yet

to complete a review of garbage tips. We strongly encourage management undertake a review of the

valuations to ensure the items are carried at appropriate fair values in accordance with FRD 103F Non-

Financial Physical Assets.


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4.3 Reassessment of gravel pit rehabilitation costs

Rating: Medium

Status: Closed

4.3.1 Observation Yarriambiack Shire Council has a provision for the rehabilitation of gravel pits of $381k as at 30 June 2014. The

increase in the gravel pit provision is based on a charge on $1 or $2 per cubic metre taken from the site. The

value of $1 or $2 has not been reassessed for a number of years, and may not accurately reflect the expected

costs associated with rehabilitating the site when closed.

4.3.2 Implication The rehabilitation provision may be understated by not reflecting the true cost of the rehabilitation works.

4.3.3 Recommendation A review of the gravel pit rehabilitation sites should be completed during the 2015/16 financial year, including

the charge per cubic metre.




James Magee


30 June 2016


As part of the review of the gravel pit rehabilitation sites Council will also review the charge per cubic metre.


Status: Closed

Audit Comment:

For the 2016 financial reporting period, management have undertaken a detailed review of all gravel pit

rehabilitation provisions to ensure the estimated costs are reasonable. No significant issues were noted with

managements estimates.


15

4.4 Payroll masterfile changes report

Rating: Medium

Status: Open

4.4.1 Observation A payroll masterfile changes report is produced each pay run. This report is difficult to read and is not currently

being independently reviewed.

4.4.2 Implication Due to segregation of duties limitations within a small office environment, there is an increased risk that

changes to employee details are incorrectly amended, whether due to fraud or error, and the error will not be

identified and corrected in a timely manner.

4.4.3 Recommendation Management should investigate if the current masterfile changes report can be produced in a format that is

easier to read. A person independent of the payroll process should then review the masterfile changes report

monthly and sign as evidence of this review.


Recommendation accepted: ☐ Yes ☒ No


Anita McFarlane


N/A


Management has had discussions with Civica account manager re changing the format of the masterfile

changes report. Civica has no intention at this stage to change the current masterfile report unless a Council is

prepared to invest considerable dollars to implement a new report. Council will not be investing $s in this

report and accepts the current risk and will continue to review current masterfile changes report.


Status: Open

Audit Comment:

This issue first arose in April 2014. Although management have determined that they are satisfied with the level

of risk and will not be improving the reporting abilities of Civica, we strongly encourage management to review

their position on an ongoing basis, and as such, we maintain our position and continue to report on the matter

to ensure the issue is on managements’ radar. We further note that due to the size of the entity, there is a lack

of segregation between the AP and payroll process (both performed by the same person), and without

appropriate controls in place to identify and review changes to either masterfiles, there is an increased risk of

fraud.


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Appendix A – Rating definitions The rating of audit issues in this report reflects our assessment of both the likelihood and consequence of each

identified issue in terms of its impacts on:

• the effectiveness and efficiency of operations, including probity, propriety and compliance with applicable

laws

• the reliability, accuracy and timeliness of financial reporting.

The rating also assists management in its prioritisation of remedial action.

We may include extreme, high or moderate rated issues in our reports to Parliament on the results of financial

statement audits.

Table: Rating definitions and management action

Rating Definition Management action required

Extreme The issue represents:

• a control weakness which could cause or is causing severe disruption of the process or severe adverse effect on the ability to achieve process objectives and comply with relevant legislation; or

• a material misstatement in the financial report has occurred.

Requires immediate management intervention with a detailed action plan to be implemented within 1 month.

Requires executive management to correct the material misstatement in the financial report as a matter of urgency to avoid a modified audit opinion.

High The issue represents:

• a control weakness which could have or is having a major adverse effect on the ability to achieve process objectives and comply with relevant legislation; or

• a material misstatement in the financial report that is likely to occur.

Requires prompt management intervention with a detailed action plan implemented within 2 months.

Requires executive management to correct the material misstatement in the financial report to avoid a modified audit opinion.

Medium The issue represents:

• a control weakness which could have or is having a moderate adverse effect on the ability to achieve process objectives and comply with relevant legislation; or

• a misstatement in the financial report that is not material and has occurred.

Requires management intervention with a detailed action plan implemented within 3 to 6 months.

Low The issue represents:

• a minor control weakness with minimal but reportable impact on the ability to achieve process objectives and comply with relevant legislation; or

• a misstatement in the financial report that is likely to occur but is not expected to be material, or

• an opportunity to improve an existing process or internal control.

Requires management intervention with a detailed action plan implemented within 6 to 12 months.

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