agenda ordinary meeting of council...7.1 ongoing and pending action list council meeting...

AGENDA Ordinary Meeting of Council ______________________________________ 9:30am Wednesday 25 September 2019

VENUE: Council Chambers Yarriambiack Shire Council 34 Lyle Street, Warracknabeal Vic 3393

NEXT MEETING: Wednesday 23 October 2019 Copies of the Yarriambiack Shire Council’s Agendas & Minutes

can be obtained online at http://www.yarriambiack.vic.gov.au

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

YARRIAMBIACK SHIRE COUNCIL

COUNCIL MEETING AGENDA 25 SEPTEMBER 2019

A 25 09 2019.docx

OUR VISION: In consultation with our community, Yarriambiack Shire Council aims to provide a viable, sustainable and vibrant future.

OUR VALUES: Customer Service • treat our customers with courtesy and respect; • lead and develop leadership within our community; • constantly strive to improve our services; • forge closer relationships with customers; • investigate matters thoroughly and objectively and keep our customers informed, in plain language, about the process and outcome; • treat people fairly, with respect and have proper regard for their rights; • make decisions lawfully, fairly, impartially and in the public interest; • we are honest, trustworthy, reliable, transparent and accountable in our dealings; • we are careful, conscientious and diligent; • use public resources economically and efficiently; and • actively pursue positive outcomes for the community.

CONTINUOUS IMPROVEMENT: Continuous Improvement We drive continuous and sustainable improvement in service provision, operational efficiency and stakeholder relations to create a leading organisation.

2



A 25 09 2019.docx

Item No Precis Page

1 WELCOME 4

2 ACKNOWLEDGEMENT & PRAYER 4

3 PRESENT 4

4 APOLOGIES or REQUEST FOR LEAVE OF ABSENCE 4

5 CONFIRMATION OF MINUTES 5

6 DECLARATION OF CONFLICT OF INTEREST 7

7 BUSINESS ARISING 8

7.1 Ongoing and Pending Action List 8

8 PETITIONS 8

9 CORRESPONDENCE 8

10 ASSEMBLY OF COUNCILLORS 9

10.1 Agenda Council Forum 28/08/2019 10 10.2 Agenda Council Forum 11/09/2019 11 10.3 Agenda Audit Committee Meeting 23 September 2019 12

11 SPECIAL COMMITTEES 13

12 ACTIVITY REPORTS 13

12.1 Mayor’s Report 13 12.2 Councillor’s Reports 14 12.3 Chief Executive Officer Report 16 12.4 General Manager of Infrastructure and Planning 17 12.5 General Manager of Community Development Report 19 12.6 Permits issued by Council 23

13 REPORTS FOR DECISION 24

13.1 Finance Report 24 13.2 Revenue Report 34 13.3 Capital Works Report 39 13.4 Draft Meeting Procedures Local Law 46 13.5 Gift, Benefits and Hospitality Policy 91 13.6 Annual Financial Report & Performance Statement 111 13.7 Community Share Grants Round 1, 2019 /20 Budget 113

13.8 Yarriambiack Youth Engagement Strategy 2019-2022 115

14 OTHER BUSINESS 134

15 REPORTS FOR DECISION – CLOSED SESSION 134

15.1 Design & Construct Murtoa Swimming Pool Change Rooms Contract C245/2019 134

15.2 Supply & Installation of Drafting Run extension at Warracknabeal Regional Livestock Exchange. C247/2019 134



A 25 09 2019.docx

1 WELCOME 2 ACKNOWLEDGEMENT & PRAYER

Cr G Massey opened the meeting at 9:30am by acknowledging the Indigenous Community and offering the opening prayer.

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, present and emerging’

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

3 PRESENT

4 APOLOGIES or REQUEST FOR LEAVE OF ABSENCE

4



A 25 09 2019.docx

5 CONFIRMATION OF MINUTES

Minutes of the Ordinary Council Meeting of 28 August 2019. The following items were considered at the ordinary Council Meeting held on Wednesday 28 August 2019 at 9:30am

13.1 Capital Works Program 2019/2020 (August) Recommendation: The Capital Works Program 2019/2020 (August) be received.

CARRIED

13.2 Election Period Policy

Recommendation: That the Councillor Election Period Policy (as tabled) be adopted and be reviewed again in March 2020 prior to the next Election.

CARRIED

13.3 CEO Employment and Remuneration Policy

Recommendation: That Council adopt the CEO Employment and Remuneration Policy.

CARRIED

13.4 Share Grant Policy and Guidelines / Grant Management Policy and Guidelines Recommendation: That Council; 1. adopts and approves the Share Grant Policy and Guidelines as tabled.

2. adopts and approves the Grant Management Policy and Guidelines as

tabled. CARRIED

13.5 Building Amendment (Swimming Pool and Spa) Regulations 2019 Recommendation: That Council:

1. Supports the MAV submission title “Swimming Pool and Spa safety Standards.”

2. Submits the comments as attached in to the Department of Environment, Land, Water, and Planning (DELWP) CARRIED

5



A 25 09 2019.docx

Minutes of the Closed Council Meeting of 28 August 2019.

The following items were considered at the Closed Council Meeting held on Wednesday 28 August 2019.

15.1 Annual Performance Review of Chief Executive Office Jessie Holmes

Recommendation: 1. That Council adopt this Performance Appraisal Report for its Chief Executive Officer,

Ms. Jessie Holmes for 2018/2019.

2. That the Remuneration paid to the Chief Executive Officer under the terms of the CEO Employment Contract be increased by 1.95%, effective from the anniversary of the commencement date of her Employment Contract.

3. That Council agree to the CEO’s Professional Development Program as set out in this Report

4. That this Report remain confidential and the Shire’s Mayor be authorised to make general comments, if necessary, around the appraisal process and outcomes.

CARRIED

6



A 25 09 2019.docx

6 DECLARATION OF CONFLICT OF INTEREST

Pursuant to Sections 77, 78 and 79 of the Local Government Act 1989 direct and indirect conflict of interest must be declared prior to debate on specific items within the agenda; or in writing to the Chief Executive Officer before the meeting. Declaration of indirect interests must also include the classification of the interest (in circumstances where a Councillor has made a Declaration in writing, the classification of the interest must still be declared at the meeting) ie;

a) Direct and indirect Interests; b) Indirect interest by close association; c) Indirect interest that is an indirect financial interest; d) Indirect interest because of conflicting duties; e) Indirect interest because of receipt of an applicable gift; f) Indirect interest as a consequence of becoming an interested party; g) Indirect interest because of an impact on residential amenity.

A Councillor who has declared a conflict of interest, must leave the meeting and remain outside the room while the matter is being considered, or any vote is taken.

Councillors are also encouraged to declare circumstances where there may be a perceived conflict of interest.

7



A 25 09 2019.docx

7 BUSINESS ARISING

7.1 Ongoing and Pending Action List

Council meeting Recommendation Action Action Taken

24/7/2019 C22yarri Amendment seek approval from Minister

Received 28/08/2019 letter of approval from the Minister for amendment of C22yari

8 PETITIONS 9 CORRESPONDENCE

8



A 25 09 2019.docx

10 ASSEMBLY OF COUNCILLORS

The attached Assembly of Councillors Records are presented as an attachment to the Council agenda for the information of Councillors and recorded at the Council meeting as required under S80A Local Government Act 1989.

RECOMMENDATION:

That Council accepts the Assembly of Councillors Records as presented

9



A 25 09 2019.docx

10.1 Agenda Council Forum 28 August 2019 Date: Wednesday, 28 August 2019 Venue: Council Chamber Warracknabeal Time: After Council Meeting Appointments Apologies:

Items for Action Officer Outcome

Tourism presentation LM

Nancy McLean Rupanyup Trust BP

Correspondence has been forwarded to Adrian Tyler re the amount. Submissions from community groups will be requested and a decision made by the Rup & District Consultative Committee. We will be informed of their decision and will forward that decision onto the Australian Executor Trustees for them to forward the money on.

RCV and MAV Forum JH

Rupanyup 150th Celebration GB

Previous Matters

Next forum meeting 11 September 9:30

10



A 25 09 2019.docx

10.2 Agenda Council Forum 11 September 2019 Date: Wednesday, 11 September 2019 Venue: Council Chamber Warracknabeal Time: 9:30 Appointments

Apologies:

Items for Action Officer Outcome

Draft Meeting Procedures submissions

BS Draft Meeting Procedures was advertised August 1 asking for submissions. The closing date for submissions was August 28

Gift and Hospitality Policy BS

Waste Update JM Contract, recycling

Library Update GB Consultation, grants, withdrawal

Draft Annual Report AM

Feedback on the Community Consultation Sessions

GM Murtoa letter

Murtoa Pool JM

Rating Review JH See attached

VGC meeting JH See attached

Rural Outreach Funding JH See attached

Previous Matters

Next forum meeting 25 September After Council Meeting

11



A 25 09 2019.docx

10.3 Agenda Audit Committee Meeting 23 September 2019

AGENDA FOR MEETING OF THE YARRIAMBIACK SHIRE COUNCIL INTERNAL AUDIT COMMITTEE TO BE HELD AT THE MUNICIPAL OFFICE 34 LYLE STREET WARRACKNABEAL AT 6.00pm MONDAY 23rd September 2019

Welcome – James Gregson

Present -

Apologies -

Conflict of Interest -

Minutes of the previous meetings held on 8th July 2019 to be confirmed.

Business arising from the minutes of the previous meeting

External Audit – Draft Annual report with financial statements

Internal Audit – Brad Ead

- Program schedule

Register of external and internal audit recommendations (to be tabled)

General Business - Credit card charges to audit

Next Meeting –

Closed

12



A 25 09 2019.docx

11 SPECIAL COMMITTEES Nil

12 ACTIVITY REPORTS 12.1 Mayor’s Report – Prepared by Graeme Massey

28 August

With the CEO went on a road trip through Bangerang backroads with Calvin Muller and Graham Drage

29 August Attended the Hopetoun Community Consultation

30 August Attended Augmented Reality App launch at Sea Lake

2 September Attended Regional Climate Meeting. Wimmera presentation by

BOM and CSIRO in Horsham

3 September Met with Stuart Grimley MP Attended Bush Kinder at Batchica and Murtoa Kindergarten with

Sonya Kilkenny, Parliamentary Secretary for Early Childhood Education

Guest at Brim’s dinner hosting the Melbourne Cup

4 September Attended the Beulah Community Consultation

5 September Met with Beverly McArthur MP

9 September Attended the Rupanyup Community Consultation

10 September Attended WAG meeting in Warracknabeal

11 September Attended Council Forum Attended OAM School Citizenship Awards Ceremony in

Warracknabeal

22 September Attended musical afternoon at Stonehaven Nursing Home, Rupanyup

24 September Attended plaque unveiling by Anne Webster, MHR at Wheatlands

Agricultural Machinery Museum in Warracknabeal Attended the Lubeck Community Consultation

25 September Attended Council Meeting

13



A 25 09 2019.docx

12.2 Councillor’s Reports Cr H Ballentine 29 August Attended Hopetoun Community Consultation

10 September Attended Wimmera Development Association Meeting in Horsham

11 September Attended Council Forum

17 September Attended Wimmera Mallee Tourism Meeting at Nhill

Cr K Zanker

28 August Attended Verily connect project overview meeting

29 August Attended the Hopetoun Community Consultation

4 September Attended the Beulah Community Consultation


13 September Attended Apex AGM

16-18 September

Attended motivation Interaction Training

19 September Attended Warracknabeal Swimming Club AGM

23 September Attended Rural Financial Counselling Services Finance Meeting

Cr T Hamilton

6 September Attended Stick Shed Meeting in Murtoa

9 September Attended Rupanyup Community Consultation Attended Rupanyup Consultative Committee Meeting

10 September Attended Murtoa Big Weekend Meeting


17 September Attended Murtoa Progress AGM

19 September Attended Rail Freight Meeting

20 September Attended Rail Freight Conference

21 September Attended Wimmera League Grand Final. Go BURRAS!

24 September Attended Lubeck Community Consultation



A 25 09 2019.docx

Cr S Roberts

Cr C Heintze

4 September Attended Minyip progress association AGM

5 September Attended ‘Flowers for Fuel’ Meeting in Minyip

9 September Attended Rupanyup Community Consultation


13 September Attended WSMTG in Horsham Attended Rupanyup School Fete

16 September Attended Minyip Cemetery AGM

22 September

Attended musical afternoon at Stonehaven Nursing Home, Rupanyup


Cr Jean Wise

28 August Attended Council Meeting

29 August Attended Hopetoun Community Consultation

5 September Attended Meeting with Beverley McArthur MP

9 September Attended Rupanyup Community Consultation

11 September Attended Council Forum Attended the Order of Australia CHW Group School Citizenship

Awards

13 September Attended Wimmera Regional Library Board Meeting

16 September Attended Yarriambiack Chaplaincy Meeting

24 September Attended plaque unveiling by Anne Webster, MHR at Wheatlands Agricultural Machinery Museum in Warracknabeal


15



A 25 09 2019.docx

12.3 CEO’s Report – Prepared by Jessie Holmes

29 August Attended Hopetoun Community Consult

30 August Attended Augmented Reality App launch at Sea Lake

2 September Met with new Rural North West Health Promotion Team Participated in RCTP Business Case Phone Conference Attended Living Libraries Grant meeting with DELWP

3 September Met with Stuart Grimley MP

Visited Murtoa Kindergarten with Department Secretary Sonya Kilkenny

Met with Chris Souness - new WDA Executive Officer

4 September Met with Minyip local farmers to tour roads Attended Beulah Community Consult

5 September Met with Bev McArthur MP Attended Wimmera Southern Mallee Regional Partnership Meeting

6 September Attended Victoria Grants Communities Session in Stawell

9 September Attended Rural Outreach Program Meeting in Edenhope Attended Rupanyup Community Consult

10 September Attended WDA Board Meeting


12 September Attended Wimmera CEO Meeting

18 September Met with Martin Pakula during his visit to Sheep Hills Silo

19 September Attended MAV CEO meeting

20 September Attended DELWP Recycling Circular Economy Meeting

23 September Attended Audit Committee Meeting

16



A 25 09 2019.docx

12.4 General Manager of Infrastructure & Planning – Prepared by James Magee Yarriambiack Creek

The Yarriambiack Creek Advisory Committee (YCAC) and representatives from the Wimmera Catchment Management Authority visited the mouth of the Yarriambiack Creek where it takes off from the Wimmera River on Wednesday 4 September. Those ready for a hike met at the Longerenong Homestead and were on foot from there. The first stop was “the regulator”. A massive earth wall built across the creek about 100 years ago. The earth wall is about 80 metres wide and up to 12m high. It only has two 900mm culverts in the bottom of the structure and restricts flow up Yarriambiack Creek. YCAC have often discussed the benefits of having “the regulator” removed. The regulator is about 500m from the Wimmera River. The opening of the Yarriambiack Creek at the mouth is about 1m wide at the base and had a trickle of water running northward on the day from the Wimmera River. Attendees then inspected “the sill” across the Wimmera River. The sill was constructed in 1967 to provide Yarriambiack Creek with its fair share of water. It was noted that the sill is falling into disrepair, which was noticed after the 2011 flood. Despite calls by YCAC for its repair nothing has been done. Further flood modelling of effects of the removal of the regulator has been done and more refined work on the impacts on nearby agricultural land is expected within the next year. Regional Composting Facility

Swan Hill Rural City Council, Buloke Shire Council and Yarriambiack Shire have obtained funding to seek submissions for a Business Case for a Regional Composting Facility. The study will identify the infrastructure requirements, legalities, identify various models, and look at the cost and feasibility of introducing such a scheme to service the three Councils. Tenders are currently being evaluated with the project expected to be completed by the end of the calendar year.

17



A 25 09 2019.docx

Caravan Park Occupancy - August 2019

State

Warracknabeal

Hopetoun

Murtoa

VIC 99 74 47

WA 1 0 4

TAS 8 4 0

SA 16 16 7

QLD 3 12 1

NT 0 0 0

NSW 20 8 6

ACT 6 0 0

International 0 2 0

Permanents 4 N/A N/A

TOTAL 153 116 65

Caravan Park Occupancy Comparison – August 2018

State

Warracknabeal

Hopetoun

Murtoa

VIC 58 148 34 NSW 2 8 1

WA 11 6 1

QLD 15 4 8

SA 5 62 8

NT 0 0 20

ACT 18 85 0

TAS 0 0 6

International 0 0 0

Permanents 7 N/A N/A

TOTAL 116 313 70

Warracknabeal Regional Livestock Exchange Sales figures

August 28th – Cancelled Sept 11th – 4,325 head

18



A 25 09 2019.docx

12.5 General Manager Community Services & Development - Gavin Blinman Environmental Health/ Local Laws - prepared by Tim Rose and Craig Byron Council is currently conducting an increased number of food premises inspections, which is anticipated to continue over the next few months. Despite the higher number of inspections, compliance rates by our local proprietors have been very good. No major or critical non-compliances have been identified over the period. A number of new food premises applications have also been received, varying from class 2 to class 4 premises. A significant amount of work has again been undertaken to secure Caravan Park compliance with the Residential Tenancies Act 1997. Council owned parks are reaching the end of the assessment period and it is hoped registration will occur in coming months. Three other sites, both privately and community owned, are also at the final stage of assessment and will be registered within weeks. Council’s Influenza Plan is currently under review. Once the document has been updated to reflect current Federal and State protection measures and determines all Local Government obligations, the plan will be submitted to our planning committee for comment. There has been an increase in the number of pigeon related complaints received. Council has remedied complaints and take action where possible. Complaints regarding conditions on private land and landowners responsibility. The problem can be quite complicated and difficult to resolve, however, the Department of Environment, Land, Water and Planning have some excellent resources available for members of the community. On the 27th of August at Horsham Magistrates Court, 14 Property Owners were summonsed to appear for repeatedly failing to comply with Fire Prevention Notices; 11 of these Property Owners were fined the maximum $1700 fine and associated clearing costs. One property owner who was fined last year was ordered to pay a $2400 fine and the clearing cost. A further 2 Property Owners have had their hearing adjourned until the 24th of September. Have had 7 dogs Impounded and 2 Cats. 6 of the dogs were returned to their owners, while one has gone to rescue after being unable to locate the owner. Both cats were surrendered and have been rehomed Cat Cages have been in demand especially in Minyip, Hopetoun, Brim and Warracknabeal; with a number of stray and feral cats being caught. Cat owners are reminded that they should ensure that their cats are kept secure at their owner’s properties especially at night. They should also be registered with Council. Maternal and Child Health Report Prepared by Michelle Schilling

14 births to date this financial year spread across shire Both Nurses attended Immunisation nurses conference in August, good speakers, relevant to our practice. Nurses are planning for parent groups’ info sessions in October.

19



A 25 09 2019.docx

Early years Coordinator prepared by Glenda Hewitt

Much emphasis continues to be focused around the roll-out of three year old Kindergarten in 2020. Enrolments have been largely finalised- given that Yarriambiack services always attract late enrolments, and planning to implement fifteen hours of subsidised Kindergarten for three year old children has been carried out.

Current enrolment status is as follows:

SERVICE 2020 4 Year old enrolments 2020 3 year old enrolments

Warracknabeal 35 25

Murtoa 11 7

Minyip 5 6

Hopetoun 12 9

Rupanyup 5 7

Beulah 1 4

It is proposed that Murtoa, Rupanyup and Minyip Kindergartens will be providing 15 hours of Kindergarten in a combined format, where both age groups will attend together. This is largely just an extension of current service delivery, although inclusion of three year old children will be a first for Murtoa.

Warracknabeal Kindergarten has attracted large enrolments as indicated above and significant changes to the service delivery model have been necessary, in order for the service to provide capacity for all children.

It is proposed that Warracknabeal Kindergarten will operate a long day model -7.5 hours- for both three and four year old children with all attending two x 7.5 hour sessions per week. Provision of this will necessitate the employment of a second part time teacher and additional assistants which hopefully we can attract.

Hopetoun/Beulah Preschool services will also provide combined three and four year old Kindergarten however with increased enrolments, the position will become fulltime.

Over the next few weeks I will be delivering several Parent information sessions to confirm arrangements for 2020.

ASSESSMENT AND RATING

Warracknabeal Kindergarten has been requested to submit their Quality Improvement Plan, which is the first step in the process of Assessment and Rating. Although no official date has been submitted for the visit, it will occur early in Term 4.

20



A 25 09 2019.docx

DET VISITS

The parliamentary Secretary for the Minister in the Department of Education Sonya Kilkenny visited two services in the LGA- Murtoa and Warracknabeal on Tuesday 3rd September. At Warracknabeal she enthusiastically joined the group who were attending Bush Kinder and in Murtoa she met our two scholarship recipients Kathryn Camilleri and Emily Hurley.

Kathryn and Emily are both studying to obtain their degree in Early Childhood Education and the scholarship is designed to cover the tuition fees associated with their study. All reports from the DET about the visit were glowing and we thank and congratulate Kate and Janet and their teams for their work.

Supported Playgroups prepared by Kathryn Camilleri

Warracknabeal Playgroup: We are in about our 3rd week of the new Warracknabeal group (WARRACKNABEAL 2). It has been a bit slow to get attendance that is not unusual. I have had 1 new family attend all 3 session and have really enjoyed their time. I am hoping the better weather bring more families out next term. I have even thought that I may run a few sessions at the Lions Park in Term 4. Hopetoun Playgroup: Hopetoun Playgroup is going really strong. We have had a few new families attending the past few weeks. With a great mix of social circles attending in recent weeks which I am very excited about. I have about 13 families on my bulk text massage list that reminds families to attend each week. In Home visits: I currently have no in home families. I am still working closely with one young mum to assist with attending speech therapy at the hospital. Training: Other than the Council trainings I have done along with everyone else such as the Bullying and harassment just the other week I have also completed the 2 days Bridges out of poverty, I have also attended my quarterly communities of practice in Hamilton recently.

Youth Report prepared by Murray McKenzie

The Yarriambiack Youth Action Council delivered 2 incredible events through mid and late August. They first planned and delivered the “Parks before Dark Colour Run” along the Yarriambiack Creek and raised over $170 from gold coin donations They backed this up the following week by not only planning, preparing, event managing and packing up after the Youth Summit, but most of them also facilitated workshops (after the facilitation training they had undertaken). They received great reviews from staff at various schools in attendance, and engaged over 200 young people through the day. Behavior was exemplary and feedback has been tremendous. The First Aid and CPR course was well attended here at Warracknabeal and the Drone Sessions have been well attended at Murtoa along with the Test and Tag Course at the Murtoa SLAAM Meetings with Ben Bentley and Alastair Lawson and work on the youth shed. Ben is going to start soon, this will support future youth motorsport events.

21



A 25 09 2019.docx

CHSP Report – Prepared by Alannah Lehmann Meals on Wheels Centre Base Meals

Meal Vouchers

CHSP 65+ SERVICE ACTUAL TARGET

Delivered Meals 1,009 1,342 Domestic Assistance 441 453

Personal Care 140 191

Maintenance 3 25

Respite 18 35

Assessment Officer Report prepared by Barb Whiteford and Hanna Butuyuyu WAITLIST

1 with appointment scheduled for client

ASSESSMENTS COMPLETED

Completed:20

Declined: 5 ( Cancelled because client away / hospital )

LAHA Assessments:1

REVIEWS COMPLETED

Reviews: 29

EDUCATION & TRAINING

the Victorian Integrate MEETINGS

Shared Care Meeting cancelled

Wimmera Assessors meeting 6.8. 2019

Wimmera Partnership Network Meeting 6.8.2019

Project Report prepared by Andrea Stepney

Andrea is currently on leave

22

August 2019 652 Meals






August 2019 308 Vouchers

July 2019 256 Vouchers

June 2019 222 Vouchers



A 25 09 2019.docx

12.6 Permits issued by Council - August Reference No Applicant Date of Issue Building Permits

Planning Permits

Septic Tank Permits

0 Local Laws Permits

Permits to Burn

0 Road Reserve Works Permits

2019-14 Warrack Concrete 2/8/19

Asset Protection Permits

Firewood collection Permits

Paul Deutsch 5/8/2019

Jonathon Scott 16/8/2019 Rodney Adams 19/8/2019

Craig Loyden 23/8/2019

RECOMMENDATION: That Council note the permits issued by Council between 01 August and 31 August, 2019.

23



A 25 09 2019.docx

13 REPORTS FOR DECISION 13.1 Finance Report – Prepared by Anita McFarlane RECOMMENDATION: The Finance Report as at August 2019 be received.

24

August Actuals

2019/2020 Budget YTD Actuals Forecast YTD Variance

YTD % Variance

IncomeAsset Disposal & Fair Value Adjustments -$ (234,120)$ (16,364)$ (234,120)$ (217,756)$ 93%Contributions, Donations & Reimbursement (24,655)$ (170,036)$ (57,360)$ (170,036)$ (112,676)$ 66%Government Grants & Charges (1,336,803)$ (12,081,283)$ (1,591,118)$ (12,081,283)$ (10,490,165)$ 87%Interest Income (17,221)$ (89,199)$ (2,919)$ (89,199)$ (86,280)$ 97%Rates & Charges 7,355$ (12,513,108)$ (13,565,943)$ (12,513,108)$ 1,052,835$ (8%)User Charges, Fees & Fines (62,872)$ (1,328,133)$ (146,055)$ (1,328,133)$ (1,182,078)$ 89%Other Income -$ -$ -$ -$ -$ 0%

Income Total (1,434,195)$ (26,415,879)$ (15,379,758)$ (26,415,879)$ (11,036,121)$ 42%

ExpenditureAsset Disposal & Fair Value Adjustments -$ 348,213$ -$ 348,213$ 348,213$ 0%Bad & Doubtful Debts -$ 500$ -$ 500$ 500$ 0%Contributions & Donations 58,928$ 790,297$ 100,651$ 790,297$ 689,646$ 87%Depreciation Amortisation & Impairment -$ 6,195,069$ -$ 6,195,069$ 6,195,069$ 100%Employee Costs 771,550$ 9,133,637$ 1,581,780$ 9,133,637$ 7,551,857$ 83%Finance Costs 1$ 60,010$ 1$ 60,010$ 60,009$ 100%Materials 359,317$ 6,082,874$ 813,721$ 6,082,874$ 5,269,153$ 87%Other Expenses 529,661$ 1,451,434$ 731,188$ 1,451,434$ 720,246$ 50%

Expenditure Total 1,719,457$ 24,062,034$ 3,227,340$ 24,062,034$ 20,834,694$ 87%

Total 285,261$ (2,353,845)$ (12,152,419)$ (2,353,845)$ 9,798,574$

YARRIAMBIACK SHIRE COUNCILINCOME STATEMENT BY RESOURCES

FOR AUGUST 2019

August Actuals


YTD % Variance

IncomeCommunity Services (110,924)$ (2,320,948)$ (389,943)$ (2,320,948)$ (1,931,005)$ 83%Corporate Services (720,871)$ (17,164,078)$ (13,117,252)$ (17,164,078)$ (4,046,826)$ 24%Economic Development (43,041)$ (1,175,440)$ (60,355)$ (1,175,440)$ (1,115,085)$ 95%Engineering (546,773)$ (3,547,395)$ (595,629)$ (3,547,395)$ (2,951,766)$ 83%Recreation & Culture & Leisure (1,245)$ (505,260)$ (10,609)$ (505,260)$ (494,651)$ 98%Regulatory Services (6,740)$ (193,398)$ (19,410)$ (193,398)$ (173,988)$ 0%Waste & Environment (4,601)$ (1,509,360)$ (1,186,562)$ (1,509,360)$ (322,799)$ 21%

Income Total (1,434,195)$ (26,415,879)$ (15,379,759)$ (26,415,879)$ (11,036,120)$ 42%

ExpenditureCommunity Services 221,775$ 2,963,853$ 421,223$ 2,963,853$ 2,542,630$ 86%Corporate Services 311,344$ 1,909,856$ 446,143$ 1,909,856$ 1,463,713$ 0%Economic Development 127,693$ 1,486,595$ 181,738$ 1,486,595$ 1,304,857$ 88%Engineering 666,361$ 11,446,465$ 1,247,441$ 11,446,465$ 10,199,024$ 89%Governance 127,381$ 1,294,112$ 374,710$ 1,294,112$ 919,402$ 71%Recreation & Culture & Leisure 58,407$ 1,448,330$ 113,742$ 1,448,330$ 1,334,588$ 92%Regulatory Services 60,132$ 795,722$ 116,853$ 795,722$ 678,869$ 85%Waste & Environment 146,364$ 2,717,101$ 325,489$ 2,717,101$ 2,391,612$ 88%

Expenditure Total 1,719,457$ 24,062,034$ 3,227,340$ 24,062,034$ 20,834,694$ 87%

Total 285,262$ (2,353,845)$ (12,152,419)$ (2,353,845)$ 9,798,574$

YARRIAMBIACK SHIRE COUNCILINCOME STATEMENT BY DEPARTMENT

FOR AUGUST 2019

Income protection insurance staff contribution $ 6,436 Workcover reimbursement $ 132 Income protection insurance recoupment $ 17,877 Youth program recoupment $ 171

Local Roads - Capital Grant 450,365.00$ Victorian Grants Commission -Capital Grant 426,546.00$ Grants Commission - Local Grant 251,809.75$ Environmental Strategies - Weed & Pest Grant 75,000.00$ DHS - Preschools Grant 45,702.70$ DHS - Maternal & Child Health Grant 28,078.32$ Adminstration - Warracknabeal Revenue 24,362.00$ Special Projects Revenue 15,274.00$ DHS - Assessment Grant 7,569.95$ DHS - Respite Grant 6,003.59$ DHS -Aged & Disability Care Grant 1,811.50$ DHS - HACC Administration Grant 1,203.22$ DHS - Senior Citizens Grant 1,156.03$ DHS - Personal Care Grant 599.22$ DHS - Assessment Grant 547.06$ DHS - Meals On Wheels - Co-ordination Grant 416.46$ DHS - Home Maintenance Grant 220.86$ DHS - Meals On Wheels Grant 107.21$

Interest Income Interest on investments 2,581$ Interest on FSPL 2,335$ Interest on rates 12,305$

Caravan Park Fees $ 10,960

Leaseback $ 6,124 Planning Fees & Permits $ 375 Building Fees & Permits $ 5,073 Waste Disposal Fees $ 4,396 HACC & Brokerage Fees $ 15,006 Membership $ 802 Sale yards Fees and Charges $ 1,712 Animal Fees & Charges $ 1,160 Other Income $ 15,171

Total Income for August $ 1,434,195

Yarriambiack Shire CouncilSummary of major Income and Expenses by Resources for August

IncomeContribution & Donations

Government Grants & Charges

User Charges

Contributions & Donations Annual contribution to Wimmera Development Association

$ 58,928.00

Employee Costs Salaries & Wages & Oncosts (includes Annual Leave, Sick Leave, Long Service Leave etc)

638,127$

Workcover 8,256$ Allowances 17,195$ Superannuation 53,806$ Travelling 6,068$ Staff Clothing 7,538$ Conferences & Training 39,563$

Materials Contracts - (includes Wimmera Mallee Waste, Civica, Skillinvest, Simpson Personnel, Horsham Rural City Council etc) 199,385$ Catering 5,201$ Tools & Equipment 5,392$ Materials 69,855$ Consultants 34,686$ Plant Hire (52,374)$ Power 15,742$ Information technology 5,387$ Radio Charges 5,269$ Telephone 9,679$ Cost of Meals 12,992$ Fuel 45,327$

Other Expenses Bank Fees 2,833$ OH& S Supplies 1,728$ Advertising 9,482$ Lease Expenses 43,987$ Legal Expenses 7,440$ Audit Services 3,172$ Insurance 429,997$ Postage 6,569$ Stationery and Printing 7,491$ Subscriptions 10,349$ Water 5,903$

Total Expenses for August $ 1,719,457

Expenses

August Actuals

2019/2020 Budget

YTD Actuals Forecast YTD Variance

YTD % Variance

01929 - Administration - Capital0900 - Building Capital Works -$ 110,000 41,950 110,000$ 68,050$ 62%0910 - Furniture & Equipment Capital Works 363$ 2,000 1,791 2,000$ 209$ 10%

01959 - Tech Services - Capital0900 - Building Capital Works 3,990$ 30,000 3,990 30,000$ 26,010$ 87%0920 - Computer / IT Capital Works -$ -$ -$ -$ -$ 0%

01949 - Information Technology - Capital0920 - Computer / IT Capital Works 9,600$ 75,000 13,363 75,000$ 61,637$ 82%

02919 - HACC Administration - Capital0910 - Furniture & Equipment Capital Works -$ -$ -$ -$ -$ 0%

02000 - Housing0900 - Building Capital Works -$ -$ -$ -$ -$ 0%

02929 - MECC - Capital0910 - Furniture & Equipment Capital Works -$ 1,000$ -$ 1,000$ 1,000$ 100%

02939 - Senior Citizens - Capital0900 - Building Capital Works -$ 5,000$ -$ 5,000$ 5,000$ 100%

02949 - Environmental Health - Capital0910 - Furniture & Equipment Capital Works -$ 2,000$ -$ 2,000$ 2,000$ 100%

02959 - Animal Pound - Capital0930 - Animal Pound - Capital Works -$ -$ -$ -$ -$ 0%

02969 - Maternal & Child Health - Capital0900 - Building Capital Works -$ -$ -$ -$ -$ 0%0920 - Computer / IT Capital Works -$ -$ -$ -$ 0%

02979 - Fire Hydrants - Capital0965 - Fire Hydrants - Capital -$ -$ -$ -$ -$ 0%

02989 - Preschools - Capital0900 - Building Capital Works -$ 14,000$ -$ 14,000$ 14,000$ 100%

03909 - Industrial Estate - Capital0905 - Industrial Estate Capital Works -$ -$ -$ -$ -$ 0%

03919 - Caravan Parks - Capital0900 - Building Capital Works -$ 100,000$ -$ 100,000$ 100,000$ 100%0910 - Furniture & Equipment Capital Works -$ 2,000$ -$ 2,000$ 2,000$ 100%

03929 - Public Amenities - Capital0900 - Building Capital Works -$ 5,000$ -$ 5,000$ 5,000$ 100%

04929 - Library - Capital0900 - Building Capital Works -$ -$ -$ -$ -$ 0%

04939 - Hall - Capital0900 - Building Capital Works 31,357$ 40,000$ 76,979$ 40,000$ (36,979)$ -92%

05909 - Parks & Playgrounds - Capital0975 - Playground Capital Works -$ 80,000 0 80,000$ 80,000$ 100%

05919 - Recreation Reserve - Capital0900 - Building Capital Works -$ -$ -$ -$ 0%

05939 - Swimming Pool - Capital0900 - Building Capital Works -$ 5,000$ -$ 5,000$ 5,000$ 100%

05949 - Sporting Complex - Capital0900 - Building Capital Works -$ 299,000 0 299,000$ 299,000$ 100%0910 - Furniture & Equipment Capital Works -$ -$ -$ -$ -$ 0%

05959 - Gymnasium - Capital0910 - Furniture & Equipment Capital Works -$ 4,000$ -$ 4,000$ 4,000$ 100%

05969 - Bowling Clubs - Capital0900 - Building Capital Works -$ -$ -$ -$ 0%

06909 - Local Roads - Capital0935 - Urban Road Construction 20,626$ 450,000 20,626 450,000$ 429,374$ 95%0940 - Rural Road Construction 21,225$ 2,655,674 23,625 2,655,674$ 2,632,049$ 99%0945 - Reseals -$ 498,200 0 498,200$ 498,200$ 100%0950 - Resheets 97,308$ 1,345,616 139,632 1,345,616$ 1,205,984$ 90%0955 - Shoulder Resheets 2,775$ 453,050 2,775 453,050$ 450,275$ 99%

06919 - Footpath - Capital0980 - Footpath Construction -$ 120,000 15,070 120,000$ 104,930$ 87%

06929 - Bridge - Capital0990 - Bridge Construction -$ 0 0 -$ -$ 0%

06939 - Kerb & Channel - Capital0985 - Kerb & Channel Construction -$ 200,000 0 200,000$ 200,000$ 100%

06959 - Aerodrome - Capital0900 - Building Capital Works -$ 0 0 -$ -$ 0%0950 - Resheets -$ 0 0 -$ -$ 0%

YARRIAMBIACK SHIRE COUNCILCAPITAL EXPENDITURE FOR AUGUST 2019

August Actuals

2019/2020 Budget

YTD Actuals Forecast YTD Variance

YTD % Variance

YARRIAMBIACK SHIRE COUNCILCAPITAL EXPENDITURE FOR AUGUST 2019

06979 - Depot - Capital0900 - Building Capital Works -$ 100,000 0 100,000$ 100,000$ 100%

07909 - Drainage - Capital0995 - Drainage Construction -$ 26,500 0 26,500$ 26,500$ 100%

07929 - Transfer Stations & Landfills - Capital0960 - Waste Site Capital Works 55,630$ 180,000 110,176 180,000$ 69,824$ 39%

08909 - Livestock Exchange - Capital0900 - Building Capital Works -$ 265,000 0 265,000$ 265,000$ 100%

69760 - Staff Vehicle Purchases6800 - Plant Purchases -$ 250,000 46,529 250,000$ 203,471$ 81%

69860 - Works Plant Purchases6800 - Plant Purchases 1,545$ 940,000 419,203 940,000$ 520,797$ 55%

Total 244,419$ 8,258,040$ 915,709$ 8,258,040$ 7,342,331$ 89%

Tech Services Relocation of data terminals and cabinet in the tech services office

$ 3,990

Information Technology Purchase of Sophos anti virus program $ 9,600

Hall Warracknabeal Town Hall - laying of vinyl, repair ceiling plaster, installation of bird alarm, electrical work, supply & install carpetet and seal and paint ceiling & cornice.

$ 31,357

Urban Road Construction Foundry Street, Minyip 12,453$ Taylor Street, Rupanyup 8,173$

Rural Road Construction Yaapeet Kenmare Road 16,084$ Burrum North Road 2,539$ Banyena Pimpinio Road 2,601$

Resheets Areegra Exchange Road 1,977$ Centre Hill Road 13,015$ Lascelles North Road 24,815$ Nyallo Road 140$ Pearce & Barbary Road 19,805$ Perris Road 5,447$ Roberts Road 140$ Robins Road 6,695$ Shearing Shed Road 419$ Thompsons Road 19,829$ Turriff East Road 5,025$

Shoulder Resheets Minyip Dimboola Road 2,775$

Transfer Stations & Landfills Construction of E Waste sheds at Hopetoun, Warracknabeal & Murtoa

$ 35,709

Works Plant Stihl Cut Off Saw $ 1,545

$244,419

Yarriambiack Shire CouncilSummary of Capital Works for August

Capital Work

Total Capital Works for August

August Actuals


YTD % Variance

Current AssetsCash & Cash Equivalents Investments (801,177)$ 6,109,000$ 7,654,245$ 6,109,000$ (1,545,245)$ (25%)Rate Debtors (404,203)$ 1,083,000$ 14,707,746$ 1,083,000$ (13,624,746)$ (1258%)Debtors 45,681$ 450,000$ 1,295,632$ 450,000$ (845,632)$ (188%)Other Financial Assets -$ 1,500,000$ 290,351$ 1,500,000$ 1,209,649$ 81%Inventory On Hand 37,375$ 840,000$ 544,484$ 840,000$ 295,516$ 35%Assets Held for Resale -$ 30,000$ 29,974$ 30,000$ 26$ 0%

Current Assets Total (1,122,324)$ 10,012,000$ 24,522,432$ 10,012,000$ (14,510,432)$

Non Current AssetsNon Current Debtors -$ 1,000$ -$ 1,000$ 1,000$ 100%Other Financial Assets -$ 250,000$ -$ 250,000$ 250,000$ 100%Investments -$ 581,000$ 523,693$ 581,000$ 57,307$ 10%Fixed Assets 244,419$ 146,511,000$ $ 145,676,752 146,511,000$ 834,248$

Non Current Assets Total 244,419$ 147,343,000$ 146,200,445$ 147,343,000$ 1,142,555$ TOTAL ASSETS (877,905)$ 157,355,000$ 170,722,877$ 157,355,000$ (13,367,877)$

Current Liabilities

Creditors (574,747)$ 1,100,000$ 1,047,130$ 1,100,000$ 52,870$ 1%Current Loans -$ 50,000$ 20,870$ 50,000$ 29,130$ 58%Short Term Provisions (20,250)$ 2,800,000$ 3,531,271$ 2,800,000$ (731,271)$ (26%)Trust & Deposits 615$ 21,000$ 37,753$ 21,000$ (16,753)$ (80%)

Current Liabilities Total (594,382)$ 3,971,000$ 4,637,024$ 3,971,000$ (666,024)$

Non Current LiabilitiesLong Term Provisions -$ 450,000$ 541,039$ 450,000$ (91,039)$ (20%)Non Current Loans 1,739$ 58,000$ 75,852$ 58,000$ (17,852)$ (31%)

Non Current Liabilities Total 1,739$ 508,000$ 616,891$ 508,000$ (108,891)$ TOTAL LIABILITIES (592,643)$ 4,479,000$ 5,253,915$ 4,479,000$ (774,915)$

NET ASSETS (285,262)$ 152,876,000$ 165,468,962$ 152,876,000$ (12,592,962)$

Current AssetsAccumulated Surplus/Deficit (285,262)$ 70,126,000$ 89,799,995$ 70,126,000$ (19,673,995)$ (28%)Asset Revaluation Reserve -$ 82,750,000$ 75,668,967$ 82,750,000$ 7,081,033$ 9%

TOTAL EQUITY (285,262)$ 152,876,000$ 165,468,962$ 152,876,000$ (12,592,962)$

InvestmentsBendigo Bank 354,874.70$ 1.50% 01/09/2020Commonwealth Bank 135,612.27$ 2.60% 01/09/2019National Australia Bank 239,339.79$ 2.70% 14/07/2019AMP (oncall) 420.39$ Oncall

730,247.15$

LoansPorter Plant - Street Sweeper 96,722$ 5 years

YARRIAMBIACK SHIRE COUNCILBALANCE SHEET

AS AT 31st AUGUST 2019

Current Assets YTD ActualsThe general bank account had a balance of $6.649 million at the 31st August. Council is holding $281,252 in cash andinvestments of Section 86 Committees. Council has$730,247 invested with the CBA and Bendigo Banks.

7,654,245$

General Debtors have increased by $45,681. $1,295,632

Non Current AssetsFixed Assets Increased by $244,419 as per the Capital Works report. $145,676,752

Current LiabilitiesCreditors At the time of preparing this report all August invoices have

not been processed. $1,047,130

$165,468,962

Debtors

Liabilities

Net Assets

Yarriambiack Shire CouncilSummary of Balance Sheet as at 31st August

Assets

Cash & Cash Equivalents

Rate Debtors For the month of August Rate Debtors decreased by$404,203. Outstanding rates are still being pursued by debtcollection agencies with some accounts advancing to thelegal stage. First installment is due on 30th September

$14,707,746



A 25 09 2019.docx

13.2 Revenue Report – Prepared by Chantelle Pitt RECOMMENDATION:

The Revenue Report as at September 2019 be received.

34

Rate Classification 2018/2019 Budget 2018/2019 Actuals 2019/2020 Budget Actual YTD Receipts Rebates Current Arrears & Legals Interest Total

Commercial 359,251.86$ 111,973.12$ 357,756.79$ (162,617.46)$ (3,103.46)$ 193,535.28$ 72,513.48$ 36,533.12$ 302,581.88$

Farmland 8,272,096.97$ 262,863.97$ 8,490,975.31$ (241,638.98)$ (2,636.98)$ 8,272,234.62$ 203,683.66$ 35,966.70$ 8,511,884.98$

Residential 2,098,915.45$ 641,253.65$ 2,153,631.60$ (291,012.08)$ (119,255.71)$ 1,767,248.94$ 549,828.69$ 144,967.88$ 2,462,045.51$

Total 10,730,264.28$ 1,016,090.74$ 11,002,363.70$ (695,268.52)$ (124,996.15)$ 10,233,018.84$ 826,025.83$ 217,467.70$ 11,276,512.37$

Rate Classification 2018/2019 Budget 2018/2019 Actuals 2019/2020 Budget Actual YTD Receipts Rebates Current Arrears & Legals Interest Total

Kerbside Garbage Charges 740,677.47$ 218,663.37$ 761,746.68$ (106,753.85)$ (35,745.93)$ 628,482.50$ 149,778.25$ 51,244.70$ 829,505.45$

Kerbside Recycling Charges 394,258.80$ 113,799.63$ 415,337.56$ (62,094.35)$ (25,881.18)$ 335,789.09$ 81,990.13$ 17,405.77$ 435,184.99$

Municipal Charge 366,685.92$ 201,009.00$ 375,324.92$ (52,212.65)$ (15,623.60)$ 311,907.45$ 146,411.32$ 47,325.79$ 505,644.56$

Fire Services Fixed Charge 748,468.00$ 231,930.12$ 763,776.00$ (96,672.75)$ (41,775.00)$ 632,498.38$ 198,003.09$ 39,032.74$ 869,534.21$

Fire Services Levy 363,449.08$ 40,937.12$ 489,135.18$ (38,693.67)$ -$ 451,716.04$ 18,647.70$ 2,603.27$ 472,967.01$

Credits -$ -$ -$ 111,330.94$ -$ (29,452.30)$ -$ -$ (29,452.30)$

Total 2,613,539.27$ 806,339.24$ 2,805,320.34$ (245,096.33)$ (119,025.71)$ 2,330,941.16$ 594,830.49$ 157,612.27$ 3,083,383.92$

Grand Total 13,343,803.55$ 1,822,429.98$ 13,807,684.04$ (940,364.85)$ (244,021.86)$ 12,563,960.00$ 1,420,856.32$ 375,079.97$ 14,359,896.29$

Dunmunkle Ward 2019/2020 Budget Actual YTD Receipts Rebates Current Arrears & Legals Interest Total

Commercial Rates 89,712.96$ (50,414.35)$ (1,764.47)$ 37,758.99$ 53,549.03$ 30,265.44$ 121,573.46$

Farmland Rates 2,594,321.25$ (56,119.95)$ (522.64)$ 2,554,706.52$ 52,412.94$ 4,674.88$ 2,611,794.34$

Residential Rates 657,837.15$ (90,475.17)$ (38,291.12)$ 537,185.43$ 184,217.66$ 42,843.12$ 764,246.21$

Kerbside Garbage Charges 210,038.02$ (29,935.62)$ (11,656.81)$ 172,186.19$ 51,165.79$ 17,979.64$ 241,331.62$

Kerbside Recycling Charges 124,818.58$ (19,068.22)$ (8,355.70)$ 100,672.90$ 28,014.50$ 6,381.69$ 135,069.09$

Municipal Charge 109,541.72$ (15,387.69)$ (5,225.69)$ 90,551.48$ 33,557.42$ 9,954.85$ 134,063.75$

Credits -$ 39,060.56$ -$ (10,974.05)$ -$ -$ (10,974.05)$

Fire Services Fixed Charge 216,418.00$ (26,693.68)$ (13,600.00)$ 178,660.14$ 46,214.57$ 8,118.06$ 232,992.77$

Fire Services Levy 145,676.48$ (11,130.09)$ -$ 135,239.39$ 6,961.79$ 1,167.90$ 143,369.08$

Total 4,148,364.16$ (260,164.21)$ (79,416.43)$ 3,795,986.99$ 456,093.70$ 121,385.58$ 4,373,466.27$

Hopetoun Ward 2019/2020 Budget Actual YTD Receipts Rebates Current Arrears & Legals Interest Total

Commercial Rates 94,865.59$ (66,356.43)$ (882.23)$ 27,999.53$ 5,780.62$ 4,830.09$ 38,610.24$

Farmland Rates 2,594,093.71$ (116,666.74)$ (1,315.15)$ 2,480,610.47$ 57,939.55$ 6,075.60$ 2,544,625.62$

Residential Rates 403,444.99$ (60,482.70)$ (29,176.99)$ 317,513.17$ 156,252.43$ 55,602.54$ 529,368.14$




Credits -$ 24,743.25$ -$ (6,828.86)$ -$ -$ (6,828.86)$


Fire Services Levy 144,957.46$ (16,144.58)$ -$ 129,036.60$ 4,251.22$ 525.37$ 133,813.19$

Total 3,858,864.93$ (332,898.48)$ (66,798.75)$ 3,443,061.46$ 451,871.89$ 137,576.05$ 4,032,509.40$

Warracknabeal Ward 2019/2020 Budget Actual YTD Receipts Rebates Current Arrears & Legals Interest Total

Commercial Rates 173,178.24$ (45,846.68)$ (456.76)$ 127,776.76$ 13,183.83$ 1,437.59$ 142,398.18$

Farmland Rates 3,302,560.35$ (68,852.29)$ (799.19)$ 3,236,917.63$ 93,331.17$ 25,216.22$ 3,355,465.02$

Residential Rates 1,092,349.46$ (140,054.21)$ (51,787.60)$ 912,550.34$ 209,358.60$ 46,522.22$ 1,168,431.16$




Credits -$ 47,527.13$ -$ (11,649.39)$ -$ -$ (11,649.39)$


Fire Services Levy 198,501.24$ (11,419.00)$ -$ 187,440.05$ 7,434.69$ 910.00$ 195,784.74$

Total 5,800,454.95$ (347,302.16)$ (97,806.68)$ 5,324,911.55$ 512,890.73$ 116,118.34$ 5,953,920.62$

Grand Total 13,807,684.04$ (940,364.85)$ (244,021.86)$ 12,563,960.00$ 1,420,856.32$ 375,079.97$ 14,359,896.29$

Outstanding Rates

Rates Report - September 2019Prepared by Chantelle Pitt

Outstanding Rates

Breakdown of Outstanding Rates by Ward

$14,359,896.29

$12,563,960.00

$1,358,639.59

$375,079.97 $62,216.73

$-

$2,000,000

$4,000,000

$6,000,000

$8,000,000

$10,000,000

$12,000,000

$14,000,000

$16,000,000

Total Outstanding Current Arrears Interest Legal Costs

Breakdown of Rates Outstanding

$12,563,960.00

-$940,364.85

$1,420,856.32 $375,079.97

Breakdown of Rates Outstanding

Current 19/20 Outstanding

Receipts

Prior Years Arrears & Legals

Interest

-$196,032.11

-$41,775.00

-$4,625.47 -$1,589.28

2019/20 Rebates

DHHS Rebates

Fire Services Levy Rebates

Council Rebates

New House Rebates

$491,010.35

$445,285.70

$9,766.98

$55,491.63

$0

$100,000

$200,000

$300,000

$400,000

$500,000

$600,000

Open Amount Total Payments Total Costs Balance

MCC Debt Collection Report Summary

$1,335,051.25

$763,257.54

$96,816.13

$668,609.84

$0

$200,000

$400,000

$600,000

$800,000

$1,000,000

$1,200,000

$1,400,000

Open Amount Total Payments Total Costs Balance

ARL Debt Collection Report Summary



A 25 09 2019.docx

13.3 Capital Works Program 2019/2020 (September) – Prepared by Joel Turner

Seals - Roads & Streets

Urban Streets

Project Cost %

Completed

Start / Completion

Date Comments

Austin St Hopetoun

$4,659

Inroads (Contractor) 1 section – 52 metres

Lascelles St – Chiprick Ln

Bowman St Warracknabeal

$11,928

Inroads (Contractor) 6 sections – 261 metres in total

Rainbow Rd – Railway Line

Breen St Murtoa

$16,376


McClintock St – Gulbin Rd

Cromie St Murtoa

$10,464

Inroads (Contractor) 1 section – 202 metres Munro St – Marma St

Cromie St (Median)

Rupanyup $18,919


Start of Parking Area (opp Emmetts) – End of Parking Area

Degenhardt St Murtoa

$11,186


Cromie St – McDonald St

Devereux St Warracknabeal

$4,211


Kelsall St – Bowman St

Duncan St Warracknabeal

$6,552


Kelsall St – End

Edward St Rupanyup

$2,842

Inroads (Contractor) 1 section – 58 metres End of Hotmix – End

Foundry St Minyip

$9,750


Main St – Change

Gould St Warracknabeal

$17,476


Craig Ave – Cox St

Hewitt St Warracknabeal

$7,301


Rose St – Gardiner St

MacKenzie St Beulah

$1,823 Inroads (Contractor)

1 section – 42 metres Phillips St – Change

McLeod St Minyip


1 section – 108 metres Market St – Petering St

Menin Ave Warracknabeal


2 sections – 128 metres in total Kokoda Ave – Coral Ave

Molyneaux St Warracknabeal


1 section – 265 metres Lyle St – Woolcock St

Munro St Murtoa


1 section – 111 metres Collins St – Webb St

Phillips St Warracknabeal


1 section – 250 metres Anderson St – Scott St



A 25 09 2019.docx

Seals - Roads & Streets (continued)

Urban Streets (continued)

Project Cost %

Completed

Start / Completion

Date Comments

Scott St Warracknabeal

$35,078

Inroads (Contractor) 1 section – 232 metres Phillips St – Kelsall St

Taverner St Beulah

$16,216


Hopetoun St – Deakin St

Wheatlands Museum Rd

Warracknabeal $15,372


Henty Hwy – Stawell Warracknabeal Rd

Wood St Rupanyup

$6,363

Inroads (Contractor) 1 section – 101 metres Cromie St – Stewart St

Wood St Warracknabeal

$12,519


Start – Hudgson St

Yarrack Ln Hopetoun

$3,969

Inroads (Contractor) 1 section – 81 metres Change – Austin St

Rural Roads

Hopetoun Yaapeet Rd

$91,938

Inroads (Contractor) 1.99 kms x 6.6m Seal

Starting 24 kms from Hopetoun Rainbow Rd

Patchewollock Tempy Rd


1.26 kms x 6.6m Seal Starting 6.4 kms from Sunraysia Hwy

Patchewollock Tempy Rd

$71,610

Inroads (Contractor) 1.55 kms x 6.6m Seal

Starting 15 kms from Sunraysia Hwy

Footpaths and Kerb & Channel

Project Cost % Completed Start /

Completion Date

Comments

Werrigar St Warracknabeal

$249,750 New Kerbing –

370 metres Anderson St – Creek

Werrigar St Warracknabeal

$66,600 Upgrade path to concrete –

370 metres Anderson St – Creek

40



A 25 09 2019.docx

Gravel Shoulder Resheets

Southern Zone


Completion Date

Comments

Ailsa Rd $75,000

1.5 kms Gaulkies Rd – Kranzs Rd

Funding – Roads to Recovery

Minyip Rich Avon Rd

$37,500

750 metres Starting 1.5 kms from Watsons Rd

heading east Funding – Roads to Recovery

Sheep Hills Kellalac Rd

$100,000

2 kms Starting from Henty Hwy


Northern Zone

Brim East Rd $37,500

750 metres Starting from Cemetery to

McFarlane’s Driveway Funding – Roads to Recovery

Centre Hill Rd $100,000 10% September 2 kms

Binders Rd – Lascelles East Rd Funding – Roads to Recovery

Galaquil West Rd $75,000

1.5 kms Starting

Collins Rd Funding – Roads to Recovery

Gravel Re-Sheets

Southern Zone


Completion Date

Comments

3LK Rd $30,360 20% September 4.8 kms starting 8 kms from Wimmera

Hwy - Gellatlys Rd Funding – Roads to Recovery

Areegra Exchange Rd

$81,972 3.2 kms starting 1.6 kms from Borung Hwy – Watchem Warracknabeal Rd


Bryntirion Rd $21,657 1.07 kms starting at Stawell

Warracknabeal Rd

Burrum Lawler Rd

$40,480

3.25 kms starting 7.8 kms from

Minyip Rich Avon Rd Funding – Roads to Recovery

Childs Rd $22,272 2.5 kms

starting at Sheep Hills Minyip Rd

Daveys Rd $22,998 1.01 kms starting

8.7 kms from Donald Murtoa Rd – Yarriambiack Creek

Delahuntys Rd $26,919 1.33 kms

starting at Wimmera Hwy

Donald Laen Rd

$20,416 1.2 kms starting

1.24 kms from Flett Rd



A 25 09 2019.docx

Gravel Re-Sheets (continued)

Southern Zone (continued)


Completion Date

Comments

Jung Rec Reserve Rd

$7,084 350 metres

Starting 7.3 kms from Donald Murtoa Rd

Lawler Rd $64,870 3 segments totalling 3.2 kms

starting 3.6 kms from end of seal Funding – Roads to Recovery

Mellis Rd $27,840 1.5 kms

starting 14.4 kms from Stawell Warracknabeal Rd – Rupanyup Rd

Niewands Rd $26,716 2 segments totalling 1.415 kms

starting 1.6 kms from Minyip Coromby Rd – Church Rd

Nitschke Rd $18,560 1 km

starting 1.63 kms from Mellis Rd

Perris Rd $9,280 100% September 500 metres

starting from Cannum Five Chain Rd (heading north)

Thompsons Rd

$13,549 100% September 730 metres

Starting 1.9 kms from Areegra Exchange Rd – Shire Boundary

V Matthews Rd

$40,480 2.9 kms

starting at Wimmera Hwy

Watchem Carron Rd

$48,576 1.92 kms

starting 750 metres from Borung Hwy Funding – Roads to Recovery

Northern Zone

Centre Hill Rd $9,030 30% August 420 metres

Starting 11 kms from Hopetoun Sea Lake Rd – Hollands Rd

Cummings Rd $27,606 1.07 kms

starting at Patchewollock Sea Lake Rd – Baring Rd

Daldee Rd $5,939 320 metres

starting 5.11 kms from Long Rd – Cozens Ln

Darts Rd $20,787 1.12 kms

starting at Henty Hwy

Ellam Willenabrina

Rd $26,448

1.14 kms Starting 3.35 kms from Warracknabeal

Rainbow Rd – Geodetic Rd

Glenore Rd $17,200 100% July /

August 1 km

Goads Rd $19,488 1.05 kms

starting at Henty Hwy

Goyura East Rd

$21,500 1 km

starting 15.57 kms from Henty Hwy – Shire Boundary

Goyura East School Bus

Route $17,200

1 km starting 14.9 kms from Henty Hwy



A 25 09 2019.docx


Northern Zone (continued)


Completion Date

Comments

Hatcher Anderson Rd

$11,524 670 metres

Starting 2.13 kms from Sunraysia Hwy

Hopevale Rd $30,960

1.8 kms Starting 1.45 kms from Hopetoun Rainbow Rd – Gaalanungah Rd Funding – Roads to Recovery

Kinkora Rd $41,968

2.44 kms starting 3.59 kms from Windy Ridge Rd –

Hogans Rd Funding – Roads to Recovery

Langleys Rd $9,094 490 metres

starting at Averys Rd

Lascelles North Rd

$57,190 100% August / August

2.66 kms starting 5.52 kms from Sea Lake

Lascelles Rd – Gama Sea Lake Rd Funding – Roads to Recovery

Lewis Rd $23,942 1.29 kms

starting 1.78 kms from Lah Angle Rd

Pearce & Barbary Rd

$26,316 100% September/ September

1.53 kms starting at Sunraysia Hwy

Phitzner Eys Rd

$34,744 100% September/ September


Hopetoun Yaapeet Rd – Glenore Rd Funding – Roads to Recovery

Power Line Rd $16,704 900 metres

starting 4.06 kms from Jeparit Warracknabeal Rd

Quinanes Rd $33,325


Patchewollock Tempy Rd – View Point Rd


Rickards Rd $10,836 630 metres

starting 5.11 kms from Galaquil East Rd

Rickards Rd $6,880 400 metres

starting 6.87 kms from Galaquil East Rd – Birchip Rainbow Rd

Robins Rd $5,848 100% August/ August

340 metres starting from Henty Hwy – end

Rosebery Rainbow Rd

$17,845 830 metres

starting 28.8 kms from Henty Hwy – Sluggets Rd

Shearing Shed Rd

$9,288 100% July/July 540 metres

starting 1.62 kms from Patchewollock Sea Lake Rd

Turriff East Rd $34,615 100% July/July

1.61 kms starting 5.77 kms from Sunraysia Hwy –

Shearing Shed Rd Funding – Roads to Recovery

Two Mile Rd $25,800 100% August / August

1.5 kms



A 25 09 2019.docx


Northern Zone (continued)


Completion Date

Comments

Windy Ridge Rd

$55,470


Henty Hwy Funding – Roads to Recovery

Wirrbibial Rd $23,564 1.37 kms

starting at Cambacanya Rd

Yaapeet West Rd

$31,992

1.86 kms Starting 2.52 kms from

Yaapeet Kenmare Rd – Lake Albacutya Park

Yarto Speed Rd

$22,360 1.3 kms

Starting 8.25 kms from Patchewollock Sea Lake Rd

Rehabs

Southern Zone


Completion Date

Comments

Banyena Pimpinio Rd

$483,748 20% September

1.5 kms starting V Schultz Rd heading west

Renew 6.6m Seal Funding - Fixing Country Roads

Burrum North Rd

$423,430

1.6 kms starting 1 km from Wimmera Hwy

Renew 4m Seal Funding - Fixing Country Roads

Minyip Dimboola Rd

$437,000

1.5 kms starting Huebners Rd – Glovers Rd

Renew 6.6m Seal Funding – Heavy Vehicle Safety

Northern Zone

Yaapeet Kenmare Rd

$348,738 80% August

1.6 kms starting 21.5 kms from Cowan St


Hopetoun Yaapeet Rd

$385,480

1 km Renew 6.6m Seal

starting Hopevale Rd towards Hopetoun Funding - Fixing Country Roads

Lah West Rd $330,338

1.5 kms starting Witneys Rd heading east


Beyal Rd $342,988

2 kms starting Taylor Rd heading north


44



A 25 09 2019.docx

Urban Construction

Southern Zone


Completion Date

Comments

Asquith Res Warracknabeal

$10,000 60m Cul-d-Sac

Foundry St Minyip

$74,750 10% September

250 metres End of Seal – Wimmera St


Hamilton / Breen St Murtoa

$24,000 20 metres

Intersection

Taylor St Rupanyup

$65,750 20% August 255 metres

Wood St – Walter St Funding – Roads to Recovery

Grain Corp Warracknabeal

$50,000 100 metres

Henty Hwy Entrance Funding – Roads to Recovery

Warracknabeal Aerodrome

$20,000 50m Parking area

Northern Zone

Cronomby Tanks Rd

Woomelang $149,500

410 metres in between Hopetoun Sea Lake Rd –

Sunraysia Hwy Funding – Roads to Recovery

Cutya Lane Hopetoun

$20,000 Rehabilitate and seal

Lascelles / Hopetoun St

Beulah $12,000

10 metres Intersection

Yarrack Lane Hopetoun

$20,000 Rehabilitate and seal

Other works:

Kerb and footpath tender about to be advertised.

Stabilisation works about to be advertised.

Sealing work ready to commence, prep work complete, except areas that require

stabilisation.

Town maintenance, mowing etc. big weekend preparation.

Drainage works in towns and rehabilitation pipework mostly installed.

Prime mover tipper currently advertised.

New jetpatcher has been in operation.

Recommendation: The Capital Works Program 2019/2020 September be received.

45



A 25 09 2019.docx

13.4 Yarriambiack Shire Council Meeting Procedures Local Law 2019 – Prepared by Bernardine Schilling

Conflict of Interest The author involved in the preparation of this report has no Conflict of Interest requiring disclosure.

Summary The Local Government Act 1989 requires a Council to make a Local Law to govern its conduct of meetings of the Council and Special Committees. The previous Local Law No. 6 was adopted by Council 13 March 2007 and expired 13 March 2017. After this date the Local Law ceased to apply. At its Ordinary Meeting of Council held 24 July 2019, Council resolved to commence the statutory process necessary under sections 119(2) and 223 of the Local Government 1989 to make anew Local Law, titled Yarriambiack Shire Council Meeting Procedures Local Law 2019 (the proposed Local Law, including the use of the Common Seal).

Purpose The purpose of this report is to adopt the new Local Law to:-

regulate the use of the Council’s Common seal

regulate the proceedings for the election of the Mayor, Deputy Mayor and Chairpersons of various Committees

regulate proceedings of Council meetings, Committee meetings and meetings conducted by or on behalf of Council

make provision for related administrative procedures

provide for the peace, order and good government of the municipal district To assist in drafting and effectively communicating the content of the proposed Local Law, a ‘Local Law Community Impact Statement was also prepared and exhibited for review with the proposed Local Law. At the Ordinary Meeting of Council held 24 July 2019 the Council resolved to commence the statutory process to make the new Local Law. The statutory period for making submissions is 28 days and submitters were given the opportunity to make written submissions. Any person making a submission was entitled to request to be heard in support of their submission. Following the public notice period nil submissions were received.

Policy Considerations The review of Council’s Local Law presents no conflicts with existing Council policy. Environmental/Sustainability Impacts There are no environmental/sustainability impacts associated with this report.

46



A 25 09 2019.docx

Financial Implications Legal advice has been sought through Maddocks to ensure the Local Laws document complies with the requirements under the Local Government Act 1989. The legal fees incurred will be paid for from the existing budget allocation for legal advice.

Economic Impacts There are no economic impacts associated with this proposal.

Consultation As part of the review process, consultation has been undertaken with relevant stakeholders. In addition, a formal section 223 process has been undertaken on the draft Local Law. A Council Forum was schedules for 11 September 2019 to hear from submitters in support of any submissions.

Recommendation: That Council:- Having compiled with the requirements of section 119(2) of the Local Government Act 1989 and having not received any submissions under section 223 of the Act:

1. Adopts the Yarriambiack Shire Council Meeting Procedures Local Law 2019 in

accordance with section 119 of the Local Government Act

2. Sign and Seal the new Yarriambiack Shire Council Meeting Procedures Local Law 2019

3. Give notice and advertise in the Government Gazette

4. Advertise a public notice specifying the title of the Local Law, the purpose and general purport of the Local Law

5. As per section 120(2) of the Local Government Act ensure a copy of the Local Law is available for inspection and can be purchased on demand at the Council office

6. As per section119(4) provide and send a copy of the new Local Law to the Minister.

47

[7894411: 24653406_1]

Community Impact Statement for Yarriambiack Shire Council Meeting Procedures Local Law 2019 Part A – General Comments Background Section 91 of the Local Government Act 1989 (Act) provides that a council must make a Local Law governing the conduct of Council and Special Committee meetings and the use of its Common Seal. Yarriambiack Shire Council (Council) has undertaken a review of Local Law No. 7 – Meeting Procedures. The review commenced late 2018 and has afforded Council with the opportunity to refine and improve the Local Law and address any identified issues or deficiencies within. Benchmarking was undertaken against the corresponding Local Laws of different Victorian Councils to assess where improvement could be made to facilitate a more efficient process for decision making within the Yarriambiack Shire Council. Consequently, a revised Meeting Procedure Local Law is proposed which incorporates numerous additions and amendments. The proposed Local Law seeks to address changes in the Act, provide clarity on the roles and responsibilities of Council, ensure that Council’s decision-making processes are transparent and provide for public participation in Council meetings. The proposed Local Law was presented to Council for endorsement at the Ordinary Council meeting to be held on 24 July 2019. It will then be released for public comment for a period of 28 days, commencing on 1 August 2019, during which time any person may make a written submission to Council in respect of its content. Anyone wishing to be heard in support of their written submission will be given an opportunity at an Ordinary Council meeting to be held after the close of the 28-day submission period. This submission process will be conducted in accordance with section 223 of the Act. Amendments Additions and amendments to the content of the proposed Local Law are detailed in Part C of this document. Objective The purpose of this Local Law is to:

regulate the use of the common seal; regulate proceedings for the election of the Mayor and Chairpersons of various

Committees;

[7894411: 24653406_1]

regulate proceedings at Council meetings, Committee meetings and other meetings conducted by or on behalf of Council where Council has resolved that the provisions of the Local Law are to apply;

make provision for related administrative procedures; and provide for the peace, order and good government of the municipal district.

[7894411: 24653406_1]

Part B – Overview of Proposed Local Law

Measures of success of proposed Local Law

The success of the proposed Local Law will be best measured by the extent to which it enhances the governance framework and decision-making processes of Council, including:

that the overall objectives of the Local Law are met; that Council meetings continue to operate openly

and transparently; that levels of Councillor attendance at Council

meetings are maintained; that the use and keeping of the Common Seal is

effectively controlled; and that compliance with the proposed Local Law and

the Act is achieved so that inappropriate meeting conduct is avoided.

Existing legislation that might be used

There is no existing legislation that could be used instead of the proposed Local Law.

State legislation more appropriate

There is no Victorian legislation that can achieve the objectives of the proposed Local Law. State Legislation compels Council to make Local Laws governing the conduct of meetings of Council and Special Committees.

Overlap of existing legislation

It is not considered that the proposed Local Law overlaps existing legislation, rather it operates in conjunction with the requirements of the Local Government Act 1989. To the extent that the proposed Local Law addresses the same subject matter as the Local Government Act 1989, it does so in a manner that is consistent and in conjunction with the requirements of the Act.

Overlap of planning scheme

There are no provisions of the proposed Local Law that overlap with the Yarriambiack Planning Scheme.

Risk assessment There are no significant risks in the advertising and potential

adoption of the proposed Local Law. The proposed Local Law prescribes common governance procedures to be followed by Council, opportunities for the community to participate in Council’s decision-making processes and sets standards of behaviour for those participating in, or present at, Council meetings.

Legislative approach adopted

The proposed Local Law is required by the Local Government Act 1989. In relation to conduct of meetings, the proposed Local Law adopts a medium impact regulatory approach. Whilst being

[7894411: 24653406_1]

largely prescriptive, the proposed Local Law retains a level of discretion which is considered appropriate to facilitate the orderly conduct of Council meetings. In relation to the election of the Mayor, the proposed Local Law adopts a high impact regulatory approach that is highly prescriptive with no discretionary process. This is considered appropriate as it provides certainty and transparency to candidates in a fair and equitable manner. In relation to use of the Common Seal, the proposed Local Law adopts a high impact regulatory approach that is considered appropriate as it provides clear accountability for appropriate use and safekeeping of the Common Seal.

Restriction on competition

The proposed Local Law relates only to the governance of Council’s meeting procedures and no competition implications arise.

Penalties The proposed Local Law creates a minimal number of offences.

Penalties for those offences are considered reasonable and Council has compared the general level of penalties provided for in the proposed Local Law with those of its neighbouring Councils that have a similar profile to the Yarriambiack Shire Council and is satisfied that they are consistent. Penalties were previously stated in dollar figures but will be stated in Penalty Units. Council has had regard to the ‘Attorney-General Guidelines to the Infringements Act 2006’ when fixing these penalties.

Permits The proposed Local Law does not make provision for the

issuing of permits. Fees The proposed Local Law does not make provision for the

payment of fees. Performance standards or prescriptive

Drafting of the Local Law has adopted a prescriptive approach to the extent that it sets out the procedures to be followed in the conduct of Mayoral elections and Council meetings. The prescriptive nature of the proposed Local Law provides certainty for Councillors, officers and the community.

Comparison with neighbouring an like Councils

In drafting the Local Law, informal comparisons were made with other Victorian councils, including neighbouring and similar sized Victorian councils.

Charter of Human Rights

The proposed Local Law has been reviewed for compatibility with the Charter of Human Rights and Responsibilities Act 2006(Charter). The key rights under the Charter that are engaged by the proposed Local Law are the:

[7894411: 24653406_1]

right to recognition and equality before the law; right to privacy and reputation; right to freedom of expression; and right to take part in public life.

The proposed Local Law is considered to be consistent with the Charter.

Consultation meetings

Council consulted with Councillors as part of the review of the proposed Local Law at its Forum meeting and with its external legal advisors.

Submissions The public exhibition period will commence on 1 August 2019

and close 30 August 2019. During this time, the community is invited to make written submissions as per the requirements of sections 119 and 223 of the Local Government Act 1989. Any person who makes a written submission may ask to be heard by Council in support of their submission or may be represented by a person (who is specified in their submission) to speak on their behalf. The proposed Local Law will be considered at the Ordinary Meeting of Council to be held on 25 September 2019.

[7894411: 24653406_1]

Part C – Comments on Specific Parts or Provisions of the Proposed Local Law Clauses, section or part of the proposed Local Law and description/headings

The problem the provision is intended to address

Outcome

Part A – Introduction Clause 4 – Commencement and End Dates

Existing Local Law was deficient in details relating to s122 of the Local Government Act - Sunset provisions.

Amended clause to include details of when a new Local Law commences and ceases.

Part A – Introduction Clause 6 - Definitions

Definitions added to Local Law to reference legislation requirements

Definitions inserted for regulations

Part B – Election of Mayor Clauses 7 - 10

Current Local Law provides method of voting and casting vote details only.

Clauses 7 - 10 have been inserted. Local Law now provides a detailed procedure to determine the election of a Mayor and procedures for election of Deputy Mayor, Acting Chairperson or Committee Chairperson.

Part C – Council’s Common Seal

Current Local Law showed penalties in $ amount and were inconsistent with other surrounding and neighbouring Councils.

Amendment of Clause: Changed penalties from $ value to penalty Units to be transparent with other neighbouring Councils. Penalties also adjusted to match those shires of similar profile to the Yarriambiack Shire Council.

Part D – Meeting Procedures. Division 1, Clause 16 – Notice of Meeting and Preparation of Agendas

No process for the altering of Ordinary Meeting Dates. Clause 16 – Notice of Agendas – Current Local Law allocated 48 hours prior to an Ordinary meeting.

New Clause inserted: - Council may, by resolution change the date, time and place of any Ordinary meeting which has been fixed and must provide reasonable notice of the change to the public – minimum of 7 day. Change made to Clause 16. Council Agenda’s must be received 4 days prior to an Ordinary meeting.

Part D – Meeting Procedures. Division 2 - Quorums

No processes for quorums. New Clauses added: 19. Inability to Gain A Quorum 20. Inability to Maintain a

[7894411: 24653406_1]

Quorum 21. Inability to Achieve or Maintain a Quorum due to Disclosure of Interests or Disclosure of Conflict of Interests of Councillors 22. Adjournment of Council Meeting by Resolution 23. Notice of Adjourned Meeting 24. Time Limits for Meetings

Part D – Meeting Procedures. Division 3 – Business of Meetings

No clear processes for Order of Business.

Inclusion of new Clauses include: 25. The Order of Business 26. Change to Order of Business 27. Urgent Business 28. Confidential Business 29. General Business 30. Disclosure of Interest and Conflicts of Interest

Part D – Meeting Procedures. Division 4 – Motions and Debate

No Clauses detailing protocols for Motions and Debate.

The following new Clauses inserted:- 31. Councillors may submit Notice of Motion 32. Notice of Motion – required 2 days prior to the Council meeting agenda being published 33. Chairperson’s Duty 34. Clarifying a Motion 35. Moving a Motion or an Amendment – Clause amended only. 36. Right of Reply 37. Moving an Amendment 38. Who May Propose an Amendment 39. How many Amendments may be Proposed 40. An Amendment once Carried 41. Withdrawal of Motions 42. Separation of Motions 43. Chairperson may separate Motions 44. Priority of Address 45. Motions in Writing 46. Reading Motion and/or

[7894411: 24653406_1]

Amendment 47. Debate must be relevant to the Question 48. Speaking Time – maximum 3 minutes 49. Addressing the Meeting 50. Foreshadowing Motions

Part D – Meeting Procedures. Division 5 – Procedural Motions

No Clauses detailing protocols for Procedural Motions.

51. Detailed procedural Motions Table inserted.

Part D – Meeting Procedures. Division 6 – Rescission Motions

No clear Clauses detailing protocols for Rescission Motions

The following new Clauses added to Local Law:- 52. Notice of Rescission 53. If Rescission Motion is Lost 54. If Rescission Motion is not Moved 55. May be Moved by any Councillor.

Part D – Meeting Procedures. Division 7 – Points of Order

Existing Local Law did not include procedure for Points of Order.

The following new Clauses have been inserted to new Local Law:- 57. Procedure for Point of Order 58. Chairperson to Decide 59. Chairperson may Adjourn to Consider 60. Valid Points of Order 61. Contradiction or Opinion – expressing a mere difference of opinion or contradicting a speaker is not a point of order, as per the Local Government Act. 62. Dissent from Chairperson’s Ruling

Part D – Meeting Procedures. Division 8 – Public Speaking Time

No Clauses detailing Public Speaking procedures.

An addition of a detailed Question Time procedure has been inserted in new Local Law.

Part D – Meeting Procedures. Division 9 – Petitions and Joint Letters

Existing Clause has no reference to electronic petitions or detailed requirements to submit a petition.

Inclusions made to Clause to address:-

Acceptance of written or online petitions or joint

[7894411: 24653406_1]

letters Identification

requirements Fraudulent signing

of petitions and penalties applied.

Part D – Meeting Procedures. Division 10 - Deputations

Existing Local Law contained no reference to deputations.

A new section on Deputations has been inserted in the new Local Law.

Part D – Meeting Procedures. Division 11 - Voting

Current Local Law does not provide for Councillors to abstain from voting.

Clause updated to provide for process when a Councillor abstains from voting.

Part D – Meeting Procedures. Division 12 - Minutes

Existing Local Laws does include Confirmation of Minutes but has no provision or procedure for the Recording of Minutes.

Record of Minutes procedure has been inserted as an additional 77. Keeping Minutes

Part D – Meeting Procedures. Division 13 - Behaviour

Transparency of Penalties. Penalty Units applied to new Local Law (not $ amounts) to be more consistent and transparent with terminology. 83. Infringements

Part D – Meeting Procedures. Division 15 – Suspension of Standing Orders

Current Local Law carried no provision for Suspension of Standing Orders.

New Clause added 88. Explains the procedure and formality of Suspension of standing Orders.

Name of Policy: Yarriambiack Shire Council Meeting Procedures Local Law 2019. This document is Uncontrolled when Printed. Responsible Officer: CEO. Version 0.2. Issue Date: 25 September 2019 / Next Review Date 25 September 2029.

Yarriambiack Shire Council

Meeting Procedures

Local Law 2019


TABLE OF CONTENTS

PART A - INTRODUCTION ....................................................................................... 1

1. Title ................................................................................................................................................ 1

2. Purpose of this Local Law ......................................................................................................... 1

3. Authorising Provision ................................................................................................................. 1

4. Commencement and End Dates .............................................................................................. 1

5. Revocation of the YSC Administration Local Law No. 6 2007 ........................................ 1

6. Definitions .................................................................................................................................... 1

PART B - ELECTION OF MAYOR ............................................................................. 3

7. Election of Mayor ........................................................................................................................ 3

8. Method of Voting ........................................................................................................................ 3

9. Determining the election of the Mayor ................................................................................. 3

10. Procedures for Election of Deputy Mayor, Acting Chairperson or Committee

Chairperson.................................................................................................................................. 4

PART C - COUNCIL’S COMMON SEAL .................................................................. 5

11. Security .......................................................................................................................................... 5

12. Use of the Common Seal .......................................................................................................... 5

PART D – MEETING PROCEDURES ......................................................................... 6

DIVISION 1 - Notices of Meetings and Delivery of Agendas ................................... 6

13. Dates and Times of Meetings ................................................................................................... 6

14. Council may alter Ordinary Meeting Dates .......................................................................... 6

15. Special Meetings .......................................................................................................................... 6

16. Notice of Meeting and Preparation of Agendas ................................................................... 6

17. Leave of Absence and Agenda ................................................................................................. 6

DIVISION 2 - Quorums ................................................................................................ 7

18. Quorum ........................................................................................................................................ 7

19. Inability to Gain a Quorum ....................................................................................................... 7

20. Inability to Maintain a Quorum ................................................................................................ 7

21. Inability to Achieve or Maintain a Quorum due to Disclosure of Interests or

Disclosure of Conflict of Interest of Councillors ................................................................ 7

22. Adjournment of Council Meeting by Resolution ................................................................. 7

23. Notice of Adjourned Meeting .................................................................................................. 7

24. Time Limits for Meetings .......................................................................................................... 8


DIVISION 3 - Business of Meetings ............................................................................. 8

25. The Order of Business............................................................................................................... 8

26. Change to Order of Business ................................................................................................... 8

27. Urgent Business ........................................................................................................................... 8

28. Confidential Business ................................................................................................................. 8

29. General Business ......................................................................................................................... 9

30. Disclosure of Interests and Conflicts of Interest ................................................................. 9

DIVISION 4 - Motions and Debate ............................................................................. 9

31. Councillors may submit Notices of Motion .......................................................................... 9

32. Notice of Motion ........................................................................................................................ 9

33. Chairperson’s Duty .................................................................................................................... 9

34. Clarifying a Motion ................................................................................................................... 10

35. Moving a Motion or an Amendment .................................................................................... 10

36. Right of Reply ............................................................................................................................. 11

37. Moving an Amendment ............................................................................................................ 11

38. Who may propose an Amendment ...................................................................................... 11

39. How many Amendments may be Proposed ....................................................................... 11

40. An Amendment Once Carried .............................................................................................. 11

41. Withdrawal of Motions ........................................................................................................... 11

42. Separation of Motions .............................................................................................................. 11

43. Chairperson may Separate Motions ..................................................................................... 11

44. Priority of address .................................................................................................................... 12

45. Motions in Writing ................................................................................................................... 12

46. Reading Motion and/or Amendment .................................................................................... 12

47. Debate must be relevant to the Question .......................................................................... 12

48. Speaking Times .......................................................................................................................... 12

49. Addressing the Meeting ........................................................................................................... 12

50. Foreshadowing Motions .......................................................................................................... 13

DIVISION 5 - Procedural Motions ............................................................................ 13

51. Procedural Motions .................................................................................................................. 13

DIVISION 6 - RESCISSION MOTIONS ................................................................... 17

52. Notice of Rescission ................................................................................................................. 17

53. If Rescission Motion is Lost .................................................................................................... 17

54. If Rescission Motion is not Moved ........................................................................................ 17


55. May be Moved by any Councillor .......................................................................................... 17

56. When Not Required ................................................................................................................ 17

DIVISION 7 - Points of Order ................................................................................... 18

57. Procedure For Point of Order ............................................................................................... 18

58. Chairperson to Decide ............................................................................................................ 18

59. Chairperson may Adjourn to Consider ............................................................................... 18

60. Valid Points of Order ............................................................................................................... 18

61. Contradiction or Opinion ....................................................................................................... 18

62. Dissent from Chairperson’s Ruling ....................................................................................... 18

DIVISION 8 - Public Question Time......................................................................... 19

63. Question Time ........................................................................................................................... 19

DIVISION 9 - Petitions and Joint Letters ................................................................. 20

64. Petitions and Joint Letters ....................................................................................................... 20

DIVISION 10 - Deputations ....................................................................................... 21

65. Deputation to be referred to the Mayor ............................................................................ 21

66. Consideration of Request ....................................................................................................... 21

67. Notification of Hearing ............................................................................................................ 21

68. Written Submissions ................................................................................................................ 21

69. Limitation on Speakers ............................................................................................................ 21

70. Questions but no Discussion ................................................................................................. 21

71. Matter to be determined upon a subsequent meeting ..................................................... 22

DIVISION 11 - Voting ................................................................................................. 22

72. How Motion Determined ....................................................................................................... 22

73. Casting Vote ............................................................................................................................... 22

74. By Show of Hands ..................................................................................................................... 22

75. Procedure for a Division ......................................................................................................... 22

76. No Discussion Once Declared .............................................................................................. 23

DIVISION 12 - Minutes ............................................................................................... 23

77. Keeping Minutes ........................................................................................................................ 23

78. Confirmation of Minutes ......................................................................................................... 23

79. Deferral of Confirmation of Minutes .................................................................................... 24

80. Recording of Meeting ............................................................................................................... 24


DIVISION 13 - Behaviour ........................................................................................... 25

81. Public Addressing the Meeting ............................................................................................... 25

82. Offences ...................................................................................................................................... 25

83. Infringements .............................................................................................................................. 25

84. Chairperson may adjourn disorderly Meeting .................................................................... 25

85. Suspensions ................................................................................................................................ 26

86. Removal from Chamber .......................................................................................................... 26

DIVISION 14 - Additional Duties of Chairperson ................................................... 26

87. The Chairperson’s Duties And Discretions ........................................................................ 26

DIVISION 15 - Suspension of Standing Orders ....................................................... 26

88. Suspension of Standing Orders .............................................................................................. 26

DIVISION 16 - Special Committees ......................................................................... 27

89. Application Generally ............................................................................................................... 27

90. Application Specifically ............................................................................................................. 27

DIVISION 17 - Certification ...................................................................................... 27

91. Key Information......................................................................................................................... 27

92. Affixing of the Common Seal ................................................................................................. 28

Name of Policy: Yarriambiack Shire Council Meeting Procedures Local Law 2019. This Document is Uncontrolled when Printed. 1 |P a g e Responsible Officer: CEO. Version .02. Issue Date: 25 September 2019. Next Review Date: 25 September 2029.

PART A - INTRODUCTION

1. Title

This Local Law will be known as the Yarriambiack Shire Council "Meeting

Procedures Local Law 2019".

2. Purpose of this Local Law

The purpose of this Local Law is to:

2.1 regulate the use of the common seal;

2.2 regulate proceedings for the election of the Mayor and Chairpersons of

various Committees;

2.3 regulate proceedings at Council meetings, Committee meetings and other

meetings conducted by or on behalf of Council where Council has resolved that the provisions of the Local Law are to apply;

2.4 make provision for related administrative procedures; and

2.5 provide for the peace, order and good government of the municipal

district.

3. Authorising Provision

This Local Law is made under section 111(1) of the Local Government Act 1989.

4. Commencement and End Dates

This Local Law:

4.1 commences on the day following the day on which notice of the making of

this Local Law is published in the Victoria Government Gazette, and

operates throughout the municipal district; and

4.2 ceases to operate on the tenth anniversary of the commencement date

unless revoked sooner.

5. Revocation of the Yarriambiack Shire Council Administration Local Law

No. 6 2007

On the commencement of this Local Law, the Yarriambiack Shire Meeting

Procedures Local Law 2019 will supersede the Yarriambiack Shire Council

Administration Local Law No. 6 2007.

6. Definitions

6.1 In this Local Law:

“Act” means Local Government Act 1989;

“Advisory Committee” means a committee established by Council as an

advisory committee under the Act;

“agenda” means a document containing the date, time and place of a

meeting and a list of business to be transacted at the meeting;


“Chairperson” means the person who chairs a meeting;

“Chief Executive Officer” means the person who is the Chief Executive

Officer of Council or any person acting in that position;

“Committee meeting” means a meeting of a Special Committee or an

Advisory Committee;

“Council” means the Yarriambiack Shire Council;

“Council meeting” means an Ordinary meeting or a Special meeting of

Council;

“Councillor” means a Councillor of Council;

“Local Law” means this Meeting Procedures Local Law 2019;

“majority of the votes” means the votes cast by a majority of Councillors

present at the time of a vote voting in favour of a matter;

“Mayor” means the Mayor of Council;

“meeting” means a Council meeting, a Special meeting, or a Committee

meeting;

“member” means a member of a Special Committee established by Council

under the Act;

“minutes” means the record of proceedings of a meeting;

“municipality” means the municipal district of Council;

“notice of motion” means a notice setting out the text of a motion which a

Councillor proposes to move at a meeting;

“Officer” means a member of Council staff;

“Ordinary meeting” means an Ordinary meeting of Council;

“Penalty Unit” has the same meaning as in section 110 of the Sentencing

Act 1991;

“quorum” means the minimum number of Councillors required to be

present at an Ordinary meeting or Special meeting in order to constitute a

valid meeting;

“Senior Officer” has the same meaning as in the Act;

“Special Committee” means a Special Committee established by Council

under section 86 of the Act;

“Special meeting” means a Special meeting of Council; and

“Standing Orders” means the rules set out in this Local Law in order to

guide the conduct of the meeting.


PART B - ELECTION OF MAYOR

The purpose of this Part is to regulate proceedings for the election of Mayor and

Committee Chairpersons.

7. Election of Mayor

The Chief Executive Officer must facilitate the election of the Mayor in accordance

with the provisions of the Act.

8. Method of Voting

Voting for election of the Mayor must be carried out by a show of hands.

9. Determining the election of the Mayor

9.1 The Chief Executive Officer must open the meeting at which the Mayor is to be elected, and preside until the meeting elects a Mayor.

9.2 The procedure for the election of the Mayor is as follows:

9.2.1 the Chief Executive Officer must invite nominations for the office

of Mayor (each of which must be seconded). If there is only one

nomination, the candidate nominated is deemed to be elected;

9.2.2 if there is more than one nomination, a vote of the Councillors

present at the meeting will be held;

9.2.3 in the event of a candidate receiving a majority of the votes, that

candidate is declared to have been elected;

9.2.4 in the event that no candidate receives a majority of the votes, the

candidate with the fewest number of votes is declared to be a

defeated candidate. A further vote of the Councillors present at

the meeting will be held;

9.2.5 if one of the remaining candidates receives a majority of the votes,

he or she is duly elected. If none of the remaining candidates

receives a majority of the votes, the process of declaring the

candidate with the fewest number of votes a defeated candidate

and voting for the remaining candidates must be repeated until

one of the candidates receives a majority of the votes. That

candidate must then be declared to have been duly elected;

9.2.6 in the event of two or more candidates having an equality of votes

and one of them having to be declared a defeated candidate, the

declaration will be determined by lot;

9.2.7 if a lot is conducted, the Chief Executive Officer will have the

conduct of the lot and the following provisions will apply:

9.2.7.1 each candidate will draw one lot;

9.2.7.2 the order of drawing lots will be determined by the

alphabetical order of the surnames of the Councillors


who received an equal number of votes except that if

two or more such Councillors’ surnames are identical,

the order will be determined by the alphabetical order

of the Councillors’ first names;

9.2.7.3 as many identical pieces of paper as there are

Councillors who received an equal number of votes

must be placed in a receptacle and the word

"Defeated" shall be written on one of the pieces of

paper;

9.2.7.4 the Councillor who draws the paper with the word

"Defeated" written on it must be declared the defeated candidate (in which event a further vote must

be taken on the remaining candidates); and

9.2.8 the process under clause 9.2.7 will be repeated until one candidate

is declared to be elected.

10. Procedures for Election of Deputy Mayor, Acting Chairperson or

Committee Chairperson

10.1 The procedure used for the election of Mayor will be used to elect:

10.1.1 a Deputy Mayor, if Council determines that the position of Deputy

Mayor is required;

10.1.2 an acting Chairperson if the Mayor and Deputy Mayor (if there is

one) are unable to attend a Council meeting; and

10.1.3 Committee Chairpersons.

10.2 The Chief Executive Officer or an Officer that he or she appoints for the

purpose will conduct the elections set out above.


PART C - COUNCIL’S COMMON SEAL

The purpose of this Part is to regulate the use of the common seal and prohibit

unauthorised use of the common seal or any device resembling the common seal as required

by section 5(3)(c) of the Act.

11. Security

11.1 The Chief Executive Officer must ensure the security of Council’s

common seal at all times.

11.2 The Chief Executive Officer will keep a register detailing how the common

seal is affixed.

12. Use of the Common Seal

12.1 The common seal may only be used on the authority of a resolution of

Council given either generally or specifically and every document to which

the common seal is affixed must be signed by the Chief Executive Officer

and two Councillors.

12.2 No person may use the common seal or any device resembling the

common seal without the authority of the Council.

Penalty: 10 Penalty Units

12.3 Any person who uses any replica of the common seal without authority is

guilty of an offence.



PART D – MEETING PROCEDURES

The purpose of this Part is to regulate the proceedings of Council meetings.

DIVISION 1 - Notices of Meetings and Delivery of Agendas

13. Dates and Times of Meetings

Council must from time to time fix the date, time and place of all Ordinary

meetings.

14. Council may alter Ordinary Meeting Dates

Council may, by resolution, change the date, time and place of any Ordinary

meeting which has been fixed and must provide reasonable notice of the change to

the public (minimum of seven days).

15. Special Meetings

A Special meeting must be called in accordance with section 84 of the Act.

16. Notice of Meeting and Preparation of Agendas

16.1 The Chief Executive Officer must give notice to the public of a meeting in

accordance with section 84(4) of the Act.

16.2 The Chief Executive Officer must ensure that notice of, and the agenda

for, any Council meeting is sent to every Councillor so that it is received

at least four days before the Council meeting.

16.3 Where the Chief Executive Officer or, in his or her absence, a Senior

Officer, is of the opinion that it is necessary or convenient to do so, he or

she may postpone or cancel an Ordinary meeting provided that:

16.3.1 reasonable attempts are made to notify every Councillor; and

16.3.2 such public notice is given as is practicable.

16.4 The Chief Executive Officer or Senior Officer must submit a full written

report of his or her reasons for postponing or cancelling an Ordinary

meeting under clause 16.3 to the next Ordinary meeting.

16.5 The CEO will consult with the Mayor on the preparation of the agenda.

17. Leave of Absence and Agenda

It is unnecessary for a notice of a meeting or an agenda to be delivered to any

Councillor who has been granted leave of absence, unless the Councillor has

requested in writing that the Chief Executive Officer continue to give notice of any

meeting to be held during the period of his or her absence.


DIVISION 2 - Quorums

18. Quorum

The quorum for Council meetings and Special meetings is a majority of the number

of Councillors.

19. Inability to Gain a Quorum

If, after 30 minutes from the scheduled starting time of any Council meeting, a

quorum cannot be obtained:

19.1 those Councillors present; or

19.2 if there are no Councillors present, the Chief Executive Officer, or, in the

absence of the Chief Executive Officer, a Senior Officer,

may adjourn the Council meeting for a period not exceeding seven days from the date of the adjournment.

20. Inability to Maintain a Quorum

If, during any Council meeting or any adjournment of a Council meeting, a quorum

cannot be maintained:

20.1 those Councillors present; or

20.2 if there are no Councillors present, the Chief Executive Officer, or, in the

absence of the Chief Executive Officer, a Senior Officer,

may adjourn the Council meeting for a period not exceeding seven days from the

date of the adjournment.

21. Inability to Achieve or Maintain a Quorum due to Disclosure of Interests

or Disclosure of Interests of Councillors

If a quorum cannot be achieved or maintained due to the disclosure of conflicts of

interest by Councillors, the Chief Executive Officer, or, in his or her absence, a

Senior Officer, may adjourn the item in respect of which the conflicts of interest are

disclosed for a length of time sufficient to enable dispensation for the affected

Councillors to be obtained from the Minister administering the Act or otherwise

until a quorum can be maintained in respect of that item.

22. Adjournment of Council Meeting by Resolution

Council may, by resolution, adjourn a Council meeting to a date, time and place

specified in the resolution.

23. Notice of Adjourned Meeting

The Chief Executive Officer must:

23.1 if time permits, provide written notice of a Council meeting adjourned

under clause 19, 20, 21 or 22; or

if time does not permit, provide notice by way of contact by telephone, email or some other

means, to every Councillor.


24. Time Limits for Meetings

24.1 No Council meeting will continue longer than 5 hours unless a majority of

the Councillors present vote in favour of an extension of time.

24.2 An extension of time shall not exceed 30 minutes.

24.3 No more than two extensions of time will be permitted at a Council

meeting unless Council resolves otherwise.

24.4 In the absence of such continuance, the Council meeting must stand

adjourned to a time, date and place to be then and there announced by

the Chairperson.

24.5 The Chief Executive Officer must give notice to each Councillor of the

date, time and place to which the meeting stands adjourned, and of the business remaining to be considered, in accordance with clause 23.

DIVISION 3 - Business of Meetings

25. The Order of Business

25.1 The order of business for a Council meeting is to be determined by the

Chief Executive Officer in consultation with the Mayor so as to facilitate

and maintain open, efficient and effective processes of government.

25.2 The order of business, and all items to be considered at a Council meeting,

will be set out in an agenda prepared by the Chief Executive Officer.

26. Change to Order of Business

Once an agenda has been sent to Councillors, the order of business for that

Council meeting may only be altered by resolution of Council and must be

recorded.

27. Urgent Business

27.1 If the Agenda for an Ordinary meeting makes provision for urgent

business, business cannot be admitted as urgent business other than by

resolution of Council.

27.2 Council must only admit business as urgent business if the business:

27.2.1 cannot safely or conveniently be deferred until the next Ordinary

meeting; or

27.2.2 involves a matter of urgency, as determined by the Chief Executive

Officer.

28. Confidential Business

28.1 No business can be transacted as confidential business unless Council first

resolves to close the Council meeting to members of the public in

accordance with the Act.

28.2 If, following the conclusion of confidential business, Council so resolves,

the Council meeting will again be open to members of the public.


29. General Business

29.1 If the agenda for an Ordinary meeting makes provision for general

business, only business of a minor or routine nature will be admitted as

general business.

29.2 Any motion dealing with a matter that is not minor or routine must be

rejected by the Chairperson and will be subject to the notice of motion

provisions.

29.3 Such motions may be dealt with as urgent business under clause 27.

30. Disclosure of Interests and Conflicts of Interest

A Councillor who has a conflict of interest in a matter on the agenda for a Council meeting

must disclose that conflict of interest and comply with their remaining obligations under the Act.

DIVISION 4 - Motions and Debate

31. Councillors may submit Notices of Motion

Councillors may ensure that an issue is listed on an agenda by submitting a notice of

motion in writing.

32. Notice of Motion

32.1 A notice of motion must be in writing, signed by the Councillor submitting

it and submitted to the Chief Executive Officer at least seven days prior to

the Council meeting at which it is to be considered.

32.2 The Chief Executive Officer may reject any notice of motion which is:

32.2.1 vague or unclear in intention;

32.2.2 defamatory, indecent, abusive, offensive or objectionable in

language or substance; or

32.2.3 outside the duties, functions and powers of Council,

but must:

32.2.4 notify the Councillor who lodged it of the rejection and reasons

for the rejection; and

32.2.5 give the Councillor who lodged it an opportunity to amend it

prior to rejection, if it is practicable to do so.

32.3 The full text of any such notice of motion must be included in the agenda

for the next Ordinary meeting.

33. Chairperson’s Duty

Any motion which is:

33.1 defamatory;

33.2 objectionable in language or nature;


33.3 vague or unclear in intention;

33.4 outside the powers of Council; or

33.5 irrelevant to an item of business on the agenda and has not been admitted

as urgent or general business, or purports to be an amendment but is not,

must be rejected by the Chairperson.

34. Clarifying a Motion

Before a notice of motion or any other motion is moved, a Councillor may, with

the leave of the Chairperson, ask for clarification from the Chairperson or

Councillor expected to move the notice of motion or other motion of:

34.1 the intent; or

34.2 some other aspect,

of such notice of motion or other motion.

35. Moving a Motion or an Amendment

The procedure for moving any motion or amendment is as follows:

35.1 the mover must state the motion without speaking to it;

35.2 the motion must be seconded and the seconder must be a Councillor

other than the mover. If a motion is not seconded, the motion lapses for

want of a seconder;

35.3 the Chairperson has the right to second a motion in the interest of

facilitating debate on a matter;

35.4 if a motion or an amendment is moved and seconded, the Chairperson

must ask:

"Is the motion or amendment opposed?"

35.5 if no Councillor indicates opposition, the Chairperson may give the mover

of the motion or amendment or any other Councillor wishing to do so the

opportunity to speak before declaring the motion or amendment carried;

35.6 if a Councillor indicates opposition, then the Chairperson must call on the

mover to address the Council meeting;

35.7 after the mover has addressed the Council meeting, the seconder of the

motion may address the Council meeting;

35.8 after the seconder of the motion has addressed the Council meeting (or

after the mover has addressed the Council meeting if the seconder of the

motion does not address the Council meeting), the Chairperson must call

on any Councillor who wishes to speak to the motion (including, at the

Chairperson’s discretion, the seconder) if the Councillor has not

previously spoken; and

35.9 if no Councillor speaks to the motion, then the Chairperson must put the

motion to the vote.


36. Right of Reply

36.1 The mover of a motion, including an amendment, has, once debate has

been exhausted, a right of reply to matters raised during debate.

36.2 After the right of reply has been taken, the motion must immediately be

put to the vote without any further discussion or debate.

37. Moving an Amendment

37.1 Subject to clause 37.3 a motion which has been moved and seconded may

be amended by leaving out, inserting or adding words, which words must

be relevant to the subject of the motion and not change the intent.

37.2 An amendment must not contradict the motion or change the substance

of the motion.

37.3 A motion to confirm a previous resolution of Council cannot be amended.

38. Who may propose an Amendment

An amendment may be proposed or seconded by any Councillor, except the mover

and seconder of the original motion.

39. How many Amendments may be Proposed

39.1 Any number of amendments may be proposed to a motion but only one

amendment may be accepted by the Chairperson at any one time.

39.2 No second or subsequent amendment, whether to the motion or an

amendment of it, may be taken into consideration until the previous

amendment has been dealt with.

40. An Amendment Once Carried

If the amendment is carried, the motion as amended then becomes the motion

before the meeting.

41. Withdrawal of Motions

41.1 Before any motion is put to the vote, it may be withdrawn with leave of

Council.

41.2 If the majority of Councillors object to the withdrawal of the motion, it

may not be withdrawn.

42. Separation of Motions

Where a motion contains more than one part, a Councillor may request the

Chairperson to put the motion to the vote in separate parts.

43. Chairperson may Separate Motions

The Chairperson may, in his or her absolute discretion, decide to put any motion to

the vote in several parts, even if no request is made under clause 42.


44. Priority of address

In the case of competition for the right to speak, the Chairperson must decide the

order in which the Councillors concerned will be heard.

45. Motions in Writing

45.1 All motions, except procedural motions, should be in writing.

45.2 The Chairperson may suspend the meeting while the motion is being

written or may request Council to defer the matter until the motion has

been written, allowing the meeting to proceed uninterrupted.

46. Reading Motion and/or Amendment

The Chairperson may request the person taking the minutes of the meeting to read

the motion or amendment to the meeting before the motion or amendment is put to the vote.

47. Debate must be relevant to the Question

47.1 Debate must always be relevant to the question before the meeting, and, if

not, the Chairperson must request the speaker to confine debate to the

question then before the meeting.

47.2 If, after being requested to confine debate to the question then before the

meeting, the speaker continues to debate irrelevant matters, the

Chairperson may direct the speaker to not speak further in respect of the

question.

47.3 A speaker to whom a direction has been given under clause 47.2 must

comply with that direction.

48. Speaking Times

A Councillor must not speak longer than the time set out below, unless granted an

extension by the Chairperson:

48.1 the mover of a motion or an amendment: 3 minutes

48.2 any other Councillor: 3 minutes; and

48.3 the mover of a motion exercising a right of reply: 2 minutes.

49. Addressing the Meeting

When addressing a Council meeting:

49.1 any person addressing the Chair must refer to the Chairperson as Mayor;

49.2 all Councillors, other than the Mayor, must be addressed as Cr (name);

and

49.3 all Officers must be addressed as Mr or Ms (name) as appropriate or by their official title, unless the Chairperson directs otherwise.


50. Foreshadowing Motions

50.1 At any time during debate a Councillor may foreshadow a motion so as to

inform Council of his or her intention to move a motion at a later stage in

the Council meeting, but this does not extend any special right to the

foreshadowed motion.

50.2 A motion foreshadowed may be prefaced with a statement that, in the

event of a particular motion before the Council meeting being resolved in

a certain way, a Councillor intends to move an alternative or additional

motion.

50.3 A motion foreshadowed has no procedural standing and is merely a means

to assist the flow of the Council meeting.

50.4 The Chief Executive Officer or person taking the minutes of the Council

meeting will not record foreshadowed motions in the minutes until the

foreshadowed motion is formally moved.

DIVISION 5 - Procedural Motions

51. Procedural Motions

51.1 Unless otherwise prohibited, a procedural motion may be moved at any

time and must be dealt with immediately by the Chairperson.

51.2 Procedural motions require a seconder.

51.3 Notwithstanding any other provision in this Local Law, procedural motions

must be dealt with in accordance with the following table:


PROCEDURAL MOTIONS TABLE

Procedural

Motion

Form and Effect Mover &

Seconder

Matter in

respect of which

Motion may be

moved

When motion

prohibited

Debate

permitted on

Motion

1. Adjournment

of debate to

later hour

and/or date

Form

“That this matter be adjourned to

*am/pm and/or *date for the

following reason…..”

* insert time/date

Effect if carried

Motion and amendments postponed

to the stated time and/or date

Effect if lost

Debate continues unaffected

Any Councillor

Any matter

except:

(a) election of a

Chairperson

(b) a matter in

respect of

which a call of

the Council

has been made

for that

meeting

(a) During the

election of a

Chairperson;

(b) When another

Councillor is

speaking

(c) When the

matter is one

in respect of

which a call of

the Council

has been made

Yes

2. Adjournment

of debate

indefinitely

Form

“That this matter be adjourned until

further notice.”

Effect if carried

Motion and any amendment

postponed but may be resumed at

any later meeting if on the agenda or

Council resolves to retrieve it

Effect if lost


Any Councillor

Any matter

except:

(a) During the

election of a

Chairperson;

(b) When another

Councillor is

speaking;

Yes


Procedural

Motion


Seconder

Matter in

respect of which

Motion may be

moved

When motion

prohibited

Debate

permitted on

Motion

3. The closure Form

“That the motion be now put”

Effect if carried

The Chairperson must call on the

mover of the original motion or

amendment in respect of which the

closure motion is carried to reply to

the debate on the original motion or

amendment.

The Chairperson must then

immediately put the original motion

or amendment to the vote.

No further debate on, or amendment

to, the original motion or amendment

is permitted.

Effect if lost

Debate continues unaffected.

A Councillor who

has not spoken to

the motion or any

amendment of it

Any matter

During

nominations for

Chairperson

No

4. Laying

question on

the table

Form

“That the question lie on the table”

Effect if carried

Motion and amendments not further

discussed or voted on until:

(a) Council resolves to take the

question from the table at the

same meeting; or

(b) the matter is placed on an agenda

and Council resolves to take the

question from the table

Effect if lost


A Councillor who

has not spoken to

the motion or

amendment of it

Any matter

(a) During the

election of a

Chairperson;

(b) During a

meeting which

is a call of the

Council

No


Procedural

Motion


Seconder

Matter in

respect of which

Motion may be

moved

When motion

prohibited

Debate

permitted on

Motion

5. Proceeding to

next business

Form

“That the meeting proceed to the

next business”.

Note: This Motion:

(a) May not be amended

(b) May not be debated;

(c) Must be put to the vote as soon

as seconded

Effect if carried

If carried in respect of:

(a) an amendment - Council

considers the motion without

reference to the amendment; or

(b) a motion - no vote or further

discussion on the motion until it is

placed on an agenda for a later

meeting.

Effect if lost


A Councillor who

has not spoken to

the motion or any

amendment of it

Any matter

except:

(a) election of a

Chairperson

(b) a matter in

respect of

which a call of

the Council

has been made

for that

meeting

(a) During the

election of a

Chairperson;

(b) When another

Councillor is

speaking;

(c) When the

matter is one

in respect of

which a call of

the Council

has been made

No

17 | P a g e [7894411: 24504500_1]

DIVISION 6 - RESCISSION MOTIONS

52. Notice of Rescission

52.1 A Councillor may propose that a previous resolution of Council is

rescinded or amended by submitting a notice of motion in accordance with

clause 32, provided that the:

52.1.1 resolution has not been acted on; and

52.1.2 notice of motion sets out -

52.1.2.1 the resolution to be rescinded or amended; and

52.1.2.2 the Council meeting and date when the resolution was

carried.

52.2 A resolution is deemed to have been acted on for the purposes of clause 52.1.1 if:

52.2.1 its contents have, or substance has, been formally communicated

to a person whose interests are materially affected by it; or

52.2.2 action has been taken to give effect to the resolution which cannot

be reversed.

53. If Rescission Motion is Lost

If a motion to rescind or amend a previous resolution of Council is lost, a similar

motion may not be put before Council for at least three months from the date that

it was lost, unless Council resolves that the notice of motion be re-listed for a

future Council meeting.

54. If Rescission Motion is not Moved

If a motion to rescind or amend a previous resolution of Council is not moved at

the Council meeting for which it is listed, it lapses and is deemed to have been lost.

55. May be Moved by any Councillor

A motion to rescind or amend a previous resolution of Council listed on an agenda

may be moved by any Councillor present but may not be amended.

56. When Not Required

A motion to rescind or amend a previous resolution of Council is not required

where Council wishes to change policy unless:

56.1 the policy has been in force in its original or amended form for less than

12 months; or

56.2 the Chief Executive Officer determines that the proposed change will

result in a significant impact on any person and should be communicated

to those affected.


DIVISION 7 - Points of Order

57. Procedure for Point of Order

A Councillor raising a point of order must:

57.1 state the point of order, state the incident objected to and the reasons for

the objection; and

57.2 state any section, clause, paragraph or provision of this Local Law relevant

to the point of order.

58. Chairperson to Decide

The Chairperson must decide all points of order by stating the provision, rule,

practice or precedent which he or she considers applicable to the point raised

without entering into any discussion or comment.

59. Chairperson may Adjourn to Consider

59.1 The Chairperson may adjourn a Council meeting to consider a point of

order but otherwise must rule on it as soon as it is raised.

59.2 All other questions before Council are suspended until the point of order

is decided.

60. Valid Points of Order

A point of order may be raised in relation to:

60.1 a motion which, under clause 35, or a question which, under clause 63.7,

should not be accepted by the Chairperson;

60.2 a question of procedure;

60.3 a Councillor who is or appears to be out of order; or

60.4 any act of disorder.

61. Contradiction or Opinion

Expressing a mere difference of opinion or contradicting a speaker is not a point of

order.

62. Dissent from Chairperson’s Ruling

62.1 A Member may move a motion to the effect that the Meeting dissent from

the Chairperson’s ruling.

62.2 A motion of dissent in the Chairperson’s ruling shall, if seconded, be given

priority.

62.3 When a motion of dissent is moved and seconded, the following process

must be followed:

62.3.1 the Chairperson must leave the Chair and a temporary

Chairperson must take his or her place;


62.3.2 the temporary Chairperson must invite the mover of the motion

of dissent to outline the reasons for his or her dissent and the

Chairperson must reply;

62.3.3 the matter is then decided by a vote on the following questions:

‘That the Chairperson’s ruling be upheld’;

62.3.4 following a decision on the motion of dissent, the chairperson will

resume the Chair for the remainder of the Meeting;

62.3.5 if the motion under clause 53 is:

(a) lost, the Chairperson must reverse or vary (as the case may

be) his or her previous ruling and proceed; or

(b) the defeat of the Chairperson’s ruling is in no way a motion of censure or no-confident in the Chairperson, and should not be

so regarded by the Meeting.

DIVISION 8 - Public Question Time

63. Question Time

63.1 There shall be a public question time at every Ordinary meeting to enable

members of the public to submit questions to Council.

63.2 Questions submitted to Council must be in writing, state the name and

address of the person submitting the question and generally be in a form

approved or permitted by Council.

63.3 Subject to clause 63.8, any question submitted to the Council will be

answered at the relevant Council meeting if the question has been

submitted no less than 24 hours before the commencement of the Council

meeting.

63.4 Any question submitted less than 24 hours before the Ordinary meeting

will be answered at that Ordinary meeting if possible and, if no answer can

be given, then a written answer will be given to the person asking the

question as soon as practicable after the Ordinary meeting.

63.5 No person may submit more than two questions at any Ordinary meeting

unless permitted by the Chairperson, in his or her absolute discretion.

63.6 The Chairperson or Officer nominated by the Chairperson may read a

question to those present.

63.7 A question may be disallowed by the Chairperson if it:

63.7.1 relates to a matter outside the duties, functions and powers of

Council;

63.7.2 is defamatory, indecent, abusive, offensive, irrelevant, trivial or

objectionable in language or substance;

63.7.3 deals with a subject matter already answered;


63.7.4 is aimed at embarrassing a Councillor or an Officer;

63.7.5 relates to a personnel matter; or

63.7.6 relates to a matter that Council may consider in a meeting closed

to the public under section 89(2) of the Act.

63.8 All questions and answers must be as brief as possible, and no discussion is

allowed other than for the purposes of clarification.

63.9 The Chairperson may nominate a Councillor or Officer to respond to a

question.

63.10 A Councillor or Officer nominated by the Chairperson under clause 63.9

may require a question to be put on notice until the next Ordinary

meeting, at which time the question must be answered, or elect to submit a written answer to the person asking the question.

63.11 A Councillor or Officer may advise Council that it is his or her opinion

that the reply to a question should be given in a meeting closed to the

public under section 89(2) of the Act. The Councillor or Officer must

state briefly the reason why the reply should be so given and Council must

then resolve that the reply to such question must:

63.11.1 be so given, in which case the question will be deferred until

Council resolves to close the Council meeting to the public; or

63.11.2 not be so given, in which case the answer will be given

immediately,

as determined by the Chairperson in his or her absolute discretion.

DIVISION 9 - Petitions and Joint Letters

64. Petitions and Joint Letters

64.1 A written petition or online (electronic) petition or joint letter presented

to Council must include at least three signatures for written or three

electronic identifications for online in order to be a valid petition or joint

letter.

64.2 A petition or joint letter presented to Council must clearly indicate the

lead petitioner.

64.3 A petition or joint letter presented to Council must lay on the table until a

future Ordinary meeting and no motion, other than to receive the petition

or joint letter, may be accepted by the Chairperson, unless Council

resolves to deal with it earlier.

64.4 Every written petition or joint letter must be signed by the persons whose

names are appended to it by their names or marks and, except in cases of

incapacity or sickness, by no one else, and the address of every petitioner

or signatory must be clearly stated. Online (electronic) petitions may be

exempt from receipt of addresses if Council so resolves.


64.5 For the sake of clarity, a petition and a joint letter have the same meaning

and shall be treated as being the same by Council.

64.6 A petition or joint letter which deals with a planning application or a

Planning Scheme Amendment currently before Council under the Planning

and Environment Act 1987 will be treated as a submission in respect of

that planning application or that Planning Scheme Amendment and will not

be treated as a petition or joint letter.

64.7 Any person who fraudulently signs a petition or joint letter which is

presented to Council is guilty of an offence.


DIVISION 10 - Deputations

65. Deputation to be referred to the Mayor

A deputation wishing to be heard by Council may make a written request to the

Chief Executive Officer who must refer the request to the Mayor who will

determine whether the deputation will be heard.

66. Consideration of Request

The Mayor may direct the Chief Executive Officer as to the Ordinary meeting at

which the deputation will be heard or, alternatively, ask the Chief Executive Officer

to place a request before Council, to resolve whether the deputation will be heard.

67. Notification of Hearing

If the Mayor directs that a deputation be heard, the Chief Executive Officer must

notify all Councillors of that direction, and also notify a member of the deputation

of the date, time, and place at which the deputation will be heard.

68. Written Submissions

A deputation must lodge with the Chief Executive Officer a written submission

detailing the subject matter of the deputation prior to the deputation addressing

Council.

69. Limitation on Speakers

Council will not hear more than two speakers on behalf of any deputation, and may,

from time to time by resolution, set time limits on the length of address of each

speaker.

70. Questions but no discussion

Councillors and Officers may question the deputation on matters raised by it for

purposes of clarification only.


71. Matter to be determined upon a subsequent meeting

No motion will be allowed on any deputation until the next Ordinary meeting after

the deputation has been heard unless Council, by resolution, decides otherwise.

DIVISION 11 - Voting

72. How Motion Determined

To determine a motion before a Council meeting, the Chairperson must first call

for those in favour of the motion, then those opposed to the motion, and then

those abstaining from voting on the motion, and must then declare the result to the

Council meeting.

73. Casting Vote

In the event that the number of votes in favour of the motion is half the number of Councillors present, the Chairperson has a casting vote in accordance with section

90(1)(e) of the Act.

74. By Show of Hands

Voting on any matter is to be by show of hands.

75. Procedure For a Division

75.1 Immediately after any question is put to a Council meeting and before the

next item of business has commenced, a Councillor may call for a division.

75.2 When a division is called for, the vote already taken must be treated as a

nullity and the division shall decide the question, motion or amendment.

75.3 When a division is called for, the Chairperson must:

75.3.1 first ask each Councillor wishing to vote in the affirmative to raise

a hand and, upon such request being made, each Councillor

wishing to vote in the affirmative must raise their hand. The

Chairperson must then state, and the Chief Executive Officer or

any other Officer nominated for the purpose must record, the

names of those Councillors voting in the affirmative;

75.3.2 then ask each Councillor wishing to vote in the negative to raise a

hand and, upon such request being made, each Councillor wishing

to vote in the negative must raise their hand. The Chairperson

must then state, and the Chief Executive Officer or any Officer

nominated for the purpose must record, the names of those

Councillors voting in the negative;

75.3.3 then ask each Councillor wishing to abstain from the vote to raise

a hand and, upon such request being made, each Councillor

wishing to abstain from voting must raise their hand. The

Chairperson must then state, and the Chief Executive Officer or

any Officer nominated for the purpose must record, the names of

those Councillors abstaining from voting; and


75.3.4 next declare the result of the division.

76. No Discussion Once Declared

Once a vote on a question has been taken no further discussion relating to the

question is allowed unless the discussion involves a Councillor:

76.1 requesting, before the Council meeting moves to the next item of

business, that his or her opposition to a resolution be recorded in the

minutes of the Council meeting;

76.2 calling for a division under clause 75; or

76.3 foreshadowing a notice of motion to rescind or amend a resolution where

it has just been made, or a positive motion where a resolution has just

been rescinded.

DIVISION 12 - Minutes

77. Keeping Minutes

77.1 the Chief Executive Officer (or other person authorised by the Chief

Executive Officer to attend the meeting and to take the minutes of such

meeting) must keep minutes of each Council meeting, and those minutes

must record:

77.1.1 the date, place, time and nature of the meeting;

77.1.2 the names of the Councillors present and whether they were

PRESENT, an APOLOGY, or on LEAVE OF ABSENCE;

77.1.3 the names of the Officers present;

77.1.4 any disclosure of a conflict of interest made by a Councillor;

77.1.5 arrivals and departures (including temporary departures) of

Councillors during the course of the Council meeting;

77.1.6 each motion and amendment moved (including motions and

amendments that lapse for the want of a seconder);

77.1.7 whether a motion or amendment was seconded, carried or lost;

77.1.8 the vote cast by each Councillor upon a division;

77.1.9 when requested by a Councillor, a record of that Councillor’s

support or opposition for any motion; and

77.1.10 the failure of a quorum.

78. Confirmation of Minutes

At every Ordinary meeting the minutes of the preceding Ordinary and/or Special

meeting(s) must be dealt with as follows:

78.1 a copy of the minutes must be delivered to each Councillor no later than

two days before the next Ordinary meeting. This clause shall not apply in

respect of a Councillor who has been granted leave of absence and who

has not requested the Chief Executive Officer, in writing, to continue to

give notice of meetings to be held during the period of leave of absence;


78.2 the minutes must be tabled at the next Ordinary meeting and the

Chairperson must ask if any Councillors oppose confirmation of the

minutes;

78.3 if no Councillor indicates opposition, the minutes must be declared to be

confirmed;

78.4 if a Councillor indicates opposition to the minutes:

78.4.1 he or she must specify the item(s) to which he or she objects and

propose the amended wording;

78.4.2 the objected item(s) must be considered separately and in the

order in which they appear in the minutes;

78.4.3 the Councillor objecting must move accordingly without speaking to the motion;

78.4.4 the mover of the motion of objection may then speak to it;

78.4.5 when all objections to the minutes have been determined, the

Chairperson must ask:

"The question is that the minutes be confirmed" or

"The question is that the minutes, as amended, be

confirmed",

and he or she must put the question to the vote accordingly;

78.5 a resolution of Council must confirm the minutes and the minutes must, if

practicable, be signed by the Chairperson of the Council meeting at which

they have been confirmed;

78.6 the minutes must be entered in the minute book and each item in the

minute book must be entered consecutively according to the numbering

system used by Council from time to time; and

78.7 unless otherwise resolved or required by law, minutes of a Special

Committee requiring confirmation by Council must not be available to the

public until confirmed by Council.

79. Deferral of Confirmation of Minutes

Council may defer the confirmation of minutes until later in the Council meeting or

until the next Council meeting as appropriate.

80. Recording of Meeting

80.1 A person must not operate photographic, audio or video recording

equipment or any other recording device at any Council meeting without

first obtaining the consent of the Chairperson.



80.2 Requests must be made in writing prior to the commencement of a

Council meeting and approved by the Chairperson.

80.3 Such consent may at any time during the course of such Council meeting

be revoked by the Chairperson and a person who is recording the Council

meeting must immediately cease recording.

DIVISION 13 - Behaviour

81. Public Addressing the Meeting

Any member of the public addressing Council must extend due courtesy and

respect to Council and the processes under which it operates and must take

direction from the Chairperson whenever called on to do so.

82. Offences

It is an offence for:

82.1 a Councillor to not withdraw an expression considered by the

Chairperson to be offensive or disorderly, and apologise when called on

twice by the Chairperson to do so;


82.2 any person, not being a Councillor, who is guilty of any improper or

disorderly conduct, to not leave the Chamber when requested by the

Chairperson to do so;


82.3 any person who fails to comply with a direction of the Chairperson in

relation to the conduct of the meeting and the maintenance of order;


82.4 a Councillor to refuse to leave the Chamber on suspension.


83. Infringements

83.1 Where an authorised officer reasonably believes that a person has

committed an offence against this Local Law, the officer may, as an

alternative to prosecution, issue to that person an infringement notice

which complies with the requirements of the Infringements Act 2006.

83.2 The fixed amount of an infringement notice penalty is 1 Penalty Unit.

84. Chairperson may adjourn disorderly Meeting

If the Chairperson is of the opinion that disorder at the Council table or in the

gallery makes it desirable to adjourn the Council meeting, he or she may adjourn

the Council meeting to a later time on the same day or to some later day as he or

she thinks proper.


85. Suspensions

Council may, by resolution, suspend from a Council meeting, and for the balance of

the Council meeting, any Councillor whose actions have disrupted the business of

Council, and have impeded its orderly conduct.

86. Removal from Chamber

The Chairperson may order and cause the removal of any person, including a

Councillor who has been suspended under clause 85, who disrupts any meeting or

fails to comply with a direction, including by asking the Chief Executive Officer or a

member of the Victoria Police to remove the person or Councillor from the

Chamber.

DIVISION 14 - Additional Duties of Chairperson

87. The Chairperson’s Duties And Discretions

In addition to the duties and discretions provided in this Local Law, the Chairperson

must:

87.1 reject any motion, question or statement which is derogatory or

defamatory of any Councillor, Officer or member of the community; and

87.2 call to order any person who is disruptive or unruly during any Council

meeting.

DIVISION 15 - Suspension of Standing Orders

88. Suspension of Standing Orders

88.1 To expedite the business of a Council meeting, the Chairperson may

indicate an intention to suspend standing orders and may proceed on that

basis if Council resolves to do so.

88.2 The suspension of standing orders should be used to enable full discussion

of any issue without the constraints of formal meeting procedure.

88.3 Its purpose is to enable the formalities of meeting procedure to be

temporarily disposed of while an issue is discussed.

88.4 It should not be used purely to dispense with the processes and protocol

of the government of Council. An appropriate motion would be:

"That standing orders be suspended to enable discussion on……"

88.5 Once the discussion has taken place and before any motions can be put,

the resumption of standing orders will be necessary. An appropriate

motion would be:

"That standing orders be resumed."

88.6 No business may be transacted while standing orders are suspended.


DIVISION 16 - Special Committees

89. Application Generally

89.1 If Council establishes a Special Committee or an Advisory Committee, all

of the provisions of Divisions 1-15 of this Local Law shall apply with any

necessary modifications or adaptations.

89.2 For the purposes of clause 89.1, a reference in Division 1-15 of this Local

Law to:

89.2.1 a Council meeting is to be read as a reference to a meeting of the

Special Committee or the Advisory Committee (as the case may

be);

89.2.2 a Councillor is to be read as a reference to a Member; and

89.2.3 the Mayor is to be read as a reference to the Chairperson of the

Special Committee or Advisory Committee (as the case may be).

90. Application Specifically

Notwithstanding clause 89, if Council establishes a Special Committee or an

Advisory Committee:

90.1 Council may; or

90.2 the Special Committee or the Advisory Committee may, with the approval

of Council,

resolve that any provision(s) of Divisions 1-15 is or are (as appropriate) not to

apply, whereupon that provision or those provisions shall not apply until Council

resolves otherwise.

DIVISION 17 - Certification

91. Key Information

The following key information is set down in order to facilitate the management of

this Yarriambiack Shire Council Meeting Procedures Local Law 2019

Date Resolved by Council 25 September 2019

Date of Notice in Gazette 3 October 2019

Commencement Date 4 October 2019


92. Affixing of the Common Seal

The Common Seal is affixed to signify the authenticity

of this Meeting Procedures Local Law 2019.

The COMMON SEAL of )

YARRIAMBIACK SHIRE COUNCIL )

was affixed on 25 September 2019 )

in the presence of: )

.............................................................

Jessie Holmes

Chief Executive Officer of the Yarriambiack

Shire Council

.............................................................

Councillor of the Yarriambiack Shire Council

.............................................................

Councillor of the Yarriambiack Shire Council



A 25 09 2019.docx

13.5 Gifts, Benefits and Hospitality Policy – Prepared by Bernardine Schilling Conflict of Interest

The author involved in the preparation of this report has no Conflict of Interest requiring disclosure. Purpose

The purpose of this report is to address the offers received or declined, and disposal of any gift, benefit or hospitality from external sources to Councillors and Council employees. Transparent and accountable practices are vital to maintaining the community’s trust and its confidence; that public resources are being used responsibly and appropriately. As public officials, our management of gifts, benefits and hospitality is a practical demonstration of our integrity impartiality and accountability. It allows our community, business associates and Government to be confident that we make decisions and provide advice free of favouritism, influence and conflicts of interest. Therefore, as a guiding principle, Councillors and employees should not accept a gift if it is likely to be perceived by a ‘reasonable person’, as intended to, or likely to, influence him or her in the fair, impartial and efficient discharge of their duties as a member of Council. The policy applies to Councillors, fulltime/part-time employees; including temporary and casual employees, contractors and suppliers engaged by Council. Summary

The Gifts, Benefits and Hospitality Policy have been reviewed following consultation with Council’s Consultative Committee, Risk Officer, Department of Organisational Performance and Councillors. This policy has been re-modelled in accordance with the Victorian Auditors Generals Office (VAGO) Framework and the Victorian Public Sector Commission’s Gift, Benefits and Hospitality Best Practice Guide. Communication / Community Considerations

The policy will be accessible via Council’s Website and all employees, Councillors, Contractors and Suppliers will be made aware of the amendments to the policy. The Gifts, Benefits and Hospitality Policy and guidelines will provide the community assurance that the Yarriambiack Shire Council will be transparent in their decisions and understand that accountable practices are vital to maintain the community’s trust in the management of gifts. Environmental Considerations

No impact on the environment.

91



A 25 09 2019.docx

Financial & Risk Considerations The Gifts, Benefits and Hospitality Policy and guidelines provide a clear accountable framework to ensure risk is reduced. The Council’s Gifts, Benefits and Hospitality Register will be made available for public inspection in accordance with the provisions of the Act and reported on an annual basis to the Audit Committee. Recommendation

That Council adopts the updated and remodelled Gifts, Benefits and Hospitality Policy as tabled.

92

Council Gifts, Benefits & Hospitality Policy

This Document is Uncontrolled when Printed Responsible Officer: CEO

Version: 0.3 Issue Date: 25 September 2019 Next Review: 25 September 2022 Page 1/ 18

COUNCIL GIFTS, BENEFITS & HOSPITALITY POLICY

Yarriambiack Shire Council encourages a working environment

which promotes gender equality and models non-violent and respectful relationships.

Gifts, Benefits and Hospitality Policy

Purpose

The purpose of this policy is to address the offers received or declined, and disposal of any gift, benefit or hospitality from external sources to Councillors and Council employees. Transparent and accountable practices are vital to maintaining the community’s trust and its confidence that public resources are being used responsibly and appropriately. As public officials, our management of any gifts, benefits and hospitality is a practical demonstration of our integrity impartiality and accountability. It allows our community, business associates and Government to be confident that we make decisions and provide advice free of favouritism, influence and conflicts of interest. Therefore, as a guiding principle, Councillors and employees should not accept a gift if it is likely to be perceived by a ‘reasonable person’, as intended to, or likely to, influence him or her in the fair, impartial and efficient discharge of their duties as a member of Council. The policy applies to Councillors, fulltime/part-time employees; including temporary and casual employees, Contractors and Suppliers engaged by Council.

Legislative Requirements

Council officers are required to adhere to conduct principles detailed in section 95 of the Local Government Act 1989:

(1) Council employees must in the course of their employment –

(a) act impartially; (b) act with integrity including avoiding real or apparent conflicts of

interest; (c) accept accountability for results; and (d) provide responsive service

As per section 76B of the Local Government Act 1989, it is a primary principle of Councillor Conduct that, in performing the role of a Councillor, they must:

(a) act impartially; and




(b) impartially exercise their responsibilities in the interest of the municipal community; and

(c) not improperly seek to confer an advantage or disadvantage on any person

In addition, Councillors are required to adhere to the general councillor conduct principles detailed in section 76BA of the Local Government Act 1989.

Definitions

Act Local Government Act 1989

Benefit

Something which is believed to be of value to the receiver, such as a service, i.e. access to a sporting event, preferential treatment, access to confidential information, accommodation, personal services, pleasure or vacation trips.

Hospitality

Is a meal or service which is offered, and is not viewed as being connected to official Council business or part of a meal acceptance at a conference seminar. At times, employees during the course of their role, may receive token offers such as tea or coffee, which are generally considered a basic courtesy and don’t require to be declared or recorded.

Gift

Gifts are free or discounted items or services and any item or service that would generally be seen by the public as a gift. These include items of high value (e.g. Artwork, jewellery, or expensive pens), low value (e.g. Small bunch of flowers), consumables (e.g. chocolates), prizes (e.g. items won at events) and services (e.g. painting and repairs). Fundraising by public sector organisations that is consistent with relevant legislation and any government policy is not prohibited under the minimum requirements.

Gift of Appreciation

Are gifts that are presented to an individual to express thanks, such as flowers, chocolates or moderately priced alcohol. These gifts are usually a one-off occurrence.

Monetary Gifts Defined as cash, cheques, money orders, travellers cheques and direct deposits, lottery tickets and scratchies.

Nominal Value Is the face value or current estimated retail value.

Sponsorship Are items which are identified as part of a formal written sponsorship agreement between Council and a third party.

Token Gift

A token offer is a gift, benefit or hospitality that is of inconsequential or trivial value to both the person making the offer and the recipient. Token offers are those that are worth $50 or less. These gifts may include pens, mugs, reasonable priced bottles of alcohol, free meals, corporate or social functions organised by community groups, door prizes at conferences or trade shows. Council employees are still required to declare Token Gifts if accepted.

Non - Token Gift

A non-token offer is a gift, benefit or hospitality that is, or may be perceived to be by the recipient, the person making the offer or by the wider community, of more than inconsequential value. All offers worth more than $50 are non-token offers and must be declared on the attached declaration form and recorded on the relevant Gift Register.




Conflict of Interest

A Councillor or employee has a conflict of interest when they have a personal or private interest that might compromise their ability to act in the public interest as described in the Local Government Act 1989. A Conflict of interest can exist even if no improper action results from it. Conflicts may be: Actual: there is a real conflict between an employee’s public

duties and their private interests. Potential: An employee has private interests that could conflict with their public duties. This refers to circumstances where it is foreseeable that a conflict may arise in the future and steps should be taken immediately to mitigate that future risk. Perceived: The public or a third party could reasonably form the view that an employee’s private interests could improperly influence their decisions or actions, now or in the future.

Under the Local Government Act under S 3 ‘Gift’

Gift means any disposition of property otherwise than by will made by a person to another person without consideration in money or money’s worth or with inadequate consideration, including:-

(a) the provision of a service (other than volunteer labour); and

(b) the payment of an amount in respect of a guarantee; and

(c) the making of a payment or contribution at a fundraising function;

gift disclosure threshold means $500 or a higher amount of value prescribed by the regulations

Applicable Gift

Applicable Gift under section 78C means one or more gifts with a total value of $500 or more, received from a person or persons specified in subsection (2) below, in the 5 years preceding the decision or the exercise of the power, duty or function but does not include:

(a) reasonable hospitality received by the person at an event or function the person attended in an official capacity as the Mayor, Councillor, a member of Council staff or a member of a special committee; or

(b) a gift, other than an election campaign donation, that was received by the person more than 12 months before the person became a Councillor, an employee or a member of a special committee.

78C(2) – A person has an indirect interest in a matter if the person has received an applicable gift, directly or indirectly, from:-

(a) a person who has a direct interest in the matter, or (b) a director, contractor, consultant, agent or employee of

a person, company or body that the person knows has a direct interest in a matter; or

(c) a person who gives the applicable gift to the person on behalf of a person, company or body that has a direct interest in the matter.




Council Employees

1. Under NO circumstances is cash (monetary gift) to be accepted.

2. Employees should not accept any gift where there is, or may be, the perception of a conflict of interest or they believe the gift was a deliberate attempt to receive preferential treatment.

3. Council employees that refuse a non-token gift must immediately advise their relevant General Manager, CEO or the Department of Organisational Performance.

4. Receipt of a gift will not affect how a duty or function is performed. 5. Council employees recognise the cultural sensitivities around gift giving and

refusal/return of gifts. 6. Employees should consider the below ‘GIFT’ test when deciding whether to

accept or decline a gift, benefit or hospitality.

G Giver

Who is providing the gift, benefit or hospitality and what is their relationship to me? Does my role require me to select contractors, award grants, regulate industries or determine government policies? Could the person or organisation benefit from a decision I make?

I Influence

Are they seeking to influence my decision or actions?

Has the gift, benefit or hospitality been offered to me publicly or privately? Is it a courtesy or a token of appreciation or a valuable non-token offer? Does its timing coincide with a decision I am about to make?

F Favour

Are they seeking a favour in return for the gift, benefit or hospitality?

Has the gift, benefit or hospitality been offered honestly? Has the person or organisation made several offers over the last 12 months? Would accepting it create an obligation to return a favour?

T Trust

Would accepting the gift, benefit or hospitality diminish public trust? How would I feel if the gift, benefit or hospitality became public knowledge? What would my colleagues, family friends or associates think?

7. Where a tender is in process, any officer involved in the evaluation of that

tender should not accept directly or through third parties any gifts from any individual / group that may be involved in the tender. It is not appropriate in any circumstances that employees accept gifts from persons or bodies engaged in a competitive tendering process.

8. Employees need to be particularly aware of the consequence of accepting a

gift from a current or potential supplier and/or contractor which may be a crime in itself.




9. Where a planning or building permit application is in process or any regulatory

process is underway, any officer involved in such instances should not accept any gifts from any individual or group that may be involved with the permit application or regulatory activity.

10. This policy is unlikely to cover all circumstances of gift offering. If employees

are unsure about a gift, they should raise the matter with the Chief Executive Officer or the Human Resources & Governance Coordinator of the Department of Organisational Performance.

Gifts of Appreciation Gifts of appreciation given as a sign of gratitude, recognised outcomes collectively achieved by the Council and / or by a group of employees. Therefore, as far as is reasonable and practical, such gifts are to be ‘pooled’ then shared among the Council and / or work group.

Ceremonial Gifts The Yarriambiack Shire Council can direct individuals such as employees or Councillors to accept ceremonial gifts on Council’s behalf. Ceremonial gifts need to be recorded on the Council’s internal register but does not need to be published. Ceremonial gifts are treated separately to other types of gifts because:

they are the property of the Council, irrespective of value, and are less likely to create a conflict of interest: and

refusing ceremonial gifts may cause offence or embarrassment to the organisation, community or government who offered the gift.

Councillors

This policy includes the process for accepting, declining, disposing and recording offers of gifts, benefits and hospitality by Councillors. Any exceptions to this process must have the prior written approval of CEO or Mayor. As a general principle Councillors will not request the provision of gifts, benefits or hospitality, nor will they be made a condition of financial or other support being provided.

When deciding to accept an offer, individuals should first consider if the offer could be perceived as influencing them in performing their duties or lead to reputational damage; the more valuable the offer, the more likely that a conflict of interest or reputational risk could be created. Similarly, regular offers of smaller gifts can also be perceived as creating conflicts or reputational risk. The ‘GIFT’ test is intended to help guide the decision whether to accept or decline a gift.

Conflict of Interest & Reputational Risk

Conflict of interest considerations are essential in determining how to respond to offers of gifts, benefits or hospitality. You need to ensure that your personal interests do not influence and could not reasonably be perceived to influence you in your role. It is also important to consider whether an offer could affect your standing as a public official; or bring you or the Yarriambiack Shire Council into dispute. The more valuable the offer, the more likely that a conflict of interest or reputational risk exists.




Council is committed to making all decisions impartially and in the best interests of the whole community. It therefore recognises the importance of fully observing the requirements of the Act in regard to the disclosure of conflicts of interest. For the purpose of this policy, a Councillor, member of a delegated committee or an employee of Council has a conflict of interest if the relevant person has a general conflict of interest or a material conflict of interest.

General Conflict of Interest

A relevant person has general conflict of interest:-

when they have a private interest in a matter, being an interest that doesn’t derive from their public duty as a Council official, does not include an interest that is only a matter of personal opinion or belief; and

where an impartial, fair minded person would consider that their private interest could result in them acting contrary to their public duty.

Material Conflict of Interest A relevant person has a material conflict of interest if an affected person stands to gain a benefit or suffer a loss depending on the outcome of the decision or action. The benefit or loss may be direct, indirect, pecuniary or non-pecuniary. Failure to disclose a material conflict of interest when required is a criminal offence that may be prosecuted in a Court.

References / Legislation / Documents

The Policy and Guidelines are in accordance with the following legislation:

Yarriambiack Shire Council Enterprise Agreement No. 8 2018

Yarriambiack Shire Council Procurement Policy

Yarriambiack Council Staff Code of Conduct

Yarriambiack Councillor Code of Conduct

Victorian Local Government Best Practice Procurement Guidelines 2013

Yarriambiack Shire Council Disciplinary Policy and Procedure

Yarriambiack Shire Council Fraud and Corruption Prevention Policy

Local Government Act 1989

Local Government Legislation Act 2012

Local Government (General) Regulations) 2015

Privacy and Data Protection Act 2014

Victorian Public Sector Commission – Gifts, Benefits and Hospitality Policy Guide (Best Practice)

Ibac – Local Government Integrity Framework Review




Table of Contents GUIDELINES FOR EMPLOYEES .............................................................................. 8

Acceptance of Gifts ................................................................................................... 8

Disposal of Gifts ......................................................................................................... 8

Acknowledgement and Recording of Gifts ................................................................. 9

Maintenance of Gifts, Benefits and Hospitality Register ............................................ 9

GUIDELINES FOR COUNCILLORS ....................................................................... 10

Acceptance of Gifts ................................................................................................. 10

Not Applicable .......................................................................................................... 10

Disposal of Gifts ...................................................................................................... 10

Acknowledgement and Recording of Gifts, Benefits and Hospitality Register .......... 10

Maintenance of the Employee Gifts, Benefits and Hospitality Register .................... 11

Disclosure of the Councillor Register ....................................................................... 11

GUIDELINES PROVIDING GIFTS, BENEFITS AND HOSPITALITY ........................ 12

Provisions of providing Gifts, Benefits and Hospitality ............................................. 12

Requirements when providing Gifts, Benefits and Hospitality ................................... 12

Containing Costs ..................................................................................................... 13

Employees .............................................................................................................. 13

Reporting ................................................................................................................ 14

Breaches .................................................................................................................. 14

COUNCILLOR GIFTS, BENEFITS AND HOSPITALITY DECLARATION FORM .... 15

COUNCIL EMPLOYEE GIFTS, BENEFITS AND HOSPITALITY DECLARATION FORM ...................................................................................................................... 17




GUIDELINES FOR EMPLOYEES

Acceptance of Gifts

Employees may accept gifts provided the intent of this policy and the following guidelines are observed:

All gifts are to be declared - by completing a Council Employee Gifts, Benefits & Hospitality Declaration Form (attached).

That a gift does not create a conflict of interest or lead to reputational damage.

Unplanned and impromptu hospitality that is accepted must be declared by completing a ‘Council Employee Gifts, Benefits & Hospitality Declaration Form’ and recorded on the Employee Gifts, Benefits & Hospitality Register (Employees accepting such hospitality must be mindful that on such occasions they remain ambassadors of Council).

Non-token offers (offers that are more than trivial or inconsequential) can only be accepted if they have a legitimate business benefit. That is, when the offer furthers the conduct of official business or other legitimate goals of the Council. If it does not, you must decline the offer. Examples of non-token offers that must be declined include:

Tickets to entertainment events that do not relate to your official duties; or

Non-token hospitality provided while introducing you to a product or service

Where the gift would likely bring you or the Council into disrepute, the Council should return the gift or not accept the gift. If it represents a conflict of interest for you, the gift should be returned or transfer ownership to the Council to mitigate the risk.

Disposal of Gifts

Based on the dollar value scale set out below, where practicable, certain gifts are to be handed over to the Chief Executive Officer, relevant General Manager or HR/Governance team within the Department of Organisational Performance, as applicable, for work area ‘pooling’ or donation to an appropriate charity




Value of Gift

$

Declare to Whom

Disposal of Gift

Token Offers under $50 / of Nominal Value

Relevant General Manager or HR/Governance – Department of Organisational Performance

Decision to be made by relevant General Manager or HR/Governance – Department of Organisational Performance. If practical, ‘pool’ for employees in work area or retain by individual if endorsed by General Manager or HR/Governance – Department of Organisational Performance. Token Offers that are declined do not need to be recorded.

Non-Token Offers Over $50

CEO & HR/Governance – Department of Organisation Performance

To be determined by CEO.

For gifts received by the CEO, the Mayor will sign the Employee Gifts, Benefits and Hospitality Declaration Form. Gifts accepted or declined to be recorded on the Employee Gifts, Benefits and Hospitality Register.

Acknowledgement & Recording of Gifts

All gifts other than declined token gifts must be recorded in the Employee Gifts, Benefits & Hospitality Register by the Executive Assistant or HR/Governance – Department of Organisational Performance.

As soon as is practicable, all gifts, once properly declared, are to be formally acknowledged to the giver, by the relevant General Manager stating that (as applicable):

goodwill sentiment from the gift is appreciated;

where practical, the gift has been pooled for the appreciation of the Council or employee of a designated work area; or

gift has been retained by Council and is on display, and

Yarriambiack Shire Council is an organisation committed to the highest ethical standards of openness, probity and equality.

If employees refuse a gift, on the basis that they believe that the gift was a deliberate attempt to receive ‘special treatment’, such instances are to be reported to the Chief Executive Officer, relevant General Manager or to the Department of Organisational Performance for appropriate action.

Maintenance of Register The Department of Organisational Performance will be responsible for the review, publishing, maintenance and reporting of the Employee Gifts, Benefits & Hospitality Register.




GUIDELINES FOR COUNCILLORS Acceptance of Gifts The following process must be followed for all accepted gifts, Benefits and hospitalities.

Value

Roles and Responsibility

Any Value

Councillor

Complete Councillor Gifts, Benefits & Hospitality Declaration Form and submit to the Mayor or Chief Executive Officer

Mayor and Councillor Support – Executive Assistant (EA)

Formally acknowledge the giver on behalf of the Councillor

Finalise form and submit to the Councillor Support Officer (EA) or HR/Governance Team – Department of Organisational Performance.

HR/Governance – Department of Organisation Performance and/or Councillor Support Officer (EA) to complete and update Councillor Register and Website

Not Applicable This policy does not cover gifts received during a donation period of an election campaign. Refer to S 62 of the Local Government Act 1989.

Disposal of Gifts If a gift does not have a public value the recipient may with the written approval of the Chief Executive Officer, buy the gift from Council. The purchase price must be the wholesale value of the gift in the place of origin at the time of purchase as determined by the Chief Executive Officer. If there is difficultly in assessing the value, valuation must be obtained by Council from an appropriately experienced person or body. The Chief Executive Officer may dispose of gifts by:

disposal by resolution of Council

transfer to other public agencies or authorities

transfer as a gift to a recognised charitable, aid or non-profit organisation

archival action by the Victorian Museum or State Library

reduction to scrap; or

destruction

Acknowledgment & Recording of Gifts All gifts other than declined token gifts must be acknowledged by the Councillor Support Officer (EA) and be recorded in the Councillor Gifts, Benefits & Hospitality Register by the Councillor Support Officer (EA) or the HR/Governance of the Department of Organisational Performance.




Maintenance of Register The Department of Organisation Performance will be responsible for the update and annual reporting of the Councillor Gifts, Benefits & Hospitality Register.

Disclosure of the Gift Register The Councillor Gift Register listing gifts, benefits and hospitality declared by Councillors will be accessible via the Yarriambiack Shire Website and available for public inspection at the Shire office, via the application to inspect prescribed documents. Yarriambiack Shire Council will take in consideration their requirements under relevant privacy legislation, including the Information Privacy Principles under the Privacy and Data Protection Act 2014 when recording items in their register and when publishing their register online.




GUIDELINES FOR PROVIDING GIFTS, BENEFITS AND HOSPITALITY Provisions of Gifts, Benefits and Hospitality This section sets out the requirements where Council, Councillors and or employees provide gifts, benefits and hospitalities to others.

Requirements when providing Gifts, Benefits and Hospitality Gifts, benefits and hospitality may be provided when welcoming quests to facilitate the development of business relationships; to further Council’s business outcomes and to celebrate achievements. When deciding whether to provide gifts, benefits and hospitality or what type to provide, you must comply with the financial probity and ensure:

any gift, benefit or hospitality, is provided for a business reason that furthers the conduct of official business or other legitimate organisational goals or promotes and supports Council policy objectives

that any costs are proportionate to the benefits obtained for Council and would be considered reasonable in terms of community expectations (the following HOST Test is a good reference of what to think about in making this assessment); and

it does not raise an actual, potential or perceived conflict of interest.

HOST TEST

H

Hospitality

To whom is the gift or hospitality being provided?

Will recipients be external business associates, or individuals of the host organisation

O

Objectives

For what purpose will hospitality be provided?

Is the hospitality being provided to further the conduct of official business? Will it promote and support Council’s policy objective and priorities? Will it contribute to employees’ wellbeing and workplace satisfaction?

S

Spend

Will Council funds be spent? What type of hospitality will be provided? Will it be modest or expensive, and will alcohol be provided as a courtesy or an indulgence? Will the costs incurred be proportionate to the benefits obtained?

T

Trust

Will public trust be enhanced or diminished?

Could you publicly explain the rationale for providing the gift or hospitality? Will the event be conducted in a manner which upholds the reputation of Council? Have records in relation to the gift or hospitality been kept in accordance with reporting and recording procedures.




Containing Costs Individuals should contain costs involved with providing gifts, benefits and hospitality wherever possible. The following questions may be useful to assist individuals to decide on the type of gift, benefit or hospitality to provide:

Will the cost of providing the gift, benefit or hospitality be proportionate to the potential benefits?

Is an external venue necessary or does the organisation have facilities to host the event?

Is the proposed catering or hospitality proportionate to the number of attendees?

Does the size of the event and number of attendees align with intended outcomes?

Will providing the gift, benefit or hospitality be viewed by the public as excessive?

Allocated costs associated with the providing of gifts, benefits and hospitality should adhere to Yarriambiack’s Shire Council Procurement Policy in relation to approval procedures and financial delegations.

External Guests Yarriambiack Shire Council may provide gifts, benefits or hospitality for the purpose of:

Receiving guests (e.g. visiting from another Council)

Facilitating relationships between third party organisations

Celebrating the opening of an event; or

Launching an initiative (e.g. a new community awareness campaign)

Employees Yarriambiack Shire Council may provide hospitality to employees for a range of reasons, including catering as part of a larger staff-related event, for example a training course. Catering an event for employees can be an effective means of celebrating achievements or promoting particular behaviours and is consistent with common business practice. In deciding whether your organisation should pay for all, some or none of the costs associated with the event, the following should be considered:

The extent to which the event will contribute to organisational objectives by, for example, reinforcing particular values or motivating employees

Whether there have been multiple recent events that would result in perceptions of excess; or

The need to balance the positive benefits of public recognition with community expectations in relation to modest expenditure by public officials.

Yarriambiack Shire Council does not need to declare or record hospitality provided from other Victorian Public Sector organisations or hospitality provided to stakeholders, including own employees and other Victorian Public Officials if it’s offered as part of official business; and or your reason for attending is consistent with Council’s functions, objectives and your role.




Reporting The Council’s Gifts, Benefits and Hospitality Register will be made available for public inspection in accordance with the provisions of the Act and reported on an annual basis to the Audit Committee.

Breaches

Disciplinary action consistent with Council’s Code of Conduct, Disciplinary Policy and relevant legislation, including dismissal, may be taken where an individual fails to adhere to this policy. This includes where an individual fails to avoid wherever possible or identify, declare and manage a conflict of interest related to gifts, benefits and hospitality in accordance with the Local Government Act 1989. Employees and Councillors are responsible for maintaining their own records in relation to receipt of ‘applicable gifts’ as defined in the Local Government Act 1989, and where necessary reporting these on their Register of Interest Returns. Failure to do so could constitute an offence under that Act. Council will communicate its policy on the offering and provision of gifts, benefits and hospitality through its Website and as part of any procurement process. Individuals who consider that gifts, benefits or hospitality or conflict of interest within Council may not have been declared or managed appropriately should notify their CEO, General Manager or the Department of Organisational Performance. Individuals who believe they have observed corrupt conduct by their colleagues may also make a protective disclosure in accordance with the Protected Disclosure Act 2012. Council will take appropriate action, including possible disciplinary action, against individuals who discriminate against or victimise those who speak up in good faith.

Council Adoption Date 25 September 2019

Minute No 13.3

Review Date 25 September 2022

Officer Responsible Chief Executive Officer




This Declaration Forms support the Yarriambiack’s Shire Council Gifts, Benefits and Hospitality Policy. Employees and Councillors must declare and seek approval for all offers of gifts, benefits and hospitality (whether accepted or declined). Fields marked in green will be published on the Yarriambiack’s Pubic Register.

YARRIAMBIACK SHIRE COUNCIL EMPLOYEE GIFTS, BENEFITS AND HOSPITALITY DECLARATION FORM

Individual to complete

1. Declaration date

2. Name (recipient)

3. Position (e.g. Director)

4. Department

Published only if the offer is accepted

Details of the gift, benefit or hospitality

5. Date offered

6. Describe the gift, benefit or hospitality offered

7. Estimated or actual value

8. Name of person (donor) making the offer

9. Position of person making the offer


10. Name of organisation making the offer


11. Type of organisation; for example:

a) sporting organisation; b) conference organisation; or c) lobbying firm

Published instead of name of organisation for declined offers

12. Is the person or organisation making the offer a business associate of the organisation (Yes / No)?

13. If yes, describe the relationship between them and the organization

14. If no, describe the relationship between you and the person or organisation making the offer; for example, a personal relationship






15. Why is the offer being made?

16. Would accepting the offer create an actual, potential or perceived conflict of interest (Yes / No)? If yes, then the offer must be declined in accordance with the minimum accountabilities

17. Would accepting the offer bring you, the organisation or the public sector into disrepute (Yes / No)? If yes, then the offer must be declined in accordance with the minimum accountabilities

18. Is there a legitimate business benefit to the organisation for accepting the offer? (Yes / No) For example: a) Was it offered during the course of

your official duties? b) Does it relate to your official

responsibilities? c) Does it have a benefit to the

organisation, public sector or State?

If no, then the offer must be declined If yes, then the business benefit must be detailed, in accordance with the minimum accountabilities

19. I accepted the offer YES / NO

Please circle answer

Signature

Date

20. General Manager - approval of decision

(Mayor to approve CEO gifts)

Signature

Date

21. Department of Organisational

Performance Final Approval State reason for rejecting approval (if applicable)

Approved Approval Rejected

Signature ____________________________




YARRIAMBIACK SHIRE COUNCILLOR GIFTS, BENEFITS AND HOSPITALITY DECLARATION FORM


1.Declaration date

2.Name (recipient)

3.Position (e.g. Director)

4.Department


Details of the gift, benefit or hospitality

5.Date offered

6.Describe the gift, benefit or hospitality offered

7.Estimated or actual value

8.Name of person (donor) making the offer

9.Position of person making the offer


10.Name of organisation making the offer


11.Type of organisation; for example:

d) sporting organisation; e) conference organisation; or f) lobbying firm

Published instead of name of organisation for declined offers

12. Is the person or organisation making the offer a business associate of the organisation (Yes / No)?

13. If yes, describe the relationship between them and the organization

14 .If no, describe the relationship between you and the person or organisation making the offer; for example, a personal relationship

15. Why is the offer being made?

16. Would accepting the offer create an actual, potential or perceived conflict of interest (Yes / No)?






If yes, then the offer must be declined in accordance with the minimum accountabilities

17. Would accepting the offer bring you, the organisation or the public sector into disrepute (Yes / No)?

If yes, then the offer must be declined in accordance with the minimum accountabilities

18. Is there a legitimate business benefit to the organisation for accepting the offer? (Yes / No)

For example: d) Was it offered during the course of

your official duties? e) Does it relate to your official

responsibilities? f) Does it have a benefit to the

organisation, public sector or State?

If no, then the offer must be declined If yes, then the business benefit must be detailed, in accordance with the minimum accountabilities

19.I accepted the offer YES / NO

Please circle answer

Signature

Date

20.Mayor - approval of decision

(CEO to approve Mayor gifts)

Signature

Date

21. Department of Organisational Performance – Final Approval

State reason for rejecting approval (if applicable)

Approved Approval Rejected

Signature ____________________________

Date



A 25 09 2019.docx

13.6 Annual Financial Report and Performance Statement for the year ended 30 June 2019 – Prepared by Anita McFarlane

Discussion

To provide Council with the draft Financial Report and Performance Statement for the 2018/19 financial year for approval in principle, following recommendation from the Audit Committee, and to confirm two Councillors to be authorised to sign these statements in their final form.

The Financial Report and Performance Statement have been reviewed by the Victorian Auditor General’s Office (VAGO) appointed external auditor Crowe Australasia.

The Financial Report and Performance Statement were discussed by Council’s Audit

Committee at their meeting of 23 September 2019.

Financial Report

Key financial data for the 2018/19 financial year includes:

Financial Overview 2019 $’000

2018 $’000

Total income 26,710 24,222

Total expenses 20,757 21,731

Surplus 5,953 2,491

Comprehensive result 704 (17,855)

Cash balance 9,362 8,366

Total equity 147,829 147,144

The 2019 total income of $26.710 million is more than the prior 2018 year mainly due to the increase in the number of capital and operating grants.

Total expenses of $20.757 million are $0.974 million less than the prior 2018 year mainly due a decrease in depreciation of $0.939 million.

The comprehensive result is $704,000 for the 2018/19 year.

Council’s cash balance as at 30 June 2019 was $9.362 million comprising $8.390 million ‘cash and cash equivalents’ plus $972,000 cash from term deposits that are disclosed as ‘other financial assets’. The total cash balance of $9.362 million is $996,000 higher than the prior year of $8.366 million mainly due to unspent monies held to partly fund 2019/20 financial year projects and services.

Total equity has increased to $147.829 million from $147.144 million.

Capital spending was over budget during 2018/19 by $911,000 due to extra project funding received during the 2018/19 year which was not budgeted.

111



A 25 09 2019.docx

Performance Statement

The draft Performance Statement 2018/19 is in the fifth year of reporting against the auditable measures of the Local Government Performance Reporting Framework (LGPRF).

Reporting has been prepared in accordance with relevant Local Government Better Practice Guides - Performance Reporting Framework Indicator Workbook.

Comments have been provided for all performance measures, and where possible comment on trend over time and any material variations (+/- 10%) for current year versus prior year results. Variations of +/- have occurred in a significant number of performance measures.

Financial Performance Measures are identified by the following LGPRF broad

classifications:

Liquidity – Council is able to meet its liabilities when they fall due.

Obligations – including the ability to fund asset renewal while maintaining loan borrowing within prudent limits.

Stability – a measure of rate concentration and rate effort. The stability measure

assesses the total of rate revenue relative to total revenue and relative to property values.

Underlying surplus – Council’s ability to generate a surplus from day to day activities.

Community Considerations The Financial Report provides financial information to the community regarding Council’s financial position. The Performance Statement reports on Council’s performance against a range of service delivery, financial performance and sustainable capacity measures. This allows Council to review its performance over time against a consistent set of criteria and to report on its performance to the community.

Environmental Considerations There is no environmental impact.

Financial and Risk Considerations

Council’s financial results are reflected in the Financial Report. Financial performance ratios are included in the Performance Statement and highlight Council’s ongoing financial sustainability.

Recommendation

That Council:

1. Approves in principle the draft Annual Financial Report for the year ended 30 June 2019, the draft Performance Statement 2018/19 and the Governance & Management Checklist; and

2. Nominates Councillor Kylie Zanker and Councillor Jean Wise to be authorised to sign

the Financial Statement and Performance Statement in their final form.

112



A 25 09 2019.docx

13.7 Community Share Grants Round 1, 2019 /20 Budget - prepared by Gavin Blinman. Discussion:

Round 1 of the 2019/20 budget for the Community Share grant applications has seen applications valued at $49,825 in total apply for the first round funds of $30,000. All applications have been assessed using the new Community Share Grants policy and 3 council officers independently scored the applications. The General Manager Community Development then viewed the master sheet and based on the scoring selected the top 22 applications from the 29 in total. Total of the selected applications is $31,330. Community Considerations

All projects selected are from a cross section of the Yarriambiack Shire Council and incorporate the 3 areas of the grant categories, Events and Sponsorship, Business and Streetscape and Community Building grants. Environmental Considerations

Each project selected will have a minimal or positive effect on the local environment. Financial and Risk Considerations

The selected projects total $31,330. This round of the Community Share grants is $30,000 requiring that council decide if they approve all selected projects and Round 2 is advertised with $28,670. Alternatively council can decide that project number 22 is removed and $2,372 is reduced from this round and the shortfall added to the next round. No formula for scoring a part payment is available. Recommendation

1: Council approves the 22 selected projects and approves payments of $31,330 for round 1 of the Community Share Grants 19/20. Or that 2: Council approves the 21 selected projects with a value of $28,958 for Round 1 of the Community Share Grants 19/20.

113



A 25 09 2019.docx

13.8 Yarriambiack Youth Engagement Strategy 2019-2022 - Prepared by Gavin Blinman

Discussion

Yarriambiack Shire Council youth plan 2014-2018 achieved many goals in promoting youth engagement and wellbeing across the council. After extensive consultations the new Youth Engagement Plan is ready to build on the strong work done over the last 4 years. A reference group comprising members of Youth Council, Health agencies, VicPol, Local LLEN, Uniting Vic, Schools and Neighbourhood house and Elected Member of Council and staff assisted to develop the plan over a number of meetings. Their guidance and input was valuable in shaping goals and reviewing community feedback. The work of the Youth Engagement officer has been a key to the success of the previous plan. Community Considerations

The plan will have a positive effect for all Yarriambiack Shire Council communities in developing engagement of young people in decisions and promotion of positive programs to reduce Mental Health issues. The new strategy will for the first time include the 8-11 Year age group , previous plans focused on the 12 -25 year age group. This group has had limited services across the region and the new strategy will address this.

Environmental Considerations

All programs run or goals set in the youth plan are environmentally friendly and should have minimal impact on the local environment. Financial and Risk Considerations The youth program is funded by grants externally and Council contributes shortfall for staff and programs. The key to ongoing success of the program and plan is partnerships with other levels of Government and local support agencies. Engage and Freeza funding contributes to reducing councils costs and if State funding priorities shift this may impact on council in the budget. Recommendation

1. That Council adopts the Draft Yarriambiack Youth Engagement Strategy 2019-2022.

2. And the Strategy is placed on our website and made available to the public for one month for public comment. If no comment is received Council will adopt the full strategy at the October meeting.

115

1Yarriambiack Shire Council - Youth Strategy 2019 - 2022

YARRIAMBIACK YOUTH ENGAGEMENT STRATEGY

2019-2022

LISTEN TO US

EMPOWER US

ENGAGEUSDRAFT

2 Yarriambiack Shire Council - Youth Strategy 2019 - 2022

ACKNOWLEDGEMENT“The Yarriambiack Shire Council acknowledges the Traditional Owners of the country, the Wotjobaluk, Jaadwa, Jadawadjali, Wergaia and Jupagulk people and recognises their continuing connection to land, waters and culture. We pay our respects to their Elders past, present and emerging.

Yarriambiack Shire Council Vision“In consultation with our community Yarriambiack Shire Council will provide a viable,

sustainable and vibrant future”

Introduction 3

Development of Youth Engagement Strategy 3

Yarriambiack Youth Profile 4

Victorian Government Context 5

Community & Stakeholder Consultation 7

Summary of Themes from Community & Stakeholder Consultation 8

Yarriambiack Youth Action & Engagement Plan: 10

- Priority Area 1. Encouraging Youth Engagement - Priority Area 2. Support and Development of Youth Leadership - Priority Area 3. Supporting Youth Health and Wellbeing - Priority Area 4. Engagement for the 8-12 young people

Thank you & Acknowledgements 17

DRAFT


Throughout 2019, the Yarriambiack Shire Council started a process to develop a new Youth Engagement Strategy. This new Strategy will oversee the transition of Youth Services in Yarriambiack, from the 12-25 year age group to the 8-25 year age group. This will provide engagement and support to the 8-12 year age group that often miss specialist support from Local Government Areas. The aim of the Yarriambiack Youth Engagement Strategy is to provide a strategic direction for the development and coordination of youth services and infrastructure in Yarriambiack Shire Council for the period 2019-2022. It builds on the last Youth Plan (2014-2018) which provided a Youth Engagement Officer and was successful in receiving much valued Victorian Government funding, to support our many youth programs. This previous plan has placed the Shire in a strong position to consolidate, enhance and initiate programs that the young people see as important into the next 4 years and beyond.Providing this ongoing support for Youth, enables us to “provide a viable, sustainable and vibrant future” in line with the Yarriambiack Shire Council Vision.

DEVELOPMENT OF THE YARRIAMBIACK YOUTH ENGAGEMENT STRATEGY

The development of this strategy took place after consultation with young people, key stakeholders within the Yarriambiack LGA and also several Stakeholders who service our LGA. The Yarriambiack Youth Engagement Strategy Core Reference Group was formed to develop the strategy. One of its first decisions was to support the inclusion of the extended age group, so that there was no gap in the planning, support and engagement that Yarriambiack Shire Council provides for its younger community. Information for the strategy was sourced through discussions with Young People at: • Yarriambiack Youth Action Council• Surveys and Interviews• Workshops• Youth Summits

DRAFT


The 2016 census figures place approximately 1180 young people between the ages of 8-25 as residing in the Yarriambiack Shire Council.

(Selected Key Statistics ABS Census data 2016-https://quickstats.censusdata.abs.gov.au)

YARRIAMBIACK YOUTH PROFILE

Age Yarriambiack (S) % Victoria % Australia %Median Age 50 - 37 - 38 -5 - 9 Years 402 6.0% 368,631 6.2% 1,502,646 6.4%10 - 14 Years 370 5.5% 341,063 5.8% 1,397,183 6.0%15 - 19 Years 366 5.5% 356,340 6.0% 1,421,595 6.1%20 - 24 Years 283 4.2% 413,792 7.0% 1,566,793 6.7%25 - 29 Years 293 4.4% 441,266 7.4% 1,664,602 7.1%

The median age of people in Yarriambiack Local Government Area was 50 years. Children aged 0 - 14 years made up 15.8% of the population and people aged 65 years and over made up 27.4% of the population.

The SEIFA Index of Disadvantage measures the relative level of socio-economic disadvantage based on a range of Census characteristics. Yarriambiack Shire Council ranked the 7th most disadvantaged in the State 2016

A new measure of Household Advantage and Disadvantage, prepared by the Australian Bureau of Statistics, ranks the Yarriambiack Shire Council as the 2nd most disadvantaged Shire in the State in regards to Households. The measure differs from the SIEFA (Socio-economic Indices for Areas) Index of Relative Socio-economic Disadvantage in an important respect: it is a measure of conditions within each household, then sums these results to give a measure of disadvantage for suburbs, municipalities and other areas.

The state’s youth unemployment rate is 11.4 per cent, just above the national rate of 11.2 per cent. The Greater Wimmera Region (Including Yarriambiack) has a rate of nearly 14% placing it 4th worst in the state.

Country of Birth for Yarriambiack residents reflects a very strong Australian born population, with 84.9% born in Australia, compared with 66.7 of all Australians born here and 64.9% of all Victorians born in Australia. The most common countries of birth in Yarriambiack after Australia being: England 1.8%, New Zealand 0.7%, India 0.5%, Netherlands 0.3% and Germany 0.3%. This is supported by nearly 90% of the Shire’s people only speaking English at home against the state average of 67.9

DRAFT


VICTORIAN GOVERNMENT CONTEXT2016 saw young people across the state, asked to assist in shaping future government decisions through youth forums. These were held by the Victorian Government and the Youth Affairs Council of Victoria (YACVic) and gave young people the opportunity to contribute to the agenda of the Victorian Youth Summit, which was held in National Youth Week 2017. Subsequent input at the Youth Summit brought together young people from across the state to identify issues that mattered most.

The Victorian Government’s desire is that every young person has the opportunity and support they need to reach their potential. The Victorian Government launched a website for people aged from 12 to 25 called Youth Central and is managed by the Department of Premier and Cabinet.

The current Victorian Government Youth Policy, Building Stronger Youth Engagement in Victoria is available at the Youth Central website https://www.youthcentral.vic.gov.au/

Youth Central is the place to go for information about jobs and careers, services and events in your local area, study, travel, money and more. The Yarriambiack Youth Engagement Strategy will align itself with the engagement pathways that exist online an advocate for local opportunities our young people can find and use their voice. With the inclusion of the young people (aged 8-25) into this strategy, extra engagement activities are needed to be investigated with the extended age group in mind.

Some of the 12-25 Youth Programs listed on the Youth Central Website include:• Getting politically active• Tips and advice about democracy and being politically active• Voting and elections• Know the difference between local, state and federal elections and ensuring you’re enrolled to vote.• Youth programs and events• Ways to get involved and be active in your community develop new skills and make new friends.

YOUTH CENTRAL ENGAGEMENT OPPORTUNITIES INCLUDE:

• Advance-Advance is a fantastic one-year school-based program that encourages you to get actively involved in your local community.

• Community Radio - SYN Media-Community radio is a great avenue for young people to express themselves and share their views.

• Early Intervention and Support - Programs and initiatives to support and assist young people who are experiencing difficulties.

• Empower Youth-The Victorian Government wants every young person to have the opportunities and support they need to reach their potential

• Engage-Engage! Provides local governments and community organisations with grants of up to $150,000.

DRAFT


• FReeZA Program-Each year up to 400 supervised drug, alcohol and smoke-free FReeZA events are staged.

• Supporting Multicultural Victoria-Providing a range of services for young people from diverse multicultural backgrounds.

• Scholarships & Philanthropic Programs-People and companies called philanthropists donate to help young people pursue their dreams.

• Schoolies-Get all the information on Schoolies with Youth Central, including places to visit, tips on staying safe and how to register for Schoolies in Victoria.

• Scouts and Guides-Scouts and Girl Guides enable young people to participate in leadership, skill development and community activities.

• Victorian Government Youth Policy-In 2016 young people were asked to help shape future government decisions by taking part in 12 youth forums.

• Young Achiever Awards - Acknowledging and encouraging the achievements of young Victorians.

• Victorian Youth Congress-Victorian Youth Congress wants to hear from you!

• Victorian Youth Week-Applications are open for Victorian Youth Week grants – each year

• Wakakirri Secondary School Challenge-The Wakakirri Secondary School Challenge is a competition for secondary students to create a story and to perform that story through dance.

• Youth Mentoring-Information for if you’re looking to get involved in a mentoring program.

• Youth Parliament-YMCA Youth Parliament is an opportunity for young Victorians to stand up and be heard.

S(Source September 2019: https://www.youthcentral.vic.gov.au/get-involved/youth-programs-and-events/victorian-government-youth-policy)

NEWSDRAFT


In June 2019, the Core Reference Group met and approved the commencement of the consultation process. The first phase involved an agreed upon survey, that was approved for appropriateness by a DET representative to ensure distribution in education facilities.

The Core Reference Group agreed that both online and paper based copies would be available for the 12-25 year age groups, and that hard copies would be used for the Primary-aged young people so that they could be supported through the survey, either by the teachers or their parents or guardians.

A letter from the Yarriambiack Shire Council General Manager-Community Development accompanied the survey if it was to be sent home with the Primary aged young people-this letter outlined the reasoning for the capture of this information.

There was an outstanding return from each of the primary schools in the Shire, with teachers supporting the completion of the survey at the school. This resulted in 272 surveys returned from the 8-12 age groups, including multiple schools capturing all students in the age group.

The secondary schools were sent a copy of the online survey which they added to their school based websites for the students to access. Other young people were targeted through sending the link via email, social media (Facebook messenger) and the Yarriambiack Shire Website, which housed the survey link. There was an enthusiastic and substantial response from the 12-25 age groups with 160 young people completing either the online survey or the paper based survey across the shire. Parent and community members completed another 54 surveys. Other consultation and face to face interviews occurred through advertised pop up/vox pop visits across the Yarriambiack Shire including:

• 11th June Woomelang, Hopetoun, Beulah and Brim • 13th June, Warracknabeal • 14th June, Murtoa • 17th June Minyip and Rupanyup

There were further interviews where young people congregated, such as the Warracknabeal Skate Park, the Warracknabeal Indoor Stadium, gaming nights and the Yarriambiack Youth Action Council meetings to name a few. The Home Education Group, which meets in Warracknabeal and have representatives from across the Shire, was also surveyed.

DRAFT


SUMMARY OF THEMES FROM COMMUNITY AND STAKEHOLDER CONSULTATIONS

• Family was seen as the most important theme across the ShireThis was supported by parents and guardians still being the number 1 source of information and support, and also the main conduit for communication about what is happening in the Shire.

• Access to Mental Health Support was the most important issue for 12-25, year olds, where as 8-12 year olds were more concerned about personal safety. parents and guardians and community members were most concerned about employment opportunities

• Strong support for a Learn to Drive Program and support of the L2P program, especially amongst community members.

• The Yarriambiack Youth Action Council and the Ramp It Rage It Stage It FReeZA Committee had created an impact in the Shire and were seen as having a strong profile. The continuation of these programs was well supported

• The amount of time young people of all ages are spending on devices is of major concern. How this impacts on young people and their community’s welfare in the future is a big issue. The survey results indicated 1 in 5, 8-12 year olds are spending 5+hours on devices and this figure rises to 1in 4, 12-25year olds spending 5+ hours on screens outside of School or Work.

• Support for increased activities, entertainment, events, festivals, youth events and things to do (recreational and art based programs especially, need to be improved and better coordinated across the Shire).

• A calendar of events and variety of venues could be implemented to support young people in isolated areas.

• Strong support for Improvements to recreational areas (e.g. more fish in the lake, creeks, extending the playground, updating the skate park and pool)

• Reducing barriers to engagement was very important with barriers listed as; location, transport, communication and other commitments

• The positive response to the desire to engage the 8-12 year old cohort in the school was reciprocated by the number of surveys with young people wanting to have a voice. The Yarriambiack Engagement Strategy needs to accurately reflect this response,D

RAFT


1PRIORITY AREA

Encouraging Youth Engagement

STRATEGIES:1.1 Continued Support of Community Engagement Officer (Youth) within Council.

1.2 Target Youth Engagement Programs and reduce barriers to Youth Engagement.

1.3 Support Community Development Initiatives for young people

DRAFT


Strategy Actions Timeframe Resources What success looks like

1.1 • Resource the Community Engagement Officer (Youth) Position Ensure ongoing

H Council

1.2 • Explore and coordinate all engagement opportunities

M Council

• Improve communication of events M Council and other Services

• Transport coordination across the Shire for events

M Council and other Services

1.3 • Support Collaborative Community initiatives that are focused toward inclusion of disadvantaged Youth.Inclusive events such as YHT and school or community based events like Mates Mentoring-involve Key stakeholders and services

H CouncilWSMLLEN

• Continue to advocate for young people to have access to a range of employment and education opportunities. These include Careers expos, Uni and TAFE open days, Free TAFE courses, etc...

M Council WSMLLENSchoolsFed UNI

• Support youth initiatives through available grants.

M CouncilProject Officer

• Support young people writing their own grants for events to build their capacity

M CouncilProject Officer

• Continuation of Community Engagement Officer (Youth) Position

• Community Engagement Officer (Youth) to continue to advocate for disadvantaged youth, and attend networking meetings to support this.

• Reduction in barriers to youth engagement including: improvements to communication of events, timing and access to events plus coordination of venues, and transport

• Improvements to current youth engagement programs such as the FReeZA funded activities

• Encourage youth engagement through the Yarriambiack Young Achiever Awards and other opportunities for media coverage and support of Youth excellence or events

• Investigation and implementation of new youth engagement initiatives

• Make YHT and other events even more inclusive.

• Work with key stakeholders and community organisations to support and deliver youth friendly all ability activities and collaborative community initiatives

• Community Engagement Officer (Youth) to continue to chase grant and engagement opportunities to Yarriambiack programs

• Work with council to provide appropriate training for young people around grant writing, and other innovative opportunities for young people to develop new skills

High, Medium and LowH = Implemented over the next 2 years

M = Implemented over the next 2 to 4 yearsL = Implemented over the next 5 years or ongoing

DRAFT


2PRIORITY AREA

Support and Development of Youth Leadership

STRATEGIES:2.1 Support Continuation and Development of Yarriambiack Youth Action Council and Ramp It Rage It Stage It FReeZA Committee.

2.2 Advocate for opportunities to engage in Leadership Programs.

DRAFT



2.1 • Continue Engagement of Youth in the Yarriambiack Youth Action Council and the Ramp It Rage It Stage It Yarriambiack FReeZA Committee -improve their voice within the Shire and projects they wish to engage in

M Council

• Improve the reach of the Youth Council and FReeZA Committee so representation is more even across the Shire

M Council

• Resource the Youth Council and FReeZA Committee through the Community Engagement Officer (Youth)

M Council

2.2 • Explore Opportunities within the Engage Funded program ‘Thrive not Survive” to provide leadership opportunities and training.

M Council

• Seek other funding streams and programs to support leadership opportunities such as Heywire, Leadership Wimmera Training or Rotary Youth Leadership Award (RYLA)

M Council

• Consolidation of Yarriambiack Youth Action Council and its role as the most prominent youth voice in the Shire

• Opportunities for Yarriambiack Youth Action Council to continue to take the lead in activities they deem important for youth, and to investigate how they can engage young people with outcomes for other young people.

• Opportunities to be a mentor to other members of the Yarriambiack Youth Action Council and Ramp It Rage It Stage It FReeZA Committee.

• Consolidation of Ramp It Rage It Stage It FReeZA Committee as the FReeZA arm of the Youth Action Council and the continued setting of FReeZA events for the Shire. Providing opportunities for Young people to attain skills to assist with planning and event management of FReeZA events as well as production of events.

• Minimum of 6 FReeZA Events annually and Minimum of 8 Engage Programs

• Opportunities for organising training to participate in FReeZA events, such as art or film training.

• Training for Council/Committee young people in sound/lighting or First Aid.

• Opportunities to source funds through Council to run events.

• Help direct funding through the Yarriambiack Engage Funded Program ‘Thrive not Survive” to provide leadership opportunities and training that is deemed necessary. This includes the continued advocacy for the “Youth Shed”.

• Provide direction on the next Engage and FReeZA application periods as well as the yearly Victorian Youth Week Event grants.

• Support youth leadership, volunteering and mentoring opportunities, acknowledge and celebrate this so it becomes more regular.

DRAFT


3PRIORITY AREA

Supporting Youth Health and Wellbeing

STRATEGIES:3.1 Advocate for health and wellbeing services for young people.

3.2 Facilitate access to a range of health and wellbeing programs.

3.3 Facilitating programs for Disadvantaged Young People.

DRAFT



3.1 • Advocate for young people to be able to access outreach services that provide counselling, careers advice and employment, , Centrelink, driver training.

H Council Other ServicesHeadspace Horsham Uniting VTWNHHLCWSMLLENVic Roads

• Community Engagement Officer (Youth) to initiate and participate, and or advise new and established youth networks e.g. CANs, FReeZA and Engage Groups, WDAT and YACVIC.

L Council Other ServicesHeadspace Horsham Uniting VTWNHHLCWSMLLENSchools

3.2 • Identify and support well-being needs for young people through regular consultation with the schools and the Yarriambiack Youth Action Council and FReeZA Committee, other key stake holders and providers.

M Council Other ServicesHeadspace Horsham Uniting VTWNHHLCWSMLLENSchools

• Facilitate information and resources that support the access to services, e.g. a clear referral pathway for after hours services-access for significantly disadvantaged and vulnerable young people

M Council and Health Services

• Advocate for young people to be able to access a range of health and well-being programs by facilitating delivery through a collaborative program that involves a range of service providers

L Council Other ServicesHeadspace Horsham Uniting VTWNHHLCWSMLLENSchools

3.3 • Support and facilitate the delivery of mentoring programs through the YYAC and FReeZA committees as well as the Mates Mentoring program by the WSMLLEN

H CouncilWSMLLENSchools

• Explore opportunities to support significantly disadvantaged young people involved in community based diversion models

M CouncilYouth JusticeVictoria Police

• Advocate for specific programs and opportunities within the Shire that support alternative education settings, Centrelink support, such as Satellite VCAL or off school campuses, computer programs, such as at the WNHHLC

M Council Other ServicesWNHHLCWSMLLENSchoolsBICGateway BEET

• Continued advocacy for health and well-being services for young people being available locally in the Shire so that barriers such as transport or cost don’t prohibit their ability to access necessary services.

• Strengthened partnerships with other service providers and key stakeholders to ensure the best possible outcomes for youth in the Yarriambiack Shire

• Support the Yarriambiack Youth Action Council in targeting areas they believe they can make a difference in health and well-being including events in outreach areas rather than in the main towns of the Shire.

• Advocate for the Hopetoun CAN to be reconvened.

• Continue to advocate for regional service providers such as WDAT and YACVIC to provide better coverage of their programs in Yarriambiack

• Facilitate access to a range of health and wellbeing programs for disadvantaged young people through regular contact with schools and other service providers

• Support the Mates Mentoring Program that is run by WSMLLEN.

• Provide opportunities for young people involved with diversions models to re-engage with the community, and youth engagement programs.

• Support where appropriate school programs which require YSC involvementD

RAFT


4PRIORITY AREA

Engagement for the 8-12 young people

STRATEGIES:4.1 Developing Engagement Strategies for the 8-12 year cohort.

4.2 Facilitate a range of activities for 8-12 cohort

DRAFT



4.1 • Coordinate with primary schools in Yarriambiack to find the best way to engage the 8-12 year cohort with them. Provide ongoing support and access to activities where it best suits the schools and doesn’t interrupt their curriculum.

H Council WRSASchoolsArt Groups

• Facilitate community consultation with community groups, parents and friends groups, community clubs and the service providers, to develop strategies for engagement with the 8-12year cohort outside of the school environment.

H Council WRSASchoolsArt GroupsCommunity ClubsNHHs

4.2 • Community Engagement Officer (Youth) to work in partnership with other service providers to prepare and initiate a plan for the Yarriambiack Shire to roll out engagement activities for the 8-12 year cohort through out the year. Special emphasis on supporting activities in holiday periods.

H Council WRSASchoolsCommunity ClubsNHHsArt Groups

• Development of engagement strategies for the 8-12 cohort across the Shire with the primary schools, so that a more coordinated approach to engagement can be achieved for events during school times, which doesn’t unsettle the curriculum at each school.

• Community consultation with Clubs and local services to best prepare for the deliver of engagement activities

• Development of engagement strategies for the 8-12 cohort across the Shire for the periods outside school times, so that we reduce barriers to participation, especially for the more regionally isolated young people

• Strengthened partnerships with other service providers such as the Wimmera Regional Sports Assembly, The Push, and Regional Arts Council to provide regular and diverse events across the shire.

• 2019 Yarriambiack Youth Engagement Survey, to be utilised to best inform the activities that will be supported by young people.

DRAFT


ABBREVIATIONSYYES Yarriambiack Youth Engagement Survey

YSC Yarriambiack Shire Council

YYAC Yarriambiack Youth Action Council

WRSA Wimmera Regional Sports Assembly

NHHs Neighbourhood Houses

WNHHLC Warracknabeal Neighbourhood House and Learning Centre

WSMLLEN Wimmera Southern Mallee Learning and Education Network

BIC Beulah Information centre

CAN Community Action Network

WDAT Wimmera Drug Action Taskforce

Hopetoun Gateway BEET Hopetoun Gateway Business Education Employment Training

THANK YOU!

ACKNOWLEDGEMENTSYarriambiack Shire Council wishes to acknowledge and thank the dedicated work of the Youth Strategy Project Reference Group in preparing this document and who also gave their time to contribute, and provide oversight to the development of this Strategy.

Kylie Zanker (Yarriambiack Shire Councillor, Warracknabeal Secondary College, School Council President)Karen Fuller (Manager - Warracknabeal Neighbourhood House & Learning Centre)Louise Barnett (Youth Engagement & Community Development Coordinator Headspace Horsham)Dorothy McLaren (Health Promotion Manager West Wimmera Health Service)Tim Shaw (EO Wimmera Southern Mallee Local Learning and Employment Network) Jessie Holmes (Yarriambiack Shire Council, Chief Executive Officer)Aiden Ciemcioch (Yarriambiack Youth Action Council - Youth Representative)Jo Martin (Rural North West Health Service Community Health Manager)Gavin Blinman (Yarriambiack Shire Council, General Manager Community Development)Clyde Lourensz (Victoria Police, Senior Constable 36121 - Youth Specialist Officer – Western Region – WD4)Therese Allen (Principal, Warracknabeal Secondary College - Representing DET)Linda McLennan (Victoria Police, A/Sergeant – Wimmera Proactive Policing Unit -Western Region - WD4)Kate Waterworth (Program Leader: Youth Support, Uniting Wimmera)Murray McKenzie (Yarriambiack Shire Council, Community Engagement Officer - Youth)

DRAFT


www.yarriambiack.vic.gov.au

DRAFT



A 25 09 2019.docx

14 Other Business 15 REPORTS FOR DECISION – CLOSED SESSION 15.1 Design & Construct Murtoa Swimming Pool Change Rooms Contract C245/2019 15.2 Supply & Installation of Drafting Run extension at Warracknabeal Regional

Livestock Exchange. C247/2019

ATTACHMENTS / REPORTS Annual Financial Report and Performance Statement for the year ended 30 June 2019

NEXT MEETING

The next meeting of Council will be held on Wednesday, 23 October 2019 at 9:30am at Warracknabeal.

CLOSE ___________________ Mayor

55 Yarriambiack Shire Council Annual Report 2018-2019

ANNUAL FINANCIAL REPORT

FOR THE YEAR ENDING 30 JUNE 2019DRAFT

Yarriambiack Shire Council Annual Report 2018-2019 56

FINANCIAL REPORT PAGE NO. Certification of the Financial Report 57 Victorian Auditor-General’s Office Report 58 FINANCIAL STATEMENTS Comprehensive Income Statement 60 Balance Sheet 61 Statement of Changes in Equity 62 Statement of Cash Flows 63 Statement of Capital Works 64

Overview 65

NOTES TO FINANCIAL STATEMENTS Note 1 Performance against budget 1.1 Income and expenditure 66 1.2 Capital Works 68 Note 2 Analysis of Council results by program 69 Note 3 Funding for the delivery of our services 3.1 Rates and charges 71 3.2 Statutory fees and fines 71 3.3 User fees 71 3.4 Funding from other levels of government 72 3.5 Net gain/(loss) on disposal of property, infrastructure, plant and equipment 74 3.6 Other income 74 Note 4 The cost of delivering services 4.1 Employee costs 75 4.2 Materials and services 75 4.3 Depreciation 75 4.4 Bad and doubtful debts 76 4.5 Contributions and donations 76 4.6 Borrowing costs 76 4.7 Other expenses 76 Note5 Ourfinancialposition 5.1 Financial assets 77 5.2 Non-financial assets 79 5.3 Trade and other payables 79 5.4 Interest-bearing liabilities 80 5.5 Provisions 81 5.6 Financing arrangements 83 5.7 Commitments 83 Note 6 Assets we manage 6.1 Non current assets classified as held for sale 84 6.2 Property, infrastructure, plant and equipment 84 6.3 Investments in associates 91 Note7 Peopleandrelationships 7.1 Council and key management remuneration 93 7.2 Related party disclosure 94 Note8 Managinguncertainties 8.1 Contingent assets and liabilities 95 8.2 Change in accounting standards 96 8.3 Financial instruments 96 8.4 Fair value measurement 98 8.5 Events occurring after balance date 98 Note9 Othermatters 9.1 Reserves 99 9.2 Reconciliation of cash flows from operating activities to surplus/(deficit) 100 9.3 Superannuation 100

ANNUAL FINANCIAL REPORTFOR THE YEAR ENDED 30 JUNE 2019

DRAFT


In my opinion, the accompanying financial statements have been prepared in accordance with the Local Government Act 1989, the Local Government (Planning and Reporting) Regulations 2014, the Australian Accounting Standards and other mandatory professional reporting requirements.

ANITA J MCFARLANE B.COMM (ACC)Principal Accounting OfficerLocation: WarracknabealDate:

In our opinion the accompanying financial statements present fairly the financial transactions of Yarriambiack Shire Council for the year ended 30 June 2019 and the financial position of the Council as at that date.

As at the date of signing, we are not aware of any circumstances that would render any particulars in the financial statements to be misleading or inaccurate.

We have been authorised by the Council and by the Local Government (Planning and Reporting) Regulations 2014 to certify the financial statements in their final form.

JEAN M WISECouncillorLocation: WarracknabealDate:

KYLIE L ZANKERCouncillorLocation: WarracknabealDate:

JESSIE HOLMESChief Executive OfficerLocation: WarracknabealDate:

CERTIFICATION OF THE FINANCIAL STATEMENTS

FINANCIAL REPORT

DRAFT


<< Insert VAGO Report >>

DRAFT



DRAFT


Financial StatementsNOTE 2018/19

$’0002017/18

$’000INCOMERates and charges 3.1 12,257 11,881Statutory fees and fines 3.2 160 230User fees 3.3 973 1,037Grants - operating 3.4 9,138 8,043Grants - capital 3.4 4,437 2,610Net gain/(loss) on disposal of property, infrastructure, plant and equipment 3.6 (880) (272)Share of net profits (or loss) of associates 6.3 (10) 39Other income 3.6 635 654Total Income 26,710 24,222

EXPENSESEmployee costs 4.1 (8,680) (8,153)Materials and services 4.2 (5,014) (5,629)Bad and doubtful debts 4.4 (14) (1)Contributions and donations 4.5 (748) (726)Depreciation 4.3 (4,896) (5,835)Borrowing costs 4.6 - (4)Other expenses 4.7 (1,405) (1,383)Total Expenses (20,757) (21,731)

Surplus/(deficit)fortheyear 5,953 2,491

OTHER COMPREHENSIVE INCOMEItems that will not be reclassified to surplus or deficit in future periodsNet asset revaluation increment/(decrement) 6.2 (5,259) (20,307)Share of other comprehensive income of associates 6.3 10 (39)Total Comprehensive Result 704 (17,855)

Comprehensive Income StatementFOR THE YEAR ENDED 30 JUNE 2019

The above comprehensive income statement should be read in conjunction with the accompanying notes.

DRAFT


NOTE 2018/19$’000

2017/18$’000

ASSETSCurrent assetsCash and cash equivalents 5.1 8,390 7,545Trade and other receivables 5.1 3,444 2,174Other financial assets 5.1 719 590Inventories 5.2 513 375Non current assets classified as held for sale 6.1 30 30Other assets 5.2 319 258Total Current assets 13,415 10,972

Non-current assetsOther financial assets 5.1 253 231Investments in associates 6.3 524 534Property, infrastructure, plant and equipment 6.2 139,304 142,198Total Non-current assets 140,081 142,963

Total assets 153,496 153,935

LIABILITIESCurrent liabilitiesTrade and other payables 5.3 1,437 2,678Trust funds and deposits 5.3 38 23Provisions 5.5 3,551 3,504Interest-bearing liabilities 5.4 21 21TotalCurrentliabilities 5,047 6,226

Non-current liabilitiesProvisions 5.5 541 465Interest-bearing liabilities 5.4 79 100TotalNon-currentliabilities 620 565

Totalliabilities 5,667 6,791

Net Assets 147,829 147,144

EQUITYAccumulated surplus 71,848 65,894Reserves 9.1 75,981 81,250Total Equity 147,829 147,144

Balance SheetAS AT 30 JUNE 2019

The above balance sheet should be read in conjunction with the accompanying notes.

DRAFT


NOTETotal

2018/19$’000

Accumulated Surplus

2018/19$’000

RevaluationReserve2018/19

$’000

Other Reserves2018/19

$’000

2018/19Balance at beginning of the financial year 147,145 65,895 81,235 15Surplus/(deficit) for the year 5,953 5,953 - -Net asset revaluation increment/(decrement) 6.2 (5,277) - (5,277) -Share of other comprehensive income of associates 10 10 - -Balanceatendofthefinancialyear 147,831 71,858 75,958 15

NOTETotal

2017/18$’000

Accumulated Surplus

2017/18$’000

RevaluationReserve2017/18

$’000

Other Reserves2017/18

$’000

2017/18Balance at beginning of the financial year 165,000 63,443 101,542 15Surplus/(deficit) for the year 2,491 2,491 - -Net asset revaluation increment/(decrement) 6.2 (20,307) - (20,307) -Share of other comprehensive income of associates (39) (39) - -Balanceatendofthefinancialyear 147,145 65,895 81,235 15

The above statement of changes in equity should be read with the accompanying notes.

Statement of Changes in EquityFOR THE YEAR ENDED 30 JUNE 2019

DRAFT


The above statement of cash flows should be read with the accompanying notes.

Statement of Cash FlowsFOR THE YEAR ENDED 30 JUNE 2019

NOTE

2018/19Inflows/

(Outflows)$’000

2017/18Inflows/

(Outflows)$’000

CASH FLOWS FROM OPERATING ACTIVITIESRates and charges 10,640 11,690Statutory fees and fines 160 230User fees 973 1,037Grants - operating 9,138 8,043Grant - capital 4,437 2,610Interest received 186 157Trust funds and deposits taken 1,255 353Other receipts 449 497Net GST refund/payment 368 132Employee costs (8,680) (8,153)Materials and services (6,451) (5,629)Trust funds and deposits paid (1,241) (330)Other payments (2,153) (2,105)Netcashprovidedby/(usedin)operatingactivities 9.2 9,081 8,532

CASH FLOWS FROM INVESTING ACTIVITIESPayments for property, infrastructure, plant and equipment 6.2 (8,578) (7,667)Proceeds from sale of property, infrastructure, plant and equipment 363 340Netcashprovidedby/(usedin)investingactivities (8,215) (7,327)

CASH FLOWS FROM FINANCING ACTIVITIESFinance costs - (4)Repayment of borrowings (21) (151)Netcashprovidedby/(usedin)financingactivities (21) (155)

Net increase/(decrease) in cash and cash equivalents 845 1,050Cash and cash equivalents at the beginning of the financial year 7,545 6,495

Cashandcashequivalentsattheendofthefinancialyear 5.1(a) 8,390 7,545

Financing arrangements 5.6

Restrictions on cash assets 5.1

DRAFT


The above statement of capital works should be read with the accompanying notes.

Statement of Capital WorksFOR THE YEAR ENDED 30 JUNE 2019

NOTE 2018/19$’000

2017/18$’000

PROPERTYBuildings 420 566Heritage buildings 73 207Total Buildings 493 773

Total Property 493 773

PLANT AND EQUIPMENTPlant, machinery and equipment 1,299 1,124Fixtures, fittings and furniture 33 10Computers and telecommunications 131 59Total Plant and Equipment 1,463 1,193

INFRASTRUCTURERoads 5,466 5,125Footpaths, kerb and channel 298 334Drainage 31 27Recreational, leisure and community facilities 13 15Waste management 72 11Parks, open space and streetscapes 11 14Aerodromes 731 -Fire hydrants - 175Total Infrastructure 6,622 5,701

Total Capital Works Expenditure 8,578 7,667

Represented by:

New asset expenditure 143 662Asset renewal expenditure 6,923 6,285Asset upgrade expenditure 1,512 720Total Capital Works Expenditure 8,578 7,667

DRAFT


OverviewIntroductionThe Yarriambiack Shire Council was established by an Order of the Governor in Council on 19 January 1995 and is a body corporate. The Council’s main office is located at 34 Lyle Street, Warracknabeal.

STATEMENT OF COMPLIANCEThese financial statements are a general purpose financial report that consists of a Comprehensive Income Statement, Balance Sheet, Statement of Changes in Equity, Statement of Cash Flows, Statement of Capital Works and Notes accompanying these financial statements. The general purpose financial report complies with the Australian Accounting Standards (AAS), other authoritative pronouncements of the Australian Accounting Standards Board, the Local Government Act 1989, and the Local Government (Planning and Reporting) Regulations 2014.

Significant accounting policies

(a) Basis of accountingThe accrual basis of accounting has been used in the preparation of these financial statements, whereby assets, liabilities, equity, income and expenses are recognised in the reporting period to which they relate, regardless of when cash is received or paid.

Judgements, estimates and assumptions are required to be made about the carrying values of assets and liabilities that are not readily apparent from other sources. The estimates and associated judgements are based on professional judgement derived from historical experience and various other factors that are believed to be reasonable under the circumstances. Actual results may differ from these estimates.

Revisions to accounting estimates are recognised in the period in which the estimate is revised and also in future periods that are affected by the revision. Judgements and assumptions made by management in the application of AAS’s that have significant effects on the financial statements and estimates relate to:

- the fair value of land, buildings, infrastructure, plant and equipment (refer to Note 6.2) - the determination of depreciation for buildings, infrastructure, plant and equipment (refer to Note 6.2) - the determination of employee provisions (refer to Note 5.5) - the determination of landfill provisions (refer to Note 5.5)

Unless otherwise stated, all accounting policies are consistent with those applied in the prior year. Where appropriate, comparative figures have been amended to accord with current presentation, and disclosure has been made of any material changes to comparatives.

DRAFT


Notes to Financial StatementsNote 1: Performance against budgetThe performance against budget notes compare Council’s financial plan, expressed through its annual budget, with actual performance. The Local Government (Planning and Reporting) Regulations 2014 requires explanation of any material variances. Council has adopted a materiality threshold of the lower of 10 percent or $100,000 where further explanation is warranted. Explanations have not been provided for variations below the materiality threshold unless the variance is considered to be material because of its nature.

The budget figures detailed below are those adopted by Council on 27 June 2018. The Budget was based on assumptions that were relevant at the time of adoption of the Budget. Council sets guidelines and parameters for income and expense targets in this budget in order to meet Council’s planning and financial performance targets for both the short and long-term. The budget did not reflect any changes to equity resulting from asset revaluations, as their impacts were not considered predictable.

These notes are prepared to meet the requirements of the Local Government Act 1989 and the Local Government (Planning and Reporting) Regulations 2014.

Budget 2019

$’000

Actual 2019

$’000

Variance2019

$’000

Variance2019

%Ref

1.1 INCOME AND EXPENDITUREIncome

Rates and charges 12,183 12,257 74 1%Statutory fees and fines 149 160 11 7%User fees 983 973 (10) (1%)Grants - Operating 7,760 9,138 1,378 18% 1

Grants - Capital 2,154 4,437 2,283 106% 2

Net gain/(loss) on disposal of property, infrastructure, plant & equipment (22) (880) (858) 3900% 3

Share of net profits/(losses) of associates and joint ventures - (10) (10) 100%

Other income 379 635 256 68% 4

Total Income 23,586 26,710 3,124 13%

Expenses

Employee costs 8,692 8,680 (12) 0%Materials and services 6,119 5,014 (1,105) (18%) 5

Bad and doubtful debts - 14 14 0%

Contributions and donations 803 748 (55) (7%)

Depreciation 7,035 4,896 (2,139) (30%) 6

Borrowing costs 76 - (76) 100% 7

Other expenses 1,413 1,405 (8) (1%)Total Expenses 24,138 20,757 (3,381) (14%)

Surplus/(deficit)fortheYear (552) 5,953 6,505 1178%

DRAFT


Ref Item Explanation

1 Grants - operating Council received half of the 2019/20 financial year Grants Commission allocation in June 2019. This amount was $2.80 million.

2 Grants - capital Council received funding for the following projects which will not be commenced until 2019/20 - Fixing Country Roads $617,000 and Warracknabeal Leisure Centre $249,000. Council also received grant funding during 2018/19 for Local Roads to Market projects $252,000 and Fixing Country Roads projects $474,000 which were not budgeted for.

3 Net gain/(loss) on disposal of property, infrastructure, plant & equipment

The variance is due to the write back of infrastructure assets which were upgraded during the 2018/19 year.

4 Other income Other income includes an increase in reimbursement for income protection $40,000, an increase in insurance claims reimbursements $12,000 and the transfer of staff entitlements of $35,000 all of which were not budgeted for.

5 Materials and services Contracts has decreased due mainly to the decrease in use of contract labour. The use of consultants have also decreased.

6 Depreciation and amortisation Depreciation on infrastructure assets has been adjusted down as a result of moving to a new asset program which is used to calculate the depreciation. At the time of preparing the 2018/19 budget this movement in depreciation was not accounted for.

7 Borrowing costs No new loans have been taken out and therefore no borrowing costs have been incurred.

EXPLANATION OF MATERIAL VARIATIONS

DRAFT


Budget 2019

$’000

Actual 2019

$’000

Variance2019

$’000

Variance2019

%Ref

1.2 CAPITAL WORKSProperty

Buildings 412 420 8 2%Heritage buildings 65 73 8 12% 1

Total Buildings 477 493 16 3%

Total Property 477 493 16 3%

Plant and Equipment

Plant, machinery and equipment 1,340 1,299 (41) (3%)Fixtures, Fittings and Furniture 13 33 20 154% 2

Computers and Telecommunications 48 131 83 173% 3

Total Plant and Equipment 1,401 1,463 62 4%

Infrastructure

Roads 4,127 5,466 1,339 32% 4

Footpaths, kerb and channel 143 298 155 108% 5

Drainage 27 31 4 15% 6

Recreational, leisure and community facilities 5 13 8 160% 7

Waste management 300 72 (228) (76%) 8

Parks, open space and streetscapes 10 11 1 10%Aerodromes 500 731 231 46% 9

Total Infrastructure 5,112 6,622 1,510 30%

Total Capital Works Expenditure 6,990 8,578 1,588 23%

Represented by:New asset expenditure 353 143 (210) (59%)Asset renewal expenditure 5,122 6,923 1,801 35%Asset upgrade expenditure 1,515 1,512 (3) (0%)Total Capital Works Expenditure 6,990 8,578 1,588 23%

Ref Item Explanation

1 Heritage Buildings Grant money received for upgrades to the Warracknabeal Town Hall.

2 Fixtures, fittings and furniture

Office furniture at the Warracknabeal Council Office and Tech Office was replaced.

3 Computers and telecommunications

Server upgrade and purchase of various computer equipment.

4 Roads Council was successful in obtaining grant monies from the Fixing Country Road and Local Roads to Market programs.

5 Footpaths, kerb and channel

There was a delay with the contractor being able to complete the works at the end of the 2017/18 year. These works were completed at the start of the 2018/19 year.

6 Drainage Council had some unexpected drainage works in Warracknabeal after a major pit collapsed.

7 Recreational, leisure and community facilities

Lighting at the Warracknabeal Leisure Complex was upgraded after receiving a Sustainability Victoria’s Local Government Energy Saver Program - Stream 3 Facilities Upgrade grant.

8 Waste management Grant money and Council funds were allocated for the Warracknabeal Transfer Station development but that project is yet to commence. Spend during the 2018/19 year relates to the construction of 3 e waste sheds which grants were recevied.

9 Aerodromes Grant received for upgrades to the Hopetoun and Warracknabeal pavements.

EXPLANATION OF MATERIAL VARIATIONSDRAFT


Note 2: Analysis of Council results by program Council delivers its functions and activities through the following programs.

2 (a) COMMUNITY SERVICESAdministration of maternal & child health services, immunisations, preschools and rental accommodation, homecare, senior citizen centres, meals on wheels, home maintenance and sundry welfare services.

CORPORATE SERVICESGeneral rates and grants commission revenue, general administration and finance costs which are not allocated to the other functions.

ECONOMIC DEVELOPMENTCommercial and industrial promotion, caravan parks, livestock exchange, tourist promotion and public conveniences.

ENGINEERINGConstruction and maintenance of roads and bridges, footpaths, parking facilities, traffic control, street lighting, street cleaning and drainage, plant operators workshops and depots and quarries.

GOVERNANCEGovernance provides an effective oversight of the organisation. Human resource management provides support to the organisation and ensures councils customer focus includes communication and community engagement processes. Service areas include governance, enterprise risk and legal services.

RECREATION, CULTURE AND LEISUREMaintenance of halls, cultural buildings, and operations of the library, parks and reserves, recreation centres, swimming pools, sporting clubs, sale yards and other sundries.

REGULATORY SERVICESPlanning, building control, fire prevention, animal control, and the administraion of local laws and the health act.

WASTE AND ENVIRONMENTRubbish collection, recycling and disposal and tree schemes.DRAFT


2(b) SUMMARY OF REVENUES, EXPENSES, ASSETS AND CAPITAL EXPENSES BY PROGRAM

Income

$’000

Expenses

$’000

Surplus/(Deficit)

$’000

Grants included in

income$’000

Total assets

$’000

2018/19Community Services 2,926 2,768 158 2,566 5,036Corporate Services 17,118 1,885 15,233 5,603 16,698Economic Development 440 1,016 (576) 60 1,727Engineering 3,990 9,799 (5,809) 4,608 120,569Governance - 1,000 (1,000) - -Recreation, Culture and Leisure 477 1,419 (942) 382 9,238Regulatory Services 192 606 (414) 20 -Waste and Environment 1,567 2,264 (697) 332 228

26,710 20,757 5,953 13,571 153,496

Income

$’000

Expenses

$’000

Surplus/(Deficit)

$’000

Grants included in

income$’000

Total assets

$’000

2017/18Community Services 2,691 2,681 10 2,289 5,061Corporate Services 16,362 1,784 14,578 5,225 14,272Economic Development 536 1,074 (538) 264 3,913Engineering 2471 11,031 (8,560) 2,249 123,196Governance - 931 (931) - -Recreation, Culture and Leisure 358 1,468 (1,110) 235 7,229Regulatory Services 236 572 (336) - -Waste and Environment 1,568 2,190 (622) 391 264

24,222 21,731 2,491 10,653 153,935DRAFT


Note 3: Funding for the delivery of our services2018/19

$’0002017/18

$’000

3.1 RATES AND CHARGESCouncil uses Capital Improved Valuation (CIV) as the basis of valuation of all properties within the municipal district. The Capital Improved Valuation of a property is its net market value after deducting selling costs. The valuation base used to calculate general rates for 2018/19 was $2,144 million (2017/18 $1,877 million). Residential 2,100 2,041Commercial 350 329Farm/Rural 8,270 8,058Municipal charge 366 357Waste management charge 1,143 1,074Supplementary rates and rate adjustments 28 22Total Rates and Charges 12,257 11,881

The date of the latest general revaluation of land for rating purposes within the municipal district was 1st January 2018, and the valuation will be first applied in the rating year commencing 1st July 2018.

Annual rates and charges are recognised as revenues when Council issues annual rates notices. Supplementary rates are recognised when a valuation and reassessment is completed and a supplementary rates notice issued.

3.2 STATUTORY FEES AND FINESAnimal control fees and fines 39 37Town planning and building fees 120 188Other 1 5Total Statutory Fees and Fines 160 230

Statutory fees and fines are recognised as revenue when the service has been provided, the payment is received, or when the penalty has been applied, whichever first occurs.

3.3 USER FEESAged and health services 215 215Aged and health services brokerage fees 87 117Leisure centre and recreation 25 24Caravan park fees 196 196Waste management services 96 93Rents 55 68Saleyards fees and charges 105 73VicRoads charges 8 9Road works - 166Private works 77 49Tourism 33 -Rates 52 -Other fees and charges 24 27Total User Fees 973 1,037

User fees are recognised as revenue when the service has been provided or council has otherwise earned the income.

DRAFT


2018/19$’000

2017/18$’000

3.4 FUNDING FROM OTHER LEVELS OF GOVERNMENTGrants were received in respect of the following :

Summary of grants

Commonwealth funded grants 7,693 8,192State funded grants 5,882 2,461Total Grants Received 13,575 10,653

(a) Operating Grants

Recurrent - Commonwealth GovernmentFinancial Assistance Grants - Unallocated 3,414 3,250Financial Assistance Grants - Local Roads 2,077 1,975Aged care 490 460Meals on Wheels 78 77Senior Citizens 38 38Total Recurrent - Commonwealth Government 6,097 5,800

Recurrent - State GovernmentAged care 187 217Meals on Wheels 6 7Senior Citizens 16 16Preschools 900 611Maternal and Child Health 355 246Recycling 25 24Sustainability 66 200Community Transport and Youth 67 60Valuation 88 -Other 32 22Total Recurrent - State Government 1,742 1,403

TotalRecurrentOperatinggrants 7,839 7,203

Non-recurrent - Commonwealth GovernmentDrought 310 345Total Non-recurrent - Commonwealth Government 310 345

Non-recurrent - State Government Natural Disaster 849 -Vic Roads 36 -Sustainability 66 -Silo Art - 100Livestock Exchange - 127Recreation 20 268Other 18 -Total Non-recurrent - State Government 989 495

TotalNon-recurrentOperatinggrants 1,299 840

TotalOperatinggrants 9,138 8,043

DRAFT


2018/19$’000

2017/18$’000

(b) Capital Grants

Recurrent - Commonwealth GovernmentRoads to Recovery 950 1,856Total Recurrent - Commonwealth Government 950 1,856

Total Recurrent Capital Grants 950 1,856

Non-recurrent - Commonwealth GovernmentRecreation 249 -Drought 87 191Total Non-recurrent - Commonwealth Government 336 191

Non-recurrent - State GovernmentEmergency Management - Flood Levee 220 366Fire Access 20 -Aerodromes 90 142Halls 117 -Roads to Market 1,088 51Fixing Country Roads 1,529 -Recreation - 4Waste Management 87 -Total Non-recurrent - State Government 3,151 563

Total Non-recurrent Capital Grants 3,487 754

Total Capital Grants 4,437 2,610

TOTAL GRANTS 13,575 10,653

(c) Unspent grants received on condition that they be spent in a specific manner

Balance at start of year 866 801Received during the financial year and remained unspent at balance date 1,140 866Received in prior years and spent during the financial year (866) (801)Balance at year end 1,140 2,468

Grant income is recognised when Council obtains control of the contribution. Control is normally obtained upon receipt (or acquittal).

DRAFT


2018/19$’000

2017/18$’000

3.5 NETGAIN/(LOSS)ONDISPOSALOFPROPERTY,INFRASTRUCTURE,PLANTAND EQUIPMENTProceeds of sale 363 340Write down value of assets disposed (1,243) (612)Total Net Gain/(Loss) on disposal of Property, Infrastructure, Plant & Equipment (880) (272)

The profit or loss on sale of an asset is determined when control of the asset has passed to the buyer.

3.6 OTHER INCOMEInterest 110 92Interest on rates 76 65Workcover reimbursements 21 21Private use vehicle reimbursements 85 80Insurance recoupment 12 -Legal costs recovered - 9Fire Services Levy - 41Road maintenance contribution - 55Long Service Leave Transfer from other Councils 35 -Income protection 206 167Recycling - 4Community facilities 87 112Other 3 8Total Other Income 635 654

Interest is recognised as it is earned. Other income is measured at the fair value of the consideration received or receivable and is recognised when Council gains control over the right to receive the income.

Monetary contributions are recognised as revenue when Council obtains control over the contributed asset. DRAFT


2018/19$’000

2017/18$’000

Note 4: The cost of delivering services4.1 EMPLOYEE COSTS

Wages and salaries 6,021 5,839WorkCover 188 192Councillor allowance 184 181Annual leave and long service leave 1,145 968Superannuation 781 747Fringe benefits tax 14 52Redundancies 175 -Other 172 174Total Employee Costs 8,680 8,153

Superannuation

Council made contributions to the following funds:DefinedbenefitfundEmployer contributions to Local Authorities Superannuation Fund (Vision Super) 104 110

104 110AccumulationfundsEmployer contributions to Local Authorities Superannuation Fund (Vision Super) 543 542Employer contributions - Other Funds 134 95

677 637Refer to note 9.3 for further information relating to Council’s superannuation obligations.

4.2 MATERIALS AND SERVICEContracts 839 1,555 Waste management 1,212 1,036 Community projects 448 358 Information technology contract 181 161Materials and services 1,240 1,147Building & ground maintenance 170 250Supply of meals 167 153Utilities 277 306External Plant Hire 58 80Information technology & equipment 75 59Consultants 319 461Other 28 63Total Materials and Services 5,014 5,629

4.3 DEPRECIATIONProperty 420 601Plant and equipment 988 1,052

Infrastructure 3,488 4,182

TotalDepreciation 4,896 5,835

Refer to note 6.2 for a more detailed breakdown of depreciation charges and accounting policy.

DRAFT


2018/19$’000

2017/18$’000

4.4 BAD AND DOUBTFUL DEBTSRates debtors 14 6Other debtors - (5)

TotalBadandDoubtfulDebts 14 1

Movement in provisions for doubtful debts

Balance at the beginning of the year 251 250

New provisions recognised during the year 126 235

Amounts already provided for and written off as uncollectible - -

Amounts provided for but recovered during the year (112) (234)

Balance at end of Year 265 251

Provision for doubtful debt is recognised based on an expected credit loss model. This model considers both historic and forward looking information in determining the level of impairment.

4.5 CONTRIBUTIONS AND DONATIONSRegional library 165 167

Sporting reserves 164 153

Swimming pools 224 182

Economic development 121 101

Community halls 33 32

Preschools 12 14

Other 29 77

TotalNon-monetaryContributions 748 726

4.6 BORROWING COSTSInterest - Borrowings - 4

Total Borrowing Costs - 4

Borrowing costs are recognised as an expense in the period in which they are incurred, except where they are capitalised as part of a qualifying asset constructed by Council.

4.7 OTHER EXPENSESAuditors’ remuneration - VAGO - audit of the financial statements, performance statement and grant acquittals

94 18

Auditors’ remuneration - Internal - 31Insurances 524 440Operating lease rentals 315 364Printing and stationery 70 82Advertising 80 72Postage 27 29

Legal Costs 8 37

Subscriptions 82 90Water 114 135Bank fees and charges 39 32Others 52 53Total Other Expenses 1,405 1,383

DRAFT


2018/19$’000

2017/18$’000

Note 5: Our financial position5.1 FINANCIAL ASSETS

(a) Cash and cash equivalents

Cash on hand 1 1

Cash at bank 8,389 7,543Term deposits - 1

Total Cash and Cash Equivalents 8,390 7,545

(b) Other financial assets

Term deposits - current 719 590Term deposits - non-current 253 231Total Other Financial Assets 972 821

Total Financial Assets 9,362 8,366

Councils cash and cash equivalents are subject to external restrictions that limit amounts available for discretionary use. These include:Trust funds and deposits (Note 5.3) 38 23Unspent grants (Note 3.4) 1,140 866Total Restricted Funds 1,178 889

Total Unrestricted Cash and Cash Equivalents 7,212 6,656

Cash and cash equivalents include cash on hand, deposits at call, and other highly liquid investments with original maturities of 90 days or less, net of outstanding bank overdrafts.

Other financial assets are valued at fair value, at balance date. Term deposits are measured at original cost. Any unrealised gains and losses on holdings at balance date are recognised as either a revenue or expense. DRAFT


2018/19$’000

2017/18$’000

(c) Trade and other receivables

CURRENTStatutory receivablesRates debtors 1,822 1,676Special rate assessment - -Infringement debtors 1 -Provision for doubtful debts - rate debtors (205) (191)Non statutory receivablesLoans and advances to community organisations - 11Other debtors 1,886 738Provision for doubtful debts - other debtors (60) (60)Total Current Trade and Other Receivables 3,444 2,174

Total Trade and Other Receivables 3,444 2,174

Short term receivables are carried at invoice amount. A provision for doubtful debts is recognised when there is objective evidence that an impairment has occurred. Long term receivables are carried at amortised cost using the effective interest rate method.

(d) Ageing of Receivables

The ageing of the Council’s trade & other receivables (excluding statutory receivables) that are not impaired was:Current (not yet due) 1,714 565Past due by up to 30 days 16 51

Past due between 31 and 180 days 82 61

Past due between 181 and 365 days 15 15

Past due by more than 1 year 59 57Total Trade & Other Receivables 1,886 749

(e) Ageing of individually impaired Receivables

At balance date, other debtors representing financial assets with a nominal value of $60,000 (2018: $60,000) were impaired. The amount of the provision raised against these debtors was $60,000 (2018: $60,000). They individually have been impaired as a result of their doubtful collection. Many of the long outstanding past due amounts have been lodged with Council’s debt collectors or are on payment arrangements.The ageing of receivables that have been individually determined as impaired at reporting date was:

Current (not yet due) - -

Past due by up to 30 days - -

Past due between 31 and 180 days - -

Past due between 181 and 365 days - -

Past due by more than 1 year 60 60

Total Trade & Other Receivables 60 60

DRAFT


2018/19$’000

2017/18$’000

5.2 NON-FINANCIALASSETS(a) Inventories

Inventories held for distribution 513 375Total Inventories 513 375

Inventories held for distribution are measured at cost, adjusted when applicable for any loss of service potential. All other inventories, including land held for sale, are measured at the lower of cost and net realisable value. Where inventories are acquired for no cost or nominal consideration, they are measured at current replacement cost at the date of acquisition.

(b) Other assets

Prepayments 301 128Accrued income 18 130Total Other Assets 319 258

5.3 TRADE AND OTHER PAYABLES(a) Trade and other payables

Trade payables 1,340 2,197Net GST payable (10) (4)Accrued expenses 107 485Total Trade and Other Payables 1,437 2,678

(b) Trust funds and deposits

Refundable deposits 33 21Fire services levy 4 1Other refundable deposits 1 1Total Trust Funds and Deposits 38 23

Amounts received as deposits and retention amounts controlled by Council are recognised as trust funds until they are returned, transferred in accordance with the purpose of the receipt, or forfeited. Trust funds that are forfeited, resulting in Council gaining control of the funds, are to be recognised as revenue at the time of forfeit.

Purpose and nature of items

Refundable deposits - Deposits are taken by Council as a form of surety in a number of circumstances, including in relation to building works, tender deposits, contract deposits and the use of civic facilities.Fire Service Levy - Council is the collection agent for fire services levy on behalf of the State Government. Council remits amounts received on a quarterly basis. Amounts disclosed here will be remitted to the state government in line with that process.Retention Amounts - Council has a contractual right to retain certain amounts until a contractor has met certain requirements or a related warrant or defect period has elapsed. Subject to the satisfactory completion of the contractual obligations, or the elapsing of time, these amounts will be paid to the relevant contractor in line with Council’s contractual obligations.

DRAFT


2018/19$’000

2017/18$’000

5.4 INTEREST-BEARINGLIABILITIESCurrent

Finance leases 21 2121 21

Non-current

Finance leases 79 100

79 100

TotalInterest-bearingLiabilities 100 121

(a) The maturity profile for Council’s finance lease liabilities is:

Not later than one year 21 21Later than one year and not later than five years 58 79Later than five years - -

79 100

Minimum future lease payments

Less future finance charges 79 104

Present value of minimum lease payments - (4)

79 100

Council has entered into a five (5) year leasing agreement with Porter Plant for the lease of a street sweeper. The original cost of the finance lease was $330,000 with a lump sum of $60,000 paid in year one, $100,000 paid in year two and a final payment of $40,000 to be paid at the conclusion of the lease agreement.

DRAFT


Annual Leave

$’000

Long Service

Leave$’000

Sick Leave

$’000

Landfill&Gravel Pit

restoration$’000

Total

$’0005.5 PROVISIONS

2018/19Balance at beginning of the financial year 1,408 1,878 159 524 3,969Additional provisions 787 95 12 45 939Amounts used (809) (186) (33) (45) (1,073)Change in the discounted amount arising because of time and the effect of any change in the discount rate - 257 - - 257

Balance at the end of the Financial Year 1,386 2,044 138 524 4,092

2017/18Balance at beginning of the financial year 1,413 1,757 152 511 3,833Additional provisions 694 44 26 116 880Amounts used (699) (137) (19) (103) (958)Change in the discounted amount arising because of time and the effect of any change in the discount rate - 214 - - 214

Balance at the end of the Financial Year 1,408 1,878 159 524 3,969

2018/19$’000

2017/18$’000

(a) Employee provisions

Current provisions expected to be wholly settled within 12 monthsAnnual leave 844 726Long service leave 195 143Sick Leave 99 129

1,138 998Current provisions expected to be wholly settled after 12 monthsAnnual leave 542 682Long service leave 1,605 1,575

2,147 2,257

Total Current Employee Provisions 3,285 3,255

Non-current

Long service leave 244 160

Sick leave 39 30Total Non-current Employee Provisions 283 190

Aggregate carrying amount of employee provisions:Current 3,285 3,255

Non-current 283 190

Total Aggregate Carrying amount of Employee Provisions 3,568 3,445

The calculation of employee costs and benefits includes all relevant on-costs and are calculated as follows at reporting date.

DRAFT


Wages and salaries and annual leave

Liabilities for wages and salaries, including non-monetary benefits, annual leave and accumulated sick leave expected to be wholly settled within 12 months of the reporting date are recognised in the provision for employee benefits in respect of employee services up to the reporting date, classified as current liabilities and measured at their nominal values.

Liabilities that are not expected to be wholly settled within 12 months of the reporting date are recognised in the provision for employee benefits as current liabilities, measured at the present value of the amounts expected to be paid when the liabilities are settled using the remuneration rate expected to apply at the time of settlement.

Long service leave

Liability for long service leave (LSL) is recognised in the provision for employee benefits. LSL is measured at present value. Unconditional LSL is disclosed as a current liability. Conditional LSL that has been accrued, where an employee is yet to reach a qualifying term of employment, is disclosed as a non - current liability.

Key assumptions: 2018/19 2017/18- discount rate 1.324% 2.647%- inflation rate 4.313% 3.875%

2018/19$’000

2017/18$’000

(b) Landfill and Gravel Pit provisions

Current 266 250

Non-current 258 274

Total 524 524

Council is obligated to restore landfill and gravel pit sites to a particular standard. The forecast life of the site is based on current estimates of remaining capacity and the forecast rate of infill. The provision for landfill restoration has been calculated based on the present value of the expected cost of works to be undertaken. The expected cost of works has been estimated based on current understanding of work required to reinstate the site to a suitable standard. Accordingly, the estimation of the provision required is dependent on the accuracy of the forecast timing of the work, work required and related costs.

Key assumptions:

- discount rate 1.324% 2.647%

- inflation rate 4.313% 3.875%

DRAFT


2018/19$’000

2017/18$’000

5.6 FINANCING ARRANGEMENTSThe Council has the following funding arrangements in place as at 30 June 2019.

Bank overdraft 2,500 2,500Credit card facilities 3 7Other facilities 300 300TotalFacilities 2,803 2,807

Used facilities (244) (277)UnusedFacilities 2,559 2,530

5.7 COMMITMENTSThe Council has entered into the following commitments. Commitments are not recognised in the Balance Sheet. Commitments are disclosed at their nominal value and presented inclusive of the GST payable.

Not later than

1 year

$’000

Later than 1 year and not

later than 2 years

$’000

Later than 2 years and not

later than 5 years

$’000

Total

$’000

2018/19Operating

Recycling 289 - - 289Garbage collection 333 - - 333Grounds Maintenance contract for Council building 10 21 - 31Meals for delivery 174 - - 174Cleaning contract for Hopetoun Caravan Park 28 - - 28Total Commitments 834 21 - 855

Not later than

1 year

$’000

Later than 1 year and not

later than 2 years

$’000

Later than 2 years and not

later than 5 years

$’000

Total

$’000

2017/18Operating

Recycling 285 288 - 573Garbage collection 329 333 - 662Grounds Maintenance contract for Council building 10 10 - 20Cleaning contract for Council buildings 51 51 - 102Meals for delivery 171 174 - 345Cleaning contract for Hopetoun Caravan Park 28 28 - 56Total Commitments 874 884 - 1,758

DRAFT


2018/19$’000

2017/18$’000

Operating lease commitments

At the reporting date, the Council had the following obligations under non-cancellable operating leases for the lease of plant and equipment for use within Council’s activities (these obligations are not recognised as liabilities):

Not later than one year 180 246

Later than one year and not later than five years 186 223

366 469

Lease payments for operating leases are required by the accounting standard to be recognised on a straight line basis, rather than expensed in the years in which they are incurred.

Note 6: Assets we manage6.1 NON CURRENT ASSETS CLASSIFIED AS HELD FOR SALE

Cost of acquisition 30 30

TotalNon-currentAssetsClassifiedasheldforSale 30 30

Non-current assets classified as held for sale (including disposal groups) are measured at the lower of its carrying amount and fair value less costs of disposal, and are not subject to depreciation. Non-current assets, disposal groups and related liabilities and assets are treated as current and classified as held for sale if their carrying amount will be recovered through a sale transaction rather than through continuing use. This condition is regarded as met only when the sale is highly probable and the asset’s sale (or disposal group sale) is expected to be completed within 12 months from the date of classification.

6.2 PROPERTY, INFRASTRUCTURE, PLANT AND EQUIPMENT6.2 (a) Summary of property, infrastructure, plant and equipment

At Fair Value 30 June 2018 Additions Revaluation Depreciation Disposal At Fair Value

30 June 2019Land 1,437 - - - - 1,437Buildings 14,961 493 - (420) - 15,034Plant and Equipment 5,437 1,463 - (988) (57) 5,855Infrastructure 120,363 6,622 5,277 (3,488) (1,186) 117,035Total 142,198 8,578 5,277 (4,896) (1,243) 139,360

DRAFT


Land

- sp

ecia

lised

$’00

0

Land

- no

n sp

ecia

lised

$’00

0

Tota

l La

nd$’

000

Herit

age

Build

ings

$’00

0

Build

ings

- sp

ecia

lised

$’00

0

Build

ings

- no

n sp

ecia

lised

$’00

0

Tota

l Bu

ildin

gs$’

000

Tota

l Pr

oper

ty$’

000

(a) P

rope

rty

At fa

ir va

lue

1 Ju

ly 2

018

1,38

453

1,43

72,

156

11,9

251,

272

15,3

5316

,790

Accu

mul

ated

dep

reci

ation

at 1

July

201

8-

--

(114

)(2

56)

(22)

(392

)(3

92)

1,38

453

1,43

72,

042

11,6

691,

250

14,9

6116

,398

Mov

emen

ts in

fair

valu

eAd

ditio

ns-

--

7334

773

493

493

Reva

luati

on-

--

--

--

--

--

7334

773

493

493

Mov

emen

ts in

acc

umul

ated

dep

reci

ation

Depr

ecia

tion

and

amor

tisati

on-

--

(127

)(2

70)

(23)

(420

)(4

20)

--

-(1

27)

(270

)(2

3)(4

20)

(420

)

At fa

ir va

lue

30 Ju

ne 2

019

1,38

453

1,43

72,

229

12,2

721,

345

15,8

4617

,283

Accu

mul

ated

dep

reci

ation

at 3

0 Ju

ne 2

019

--

-(2

41)

(526

)(4

5)(8

12)

(812

)1,

384

531,

437

1,98

811

,746

1,30

015

,034

16,4

71

6.2

PRO

PERT

Y, IN

FRA

STRU

CTU

RE, P

LAN

T A

ND

EQ

UIP

MEN

T DRAFT


Plan

t mac

hine

ry a

nd

equi

pmen

t$’

000

Fixt

ures

, fitti

ngs a

nd

furn

iture

$’00

0

Com

pute

rs a

nd

Tele

com

s$’

000

Tota

l pla

nt a

nd

equi

pmen

t$’

000

(b) P

lan

t an

d Eq

uipm

ent

At fa

ir va

lue

1 Ju

ly 2

018

11,1

7429

497

612

,444

Accu

mul

ated

dep

reci

ation

at 1

July

201

8(6

,062

)(2

52)

(693

)(7

,007

)5,

112

4228

35,

437

Mov

emen

ts in

fair

valu

eAd

ditio

ns1,

299

3313

11,

463

Disp

osal

(981

)-

-(9

81)

318

3313

148

2M

ovem

ents

in a

ccum

ulat

ed d

epre

ciati

onDe

prec

iatio

n an

d am

ortis

ation

(884

)(1

6)(8

8)(9

88)

Accu

mul

ated

dep

reci

ation

of d

ispos

als

922

11

924

38(1

5)(8

7)(6

4)

At fa

ir va

lue

30 Ju

ne 2

019

11,4

9232

71,

107

12,9

26Ac

cum

ulat

ed d

epre

ciati

on a

t 30

June

201

9(6

,024

)(2

67)

(780

)(7

,071

)5,

468

6032

75,

855

6.2

PRO

PERT

Y, IN

FRA

STRU

CTU

RE, P

LAN

T A

ND

EQ

UIP

MEN

T DRAFT


Road

s

$’00

0

Brid

ges

$’00

0

Foot

path

s,

Kerb

&

Chan

nel

$’00

0

Drai

nage

$’00

0

Recr

eatio

nal,

Leisu

re &

Co

mm

unity

$’00

0

Was

te

Man

agem

ent

$’00

0

Park

s, O

pen

spac

es &

St

reet

scap

es$’

000

Aero

drom

es

$’00

0

Oth

er

Infr

astr

uctu

re

$’00

0

Tota

l In

fras

truc

ture

$’00

0

(c) I

nfr

astr

uctu

re

At fa

ir va

lue

1 Ju

ly 2

018

192,

894

4,31

317

,907

8,71

07,

052

683

1,19

32,

820

1,12

623

6,69

8

Accu

mul

ated

dep

reci

ation

at 1

Ju

ly 2

018

(96,

000)

(2,2

20)

(10,

382)

(5,1

28)

(197

)(4

19)

(12)

(1,6

82)

(293

)(1

16,3

33)

96,8

942,

093

7,52

53,

582

6,85

526

41,

181

1,13

883

312

0,36

3M

ovem

ents

in fa

ir va

lue

Addi

tions

5,46

6-

298

3113

7211

731

-6,

622

Reva

luati

on in

crem

ents

/de

crem

ents

(7,7

46)

(12)

(276

)45

--

-(3

55)

-(8

,344

)

Disp

osal

(2,1

92)

-(2

2)-

--

-(1

70)

-(2

,384

)(4

,472

)(1

2)-

7613

7211

206

-(4

,106

)M

ovem

ents

in a

ccum

ulat

ed

depr

ecia

tion

Depr

ecia

tion

and

amor

tisati

on(2

,793

)(5

5)(2

06)

(113

)(1

97)

(36)

(12)

(45)

(31)

(3,4

88)

Accu

mul

ated

dep

reci

ation

of

disp

osal

s1,

073

-1

--

--

125

-1,

199

Reva

luati

on in

crem

ents

/de

crem

ents

2,62

924

320

539

--

-(4

9)-

3,06

7

809

188

-(7

4)(1

97)

(36)

(12)

31(3

1)77

8

At fa

ir va

lue

30 Ju

ne 2

019

188,

422

4,30

117

,907

8,78

67,

065

755

1,20

43,

026

1,12

623

2,59

2Ac

cum

ulat

ed d

epre

ciati

on a

t 30

June

201

9(9

5,09

1)(2

,032

)(1

0,38

2)(5

,202

)(3

94)

(455

)(2

4)(1

,651

)(3

24)

(115

,555

)

93,3

312,

269

7,52

53,

584

6,67

130

01,

180

1,37

580

211

7,03

7

6.2

PRO

PERT

Y, IN

FRA

STRU

CTU

RE, P

LAN

T A

ND

EQ

UIP

MEN

T DRAFT


Acquisition

The purchase method of accounting is used for all acquisitions of assets, being the fair value of assets provided as consideration at the date of acquisition plus any incidental costs attributable to the acquisition. Fair value is the price that would be received to sell an asset (or paid to transfer a liability) in an orderly transaction between market participants at the measurement date.Where assets are constructed by Council, cost includes all materials used in construction, direct labour, borrowing costs incurred during construction, and an appropriate share of directly attributable variable and fixed overheads.In accordance with Council’s policy, the threshold limits have applied when recognising assets within an applicable asset class and unless otherwise stated are consistent with the prior year.

Land under roads

Council recognises land under roads it controls at fair value.

Depreciation

Buildings, land improvements, plant and equipment, infrastructure, and other assets having limited useful lives are systematically depreciated over their useful lives to the Council in a manner which reflects consumption of the service potential embodied in those assets. Estimates of remaining useful lives and residual values are made on a regular basis with major asset classes reassessed annually. Depreciation rates and methods are reviewed annually.Where assets have separate identifiable components that are subject to regular replacement, these components are assigned distinct useful lives and residual values and a separate depreciation rate is determined for each component.

Road earthworks are not depreciated on the basis that they are assessed as not having a limited useful life.Straight line depreciation is charged based on the residual useful life as determined each year.

Depreciation periods used are listed above and are consistent with the prior year unless otherwise stated.

DepreciationPeriod

Threshold Limit$’000

Land & Land Improvements

Land - 1,000

Land under roads - 1,000

Buildings

Buildings 30 - 75 years 5,000

Heritage buildings 50 years 5,000

Plant & Equipment

Plant, machinery and equipment 5 - 25 years 1,000

Motor vehicles 1 - 15 years 1,000

Fixtures, fittings and furniture 3 - 15 years 1,000

Infrastructure

Earthworks all - 5,000

Gravel road pavements / resheets 10 - 14 years 2,000

Sealed road pavements 60 years 5,000

Sealed road final seal 12 years 2,000

Bridges 80 years 5,000

Footpaths, kerb and channel 25 years 2,000

Drainage 25 - 80 years 5,000

Aerodromes 12 years 5,000

Recreation and leisure 30 - 75 years 5,000

Parks and open space 30 - 75 years 5,000

Waste management 4 - 30 years 5,000

Other infrastructure 4 - 30 years 5,000DRAFT


Finance leases

Leases of assets where substantially all the risks and rewards incidental to ownership of the asset are transferred to the Council are classified as finance leases. Finance leases are capitalised, recording an asset and a liability at the lower of the fair value of the asset and the present value of the minimum lease payments, including any guaranteed residual value. Lease payments are allocated between the reduction of the lease liability and the interest expense. Leased assets are depreciated on a straight line basis over their estimated useful lives to the Council where it is likely that the Council will obtain ownership of the asset or over the term of the lease, whichever is the shorter. Leased assets are currently being amortised over a 1 to 5 year period.

Repairs and maintenance

Where the repair relates to the replacement of a component of an asset and the cost exceeds the capitalisation threshold the cost is capitalised and depreciated. The carrying value of the replaced asset is expensed.

Valuation of land and buildings Valuation of land and buildings were undertaken by a qualified independent valuer Preston Rowe Paterson National Property Consultant - Benjamin Sawyer AAPI Reg 63163 and Hayley Crosser AAPI Reg 64291. The valuation of land and buildings is at fair value, being market value based on highest and best use permitted by relevant land planning provisions. Where land use is restricted through existing planning provisions the valuation is reduced to reflect this limitation. This adjustment is an unobservable input in the valuation. The adjustment has no impact on the comprehensive income statement.Specialised land is valued at fair value using site values adjusted for englobo (undeveloped and/or unserviced) characteristics, access rights and private interests of other parties and entitlements of infrastructure assets and services. This adjustment is an unobservable input in the valuation. The adjustment has no impact on the comprehensive income statement.Any significant movements in the unobservable inputs for land and land under roads will have a significant impact on the fair value of these assets.The date of the current valuation is detailed in the following table.

Details of the Council’s land and buildings and information about the fair value hierarchy as at 30 June 2019 are as follows:

Level 1 Level 2 Level 3 Date of Valuation

Land - specialised - - 1,384 June 2017

Land - non specialised - 53 - June 2017

Heritage buildings - - 1,988 June 2017

Buildings - specialised - - 11,746 June 2017

Buildings - non specialised - 1,300 - June 2017

Total - 1,353 15,118DRAFT


Valuation of infrastructureValuation of infrastructure assets has been determined in accordance with Council’s General Manager of Infrastructure and Planning, James Magee (B.Eng-Civil). The date of the current valuation is detailed in the following table. The valuation is at fair value based on replacement cost less accumulated depreciation as at the date of valuation.Details of the Council’s infrastructure and information about the fair value hierarchy as at 30 June 2019 are as follows:

Level 1 Level 2 Level 3 Date of Valuation

Roads - - 93,331 June 2019

Bridges - - 2,269 June 2019

Footpaths, kerb and channel - - 7,525 June 2019

Drainage - - 3,584 June 2019

Recreational, leisure and community facilities - - 6,671 June 2019

Waste management - - 300 June 2019

Parks, open space and streetscapes - - 1,180 June 2019

Aerodromes - - 1,375 June 2019

Other infrastructure - - 802 June 2019Total - - 117,037

Description of significant unobservable inputs into level 3 valuationsSpecialised land and land under roads is valued using a market based direct comparison technique. Significant unobservable inputs include the extent and impact of restriction of use and the market cost of land per square metre. The extent and impact of restrictions on use varies and results in a reduction to surrounding land values between 5% and 95%. The market value of land varies significantly depending on the location of the land and the current market conditions. Specialised buildings are valued using a depreciated replacement cost technique. Significant unobservable inputs include the current replacement cost and remaining useful lives of buildings. Current replacement costs is calculated on a square metre basis and ranges from $3 to $2,413 per square metre. The remaining useful lives of buildings are determined on the basis of the current condition of buildings and vary from 30 years to 70 years. Replacement cost is sensitive to changes in market conditions, with any increase or decrease in cost flowing through to the valuation. Useful lives of buildings are sensitive to changes in expectations or requirements that could either shorten or extend the useful lives of buildings.Infrastructure assets are valued based on the depreciated replacement cost. Significant unobservable inputs include the current replacement cost and remaining useful lives of infrastructure. The remaining useful lives of infrastructure assets are determined on the basis of the current condition of the asset and vary from 12 years to 80 years. Replacement cost is sensitive to changes in market conditions, with any increase or decrease in cost flowing through to the valuation. Useful lives of infrastructure are sensitive to changes in use, expectations or requirements that could either shorten or extend the useful lives of infrastructure assets.

2018/19$’000

2017/18$’000

Reconciliation of specialised land

Other land 1,384 1,384

Total Specialised Land 1,384 1,384

DRAFT


2018/19$’000

2017/18$’000

6.3 INVESTMENTS IN ASSOCIATES(a) Investments in associates accounted for by the equity method are:

- Wimmera Regional Library Corporation 396 400- Wimmera Development Association 128 134Total Investments in Associates 524 534

Wimmera Regional Library CorporationBackgroundYarriambiack Shire Council in conjunction with Horsham Rural City Council, Buloke Shire Council, Hindmarsh Shire Council, Northern Grampians Shire Council and West Wimmera Shire Council have an interest in the Wimmera Regional Library Corporation. The library services much of the population in western Victoria and Yarriambiack Shire Council currently has a 13.66% equity interest, (13.95% in 2017/18).

FairvalueofCouncil’sinvestmentinWimmeraRegionalLibraryCorporation 396 400

Council’s share of accumulated surplus/(deficit)

Council’s share of accumulated surplus/(deficit) at start of year 172 169Reported surplus (deficit) for year (211) 8Transfers (to) from reserves (5) (5)

Distributions for the year 98 -

Council’sshareofaccumulatedsurplus(deficit)atendofYear 54 172

Council’s share of reserves

Council’s share of reserves at start of year 228 241

Transfers (to) from reserves (101) (13)

Council’s share of reserves at end of Year 127 228

Movement in carrying value of specific investment

Carrying value of investment at start of year 400 411

Share of surplus (deficit) for year (4) (11)

Carrying value of investment at end of Year 396 400

Council’s share of expenditure commitments

Operating commitments 508 345

Council’s share of expenditure commitments 508 345

The Council provided notice of withdrawal from the Wimmera Regional Library Corporation effective from 30 June 2020 in accordance with the terms of the agreement signed with the library corporation. Pursuant to the terms and conditions of the agreement, the Council expects to recover its investment in associate which principally comprises assets that will be returned. The Council does not expect material impact of this withdrawal on the carrying value of its assets and liabilities.

DRAFT


2018/19$’000

2017/18$’000

Wimmera Development AssociationBackgroundYarriambiack Shire Council in conjunction with Horsham Rural City Council, Hindmarsh Shire Council, Northern Grampians Shire Council and West Wimmera Shire Council have an interest in the Wimmera Development Association. Wimmera Development Association (WDA) is the peak economic development organisation for the Wimmera Southern-Mallee region supporting existing local businesses and promoting economic development opportunities to investors. Yarriambiack Shire Council currently has a 13.58% equity interest, (13.58% in 2017/18).

FairvalueofCouncil’sinvestmentinWimmeraDevelopmentAssociation 128 134

Council’s share of accumulated surplus/(deficit)

Council’s share of accumulated surplus/(deficit) at start of year 94 53Reported surplus (deficit) for year (5) 51Transfers (to) from reserves (22) (10)

Distributions for the year - -

Council’sshareofaccumulatedsurplus(deficit)atendofYear 67 94

Council’s share of reserves

Council’s share of reserves at start of year 30 30

Transfers (to) from reserves (22) 10

Council’s share of reserves at end of Year 8 40

Movement in carrying value of specific investment

Carrying value of investment at start of year 134 83

Share of surplus (deficit) for year (6) 51

Carrying value of investment at end of Year 128 134

Council’s share of expenditure commitments

Operating commitments 155 172

Council’s share of expenditure commitments 155 172

Associates are all entities over which Council has significant influence but not control or joint control. Investments in associates are accounted for using the equity method of accounting, after initially being recognised at cost.Principles of consolidation

The consolidated financial statements of Council incorporate all entities controlled by Council as at 30 June 2019, and their income and expenses for that part of the reporting period in which control existed.Where dissimilar accounting policies are adopted by entities and their effect is considered material, adjustments are made to ensure consistent policies are adopted in these financial statements.Entities consolidated into Council include:- Hopetoun Swimming Pool Committee of Management- Murtoa Community Units Committee of Management- Woomelang RetirementCommittees of Management

All entities controlled by Council that have material revenues, expenses, assets or liabilities, such as committees of management, have been included in this financial report. Any transactions between these entities and Council have been eliminated in full.

DRAFT


2018/19 2017/18

Note 7: People and relationships7.1 COUNCIL AND KEY MANAGEMENT REMUNERATION

(a) Related Parties

Parent entityYarriambiack Shire Council is the parent entity.

AssociatesInterests in subsidiaries and associates are detailed in Note 6.3.

(b) Key Management PersonnelDetails of persons holding the position of Councillor or other members of key management personnel at any time during the year are:Councillors:Councillor William Graeme MASSEY (Mayor)Councillor Helen Anne McCulloch BALLENTINECouncillor Kylie Louise ZANKERCouncillor Tom HAMILTON Councillor Shane ROBERTSCouncillor Jean Margaret WISECouncilllor Corinne HEINTZE

No. No.Total Number of Councillors 7 7

Chief Executive OfficerChief Executive Officer Jessie HOLMES 1 -Chief Executive Officer Raymond CAMPLING (CEO from 01/06/2017 to 05/04/2018) - 1Acting Chief Executive Officer James MAGEE (Acting CEO from 06/09/2017 to 30/11/2017) and (06/04/2018 to 30/06/2018) - 1

TotalofChiefExecutiveOfficerandotherKeyManagementPersonnel 1 2

Total Number of Key Management Personnel 8 9

(c) Remuneration of Key Management Personnel

Total remuneration of key management personnel was as follows: $ $

Short-term benefits 349 496

Post-employment benefits 4 39

Termination benefits - 122

Total 353 657

The numbers of key management personnel whose total remuneration from Council and any related entities, fall within the following bands: No. No.

$1 - $9,999 - -

$10,000 - $19,999 - -

$20,000 - $29,999 6 6

$30,000 - $39,999 - -

$60,000 - $69,999 1 2

$150,000 - $159,999 1 -

$370,000 - $379,999 - 1

8 9

DRAFT


2018/19 2017/18

(d) Senior Officer Remuneration

A Senior Officer is an officer of Council, other than Key Management Personnel, who: a) has management responsibilities and reports directly to the Chief Executive; orb) whose total annual remuneration exceeds $148,000

General Manager of Infrastructure & Planning James MAGEE

General Manager of Corporate Services Anita MCFARLANE

General Manager of Community Services & Development Gavin BLINMAN

Acting General Manager of Organisational Performance Michael EVANS

The number of Senior Officers are shown below in their relevant income bands:

Income Range: No. No.

<$148,000 3 2

$150,000 - $159,999 - -

$160,000 - $169,999 1 1

$170,000 - $179,999 - -

4 3

Total Remuneration for the reporting year for Senior Officers included above, amounted to 615 380

7.2 RELATED PARTY DISCLOSURE(a) Transactions with related parties

During the period Council entered into no transactions with related parties.

(b) Outstanding balances with related parties

There are no outstanding balances at the end of the reporting period in relation to transactions with related parties

(c) Loans to/from related parties

The aggregate amount of loans in existence at balance date that have been made, guaranteed or secured by the council to a related party as follows:No loans have been made, guaranteed or secured by the Council during the reporting year (2018/19 $Nil).

(d) Commitments to/from related parties

The aggregate amount of commitments in existence at balance date that have been made, guaranteed or secured by the council to a related party are as follows:No commitments have been made, guaranteed or secured by the Council during the reporting year (2018/19 $Nil).

DRAFT


Note 8: Managing uncertainties8.1 CONTINGENT ASSETS AND LIABILITIES

(a) Contingent assets

Operating lease receivablesThere are no contingent assets of which Council is aware at balance date.

(b) Contingent liabilities

SuperannuationCouncil has obligations under a defined benefit superannuation scheme that may result in the need to make additional contributions to the scheme, matters relating to this potential obligation are outlined below. As a result of the volatility in financial markets the likelihood of making such contributions in future periods exists.Future superannuation contributions

In addition to the disclosed contributions, Yarriambiack Shire Council has paid unfunded liability payments to Vision Super totalling $0 paid during the 2018/19 year (2017/18 $0 paid during the 2017/18 year). There were no contributions outstanding and no loans issued from or to the above schemes as at 30 June 2019. The expected contributions to be paid to the Defined Benefit category of Vision Super for the year ending 30 June 2020 are $0.

Liability Mutual InsuranceCouncil is a participant of the MAV Liability Mutual Insurance (LMI) Scheme. The LMI scheme provides public liability and professional indemnity insurance cover. The LMI scheme states that each participant will remain liable to make further contributions to the scheme in respect of any insurance year in which it was a participant to the extent of its participant’s share of any shortfall in the provision set aside in respect of that insurance year, and such liability will continue whether or not the participant remains a participant in future insurance years.

(c) Guarantees for loans to other entities

The Department of Environment, Land, Water & Planning holds a National Australia Bank Guarantee given by the Shire for the sum of $277,700 which is being used if a site is damaged after gravel extraction. This continues to be reviewed on a yearly basis.Financial guarantee contracts are not recognised as a liability in the balance sheet unless the lender has exercised their right to call on the guarantee or Council has other reasons to believe that it is probable that the right will be exercised.

8.2 CHANGE IN ACCOUNTING STANDARDSThe following new AAS’s have been issued that are not mandatory for the 30 June 2019 reporting period. Council has assessed these pending standards and has identified the following potential impacts will flow from the application of these standards in future reporting periods.

Revenue from contracts with customers (AASB 15) (applies 2019/20 for LG sector)The standard shifts the focus from the transaction-level to a contract-based approach. Recognition is determined based on what the customer expects to be entitled to (rights and obligations), while measurement encompasses estimation by the entity of the amount expected to be entitled for performing under the contract. The full impact of this standard is not known however it is most likely to impact where contracts extend over time, where there are rights and obligations that may vary the timing or amount of the consideration, or where there are multiple performance elements. This has the potential to impact on the recognition of certain grant income.Amendments to Australian Accounting Standards – Deferral of AASB 15 for Not-for-Profit Entities (AASB 2016-7) (applies 2019/20)This Standard defers the mandatory effective date of AASB 15 for not-for-profit entities from 1 January 2018 to 1 January 2019.

Leases (AASB 16) (applies 2019/20)The classification of leases as either finance leases or operating leases is eliminated for lessees. Leases will be recognised in the Balance Sheet by capitalising the present value of the minimum lease payments and showing a ‘right-of-use’ asset, while future lease payments will be recognised as a financial liability. The nature of the expense recognised in the profit or loss will change. Rather than being shown as rent, or as leasing costs, it will be recognised as depreciation on the ‘right-of-use’ asset, and an interest charge on the lease liability. The interest charge will be calculated using the effective interest method, which will result in a gradual reduction of interest expense over the lease term.

DRAFT


Council has elected to adopt the modified retrospective approach to the transition to the new lease standard. This will mean that only existing operating leases for non low value assets, with remaining terms greater than 12 months, will be recognised on transition (1 July 2019). Based on our current lease commitments and an assumption of a continuation of the current leasing arrangements Council expects that the transition to the new standard will see the initial recognition of $577,033 in lease related assets and an equivalent liability

Income of Not-for-Profit Entities (AASB 1058 ) (applies 2019/20)This standard is expected to apply to certain transactions currently accounted for under AASB 1004 Contributions and establishes revenue recognition principles for transactions where the consideration to acquire an asset is significantly less than fair value to enable a not-for-profit entity to further its objectives.

8.3 FINANCIAL INSTRUMENTS(a) Objectives and policies

‘The Council’s principal financial instruments comprise cash assets, term deposits, receivables (excluding statutory receivables), payables (excluding statutory payables) and bank borrowings. Details of the significant accounting policies and methods adopted, including the criteria for recognition, the basis of measurement and the basis on which income and expenses are recognised, in respect of each class of financial asset, financial liability and equity instrument is disclosed in the notes of the financial statements. Risk management is carried out by senior management under policies approved by the Council. These policies include identification and analysis of the risk exposure to Council and appropriate procedures, controls and risk minimisation.

(b) Market risk

Market risk is the risk that the fair value or future cash flows of council financial instruments will fluctuate because of changes in market prices. The Council’s exposure to market risk is primarily through interest rate risk with only insignificant exposure to other price risks and no exposure to foreign currency risk.

Interest rate riskInterest rate risk refers to the risk that the value of a financial instrument or cash flows associated with the instrument will fluctuate due to changes in market interest rates. Council does not hold any interest bearing financial instruments that are measured at fair value, and therefore has no exposure to fair value interest rate risk. Cash flow interest rate risk is the risk that the future cash flows of a financial instrument will fluctuate because of changes in market interest rates. Council has minimal exposure to cash flow interest rate risk through its cash and deposits that are at floating rates.Investment of surplus funds is made with approved financial institutions under the Local Government Act 1989. Council manages interest rate risk by adopting an investment policy that ensures:

- diversification of investment product;

- monitoring of return on investment; and

- benchmarking of returns and comparison with budget.

There has been no significant change in the Council’s exposure, or its objectives, policies and processes for managing interest rate risk or the methods used to measure this risk from the previous reporting period.Interest rate movements have not been sufficiently significant during the year to have an impact on the Council’s year end result.

(c) Credit risk

Credit risk is the risk that a contracting entity will not complete its obligations under a financial instrument and cause Council to make a financial loss. Council have exposure to credit risk on some financial assets included in the balance sheet. Particularly significant areas of credit risk exist in relation to outstanding fees and fines as well as loans and receivables from sporting clubs and associations. To help manage this risk:

- council have a policy for establishing credit limits for the entities council deal with;

- council may require collateral where appropriate; and

- council only invest surplus funds with financial institutions which have a recognised credit rating specified in council’s investment policy.Receivables consist of a large number of customers, spread across the ratepayer, business and government sectors. Credit risk associated with the council’s financial assets is minimal because the main debtor is secured by a charge over the rateable property.

There are no material financial assets which are individually determined to be impaired.

DRAFT


Council may also be subject to credit risk for transactions which are not included in the balance sheet, such as when council provide a guarantee for another party. Details of our contingent liabilities are disclosed in Note 8.1(b).The maximum exposure to credit risk at the reporting date to recognised financial assets is the carrying amount, net of any provisions for impairment of those assets, as disclosed in the balance sheet and notes to the financial statements. Council does not hold any collateral.

(d) Liquidity risk

Liquidity risk includes the risk that, as a result of council’s operational liquidity requirements it will not have sufficient funds to settle a transaction when required or will be forced to sell a financial asset at below value or may be unable to settle or recover a financial asset. To help reduce these risks Council:- have a liquidity policy which targets a minimum and average level of cash and cash equivalents to be maintained;

- have readily accessible standby facilities and other funding arrangements in place;

- have a liquidity portfolio structure that requires surplus funds to be invested within various bands of liquid instruments;- monitor budget to actual performance on a regular basis; and

- set limits on borrowings relating to the percentage of loans to rate revenue and percentage of loan principal repayments to rate revenue.The Council’s maximum exposure to liquidity risk is the carrying amounts of financial liabilities as disclosed on the face of the balance sheet and the amounts related to financial guarantees disclosed in Note 8.1(c), and is deemed insignificant based on prior periods’ data and current assessment of risk.There has been no significant change in Council’s exposure, or its objectives, policies and processes for managing liquidity risk or the methods used to measure this risk from the previous reporting period.With the exception of borrowings, all financial liabilities are expected to be settled within normal terms of trade. Details of the maturity profile for borrowings are disclosed at Note 5.4.Unless otherwise stated, the carrying amounts of financial instruments reflect their fair value.

(e) Sensitivity disclosure analysis

Taking into account past performance, future expectations, economic forecasts, and management’s knowledge and experience of the financial markets, Council believes the following movements are ‘reasonably possible’ over the next 12 months: - A parallel shift of + 1% and -2% in market interest rates (AUD) from year-end rates of 2.5%.

These movements will not have a material impact on the valuation of Council’s financial assets and liabilities, nor will they have a material impact on the results of Council’s operations.DRAFT


8.4 FAIR VALUE MEASUREMENTFair value hierarchyCouncil’s financial assets and liabilities are not valued in accordance with the fair value hierarchy , Council’s financial assets and liabilities are measured at amortised cost.Council measures certain assets and liabilities at fair value where required or permitted by Australian Accounting Standards. AASB 13 Fair value measurement, aims to improve consistency and reduce complexity by providing a definition of fair value and a single source of fair value measurement and disclosure requirements for use across Australian Accounting Standards.AASB 13 defines fair value as the price that would be received to sell an asset or paid to transfer a liability in an orderly transaction between market participants at the measurement date. Fair value under AASB 13 is an exit price regardless of whether that price is directly observable or estimated using another valuation technique.All assets and liabilities for which fair value is measured or disclosed in the financial statements are categorised within a fair value hierarchy, described as follows, based on the lowest level input that is significant to the fair value measurement as a whole:

Level 1 — Quoted (unadjusted) market prices in active markets for identical assets or liabilities

Level 2 — Valuation techniques for which the lowest level input that is significant to the fair value measurement is directly or indirectly observable; andLevel 3 — Valuation techniques for which the lowest level input that is significant to the fair value measurement is unobservable.For the purpose of fair value disclosures, Council has determined classes of assets and liabilities on the basis of the nature, characteristics and risks of the asset or liability and the level of the fair value hierarchy as explained above.In addition, Council determines whether transfers have occurred between levels in the hierarchy by re-assessing categorisation (based on the lowest level input that is significant to the fair value measurement as a whole) at the end of each reporting period.

RevaluationSubsequent to the initial recognition of assets, non-current physical assets, other than plant and equipment, are measured at their fair value, being the price that would be received to sell an asset (or paid to transfer a liability) in an orderly transaction between market participants at the measurement date. At balance date, the Council reviewed the carrying value of the individual classes of assets measured at fair value to ensure that each asset materially approximated its fair value. Where the carrying value materially differed from the fair value at balance date, the class of asset was revalued.Fair value valuations are determined in accordance with a valuation hierarchy. Changes to the valuation hierarchy will only occur if an external change in the restrictions or limitations of use of an asset result in changes to the permissible or practical highest and best use of the asset. In addition, Council undertakes a formal revaluation of land, buildings, and infrastructure assets on a regular basis ranging from 1 to 3 years. The valuation is performed either by experienced council officers or independent experts.Where the assets are revalued, the revaluation increments are credited directly to the asset revaluation reserve except to the extent that an increment reverses a prior year decrement for that class of asset that had been recognised as an expense in which case the increment is recognised as revenue up to the amount of the expense. Revaluation decrements are recognised as an expense except where prior increments are included in the asset revaluation reserve for that class of asset in which case the decrement is taken to the reserve to the extent of the remaining increments. Within the same class of assets, revaluation increments and decrements within the year are offset.

Impairment of assetsAt each reporting date, the Council reviews the carrying value of its assets to determine whether there is any indication that these assets have been impaired. If such an indication exists, the recoverable amount of the asset, being the higher of the asset’s fair value less costs of disposal and value in use, is compared to the assets carrying value. Any excess of the assets carrying value over its recoverable amount is expensed to the comprehensive income statement, unless the asset is carried at the revalued amount in which case, the impairment loss is recognised directly against the revaluation surplus in respect of the same class of asset to the extent that the impairment loss does not exceed the amount in the revaluation surplus for that same class of asset.

8.5 EVENTS OCCURRING AFTER BALANCE DATENo matters have occurred after balance date that require disclosure in the financial report.

DRAFT


Balance at beginning of

reportingperiod$’000

Increment(decrement)

$’000

Balance at end of reportingperiod

$’000

Note 9: Other matters9.1 RESERVES

(a) Asset Revaluation Reserves

2018/19PropertyLand & land improvements 1,725 - 1,725Buildings 16,835 - 16,835

18,560 - 18,560

InfrastructureRoads 53,446 (5,117) 48,329Bridges 1,272 231 1,503Footpaths and kerb and channel 3,750 (71) 3,679Drainage 3,178 84 3,262Aerodromes 744 (404) 340Other infrastructure 285 - 285

62,675 (5,277) 57,398TotalAssetRevaluationReserves 81,235 (5,277) 75,958

2017/18Property

Land & land improvements 1,725 - 1,725

Buildings 16,835 - 16,835

18,560 - 18,560

Infrastructure

Roads 71,164 (17,718) 53,446

Bridges 1,407 (135) 1,272

Footpaths and kerb and channel 5,302 (1,552) 3,750

Drainage 4,144 (966) 3,178

Aerodromes 569 175 744

Other infrastructure 396 (111) 28582,982 (20,307) 62,675

TotalAssetRevaluationReserves 101,542 (20,307) 81,235

(b) Other Reserves

2018/19Aerodrome Maintenance 15 - 15Total Other Reserves 15 - 15

2017/18Aerodrome Maintenance 15 - 15Total Other Reserves 15 - 15

DRAFT


2018/19$’000

2017/18$’000

9.2 RECONCILIATION OF CASH FLOWS FROM OPERATING ACTIVITIES TO SURPLUS/(DEFICIT)Surplus/(deficit) for the year 5,953 2,491Depreciation 4,896 5,835Profit/(loss) on disposal of property, plant and equipment, infrastructure (880) (272)Share of net profit/(loss) of associates 10 (39)Bad and Doubtful Debts 14 1Finance Costs - 4

Change in assets and liabilities:

(Increase)/decrease in trade and other receivables (1,270) 207(Increase)/decrease in other assets (61) (198)(Increase)/decrease in trade and other payables 685 221

(Increase)/decrease in investments in associates 10 (40)

(Increase)/decrease in inventories (138) 454

Increase/(decrease) in trust funds and deposits (15) 4

Increase/(decrease) in provisions (123) (136)

NetCashprovidedby/(usedin)OperatingActivities 9,081 8,532

9.3 SUPERANNUATIONCouncil makes all of its employer superannuation contributions in respect of its employees to the Local Authorities Superannuation Fund (the Fund). This Fund has two categories of membership, accumulation and defined benefit, each of which is funded differently. Obligations for contributions to the fund are recognised as an expense in comprehensive Operating Statement when they are made or due.

Accumulation

The Fund’s accumulation categories, Vision Mysuper/Vision Super Saver, receives both employer and employee contributions on a progressive basis. Employer contributions are normally based on a fixed percentage of employee earnings (for the year ended 30 June 2019, this was 9.5% as required under Superannuation Guarantee (SG) legislation).

Defined Benefit

Council does not use defined benefit accounting for its defined benefit obligations under the Fund’s Defined Benefit category. This is because the Fund’s Defined Benefit category is a pooled multi-employer sponsored plan.

There is no proportional split of the defined benefit liabilities, assets or costs between the participating employers as the defined benefit obligation is a floating obligation between the participating employers and the only time that the aggregate obligation is allocated to specific employers is when a call is made. As a result, the level of participation of Council in the Fund cannot be measured as a percentage compared with other participating employers. Therefore, the Fund Actuary is unable to allocate benefit liabilities, assets and costs between employers for the purposes of AASB119.Funding ArrangementsCouncil makes employer contributions to the Defined Benefit category of the Fund at rates determined by the Trustee on the advice of the Fund Actuary.

As at 30 June 2018, a interim actuarial investigation was held as Fund provides lifetime pensions in the Defined Benefit category of which Council is a contributing employer was 106.0%.The financial assumptions used to calculate the VBIs were:

Net investment returns 6.0% pa

Salary information 3.5% pa

Price inflation (CPI) 2.0% pa.

Vision Super has advised that the estimated VBI at 30 June 2019 was 107.1%

DRAFT


The VBI is to be used as the primary funding indicator. Because the VBI was above 100%, the 30 June 2018 interim actuarial investigation determined the Defined Benefit category was in a satisfactory financial position and that no change was necessary to the Defined Benefit category’s funding arrangements from prior years.

Employer Contributions

Regular ContributionsOn the basis of the results of the 2018 interim actuarial investigation conducted by the Fund Actuary, Council makes employer contributions to the Funds Defined Benefit category at rates determined by the Funds Trustee. For the year ended 30 June 2019, this rate was 9.5% of members salaries (9.5% in 2017/2018). This rate will increase in line with any increases in the SG contribution rate.

In addition, Council reimburses the Fund to cover the excess of the benefits paid as a consequence of retrenchment above the funded resignation or retirement benefit.Funding callsIf the defined Benefit category is in an unsatisfactory financial position at an actuarial investigation or the Defined Benefit category’s VBI is below its shortfall limit at any time other than the date of the actuarial investigation, the Defined Benefit category has a shortfall for the purposes of SPS 160 and the Fund is required to put a plan in place so that the shortfall is fully funded within three years of the shortfall occurring. The Fund monitors its VBI on a quarterly basis and the Fund has set its shortfall limit at 97%.

In the event that the Fund Actuary determines that there is a shortfall based on the above requirement, the Funds participating employers (including Council) are required to make an employer contribution to cover the shortfall.

Using the agreed methodology, the shortfall amount is apportioned between the participating employers based on the pre 1 July 1993 and post 30 June 1993 service liabilities of the Funds Defined Benefit category, together with employers payroll at 30 June 1993 and at the date the shortfall has been calculated.

Due to the nature of the contractual obligations between the participating employers and the Fund, and that the Fund includes lifetime pensioners and their reversionary beneficiaries, it is unlikely that the Fund will be wound up.

If there is a surplus in the Fund, the surplus cannot be returned to the participating employers.

In the event that a participating employer is wound-up, the defined benefit obligations of that employer will be transferred to that employer’s successor.

The2018interimactuarialinvestigationsurplusamountsAn actuarial investigation is conducted annually for the Defined Benefit category of which Council is a contributing employer. Generally, a full actuarial investigation conducted every three years and interim actuarial investigations are conducted for each intervening year. An interim investigation was conducted as at 30 June 2018 and a full actuarial investigation was conducted as at 30 June 2017.The Funds actuarial investigations identified the following for the Defined Benefit category of which Council is a contributing employer: 2018

$M2017

$M• A VBI surplus $131.9 $69.8• A total service liability surplus $218.3 $193.5• A discounted accrued benefits surplus $249.1 $228.8

The VBI surplus means that the market value of the funds assets supporting the defined benefit obligations exceed the vested benefits that the defined benefit members would have been entitled to if they had all exited on the 30 June 2018.

The total service liability surplus means that the current value of the assets in the Funds Defined Benefit category plus expected future contributions exceeds the value of expected future benefits and expenses as at 30 June 2018.

The discounted accrued benefit surplus means that the current value of the assets in the Funds Defined Benefit category exceeds the value of benefits payable in the future but accrued in respect of service to 30 June 2018.

Council was notified of the 30 June 2018 VBI during August 2018 (2017: August 2017).The2019interimactuarialinvestigationAn actuarial investigation is being conducted for the Funds position as at 30 June 2019 as the Funds provides lifetime pensions in the Defined Benefit category. It is anticipated that this actuarial investigation will be completed by October 2019.

DRAFT


ANNUAL PERFORMANCE STATEMENT

FOR THE YEAR ENDING 30 JUNE 2019DRAFT


CERTIFICATION OF THE PERFORMANCE STATEMENTIn my opinion the accompanying performance statement has been prepared in accordance with the Local Government Act 1989, the Local Government (Planning and Reporting) Regulations 2014.

ANITA J MCFARLANECorporate Services ManagerDate:

In our opinion the accompanying performance statement of the Yarriambiack Shire Council for the year ended 30 June 2019 presents fairly the results of Council’s performance in accordance with the Local Government Act 1989 and the Local Government (Planning and Reporting) Regulations 2014. The performance statement contains the relevant performance indicators, measures and results in relation to service performance, financial performance and sustainable capacity. At the date of signing, we are not aware of any circumstances that would render any particulars in the performance statement to be misleading or inaccurate. We have been authorised by the Council and by the Local Government (Planning and Reporting) Regulations 2014 to certify this performance statement in its final form.

JEAN M WISECouncillorDate:

KYLIE L ZANKERCouncillorDate:

JESSIE HOLMESChief Executive OfficerDate:

PERFORMANCE STATEMENT

DRAFT



DRAFT


Yarriambiack Shire Council is situated in the Grampians and Mildura & Murray Outback Regions and provides a link between Horsham in the south and Mildura in the northern end of that region. The Yarriambiack Creek is the main natural feature traversing the Shire. The area is also linked by road and rail systems that run in a north-south direction. The area has an almost ideal climate with a short winter and delightful autumn and spring. Summer temperatures can be hot, particularly in the north.

Yarriambiack Shire has an estimated residential population of 6,658 people. Warracknabeal is the main service centre of the area, with a catchment pattern that extends from the northern Wimmera to the Southern Mallee. It is complemented by Hopetoun in the north and Minyip, Murtoa and Rupanyup in the south, with 13 small towns spread throughout the Municipality. The Shire is the heartland of grain production and handling in the Wimmera and Mallee. The dry-land farming area produces one quarter of Victoria’s total production of wheat and barley and is noted for the production of lambs and wool. Of the population, almost half the workforce is employed in agriculture. Many other residents depend indirectly on farming as they are employed in services used by the farming population. The population trends are remarkably similar to other areas across most of the Wimmera/Mallee.

Yarriambiack Shire Council

Description of the Municipality

DRAFT


Service Performance Indicators

Service/indicator/measure Results2016

Results2017

Results2018

Results2019 Material Variations

GOVERNANCESatisfactionSatisfaction with Council decisions[Community satisfaction rating out of 100 with how Council has performed in making decisions in the interest of the community]

59 61 61 63Based on the Customer Satisfaction Survey completed in the 2018/19 financial year.

STATUTORY PLANNINGDecision makingCouncil planning decisions upheld at VCAT[Number of VCAT decisions that did not set aside Council’s decision in relation to a planning application / Number of VCAT decisions in relation to planning applications] x100

0 0 0 0No planning applications were sent to VCAT during the 2018/19 financial year.

ROADSSatisfactionSatisfaction with sealed local road[Community satisfaction rating out of 100 with how Council has performed on the condition of sealed local roads]

35 38 38 42

Results are from the annual Community Satisfaction Survey and ratepayers assuming the poor condition of some VicRoads roads are the responsibilty of Council.

Sustainable Capacity Indicators

Indicator/measure Results2016

Results2017

Results2018


OWN-SOURCEREVENUEOwn-source revenue per head of municipal population[Own-source revenue / Municipal population]

$1,852 $1,985 $2,074 $1,973Council’s reliance on rates has slightly decreased due to grants being received for various projects.

RECURRENT GRANTSRecurrent grants per head of municipal[Recurrent grants / Municipal population]

$1,035 $1,858 $1,358 $1,320 -

POPULATIONExpenses per head of municipal population[Total expenses / Municipal population]

$3,150 $3,460 $3,297 $3,118Our total expenses are slghtly down on previous years due to more capital projects being undertaken.

Infrastructure per head of municipal population[Value of infrastructure / Municipal population]

$23,108 $24,123 $21,094 $20,923 -

Population density per length of road[Municipal population / kilometres of local roads] 1.42 1.41 1.40 1.39 -

DISADVANTAGERelative socio-economic disadvantage[Index of Relative Socio-economic Disadvantage by decile]

2 2 1 1 -

DRAFT


Service Performance Indicators

Service/indicator/measure Results2016

Results2017

Results2018


AQUATIC FACILITIESUtilisationUtilisation of aquatic facilities[Number of visits to aquatic facilities / Municipal population]

0.48 0.51 0.48 0.51Summer temperatures impact pool attendances. Council pool facilities were well utilised during the 4 months of operation in the 2018/19 year.

ANIMAL MANAGEMENTHealth and safetyAnimal management prosecutions[Number of successful animal management prosecutions]

0 0 0 0There were no animal management prosecutions during the 2018/19 financial year.

WASTE COLLECTIONWaste diversionKerbside collection waste diverted from landfill[Weight of recyclables collected from kerbside bins / Weight of garbage, recyclables collected from kerbside bins] x 100

25% 23% 25% 25%There is no variation to the amount of garbage collected from kerbside. Recycling collection tonnage has remained similar.

LIBRARIESParticipationActive library members [Number of active library members / Municipal population] x 100

11% 10% 9% 9%Council has one (1) static library and the other towns are serviced by the mobile library. During 2018/19 there was a reduction of 29 active members.

FOOD SAFETYHealth and safetyCritical and major non-compliance notifications[Number of critical non-compliance notifications and major non-compliance notifications about a food premises followed up / Number of critical non-compliance notifications and major non-compliance notifications about a food premises] x 100

100% 100% 100% 100% Council engages proactively with businesses to achieve compliance through education.

MATERNAL AND CHILD HEALTH (MCH)ParticipationParticipation in the MCH service[Number of children who attended the MCH service at least once (in the year) / Number of children enrolled in the MCH service] x 100

59% 89% 75% 93%

Changes are due to transferring from an old software program MACHS to CDIS. The new program is more efficient, in particular, other shires are able to transfer clients out of the system when families have moved into new shires. In the past we didn’t always know when this had happened and then children sat in the program. The nurses are becoming more efficient at data cleansing, for eg. Closing clients on the new system as its easier on CDIS.

ParticipationParticipation in the MCH service by Aboriginal children[Number of Aboriginal children who attended the MCH service at least once (in the year) / Number of Aboriginal children in the MCH service] x 100

0% 67% 100% 100%Variation reflects small number of Aboriginal people within the Shire. Participation in key ages and stage visits reflect the results over the years.

DRAFT


Fina

ncia

l Per

form

ance

Indi

cato

rs

Dim

ensio

n/in

dica

tor/

mea

sure

Resu

ltsM

ater

ial V

aria

tions

2016

2017

2018

2019

2020

2021

2022

2023

EFFI

CIEN

CYR

even

ue le

vel

Aver

age

resid

entia

l rat

e pe

r res

iden

tial p

rope

rty

asse

ssm

ent

[Res

iden

tial r

ate

reve

nue

/ Num

ber o

f res

iden

tial

prop

erty

ass

essm

ents

]

$739

$757

$680

$701

$715

$730

$744

$759

-

Expe

ndi

ture

leve

lEx

pens

es p

er p

rope

rty

asse

ssm

ent

[Tot

al e

xpen

ses /

Num

ber o

f pro

pert

y as

sess

men

ts]

$3,0

41$3

,276

$3,1

43$2

,965

$3,3

88$3

,271

$3,4

69$3

,417

-

Wor

kfor

ce tu

rnov

erRe

signa

tions

and

term

inati

ons c

ompa

red

to a

vera

ge

staff

[Num

ber o

f per

man

ent s

taff

resig

natio

ns a

nd

term

inati

ons /

Ave

rage

num

ber o

f per

man

ent s

taff

for

finan

cial

yea

r] x

100

10%

14%

9%9%

9%8%

7%6%

The

turn

over

of

staff

in

2018

/201

9 is

cons

isten

t w

ith s

taff

turn

over

in

2017

/201

8.

LIQ

UID

ITY

Wor

kin

g ca

pita

lCu

rren

t ass

ets c

ompa

red

to c

urre

nt li

abili

ties

[Cur

rent

ass

ets /

Cur

rent

liab

ilitie

s] x

100

89%

159%

176%

266%

252%

226%

204%

186%

Hal

f of

th

e 20

19/2

0 G

rant

s Co

mm

issio

n al

loca

tion

was

rec

eive

d at

the

end

of

June

201

9, t

here

fore

Co

unci

l ha

d a

high

er t

han

norm

al

perc

enta

ge co

mpa

red

to th

e pr

evio

us

finan

cial

yea

rs. C

ounc

il al

so re

ceiv

ed

Fixi

ng C

ount

ry R

oads

fund

ing

for t

he

2019

/20.

Un

rest

rict

ed c

ash

Unr

estr

icte

d ca

sh c

ompa

red

to c

urre

nt li

abili

ties

[Unr

estr

icte

d ca

sh /

Curr

ent l

iabi

lities

] x 1

007%

101%

118%

145%

154%

132%

115%

100%

Hal

f of

th

e 20

19/2

0 G

rant

s Co

mm

issio

n al

loca

tion

was

rec

eive

d at

the

end

of

June

201

9, t

here

fore

Co

unci

l ha

d a

high

er t

han

norm

al

perc

enta

ge

com

pare

d to

th

e pr

evio

us fi

nanc

ial y

ears

.

OBL

IGAT

ION

SA

sset

ren

ewal

Asse

t ren

ewal

com

pare

d to

dep

reci

ation

[Ass

et re

new

al e

xpen

se /

Asse

t dep

reci

ation

] x 1

00

99%

89%

108%

141%

70%

61%

60%

59%

Coun

cil h

as re

ceiv

ed R

oads

to M

arke

t an

d Fi

xing

Cou

ntry

Fun

ding

to a

ssist

in

add

ress

ing

asse

t ren

ewal

. Cou

ncil

depr

ecia

tion

has

decr

ease

d du

e to

ch

ange

of p

rogr

am.

DRAFT


Fina

ncia

l Per

form

ance

Indi

cato

rs

Dim

ensio

n/in

dica

tor/

mea

sure

Resu

ltsM

ater

ial V

aria

tions

2016

2017

2018

2019

2020

2021

2022

2023

LOA

NS

AN

D B

ORR

OW

ING

SLo

ans

or b

orro

win

gs c

ompa

red

to ra

tes

[Inte

rest

bea

ring

loan

s and

bor

row

ings

/ Ra

te

reve

nue]

x 1

00

2%3%

1%.8

1%.6

3%.4

5%.2

8%.1

6%Lo

an f

or S

tree

t Sw

eepe

r ha

s be

en r

educ

ed w

ith

$21,

000

paid

off

per y

ear.

Loan

s or b

orro

win

gs re

paym

ents

com

pare

d to

ra

tes

[Inte

rest

and

prin

cipa

l rep

aym

ents

on

inte

rest

be

arin

g lo

ans a

nd b

orro

win

gs /

Rate

reve

nue]

x

100

2%2%

1.3%

.17%

.63%

.63%

.64%

.64%

Loan

for

Str

eet

Swee

per

has

been

red

uced

with

$2

1,00

0 pa

id o

ff pe

r yea

r.

Inde

bted

nes

sN

on-c

urre

nt li

abili

ties c

ompa

red

to o

wn

sour

ce

reve

nue

[Non

-cur

rent

liab

ilitie

s / O

wn

sour

ce re

venu

e]

x 10

0

5%4%

4%5%

4%3%

3%3%

-

OPE

RATI

NG

PO

SITI

ON

Adj

uste

d un

derl

yin

g re

sult

Adju

sted

und

erly

ing

surp

lus (

or d

efici

t)[A

djus

ted

unde

rlyin

g su

rplu

s (de

ficit)

/ Ad

just

ed

unde

rlyin

g re

venu

e] x

100

-5%

10%

7%11

%-1

.1%

-2.8

%-7

.1%

-3.5

%

Hal

f of t

he 2

019/

20 G

rant

s Com

miss

ion

allo

catio

n w

as r

ecei

ved

at t

he e

nd o

f Jun

e 20

19, t

here

fore

Co

unci

l ha

d a

high

er t

han

norm

al p

erce

ntag

e co

mpa

red

to th

e pr

evio

us fi

nanc

ial y

ears

.

STA

BILI

TYR

ates

Con

cen

trat

ion

Rate

s com

pare

d to

adj

uste

d un

derly

ing

reve

nue

[Rat

e re

venu

e / A

djus

ted

unde

rlyin

g re

venu

e]

x 10

0

56%

46%

50%

53%

54%

58%

59%

59%

Coun

cil’s

rel

ianc

e on

rat

es r

even

ue is

incr

easin

g.

Coun

cil

conti

nues

to

se

ek

othe

r so

urce

s of

re

venu

e an

d lo

ok fo

r cos

t sav

ings

.

Rat

es e

ffor

tRa

tes c

ompa

red

to p

rope

rty

valu

es[R

ate

reve

nue

/ Cap

ital i

mpr

oved

val

ue o

f ra

teab

le p

rope

rties

in th

e M

unic

ipal

ity] x

100

0.7%

0.6%

0.6%

0.5%

0.4%

0.4%

0.5%

0.5%

-

DRAFT


Definitions• “adjusted underlying revenue” means total income other than - (a) non-recurrent grants used to fund capital expenditure; (b) non-monetary asset contributions; and (c) contributions to fund capital expenditure from sources other than those referred to in paragraphs (a) and (b) • “infrastructure” means non-current property, plant and equipment excluding land • “local road” means a sealed or unsealed road for which the Council is the responsible road authority under the Road Management Act 2004 • “population” means the resident population estimated by Council • “relative socio-economic disadvantage”, in relation to a Municipality, means the relative socio-economic disadvantage, expressed as a decile for the relevant financial year, of the area in which the Municipality is located according to the Index of Relative Socio-Economic Disadvantage (Catalogue Number 2033.0.55.001) of SEIFA • “SEIFA” means the Socio-Economic Indexes of Areas published from time to time by the Australian Bureau of Statistics on its Internet website• “Aboriginal child” means a child who is an Aboriginal person • “Aboriginal person” has the same meaning as in the Aboriginal Heritage Act 2006 • “active library members” means a member of a library who has borrowed a book from the library • “annual report” means an annual report prepared by a Council under sections 131, 132 and 133 of the Act • “class 1 food premises” means food premises, within the meaning of the Food Act 1984, that have been declassed as class 1 food premises under section 19C of that Act • “class 2 food premises” means food premises, within the meaning of the Food Act 1984, that have been declassed as class 2 food premises under section 19C of that Act • “critical non-compliance outcome notification” means a notification received by Council under section 19N(3) or (4) of the Food Act 1984, or advice given to Council by an authorised officer under that Act, of a deficiency that poses an immediate serious threat to public health • “food premises” has the same meaning as in the Food Act 1984 • “local road” means a sealed or unsealed road for which the Council is the responsible road authority under the Road Management Act 2004 • “major non-compliance outcome notification” means a notification received by a Council under section 19N(3) or (4) of the Food Act 1984, or advice given to Council by an authorised officer under that Act, of a deficiency that does not pose an immediate serious threat to public health but may do so if no remedial action is taken • “MCH” means the Maternal and Child Health Service provided by a Council to support the health and development of children within the Municipality from birth until school age • “population” means the resident population estimated by Council • “target population” has the same meaning as in the Agreement entered into for the purposes of the Home and Community Care Act 1985 of the Commonwealth • “WorkSafe reportable aquatic facility safety incident” means an incident relating to a Council aquatic facility that is required to be notified to the Victorian WorkCover Authority under Part 5 of the Occupational Health and Safety Act 2004.• “adjusted underlying surplus (or deficit)” means adjusted underlying revenue less total expenditure • “asset renewal expenditure” means expenditure on an existing asset or on replacing an existing asset that returns the service capability of the asset to its original capability • “current assets” has the same meaning as in the AAS • “current liabilities” has the same meaning as in the AAS • “non-current assets” means all assets other than current assets • “non-current liabilities” means all liabilities other than current liabilities • “non-recurrent grant” means a grant obtained on the condition that it be expended in a specific manner and is not expected to be received again during the period covered by Council’s Strategic Resource Plan • “own-source revenue” means adjusted underlying revenue other than revenue that is not under the control of Council (including government grants) • “rate revenue” means revenue from general rates, municipal charges, service rates and service charges • “recurrent grant” means a grant other than a non-recurrent grant • “residential rates” means revenue from general rates, municipal charges, service rates and service charges levied on residential properties • “restricted cash” means cash and cash equivalents, within the meaning of the AAS, that are not available for use other than for a purpose for which it is restricted and includes cash to be used to fund capital works expenditure from the previous financial year• “unrestricted cash” means all cash and cash equivalent other than restricted cash.

DRAFT


Basis of Preparation

Yarriambiack Shire Council is required to prepare and include a performance statement within its annual report. The performance statement includes the results of the prescribed sustainable capacity, service performance and financial performance indicators and measures together with a description of the municipal district and an explanation of material variations in the results. This statement has been prepared to meet the requirements of the Local Government Act 1989 and Local Government (Planning and Reporting) Regulations 2014.

Where applicable the results in the performance statement have been prepared on accounting bases consistent with those reported in the Financial Statements. The other results are based on information drawn from Council information systems or from third parties (e.g. Australian Bureau of Statistics).

The performance statement presents the actual results for the current year and for the prescribed financial performance indicators and measures, the results forecast by Council’s strategic resource plan. The Local Government (Planning and Reporting) Regulations 2014 requires explanation of any material variations in the results contained in the performance statement. Council has adopted materiality thresholds relevant to each indicator and measure and explanations have not been provided for variations below the materiality thresholds unless the variance is conserved to be material because of its nature.

The forecast figures included in the performance statement are those adopted by Council in its strategic resource plan on 27 June 2018 which forms part of the council plan. The strategic resource plan includes estimates based on key assumptions about the future that were relevant at the time of adoption and aimed at achieving sustainability over the long term. Detailed information on the actual financial results is contained in the General Purpose Financial Statements. The strategic resource plan can be obtained by contacting Council at its municipal offices at 34 Lyle Street Warracknabeal, by email to [email protected] or phone 03 5398 0100.

DRAFT


Governance and Management ChecklistThe following are the results in the prescribed form of Council’s assessment against the prescribed governance and management checklist

Governance & Management Items Assessment1. Community Engagement Policy - policy outlining Council’s commitment to engaging with the community on matters of public interest.

Policy

Council’s Community Engagement Strategy was adopted on 27/07/2017.

2. Community Engagement Guidelines - guidelines to assist staff to determine when and how to engage with the community.

Guidelines

Community Engagement Guidelines form part of the Community Engagement Strategy which was adopted on 27/07/2017.

3. Strategic Resource Plan - plan under section 126 of the Act outlining the financial and non-financial resources required for at least the next 4 financial years.

PlanAdopted in accordance with Section 126 of the Act.

Dateofadoption:28/06/2017Updated:26/06/2019

4. Annual Budget - plan under section 130 of the Act setting out the services to be provided and initiatives to be undertaken over the next 12 months and the funding and other resources required.

Annual Budget: Adopted in accordance with Section 130 of the Act.

Date of adoption: 26/06/2019

5. Asset Management Plans - plans that set out the asset maintenance and renewal needs for key infrastructure asset classes for at least the next 10 years.

No Plans

Plans are currently being developed and are in draft format and will be adopted by the end of 2019-20 financial year.

6. Rating Strategy - strategy setting out the rating structure of Council to levy rates and charges.

Strategy


7. Risk Policy - policy outlining Council’s commitment and approach to minimising the risks to Council’s operations.

Policy

Date of operation of current plan: 9/04/2014.

A new version is in draft format and will be adopted at the July 2019 Council meeting.

8. Fraud Policy - policy outlining Council’s commitment and approach to minimising the risk of fraud.

Policy

Date of operation of current policy: 27/06/2018

9. Municipal Emergency Management Plan - plan under section 20 of the Emergency Management Act 1986 for emergency prevention, response and recovery.

PlanPrepared and maintained in accordance with Section 20 of the Emergency Management Act 1986.


10. Procurement Policy - policy under section 186A of the Local Government Act 1989 outlining the matters, practices and procedures that will apply to all purchases of goods, services and works.

PolicyPrepared and approved in accordance with Section 186A of the Local Government Act 1989.

Date of Adoption: 26/06/2019

DRAFT


Governance & Management Items Assessment11. Business Continuity Plan - plan setting out the actions that will be undertaken to ensure that key services continue to operate in the event of a disaster.

Plan

Date of approval: 11/08/2017

12. Disaster Recovery Plan - plan setting out the actions that will be undertaken to recover and restore business capability in the event of a disaster.

Plan Disaster Recovery Plan is incorporated in the Business Continuity Plan.

Date of approval: 11/08/2017

13. Risk Management Framework - framework outlining Council’s approach to managing risks to the Council’s operations.

Framework

Date of operation of current framework: 9/04/2014

A new version is in draft format and will be adopted at the July 2019 Council meeting.

14. Audit Committee - advisory committee of Council under section 139 of the Act whose role is to oversee the integrity of a Council’s financial reporting, processes to manage risks to the Council’s operations and for compliance with applicable legal, ethical and regulatory requirements.

Audit CommitteeEstablished in accordance with Section 139 of the Act.

Date of establishment: 9/02/2004The internal audit is made up of both Councillors, staff and independent members.

15. Internal Audit - independent accounting professionals engaged by the Council to provide analysis and recommendations aimed at improving Council’s governance, risk and management controls.

Engaged

Date of engagement of current provider: 9/02/2004AFS Bendigo are Councils current internal auditors.

16. Performance Reporting Framework - a set of indicators measuring financial and non-financial performance, including the performance indicators referred to in section 131 of the Act.

No Framework

Council’s Planning and Reporting Policy is currently in draft format and will be adopted by the end of 2019 year.

17. Council Plan Reporting - report reviewing the performance of the Council against the Council Plan, including the results in relation to the strategic indicators, for the first six months of the financial year.

No Report

Reason for no report:Council is in the process of implementing a new Council Plan reporting system and will begin 6 monthly reporting in relation the strategic indicators in the 2019-20 year.

18. Financial Reporting - quarterly statements to Council under section 138 of the Act comparing budgeted revenue and expenditure with actual revenue and expenditure.

Financial ReportingStatements presented to Council in accordance with section 138(1) of the Act.Statements are presented monthly at Council meetings.10 Monthly Reports: 25/7/2018, 26/09/2018, 24/10/2018, 28/11/2018, 23/01/2019, 27/02/2019, 27/03/2019, 24/04/2019, 22/05/2019, 26/06/2019.

19. Risk Reporting - six-monthly reports of strategic risks to Council’s operations, their likelihood and consequences of occurring and risk minimisation strategies.

No Reports

Reason for no report:Council is in the process of developing report processes/templates from an external auditor. This is to be implemented by the end of the 2019-20 financial year.

20. Performance Reporting - six-monthly reports of indicators measuring the results against financial and non-financial performance, including performance indicators referred to in section 131 of the Act.

No Reports

Reason for no report:Reports are currently being developed and are expected to be utilised at the beginning of the 2019-20 year.

DRAFT


We certify that this information presents fairly the status of Council’s governance and management arrangements.

Jessie Holmes Cr Graeme MasseyChief Executive Officer MayorDated: Dated:

Governance & Management Items Assessment21. Annual Report - annual report under sections 131, 132 and 133 of the Act to the community containing a report of operations and audited financial and performance statements.

Annual ReportConsidered at a meeting of Council in accordance with section 134 of the Act.

Date statements presented: 24/10/2018

22. Councillor Code of Conduct - Code under section 76C of the Act setting out the conduct principles and the dispute resolution processes to be followed by Councillors.

Code of ConductReviewed in accordance with section 76C of the Act.

Date reviewed: 28/11/2018

23. Delegations - a document setting out the powers, duties and functions of Council and the Chief Executive Officer that have been delegated to members of staff.

DelegationsReviewed in accordance with section 96 (6) of the Act.

Date of review: 28/11/2018

24. Meeting Procedures - a local law governing the conduct of meetings of Council and special committees.

Meeting proceduresLocal law made in accordance with section 91 (1) of the Act.

Date of local law made: 13/02/2007Currently under review and is in draft format and will be adopted by September 2019.

DRAFT